BE IT REMEMBERED that the Board of Directors met in the Clubhouse, Hide-A-Way Lake, Pearl River County, Mississippi, on the 12 th day of October 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: All members of the Board were present or accounted for. The Security Contractor s Report was presented for September, 2016, read by Sargent Lonnie McClendon. The Chair entertained a motion to waive the reading of the Minutes of the Board meeting of September 14, 2016. Jim Wells acknowledged the motion, Ron Scheuermann seconded the motion. Unanimously approved. The Chair entertained a motion to approve the Minutes of the Board meeting of September 14, 2016. Robin Montalbano acknowledged the motion, Mark Herring seconded the motion. Unanimously approved. MANAGER S REPORT Bruce Devillier 1. The 2015 Fiscal year ended on September 30, 2016. Kent Whitfield s CPA firm has begun performing the year-end audit and financial statistics for the corporation. 2. The 2017 Capital Improvement Plan along with the Ten Year Capital Plan was approved at the work session held on October 5, 2016. A resolution is forthcoming. 3. A ninth draw was made on the construction bank loan for the addition of Well #4 in the amount of $82,107.49. A resolution is forthcoming. 4. The fire hydrant waterline extension project is scheduled to begin later this month. The contract is with Hudson Contracting, Inc. 5. The Lake Horseshoe Sediment Removal project was completed by EFT Diversified Inc. The total cost of this capital expenditure was $6,300.00, which included hauling off the sediment. 6. All entrance signs and poles were updated last month at the front Main Gate and Southgate. The total cost of this capital expenditure was $3,070.17, which was paid to Brandon Industries, Barousse Designs, and Amazon.com (for the flag pole). Page 1 of 6
7. Bids were opened on September 27, 2016 for the Lake Management project, which will improve the lake water, reduce aquatic weeds, and improve fishing for all residents. A resolution is forthcoming. 8. The HAWL Rental Application has been updated. Per Covenant 22: The Property Owner will be charged a rental administrative fee of $150.00 that must be submitted with the application. The application must be submitted 15 days in advance of the scheduled rental date. If application is approved, renters may use the beach, playgrounds and the restaurant (cash or check only). No other amenities are available to the renter. Renters cannot put their personal boat on the lake or be affiliated (registration/insurance) with any property owner s boat on the lake. Additionally, renters cannot use the pool or tennis courts, cannot use a HAWL credit card, and cannot rent a boat slip, horse stall, and/or RV spot. Furthermore, once a property owner rents their home, the property owner relinquishes their right to use the swimming pool amenity. 9. The Tower Maintenance contract with Maguire Iron, Inc. was signed last month. 10. The following is a report of our delinquent accounts: 21 accounts are in the process of being worked in-house $4,260.63 98 accounts were assessed the $25.00 late fee in September, 2016. STANDING COMMITTEE REPORTS Architectural/Variances Jim Wells September, 2016, the number of houses to date is 960. The architectural committee approved the following: (1) solar panels and (1) new home. Finance Committee Report Tom Gibilterra (Read by Ron Scheuermann) $50,054.97 BANKPLUS - Operating Account $1,200.00 PETTY CASH $2,500.00 BANKPLUS - Payroll Account $53,754.97 TOTAL CHECKBOOK, PAYROLL, & PETTY CASH $64,998.09 BANKPLUS - Business Resource Account $79,692.35 BANKPLUS CAPITAL RESERVE ACCOUNT $72,325.13 REGIONS BANK CAPITAL RESERVE ACCOUNT $217,744.55 FIRST NATIONAL BANK - BOARD CONTINGENCY ACCOUNT $434,760.12 TOTAL SAVINGS $104,094.28 CD - CRESCENT BANK - Water System (1.81% matures 05/28/18) $39,712.25 CD - CRESCENT BANK (2.12% matures 05/28/20) $45,718.02 CD - CRESCENT BANK (1.81% matures 03/10/18) $54,973.97 CD - CRESCENT BANK (1.51% matures 11/24/17) $244,498.52 TOTAL INVESTMENTS Page 2 of 6
TOTAL RESERVE $679,258.64 GRAND TOTAL $733,013.61 $213,887.30 Checks & Debits made 08/26/16 through 09/30/16 from BankPlus Operating $218,278.53 Deposits made 08/26/16 through 09/30/16 from BankPlus Operating On October 5, 2016, during the work session, the Board of Directors reviewed for the period of 08/26/16 through 09/30/16 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 Jack C. Jensen, Jr. No report given. Lake Quality Mark Herring Water samples were collected from two locations on October 3, 2016. Both samples tested within the Mississippi standard level for recreational waters. Rainfall for the month of September was measured at 5.17 inches which was 0.92 inches above the 30 year September average of 4.25 inches. Rainfall-to-date was 56.00 inches which was 7.48 above the 30 year-to-date average of 48.52 inches. The Lake Quality Committee has continued work on a project to assemble and place fishery habitat structures in selected areas around the lake. To date, the assembly of habitats is complete and 13 structures have been placed in the lake. As stated at last month s board meeting, the objective of this project is twofold: (1) Improve fishing success by providing structural environment around which fish bait and thus game fish tend