AMENDED FINAL
BOARD OF DIRECTORS BUSINESS MEETING
CAREFREE COUNTRY CLUB OF WINTER HAVEN, INC.
THURSDAY, JANUARY 23, 2014
Upper Clubhouse – 9:30 A.M.
MINUTES
LETTERS/SUGGESTIONS FROM SHAREHOLDERS:
1. Linda Tarpley, Lot 338 – Washrooms in Maintenance Building
MEMBERS SPEAKING ON AGENDA ITEMS:
There were none.
I.
CALL TO ORDER – The President, Rod Mouw, called the meeting to order at 9:35 a.m.
II.
PROOF OF DUE NOTICE - Bill Jordan, Secretary, advised that notice of the meeting was
posted 48 hours in advance, with the agenda posted at the official posting location.
Directors were notified individually.
III.
CALL AND QUORUM CHECK - Bill Jordan, Secretary, called the roll. Present: Rod
Mouw, Marilyn Jackson, Cathy Hansen, Carolyn Collin, Twyla Ring, Bob DeBord and Bill
Jordan. We do have a quorum.
IV.
APPROVAL OF MINUTES of December 12, 2013, Board Meeting.
Moved by Bob DeBord seconded by Marilyn Jackson: that the minutes of the December
12, 2013, minutes be approved as circulated. Carried.
V.
TREASURER’S REPORT – Marilyn Jackson, Treasurer, reported.
The Budget/Finance Committee has completed preparing the 2014-15 budget and
presented it to the Board a couple of weeks ago. I would like to thank the committee
members: Les Hansen, Bob Edwards, Elsie vanBree, Moira Thorne, our Chairman Harry
Barber and staff members Curt Grothmann and Karen Griffin for their contribution. I
also thank my fellow Board members Carolyn, Bill and Cathy for voluntarily attending all
of our meetings.
With board approval, this budget will be included in the February 10th mail-out to all
residents. In order for that to happen, I am making the following motion:
I move that we include the prepared 2014/15 budget in the next mail-out to all of our
residents. Seconded by Cathy Hansen. Carried.
Harry Barber will be presenting this budget at our next Board meeting, after everyone has
received a copy.
1
VI.
MANAGER’S REPORT – copy attached
Moved by Carolyn Collin that the Manager institute a 4-digit number that can be
changed quarterly for the front gate. Seconded by Marilyn Jackson. Carried.
VII.
VIII.
COMMITTEE REPORTS – there were none.
OFFICER’S & BOARD MEMBER ’S REPORTS:
Cathy Hansen commented on the following items:
Washrooms as Maintenance Building
Following receipt of the complaints about the state of the washrooms at the Maintenance
Building, the Board has agreed that Buildings & Grounds should proceed to renovate both
washrooms. We want to thank Building & Grounds for their quick response and for
agreeing to undertake these renovations.
Work Day
The Annual Carefree Work Day is Feb 13. Provide any suggestions for work day tasks to
Ray Slaunwhite before January 24. The sign -up sheets will be available in the lower Club
House on January 31, 2014.
Ticket Sales
Strawberry Breakfast tickets will be sold at the Town Hall Meeting on February 6. St.
Patrick’s Day Dance and Fashion show tickets will be sold at a later date; Sub and Salad
Dinner has been cancelled. Future ticket sales and prices will be posted on Channel 95. .
There are still a few tickets left for the Valentine’s Dance - contact Sandy Weber or Barb
Barton. Activities Committee is looking at ways to make ticket sales more efficient. In
terms of setting up for the Town Hall meetings, the room will be set up by the Audio/Visual
Committee and employees first. Once they have finished, ticket sale tables can be set
up—not before.
Poster sizes for Bulletin Boards
In future would you please limit the size of your poster to 8 1/2 by 5 1/5 inches for bulletin
board purposes. For channel 95, you can continue to us an 8 ½ x 11 format.
Swimming Pool User Survey
In order to best meet the needs and desires of all pool users, the Activities Committee is
conducting a survey to obtain your views. It is available at the office and on the bulletin
boards and should be completed and returned to either Carolyn Hapke or the office by
January 31, 2014.
T-Shirt Sales
Carefree T-shirts are still available; special sizes can be ordered. Contact Kay Dawson.
2
Fruit & Vegetable Market
On January 31st and on February 28, the location of the Fruit & Vegetable Market will be at
the RV Storage parking area behind the #8 Tee Box.
