GREEN SHEET. ~tie ~~t>~

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1 GREEN SHEET ~tie ~~t>~ I Volume 29, No.8 June 3,2011 Workshop Meeting May 12,2011 Board members in attendance: President Dan Henderson, Secretary Bob Hunter, Treasurer Bill Connelly, Directors, Beth Boast, Frances Creighton, Fay Farrington and Frank Tucker Board members absent: Vice President Bob Marabella and Director Gary Butler Also Present: General Manager Dan Gorden, Controller John Hall and Administrative Assistant DodieFrank There were 11 residents in attendance President Dan Henderson called the meeting to order at 10:00 A.M. Roll call was taken. ITEMS DISCUSSED 1. Presidents comments - This is the last Workshop meeting until September. Bids are going out for the paving for the first phase of the roads. 2. The Administration office and Activities office will be closed from 12-1 for lunch and a locked box will be placed outside the Administration Office for payments, letters, etc. 3. The Proprietary Lease committee will be looking at making a recommendation for changes to the lease. 4. Five Service Animals are up for renewal. 5. The Management Transition Team recommended that when Dan Gorden retires Roger will take over. as General Manager. The motion made at the Feb. 18,2001 Board meeting is non-rescindable. A motion for a vote of confidence for Roger will be presented at the May 19, 2011 Board meeting. Some of the things being said in the community need to be put to rest. A consensus was reached for support of the motion. 6. The Planning Committee recommended approval of the aeration system in the marina with reservations as to finance. The cost has gone from 4,000 to 5,900 for the aeration system only. It was suggested that HRCA give $2,000 and have the club pay the rest. There will be a cap of $6,500. There will be a motion for the General Board Meeting. The portable cover the boat club wanted does not need the planning committee involved. The mural on the wall that they requested is ok but the logo on the patio is not. The Pitch n putt sink must have all components removed due to state laws. Water meter costs are being studied. Hawthorne should start to put money in Fund B now. The restrooms on the west side of the river were discussed and the Planning Committee will be meeting in June to run new costs and show a less expensive way to do it. The Auction Heirs will give money toward the project. 7. Budget meeting kick offwill be friday, May 13, The Investment committee is requesting changes in the Rules & Regulations to upgrade the language. 8. The Community Pride Committee requested Changes to the Rules and Regulations. This will be brought up in September. 9. There are CD's that the Board is reviewing that could be used by the Sales Office for selling homes. This will be brought up next workshop meeting in September. 1

2 ADJOURNMENT Meeting adjourned 11:10 PM Agenda Meeting May 12, 2011 Board members in attendance: President Dan ; The invocation was given by George Wolf and The. VFW posted the colors and led the Pledge of Allegiance. APPROVAL OF MINUTES General Board Meeting Workshop Meeting Agenda Meeting April 21, 2011 May 12, 2011 May 12, 2011 Henderson, Secretary Bob Hunter, Treasurer Bill Minutes approved as posted Connelly and Directors, Beth Boast, Frances TREASURER'S REPORT Creighton, Fay Farrington and Frank Tucker Board members absent: Vice President Bob Marabella and Gary Butler Also present: General Manager Dan Gorden and Administrative Assistant Dodie Frank There were 11 residents in attendance. President Dan Henderson called the meeting to order at 11:20 A.M. The agenda was set for the May 19, 2011 Board Meeting as follows: GENERAL BOARD MEETING May 19, 2011 Board members in attendance: President Dan Henderson, Secretary Bob Hunter, Treasurer Bill Connelly and Directors Frances Creighton, Fay Farrington and Frank Tucker Board members absent: Bob Marabella and Gary Butler Also present: General Manager Dan Gorden, Administrative Assistant Dodie Frank, Controller John Hall, Bill Tschida Realty Operations and Emergency Services Chief Steve Waters There were approximately 46 residents in attendance. Treasurer's report given by Bill Connelly and accepted as read. PRESIDENT'S REMARKS President Dan Henderson called the meeting to order at 1:30 PM. President Henderson stated this was the last meeting of the Board of Directors until September 15, Bids have gone out and will be reviewed for the first phase of paving our roads. The Administration and the Activities office will be closed from 12:00 to 1:00 PM. daily beginning June 1, Water meters readings have been informative. Proprietary lease sub-committee has met to review for updates. Any changes to the Proprietary Lease must be voted on by the residents. There will be a motion today for a vote of confidence for Roger Slagle. Diane Zatarski from the Auction Heirs stated that the committee has pledged $10,000 to start the restroom on the West Side of the river. GENERAL MANAGERS REPORT General Manager Dan Gorden asked Bill Tschida to give the home sales report. Realty sold 4 homes in April for an average of27 year-to-date. The past average was 36. Steve Waters gave the EMS report; there were 61 medical calls, 61 incidents, 20 false alarms and one accident for a total of 149 calls for April. The total year-to-date is 685 calls. Dan Gorden stated that the cost for electric for the Aerator will be $300. The electric box has already been replaced. Reading the water meters has 2

