KICA Board of Directors Meeting

November 6, 2006, 2:00 p.m. - Sandcastle

• Dick Sula, President
• Russ Warren, Vice President
• John Wilson, Treasurer
• Avril Fenwick, Director
• Hal Fallon, Director
• Joe Bunting, GM
• Tammy McAdory, Staff
• Joe Croughwell, Staff
• Deborah Retalis, Staff
• Tomi Moore, Staff

1. Call to Order, Verify Quorum – Mr. Sula called the meeting to order at 2:00p.m. with a quorum of directors by Messrs. Sula, Warren, Wilson, Fallon, Darby and Mrs. Fenwick.
2. Approval of Minutes
1. October 2 Minutes (enclosure) – Dr. Warren moved approval of the October 2, 2006 board minutes. Mrs. Fenwick seconded the motion. Those in attendance carried this vote unanimously.
3. Unfinished Business -
   1. Mosquito Misting Systems Update - (encl) Technical advisor to the American Mosquito Control Association, Joseph Conlon, joined the meeting via teleconference at 2:02 p.m. After his presentation, there was a question/answer session from the board to Mr. Conlon. President Sula requested Mr. Conlon be available for future consultation. Mr. Conlon then left the meeting.
4. Administrative Reports
1. Joe Bunting, General Manager
1. Mail Votes – (encl) On October 25 the board operations committee voted to approve HRC’s recommendation for employee health insurance renewal.
2. Budget Assumptions Clarifications – The following information was provided to clarify directors’ questions about various of the budget assumptions:
   1. Sandcastle Pool Salt Filtration- (encl) Kay Narmour was present for questions from the board. Mr. Sula inquired about the correct budget amount for this item. Mrs. Narmour confirmed it was budgeted for $20,000. She stated that the reasoning for the spread in pricing ($9K-$38K) was due to bids from different contractors. Ms. Narmour was inclined at this point to recommend Auto Pilot (lowest bidder) but wished to conduct more research. Salt filtration is supported by DHEC.
   2. Pool Attendant Staff - (encl) Mrs. Narmour confirmed that the Sandcastle pool would again be staffed by "pool attendants" during the 2007 season.  She is seeking to hire certified lifeguards to fill these positions.  If this is not possible, the pool attendants hired would be trained in-house for first aid, CPR, and AED use.
   3. Snackbar Hours and Serving Alcohol - (encl) Snackbar hours are planned to be from 10:00 a.m. to 8:00 p.m. daily.  Board affirmed CCAC's recommendation to obtain a beer and wine license.  However, board consensus was there would be no change in the policy allowing members and guests to bring personal coolers to the pool.
   4. Sandcastle Multiple Owner Fee Justification - (encl) The staff requested an increase in the multiple-owner fee for 2007 to be an amount equal to the amenity assessment for Type A members (for 2006 this is $93/year). The monthly fee for multiple owners would be raised to $50. Multiple owner families are not required to pay the fee unless they choose to utilize the Sandcastle and its facilities and events (including the pool). The consensus of those directors in attendance was to approve the increase, which will be formally voted as part of the 2007 budget approval, scheduled for the December meeting.
   5. Vehicle Replacements, 5-Year Plan - (encl) Ms. Fenwick inquired why two of the vehicles were to be replaced when they were only two years old. Dave Achey replied that these vehicles were used by Security and had accumulated high mileage as well as excessive wear and tear from constant starting and stopping.
3. Status of Sandcastle 1^st Floor Renovations (info only)- County has granted KICA a permit.
4. Additional costs to flood proof restrooms and snack bar for Sandcastle - (encl) Dr. Warren moved the approval of Hitt’s change order of $41,813 plus a 5% contingency for a total of $43,904. Mr. Wilson seconded the motion. Those in attendance carried the vote unanimously.
5. Resolution: Board Service Overview – (encl) Annual update. Dr. Fallon moved to approve the updated resolution with one change. On page 1 of the KICA Overview of Directorship, section II, 5^th paragraph, last sentence, change from “…and the best interests of the members.” To “and the best interest of all members.” Ms. Fenwick seconded the motion. Those in attendance carried the motion unanimously.
6. Member Comments - There were no comments from the October board meeting.

