LAKE WILDWOOD
HOMEOWNERS ASSOCIATION

M I N U T E S

OPEN BOARD MEETING
Thursday / May 20, 2010

Meeting called to order by President Kasko at 7:05 PM

Prayer- Wes Patton

Roll call by Secretary.  Present were:
Mike Kasko, President        Elaine Evans
Dena Fuller, Vice President        Fred Copley
Wes Patton, Secretary            Cara Barnes
Norman Brown, Treasurer

Motion to approve Dr. Craig Anderson’s absence as excused:

–  Per conflict in business function, scheduled months ago
- Proposed by:  Cara Barnes
- Seconded by:  Norman Brown
- Passed Unanimously

Reading of the Minutes by Secretary, Wes Patton

Motion to approve Minutes of last Open Board meeting as written:

- Proposed by:  Cara Barnes
- Seconded by:  Elaine Evans
- Passed Unanimously

President’s Report given

Managers Report given

New Business:

Motion to place ‘caution/warning’ signs at each gate:

– Director Elaine Evans presented mock up of a “Residents Only” sign to be placed at Peak Rd, Table Mountain, and Thompson Rd entrances

– Additionally, she displayed an example of a “Resident/Visitor” sign, for placement at the Zebulon Rd/ Lake Wildwood Dr entrance

- Proposed by:  Elaine Evans
- Seconded by:  Wes Patton
- Passed Unanimously

Motion to accept bid for renovations to the bathroom at clubhouse:

–  President Mike Kasko presented plan to split the ladies bathroom at the clubhouse in half, (one side for Men, the other for Women), to allow access from the outside patio by pool users, without having to go through the clubhouse.

– To be ready for the opening of pool season, work needs to begin immediately

– Of all bids submitted, the lowest was from Rick Barnes, a LWW contractor, at $3,700.

- Proposed by:  Norman Brown
- Seconded by:  Fred Copley
- Abstained:  Cara Barnes & Dena Fuller
- All others in favor  /  Motion Passed

Standing Committee Reports given

Special Committee Reports given

Motion to Adjourn:

- Made by:  Cara Barnes
- Seconded by:  Dena Fuller
- Passed Unanimously

Board meeting adjourned at 8:32

Town Hall discussion continued for another 20-25 minutes.

Minutes transcribed by;                  Minutes reviewed by;

MIKE SULLIVAN                WESLEY PATTON
Property Manager                    Board Secretary
Lighthouse Property Management             Lake Wildwood HOA

Click here for the PDF version: MINUTES- Open Board Mgt- 15Apr10

Click here for the pdf version: LWW CODE OF CONDUCT

LAKE WILDWOOD HOMEOWNERS ASSOCIATION M I N U T E S

OPEN BOARD MEETING

Thursday / April 15, 2010

Meeting called to order by President Kasko at 7:05 PM

Prayer- Wes Patton

Roll call by Secretary.  Present were:

Mike Kasko, President                   Dr. Craig Anderson

Dena Fuller, Vice President           Elaine Evans

Wes Patton, Secretary                    Fred Copley

Norman Brown, Treasurer              Cara Barnes

Reading of the Minutes by Secretary

President’s Report given

Managers Report given

Standing Committee Reports given

Special Committee Reports given

New Business:

New Board Member, Norman Brown, Treasurer, formally seated.

- Norman spoke of his goals during his tenure.

Motion to adopt Code of Ethics for Board Members

- Proposed by:  Wes Patton

- Seconded by:  Cara Barnes

- Passed Unanimously

Note: Code of Ethics was signed by all Board Members and is included with these Minutes on record.

Motion To adopt a Vision Statement

- Proposed by:  Wes Patton

- Seconded by:  Dena Fuller

- Passed Unanimously

We, the Board of Directors, staff, contractors and volunteers of Lake Wildwood dedicate ourselves to providing the most efficient, courteous, and cost effective programs and services to enhance the safety, quality of life, and comfort of each and every person living within the boundaries of our community.

Note: there was originally a second paragraph in this Vision Statement, but Fred Copley felt like it was too long and only needed the first paragraph.  After discussion, there was a “friendly amendment” to delete the second paragraph and only use the first, which was agreed by Wes Patton.

