Board of Directors Meeting – 1/24/17

FAIRFIELD BAY COMMUNITY CLUB

BOARD OF DIRECTORS

JANUARY 24, 2017

The Regular Meeting of the Fairfield Bay Community Club Board of Directors was held on Tuesday, January 24, 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, Ken Schuette, and Rose Shurts. Lacey Mitchell was absent.

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

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

17-04 Motion was made by Bill Fisher, seconded by Dave Foster, and unanimously carried to accept the Regular minutes of December 6, 2016, as presented.

Tommy Hoffman, Chief Financial Officer, gave the Financial Report. Rocky Nickles, General Manager, gave a Financial Comparison.

The Manager Reports were given.

17-05 Motion was made by Bill Fisher, seconded by Rose Shurts, and unanimously carried to approve cutting trees at the main entrance, on the Indian Hills golf course, and in front of the Indian Hills Complex, along with grinding stumps.

Under agenda item Contacts by Owner, Rose Shurts asked if the Board was considering putting tables in the grassy area by the Cool Pool Café. Mr. Nickles stated having an area for seating is being discussed. It was consensus of the Board that ice chests should not be allowed in the pool area and seating outside the pool is necessary.

Terri Hargrove reported the Idea Incubator Team is working on different ideas for activities.

Dave Foster, Team 2035, stated they have formed a legislative committee. The Committee is meeting with Representative Drown and Senator Irvin tomorrow in Little Rock. Items for discussion will be money to attract retirees to Arkansas, and municipalities selling liquor.

Mr. Nickles reported the Fairfield Bay Community Club Foundation is not willing to take over the operation of the Log Cabin Museum and Log Cabin. He stated the Club owns the Log Cabin Museum and the Log Cabin. The museum owns the artifacts.

17-06 Motion was made by Bill Fisher, seconded by Dave Foster, and unanimously carried the Club will take over the operation of the Log Cabin Museum and the Log Cabin.

17-07 Motion was made by Rose Shurts, seconded by Terri Hargrove, and unanimously carried to approve an amendment to the Regular Meeting minutes dated October 25, 2016 to include approval of September 27, 2016 Regular Meeting Minutes.

17-08 Motion was made by Dave Foster, seconded by Rose Shurts, and unanimously carried to approve the slate of nominees presented for the 2017 Board of Directors Election Committee.

17-09 Motion was made by Terri Hargrove, seconded by Dave Foster, and unanimously carried to approve the 2017 Election Procedures and the 2017 Annual Election Schedule, as presented.

The date for the Annual Meeting will be set at the February 28, 2017 meeting.

            17-10 Motion was made by Terri Hargrove, seconded by Rose Shurts, and unanimously carried to approve a capital expenditure request for Public Works in the amount of $9,275.20 for the purchase of ten dumpsters in the amount of $9,275.20.

 

            17-11 Motion was made by Dave Foster, seconded by Terri Hargrove, and unanimously carried to accept collection policy below, as presented.

 

The Community Club bills at the end of a month for the next                                     month’s charge.

Example: We billed the end of December, 2016 for the month of                  January, 2017. The account is current as of January 31, 2017.

If no payment is made:

  • 30 days delinquent              Receive a Call from Owner Services
  • 60 days delinquent             Receive a Call from Owner Services
  • 90 days delinquent                         Letter 1 is mailed
  • 120 days delinquent           Letter 2 is mailed
  • 150 days delinquent           Letter 3 is mailed After Letter 3 the account goes to collections, and at this time we intend to freeze the billing so the customer’s balance does not change. This will allow the collection agency to turn the account over to the credit bureau, and report against a person’s credit.If the collection agency is unable to collect from the member the account comes back to the Club. We are exploring ways to reinstate a relationship with the member. The Club will freeze the billing for time period it is at the collection agency. The Club will have a 3rd special accounts receivable account.

Mr. Nickles stated the members are embracing the 10% discount.

A work session of the Board will be held on Monday, February 13, 2017 at 10:00 a.m. Among things to be discussed is the 2017 insurance renewal. Tim White, Brown and Brown, will be in attendance for this portion of the meeting.

An Audit Committee meeting will be held on Wednesday, February 15, 2017 at 9:30 a.m. with Thomas and Thomas.

Mr. Nickles advised the Board the Master Gardeners are requesting help with Club projects. They are dwindling in numbers and need the Club to supply additional labor.

A joint meeting with the Club Board of Directors and the City Council will be held on Monday, January 30, 2017 at City Hall at 2:00 p.m.

Work is continuing on the implementation of the SeeClickFix software.

Changes are being discussed for the Wyndham Monday morning meeting. There are discussions being held of how the 50% of Wyndham visitors who do not attend the meeting can be contacted.  Use of the Fairfield Bay App and the website will be utilized.

Trees have been removed at the Front Entrance and the stumps will be removed soon.

New trails will be opened in 2017.

Terri Hargrove, Idea Incubator Team, stated the team is still interested in sponsoring an Archery Shoot.

            17-12 Motion was made by Rose Shurts, seconded by Bill Fisher, and unanimously carried to go forward with plans for opening the Souvenir Shop in the Cool Pool Café.

Bill Fisher stated a resident has approached him about becoming a developer. More information is needed and the Board will discuss at a later date.

17-13 There being no further business to bring before the Board, a motion was made by Ken Schuette, seconded by Bill Fisher, and unanimously carried to adjourn.

 

__________________________                          ________________________

Jack Weeks                                                               Terri Hargrove

President                                                                   Secretary

 

 

 

 

 

 

 

 

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