3 brought about positive results. The average per home for the first reading was 11,356. The second reading was 9,851 per home. The cause for excess water usage is the water sprinkler system and Mr. Gorden showed different sprinkler heads that can be used to save water. The bids for the paving have been extended to June 16, The Board will need to calla special meeting to review the bids.,~ COMMITTEE REPORTS Community Pride - Chairwoman Beth Boast reported that Roger Slagle & Fay Farrington were guests at the first meeting. There will be a motion for a rule change to the Rules and Regulations in September. The proposed change is on the back of the agenda. Community Relations - Chairwoman Frances Creighton asked Suzanne Klopp to give a report for the Zones. Many residents have left for summer with approximately 71% still here. Joann Jefferson reported the Ambassadors made 5 calls. They had a difficult time catching some people. Wayne Short stated the Sprinkler Committee had been swamped with calls, approximately 30 to 50 calls a week. They did finish up and will start again in the fall. Planning Committee - Chairman Fay Farrington gave the Planning Committee report to the Board. Gorden, decides to retire. I move this Board of Directors reaffirm our support for that transition plan and give our vote of confidence to Roger Slagle who will become the General Manager upon Dan Gorden's retirement. Seconded by Fay Farrington. Motion carried. t Motion made by Fay Farrington that we authorize the purchase of an aeration system from Aquatic Eco-Systems to be installed at the marina boat docks for a cost not to exceed $6,500. Initially,. HRCA will pay for all costs to purchase and install the system. The Boat and Fishing Clubs will be responsible for raising funds to repay HRCA for all costs except the required electrical work to install the system plus an additional $2,000 which will be considered a grant from HRCA towards the cost of the system. Seconded by Bill Connelly. Motion carried. Motion made by Frances Creighton that we allow the Boat Club to paint a mural on the wall of the patio area near the boat docks. The mural is to be painted by the Fine Arts Activity and is to depict marine wildlife, only in the finest of taste. The mural is to be on the wall only and not on the concrete sidewalks. Seconded by Frank Tucker. Discussion held. Motion to amend the motion and add that the Hawthorne logo is to be placed on the sidewalk and that it would withstand foot and golf cart traffic made by Bill Connelly. Seconded by Frank Tucker. Motion to amend the motion carried. Water Conservation Committee - Chairman Bob Hunter stated the water use for Hawthorne is governed by St. John's. The biggest water usage is the sprinkler system. Everybody must pitch in and help to conserve water. Motion made by Beth Boast that the HRCA Board approve the following changes to the Policies and Procedures Manual: OLD BUSINESS struck through None 3.3 INVESTMENT Words added are underlined words deleted are NEW BUSINESS Motion made by Bill Connelly that in February, 2010 the HRCA Board of Directors adopted a recommendation from the Management Transition Committee which laid out a procedure to be followed to provide for a smooth transition to a new manager when our current General Manager, Dan OF FUNDS 1. No more than 30% of assets shall be invested in equities open ended mutual funds such as diversified equity investments (stocks) and diversified fixed income investments (bonds). 2. Individual bonds shall be rated "BBB" or better by Moody's or Standard & Poor's. 3

