BE IT REMEMBERED that the Board of Directors met in the Clubhouse, Hide-A-Way Lake, Pearl River County, Mississippi, on the 10 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: Present Present Present Present All members of the Board were present or accounted for. The Security Contractor s Report was presented for November and December 2015 and January 2016. The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of November 11, 2015. Clark B. Theriot, Sr. acknowledged the motion, Ron Scheuermann seconded the motion. Unanimously approved. The Chair entertained a motion to approve the Minutes of the Board meeting of November 11, 2015. Ron Scheuermann acknowledged the motion, Robin Montalbano seconded the motion. Unanimously approved. MANAGER S REPORT Bruce Devillier 1. The 2014 fiscal year ended on September 30, 2015. Kent Whitfield s CPA firm performed the year-end audit and financial statistics. Kent Whitfield will discuss the results with the Board at their next work in March and he will recap the results at the open Board Meeting on March 9, 2016. 2. On December 7, 2015, the common property tax bill, which totaled $17,453.06, was paid to Pearl River County. 3. This year s water meter replacement program was completed in December 2015. The total cost of $6,850.57 was paid to Central Pipe Supply for this capital improvement. 4. The docks at the west marina were re-decked last month by our Maintenance Department. The grand total of this capital improvement was $3,711.81. 5. New shade sails for the kiddy pool, outdoor umbrellas for the pool area, commercial tops for our trash receptacles, and a cover for the security boat have been purchased from the Amazon website. The total cost of these capital purchases was $3,200. 6. Bid requests for a replacement air conditioner system for the backside of the firehouse were received. A resolution is forthcoming. Page 1 of 8
7. Bid requests for a replacement of some of the playground equipment at both the east and west playground have been received. A resolution is forthcoming. 8. Parking areas will be added to both playgrounds. In preparation for this project, culverts were purchased this month from Galleria Home Center, Inc. This capital purchase, which included only the culverts, totaled $1,368.42. This project will be completed by our Maintenance Department. 9. The lake valve was opened at the end of December 2015 and was closed on February 4, 2016. During this time, our dam/spillway was inspected and the required maintenance was completed. At this time, the Maintenance Department performed routine upkeep on the beach area and the boat docks. 10. The hearing regarding the PRCUA proposed sewage rate increase was held on February 10 th at 2:00 pm. The proposed rate increase is $29.75 for the first 3,000 gallons of water used with an overage rate of $3 for every 1,000 gallons. 11. Progressive Waste Solutions garbage rate increase will be effective with the February 25, 2016 billing statements. This increase will change the rate from $10.58 to $10.65. 12. The water system disconnect policy have been revised. These changes will be effective with the March 25, 2016 billing statements. A resolution is forthcoming. 13. Effective with the March 25, 2016 billing statements, the late fees assessed to property owner accounts will increase to $25.00. A resolution is forthcoming. 14. A resolution is forthcoming regarding the sale of a portion of land to lot 374. 15. On January 29, 2016, the loan with BankPlus, which was approved by the Board of Directors on November 11, 2015, was signed for the new water well. The engineer firm Owen and White, Inc. is finalizing the specs and drawings for the new water well and will submit the plans to the Mississippi Department of Health for approval this month. Adverting for bids will be the next step in this process. 16. The following is a report of our delinquent accounts: 38 accounts are in the process of being worked in-house $ 5,973.05 4 accounts have received judgments and/or being worked by an attorney $ 4,027.14 Total $10,000.19 150 accounts were assessed the $15.00 late fee in January, 2016. STANDING COMMITTEE REPORTS Architectural/Variances Jim Wells (Read by Elizabeth Ennis) November and December, 2015 and January, 2016, the number of houses to date is 958. The architectural committee approved the following: (5) additions (2 garages, 2 house additions, 1 deck), (1) boat ramp, (2) boathouses, (5) bulkheads, (1) dock, (1) driveway, (1) handrails, (1) pier, and (1) shed. Page 2 of 8
