Board Meeting Minutes
2005

WORKSHOP MEETING AGENDA
MAY 14, 2005
9:00 AM @ POA

Old Business

a) Alarm Response
b) Rental Procedures
c) Phone System update
d) Technology Audit update

New Business

a) Approve funding for survey at Laurel Park
b) Develop solution for littering problem
c) Blacktopping of properties
d) Membership car stickers
e) Investment review

Committee Recommendations

Public Works - Requests that the bulletin boards at the front entrance and the entrance to the North Section be removed. Said bulletin boards be replaced by new signs welcoming guests and residents to the Hideout.

Security - Requests that video surveillance cameras be installed at the following locations: North Beach & Maintenance (Compactor) area, Main Lodge, Clubhouse, ISC, OSC areas, Marina, North Recreation area, Ski Hill/Art Center Area, POA Administration Bldg., South Recreation, Golf Maintenance, Main Gate, North Gate.

Security - Requests that Administration establish a schedule of increased fines for repeat offenders of speeding, i.e. more than one citation within a one-year period.

***Included in the workshop meeting will be a meeting with the Realtors at 1:00 pm to discuss "Megan's Law"

BOARD OF DIRECTORS

MINUTES OF MEETING

APRIL 9, 2005

DRAFT

Board Members Present:

Nicholas Sambuco, President William Brenner, Director

Paul Como, Chairman Jack Schumacher, Director

Stanley Schaefer, Treasurer James Locantro, Director

Betty Sullivan, Vice President

Others Present:

Ralph Graf, Community Manager

Ray Zavada, CPA Zavada & Associates

Jeannine Barnett, Executive Assistant

Chairman Paul Como called the meeting to order at 9:00 AM. All rose for the Pledge of Allegiance.

Minute Approval

MOTION RESOLVED THAT the minutes of February 12, 2005 Workshop Meeting be approved as submitted. Motion made by Betty Sullivan, seconded by Jack Schumacher and approved unanimously

MOTION RESOVLED THAT the minutes of February 19, 2005 Regular Meeting of the Board of Directors be approved as submitted. Motion made by Jim Locantro, seconded by Bill Brenner and approved unanimously.

MOTION RESOLVED THAT the minutes of February 19, 2005 Executive Session be approved as submitted. Motion made by Nick Sambuco, seconded by Betty Sullivan and passed unanimously.

Management Reports

Ray Zavada, CPA reported to the membership on the financial status of the Association. He commended the Board of Directors for being extremely diligent

Board of Directors

Minutes of Meeting

April 9, 2005

Page 2

with their fiduciary responsibilities. The Association is in very good financial condition. The reserve fund has over 1.2 million dollars. The operating surplus for 2004 is $269,000. Collections were excellent in 2004. He commended management on a job well done.

Ralph Graf gave the Community Manager’s Report. Some highlighted points from Ralph’s report are as follows:

• Administrative Staff changes
• Thank you to Director’s Bill Brenner and Paul Como for help with the new phone system
• Thank you to the Woodworkers for the recent work on the Security Department Turn Out Room located at the Main Lodge
• Work on Golf Course Hole #7 will begin in early May
• The Hideout’s 35 th Anniversary activities are currently being planned
• Thank you to the Maintenance Department for a great job over the winter months

Joe Kozuch gave the Security Director’s Report. Some highlighted points from Joe’s report are as follows:

• Security staff is all trained and certified in CPR
• All new hires will be Act 235 certified
• The radars are up and running, please slow down
• Thank you to the Woodworkers for the Security Turn Out Room
• ECC enforcement is being strictly enforced

Larry Catanzaro gave the Controller’s Report. Some highlighted points from Larry’s report are as follows:

• The collection rate as of 3/31/05 is at 75%
• 3033 lots have zero balances compared to 2747 lots last year at this time
• Collected $62,626 in delinquent dues
• Placed $658,450 with collection agency, to date $199,122 (30.24%) collected
• Amenity income for the first two months of the year is $271,000

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Minutes of Meeting

April 9, 2005

Page 3

Old Business

Alarm response will be tabled until the next meeting as we are waiting from a quote from Hillman Security.

Rental Procedures will be tabled until the next meeting.

MOTION RESOLVED TO allocate $5,000 from the Board Contingency Fund for the Fourth of July Fireworks Extravaganza to be held on July 3, 2005. Motion made by Betty Sullivan, seconded by Bill Brenner and passed unanimously.

MOTION RESOLVED TO approve the necessary funding from the Capital Reserve Fund for improvements to the Hideout owned easement, which will allow access to hole #7 on the Golf Course. Work on hole #7 is to begin this spring. Motion made by Stan Schaefer, seconded by Bill Brenner and passed unanimously.

MOTION RESOLVED TO adjust the ECC fine structure to $100 for a first offense and $200 for the second offense. Motion made by Jim Locantro, seconded by Jack Schumacher and passed unanimously.

MOTION RESOLVED that if a person pleads not guilty for a citation and requests a hearing, money must be sent in first and if found not guilty, then the money will be returned. Motion made by Jim Locantro, seconded by Nick Sambuco and passed unanimously.

New Business

MOTION RESOLVED TO appoint all the applicants to the Long Range Planning Committee. The names are as follows: Paul Como, Dale Vradenburgh, David Dimmick, Joyce Lagrosa, Bill Miller, Bob Dehl, Millie Roselli, Robert Killian, Viki Voss. Motion made by Stan Schaefer, seconded by Jim Locantro and passed unanimously.

Board of Directors

Minutes of Meeting

April 9, 2005

Page 4

MOTION RESOLVED TO accept the agreement with ARC Adventure for an IT Audit. Funds to be allocated from Board Contingency Fund and not to exceed $3,000. Motion made by Bill Brenner, seconded by Nick Sambuco and passed unanimously.

MOTION All settlement agreements with members for financial obligations that is less than the full amount owed must have Board approval. Motion made by Jim Locantro, seconded by Betty Sullivan. After discussion, Jim Locantro withdrew the motion.

MOTION Any forgiveness of financial obligations of $500 or greater must have Board approval. Motion made by Stan Schaefer, seconded by Nick Sambuco and FAILED 6-1. Stan Schaefer voted yes.

President Nick Sambuco recommended that there be no settlement agreements made at this time. The Board agreed.

MOTION RESOLVED THAT court proceedings/collection proceedings for delinquent accounts will begin on June 1 st, 90 days from the due date of dues (March 1 st). This policy will go into effect in 2006. Motion made by Jim Locantro, seconded by Nick Sambuco and passed unanimously.

MOTION RESOLVED THAT all permits issued by the Hideout shall be a revocable license. Upon members’ failure to remain in good standing, all permits shall be revoked. The Public Works Director shall be authorized to extend the permit in such instances where revoking said permit shall constitute an imminent danger to the membership or to repair damage to the property. Motion made by Jim Locantro, seconded by Betty Sullivan and passed unanimously.

There was a member comment session and discussion on stocking fish in Roamingwood Lake. Ecoscientific Solutions, Inc. has recommended that we do not stock the lake until we increase the dissolved oxygen levels by introducing the Clean-Flo aeration system. Jack Schumacher put forth a motion to stock the lake regardless of this recommendation. The motion failed. The meeting was then adjourned at 12:10 pm.

Respectfully submitted,

Jeannine Barnett

Executive Assistant