BE IT REMEMBERED that the Board of Directors met in the Clubhouse, Hide-A-Way, Pearl River County, Mississippi, on the 14^th day of November and the following proceedings were had and done.

 

The regular monthly meeting was called to order by President, Kathy Busco.

 

The roll call is as follows:

 

John Rodish, Vice President                       Present

Jim Danton, Secretary/Treasurer                Present

Beth Ennis, Director                                     Present

All members of the Board were present or accounted for. 

 

The Security Contractor’s Report was presented for October 2007.

 

The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of October 10, 2007. Jim Danton acknowledged the motion, Donna Ruston seconded the motion. Unanimously approved.

 

The Chair entertained a motion to approve the Minutes of the Board meeting of October 10, 2007. John Rodish acknowledged the motion, Jim Wells seconded the motion. Unanimously approved. 

 

1.      Our fiscal year ended on September 30, 2007. The new fiscal year began October 1, 2007. Whitfield and Company PC has begun the audit on last year’s business and to complete our tax returns. We should have the recap to the Board by the end of December.

 

     Number of Accounts                               1,231

       Total Polls Received                803      65.23%

        Yes Poll                                     339      42.22%

       No Poll                                     457      56.91%

          Voided Poll                                  7          00.87%

 

The sewer poll results will be kept in the office as community record and are available to be reviewed by appointment.

 

3.      On October 2, 2007, Dungan Engineering inspected the bridge at a cost of $950. They determined that some preventative maintenance must be done.  The remaining concrete spillway located under the bridge must be removed. After it is removed, the slope needs to be covered with filter fabric and rip rap under the bridge to stop any future washouts. Additionally, all debris from the spillway to the bridge and from the lake valve to the bridge must be removed. We are in the process of working with Dungan Engineering to draw up specs for the work under the bridge to send out for bid. The resolution for the debris removal is forthcoming.

 

4.      The capital expenditure budget for 2008 is completed. The resolution for accepting this budget is forthcoming.

 

5.      All foundation work for the new 40 x 80 maintenance building was completed last month at a cost of $3,000.

 

6.      Our water system is now part of the Mississippi One Call “Call Before You Dig Law”.

 

7.      The following lodge capacity rulings have been received from the Pearl River County Fire Marshall and have been posted in the appropriate rooms: Main Room 90, Bar Room 47, Buffet Room 31, Deck 96, Board Room 49, and Game Room 88. Excluding the deck, the total capacity for the upper level is 168. The total capacity for the lower level is 137.

 

8.      On January 9, 2008, the Lake Quality Committee will meet with MSU Extension Service for the “Lake Management Program”. The board is invited to attend.

 

9.      Forty-two septic tanks were inspected in October: 29 were okay, 1 needed a tee replacement, 1 had field line issues, and 11 required pumping. All treatment plants and an additional 30 septic tanks will be inspected this month.

 

10.The following is a report of our delinquent accounts:

 

35 accounts are in the process of being worked in-house                             $   7,442.78

 4 accounts have received judgments                                                                 $   2,945.44

11 accounts are being worked by attorney Rick Norton of

 

236 accounts were assessed the $12.00 late fee in October.         

 

Architectural/Variances – Jim Wells

 

The number of houses to date, including the new home construction included in this report are 939. The architectural committee approved the following:   (1) shed, (1) deck, (1) chain link fence, and (1) home remodel.

 

Finance Committee Report – Jim Danton

 

$  40,662.56   Hancock Bank Checkbook Balance (Operating Account)

      5,035.09  Cash – Payroll

 

$   64,998.09  Hancock Bank – Business Resource

    20,346.05  Regions Bank (formerly Union Planters Bank) Capital Reserve Account

       $155,115.41 Total Savings

 

$ 50,000.00  CD’s Bank Plus

    35,000.00  CD’s Regions Bank (formerly Union Planters Bank)

$125,000.00  Total CD’s & Investments

 

 

 

 

Security Safety, Fire Committee & Boat Sub-Committee – John Rodish

 

The only open item that the Security Committee has on the agenda is the revision of the citation violation form. This is being done to assist the security patrol officer by eliminating much of the writing by the use of check boxes, etc. when possible. This will be worked on after the first of the year.

 

As we are a gated community, it is imperative that the property owners call and notify the gate of their expected guests, delivery persons, contractors, as well as all other visitors.  Although, we continue to reiterate the importance of doing so, there are some who still do not. There are even some residents who will get upset with Security for enforcing the proper procedure in processing these unauthorized visitors. The General Manager recently sent a memo to gate security reminding them that they are to ask those individuals who have not been “called in” to pull over to the side parking lot until the home owner can be contacted to confirm authorization. This prevents a back-up at the gate. Please remember that our security personnel are given our by-laws and are paid to enforce them. This is for everyone’s benefit. Plans are in the works to implement an automated entry system to improve the efficiency of our security personnel but please be patient until this can happen.

 

Lake Quality – Danny Stockstill

 

Lake-water samples were taken from four locations on November 7, 2007. All samples were below the maximum allowable Mississippi standard level for recreational waters. 

 

Rainfall for the month of October was measured at 8.59 inches which was 4.77 inches above the 30 year average for October of 3.82 inches. Rainfall to date was 49.20 inches which was 4.68 inches below the average of 53.88 inches.

