Ranch

Information

January A/B

Board Meeting

   

HOLLY LAKE RANCH ASSOCIATION

SUMMARY OF A/B BOARD MEETING

JANUARY 25, 2011

      (File: ABBoardMin01252011)

I. Call the Meeting to Order – Bob Levy called the meeting to order on November 16, 2010.  Members present from the A Board:  Bob Levy, President, Rebecca Todd Hitt, James MacBride, Jane McMillan and Amber Thompson.  From the B Board, Jim Atchley, Vice President, Larry Bowman, Treasurer, Jeanette Sterner, Secretary A, and Garland Ford, Secretary B.  Rob James, General Manager of HLRA and Barbara Cooper, HLRA employee, were also present.

  

II. Approval of Board Minutes from November 16, 2010 – A motion was made by Larry Bowman to accept the minutes.  Jim Atchley seconded the motion.  The motion passed unanimously.  

III. Approval of Board Minutes from December 4, 2010 – A motion was made by Garland Ford to accept the minutes.  Larry Bowman seconded the motion.  The motion passed unanimously.  

IV. Introduction of the 2011 “A” Board Members – Bob Levy announced that Silverleaf Resorts, Inc. will replace Michael Hall with Amber Thompson.  Larry Bowman made a motion to accept Amber Thompson to the A Board.  Jeanette Sterner seconded the motion.  The motion passed unanimously.  

V. Ratification of Board Positions – Rob James announced the Officers for the 2011 Board of Directors.   These officers were presented at the December 4 2010 Annual Meeting.  They are President Bob Levy, Vice President Jim Atchley, Treasurer Larry Bowman, Secretary A Jeanette Sterner who will serve from January 1, 2011 until June 30, 2011, and Secretary B Garland Ford, who will serve from July 1, 2011 until December 31, 2011.  Larry Bowman made a motion to ratify these officer positions.  Jim Atchley seconded the motion.  The motion passed unanimously.  

VI. Security Vehicle Purchase Recommendation – Rob James recommended the purchase of a 2011 F-150 pickup truck from Murrey Motors for the Security Department.  Rob presented the bids from various dealerships and Murrey was the most competitive.  The price would be $27,675 and would be purchased on a 5-year note.  The monthly note will be $580.  The 2011 budget for a security vehicle was set at $574.  Jim Atchley made a motion to accept the recommendation for a new security vehicle.  Jeanette Sterner seconded the motion.  The motion passed unanimously.  

VII. Maintenance Vehicle Purchase Recommendation – Rob James recommended the purchase of a 2011 F-250 pickup truck from Murrey Motors.  Rob presented the bids from various dealerships and Murrey Motors offered the best price.  Jim Atchley made a motion to accept the recommendation for a new truck for the Maintenance Department.  Garland Ford seconded the motion.  The motion passed unanimously.  

VIII. Greens Committee Recommendation.  Rob James recommended the approval of the following Greens Committee members:  Jeanette Sterner, BOD Liaison,; Terry Scritchfield, MGA President; Diane Stinchcomb, WGA President; Anita Banks, 9-Hole President; Jay Blint, At Large, Mary Bradshaw, At Large; Patti Trice, At Large; and Larry Walters, At Large.  Each B Board members chooses an “At Large” member for this committee.  

IX. Section 11 Recommendation – Rob James presented a proposal from Silverleaf to approve the addition of Section 11.  Rob presented the survey of the section and the “Declaration of Restrictions, Covenants, and Conditions for Holly Lake Ranch, Section XI.  Larry asked that a verification of the flood plain area be presented to the Board at the next meeting.  Jim Atchley asked the Board to discuss at the next A/B Board meeting the replacement of the tennis court, which is located in the proposed Section XI.  Jeanette Sterner asked the Board to discuss the location of the Archery Range at the next A/B Board meeting.  Larry made a motion to accept the Recommendation for a Section XI contingent on the verification of the flood plain area.  Jim Atchley seconded the motion.  The motion passed unanimously.  

X. Board Meeting Schedule Recommendation – Rob James recommended the following BOD meeting schedule for 2011:

A. January 25 at 10:00 in the Holly Board Room.

B. March 22 at 10:00 by conference call unless personal meeting is requested.  

C. May 24 at 10:00 by conference call unless personal meeting is requested.  

D. July 26 at 10:00 by conference call unless personal meeting is requested.  

E. September 27 at 10:00 by conference call unless personal meeting is requested.  

F. November 15 at 10:00 in the Board Room (This the third Tuesday) Budget Approval.  

G. December 3 at 2:00 in the Holly Hall, the Annual Meeting.

XI. Security Building Discussion – Rob James presented the blue prints and approximate costs for a new security building and security cameras.  The discussion centered on lowering the cost of the building and decreasing the size from the proposed 1500 square feet.  The proposal was tabled until changes are made to the blueprint, which would accommodate a less expensive and smaller building.

  

XII. Restaurant Discussion – Rob asked the Board to discuss ways to help with the advertisement of the restaurant by Silverleaf staff at HLR.  The Silverleaf manager will continue to list the phone number of Fore Seasons, along with the phone numbers of other restaurants in the area, in the “Welcome Packet” each guest receives upon check-in.  The Silverleaf staff will continue to indicate to the guest(s) the location of the restaurant, pro shop, swimming pool, Activity Center, etc, which is on a map provided to the guest(s).   The manager said that menus can be at the check-on desk, but they must be current.  

There was no further business.  A motion was made by Jeanette Sterner to adjourn the meeting.  Garland Ford seconded the motion.  The motion passed unanimously.  

The meeting was recorded, cataloged by number 01252011 and available in the office of the administrative assistant by appointment.  

Minutes Submitted by

Jeanette L. Sterner, Secretary of the Board

Please note: These are “summaries” provided to us  not meeting minutes