Board of Dirctors Meeting Minutes February 28, 2017

FAIRFIELD BAY COMMUNITY CLUB

BOARD OF DIRECTORS

FEBRUARY 28, 2017

          

           The Regular Meeting of the Fairfield Bay Community Club Board of Directors was held on Tuesday, February 28, 2017 at 3:00 p.m. in the Fireside Room at the Indian Hills Complex.

Directors attending: President Jack Weeks, Bill Fisher, Dave Foster, Terri Hargrove, Lacey Mitchell, Rose Shurts, and Ken Schuette.

Rocky Nickles, General Manager, and Tommy Hoffman, Chief Financial Officer, were also in attendance.

The Pledge of Allegiance and Prayer was led by President Weeks.

17-16 Motion was made by Terri Hargrove, seconded by Rose Shurts, and unanimously carried to accept the Regular Meeting Minutes, January 24, 2017, as presented.

17-17 Motion was made by Lacey Mitchell, seconded by Rose Shurts, and unanimously carried to accept the Special Meeting Minutes, February 1, 2017, as presented.

Tommy Hoffman, Chief Financial Officer, gave the financial report.

Tommy Hoffman and John Tyer explained the Snow Removal, Road Maintenance, and Storm Damage Control contracts between the Club and the City.

The Manager Reports were given.

Due to pine lumber not being marketable at this time a definite date has not been set for removal of the pine trees from the golf course. The trees being removed are tearing up the cart paths and are keeping grass from growing. We have been advised by our insurance agent the pine trees at the entrance of the Indian Hills Complex/Little Red Restaurant should also be removed. They will be removed at the same time the trees are removed from the golf course. Stumps will be removed at a cost of $25.00 per stump.

The Corps of Engineers has stated the lake level will be a challenge this year. The lake will be 5’ lower by the end of August than it is today.

Bill Fisher questioned when the hours for the Little Red Restaurant will change for the season. Danielle Avrett said the change will probably be made mid-March or April.

Lost Creek Trail has been completed. Ken Schuette asked if there is an issue with parking. John Tyer said there is, and it is being addressed.

Tommy Hoffman reported the auditors from Thomas and Thomas will be here to begin the 2016 audit on March 6.

Plans are to bring lockbox in-house by April 1. This will save the Club approximately $1,000 per month.

An additional part-time person has been budgeted for accounting.

David Russell reported SeeClickFix software should be in place by April.

Rocky Nickles reported six different investment groups interested in the hotel are coming to visit.

There was a discussion of a mobile home area cleanup. President Weeks said he has asked Rocky Nickles to have Utilities clean a group of lots so amount of time needed and costs can be discussed.   Terri Hargrove stated she did want to know the projected cost for the cleanup. The Club will do initial work and come back to the Board. John Tyer explained the areas where work will begin.

Rocky Nickles reported there is a lot in Hamilton Hills located between two houses that someone has cut the trees and left them. We are looking into who is the owner of the lot, and a plan to have the debris cleaned up.

Rocky Nickles reported a group of people from Uncommon Communities toured a town in Kentucky that in ten years has taken their town from being a dead community to a thriving resort community.

Petit Jean Electric has found a way to re-route the electric lines at the main entrance with no cash outlay by the Club,

It was reported the new collection process will be in place April 1.

President Weeks thanked Tommy Hoffman for the changes he has made in reporting the financials.

Lacey Mitchell was contacted by someone who had a problem with dial-a-truck. President Weeks said he spoke to a newcomer and they said dial-a-truck got there before they could put items out. They told him Fairfield Bay is a wonderful place to live.

Lacey Mitchell, Ideal Incubator Team, advised they are trying to incorporate businesses in the Bay into events. They are talking to the City about skateboarding. Mountain boarding, similar to snowboarding, is being discussed.

EMS is offering CPR classes. An article will be placed in the Lake Area Weekly.

Team 2035, Bob Berdine, prior to this meeting, presented a Community Plan as a “work in progress” and ask for input from the Board. He will also make the presentation to the City Council, and the Community Foundation.

17-18 A motion was made by Rose Shurts, seconded by Lacey Mitchell, and unanimously carried to change the name of the Fairfield Bay News to Lake Area Weekly, and approve the expenditure of $75.00 to be paid to the Post Office for the name change.

There was further discussion regarding changes to the newspaper. Dan Feuer feels the newspaper office should be located in the mall. He had other suggestions to make the paper more successful which will be discussed at a later meeting.