to congregate; and (2) Enhance fishing participation by providing better access to fishing spots along the shoreline for resident fishermen (adult and youth) who do not venture out into the open lake. A map showing the locations of the artificial habitats will be available when all the structures are secured in the lake. Long Range Planning Elizabeth Ennis The 2017 Capital Improvement Plan along with the Ten Year Capital Plan was approved at the work session held on October 5, 2016. $356,500 has been set aside for the following capital expenditures in fiscal year 2017: $10,000 for interior renovation/furniture, $7,000 for electronic/technology equipment upgrade, $35,000 for pavilions/marinas, $80,000 for walking track/fitness/recreation, $15,000 for playground equipment, $5,000 for pool (umbrellas and furniture), $75,500 for lake management recreation, $30,000 for maintenance equipment, $6,500 for restaurant/kitchen, $24,000 for water tank painting (5 year payment plan), $8,500 for water system equipment, and $60,000 for additional hydrants/lines (with the remaining amount of this project coming from the water loan). Social Committee Robin Montalbano The HAWL Art Show is set for November 12 th and 13 th. Artist entry forms are available in the lodge office and on the HAWL website. Please see the Echoes for more details. Vendors are needed for HAWL s Christmas Marketplace on December 3 rd. Please call the HAWL office to reserve a spot. Page 3 of 6
The Social Committee has several other events planned for the remainder of the year. Upcoming events include: 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 Christmas Marketplace on December 3 rd, a Holiday Cookie Exchange on December 7 th, and the annual New Year s Eve Party on December 31 st. Public Affairs Ron Scheuermann Donations for Memorial Trees were made in the memory of Clifford R. Holland and Thomas W. Israel. UNFINISHED BUSINESS None NEW BUSINESS A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the year 2017 Capital Expenditure Budget and the Ten Year Capital Plan. WHEREAS identified capital projects within Hide-A-Way Lake Club, Inc. are either considered essential in their purchase and/or upgrade and/or repair, and; WHEREAS specific fiscal allocations are subsequently required, and; NOW THEREFORE be it resolved that the Board of Directors has approved the Ten Year Capital Plan and has decided to set aside $356,500.00 for capital expenditures for the year 2017, specifically to be used for the following: interior renovation/furniture, electronic/technology equipment upgrade, pavilions/marinas, walking track/fitness/recreation, playground equipment, pool (umbrellas and furniture), lake management recreation, maintenance equipment, restaurant/kitchen, water tank painting (5 year payment plan), water system equipment, and additional hydrants/lines. Resolution offered by Jim Wells seconded by Ron Scheuermann on this 12 th day of October, 2016. A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves draw #09 on the water loan with BankPlus for the addition of well #04. WHEREAS the Board of Directors approves draw #09 in the amount of $82,107.49 to pay $1,202.81 to Owen & White Engineer, $61,940.00 payment #4 to Lyman Well Company, and $18,964.68 to Coast Chlorinator & Pump Co., Inc. NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves draw #09 for $82,107.49 on the water loan with BankPlus for the addition of well #04. Funds to be transferred by BankPlus into the HAWL Operating Account. This transaction brings the amount borrowed thus far on the Water Well Addition Loan to $370,489.45. Page 4 of 6
Resolution offered by Jack Jensen, Jr. seconded by Jim Wells on this 12 th day of October, 2016. A resolution whereby the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for the Lake Management project. WHEREAS several studies of our lake have been conducted in the recent past with recommendations by Mississippi state agencies to improve water quality and the health and status of fish stocks, and; WHEREAS the Board of Directors hired a private professional lake management company to conduct a separate study of our lake and thus provide a second opinion of suggested recommendations, and; WHEREAS three findings were common to the separate assessment studies: improve lake water conditions, reduce noxious weeds, and improve status of fish stocks, and; WHEREAS after three (3) requests for bids went out and upon receiving one (1) bid from the following: Company Name Bid American Sport Fish Hatchery $75,556.00 Aquatic Restoration Services Declined to Bid Southeastern Pond Management Declined to Bid NOW THEREFORE be it resolved that the Board of Directors of Hide-A-Way Lake Club, Inc. approves the awarding of the contract for the Lake Management project to American Sport Fish Hatchery for $75,556.00. Resolution offered by Mark Herring seconded by Robin Montalbano on this 12 th day of October, 2016. ADJOURNMENT Motion to adjourn given by Robin Montalbano, Ron Scheuermann seconded the motion. The meeting was adjourned by a unanimous vote of the Directors. ELIZABETH ENNIS, PRESIDENT Page 5 of 6 ROBIN MONTALBANO, VICE PRESIDENT
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 12 th day of October, 2016. THIS, the 13 th day of October, 2016. ELIZABETH RANCATORE Page 6 of 6