Motion to adopt a Mission Statement

- Proposed by:  Wes Patton

- Seconded by:  Norman Brown

- Passed Unanimously

We, the Board of Directors of Lake Wildwood, are committed to safeguarding, and improving the Quality of Life of the Residents of this community.  In recognition of this commitment, we strive to the delivery of high quality, cost effective programs and services to the community we serve.

In pursuit of our mission, we believe that these value statements are essential and timeless:

-We recognize the unique and intrinsic worth of each individual

-We treat those we serve with compassion and kindness

-We act with honesty, integrity and fairness in the way we conduct business and in the manner we live our lives

-We trust our colleagues as valuable members of our team, and pledge to treat one another with loyalty, respect and dignity.

Note: the first version of this had “insomuch as humanly possible” at the end of the last sentence.  Fred Copley asked that those four words be left off and after discussion, Wes Patton agreed to do that for the sake of harmony among the group.

Five Year Plan:  Norman Brown spoke about starting work on developing a “five year business plan” for Lake Wildwood, noting that  “Planning lends itself to good management”.

Standing Committees (Assignments):

* COMMUNICATIONS

- Chair-  Tom Rule

- Board Advisors -  Elaine Evans  /  Dr. Craig Anderson

* ENVIRONMENTAL CONTROL / BEAUTIFICATION

- Chair-  Doug Dunmire (accepted)

- Board Advisors -  Elaine Evans  /  Mike Kasko

* FINANCE

- Chair-  TBA (Norman asked Chad Walton, who respectfully declined)

- Board Advisors -  Norman Brown / Dr. Craig Anderson

* LAKE

- Chair-  Jeff Sams

- Board Advisors -  Mike Kasko / Fred Copley

* MAINTENANCE

- Chair-  Wayne Fuller

- Board Advisors -  Dena Fuller / Elaine Evans

* RECREATION

- Chair-  Mary Spires (accepted)

- Board Advisors -  Elaine Evans / Mike Kasko

* SECURITY

- Chair-  TBA (still recruiting)

- Board Advisors -  Dena Fuller / Cara Barnes

* CAMPGROUNDS

- Chair-  TBA (still recruiting)

- Board Advisors -  Cara Barnes / Dena Fuller

Special Committees (Assignments):

* EMERGENCY MANAGEMENT

- Chair-  Mike Dodds (accepted)

- Board Advisors -  Wes Patton / Dr. Craig Anderson

* NEIGHBORHOOD WATCH

- Chair-  Cara Barnes

- Board Advisors -  Dena Fuller / Cara Barnes

* ELECTIONS

- Chair-  Martha Upchurch (accepted)

- Board Advisor-  Current President

* FINES / APPEALS

- Chair-  Charlie Register (not yet accepted)

- Board Advisors -  Dena Fuller / Cara Barnes

* CHRISTMAS ON THE LAKE

- Chair-  Doug Dunmire (accepted)

- Board Advisor-  Elaine Evans

Motion to Adjourn, made by Wes Patton, seconded by Cara Barnes; passed Unanimously

Board meeting adjourned at 8:48

Town Hall discussion continued for another 30-40 minutes.

Minutes transcribed by;                              Minutes reviewed by;

MIKE SULLIVAN                                     WESLEY PATTON

Property Manager                                                 Board Secretary

Lighthouse Property Management              Lake Wildwood HOA

1 Attachment:

- Code of Ethics, (signed by all Board members)

Lake Wildwood

CODE OF ETHICS AND RULES OF CONDUCT FOR ALL HOA DIRECTORS AND COMMITTEE CHAIRS

The Board of Directors of Lake Wildwood Homeowners Association, (HOA) has the obligation and duty to make decisions for the entire community and is responsible to set a standard and a tone for behavior that is conductive to the best interests of the community as a whole. The Board of Directors of the HOA hereby adopts the following code of ethics and code of conduct that are applicable to all volunteers serving the community:

1.  The Board Members will use its best efforts at all times to make decisions that are consistent with high principles, and to protect and enhance the safety and property value of the residents.

2. No gifts of any type worth $25.00 or more will be accepted by any Board Member from any resident, contractor or supplier.

3. No contributions will be made to any political parties or political candidates by the Association without a majority vote of the community confirming such action.

4.  The Board Members will protect confidentiality of other Board Members’ personal lives, as well as all residents’ personal lives.

