The regular monthly meeting was called to order by President, Elizabeth Ennis.

Transcription

1 BE IT REMEMBERED that the Board of Directors met in the Clubhouse, Hide-A-Way Lake, Pearl River County, Mississippi, on the 8 th day of February and the following proceedings were had and done. The Pledge of Allegiance was recited. The regular monthly meeting was called to order by President, Elizabeth Ennis. The roll call is as follows: All members of the Board were present or accounted for. The Security Contractor s Report for November 2016, December 2016, and January 2017 was presented by Captain Michael Morris. The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of November 9, Ron Scheuermann acknowledged the motion, Jim Wells seconded the motion. Unanimously approved. The Chair entertained a motion to approve the Minutes of the Board meeting of November 9, Jim Wells acknowledged the motion, Tom Gibilterra seconded the motion. Unanimously approved. MANAGER S REPORT Bruce Devillier 1. The 2015 fiscal year ended on September 30, The year-end audit and financial statistics for the corporation are in the final stages. Kent Whitfield s CPA firm will recap with the Board of Directors next month. 2. The property tax for all of the common grounds was paid on December 6, A total of $20,824 was paid to the Pearl River County Tax Collector. 3. The construction bank loan for the water system was finalized on November 14, A resolution is forthcoming. 4. Well #4 is now completed and the upgrade on Well #3 to the water lube pump is in works by Lyman Well Company. 5. Hudson Contracting, Inc. has completed the addition of the fire hydrants/water lines installation on the east side. These completed locations are listed below: East Lakeshore/Shady Trail East Lakeshore/Peninsula Drive West Sunnybrook Road/Northridge Drive East Lakeshore/Rollingwood Drive Nutbush Drive/Meadowlark Lane Page 1 of 9

2 They are currently working on installing the additional fire hydrants/water lines on the west side locations listed below: 110 Block of Hide-A-Way Lane 100 Block of West Lakeshore Drive 1000 Block of West Lakeshore Drive Hide-A-Way Lane/Glenwood Drive Hide-A-Way Lane/Rustic Lane The project is slow but steady progress and good quality work is being made and it should be completed by the 1 st quarter of this year. The community will have 46 fire hydrants after completion of this project. 6. A line locator for the water system has been ordered from Ditchwitch for a total capital purchase of $4,815 plus tax and shipping. 7. A 3 water pump for the water system was purchased from USABlueBook. The total cost for this capital project was $2, A Tommy Gate 1,300 pound lift capacity has been purchased and installed on one of the maintenance trucks (M-1) from Aerial Hydraulics, Inc. The total cost for this capital purchase was $3, The contract with Seal Tex to upgrade the interior of the kitchen s walk-in cooler/freezer has been completed. The freezer door was added to this contract. The total cost for this capital purchase was $6, LED light fixtures have been installed in the entire lodge, replacing the original florescent fixtures. These fixtures were purchased from Mobern Lighting for a total capital purchase of $3, The kitchen electrical panels have been replaced and upgraded by Gulf South Electric. The total cost for this capital purchase was $3, Thirty-two folding chairs were purchased from Amazon.com for a total capital cost of $ Honeywell programmable thermostats have been purchased and installed in the lodge. The total cost for this capital purchase from Home Depot was $ Bid requests for replacement of some of the playground equipment at the east playground and the lodge area has been ordered from Bluegrass Playgrounds, Inc. A resolution is forthcoming. 15. MDEQ has approved the walking path on top of the dam. Bids were opened on January 24, A resolution to award this project is forthcoming. 16. A contract with Planet Recess has been signed to purchase and install fitness areas with Playworld Energi Fitness System and LifeTrail Advanced Wellness System at three locations in the community. A resolution is forthcoming. 17. Progressive Waste Solutions garbage rate increase will be effective with the February 25, 2017 billing statements. This increase will change the rate from $10.65 to $10.82, which is a 17 cents increase. Page 2 of 9

