Mark Architectural Proposal Template Made Easy

Mark architectural proposal template

2021 monthly board meeting uh in checking we do have a quorum um and is there a motion to approve the consent agenda motion carries uh i'd like to welcome mike barbers and this year's president for the club to give us a report on or an update on what's happening at the club okay well i guess i'll start out by saying despite covid um it was a pretty good year at the club um we we actually um came within a couple hundred thousand of hitting our overall transfer to capital that was originally budgeted at two million dollars and um so we're going to finish the year at around 1.8 million um i feel that's you know terrific news with everything that we thought we were going to be facing back in in march um i think obviously our membership really responded supported the club i think the club went out of its way to do a great job um to work with the members and provide additional services to the members and so forth and all of that has paid off and the real surprising thing uh usually you know we're always fighting the trend of people exiting away from the landings or moving down in categories at the club for the first time in a long time we actually were positive on membership in the month of december so despite the fact that we put through about i think it was around a five percent overall dues increase for 2021 we actually did not see a decline in in memberships we had our no one really call and question you know the dues increase and typically a lot of people will take that time to evaluate do i still want to play golf should i move down to you know the social category what what should i do with my membership and for the month we were actually uh positive with golf overall uh plus two and plus seven overall in membership so it was i'm sorry plus 14 in membership we had a our athletic category i think was up about about eight for the year we actually finished with 29 more golf members than we started the year with and that's one of the first years that i can kind of remember in a while that i've looked back at membership that we were actually positive for golf um so that was that was a great thing and we're right now working on um next year we're you know cautiously monitoring what's going on with covet activity in uh chatham county and um here on the island we're encouraged that we hear a lot of anecdotal reports from our membership that people are getting the vaccine or have the schedule for you know a vaccination in the near future so i'm hopeful that maybe by april 1st who knows at least june 1st we will have maybe on the island some level of population immunity which i think would help all of us so you know but um but anyway if you know despite a you know what looked like a bleak time back in march of last year it turned out to be a very solid year for the club so yeah any questions for mike good reporter hey john i got a question for mike and i was going to maybe bring this up later but with mike here do we mike is bob wood do we think you know there's a lot going on around the club particularly where the island that covey cases are up and rising in 31411 whereas they're plateauing in uh chatham county and maybe dropping in the state of georgia overall and uh some folks that have come up to me just you know curious about obviously the focus is more on the club probably the tla yeah what do you what are your thoughts about this or steven's thoughts uh on this i know we're getting the vaccine out yeah people were getting the vaccine but cases seem to be up or cancelling events because of covet you know things like that not not really and and we we you know some people are still staying away from the clubhouses not dining in the clubhouses and so forth but we we still see um you know rather full situations relative to the the capacity that we're allowing in the clubhouses for dinner and dining uh we're still restricting you know seating and and spacing tables spacing seats around the bar in in the restaurants and so forth uh we're monitoring it we've got our little task force and and um mike welch is going to continue to work with them for me and and their advice is you know don't ease up at this point obviously stay vigilant and and so forth but i i'm still encouraged because when we look at our numbers on the island that we get from from um from chatham county in our task force they're they're still a lot lower than overall chatham county and georgia in particular and way low compared to national numbers so although we we've probably seen kind of a bouncing around a little bit work we're watching it and and we're going to remain vigilant with it and even though some of our members talk about you know wanting to start a gatherer maybe a little tighter maybe get back into the card rooms and you know do some things we're going to go cautious with that so we'll be talking about it at our board meeting on on thursday so i don't see us being any more restrictive than we are but i don't see us going crazy and opening things up you know we we i think you know kevin and steven and the staff have done a good job of allowing us to operate but doing it in a safe manner and we want to continue that process for the foreseeable future okay thank you thanks mike um bob egan chad emergency services yes i'm here um we had another month in december that was reasonably quiet but we did have uh one structure fire out at uh sweet gum that was contained in the uh roof uh but it definitely was damaged there we don't know quite what the uh cause of that fire was but uh that's the one we've had no and we haven't had very many recently and overall i think on the fire side we continue to maintain the as we have in the past you see some gas leaks etc but nothing