Transcript Pelican Point Golf Community Homeowners Association

Pelican Point Golf Community
Homeowners Association
Annual Meeting
August 18, 2009
PPGC HOA Annual Meeting
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Call to order
Proof of Notice
Reading and Approval of Minutes
Parish Update – Kent Schexnaydre
Annual Report
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Accomplishments
Fiscal Reports (P&L, Balance Sheet, Budget)
Path Forward/Questions
Amendment of By-Laws
Election of Directors
Unfinished Business
New Business
Adjournment
Introduction of Officers and Board
Members
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Judy Waguespack- Vice President/Business Committee Chair
Linda Roth- Secretary/Membership Committee Chair
Weezie Cashat- Treasurer/Finance Committee Chair
Jason Adams- Public Information Committee Chair
Alvin Stephens - Public Safety Committee Chair
Linda Baker - Landscape Committee Co-Chair
Bruce Rhodea – Landscape Committee Co-Chair
Aubry Guillot- Insurance/Liabilities Committee Chair
Jean Ingrassia- Governing Documents Committee Chair
Mary Kelly- Census and Web Page Committee Chair
Mike Keith- Restriction Compliance Committee Chair
Sandy McCray- Social Committee Chair
Suzanne DeMontluzin- Public Works
Jim Hunter- Greens Representative
John Wenzel- Townhomes Representative
Roberts Rules
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Parliamentary (Roberts) Rules for Annual Meeting
According to our By-Laws the annual meeting must be conducted in accordance with Roberts Rules of Order
(Newly Revised Edition). The following is a summary of Roberts Rules for our annual meeting.
Speaking at the Meeting:
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In order to bring discussion to a meeting conducted in accordance with Roberts Rule, a member must make a motion. The
motion needs to be seconded, then the “question is put” to the assembly by the chair, then debate (discussion) is allowed.
There will be two opportunities for motions: One in the “Questions” period following the Annual Report and another in “New
Businees.”
In order to speak you must be a member in good standing. To speak you must first obtain the floor by rising after the floor
has been yielded and then you must be recognized by the Chair. After being recognized, state your name then state your
position or question. When completed be seated then the floor is yielded in debate.
In speaking at an assembly the following rules of decorum should be followed:
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Speeches/questions will be limited to 3 minutes.
A member is only allowed to speak 2 times on an issue and will not be recognized to speak the second time until all other
speakers have spoken one time.
Voting:
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There should be no attack on a member’s motives. Statements should be limited to the merits of the question.
All remarks should be addressed to the chair.
The use of member’s names should be avoided.
Members should refrain from disturbing the assembly by talking when someone else has the floor or any other action that disturbs
the assembly.
No matter how many lots a member owns they are only entitled to one vote. If more than one person is listed as the owner of
a lot only one person may vote. A member must by “in good standing” (dues paid) in order to vote.
Approval of motions requires a majority of votes cast and will be by a show of cards. Proxies are allowed.
Approval of changes to the By-laws requires a majority of members present. This vote will be a show of cards. Proxies will
not be allowed members must be present to vote.
Approval of the revision to the Articles requires at lest 75% approval of voting members in attendance. This vote will also be
done by a show of cards. Proxies will not be allowed members must be present to vote.
Election of Directors will be by secret ballot. Proxies are allowed. A maximum of one vote per vacant position is allowed
(I.e., you cannot vote for more that 5 candidates). The person(s) receiving a plurality of votes cast shall be elected.
There will be a parliamentarian to answer procedure questions
Proof of Notice and Minutes
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Proof of Notice with Secretary
Minutes from last annual meeting
Parish Update – Kent Schexnaydre
Annual Report
Accomplishments
• General
– Completed LOMA request for 12 filings
– Fire Protection
• Continue to serve on 5th ward board and attend Fire District
#1 board meetings.
• Several new pieces of equipment for 5th ward
– New larger generator for fire station
– New truck for trailer towing and brush fires
– New thermal imager
• Paid firefighters are being used throughout the parish. 5th
ward using money from PP fund raiser for station manning.
• New tax possible for consideration in January.
Annual Report Accomplishments
– Reserve Study in progress. Should have results by
year end.
– Review of accounts completed by CPA. Report to be
issued within next month. Will post on web site.
– Common Property still not resolved. Continue to work
with developer to resolve.
– Requested that the Assessor re-assess Pelican Point
since values have dropped since last assessment
period.
Annual Report
Accomplishments
• Social Committee: (Sandy McCray)
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1. Continued good attendance at social events.
2. Through our Fire Department Fundraiser, we were able to generate
$18,000 for the 5th Ward.
