GREEN SHEET. January 6, Volume 30, No.1. Workshop Meeting December 8, 2011

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1 GREEN SHEET ~ I tie ~ ~ f't3redm4 January 6, 2012 Volume 30, No.1 Workshop Meeting Henderson, Vice President Bob Marabella, Secretary Bob Hunter, Treasurer Bill Connelly, Directors: Beth Boast.Fay Farrington, and Frank Tucker Board members absent: Gary Butler, Frances Creighton Also Present: General Manager Dan Gorden, Controller John Hall, Chief Steve Waters, and Administrative Assistant Marva Blaise There were 10 residents in attendance order at 10:00 A.M. Roll call was taken. ITEMS DISCUSSED 1. Dan Henderson thanked the residents who put up the Hawthorne Christmas decorations. 2. Bill Connelly stated the Investment Committee would be meeting either late January or early February. The 2012 budget will be voted on, December 15, 201l. The motion will be underlined, thus allowing residents to speak. 3. Dan Henderson received a Craft Fair report from Cheryl Jacobs. Forty five residents had tables, 179 cars entered Hawthorne, and 355 people in the cars. Club Hawthorne realized $442 after expenses. 4. The General Manager's Job Description and Evaluation forms were discussed. A motion, with two typos corrected, will be presented for approval at the General Board meeting. An amendment will be made to add to the bottom of the evaluation form: * Annual Increase --"yes no Amount (percentage or dollar amount) 5. Fay Farrington presented the Planning Committee report. The committee unanimously voted to present to the Board for approval the Rummage Sale Shed request. It was noted this is an infrastructure project. There was discussion on limiting the number of sheds. The Long Range Plan is being reviewed. Roger Slagle will be giving a report at the General Board meeting on the status of the restrooms on the west side of the river. Pricing is still being secured on the Club House doors. Fay Farrington stated $5,000 had been committed. 6. Dan Henderson asked Bill Connelly to be the committee Chairman for the Dan Gorden Retirement Committee. Hopefully, a complete list of names will be submitted at the General Board meeting. 7. Beth Boast presented the Community Pride report. Quotes are being secured for the median project. 1

2 APPROVAL ADJOURNMENT Meeting adjourned 10:40 AM Agenda Meeting OF MINUTES November f7, 2011 General Board Meeting Workshop Meeting Agenda Meeting Minutes approved as posted. Henderson, Vice President Bob Marabella, Secretary Bob Hunter, Treasurer Bill Connelly and Directors: Beth Boast, Fay Farrington, and Frank Tucker. Treasurer's report given by Bill Connelly and accepted as read. Boa:d members absent: Gary Butler, Frances Creighton PRESIDENT'S Also present: General Manager Dan Gorden, Controller John Hall, Chief Steve Waters, and Administrative Assistant Marva Blaise There were 10 residents in attendance. order at 10:51 A.M. The agenda was set for the December 15, 2011 Board Meeting. GENERAL BOARD MEETING December 15, 2011 Henderson, Vice President Bob Marabella Secretary Bob Hunter, Treasurer Bill Co~elly and Directors Beth Boast, Gary Butler, Frances Creighton, Fay Farrington, and Frank Tucker. Board members absent: None Also present: General Manager Dan Gorden, Controller John Hall, Cindy Clark Realty Operations, Roger Slagle, Emergency Services Chief Steve Waters, and Administrative Assistant Marva Blaise There were approximately 65 residents in attendance. The invocation was given by Bill Thompson and The VFW posted the colors and led the Pledge of Allegiance. TREASURER'S REPORT REMARKS order at 1:30 PM. Roll call was taken. President Henderson welcomed new and returning residents. Mr. Gorden was contacted at home about an incident that occurred at Hawthorne. Club Hawthorne and the complainant are attempting to resolve the issue. Board members and officers will refrain from discussing the issue. Cliff Frazer was thanked for organizing the Christmas decorations. Four directors will be replaced at the annual meeting in March.. GENERAL MANAGERS REPORT General Manager Dan Gorden asked Cindy Clark to give the home sales report. Since October 1, 2011 Realty has shown 436 homes, given 47 tours, and sold 17 homes. There have been 66 sales year-todate. Steve Waters gave the EMS report; there were 54 medical calls, 71 incidents, and 19 false alarms for a total of 144 calls for November. The total year-to-date is 1,409 calls. Chief Waters reminded residents to use the side gates to exit Hawthorne. He also emphasized the legal age for operating a golf cart is 16. Roger Slagle gave an update on the restrooms on the west side of the river. The plans have made it through zoning and permitting. The contractor, Bob Hammel hopes to pick up the permit on Monday. The meter, water, and sewer are' on the site. Hawthorne employees will paint the inside and outside of the building. Mr. Gorden stated that DEP requires water tanks be cleaned and inspected once every five years. Hawthorne's big tank passed inspection and the small tank will need additional work next year. 2