serious and again on the medical side you know we're doing uh on the average about a hundred uh a month um and everything there looks kind of the same um you may have seen an article in the twill about an ambulance service and people were being invited to a luncheon we're looking into that obviously because uh uh that would uh if implemented where we don't think it's uh something that can be implemented but in any way we're looking into it and you may have noticed the article in the twill on that subject about basically buying ambulance service um finally our saga with the county continues i'm calling it a saga now because it is being so drawn out and long um as you may have noticed we did receive quite a bit of press in recent weeks about this issue and again about that the 25 of our people that we service are not paying their fees uh the new chat county chairman has charged each one of the members to have town hall meetings with the people to discuss this whole issue on the fireside um as you might imagine pat farrell and helen stone have the largest number of people that subscribe to our service so this i'm sure that pat will be calling some town hall meetings in the near future uh regarding this issue uh i would only conclude uh that we are growing increasingly frustrated with the speed in which this is happening so we're still running behind schedule in terms of collections on the fireside and hopefully uh next month i'll be able to give you a better uh status but at the moment that's the current status of that issue that's all i have thank you does anyone have any questions for bob thanks bob thank you pending project status report sherry thanks john uh good afternoon everyone um the report starts on page nine i just want to comment on a few items we're wrapping up the annual audit actually i think we've pretty well wrapped up the work on site uh jessica can verify that um i know that i had my meeting with the auditor uh last week and um the next step will be an exit conference meeting that's scheduled both with staff in the audit subcommittee that was appointed by eric larson and that will be held on february 9th uh 2021 and um there's any questions about that jessica did i get that right they're all wrapped up that is correct they have a couple of questions here there but they're finalizing their report um so the on-site failed work is certainly came to a close okay great um and then um people most people think that we're you know that we slow down at the beginning of the year and frankly we're very very busy during the beginning of the year like most organizations obviously the audit is a big piece of work that people are involved with we also remember we also have committee orientations and this year we saw more transition than we have in the past which is uh frankly a good thing that we're getting some new people on board to learn how our committees operate from a from a future perspective about having engaged committee members that understand how things operate so every one of them has started out with a committee orientation and those are now all finished we also included with the arc committee orientation we had a follow-up session with uh with george nowak to talk about community association law specifically specifically as it relates to the architectural review committee proceedings um let's see also tonight towards the end of the meeting we do want to just update on the strategic plan retreat the board should have received some documents from our consultant in the form of a swot analysis they we are asking that you complete timely and return it so that our strategic plan meeting uh goes smoothly that starts gosh next week um let's see the other thing is i know there had been some concern expressed about our call boxes and the continuing dysfunction uh as indicated in the report now that we have a new server finally received installed and programmed we should not be experiencing any further difficulties they're currently all operational and so hopefully you won't hear any complaints or experience any further problems um with the call boxes let's see and then the other thing i want to remind people we had deactivated our live webcams and we are finalizing the last pieces to make sure that we can restore the live web cams at the marina as well as the interface with our gis so that people can directly access the layers of data that are available on our website and a lot of people use that for their own research both on their own property and understanding what's adjacent to it as well as what's there in the community and it's that club property is it association property is it somebody else's so i'm glad to see that we're finally at that at that point of restoring those services to folks um unless there are any questions those are kind of the high points that i wanted to touch on any questions for sharing because i know you've all read the private property maintenance standards helpful hints uh that was included in your weekly report yep yep okay that's great so next thing is the financial the monthly financial report from jessica okay thank you on page 11 in your packet you'll find the beginning of the financial information for december of 2020. our total operating revenue ended at 279 000 less than budget and more than the end of 20 december of 2019 we'll talk more about this in a later slide but i just wanted you to keep in mind that we made a transfer that was approved by the board of directors in december of 2019 to move more of your funds for the annual dues allocation to reserves and and move it out of operating than what was originally planned our total operating expenses 320 000 less than budget and less than they were at the end of december of 2019 our cash balance is adequate and stable and increased from the beginning of the fiscal year our members equity balance increased 139 000 since december of 2019 our money market interest rate is at 0.175 with ameris bank and we have received 98. 