3. Our second community-wide blood drive, held in conjunction with the
fundraiser, was a success.
4. We continued our good working relationship with the PP Golf Club and
with Philip Wright.
5. Regarding my work with the newsletter and calendars -- all costs were
more than covered by ad revenue, so both publications were produced
without cost to the PPHOA.
Annual Report
Accomplishments
Governing Documents Committee (Jean
Ingrassia):
• Maintained a review of Bylaws and Articles of Incorporation for PP
HOA
• Proposed small change in Bylaws for 2009 annual meeting.
• Began draft of ACC Charter document.
Annual Report
Accomplishments
• Landscaping (Linda Baker/ Bruce Rhodea)
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Executed and managed a cost effective contract with Ground Control to
maintain all common areas of Pelican Point to a high standard.
Completed new landscaping north of the Main Entrance following
completion of the Highway 44 project.
Assumed responsibility for maintaining the area north of the Greens
Entrance from Highway 44 to the fence line. The Parish failed to maintain
this, as it was low on their priority list.
Assumed responsibility for additional common areas from the developer
including: near the Main Entrance, near the entrance to the Townhomes,
and in Royal Lakes
Completed several irrigation projects.
The dry and hot weather required replanting in several of the common
areas. Plans are to also replace the shrubbery that did not survive.
Annual Report
Accomplishments
• Public Safety (Security) Alvin Stephens
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Changed Security guards from Contract service to direct hire with Kevin Johnson as
the manager of this detail.
Worked with Ascension Parish Sherriff on several security issues within the
subdivision (break-ins, speeding, etc.)
Changed hours and general appearance of security personnel.
Continue to evaluate improvements for security within our subdivision.
During the Month of July, I met several times with representatives from Entergy and
we came to an agreement that 3 additional street lights installed in the subdivision
would enhance security. We also discovered that the security light by the rear
entrance to the subdivision was not pointed in the right direction. After correcting the
problem, additional lighting was not needed for that location.
The other locations where street lights will be installed are, front entrance near the
Commons, on the Parkway near Breeze Point, and near the entrance to Royal
estates.
My future goals are having speed bumps installed and having another controlled exit
from the subdivision.
Annual Report
Accomplishments
• Public Works – Suzanne de Montluzin
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Request for a hole to be filled at the main entrance of Pelican Point
completed.
Request for a three way stop sign to be placed at Orchid Lane intersecting
with Green Tree Avenue has been completed.
Request for a dead end sign in Mallard Cove has been completed.
Request for stop sign at Royal Palms and Pelican Point Parkway has been
completed.
Request for a stop sign to the entrance of Royal Lakes Estates is in the
process of being placed.
Request for a street light to be placed at the entrance of Royal Lakes
Estates is in the process of being placed.
Annual Report
Accomplishments
Public Information – Dr. Jason Adams
• Fully functional website http://www.pelicanpointgc-hoa.org.
• Block Captain Subcommittee – maintenance of active roster
• Quarterly Pelican Pointer newsletter and monthly calendars
• Improved relations/communication between PPHOA and PPGC
• PPHOA representative on the PPGC Advisory Committee
Annual Report
Accomplishments
Web Page and Census – Mary Kelly
Web Sites
• Both the Pelican Point HOA and Greens HOA web sites were up dated throughout
the year. As of 7/30/09 the number of hits for the PPHOA site was 4647 while the
hits for the Greens HOA site was 927. The sites have been operative since April
2008.
Census
• The revised Information Sheets were used to garner additional information about the
number of children under 12 who reside in Pelican Point and the Pelican Isle
Townhomes. On July 20, 2009, the responses were reviewed for that information
only.
• The response rate for the revised data improved from 37% for the initial census data
done during 2008 to 49% for returned revised forms. The number of children less
than 12 years of age is now reported as 87 which is an increase from the previous
report. There were 4 children reported for Pelican Isle Townhomes
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Administration (Judy
Waguespack)
Updated information regularly on the Web Page
Migrated to Quick Books On Line
Taking more P & N Accounting duties such as:
 mailing out invoices for PPHOA yearly dues.
All dues now being processed by the office.
Will start mailing for quarterly dues for The Greens, and
Townhouses
Made the office more user friendly by: adding drop box at office
entrance, and a mail cart for block captains
Assisted PPHOA members, PPHOA board, Greens Board,
Townhouse board, and the ACC committee.
Maintained homeowners data sheet.