Mr. Bunting invited all those in attendance to attend the “Meet the Town Candidates” hosted by KICA on November 28 from 7-9 p.m. at the Sandcastle.

Mr. Bunting asked if the board would like to host an open panel education session regarding mosquito misting systems with experts Joseph Conlon and Bob Rosenberg available to answer questions. After board discussion, it was decided that research data would be posted to the web to give members time to become informed and a meeting would be held in January. Confirmed date would be announced at next board meeting.

2. Security Report - (encl) Joe Croughwell, Director, Security and Safety, summarized recent statistics.
3. Controller’s Report - (encl) Deborah Retalis, Controller summarized the third quarter variance report and investment activity summary.
5. Committees
   1. Committee Chair Reports – no committee reports
   2. Board Liaison Reports
      1. Avril Fenwick
         1. Security Advisory - no report due to conflict with board retreat
      2. Russ Warren
         1. Community Services - Great attendance on the Global Warming seminar. A sequel will be held, “Going Green-What Can You Do?” on Thursday, November 16, from 10 a.m.-12 p.m. at the Sandcastle. Exploring a series on retirement, and alternative car show. “Celebrate Kiawah” is scheduled for March 17 at the River Course. A new member welcome is scheduled for December 29, from 9-11 a.m. at town council chambers.
      3. Hal Fallon
         1. Land and Lakes Management Advisory - status report
         2. Architectural Review Board - status report
         3. Covenant Compliance - status report
      4. John Wilson
         1. Finance Advisory - Committee met to discuss budget and recommendations on assessment increases.
         2. Major Repair and Replacement - no report due to conflict with board retreat. Committee did meet and would like discussion with board concerning pond dredging especially initial dredging of pond 32.
      5. Dick Sula
         1. Human Resources - Committee approved changes in health care cost to employees. Due to rising costs in premiums, KICA will pay 90% of employee health care premiums this year instead of 95%.
6. Unfinished Business – continued
   2. Budget Assumptions - (encl) As an administrative housekeeping matter, staff sought a formal board vote to approve the assumptions as presented. Mr. Sula said that item 4 of the budget assumptions should reflect the increase to the Sandcastle multiple owner assessment as reflected in the vote in agenda item 4.A.2.d.  Mr. Wilson moved to approve the assumptions as presented with the correction cited above. Ms. Fenwick seconded the motion. Those in attendance carried the motion unanimously.
7. New Business
   1. 2007 Budget First Draft - (encl) (summary audience hand out) Status report only. Charles Larsen, chair of FAC committee, explained that first draft was reviewed by FAC and it recommended a 3% increase in assessments as reflected in the consolidated funds summary. A 3 % increase in assessments (if looking at the net surplus and adding the general fund, reserve fund, fence fund, and the gate fund) would produce a $12,000 operating deficit. FAC’s thinking was that each 1% increase equals approximately $50,000 in revenues and a 3% increase would come as close as possible to a flat surplus/deficit. Staff plans to hold an open forum to receive members’ comments on the first draft on November 15 at 3 p.m. in KICA administrative offices. Also, so that members can read about the budget, copies of first draft will be provided on the website.
8. Adjournment - having no further business to conduct, the meeting was adjourned on motion duly made and seconded.
9. Member Comments
   1. Wendy Kulick, 38 Marsh Edge Lane – Ms. Kulick thanked the board for the padded chairs. Ms. Kulick requested an update on the status of artwork at the Sandcastle. She wished for clarification on the titles of pool attendants versus lifeguards. She wondered if the title was due to liability issues. She requested a copy of the variance report and wonders if board policy has changed about providing them as handouts. As an aside, she commented on a board member’s comments regarding assessment fee being levied against those that use the facilities in item 4.A.2.d. Ms. Kulick felt this statement would support the 150% assessment to users of the bridges and help defray costs to maintain these bridges.

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