Huntcliff HRHA

Board Meeting – May 20, 2007

Agenda – Notes from meeting

Intro/Recognition of attendees/guests - none

Treasurer

Expenditures - see sheet from Mark

Budget info - Mark creates and then sends to Board as recommendation, discussed and then voted and sent to community as whole to vote on … he has notes re: how came up with numbers; discussed budget in general, how certain expenditures are prorated between Community and Facility memberships

Membership campaign - Mark to get easement agreement from one new member; one member from last year still not paid; 92 paid to date, 70 outstanding; Shelley to check into paypal (have to close out old account in order to get new account – Mark to assist); getting emails from all when pay (only one opts for hard copy of newsletter so far), also getting #’s for telephone directory

Directory – no kids names to be listed (safer), 20 pages we can add of other stuff like maps, bylaws, etc – can put together as soon as membership drive is solidified and list completed. Agreed to add list of babysitters and vendor/service provider info of residents; directory is free to us because printer sell ads, we can do new one every year – we will get about 20-30 extras to provide to new residents during year

Keys/locks – Mark reports that locksmith suggests keypad or swipe pad; discussion re: pros/cons of both, no decision made re: next year; key locks are now on bathroom doors, some feel is inconvenient, but Jen will post sign re: why we did it (store supplies and first aid kit inside and keep theft and vandalism to minimum) and Shelley will add to newsletter;

Facilities Director

Pool

Pool maintenance – new company doing great job, lots of compliments at Pool Opening; he cleans out trash cans, but if members take trash out they need to put new bag in, will keep supplies in both bathrooms and write on inside of lid with marker; will put plungers in bathrooms; lots of compliments on umbrella stands, plants, paint

Membership/use – Life guard stand still important, will add info to Survey and Capital Improvement list re: need a storage shed for that and other metal equipment that may corrode in the pool room; Board authorized Dave Horn to cut off electric conduit near where life stand goes in and to make connections flush with ground as soon as possible (Horn agreed to perform labor for free, Board to pay for supplies); there are only 3 old wooden handled umbrellas left for sale for $10@ (no funds distributed for the other umbrellas though – Q what happened to the money or the umbrellas that are missing?)

Amendments to Pool regs re: pavilion use and rental: Special meeting called, notices delivered by Stephanie Snow; meeting to be held and all proxies/votes in 7:30 Wednesday this week at Henderson house on Springer Court; discussion among Board members reflected in emails re: pros/cons of process and topic

Limited Sponsored Membership - discussed and passed (per Bylaws Board has authority to do so) – facilities members can add additional maintenance and improvement fees to their facilities membership in increments of $125 each, and in exchange may sponsor an individual to also utilize the facilities in the following capacities: (1) an adult (age 17 and older) that lives outside Huntcliff, (2) a child (age 16 and younger) that resides either inside Huntcliff whose family has not been a facilities member in the previous two years, or (3) a child (age 16 and younger) that resides outside of Huntcliff. The individual sponsored must be specifically designated by name and age (will be listed on the access key) and may only attend any facilities or events with the sponsoring member.

Grills - Tom will buy a new grill from Sears this week, together with a tank and a lock, and the grill will be dedicated first use to any pavilion rentals.

Tennis

Steeplechase charity event – event occurs every May, should plan for it next year and advertise accordingly; several members from Huntcliff participated, Shelley to get list; Bobbie Ann to get info re: results, amount of funds raised

Round robin tournament – raised about $350; Board authorized petty cash account to be established to be used for tennis supplies (e.g., squeegees) but not refreshments; tennis liaison to be established to report back to board re: needs, etc

Tennis camp – camp approved as submitted; Nate Burnside reported HRHA covered by its insurance policy, may need waiver or acknowledgement from camp attendees that they recognize Huntcliff does not employ the tennis instructor and that instructor is an independent contractor

Grounds

Entrances/landscaping – Luxury Landscapes never followed through on donations, and given drought prob. not a good idea to plant now since no watering system; will plant fall flowers and bulbs;

Pinestraw - pinestraw added by lawn service and will add more around entrances; will get bushes trimmed on Dean Road entrance side

Vice President

Pool Opening Party/Low Country Boil – great turnout, great weather, reported everyone liked having tennis tournament at same time because gave feel that there was lots to do; received multiple compliments on flower pots, umbrellas and stands, bathrooms, low country boil easy to come and go and eat at will without care of temperature; Under budget for event, and then sold what did not cook and received $45

Committees – Social events for summer discussed included swim-in movie night at pool (Craig & Viv Davis have offered large screen and projector) for both family night and teen night, tent camp in field by pool, and trivia night; Both Shelley and Jen to make effort to involve folks that want to get involved that have not done so to large extent already

COPS Program- Had cake at Pool Opening, no new block captains signed up; confirmed 4 events required per Bobbie Ann’s prior email to Carol, 2 have taken place already so need to have a program (put on by Gwinnett police) that we can coordinate with another event, and attend the COPS annual event; Carol needs someone else to take over for her in the summer (she has been serving in this capacity for 4 years)

Secretary

Website updates – Siteskins very easy to use, have updated with info, calendar feature coming soon and we will wait for it, will turn off music feature

Newsletter - Will have several over the course of the next 2 months with the Capital Improvement Campaign, and then will resume to once a month feature; Jen likes fluff stuff like recipes, etc

President

Capital Improvement Campaign

Step one – survey and information gathering (Karen Hayes) – May 25 to us/May 30 in newsletter to residents -Only have 4 handwritten hard copies and 4 online submissions; Jen to put up signs to remind folks to turn in Surveys by May 23 (Weds) and Shelley to circulate email to list re: same; Karen leaving town but will begin to summarize info and will then get someone else to finish up for her

Step two – pricing and bidding (Don Shaw) – June 6 to us/ June 8 in newsletter to residents - Don can already get started on pricing the things we know about, and can indicate where we can self-perform; include information at beginning of options for payment and specifically include save, assess, volunteer, donate options;

Step three – establish priorities and 5 year time frame – 2 meetings and voting by all residents June 14ish/June 24

Will need larger facility to accommodate all (Bobbie Ann to check); should have two separate meetings to accommodate schedules of all residents and because it will give time for residents to hear the info on the first pass and then ask questions, think about it and come back to second meeting; have meeting catered; better to have meetings during the week because folks are busy in summer on weekends; will circulate info to determine Board availability mid June to end August

Step four – begin work

Insurance – review and renewal – Bobbie Ann met with Nate Burnside and provided him with copies of insurance policy and specific questions re: coverage, he will report back re: whether we are over/under covered and whether we need to add waivers and acknowledgements to our courses of dealing with vendors, service providers and members; policy is up for auto renewal in June; Nate will report back to Mark who has handled the insurance policy for the last 4 years;

New Business

Summer events/ideas – in addition to the ideas listed under Committees, above, Shelley will coordinate a playgroup for the summer, we will also find someone to coordinate a monthly lunch meeting for people that work from home in our neighborhood (first meeting may be at Hooters); Back to School Party to take place weekend after school starts

Next Board meetings – June 24, July 15 (BA in Charleston), August 19, September 16, October 21, November 18, December 16 – will revise summer meeting dates to accommodate Capital Improvement campaign and Board members’ schedules … Bobbie Ann to circulate email to coordinate dates this week.