99.8 of our 2020 assessments that we were collecting we spent 2.26 million out of a 2.4 million 2.4 million dollar budget on capital expenditures three of those unplanned projects the main gate moon river deep well deer creek deep well projects were expenses that are incurred in that 2.26 that were unplanned in our original budget this slide shows a picture of our cash and investments the dark blue shade representing our cash and the lighter blue representing our investments for the last three years at the end of december and the biggest picture that you will obviously see is our cash balance in 2020 is higher than years previous and also higher than our investment balances this is due to the interest rates and the decline after the covet 19 pandemic hit in march and we're gaining a better interest rate in our money market account than what we can find on the short-term market for for sure for short-term cds this slide shows the balances in our capital reserve um funds held with the marist bank at the end of december and the next slide shows our operating cash balances at the end of december and the various accounts listed on the slide that you will see this slide shows our investments at the end of december financial northeastern company is we have one cd that matures in april of 2021 that is earning a 1.15 interest rate and the cdrs account that's with the marist bank matured on january 14th of 2021 and that money has been moved into our money market account um with ameris bank this latch is our total operating revenue the dark blue represents the budget and the light blue represents the actual numbers and like we mentioned like i mentioned at the beginning of the powerpoint presentation um our total operating revenue was less than budget but it was more than where we were at the end of december of 2019 due to the transfer that we made from operating to capital reserves fund of 490 620 annexation revenue our comcast agreement revenue architectural fee revenue boat storage revenue and our member services mainly shipping revenue performed better than budget which helped and aid that additional transfer to capital this slide shows our total operating expense the lot the dark blue represents budget and the light blue represents our actual expenses our total operating expenses for at the end of december were less than budget and less than where they were in december of 2019 the majority of our expense accounts performed better than budget in 2020. this slide shows a look at some of the some of the reasons or some of the areas in revenue and expense versus where we ended the year versus our year-end estimate that we looked at during the budget process looking at year-end estimates and doing those on a quarterly basis is going to be a new initiative for 2021 we're going to start doing estimates at the end of each quarter to see if you know we can narrow this down to get closer in line with where we will end the year and see trends within quarters um to better project and see if there's a larger allocation that will be able to move into reserves or if or those will you know stay the same as what we've originally budgeted i'm not going to go through each line of these but i just want to to bring the attention that we are looking at our estimates looking at you know why the reasons that we were either better than budget or maybe worse than budget in a few of the cases and sharpening your pencils and looking at different ways to project and and the trends that we're seeing over the quarters and and the year this slide shows our members equity and how we calculate our balance at december 31st we started 11.209 million total revenue is 11.952 million less our expenses of 11.812 and our fund balance is 11.349 and i just want to mention these are unaudited numbers we will have our audited financials february 9th um at our exit conference our accounts receivable aging we receive 99.8 of the 2020 assessments we have 533 owners on the quarterly payment plan looking forward to 2021 we'll we will be offering a monthly payment plan um those those assessment statements for 2021 should be in your mailbox next week they're in the final stages now the data files being sent to the print shop so that those can be processed and sent out on our behalf we turned nine nine accounts over to collections a combination of assessment and non-assessment accounts and we ended december with 32 non-assessment accounts with past due balances and 25 that are currently with tla collection meaning that the other seven are with the collection attorney and being collected on our behalf and we are hands off at that point at this point i'll be happy to take any questions um about the december or year-to-date financials anyone have any questions for jessica thanks jessica go to community development report with erin good afternoon um so just to go over some of the statistics from the month of december we've had a continued increase in permit activity um year over year we're up 130 percent from last year december um our arc reviews uh the applications that are being presented before them are also up um or they're up 45 from last year so we're continuing to see that trend and our private property maintenance violations are actually going down um which has been uh on trend for the last couple months they're down about 30 percent um from this time last year so that's that's good we're um seeing that that's part and parcel due to the educational initiatives um that we've been embarking upon and um more of the courtesy calls that we've been making for those properties