3 18. The geese permit for 2017 has been approved through the USDA. 19. Dungan Engineering has performed our bridge inspection. We are awaiting the final report. 20. The HAWL Garden Club is in the process of updating the community entrance gardens. 21. The following is a report of our delinquent accounts: Page 3 of 9 42 accounts are in the process of being worked in-house $ 6, accounts have received judgments and/or being worked by an attorney $ 2, Total $ 9, On behalf of the Board of Directors and Hide-A-Way Lake Club, Inc., a plaque was presented to James Fretwell in recognition of 15 years of loyal service, leadership, and outstanding contributions. James has become a familiar face within the community, playing an intricate part in many projects such as becoming a certified water operator, assisting in the installation of water well #04, and most recently, being promoted to Maintenance Director. Hide-A-Way extends a big Thank You to our loyal employees. STANDING COMMITTEE REPORTS Architectural/Variances Jim Wells November 2016, December 2016, and January 2017, the number of houses to date is 961. The architectural committee approved the following: (1) bulkhead, (2) driveways, (2) fences (1 chain-link, 1 split rail), (1) gazebo, (1) house addition (storage shed), (1) patio cover, (1) pool, and (1) propane tank. Finance Committee Report Tom Gibilterra $115, BANKPLUS - Operating Account $1, PETTY CASH $2, BANKPLUS - Payroll Account $119, TOTAL CHECKBOOK, PAYROLL, & PETTY CASH $64, BANKPLUS - Business Resource Account $98, BANKPLUS CAPITAL RESERVE ACCOUNT $95, REGIONS BANK CAPITAL RESERVE ACCOUNT $226, FIRST NATIONAL BANK - BOARD CONTINGENCY ACCOUNT $485, TOTAL SAVINGS $104, CD - CRESCENT BANK - Water System (1.81% matures 05/28/18) $39, CD - CRESCENT BANK (2.12% matures 05/28/20) $45, CD - CRESCENT BANK (1.81% matures 03/10/18) $55, CD - CRESCENT BANK (1.51% matures 11/24/17) $245, TOTAL INVESTMENTS TOTAL RESERVE $731, GRAND TOTAL $850, $281, Checks & Debits made 10/26/16 through 11/25/16 from BankPlus Operating $448, Deposits made 10/26/16 through 11/25/16 from BankPlus Operating

4 $245, Checks & Debits made 11/26/16 through 12/25/16 from BankPlus Operating $209, Deposits made 11/26/16 through 12/25/16 from BankPlus Operating $296, Checks & Debits made 12/26/16 through 01/25/17 from BankPlus Operating $220, Deposits made 12/26/16 through 01/25/17 from BankPlus Operating On February 1, 2017, during the work session, the Board of Directors reviewed for the period of 10/26/16 through 01/25/17 the Checkbook Register Report for the Operating account, both of the Capital Reserve accounts, and the Board Contingency account. Security Safety, Fire Committee & Boat Sub-Committee Jack C. Jensen, Jr. No report given. Lake Quality Mark Herring Water samples were collected from two locations on February 6, One sample (inlet) tested within the Mississippi standard level for recreational waters. The result of the second sample was inconclusive as the test plate was blank. Rainfall for the month of January 2017 was measured at inches which was 4.64 inches above the 30 year January average of 5.59 inches. Rainfall-to-date was inches which was 4.64 inches above the 30 year-to-date average of 5.59 inches. The placement of artificial fish habitats was completed February 1, ty-five structures were distributed among 14 selected sites around the lake. A map, available by March 1 st, will depict information specific to each site: graphic and GPS location, types of habitats, and depth of structures. To improve access for fishing from shore, habitat locations will be identified by a land marker and additional information will include casting distance from shore. Phase #2 of our Lake Quality Improvement Plan is the addition of forage and other fish. This activity is to be implemented during the next several weeks. Long Range Planning Elizabeth Ennis No report given. Social Committee Robin Montalbano (Read by Bruce Devillier) The Mardi (Gaudy) Gras Party is February 18, 2017 from 8:00 pm 11:00 pm. The cost to attend this event is $15. Call the HAWL office to make your reservations. The Brunch, Bingo, and Boutique is set for March 15 th from 10:00 am 1:00 pm. The cost to attend this event is $14. A light lunch will be served while you play and shop. Please call the Hide-A-Way Lake office to reserve your seat, as reservations are required. If you are a vendor and wish to participate, spaces are available and can be rented for $10. Reserve your space by calling the HAWL office. Breakfast with the Easter Bunny is scheduled for April 8 th, from 8:00 am 10:30 am. The egg hunt will be held at 10:30 am for children ages 10 and under. Page 4 of 9

5 The Social Committee has several other events planned for the remainder of the year. Upcoming events include: the Spring Flea Market on May 6 th with a rain date of May 13 th, a free snowball day (date is TBD), a Beach Bash on June 11 th, the Deck Party (date is TBD), the Fall Flea Market on September 9 th with a rain date of September 23 rd, the Halloween Party on October 28 th, a Brunch, Bingo, and Boutique on November 8 th, a Breakfast Buffet which includes Santa s Workshop and Marketplace on December 2 nd, the Holiday Cookie Exchange (date is TBD), and the New Year s Eve Party on December 31 st. Public Affairs Ron Scheuermann No report given. UNFINISHED BUSINESS None. NEW BUSINESS A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the Board of Directors poll decision to approve draw #11 and finalize the water loan with BankPlus for the addition of well #04. WHEREAS a poll was held on Monday, November 14, 2016, and the Board of Directors approved draw #11 in the amount of $162, to pay $42, to Lyman Well Company for the final payment on the new water well and to pay a total of $120, of upcoming invoices on the hydrant line extension project from Hudson Contracting, Inc. and Owen & White, Inc. The funds from this final draw was deposited in the operating account until all phases are completed. The total loan cost is $605, Principal and interest started in November 2016, with the monthly payment being $4, NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies November 14, 2016 poll decision to approve draw #11 for $162, and finalize the water loan for $605, with BankPlus for the addition of well #04. Funds was transferred by BankPlus into the HAWL Operating Account. Resolution offered by Ron Scheuermann seconded by Jim Wells on this 8 th day of February, A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the capital expenditure for improvements at the east playground and the lodge area. WHEREAS it was determined some of the playground equipment needed replacement, and; WHEREAS two (2) invitations for quotes on two (2) 8 high heavy duty modern tripod swings with 4 seats, one (1) high back infant seat, one (1) toddler high back half bucket, and one (1) 6 high independent bump wave slide went out and upon receiving two (2) quotes from the following: Company Name Quote (Does not include tax or installation) Page 5 of 9 Bluegrass Playgrounds, Inc. $6, SwingSetMall.com $8,200.35