5.  No promise of anything can be made to any subcontractor, supplier or contractor during negotiations, unless approved by the Board as a whole.

6. No drug, alcohol or substance abuse will be tolerated.

7. Language at Board Meetings will be kept professional. Personal attacks against Co-owners and Board Members are prohibited and are not consistent with the best interest of the community.

8. It is understood that differences of opinion will exist. They should be expressed in a clear and business-like fashion.

9. Proper parliamentary procedure should be followed to have such dissenting positions stated clearly within the official records of the Association.

10. A Board Member may not knowingly misrepresent any facts to anyone involved in anything with the community that would benefit himself/herself in any way.

11. No Board Member may use his/her position to enhance his/her financial status through the use of certain contractors or suppliers. Any potential or actual conflict of interest must be disclosed to the Board of Directors.

12. Ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, religion, sex (with our without sexual conduct), age, disability, alienage or citizenship status, marital status, creed, sexual orientation or any other characteristics protected by law. We prohibit and will not tolerate any such discrimination or harassment.

13.  Any Board member who has three or more verified citations/fines within 365 days would be asked to voluntarily submit his/her resignation.

14.  Any Board member convicted of a felony will be asked to submit his/her resignation forthwith.

This resolution is adopted this 15^th day of April, Two Thousand and Ten at an open Board Meeting, where a quorum of the Board was present, and will become effective immediately. Upon approval, each new Board member will be required to agree to this code of ethics and rules of conduct prior to being seated on the board.

Click this link for the PDF version

PUBLIC MINUTES- Internal Board Mgt- 08Apil10

HOMEOWNERS ASSOCIATION

M I N U T E S

INTERNAL BOARD MEETING

Thursday / April 08, 2010

Meeting called to order by President Kasko at 7:05 PM

Roll call by Secretary.  Present were:

Mike Kasko, President                      Dr. Craig Anderson

Dena Fuller, Vice President               Elaine Evans

Wes Patton, Secretary                       Cara Barnes

Norman Brown, (as observer)           Fred Copley

Reading of the Minutes of Board meeting of March 29, by Secretary

- minor spelling errors noted, and corrected

- Motion to Approve w/ corrections by Craig Anderson

- Motion seconded by Cara Barnes

- No dissenting votes / Motion Passed.

President Kasko made a request that all business be conducted via a motion, with discussion afterward, to facilitate a more orderly meeting. No objections noted.

Managers Report: given by Mike Sullivan of Lighthouse Management, with corresponding motions by the Board:

* NOTE: due to concerns pertaining to confidentiality, Board went in & out of Executive session to discuss petitions from private individuals:

Motion 1: To hire additional staff member for a period of 2 weeks, to enter resident/guest information into the new “GateHouse” database, at a total cost NTE $2,500

Motion Made by Dena Fuller

Seconded by Craig Anderson

All in favor /  PASSED

-  Request from LWW Manager, Mike Sullivan, to hire additional staff member for a period of approximately 2 weeks, to enter resident/guest information into the new “GateHouse” database.

- Current staff is too busy with other office duties to be able to this without a significant number of entry errors.

- Needs 1 person for 2 weeks, (80 work hours), at approximately $8.00 per hour, total cost of $640.

-  Craig recommended increasing the total to an amount NTE, (not to exceed), $2,000, for the purpose of recruiting a well qualified person.

- Dena proposed a “friendly amendment”  to up the total amount to $2,500.  Craig seconded this, and all were in agreement.

———————————————-

Motion 2: To reaffirm decision from previous Board to install 3 additional phone lines, (1 each, LWW Front Office, Peak Rd & Table Mountain),  and 5 DSL  circuits, to enable interoperability of automated gate & security system.

Motion Made by Craig Anderson

Seconded by Wes Patton

All in favor /  PASSED

-  Request from LWW Manager, Mike Sullivan, to approve go-ahead for AT&T to install 2^nd phone line in Front Office, and 2 other phone lines, (1 each at Peak Rd, and Table Mountain), and 5 DSL circuits (total) to interconnect automated gates with our security system.  This needs to be done “immediately.”

-  It was noted that this had already been approved by the previous Board, however, no record kept of that decision in Minutes, etc.  We need only to put it in the record.  Done, (see Motion above).

