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1 ~ tie ~ 11/ ~6redM4 GREEN SHEET I.V ol_u_m_e_3_1.,_n_o_._1_1 Thursday, Workshop Meeting October 10, 2013 at 10:00 a.m. Board members in attendance: President Frances Creighton, Vice President Fay Farrington, Secretary Suzanne Klopp, Treasurer Pete Hurlburt, Directors: Bill Connelly, Bob Hunter, Chuck Mrowca, Ginny Stevens, and Barbara Weese Also Present: General Manager Roger Slagle, Controller John Hall, Chief Steve Waters and Administrative Assistant Marva Blaise.There were 13 residents in attendance. President Frances Creighton.called the meeting to order at 10:00 A.M. Rollcall was taken. ITEMS DISCUSSED 1. President Creighton noted that meeting notices are posted on the bulletin board at the front of the Clubhouse and run on the drum a few days prior to the meeting. 2. General Manager Roger Slagle reported that Chief Waters will be giving a report about TOPS security software. Jason Littles will be presenting a summary of the results from the enforcement of the Rules and Regulations House Site changes. Management is continuing to work on the spec home and the sign at the southern end of the property. 3. RH Constructors are replacing sidewalk trip hazards and repairing flumes at three ditches. 4. The Club Hawthorne D&O policy expires in December. An audit is required for policy renewal. N_O_V_e_m_b_e_r_1~,_2_0_13 5. Community Pride's current project is areas around the Clubhouse. 6. There is ahrca SpecialBoard meeting today at 1:00 p.m. to discuss the website and document revisions. Legal counsel will be present. 7. There will be a motion at the General Board meeting to approve the Hawthorne Golf Cart Maintenance Check List. 8. There will be a motion at the General Board meeting to approve the Bocce Ball request to replace their sign. 9. There will be a motion at the General Board meeting to approve the speech to. the Lake County Delegation.'. 10. There will be a motion at the General.'. Board meeting to approve the Legislative Committee request for $150 for fliers. 11. There will be a motion at the General Board meeting to approve the Sales request for Open House signs, balloons, and 'streamers.. 12~ There will bea motion at the General Board meeting to approve the Fine Arts and Photography.Show sign request. MEMBERS' QUESTIONS AND COMMENTS Five residents spoke. ADJOURNMENT Meeting adjourned 10:47 a.m. Thursday, Agenda Meeting October 10, 2013 at 10:59 a.m. Board members in attendance: President Frances Creighton, Vice President Fay 1 1

2 Farrington, Secretary Suzanne Klopp, Treasurer Pete Hurlburt, Directors: Bill Connelly, Bob Hunter, Chuck Mrowca, Ginny Stevens, and Barbara Weese Also present. General Manager Roger Slagle, Chief Steve Waters, and Administrative Assistant Marva Blaise There were 3 residents in attendance. President Frances Creighton called the meeting to order at 10:59 a.m. The agenda was set for the October 17,2013 Board Meeting. Thursday, Special Meeting October 10, 2013 at 1:00 p.m. Board members in attendance: President Frances Creighton, Vice President Fay Farrington, Secretary Suzanne Klopp, Treasurer Pete Hurlburt and Directors: Bill Connelly, Bob Hunter, Chuck Mrowca, Ginny Stevens, and Barbara Weese Also present: General Manager Roger Slagle, Chief Steve Waters, Legal Counsel Charles Johnson, and Administrative Assistant Marva Blaise PURPOSE - The Website Committee's presentation of the new Hawthorne website, the Documents Committee's presentation of the complete revisions to the Rules and Regulations and the revised Marina Lease. President Creighton called the meeting to order. Roll call was taken. Website Committee ' Chairman, Pete Hurlburt, gave a presentation of the new Hawthorne website. The new website should go live approximately two weeks after Board approval. The new web address is hawthorneatleesburg.com. The usemame and password will be the same as residents are currently using. A motion was made to approve the new Hawthorne website. Motion made by Pete Hurlburt. Seconded by Fay Farrington. Motion carried. Documents Committee Chairman, Fay Farrington, along with committee