BE IT REMEMBERED that the Board of Directors met in the Clubhouse, Hide-A-Way Lake, Pearl River County, Mississippi, on the 14 th day of March and the following proceedings were had and done. The regular monthly meeting was called to order by President, Ron Scheuermann. The roll call is as follows: Ron Scheuermann, President Danny Stockstill, Vice President Jim Danton, Secretary/Treasurer Robin Montalbano, Director Tom Gibilterra, Director Kathy Busco, Director Jim Wells, Director All members of the Board were present or accounted for. The Security Contractor s Report was presented for February, 2012. The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of February 8, 2012. Jim Danton acknowledged the motion, Kathy Busco seconded the motion. Unanimously approved. The Chair entertained a motion to approve of the Minutes of the Board meeting of February 8, 2012. Kathy Busco acknowledged the motion, Danny Stockstill seconded the motion. Unanimously approved. MANAGER S REPORT Bruce Devillier 1. Kent Whitfield s CPA firm is still closing out the year end audit and financial statistics. The delay is related to Mr. Whitfield, who has an illness in the family. He is tentatively scheduled to recap with the board at the next meeting. 2. The CD with Southern Bancorp Bank was renewed last month at a rate of 0.55% for one year. 3. The repaving project being conducted by Huey Stockstill, Inc. is in progress and should be completed as scheduled. 4. The bids for the road striping project were opened on February 20, 2012. The resolution to award this job to Robbie Robinson, Inc. will be forthcoming. 5. The bids to build two 16 x 16 pavilions were opened on February 28, 2012. The resolution to award this project to Eagle Builders, Inc. will be forthcoming. 6. The recreational equipment at both the east and west playgrounds were painted last month by our Maintenance Department. 7. Treatment plants were inspected last month: 10 are now online with central sewer, 37 were okay, 1 had a pump issue, and 4 were missing chlorine. Page 1 of 6
8. Decommission of the lodge s treatment plant was completed last month and closed out with DEQ. 9. The maintenance agreement for the generator at Well #3 was extended to April 2015 with Kossen Equipment, Inc. at a cost of $3,347.00. 10. The following is a report of our delinquent accounts: 51 accounts are in the process of being worked in-house $10,061.61 14 accounts have received judgments and/or being worked by attorney $42,977.40 Total $53,039.01 164 accounts were assessed the $15.00 late fee in February. STANDING COMMITTEE REPORTS Architectural/Variances Jim Wells (read by Bruce Devillier) The number of houses to date is 951. The architectural committee approved the following: (1) dock; (3) new home constructions; (2) sheds; and (1) wooden arbor. Finance Committee Report Jim Danton $ 21,272.40 BANKPLUS Operating Account 1,200.00 PETTY CASH 2,500.00 BANKPLUS Payroll Account $ 24,972.40 TOTAL CHECKBOOK, PAYROLL, AND PETTY CASH $ 64,998.09 BANKPLUS Business Resource Account 102,084.29 BANKPLUS CAPITAL RESERVE ACCOUNT 108,996.29 REGIONS BANK CAPITAL RESERVE ACCOUNT 134,301.19 FIRST NATIONAL BANK - BOARD CONTINGENCY ACCOUNT $410,379.86 TOTAL SAVINGS $ 52,939.12 CD - BANKPLUS 42,430.00 CD Southern Bancorp Bank 37,719.76 CD Southern Bancorp Bank 51,411.95 IberiaBank Money Market Water System $ 184,500.83 Total Investments TOTAL RESERVE $594,880.69 GRAND TOTAL $619,853.09 $125,511.13 Checks and Debits made 01/26/12 through 02/25/12 from BankPlus Operating Account $135,213.01 Deposits made 01/26/12 through 02/25/12 from BankPlus Operating Account On March 7, 2012, during the work session the Board of Directors reviewed checks #025758 through #025809 which were disbursed 01/26/12 through 02/25/12. Page 2 of 6