Election Committee
Twyla Ring, Elections Chair, reminded everyone that the nominations for the Board of
Directors have to be in to the office no later than 5 p.m. on Monday, February 3rd, after that
date, if you have filed, you will be asked to submit a personal information sheet.
Garbage Disposals/Garburators
Bob DeBord, reported that for those residents that have them that they are asked not
use these as they are causing difficulties at our Waste Water Treatment Plant.
Front Gate
Bob DeBord reported. When the gate starts to open to when it is fully open it is 9 seconds.
Please stay stopped until the gate is fully opened and then drive through the gate on the
right side. If you do not wait the exit side of the gate will open and we do not want that to
happen.
Bocce Ball Courts
Carolyn Collin – thank you to Activities for the new benches for the bocce ball court and to
Buildings and Grounds for installing them. We will soon have a new shed to store the
equipment and we will have the best facility in Polk County. Thank you to everyone!
Alternative Energy Committee
Carolyn Collin reported as this committee was organized under the Long Range Planning
Committee. She thanked them for all their work to date and recommended to the Board
that this become a full time committee and be called ―The Energy Committee‖.
Moved by Carolyn Collin that the Board make The Energy Committee a full-time
committee; seconded by Twyla Ring. Discussion. Carried
IX.
OLD BUSINESS:
1. Information - Meet the Candidates will be held at 10 a.m. on February 10th
X.
NEW BUSINESS
1. Review of Material for 2nd Mail-Out – Annual General Meeting
Cathy Hansen has put together the wording for the proxy votes and a
backgrounder for each vote and this information will be included in the Annual
Meeting mail-out. Copy of sheet is attached to these minutes.
Vote 1 – Moved by Twyla Ring; seconded by Marilyn Jackson that we accept this
wording. Carried.
3
Vote 2 – Moved by Twyla Ring; seconded by Carolyn Collin that we accept this
wording. Carried.
Vote 3 – Moved by Twyla Ring; seconded by Bob DeBord that we accept this
wording. Carried.
Vote 4 – Discussion by Board Members whether or not we, as a Board, recommend
a “yes” vote on this item. All agreed that the wording should be changed to “boat
slips”.
Moved by Cathy Hansen, seconded by Bill Jordan, that we recommend a “yes”
vote. 6 voted in favor. 1 opposed.
Moved by Cathy Hansen; seconded by Marilyn Jackson that we spend up to
$16,000 to construct the boat slips and that we recommend a “yes” vote on this
item. 6 voted in favor. 1 opposed.
Vote 5 – Moved by Twyla Ring that we accept the wording; seconded by Marilyn
Jackson. Carried. Moved by Cathy Hansen; seconded by Bob DeBord, that the
Board recommend a “yes” vote. 6 voted in favor, 1 opposed.
Vote 6 – Moved by Cathy Hansen that we accept the wording; seconded by Bill
Jordan. Carried. Moved by Cathy Hansen, seconded by Marilyn Jackson that
the Board recommend a “yes” vote. Discussion. As a co-operative community
we already have restrictions in our rules.
6 voted in favor, 1 opposed.
2. Plan for 5 Acres
Carolyn Collin reported. This is a list of priorities that will help give the
committee some guidance for the year:
1. We need to clean up all the trash and debris left behind from previous owners
and users of the property.
2. We need to reset any readily accessible fence posts that have fallen down over
the years.
3. We need to get a couple of people who know the property (9th Street residents?}
to help the committee find and mark turtle nests and any other natural wildlife
habitats that should not be disturbed.
4. We need to lay down a path that generally follows the perimeter where
possible, without disturbing wildlife or plants. The exception being, to cut
away all plant debris that might impede clear and safe right of way on the path.
5. We need to confer with Mr. Radloff and place the bird houses that he has
donated for use on the 5 acres.
6. We need to think about whether we want a sign warning of native wildlife and
that a person uses the property at their own risk.
Moved by Carolyn Collin that we adopt these 6 goals for 2014//15
for the 5 acres; seconded by Marilyn Jackson. Carried.
4
3. Next Town Hall Meeting – February 6th
Sale of Strawberry Breakfast Tickets – March 8 - $5.00 each
XI.
MOTION TO ADJOURN – Moved by Bob DeBord; seconded by Marilyn Jackson ;
that the meeting be adjourned at 10:25 a.m.
There will be a Town Hall Meeting on Thursday, February 6th
Board Business Meeting will be held on Thursday, February 20th
5