———————————————-

Motion 3: To allow our Property Manager to move forward with the repair to the drain value for the lake.  Cost not to exceed $12,000.

Motion Made by Mike Kasko

Seconded by Dena Fuller

Yes- 6; opposed- 1, (Dena Fuller) / Motion Passed

-  Mike Kasko pointed out that this is a maintenance device, and NOT a “flood gate,”  however, we’ve been using it for that purpose, and it isn’t equipped for that. Brass shear pin was removed long ago, and it now has a bolt attached, which obviously isn’t significant.

-  Maintenance believes that some people have keys to operate this device, who aren’t authorized to operate it.  Mike Kasko noted that the locks were changed this week, which should take care of that.

-  Garcia, who designed this system, is currently the one working on fixing it.  Craig suggested that me might want to consider an electrical device that won’t permit the it go into “overdrive.”  Currently there’s no money to do this.  The work on the repair will be under warranty.

———————————————

Motion 4:  To allow our Property Manager to move forward with the culvert repair under Sandy Beach road and continue the culvert to the inlet of the lake.  Cost not to exceed $52,000 .

Motion Made by Mike Kasko

Seconded by Cara Barnes

Yes- 7;  None opposed  /  Motion Passed

-  One option was to go through a resident’s yard.  He was OK with this as long as we agreed to “forgive” the $4,000 in back dues he owed.  Board is not going with this option.  Currently there 24” pipe, where there should be 48” pipe.  When repair is completed there will be, (48” pipe).  Some trees may have to come down.

-  Quote from Brooks Paving, dated, March 10, 2010 was attached for Board’s consideration.  It explored 2 different options, with option 2 being $10,500 less. This option was the one decided upon.

———————————————

Motion 5:  Accept the offer from the Bibb County Sheriff’s Office regarding a Patrol and Observation class to be held at the Bibb County Law Enforcement Center, at a time & date TBA.

Motion Made by Cara Barnes

Seconded by Wes Patton

Yes- 7;  None opposed  /  Motion Passed

-  This training will be offered to the LWW Security Officers and Board members who wish to participate.  Email from Lt George Meadows, dated Feb 24, 2010 was attached.

———————————————

Motion 6:  Assign someone to coordinate a formalized training session for the Board, to be completed within the next 90 days.

Motion Made by Wes Patton

Seconded by Elaine Evans

Yes- 7;  None opposed  /  Motion Passed

-  This training will cover topics such as; Team Building, The CC&Rs & By-Laws, Budget Preparation & Execution, Five Year Plan, Roberts Rules of Order, Job Descriptions & Standards for Board Officers.  The following volunteered to teach subjects they are familiar with:

– Craig Anderson          By-Laws

– Norman Brown          Budget Prep & Execution

– Dena Fuller                 Board Officers Training

– Cara Barnes               Legal aspects pertaining to HOAs

–  Wes Patton                Executing a Five Year Plan

–  Mike Kasko               Mechanics of Team Building

–  Martha UpChurch     Fundamentals of Roberts Rules of Order

———————————————

Motion 7:  Assign a Board rep/advocate for each of Lake Wildwood’s 9 sectors.  These representatives will service as a conduit to the residents of that sector, and to periodically communicate with those residents, Board initiatives, accomplishments, issues, and changes in policy, and solicit feedback.

Motion Made by Wes Patton

Seconded by Fred Copley

Yes- 7;  None opposed  /  Motion Passed

-  Discussion of this becoming the General Manager’s & Board “eyes & ears” to the Community.  Each Board member will share with the whole Board what they learn from their constituents.

———————————————

Motion 8:  Committee Assignments- Motion to approve President Kasko’s Committee Chair Assignments, as outlined on submitted spreadsheet.