member Barbara Weese presented the revisions to the Marina Lease, Hawthorne Rules and Regulations Section I. Definitions, Section IX. Service Animal and Section X. Vehicles, Boat, Trailers and Traffic. Discussion was held on the Marina Lease revisions. A motion was made by Pete Hurlburt and seconded by Barbara Weese to accept the revisions to the Marina Lease as presented. Motion carried. Discussion was held on Rules and Regulations Section I. Definitions. A motion was made by Barbara Weese and seconded by Pete Hurlburt to accept Rules and Regulations Section I. Definitions as presented. The motion was amended to move the definition of "H. Resident" to the next definition listed after the "Member" definition. Motions carried. Discussion was held on Rules and Regulations Section IX. Service Animals. Additional edits were made. A motion was made by Pete Hurlburt that the Board approve Article IX. Service Animals dated October 10, 2013 as presented with the following changes: a) under Administrative Procedure Definitions "Handicap/Disability" add "guests" to "member's/resident's" b) change the reauthorization period from "2" years to "4" years c) insert the following after the 4 year reauthorization sentence, ''Hawthorne reserves the right to recertify the individual's need for a service animal anytime, upon competent, substantive evidence that the service animal accommodation may no longer be needed.". The motion carried. Discussion was held on Rules and Regulations Section X. Vehicles, Boats, Trailers and Traffic. It was determined that a clean copy of edits done today to this section would be distributed to Board members. Attorney Charles Johnson would continue to develop a process for all violations to follow. Mr. Johnson would have this document to the Board by the end of October. Copies of the documents discussed today with all edits made to date will be filed with these minutes. Adjourned 4:35 p.m. GENERAL BOARD MEETING Thursday, October 17, 2013 Board members in attendance: President Frances Creighton, Vice President Fay 2

3 Farrington, Treasurer Pete Hurlburt and Directors: Bill Connelly, Bob Hunter, Chuck Mrowca, Ginny Stevens and Barbara Weese Absent Board members: Secretary Suzanne Klopp Also present: General Manager Roger Slagle, John Hall Controller, Cindy Clark Realty, Emergency Services Chief Steve Waters and Administrative Assistant Marva Blaise There were approximately 66 residents in attendance. The invocation was given by Austin Hurd and The VFW posted the colors and led the Pledge of Allegiance. APPROVAL OF MINUTES General Board Meeting September 19, 2013 Special Board Meeting October 10, 2013 Workshop Meeting October 10,2013. Agenda Meeting October 10,2013 Minutes approved as posted. TREASURER'S REPORT Treasurer's report given by Pete Hurlburt and accepted as read. PRESIDENT'S REMARKS President Frances Creighton called the meeting to order at 1:30 p.m. Roll call was taken. President Creighton asked Hal Urban to discuss the protocol for saluting the flag. When the flag is within 2-3 paces of an individual it should be saluted or the individual's hand placed over their heart. Remain saluting until it is 2-3 paces past the individual. An individual is permitted to drop the salute if the flag stops directly in front of them. The flag should be saluted as it is carried to the posting spot. Once posted, the salute may be dropped. It is saluted again when the men post arms and while the Pledge of Allegiance is being said. GENERAL MANAGER'S REPORT General Manager Roger Slagle asked Cindy Clark to give the home sales report. Real Estate's annual Open House is November 9th from 10:00 a.m. - 2:00 p.m, Call Marlene at to volunteer. The Real Estate topic discussed today was "Why Hawthorne. Real Estate is not part of the Multiple Listing System (MLS)." To access MLS you must belong to the Florida Board of Realtors. The fee would be approximately $3,000 a year. In the Multiple Listing System, the listing company and the selling company split the commission. In the last ten years, the Real Estate department has turned over more than a million dollars to the community. If