Members Present:  Sarah Coxwell, Mitch Davis, Henry Lawson, B.T.  Cocke,

Ray Drake, Carl Kauffman, Ed Kirby, Willie Robison and Robert Underwood

Staff Present:  Jake Bodiford & Steve Jernudd

The President, Mitch Davis called the meeting to order at 7:00 PM.

Minutes for Approval:

Ed Kirby made a motion to accept minutes of 2/17/05, B.T. Cocke seconded and the motion carried unanimously.

Old Business:

Marina House & Ground Rules Change: 

B.T. Cocke made a motion to revise marina policy to assure members requests for slip/parking space including oversized craft will be accommodated to extent possible.  Further, hurricane notification responsibility was clarified.  Foregoing changes will be incorporated into boat/storage application form. Carl Kauffman seconded and motion carried unanimously. 

Rebuild “C” Dock Pavilion: 

Ed Kirby made a motion to approve $4,000 labor and $4,025 in materials to erect a pavilion on “C” Dock.  B.T. Cocke seconded and motion carried unanimously. 

Correction of February Minutes: 

Carl Kauffman said an incorrect date had been corrected, no action was required. 

Status of Hold Harmless Clause with City over construction of gate barring access to Lake Dam: 

B.T. Cocke verified validity of document and made a motion to accept and authorize the Secretary to sign the document.  Ed Kirby seconded and the motion carried unanimously. 

Update on City of Daphne Working Session: 

B.T. Cocke explained meeting scheduled to discuss transfer of the lake on 3/17/05, was cancelled.  He requested and expects notification of the next meeting.

Status of Request on Liability of Teen Club Activities at Swim and Racquet Club:   

President informed board no information (legal opinion) had been received from council.

Delinquent Accounts: 

Discussion resulted in understanding General Manager will provide written justification for each account settled for less than the amount owed.   

New Business:

Non-Voting Multiple Membership: 

General Manager explained past policy.  Discussion disclosed desire to revise charges from Individual/Family from $252 each to $252 for all amenities.  Corporate costs are unchanged.  B.T. Cocke made a motion to implement the change, Robert Underwood seconded and the motion carried unanimously.

Sale of Non-Voting Membership: 

B.T. Cocke presented a revised agreement excluding management and key employees from participation.  Discussion disclosed more internal coordination is required.  B.T. Cocke made a motion and Ed Kirby seconded.  Based on meeting contingencies expressed in the agreement and discussed orally the motion passed unanimously.

3 Cost items toward lake (Tom’s Cove): 

B.T. Cocke outlined history of silting and related costs.  He made a motion to allocate $9500.00 to cover these costs and Sarah Coxwell seconded.  Discussion disclosed a need to negotiate with the party named  in the ADEM ruling to reduce our costs below $9500.00.  The motion carried 8 – 1 (Lawson).

Publishing Calendar of Events: 

Carl Kauffman made a motion to publish scheduled events in the Spectrum and on the web site.  The President and General Manager concurred and will include events in both outlets. 

Scholarship Program (Eligibility, Confidentiality, Renewal, etc.): 

Carl Kauffman made the committee report.  The composition was announced but members other than he and B.T. Cocke will remain anonymous. Applications will be accepted for all institutions, including technical schools. Applications will be mailed to the Chairman’s (Kauffman’s) residence to ensure confidentiality.  Applicants must be a current graduate (no renewals of previous grants) and be a resident of Lake Forest in good standing.  Additional details including disbursement of funds will be furnished. 

Motion to Conduct Quarterly Budget Reviews: 

Henry Lawson made a motion to conduct these reviews beginning in April and continuing quarterly thereafter.  General Manager will update and provide request for adjustment based on actual expenditures and forecast requirements in each budget category.  Discussion resulted in Henry Lawson amending the motion to require reviews (Special Meeting) ASAP after receipt of budget figures.   The motion and amendment was seconded by Robert Underwood and passed unanimously.

Motion to Limit General Manager’s Fiscal Authority: 

Henry Lawson made a motion to limit General Manager authority to project cost in lieu of using that limit for individual or element cost of a project e.g., General Manager could not approve a project costing $10,000.00 by separating costs of labor, materials or use of multiple contracts without approval of the board.  B.T. Cocke seconded and the motion carried unanimously.

Motion to appoint an Ad Hoc Committee: 

Henry Lawson made a motion to appoint an ad hoc committee to establish a promotion and advertising committee to address concerns expressed by the Board concerning our image and implement recommendations made by Donald Fleming to project a more positive image of our community and its advantages.  Ray Drake seconded and the motion carried unanimously.  The President appointed Henry Lawson chairman and he (Lawson) asked Board members to make nominations from the association at large.