Motion Made by Craig Anderson, Phd

Seconded by Cara Barnes

Passed with stipulations pending acceptance by designated

Chairpersons. All in favor / Motion Passed (as noted above)

- COMMUNICATIONS, (Standing Committee):

– Chair:  Tom Rule

– Board Advisors:  Elaine Evans  /  Craig Anderson, PhD

- ENVIRONMENTAL CONTROL/ BEAUTIFICATION, (Standing Committee):

– Chair:  Doug Dunmire

– Board Advisors:  Elaine Evans  /  Mike Kasko

- FINANCE, (Standing Committee):

– Chair:  TBA, (To Be Announced), at a Later Date

– Board Advisors:  Norman Brown  /  Craig Anderson, PhD

- LAKE, (Standing Committee):

– Chair:  Jeff Sams

– Board Advisors:  Mike Kasko  /  Fred Copley

- MAINTENANCE, (Standing Committee):

– Chair:  TBA at a Later Date

– Board Advisors:  Dena Fuller  /  Elaine Evans

- RECREATION, (Standing Committee):

– Chair:  Mary Meeks Spires

– Board Advisors:  Elaine Evans  /  Mike Kasko

- SECURITY, (Standing Committee):

– Chair:  TBA at a Later Date

– Board Advisors:  Dena Fuller  /  Cara Barnes

- FINES & APPEALS, (Standing Committee):

– Chair:  Charlie Register

– Board Advisors:  Dena Fuller  /  Cara Barnes

- EMERGENCY MANGEMENT, (Special Committee):

– Chair:  Mike Dodds

– Board Advisors:  Wes Patton  /  Craig Anderson, PhD

- NEIGBORHOOD WATCH, (Special Committee):

– Chair:  Cara Barnes

– Board Advisors:  Dena Fuller  /  Cara Barnes

- CAMPGROUNDS, (Special Committee):

– Chair:  TBA at a Later Date

– Board Advisors:  Craig Anderson, PhD /  Fred Copley

- ELECTIONS, (Special Committee):

– Chair:  Martha Upchurch

– Board Advisors:  Current President, (IAW the By-Laws)

- Motion to adjourn made by Mr Wes Patton; seconded by Ms Cara Barnes; all Board members in agreement.   Motion passed.

Board meeting adjourned at 10:15

WESLEY PATTON

Board Secretary

Lake Wildwood HOA

PDF copy: LWW MISSION STATEMENT

————————

LAKE WILDWOOD

HOMEOWNERS ASSOCIATION

MISSION STATEMENT

We, the Board of Directors of Lake Wildwood, are committed to safeguarding, and improving the Quality of Life of the residents of this community.

In recognition of this commitment, we strive to the delivery of high quality,
cost effective programs and services to the community we serve.

In pursuit of our mission, we believe that these core value statements are essential and timeless:

– We recognize the unique and intrinsic worth of each individual

– We treat those we serve with compassion and kindness

–  We act with honesty, integrity and fairness in the way we conduct business, and in the manner we live our lives

–  We trust our colleagues as valuable members of our team, and pledge to
treat one another with loyalty, respect and dignity.

————————————————————–

Signed this 15^th day of April, Two Thousand and Ten A.D.

(The original, of course, has been signed)

PDF copy: LWW VISION STATEMENT

——-

LAKE WILDWOOD

HOMEOWNERS ASSOCIATION

VISION STATEMENT

We, the Board of Directors, staff, contractors and volunteers of Lake Wildwood

dedicate ourselves to providing the most efficient, courteous, and cost effective

programs and services to enhance the safety, quality of life, and comfort of

every person living within the boundaries of our community.

————————————————————–

Decreed this 15^th day of April, Two Thousand and Ten A.D.

< original signed >

____________________________

MIKE  KASKO

President of the Board of Directors

Lake Wildwood Homeowners Association

PDF copy: LWW_Ethics_Code

————————-

Lake Wildwood

CODE OF ETHICS AND RULES OF CONDUCT FOR ALL HOA DIRECTORS AND COMMITTEE CHAIRS

The Board of Directors of Lake Wildwood Homeowners Association has the obligation and duty to make decisions for the entire community and is responsible to set a standard and a tone for behavior that is conductive to the best interests of the entire community. The Board of Directors of the HOA hereby adopts the following code of ethics and code of conduct that are applicable to all volunteers serving the community:

1.  The Board Members will use their best efforts at all times to make decisions that are consistent with high principles, and to protect and enhance the safety and property value of the residents.

2. No gifts of any type worth $25.00 or more will be accepted by any Board Member from any resident, contractor or supplier.

3. No contributions will be made to any political parties or political candidates by the Association without a majority vote of the community confirming such action.

4.  The Board Members will protect confidentiality of other Board Members’ personal lives, as well as all residents’ personal lives.