Finance Committee Report Tom Gibilterra (Read by Ron Scheuermann) $44,426.36 BANKPLUS - Operating Account $ 1,200.00 PETTY CASH $15,139.25 BANKPLUS - Payroll Account $60,765.61 TOTAL CHECKBOOK, PAYROLL, & PETTY CASH $ 64,998.09 BANKPLUS - Business Resource Account $ 28,273.90 BANKPLUS CAPITAL RESERVE ACCOUNT $ 19,051.63 REGIONS BANK CAPITAL RESERVE ACCOUNT $110,518.82 FIRST NATIONAL BANK - BOARD CONTINGENCY ACCOUNT $222,842.44 TOTAL SAVINGS $102,700.30 CD - CRESCENT BANK - Water System $ 39,092.74 CD - CRESCENT BANK $ 45,103.57 CD - CRESCENT BANK $ 54,359.57 CD - CRESCENT BANK $241,256.18 TOTAL INVESTMENTS TOTAL RESERVE $464,098.62 GRAND TOTAL $524,864.23 $198,381.96 Checks & Debits made 10/26/15 through 11/25/15 from BankPlus Operating $197,588.26 Deposits made 10/26/15 through 11/25/15 from BankPlus Operating $198,073.27 Checks & Debits made 11/26/15 through 12/25/15 from BankPlus Operating $205,891.04 Deposits made 11/26/15 through 12/25/15 from BankPlus Operating $171,390.54 Checks & Debits made 12/26/15 through 01/25/16 from BankPlus Operating $170,650.43 Deposits made 12/26/15 through 01/25/16 from BankPlus Operating On December 2, 2015, during the work session, the Board of Directors reviewed for the period of 10/26/15 through 11/25/15 the Checkbook Register Report for the Operating account, both of the Capital Reserve accounts, and the Board Contingency account. On February 3, 2016, during the work session, the Board of Directors reviewed for the period of 11/26/15 through 01/25/16 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 Ron Scheuermann No report given. Lake Quality Read by Bruce Devillier Water samples were not collected in February due to lowering of the lake. Rainfall for January was measured at 3.54 inches, which was 2.02 inches below the 30 year January average of 5.56 inches. Rainfall-to-date was 3.54 inches, which was 2.02 inches below the 30 yearto-date average of 5.56 inches. Page 3 of 8
Efforts are underway to comply with Mississippi Department of Wildlife Fisheries & Parks recommendation to reduce the number of fish in our lake. A three month spring rodeo is underway for February, March, and April 2016 to target white perch and bass. Details of the rodeo are presented in the February Echoes. To help spread the word to all fisherman, a separate handout notification of the spring rodeo is also available at the lodge office and from members of the Lake Quality Committee. The prize for the greatest total weight of fish caught during the rodeo will be a $50 gift certificate for our Waters Edge Restaurant. Long Range Planning Elizabeth Ennis No report given. Social Committee Robin Montalbano Breakfast with the Easter Bunny is scheduled for March 19 th, from 8:00 am 10:30 am. The egg hunt will be held at 10:30 am for children ages 10 and under. The next Flea Market is scheduled for April 9 th, from 8:00 am - 12:00 pm. Please call the office to reserve your spot. The Social Committee has several other events planned for the remainder of the year. Upcoming events include: a Brunch, Bingo, and Boutique on April 13 th, a free snowball day on June 11 th, a Deck Party in August (a date is TBD), a Brunch, Bingo, and Boutique on September 14 th, a Flea Market on October 8 th, the Halloween Party on October 22 nd, the Art Show on November 12 th and 13 th, a Breakfast Buffet which includes Santa s Workshop and Market Place on December 3 rd, and the annual New Year s Eve Party on December 31 st. Public Affairs Clark B. Theriot, Sr. No report given. UNFINISHED BUSINESS None NEW BUSINESS A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the purchase of a new 2.5 ton A/C system for the firehouse. WHEREAS Hide-A-Way Lake Club, Inc. has been experiencing numerous problems with the existing A/C system at the firehouse, and; WHEREAS the firehouse s A/C system has become costly to continuously have repairs done to it, and; WHEREAS two (2) invitations for quotes went out and upon receiving two (2) quotes from the following: Company Name Quote Arctic Refrigeration, LLC $4,961 79 Brendan s Air Conditioning & Heating, LLC $4,946.74 Page 4 of 8