 

Since the majority of property owners chose to remain with the current septic tank systems, HAWL personnel with the support of the Lake Quality Committee will continue to inspect several hundred septic tank systems a year. At the recommendations of the DEQ and the State Health Department, it is the goal to inspect each system every three years. Mechanical systems are inspected every six months to ensure that pumps, chlorinators and other mechanical parts are in working order. Each property owner is encouraged to immediately make any required repair which is identified during an inspection. If you have any questions concerning your septic system, or if you are a new property owner and are not sure what kind of system you have, you are encouraged to contact the office. The staff there can help you determine what, if anything needs to be done.

 

Long Range Planning – Kathy Busco

We had our long range planning meeting at last Wednesday’s work session and Jim Danton is going to review with you what was discussed in this meeting.

 

Jim Danton: For the past two years, we have been able to do capital improvements on our roads. We have repaved and restriped over nine miles of roads. Those are capital improvements you can see, drive across, and take pleasure in the smooth ride. In the next year, we have an ambitious capital improvement plan which once completed, you as a property owner, won’t be able to see as easily as in the past improvements. As it was alluded to in the Manager’s Report, the bridge by the fire house has had some damage to the underpinnings. If we don’t spend the $40,000 or $50,000 now to take care of these problems, two or three years down the line it will cost $250,000. Another project will be putting in a maintenance shed to protect the equipment, store supplies, and house the maintenance vehicles.   We will be looking into an upgrade to the security gate which will tie it in to an overall information technology system within the entire complex. This is a massive project which will be expensive but the money we spend now out of necessity will take us from the antiquated system we now use and put us ahead of the curve so that Board Members five years from now won’t have to worry about this issue. The perimeter fencing project will be continued at about $15,000 a year. In addition, there are also some improvements in the club house which need to be done. This program will make mostly cosmetic changes to the lower level of the Lodge not unlike what was done in the restaurant. This club house belongs to the residents of Hide-A-Way Lake and these improvements will make it more pleasant for all to enjoy.

 

The capital reserve assessments which the property owners pay each month plus the money generated in club profits are going back into our community. You may not always see everything being done but you will be benefiting nevertheless.

 

Social Committee – Beth Ennis

 

The Social Committee has been really busy getting ready for the holiday season. November 15^th will be the first official kickoff for the Toys for Tots campaign with the Newcomer’s group meeting. They have promised to donate over 40 toys. The committee will be decorating the Lodge November 26^th and 27^th because Santa arrives on December 1^st.  On that day, we are very fortunate to have some Navy and Marine personnel coming to help with Hide-A-Way Lake’s Toys for Tots campaign. In addition, the PRC ROTC Cadets are coming to not only help us that day but are going to be collecting toys at the high school as part of our campaign. The program really encompasses the entire community. Picayune on Stage will be here for a dinner theatre on February 23^rd. Plans for another Bouncing on the Beach are being made for the summer. The committee is also working on welcome packages for newcomers to Hide-A-Way Lake. There is so much coming up! Our best resource for the dissemination of information is the Echoes. We hope to have a full year of activities pretty well planned out in January. Just watch for the issue coming up; we will provide information as to how to get involved and participate in these events. The Committee works very hard and is excited to see people who want to help.

 

Public Affairs – Donna Rushton

 

No report was given at this time.

 

None

 

A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the year 2008 Capital Expenditure Budget.

 

WHEREAS identified capital projects within Hide-A-Way Lake Club, Inc. are either considered essential in their purchase and/or upgrade and/or repair, and;

 

WHEREAS specific fiscal allocations are subsequently required, and;

 

NOW THEREFORE be it resolved that the Board of Directors has decided to set aside $229,500.00 for capital expenditures for the year 2008, specifically to be used in bridge improvements, dam engineer, maintenance equipment building, maintenance equipment, water system tank inspections, perimeter fence, computer for security gate, electronic/technology upgrades, and club facilities renovations.

 

Resolution offered by Jim Danton seconded by Danny Stockstill on this 14^th day of November, 2007.

 

Kathy Busco – President                             For

John Rodish – Vice President                     For

Jim Danton – Secretary/Treasurer             For

Beth Ennis – Director                                   For

Donna Rushton – Director                           For

Danny Stockstill – Director                         For

Jim Wells – Director                                     For

 

 

A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for removing the debris from the spillway to the bridge and from the lake valve to the bridge.

 

WHEREAS upon the bridge inspection performed by Dungan Engineering, it was determined there are some preventative maintenance that needs to be done on the bridge on Hide-A-Way Lane, and;

 

WHEREAS Dungan Engineering recommends the removal of all debris from the spillway to the bridge and from the lake valve to the bridge, and;

 

WHEREAS three (3) invitations to bid went out and upon receiving two (2) bid quotes for the removal of debris:

 

 

NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for removing the debris from the spillway to the bridge and from the lake valve to the bridge to Rodney Roche Trucking and Construction due their availability to start right away which is an issue due to the lake lowering scheduled for January.

 

Resolution offered by John Rodish seconded by Jim Wells on this 14^th day of November, 2007.

 

Kathy Busco – President                             For

John Rodish – Vice President                     For

Jim Danton – Secretary/Treasurer             For

Beth Ennis – Director                                   For

Donna Rushton – Director                           For

Danny Stockstill – Director                         For

Jim Wells – Director                                     For

 

Motion to adjourn given by Kathy Busco, John Rodish seconded the motion. The meeting was adjourned by a unanimous vote of the Directors.