5.  No promise of anything can be made to any subcontractor, supplier or contractor during negotiations, unless approved by the Board as a whole.

6. No drugs, alcohol or substance abuse will be tolerated.

7. Language at Board Meetings will be kept professional. Personal attacks against Co-owners and Board Members are prohibited and are not consistent with the best interest of the community.

8. It is understood that differences of opinion will exist. They should be expressed in a clear and business-like fashion.

9. Proper parliamentary procedure should be followed to have such dissenting positions stated clearly within the official records of the Association.

10. A Board Member may not knowingly misrepresent any facts to anyone involved in anything with the community that would benefit himself/herself in any way.

11. No Board Member may use his/her position to enhance his/her financial status through the use of certain contractors or suppliers. Any potential or actual conflict of interest must be disclosed to the Board of Directors.

12. Ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, religion, sex (with our without sexual conduct), age, disability, alienage or citizenship status, marital status, creed, sexual orientation or any other characteristics protected by law. We prohibit and will not tolerate any such discrimination or harassment.

13.  Any Board member who has 3 or more verified citations/fines within 365 days would be asked to voluntarily submit his/her resignation.

14.  Any Board member convicted of a felony will be asked to submit his/her resignation forthwith.

This resolution is adopted this _____day of ___________2010, at an open Board Meeting where a quorum of the Board was present and will become effective immediately. Upon approval, each new Board member will be required to agree to this code of ethics and rules of conduct prior to being seated on the board.

(Webmaster note: The original document has been signed by the board members, according to the Board Secretary)

 Open Board Meeting March 29, 2010 [pdf]

HOMEOWNERS ASSOCIATION

M I N U T E S

OPEN BOARD MEETING

Monday / March 29, 2010

First Meeting of the new Board begin at 11:05

Roll call by Secretary.  Present were:

          Mike Kasko, President                   Elaine Evans                         

          Dena Fuller, Vice President           Cara Barnes

          Wes Patton, Secretary                    Fred Copley

          Dr. Craig Anderson                                                    

Motion to Require Speakers to Use Sound System

Proposed by Dr Craig Anderson;

Seconded by Ms Cara Barnes

Passed unanimously

I move that the Board of Directors adopt a policy that states: All speakers addressing any Annual, Special or Open Board meeting MUST come forward to the address the audience and if there are more than 25 people present, they must use a microphone, if available.

I also move that we adopt a policy that the Chair not recognize anyone refusing to comply; the only exception being those persons who are sufficiently physically disabled to stand and come to the front of the room.

I also move that the Board require itself, and staff to stand while speaking so that people in the back of the room can see us.

- Motion to adjourn made by Mr Wes Patton; seconded by Ms Cara Barnes; all Board members in agreement.   Motion passed.

Board meeting adjourned at 11:08

WESLEY PATTON

Board Secretary

Lake Wildwood HOA

LAKE WILDWOOD

HOMEOWNERS ASSOCIATION

M I N U T E S

OPEN BOARD MEETING CONTINUED

Monday / March 29, 2010

Motion to open new Board meeting immediately, made at 11:18.

Motion made by:  Dr. Craig Anderson.

Seconded by President Mike Kasko.

- 7 Board members still in attendance, quorum reached; motion passed.

-  Mr. Copley had already left the clubhouse.

-  New Board meeting opened for purpose of taking care of unfinished business. 

-  Specifically, since Mr. Norman Brown, (elected the new Treasurer), could not officially be seated to the Board until the next Open Board meeting, April 15, 2010,  he cannot act in the capacity of  Treasurer.   Payroll checks need to be signed before then.

Motion made for Board to Appoint/Elect a “Deputy Treasurer.”

Proposed by Mr Wes Patton;

Seconded by Ms Dena Fuller

7 for / none opposed /  PASSED

“I move that the Board of Directors appoint/elect Dr. Craig Anderson Deputy Treasurer, with full signature authority, to carry out the duties of the Treasurer, whenever said Treasurer is ill, or absent for an extended period, for the purpose of continuity of operations.”

- Motion to adjourn made by Mr Wes Patton; seconded by Ms Elaine Evan; all Board members present, in agreement.