they were in MLS, they couldn't do that. The Founding Fathers of Hawthorne wanted the sales and money to remain at Hawthorne. They wanted knowledgeable, agents committed to Hawthorne. They wanted agents embedded in the community that would know the rules of the community. Cindy Clark reported the totals for 2013 are: 210 clients, 200 tours, 1099 homes shown and 80 sales. Chief Steve Waters gave the EMS report for September. There were 91 medical calls, 38 incidents, 1 fire, and 5 false alarms for a total of 135. This brings us to 1,384 calls for Chief Waters stated October is Fire Prevention month. He reminded members to check their smoke detectors and fire extinguishers. The Hawthorne Bus Tour is Wednesday, October 23rd. There is a waiting list. Chief Waters recognized Juanita Dixon, Wayne Sanders, and Keith Slone. They have each served Hawthorne for 40 years. Chief Waters and his department are learning to use the TOPS security system. It is much more cost effective than the program presented by Black Sky Technologies. As with all new programs, there will be kinks and Chief Waters asked members to be patient as they are worked out. Information about the lockbox program and literature on mail scams and fraud are available at the Marina. The boat slips have a waiting list. Grounds Supervisor, Jason Littles, spoke about the effectiveness of the House Site revisions. He reported that in the past there had been minimal response to letters sent. Now, verbal contact is attempted first, next a letter is sent. In the last 3 months, 53 letters were sent. Forty of those letters were taken care of by the member. Hawthorne employees took care of ten and three are pending. General Manager Roger Slagle reported R. H. Constructors have repaired sidewalks in the community and three drainage flumes on Hawthorne Boulevard. A test for visibility was 3

4 conducted on the sign at the south end of the property. The message on the back side of the sign could not be read from US 27. Roger has contacted Mid Florida Signs to refurbish the northbound side of the sign. The spec home remains a work in progress. COMMITTEE REPORTS Budget Committee - Chairman Pete Hurlburt reported the committee has begun its annual process. The proposed budget will be recommended to the Board at the November 21 st Board meeting. Community Pride - Chairwoman Ginny Stevens reported the current project is areas around the Clubhouse. Community Relations - Chairman Chuck Mrowca gave the Good Neighbors report. There were 10 1 driver requests, 33 drivers and 12 schedulers. The Ambassadors made 3 calls. Wayne Short gave the Sprinkler Committee report. October 28th the committee will start changing timers only. Call Peggy at to get on the list. Beginning November 1st members may only water once a week. The committee will start repairs a couple weeks later. Documents Committee - Chairman Fay Farrington reported that at the Special Board meeting October io", the committee presented a revised Marina Lease, Articles I, IX and X from the Rules and Regulations. The revised Marina Lease and Articles I and IX were approved. Article X is being reviewed. Investments Committee - Chairman Pete Hurlburt reported the committee met with Hawthorne's investment advisor, Craig Dykstra from Edward Jones and reviewed the holdings of HRCA. The committee agreed to purchase 2 more certificates of deposit from cash accounts. Legislative Committee - Chairwoman Barbara Weese reported that fliers will be distributed advertising upcoming events. October 28th at 2:00 p.m. in the Clubhouse Skip McCall, Supervisor of Lake County Solid Waste Disposal and Lake County Commission Jimmy Connor will discuss upcoming changes. Congressman Daniel Webster will be on TV 98 November 5th. He 'will meet with members afterwards. Mrs. Weese will give a presentation about Hawthorne and homeowners insurance problems at the Lake County State Delegation meeting October 21 st. Planning Committee - Chairman Bob Hunter reported the committee is passing the Bocce Ball Club sign request to the Board for their consideration. Safety Committee - Chairman Bill Connelly addressed