Tuesday, May 11th, 2010...1:15 pm
April 8, 2010 Internal Board Meeting
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PUBLIC MINUTES- Internal Board Mgt- 08Apil10
LAKE WILDWOOD
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.
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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 2nd 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).
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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.
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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.
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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.
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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
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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.
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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
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