Board meeting adjourned at 11:25

WESLEY PATTON

Board Secretary

Lake Wildwood HOA

MINUTES – 2010 Annual Meeting [pdf version]

HOMEOWNERS ASSOCIATION

M I N U T E

ANNUAL MEETING

Monday / March 29, 2010

Meeting called to order by President Kasko at 8:40

Meeting opened with Prayer by Pastor Paul Dziadul, Sr.

Standing Committee reports given

Special Committee report given by Election Committee Chair, Martha Upchurch;

          -  Election Committee has determined that a quorum exists

          -  Not all the ballots/proxies had been counted, but enough counted &              

             verified to have an Annual Meeting and to seat the new members to the            

              Board;  Cara Barnes, Norman Brown and Wes Patton

          -  Roll call made by Ms Upchurch to determine if proxy holders still present

          -  Those having proxies were told of the number each had.

Prior to seating the new Board, President Kasko thanked the three departing Board members, Stuart Griffin, Tracy Weekly and Paul Nishanian for their exceptional service to the community, and asked if they would like to make a speech.  Each did, and received a round of applause.

New members, Cara Barnes, and Wes Patton were seated.  Because of prior commitments, Norman Brown was unable to attend.

New Board went into Executive Session to elect Officers at 8:59 PM.

Board returned from Executive Session at 9:10 PM:

President Mike Kasko announced the new Board of Officers;

          President –                               Mike Kasko

          Vice President –                      Dena Fuller

          Secretary –                               Wes Patton

          Treasurer-                                Norman Brown

Moved into the Annual Meeting at 9:12  PM:

- Board member Chad Walton verbally tendered his resignation from the Board, noting he would follow-up with a written resignation the following day. He noted conflicts in his schedule as the reason, and wished everyone well in the challenges ahead.

-  Board member Craig Anderson thanked Chad for his exceptional service to the community, and extended an invitation to participate in whatever way his current schedule allowed.

-  Board member Elaine Evans made a formal presentation to President Mike Kasko for his service to Lake Wildwood as President from April 2009 to March 2010, giving him an engraved plaque & gavel.

-  President Kasko officially opened the Annual meeting, noting that this was the members’ time to be heard, and that Board members could only make motions or vote as members, or those for whom they held proxies; like everyone else.

-  The following motions were then made, discussed and voted upon:

Motion to amend the by-laws #1

Proposed by Dr. Craig Anderson;

Seconded by Ms Sherrill Martin

Passed unanimously  

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft an amendment to the by-laws that effectively requires that the Lake Wildwood Association’s budget reflect and that the Board be required to spend at least 15% of every Annual Budget to continue our plan to resurface our roads.  This 15% shall be an amount in addition to the amount budgeted for normal maintenance and repairs to our roads.

NOTE:  Taken out was:

(1)  “ASAP.”  (not necessary)

(2)  “until the plan’s completion”  (IAW  Ms Faye Collins’ suggestion)

Motion to amend the by-laws #2

Proposed by Dr. Craig Anderson;

Seconded by Mr. Jim Williams

3 opposed / PASSED

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft an amendment to the by-laws that effectively mandates that the Board of Directors make available to all residents at a reasonable time and place, and by publishing in the Wild Words all votes made by the Board of Directors, enumerating each directors’ vote on each motion. The only exceptions to this provision would be those votes that would be protected by Georgia statute pertaining to Private Organizations, or Homeowners Associations, or held in “Executive Session,” where personnel actions, or sensitive legal matters may be discussed.  And those matters protected by federal law, (i.e. the Privacy Act of 1974, as amended).

NOTE:  Motion 2, left intact, (as is), after much discussion by: Doug Dunmire, Fred Copley, Gary Jackson, Pastor Paul, Craig Anderson, and Dena Fuller.

Motion to amend the by-laws #3

Proposed by Dr. Craig Anderson;

Seconded by Ms Amanda Harrell

2 opposed / PASSED

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft an amendment to the by-laws that effectively requires that the Lake Wildwood Association to approve and publish the minutes of all Board meetings in the Wild Words, and the Lake Wildwood Website, in a timely fashion, of not more than 7 business days, excising portions of the minutes that are contrary to State and Federal privacy laws. To facilitate this provision of timeliness the Board may use any electronic means – phone, e-mail or text to approve the minutes…

 NOTE:  Originally Motion # 4.  Suggestion made by Jim Williams to increase response time to “7 business days,” after conferring with new Board Secretary.  Craig Anderson noted that “LWW Website should be added to where these minutes should be published.