E-mail Blast system established, to inform residence on important
information
Annual Report
Accomplishments
• Maintenance – John Wenzel
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Issues since January 2009
1. Entrance lighting to Breeze Point – lights were staying on during daytime hours and not coming
on during the night hours
2. Security Guard House: AC unit not cooling
3. Lake aerator behind developers model homes not working, electrical power pole was falling into
lake do to land erosion
4. All decorative wrought iron fencing at both sides of main entrance is rusting. Contractor has
said repairing and repainting not a recommended option.
5. Some entrance wood signage needs to be refreshed by painting black background and white
lettering.
Issues resolved:
All issues pertaining to above items # 1, 2 and 3 have been corrected.
Pending Issues:
Item #4 - Determine best option to remedied deteriorating iron fencing
Item #5 – Obtain estimates to determined cost to repaint signage as needed.
Accomplishments:
Handling of all PPHOA maintenance issues in a timely manner.
Fiscal Reports
• 2008-2009 Profit and Loss
• Current Balance sheet
• Budget for this Fiscal Year
Profit and Loss FY 08-09
Income
41 Income, Exempt function
329,637.54
42 Income, Other
1,362.41
43 Income, HOA Activities
2,206.19
44 Income, To Escrow
6,676.98
45 Other Exempt Income
6,200.00
Total Income
$ 346,083.12
Profit and Loss (2)
Expenses
62 General Maintenance
31,099.46
63 HOA Activities
14,706.14
64 Landscape and Eyesore
79,119.11
65 Office Staffing & Expenses
82,864.13
66 Public Information
2,264.58
67 Security
65,155.77
71 Legal and Accounting
7,288.00
72 Insurance
18,329.86
73 Taxes
3,363.02
74 Uncollected prop. dues/bad debt
6,170.00
75 Member reimbursed expenses
24,612.00
81 Capital Fund Projects
6,011.69
91 Expense for Escrow Accounts
14,676.98
92 MOU Obligations
12,500.33
Total Expenses $
368,549.07
• Net Operating Income
-$22,465.95
• Other Income
• Interest Earned
9,392.93
• Net Income
-$13,073.02
Note: Because of payments for surveys this fiscal year had negative income. Last
year income for surveys were taken and caused net income of $85k. Avg. $36k
per year.
Balance Sheet
ASSETS
Current Assets
Total Bank Accounts
Total Accounts Receivable
TOTAL ASSETS
$458,007.50
$45,319.09
$512,837.09
LIABILITIES AND EQUITY
Liabilities
Total Current Liabilities
Escrow - Long Term Liabilities
Total Liabilities
$17,471.13
106,943.48
$124,414.61
Equity
Retained Earnings
$173,495.46
Net Income
$214,927.02
Total Equity
TOTAL LIABILITIES AND EQUITY
$388,422.48
$512,837.09
Balance Sheet Summary
Total Assets from Balance Sheet
$ 458,000
Less Adjustments:
Dues Collected for Current Year
$ 258,000
Liabilities:
Escrow Accounts (ACC, MC, RW& Asset Rep)
Difference:
$ 75,000
$ 125,000
Budget - Pie Chart
MOU Obligations,
$19.47
HOA Activities and
PI, $22.07
Expense for Escrow
Accounts, $19.41
Capital Fund
Projects, $22.07
Legal and
Accounting, Ins and
Taxes, $41.94
Security, $80.89
Landscape and
Eyesore and Gen
Maint, $124.31
Office Staffing &
Expenses,
$119.84
Annual Report
Path Forward
• Continue committee structure
• Resolve common area ownership
• Complete reserve study for association
Annual Report
• Questions ?
Annual Meeting
Next Business in Order:
• Amendments of By-Laws
Amendment 1 to the Bylaws
Article VII. BOARD OF DIRECTORS; SELECTION AND TERM
OF OFFICE
• SECTION 1.
• Sub-Section A. Number: The Business and affairs of the
Association shall be managed and governed by a Board of
Directors. The number of directors shall be adjusted to grow with the
"population" but not to exceed 1/50th of the homeowner count.
• Sub-Section B. Ex-Officio Members: The Chairperson of the
Architectural Control Committee shall be an ex-officio member of the
Board of Directors with full voting rights. Ex-Officio members shall
count in the calculation in Sub-Section A. and in the calculation in
Section 6. for sub-entrance area representation.
Election of Directors (3)
• Election of Directors
– Nominating Committee Report (Judy
Waguespack)
– Nominations from the floor
– Ballot
– Voting - Mark with check max of 3
– Recess for 10 minutes to vote. Ballots will be
collected upon reconvene
Report of Tellers
• Report of election of directors (Judy
Waguespack)
Annual Meeting
• Unfinished Business (None)
• New Business
• Adjourn