WHEREAS Arctic Refrigeration, LLC has a history of good work performance with Hide-A-Way Lake Club, Inc., and; WHEREAS the Board of Directors felt the difference in cost was not relevant enough to take a chance with performance and quality of work by going with the lowest bid, and; NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the capital expenditure purchase of a new 2.5 ton A/C system for the firehouse from Arctic Refrigeration, LLC for the price of $4,961.79. Resolution offered by Clark B. Theriot, Sr. seconded by Ron Scheuermann on this 10 th day of A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the capital expenditure for improvements at both the East and West playgrounds. WHEREAS it was determined some of the playground equipment needed replacement, and; WHEREAS two (2) invitations for quotes on two (2) teeter spring riders with two seats, three (3) spring riders with one seat, and one (1) merry-go-round went out and upon receiving two (2) quotes from the following: Company Name Quote (Does not include tax or installation) Bluegrass Playgrounds, Inc. $6,118.00 PlaygroundEquipment.com $7,020.00 NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the capital expenditure of $6,118.00 to Bluegrass Playgrounds, Inc. for playground equipment improvements at both the East and West playgrounds. Total cost does not include tax or installation. Resolution offered by Robin Montalbano seconded by Clark B. Theriot, Sr. on this 10 th day of A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. amends the Hide-A-Way Water System Customer Service Policies and Ordinances per attached. Page 5 of 8
WHEREAS the Board of Directors determined it was necessary to revise the water disconnect policy for delinquent customers as follows: Delinquent customers with accounts that are two billing cycles past due will have their water service disconnected without any further notice on the 3 rd business day after the 25 th of the month. If water service is disconnected for nonpayment, the total amount past due in addition to the reconnection fee must be paid at the office before water service is restored. Furthermore, the customer will be responsible for all costs associated with any legal action taken to collect payment (including but not limited to court costs, attorney fees, etc.). and; WHEREAS the amended water disconnect policy will become effective with the billing statements of March 25, 2016, and; WHEREAS the amended water disconnect policy will be advertised in the March 2016 edition of the Echoes newsletter, and; NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the revisions to the Hide-A-Way Water System Customer Service Policies and Ordinances per attached. Resolution offered by Ron Scheuermann seconded by Robin Montalbano on this 10 th day of A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves increasing the late fee charge. WHEREAS Hide-A-Way Lake Club, Inc. finds it necessary to increase the late fee charge from $15.00 to $25.00 on all property owners who fails to make their monthly statement payment on time, and; WHEREAS the $25.00 late fee charge will become effective with the billing statements of March 25, 2016, and; WHEREAS the $25.00 late fee charge will be advertised in the March 2016 edition of the Echoes newsletter, and; NOW THEREFORE be it resolved effective with the March 25, 2016 billing statement, the Board of Directors of Hide-A-Way Lake Club, Inc. approves increasing the late fee charge from $15.00 to $25.00 on all property owners billing statements who fails to make their monthly payment on time. Resolution offered by Clark B. Theriot, Sr. seconded by Ron Scheuermann on this 10 th day of Page 6 of 8
A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the sale of a portion of the lake ground to the property owners of lot #0374, unit 6 per attached Warranty Deed. WHEREAS the Board of Directors and the General Manager met in Work Session on Wednesday, October 7, 2015 to discuss selling a portion of the lake ground to the owners of lot #0374 per attached Warranty Deed, and; WHEREAS the lake ground, which contains 880 square feet and is aligned to the property line of lot #0374, will be sold to the property owners of lot #0374 at the cost of $3.00 per square foot (total cost of $2,640.00), and; WHEREAS the lake ground will be now be added to the Warranty Deed of lot #0374 and the grantors will be required to record the attached Warranty Deed at the Pearl River County Courthouse, and; NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. ratifies the sale of a portion of the lake ground to the property owners of lot #0374, unit 6 per attached Warranty Deed at the cost of $2,640.00. Resolution offered by Robin Montalbano seconded by Ron Scheuermann on this 10 th day of ADJOURNMENT Motion to adjourn given by Clark B. Theriot, Sr., Ron Scheuermann seconded the motion. The meeting was adjourned by a unanimous vote of the Directors. ELIZABETH ENNIS, PRESIDENT ROBIN MONTALBANO, VICE PRESIDENT Page 7 of 8
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 10 th day of THIS, the 11 th day of Elizabeth Rancatore Page 8 of 8