3 COMMITTEE REPORTS Community Pride - Chairwoman Beth Boast reported the benches under the trees as you cross' the bridge into the park will be replaced, The committee is seeking additional bids on the median plantings. They are also researching putting muhly grass in the planter boxes in back of the marina, Community Relations - Chairwoman Frances Creighton asked Suzanne Klopp to give a report for the Zones, Joanne Jefferson reported the Ambassadors made 12 calls, Wayne Short gave the Sprinkler Committee report, He stated some residents are watering on the wrong day, Planning Committee - Chairman Fay Farrington gave the Planning Committee report to the Board, The committee recommended the Board approve the Rummage Sale shed request It will be funded by Club Hawthorne, An automatic door for the west side of the clubhouse was discussed, The Concert Committee pledged $5,000 towards it The 2012 Long Range Plan Update is in process, Proprietary Lease Committee -Frank Tucker stated the committee is hard at work OLD BUSINESS None NEW BUSINESS Motion to approve the General Manager's Job Description & Evaluation as presented to us by the GM Job Description Committee during the Workshop Session of December 8,201 L Motion made by Gary Butler. Seconded by Fay Farrington, Motion carried, Bill Connelly made an amendment to the original motion that the following be added to the bottom of the evaluation form: "*Annual Increase ---'yes _no Amount (percentage or dollar amount) " The amendment was voted on and was not carried, Motion to approve the installation of another storage shed for the Rummage Sale activity, The shed is to be placed near the existing storage sheds in the BoatIR V storage area. The cost of purchasing and installing the shed is to be borne by Club Hawthorne General Fund. Motion made by Fay Farrington. Seconded by Beth Boast Motion carried. Motion to approve the following persons be appointed to the Retirement Party Committee: Bill Connelly, Chairman, Jerry Mullins, Pat Hurlburt, Lucinda Karlskin, Dodie Frank, Roger Slagle, and Joe Sullivan. Motion made by Bill Connelly. Seconded by Gary Butler. Motion carried. Motion to adopt the 20 I2 Cash Budget as presented to the Board by the Budget Committee on November 17, 2011 and published to the members on November 18, Motion made by Bill Connelly. Seconded by Frances Creighton. Motion carried. Dan Gorden noted this was his last budget Roger Slagle and John Hall will develop the 2013 Budget with Dan Gorden available for advice. Mr. Gorden cautioned residents not to be driven by doubts and fears. When fear is expressed and becomes so prevalent there is a reluctance to do things that need to be done. This fear can be crippling and can cause finances to be on a slippery slope. Mr. Gorden and Mr. Hall always attempt to present the best budget possible for Hawthorne. In analyzing the budget the question is posed, "Does this budget provide adequately for the services provided at Hawthorne?" Dan Henderson thanked John'Hall,. Dan Gorden, and the Budget Committee for the many hours spent developing the 2012 budget COMMUNICATIONS Four ADJOURNMENT The meeting was adjourned at 2:30 PM No residents spoke after the meeting. 3

4 ';'~',.: '.,,'., ' BOARD OF DIRECTORS ' Hawthorne Boulevard Dan Henderson President Bob Marabella--- VicePresident BobHunter Secretary BillConnelly Treasurer Beth Boast - Director Frances Creighton Director Fay Farrington Director Frank Tucker Director HRCA WORKSHOP MEETING In The Marina January 12, :00AM HRCA AGENDA MEETING In the Marina January 12,2011 Immediately following Workshop Meeting HRCA GENERAL BOARD MEETING In the Clubhouse January 19,2011 1:30 PM 4

5 H. R. C. A. FINANCIAL REPORT NOVEMBER 2011 MONTH YTD HRCA (Including Sales) Net Operating Revenue Net Cash Operating Expenses Cash Operating Gain(Loss) Gross Revenues 304, , ,814 3,368,981 3,394,048-25,067 3,518,780 ****************************************************************************** Restricted Reserves Morgan Stanley T. Rowe Edward Jones CD'S Money Market Total Restricted Balances at 11/30/11 273,714 69, ,098 o 200,710 1,104,345 Unrestricted Accounts MIM Market Ace. Edward Jones Cash Total Unrestricted 497, , ,244 1,038,054 Total Cash and Investments 2,142,399 ********************************************************************************************************* Sales Report Homes Closed- November Jan. 1, 2011-Nov 30,2011 Jan. 1, 201 O-Nov 30, ,000 2,256,300 3,119,748 Homes Sold- November Jan. 1, 2011-Nov 30,2011 Jan. 1, 201 O-Nov 30, 2010 Contracts Outstanding Nov Nov , ,547, ,098, , ,000 Sales Listings 61 2,579, ,302,840