Security Safety, Fire Committee & Boat Sub-Committee Ron Scheuermann Two new members have been approved for the Security Committee: Monte McAndrew and John Combs. Captain Smith reported that the hole at the West Marina has been fixed. One of the individuals at the Incident Appeal Committee wanted to know how to get updates on the fines for citations and suggested that HAWL should mailed out these updates. Cost prohibits HAWL from mailing out to each property owner information sheets every time there is an update, however, any change is always published in Echoes, copies can be picked up from the office and all information on the website is kept current. Lake Quality Danny Stockstill Water samples were collected on March 7, 2012, from four locations. All samples were below the maximum allowable Mississippi standard level for recreational waters. Rainfall for the month of February was measured at 6.73 inches which was 1.08 inches above the 30 year average of 5.65 inches. Rainfall to date was 10.42 inches which was 0.76 inches below the 30 year average of 11.18 inches. Herbicides were purchased and the initial application to control aquatic vegetation in our lake was completed on March 6, 2012. Additional areas will be treated during the remainder of March. Long Range Planning Kathy Busco No report was given. Social Committee Robin Montalbano We had a great time playing bingo at the Brunch, Bingo, and Boutique on March 14 th. There were a total of 97 players. The money generated from the BBB vendors and other fundraising activities held throughout the year will go towards a purchase of a swing set for one of our playgrounds. We are working on a possible Bunco Tournament...details will be announced at a later date. Jan Booth with Employ Ability expressed her gratitude for our recycling program which provides employment such as sorting materials for mentally challenged adults. Godspeed concert tickets are on sale for $6.00 each. Space is limited so please call the office. April 14 th is our next Flea Market; the Fishing Rodeo is April 28 th. We are also working on a possible Art Exhibit in November. Public Affairs Tom Gibilterra (read by Danny Stockstill) A donation to the Memorial Tree Fund was given in memory of Bob Andrews. UNFINISHED BUSINESS None NEW BUSINESS A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for HAWL Striping Roads 2012 project. Page 3 of 6
WHEREAS Hide-A-Way Lake Club, Inc. will have approximately 2 miles of striping new pavements and re-striping center line only road work, and; WHEREAS the following six (6) locations have been determined that striping will be needed; Location New Pavement East Lakeshore Drive 1506 to 1714 Rollingwood from East Lakeshore to Willow Hide-A-Way Lane 1816 to West Lakeshore Back Spillway West Lakeshore to 728 West Lakeshore Hide-A-Way Lane 601 to 606 Re-Striping Center Only Hide-A-Way Lane 217 to 601 WHEREAS after three (3) invitations to bid went out and upon receiving two (2) bid quotes for HAWL Striping Roads 2012 project from the following: Company Name Bid Amount J. C. McCool Declined to Bid Robbie Robinson, Inc. $4,611.68 Traffic Control Products $6,649.99 and; NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for HAWL Striping Roads 2012 project to Robbie Robinson, Inc. Resolution offered by Jim Danton seconded by Kathy Busco on this 14 th day of March, 2012. Ron Scheuermann President Danny Stockstill Vice President Jim Danton Secretary/Treasurer Robin Montalbano Director Tom Gibilterra Director Kathy Busco Director Jim Wells Director A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for two new pavilions. WHEREAS Hide-A-Way Lake Club, Inc. determined it would be a nice amenity to build a 16 x 16 pavilion at the west playground, to build a 16 x 16 pavilion at the west marina, and to move the small existing pavilion from the west playground to the east playground, and; WHEREAS after three (3) invitations to bid went out and upon receiving three (3) bid quotes for building two pavilions from the following: Company Name Bid Amount Page 4 of 6 Eagle Builders, Inc. $13,700.00
Heritage Homes, Inc. $25,350.00 Kent Martinez, Contractor $18,241.66 and; NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for two new pavilions to Eagle Builders, Inc. Resolution offered by Kathy Busco seconded by Danny Stockstill on this 14 th day of March, 2012. Ron Scheuermann President Danny Stockstill Vice President Jim Danton Secretary/Treasurer Robin Montalbano Director Tom Gibilterra Director Kathy Busco Director Jim Wells Director ADJOURNMENT Motion to adjourn given by Jim Danton, Robin Montalbano seconded the motion. The meeting was adjourned by a unanimous vote of the Directors. RON SCHEUERMANN, PRESIDENT JIM DANTON, SECRETARY/TREASURER Page 5 of 6
STATE OF MISSISSIPPI COUNTY OF PEARL RIVER I, Laura P. Miller, 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 14 th day of March, 2012. THIS, the 15 th day of March, 2012. Laura P. Miller, Notary Public Page 6 of 6