4 'j % Fixed income assets shall be purchased with a laddered maturity schedule with maturities not to. exceed 10 years. 4. Only new investments require Board approval. Changes between existing heldings are to. be ratified at a Board meeting fellewing the change. Seconded by Bill Connelly. Motion carried. 3. the Planning Committee that the sink should be '" removed. Therefore, I move that the HRCA Board direct the Pitch n' Putt activity to remove the sink, drain line and water supply line and patch any holes. created by the sink installation. Seconded by Beth Beast. Motion carried. COMMUNICATIONS Motion made by Fay Farrington that it.has.come to. the attention of the Planning Committee that the Pitch n' Putt activity installed a sink with drain and water supply in the building adjacent to. the Pitch n' Putt Course. After review of the installation by the Planning Committee, it has been determined that the installation was done without proper permits and in a manner that would net be approved by the appropriate permitting agencies. It is the opinion of Two. ADJOURNMENT The meeting was adjourned at 2:44 PM Four residents spoke after the meeting. Proposed Rules and Regulations Change To. be voted en at the September 15, 2011 General Beard Meeting Words added are underlined. words deleted are stmek th1'9ugh m. THE HOUSE SITE A. (The first 3 paragraphs of this section have net been printed here but will remain unchanged in the rule.) Acceptable conditions fer house and lawn maintenance include the following: 1. Flower and shrub beds must be trimmed and weeded regularly. 2. Requests for Any changes in the lawn er landscaping shall conform to. Florida Friendly Landscaping as required by Florida Statute _Plans for changes in landscaping lirlst be submitted to and approved by the_community Pride Committee. Forms and Guidelines fer conforming te_florida the Statute are available in the Home Service Office. No. lawns of sand, brick or concrete are permitted. Use of rock or mulch_outside of established flower and shrub beds must be retained en the property approved by the_community Pride Committee and must be kept free of weeds. Effective the office hours for the Administration Office and the Activity Office will be 8:00 AM to. 12:00 PM and 1:00 PM to. 5:00 PM. Beth offices will be closed from 12:00 PM to. 1:00 PM. There will be a locked box outside of the Administration office for payments, letters and et.c. Water Usage The following letter was received from Mr. Dan Forrester, 114 Redbud Way. Mr. Forrester's letter explains hew he was able to. reduce water consumption at his heme from 14,592 gallons per month to. 8,547 gallons. We thought other residents would be interested in hew he accomplished this reduction. 4

5 Date 1-May-11 2-May-11 3-May-11 4-May-11,5-May-11 6-May-11 Meter Reading r Day Lawn Daily Water useage Watering est est Gallons '. ~ Gallonsc..: ; Thurs; roo.a Gallons Gallons " 70093:2 \>-;;','1136;2 Gallons''': sun." Gallons Gallons Gallons Gallons Thurs Gallons Gallons Gallons Sun Gallons Gallons Gallons Thurs Gallons Sun Gallons Thurs Gallons Sun 8-May-11 9-May May May May May May May May May May May May May May May May May May May May May May May-11 1-Jun-11 May Month running total= Gallons Previous Month received a letter used 14,592Gallons - Solved Watering Schedules 3 Zones x 40 min -\ '. '>c'.,2 Zones x 40 min 1 Zone 20 min by not watering yard as much. There are five water districts in Florida that have the jurisdiction over the amount of water municipalities are to remove from wells. Hawthome is in the S1. John's Water District. We were given a five year Consumptive Water Use Permit in September The amount of water each home owner can use is up to 8,800 gallons per month. Yet, we are using over 11,000 gallons per month. One of the requirements for receiving this permit is to install two water meters in each of the 64 zones. The reading of the meters for the first month has been interesting. The average water usage for the 128 homes is equal to the average in Hawthome. We also found that one home used 50,000 gallons of water last month! We can only wonder how many other homes that do not have a water meter are using over the allotted 8,800 gallons. On a typical % acre lot, about Vz is used by the property and Yz by landscape. The 1/8 acre of green space comprises about 5000 sq. ft. If you apply V* inch of water over the 5000 sq. ft. area twice a week it amounts to 3,100 gallons of water. That is 12,400 gallons of water a month! No one wants to be mandated by St. John's Water District to install a water meter in each house. However, if we must, it will cost each of us. Please pay attention to the amount of water you are using.