Sharon Boone informed the Board the following individuals have agreed to serve on the 2017 Election Committee: Mike Doran, Anita James, Chuck Lang, Betsy Slaughter, and Angela Worrell. The date for the Annual meeting was set for Tuesday, July 18, 2017.

3D Archery was discussed. The Club provides the land, pavilion, 5 vehicle parking, and maintains the property. The Club will have the ability to have tournaments. 17-19 Motion was made by Bill Fisher, seconded by Terri Hargrove, and unanimously carried granting permission to explore and get back to Board with a plan.

17-20 Motion was made by Dave Foster, seconded by Terri Hargrove and unanimously carried to make the following change to the Corporate Policy for Capital Expenditures:

 

POLICY CURRENTLY READS:

 

 

CAPITAL EXPENDITURES           (Date Auth.  07/10)

 

The policy for capital expenditures is that any purchase costing more than $5,000 (including internal labor costs) and that shall have a useful life of more than 12 months or shall extend the useful life of an existing item more than 12 months shall be capitalized.

 

It is also the policy of the Board that no monies are to be spent in excess of that authorized by the Board for the project. Additional monies needed for a given project or purchase must be approved by the Board.  A monthly capital expenditure report will be maintained by department and provided to the department managers and the Board.

 

POLICY WILL BE CHANGED TO READ (addition is third paragraph)

 

The policy for capital expenditures is that any purchase costing more than $5,000

(including internal labor costs) and that shall have a useful life of more than 12 months or shall extend the useful life of an existing item more than 12 months shall be capitalized.

 

It is also the policy of the Board that no monies are to be spent in excess of that authorized by the Board for the project. Additional monies needed for a given project or purchase must be approved by the Board.  A monthly capital expenditure report will be maintained by department and provided to the department managers and the Board. 

 

Any capital expenditure below $5,000 may be capitalized at the discretion of management for the purpose of tracking such asset, e.g. computer hardware. Any asset capitalized at management’s discretion will be included in the monthly report to the Board.

 

17-21 A motion was made by Rose Shurts, seconded by Terri Hargrove, and unanimously carried  to approve the purchase of 2 Hobie Mirage Eclipses, 1 Rambler Kayak, 1 Craig Cat (does not include shipping) , and 2 Sunsation Pontoons (upper deck with slide) for the Fairfield Bay Marina at a cost of $98,374.  Rocky Nickles informed the Board we would be borrowing from our line of credit with Regions for the above purchase for the Marina. Loan will be paid by December 31, 2017.

17-22 Motion was made by Bill Fisher, seconded by Terri Hargrove, and unanimously carried to approve a capital expenditure for Wastewater in the amount of $6,000 for a hydromatic grinder pump for the Hamilton Hills Treatment Plant.

Food Service at the Marina will begin soon. Service is being outsourced to Chow Hall BBQ. 17-23 Motion was made by Terri Hargrove, seconded by Rose Shurts, and unanimously carried to accept the contract between the Marina and Chow Hall, as presented.

The City has asked if the Club would be willing to operate the campgrounds. The Board discussed, and chose to decline.

It was the consensus of the Board to move forward with plans for the souvenir shop at the Cool Pool, eliminating the wall.

Rocky Nickles stated the Golf Pro Shop does not have a liquor license. There is one at the Bowling Alley. He would like to Board’s direction of how to move forward,

17-24 Motion was made by Bill Fisher, seconded by Rose Shurts, and unanimously carried to move the liquor license from the Bowling Alley to the Golf Pro Shop effective April 1, 2017.

Welcome Breakfast is being reformatted to shorten the presentation and add more energy.

Plans are being made to remove the wall at the main entrance in June. The sign will be left as is. We will stockpile the rubble to give people a chance to get a rock for a memento.  It was suggested 6’ be preserved to relocate and build something with it.

Mountain Ranch entrance sign has been changed. New directional signage has been installed to make it easier for guests to find Wyndham check-in.

John Conry said he would like for hauling of sand to begin for the new swimming area (sandy beach) while the lake is low. There is a requirement to keep a 20” thickness. It will take 50 to 60 loads of sand. Jack Weeks asked if the rocks would be cleaned up. They will. It was the consensus of the Board to begin hauling sand for the sandy beach.

The next Regular Board meeting will be Tuesday, March 28, 2017 at 3:00 p.m.

17-25 There being no further business to bring before the Board, a motion was made by Rose Shurts, seconded by Terri Hargrove, and unanimously carried to adjourn.

 

__________________________                        _________________________

Jack Weeks                                                                     Terri Hargrove

President                                                                         Secretary

 

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