that are approaching violation rather than those that are simply in violation um we had some notable trends with our permit activity we had a couple of new new construction starts which we're seeing that um that number tick up as well so we had two of those this last month we had numerous numerous driveway replacements last month which was quite interesting um and then the remaining applications are really um whole in part mostly exterior paint maintenance repairs the same kinds of things that we've been seeing trending as people are staying home they're investing more and more in their properties um so i'm happy to take any questions over any of those statistics and if none i'll be happy to address the items on the agenda listed for suspension [Music] any questions for aaron is there a motion to suspend the membership privileges for 27 hemingway circle no move any discussion all in favor say aye hi thanks thank you thanks erin tim with the monthly security report good afternoon everyone uh key metrics for uh december part one crime is at uh 26. uh one crime is clear it was seven total burglaries and thefts at 34 and vandalism 22. uh golf cart complaints were 34 and golf cart violations issued was 113 and this is a year in statistics through december as indicated pretty much throughout the year we've had an increase in overall part one crimes from 2019 to 2020 from 19 to 26 um and 2019 part one crimes cleared was two with an increase in 2020 to seven uh again a recap a summary of all the part one crimes listed the ones highlighted in yellow are cleared and then we do have one uh that was listed as a theft but however uh the theft charges were never filed so we reclassified that but ccpd still has that listed as the theft on their part one crimes total burglaries and thefts are down from 2019 from 48 to 34. vandalism incidents however were up from 18 to 22. the golf cart citations issued almost uh a 95 increase from last year from 58 to 113 i commend my staff for that they were very diligent this year to accomplish my goal of 100 so they almost made it unlicensing drivers on golf carts was 35 last year up to 65 this year so again uh compliments to my staff for making that happen any questions any questions of tim thank you tim sean well john before we get started on the next four items which are all staff recommendations for approvals of contracts and i just wanted to mention that each one of these has been through the appropriate standing committee so in the case of community passing the jetta truck goods through public works landings harbor engineering and landings harbor basin directing both through this last month's marina committee meeting they've also been through finance committee and presented for discussion at our at a recent workshop on the community path program which is the first item and chum will cover that as well we received three bids this go around for the 2021 program with absolute concrete being the lowest and out of the 30 miles of path that we have in our community 10 currently remain in asphalt this has been a multi-year program to convert after this work is completed there'll be two percent roughly two percent left and that is moon river uh and sections of what we own in the village including a diamond causeway um in river we will not complete until all the housing development is much much much closer to completion which hopefully will be over the next year too uh sean you want to go ahead with your recommendation yeah so uh everyone turn to page 36 you'll see in your packets the capital and staff reports um we are making a recommendation to approve a contract with absolute concrete in the amount of 425 716 with a contingency of 13 311 for a total project cost of 439 000.27 or four hundred nine thousand twenty seven dollars um again work is scheduled to be uh estimated to start in february um therefore we're looking for approval from the board this month is there a motion to improve the contract with absolute concrete at a total project cost of 439.27 anyone back it any discussion uh all in favor say aye aye motion carries great thank you very much for that um the next item is the jenner truck which i just want to take a minute and comment on this because it really represents a significant process improvement uh and sean i you know the um i'm very proud of the public works staff for this kind of work this is exactly the expectation that we have for continuous improvement in this project epitomizes it so it not only says is it a significant process improvement uh by eliminating cdls by creating some additional flexibility but it is a huge reduction in cost of our current operations so instead of replacing our 2005 jetter truck which i think it exceeded its useful life maybe 10 years ago at this point and uh you're basically your team you know took the initiative to go ahead and look at um create more creative innovative ways to do the work recommending an expenditure of 97 000 rather than 350 000 for this jetter truck replacement to buy a trailable jet and then also buy some ancillary equipment for the sweeper and it creating the level of flexibility that you need including staffing so that's your staff recommendation is very solid and i hope that the board appreciates it as much as i do indeed is there a motion to approve the purchase of the jbt tandem axle 700 gallon trailer jet and accessory from southern vac at a total project cost of 96 887 and 38 cents as the liaison to the public works committee that i was very impressed with the presentation on this jetter truck on this jetter trailer and the innovative uh way they looked at this and not just saving money but also doing a better job with with equipment with a different type of equipment so i just want to reiterate what sherry said