Committee Reports:

Architectural: 

Sarah Coxwell made the committee report (copy enclosed) She noted a total of 106 covenant violations were issued during the past 30 days.  Significant numbers included Boats 22, Utility Trailers 22, Fences 17 and Lot Appearance/Trash 10.  A total of 47 violations were corrected and 5 new infractions were referred to the attorney for action during this period.

Building & Grounds: 

Ed Kirby reported conversion of “D” Dock to a lighted fishing pier is on schedule.  He recommended the purchase of economical fishing gear for the use of members, especially children at no cost. 

Communications: 

Carl Kauffman corrected a minor error in hits recorded on the web page.  Regardless, interest/activity is good (8,000 average hits per week).  Hal Pierce has been certified and will serve on the Nominating Committee.

Finance: 

Sarah Coxwell presented the monthly budget report (copy enclosed).  A comparison summary between 2004 and 2005 ending in February  was discussed and disclosed an overall increase in income of $20K more than last year.  Robert Underwood called attention to perceived discrepancies between data cited and other budget figures.

Food & Beverage: 

Ray Drake reported a meeting with the General Manager to review cost management and control of losses.  A positive approach is being taken to improve our operations. 

Greens: 

Willie Robison made the report (copy enclosed).  He reiterated the Greens Committee meets quarterly and a “Punch List” is being used in the interim to address new and ongoing issues.  As examples he said deterioration of asphalt in the vicinity of tees and greens require corrective measures, ornamental plantings and no mow zones are being identified to beautify the course and reduce maintenance costs and listed several holes where a variety of work is underway.

Recreation: 

Henry Lawson summarized his report in the form of two motions.  In lieu of formal action the President and General Manager chose to assign responsibility.  Steve Jernudd has been asked to research and develop a summer membership program to increase participation of school age children, their parents and others interested in a seasonal rate.  The General Manager will ensure pools are ready for the swim season.  Readiness includes repair, restoration and replacement of both the physical plant including parking lot problems at Montclair, pool furniture, including awnings, umbrellas, etc.

Yacht Club Marina & Lake: 

B.T. Cocke noted items already covered e.g. cancellation of meeting pertaining to lake and work completed or planned at the marina.  He will provide updates on progress with the city. 

General Manager’s Report: 

Jake Bodiford’s report (copy enclosed) covered a variety of topics including:  Purchase of a computer to operate the irrigation system which reduces our total service costs, Notice on filing/collection of liens, of those filed ($5,272) collections yielded ($5,676) the difference (in our favor) was the result of 2 accounts being settled for more than claimed, Contracted work on rehabilitation of the Teen Club at the Swim & Racquet Club is complete and additional work will be completed in-house.  Ed Kirby noted he had been to the Teen Club and had nothing but good things to report on what he observed.  Robert Underwood expressed concern over liability inherent in its operation.

Presidents Report: 

Mitch Davis reported Jake Bodiford had submitted his resignation including a bonus of $10,000.00 in recognition of years of service effective October 1, 2005.  He also noted Mr. Bodiford had agreed to honor his original contract date of October1, 2006 if requested by the Board.  Robert Underwood made a motion to accept his resignation effective October 1, 2005.  Ed Kirby seconded and the motion carried unanimously.

Member Comments:

Donna Wooster explained her home was flooded in May of last year for the third time.  She said it was her understanding the Board had initiated action to sell or transfer the lake to the City of Daphne last year.  She noted this action has not happened adding she has filed suit against the city and wanted to know what this Board was going to do about the situation.  The President responded the Board has sent a letter to the city.  B.T. Cocke expanded stating he had sent the letter and resolution to the city on December 21, 2004; explaining transfer of the lake to a government entity is essential to obtaining government grants.  Willie Robison said he understood the city would not do anything until litigation was resolved, consequently until B.T. Cocke addresses city council we can’t give her an answer.  Robert Underwood expressed support for Ms. Wooster and others affected and recommended making our city representatives more aware and responsive to needs of their constituents.  Willie Robison countered by stating city council members represent the city first and Lake Forest second.  Sarah Coxwell noted it was her recollection two letters had been sent, the first in July and the second in December.

Carolyn Hall Expressed appreciation to Cara Jernudd for her work in supporting various events including the Valentine’s and St. Patrick’s party hosted by the Woman’s Club.  She gave her best to Jake and a happy retirement.  She gave the Teen Club good marks and volunteered to serve on the newly formed ad hoc committee.  She recommended consideration to be given to placement of trash and refuse receptacles in medians and other key locations to help counteract the habit of littering. 

Toni Fassbender made a suggestion to reward association members for signing up non-voting members.  The President agreed it was a good idea.

Adjourn:  The meeting adjourned at 9:00 p.m.