Motion to amend the by-laws #4

Proposed by Dr. Craig Anderson;

Seconded by Ms Faye Collins

3 opposed / PASSED

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft an amendment to the by-laws that effectively requires that any Board member who resigns their position, is ineligible to occupy a position, by election or appointment, on the Board for a period of one year after said resignation.  Members who resign in calendar year 2010 are exempt from this provision.

NOTE:  Originally Motion # 5.  Some discussion by Fred Copley, per “not adding more rules to the Board,” with a rebuttal from Craig Anderson that being on the Board was like “a marriage, which requires a high level of commitment.”  Motion passed.

Motion to amend the by-laws #5

Proposed by Ms Elaine Evans;

Seconded by Ms Gerry Martin

3 opposed / PASSED

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft an amendment to the by-laws that effectively requires that the positions of Board members whose terms have expired, and have chosen not to submit an application for re-election to the board, be filled by qualified candidates who have submitted applications for candidacy.   In the event of no quorum, empty seats on the board will be filled by candidates with the most votes.

NOTE:  Originally Motion # 6.  Some discussion over the fact that, in the absence of a quorum, this amendment institutes an election via “popular vote.”  The last line was taken out, as the Election of 2010 was already over, and this provision did not have a “grandfather clause” in it, (i.e. it is not retroactive).

Motions that were NOT passed follow:

Original Motion to Amend the By-Laws  #3

Proposed by Dr. Craig Anderson; s

Seconded by Mr Wayne Fuller

 83 for / 23 opposed  / Not Passed

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft an amendment to the by-laws that effectively Makes the Election of the Board of Directors, and Annual Meetings, into two separate events; in that the Annual Meeting quorum provision for the election be removed and New board members may be seated at the next Open Board Meeting.

NOTE:  Much discussion by Jim Williams, Elaine Evans, Amanda Harrell, Pastor Paul, Ms Ruth Morgan, Tracy Weekly, Mike Kasko, Mike Sullivan, Martha Upchurch & Fred Copley. Motion not passed.

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Original Motion to Amend the By-Laws  #3a

Proposed by Dr. Craig Anderson;

Seconded by Pastor Paul

 63 opposed  / Not Passed

Change wording on proposed Amendment # 3 to:

 “Quorum requirement to 20% for BOTH events, Annual Election & Annual Meeting…..”

NOTE:  Question raised by Gary Jackson if the quorum requirement should be changed to BELOW 20%, which invoked discussion from Dena Fuller, Ms Faye Collins, and others pertaining to possibility of Annual Meetings being dominated by landlords, with enough proxies to impose their will on the rest of the community.  Motion not passed.

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Original Motion to Amend the By-Laws  #6

Proposed by Dr. Craig Anderson;

Seconded by Ms Sherrill Martin

 65 opposed  / Not Passed

I move that we authorize the Board of Directors, in consultation with the LWW Attorney, to craft and add an amendment to the LWW by-laws that effectively states that Board members whose terms have expired, and have chosen to not seek re-election have in fact resigned effective at the end of their current term, and are ineligible to occupy a position on the Board by election or appointment, for a periods of two years after said resignation.  Members who have chosen not to run in the 2010 election shall be exempt from this provision.

NOTE:  After much discussion, esp. pertaining to having a “penalty of two years,” Martha Upchurch made a “friendly amendment of this motion,” seconded by Mike Dodds to limit the “penalty phase” to only ONE year..  Fred Copley noted his objection that he felt this amendment was “discriminatory.”  Even with the “friendly amendment” motion failed to pass, pending a revision by Elaine Evans & Dena Fuller, which was later voted upon and passed.

 -  Prior to adjournment of Annual Meeting, Amanda Harrell remarked, in concert with others, that “this has been one of the best Annual Meeting’s Lake Wildwood has ever had.”  She noted how “smoothly” things had gone, and how respectful people were of one another’s opinions “even when they didn’t agree.”

Annual Meeting officially Adjourned at 11:04

WESLEY PATTON

Board Secretary

Lake Wildwood HOA

Posted March 13 , 2009. These documents relate to Emergency planning.

Citizen Corp Organization

Georgia Emergency Operations Management Plan

Preparing for a Hurricane

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