6 NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the capital expenditure of $6, to Bluegrass Playgrounds, Inc. for playground equipment improvements at the east playground and the lodge area. Total cost does not include tax or installation. Resolution offered by Tom Gibilterra seconded by Ron Scheuermann on this 8 th day of February, A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the Walking Path contract. WHEREAS in 2014 the Board of Directors conducted a community-wide survey with HAWL property owners to evaluate areas for uses that would be beneficial to more of the community, and; WHEREAS based upon responses from over 400 property owners, a Recreational Committee consisting of HAWL property owners were composed to evaluate our common properties to determine an option that was both feasible and in the community s best interest, and; WHEREAS the Recreational Committee determined a walking path 6 wide and 1,130 length on top of the lake dam would be in the interest of the community, and; WHEREAS MDEQ standards require HAWL to raise the dam levee by 6, and placing the walking path on the dam will satisfy this requirement, and; WHEREAS after five (5) invitations to bid went out and upon receiving three (3) bid quotes for the Walking Path project from the following: Company Name Bid Amount Barriere Construction Co., L.L.C. $109, Billy J. Clark Company, Inc. Declined to Bid Chris Asphalt Paving $46, HRL Contracting, Inc. Declined to Bid Huey Stockstill, Inc. $41, NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the Walking Path contract to Huey Stockstill, Inc. for a total cost of $41, Resolution offered by Jim Wells seconded by Mark Herring on this 8 th day of February, Page 6 of 9 Against

7 A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the outside fitness areas contracts. WHEREAS in 2014 the Board of Directors conducted a community-wide survey with HAWL property owners to evaluate areas for uses that would be beneficial to more of the community, and; WHERAS based upon responses from over 400 property owners, a Recreational Committee consisting of HAWL property owners were composed to evaluate our common properties to determine an option that was both feasible and in the community s best interest, and; WHEREAS the Recreational Committee determined three outside fitness areas would be in the best interest of the community and that the locations would be at the dam before the new walking path, the east playground, and the west playground, and; WHEREAS a comprehensive study of equipment was conducted with recommendations to purchase the Playworld fitness equipment distributed by Planet Recess, and; WHEREAS the Board of Directors waived the bid procedure in lieu of the single sole source item procedure, and; WHEREAS the Board of Directors approved contracting with Planet Recess to purchase and supervise the installation of the Energi Stations No. 1 5 equipment and LifeTrail Advanced Well system for a total cost of $53,858.00, and; WHEREAS concrete slabs will be needed for the equipment at the three location of the fitness areas, and; WHEREAS after two (2) invitations for an estimate went out and upon receiving two (2) estimates for the concrete slabs from the following: Company Name Bid Amount D & G Services, LLC $12, Larry Watkins $11, NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the outside fitness areas equipment contract to Planet Recess for a total cost of $53, and approves the awarding of the outside fitness areas concrete slabs to Larry Watkins for an estimated cost of $11, Resolution offered by Mark Herring seconded by Tom Gibilterra on this 8 th day of February, Page 7 of 9

8 ADJOURNMENT Motion to adjourn given by Ron Scheuermann, Tom Gibilterra seconded the motion. The meeting was adjourned by a unanimous vote of the Directors. ELIZABETH ENNIS, PRESIDENT TOM GIBILTERRA, SECRETARY/TREASURER Page 8 of 9

9 STATE OF MISSISSIPPI COUNTY OF PEARL RIVER I, Elizabeth Rancatore, do hereby certify that the foregoing is a true and correct transcription, to the best of my skill and ability, of the Minutes taken at the meeting of the Board of Directors of Hide-A-Way Lake Club, Inc., held in the Clubhouse at Hide-A-Way Lake on the 8 th day of February THIS, the 9 th day of February ELIZABETH RANCATORE Page 9 of 9