6 , li GREENSHEET: PRESIDENT'S REMARKS Friday, May 27,2011 Hawthorne has a wonderful tradition where volunteer residents are willing to give of their time and energy to make Hawthorne a great place to live. All of us want to thank everyone who has stepped forward to pitch in to make many great things happen for all of us. Two amazing proposals came from volunteers at our last Board of Directors meeting. First, Mr. Sam Getter has been working this last year to deal with the problem of invasive vegetation at the boat docks. A few of the boaters have had their engines destroyed by having their water intakes clogged. Mr. Getter has been in contact with Lake County Water Authority, St. Johns Water District Authority, University of Florida as well as other governmental groups. He and several other residents have researched and concluded that the best solution is to install an aeration system. This system should push the present vegetation out to the river, stir up the decaying muck, and encourage more fish. This proposal was passed by the Board of Directors. Most of the cost will be raised by various activities. Second, two years ago, the Long Range Planning Committee surveyed all the activities on the West bank of the river to find out what these activities thought was needed to improve Hawthorne. Decent restrooms were overwhelmingly mentioned. It was thought we could install the new restrooms then, but, the Board had to hold off because of other pressing expenses. All of us thought this project would never get going. Then, at the last Board meeting, the Auction Heirs Chairperson, Diane Zatarski told the members that they are pledging $10,000 toward the new restrooms. We all hope that other activities will join in to complete the restroom project. We want to thank all of our volunteers for giving their time and talents to facilitate the quality of life we have in Hawthorne. Dr. Daniel C. Henderson

7 e H. R. C. A. FINANCIAL REPORT APRIL 2011 MONTH YTO HRCA (Including Sales) Net Operating Revenue Net Cash Operating Expenses Cash Operating Gain(Loss) Gross Revenues 300, ,857-26, ,9~0 1,230,118 1,245,879-15,761 1,287,210 ****************************************************************************** Restricted Reserves Morgan Stanley T.Rowe Edward Jones CD'S Money Market Total Restricted Balances at 4/30/11 640,749 78, ,644 50, ,084 1,454,798 Unrestricted Accounts M/M Market Acc. Edward Jones Cash Total Unrestricted 596, , ,645 1,093,470 Total Cash and Investments 2,548,268 ********************************************************************************************************* Sales Report Homes Closed- April Jan. 1, 2010-Apr. 30,2011 Jan. 1, 2010-Apr. 30, , ,750 1,735,048 Homes Sold- April Jan. 1, 2011-Apr. 30, 2011 Jan. 1, 2010-Apr. 30, 2010 Contracts Outstanding Apr Apr , ,097, ,708, , ,000 Sales Listings 59 2,399, ,931,090

8 BOARD OF DIRECTORS 100 Hawthorne Boulevard Dan Henderson President Bob Marabella Vice President Bob Hunter Secretary Bill Connelly Treasurer Beth Boast Director Gary Butler Director Frances Creigliton Director Fay Farrington Director Frank Tucker Director.,- HRCA WORKSHOP MEETING In The Marina Thursday September 8, :00AM HRCA AGENDA MEETING In the Marina Thursday September 8,2011 Immediately following Workshop Meeting HRCA GENERAL BOARD MEETING In the Clubhouse Thursday September 15, :30 PM