HILTON HEAD PLANTATION PROPERTY OWNERS BOARD OF DIRECTORS MEETING MINUTES TUESDAY, SEPTEMBER 28, :30 P.M. POA CONFERENCE ROOM

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1 PROPERTY OWNERS MEETING MINUTES TUESDAY, 1:30 P.M. POA CONFERENCE ROOM I. CALL TO ORDER: President Frank Wilcher called the meeting to order at 1:27 p.m. Present were: Frank Wilcher Merry Harlacher Mary Goodrich Tom Hoppin Guy Bettarelli Mary Ann Strayer Tom Kuczkowski Absent were: Paul Kopelcheck (with notice) Charlie Cherrix (with notice) Staff: General Manager: T. Peter Kristian Director of Administration: Todd Lindstrom Recording Secretary: Sharon White II. PRESIDENT REMARKS President Wilcher Welcomed Mary Ann Strayer back from surgery. Noted that on September 18, the SC Chapter of CAI sponsored a Community Association s Day, Peter Krisitan was the keynote speaker. He also noted that several Board members were in attendance. Noted that on September 20, Paul Kopelcheck, General Manager, Peter Kristian and he met with Mayor Tom Peeples and Town Manager, Steve Riley to discuss reimbursement from the Storm water Utility. Noted that the HHP Conservancy Foundation has collected over $9,600. III. APPROVAL OF MINUTES Merry Harlacher made a motion to approve the minutes of August 24, 2004 as presented. Tom Hoppin seconded and the 1

2 IV. FINANCIAL REPORT Todd Lindstrom gave a brief presentation of the August 2004 Financials. V. GENERAL MANAGER S REPORT We have been well-rehearsed this year in hurricane preparation. The POA s Annual Volunteer Thank You Party will be held on Friday, December 3, 4:00 pm at the Plantation House. We have continued to focus on collections of delinquent assessments. Account Receivable statistics as of 9/20/04: Total A/R Residential - $ 74,780 9/30/03 Balance - $110,088 9/30/02 Balance - $ 71,758 Due to inclement weather, we had to cancel our fall concert with Bob Ingman. The concert was rescheduled for Wednesday, September 29. Flu shots are scheduled for October 26, 27 and November 17 at a cost of $15 per person. The Third Annual Halloween Pet Parade is scheduled for Friday, October 29, at the Plantation House parking lot. Our Annual Trash and Treasure Sale is scheduled for Sunday, November 7 from 12 to 3 p.m. Officer, Sue Haupt will be returning to Hilton Head Plantation s Security Department at the end of September. The General Manager attended an Aviation Board meeting that featured a discussion on improvements to the Airports facilities. The airport has received a 4.2 million dollar grant to widen the runway, install new runway lighting, purchase new fire and rescue equipment, expand the firehouse, add blast pads to the ends of the runway, and upgrading the parking area. The Aviation Board recommended to the County Council that these improvements be implemented. The Island Recreation Center will once again be sponsoring its Annual Turkey Trot that takes place inside Hilton Head Plantation on Thanksgiving morning. The new server and computers for the POA Service Center have been installed and are operational. 2

3 The new right-hand turn lane at the intersection of Whooping Crane Way and Seabrook Drive has been installed and is working effectively. Committees continue to work on updating their portions of the Board s Strategic Plan. During the month of October, Guy Betteralli will be contacting Committee Chairs to arrange for meetings to review each section of the Plan for format and consistency. The POA s Administrative Staff made a presentation to the Newcomers Club members on Tuesday, September 21. Mayor Tom Peeples will be our guest speaker at our Thursday, September 30, Coffee scheduled for 4:00 p.m., at the Plantation House. Town Council members Bill Mottel and Ken Heitzke will also be in attendance. To date, we have received $9,370 in donations for the HHP Conservancy Foundation. VI. ACCEPTANCE OF THE ACTION LIST Mary Goodrich made a motion to accept the Action List as presented. Mary Ann Strayer seconded and the VII. ACTION LIST A. Decision Items: 1. Consider the Minimum/Maximum Assessment Schedule. Mary Goodrich made a motion to approve the Min/Max schedule as presented. Merry Harlacher seconded and the 2. Consider the Draft 2005 Budget. Mary Ann Strayer made a motion to adopt the 2005 Budget as presented. Merry Harlacher seconded. Discussion: In the discussion, it was suggested that the assessment be decreased to a level below the CPI for The Board, with the assistance of the staff, modified the Budget to implement the suggestion. The original motion was withdrawn. Merry Harlacher made a motion to adopt the amended 2005 Budget. Tom Hoppin seconded and the motion passed 6:1. 3

4 3. Consider the recommendation of the Staff to approve an additional $22,500 to complete the Pine Island Project. Tom Kuczkowski made a motion to approve the expenditure of an additional $22,500 to complete the Pine Island Project. Merry Harlacher seconded and the motion passed unanimously. 4. Consider the recommendation of the Maintenance Committee to approve a $10,000 Contingency Funding to continue the removal of the dead Red Bay trees. Mary Ann Strayer made a motion to approve a $10,000 Contingency Funding to continue the removal of the dead Red Bay trees. Merry Harlacher seconded and the 5. Consider the recommendation of the Security Committee to cull 75 deer for the 2004/05 hunting season. Tom Hoppin made a motion to approve the recommendation of the Security Committee to cull 75 deer for the 2004/05 hunting season. Mary Goodrich seconded and the 6. Consider the recommendation of the Finance Committee to purchase a Debris Removal Insurance Policy. Mary Goodrich made a motion to approve the recommendation of the Finance Committee to purchase a Debris Removal Policy. Merry Harlacher seconded and the B. Consent Items: 1. Affirm the General Committee Guidelines. 2. Consider the Whistle Blowers and Records Retention Policies. Merry Harlacher made a motion to approve the above Consent Items as presented. Guy Bettarelli seconded and the VIII. UPDATE FROM THE CELL TOWER IMPLEMENATION TASK FORCE Merry Harlacher noted that: We are in the process of finalizing a contract with Crown Castle. 4

5 The Town Design and Review Board approved the Shared Antenna System. We have received approval from our Architectural Review Board. We anticipate this project being completed by the end of the year. IX. BEAUFORT COUNTY AVIATION BOARD Tom Kuczkowksi volunteered to represent Hilton Head Plantation POA at the Beaufort County Aviation Board meetings. X. COMMITTEE REPORTS The Committee Reports were accepted as presented. XI. ADJOURNMENT Mary Ann Strayer made motion to adjourn the meeting. Merry Harlacher seconded and the The meeting adjourned at 4:07 p.m. Frank Wilcher, President Mary Goodrich, Secretary/Treasurer 5