and say thank you sean to you and your staff coming up with a better way of doing business that's more efficient and costs less money thank you you're welcome thank you thanks mark all in favor say aye motion carries next step is landing harbor engineering contract uh yes so this one is another one again it's been through our normal process um we obtained two proposals from um engineering firms basically to collect some important baseline data that we are going to need to move ahead further um specifically we we have some chronic issues at the marinas and we also have immediately jason turner marine operations obviously an area of property that a lot of our community members would like to more more fully utilize but i think that the key thing for this proposal is that it'll give us the opportunity to understand really what some of our options are by identifying some alternatives the chronic issues are the dredging the cost of the dredging the cost of the equipment and the interruptions we know that we're spending 100 110 000 every single year on that the second issue is that we have a significant demand for wet slip space now we've been able over this past year to meet the demand for the dry slips at both marinas but right now we have over 50 residents who are um requesting to go into the water obviously we're at 100 capacity uh so um and then in addition we also know we're infrastructure heavy uh on the land side in terms of we've got two forklifts we've got uh dry stacks that are scheduled for replacement and they will be replaced this year but before we do that some of this baseline work is going to determine hey if we can if we can expand for example the basin and we can reconfigurate the mouth of it then we can address dredging we can address the demand for space uh we can modify the design before we before we finalize that and come to you this year for contract for the replacement of the dry stacks so it's pretty critical work that needs to be done and in addition it also includes the meetings with the permitting authorities and making sure that any solutions um that they identify uh get represented before those authorities so that we don't have to spend time on working something through that really can't be achieved the other piece is that this proposal would include concept plans for the landslide as well as the concept plans for the waterside so this as i said this is an important piece of baseline work that was recommended for approval by marina's committee and went on to the finance committee as well it can be funded by the year in balance that was in the marina budget due to higher revenue than originally projected so we're recommending approval of this work um so we can get going and tied into the rest of work that needs to get done this year is there a motion to improve the contract with moffitt and nicole in the amount of thirty two thousand dollars still move second second any discussion all in favor say aye hi opposed motion carries thank you thank you and the last staff report and recommendation is our annual dredging project with this contract we'll get back on our normal annual schedule that uh actually this last year uh in the year before uh we got off schedule some was storm related and there were some other other issues associated but this would get us back on the schedule of doing the work at the low point in the voting season and within the permitting limits established by the dnr we have a budget of 110 scheduled for this year for this project and the proposal from estate management this would be their second year of doing the direction work uh is just under a hundred thousand dollars any questions for sheri is there a motion to improve the contract with the state's management services inc in the amount of 99 997 so moved second second any discussion all in favor say aye hi post motion carries thank you okay thank you very much [Music] board committee reports are there any born committee reports yes the governance committee would like to uh make a report or i'd like to make a report from the governance committee in our first meeting of this year we discussed reviewing the ppms private property maintenance standards reviewing bylaws taking a look at the and reviewing the board self-evaluation instrument as well as the general manager evaluation instrument the committee also wants to confirm that annexation policy has a board policy so at this at this time i'd like to make a motion confirming the annexation policy as board policy is there a second second any discussion all in favor say aye the motion carries are there any other committee reports are there any director comments any director want to say anything basically hey hey john bob mark the uh self-evaluation form i was looking through it uh when we want to have that done by just a review of it you mentioned it we'd like to discuss that in our next governor's committee meeting so next month in our regular schedule okay all right i'll get that too okay any other director comments president's report well it's 2021 thank heavens we have two members on the board and we welcome them bob wood and andrea falcons we look forward to their making contributions for the community at the beginning of next month we're going to have a two-day strategic planning session and that is going to help us identify not only what we're going to do this year but for the length of the strategic plan and it's going to be critical that we get it right and that we give it you know all the effort that it requires and we're going to do that so you can expect to hear more about that after our our meetings and at this time is there a motion to adjourn to executive session second second thank you all in favor say aye aye aye aye aye your new executive session thanks guys