safety items: 1) old light sockets 2) golf cart tires 3) golf cart safety seminar 4) community emergency response team 5) tractor trailers and delivery trucks. The Golf Cart Safety Seminar is scheduled to be presented on TV 98 November 13th. A meeting to discuss the Community Emergency Response Team is scheduled in the Marina January lothat 10:00 a.m. It was suggested using the 100 Hawthorne Boulevard address for all delivery trucks and guests. This takes them to the front gate. Website Committee - Chairman Pete Hurlburt reported the new website was approved at the Special Meeting October 10th. Once the new website goes live, a time will be scheduled in the hall for a demonstration of the new website. A Website Update Committee is being formed. Chuck Mrowca is the chairman. The website address is hawthorneatleesburg.com. NEW BUSINESS Motion made by Fay Farrington to approve Four Star Reality open house request. Seconded by Barbara Weese: Motion carried. Motion made by Pete Hurlburt to approve Bocce Club request to replace the sign. Seconded by Ginny Stevens. Motion carried. Motion made by Ginny Stevens to approve Real Estate request for Open House signs, balloons and streamers. Seconded by Pete Hurlburt. Motion carried. Motion made by Barbara Weese to approve the speech to the Lake County Delegation. Seconded by Chuck Mrowca. Motion carried. Motion made by Chuck Mrowca to approve Fine Arts and Photography Clubs sign request for Fine Arts and Photography Show. Seconded 4

5 by Pete Hurlburt. Motion carried. Motion made by Bill Connelly to approve the Golf Cart Maintenance Check List. Seconded by Barbara Weese. Motion carried. Motion made by Bob Hunter to approve Legislative Committee request for $150 for fliers. Seconded by Pete Hurlburt. Motion carried. UNFINISHED None BUSINESS HRCA WORKSHOP MEETING In the Marina Thursday, November 14, :00 a.m. HRCA AGENDA MEETING Immediately following Workshop Meeting HRCA GENERAL BOARD MEETING In the Clubhouse Thursday, November 21, :30 p.m. COMMUNICATIONS One MEMBERS' QUESTIONS COMMENTS Four residents spoke. AND ADJOURNMENT, The meeting was adjourned at 2:51 p.m. BOARD OF DIRECTORS 100 Hawthorne Boulevard Frances Creighton -----President Fay Farrington Vice President Suzanne Klopp Secretary Pete Hurlburt Treasurer Bill Connelly Director Bob Hunter , Director Chuck Mrowca ' ---Director Ginny Stevens ---..:.----Director Barbara WeeseDirector Let us remember that, as much has been given us, much will be expected from us, and that true homage comes from the heart as well as from the lips, and shows itself in deeds. Theodore Roosevelt Gratitude... goes beyond the "mine" and "thine" and claims the truth that all of life is a pure gift. In the past I always thought of gratitude as a spontaneous response to the awareness of gifts received, but now I realize that gratitude can also be lived as a discipline. The discipline of gratitude is the explicit effort to acknowledge that all I am and have is given to me as a gift of love, a gift to be celebrated with joy. Henri J. M. Nouwen Do not get tired of doing what is good. Don't get discouraged and give up, for we will reap a harvest of blessing at the appropriate time. Galatians 6:9 5

6 ~t:t-' I t:ivltst:k ~U1J MONTH HRCA (Including Sales) Net Operating Revenue 329,597 Net Cash Operating Expenses 291,235 Cash Operating Gain(Loss) 38,361 Gross Revenues 481,454 YTO ****************************************************************************** 2,865,643 2,743, ,776 3,161,558 Restricted Reserves Morgan Stanley T. Rowe Edward Jones Money Market Total Restricted Balances at 9/30/13 295,245 96, ,230 66,343 1,146,390 Unrestricted Accounts M/M Market Acc. Edward Jones Cash Total Unrestricted 398, , ,185 1,244,787 Total Cash and Investments 2,391,177 ********************************************************************************************************* Sales Report Homes Closed-: Sep Jan. 1, 2013-Sep 30, 2013 Jan. 1, 2012-Sep 30, ,000 2,831,365 2,626,717 Homes Sold- Sep Jan. 1, 2013-Sep 30,2013 Jan. 1, 2012-Sep 30,2012 Contracts Outstanding Sep. 13 Sep , ,036, ,786, , ,000 Sales Listings 52 2,257, ,557,002