Pelican Point Golf Community Homeowners Association

Annual Meeting

August 18, 2009

PPGC HOA Annual Meeting• Call to order• Proof of Notice• Reading and Approval of Minutes• Parish Update – Kent Schexnaydre• Annual Report

– Accomplishments– Fiscal Reports (P&L, Balance Sheet, Budget)– Path Forward/Questions

• Amendment of By-Laws• Election of Directors • Unfinished Business• New Business• Adjournment

Introduction of Officers and Board Members

• Judy Waguespack- Vice President/Business Committee Chair• Linda Roth- Secretary/Membership Committee Chair• Weezie Cashat- Treasurer/Finance Committee Chair• Jason Adams- Public Information Committee Chair• Alvin Stephens - Public Safety Committee Chair• Linda Baker - Landscape Committee Co-Chair• Bruce Rhodea – Landscape Committee Co-Chair• Aubry Guillot- Insurance/Liabilities Committee Chair• Jean Ingrassia- Governing Documents Committee Chair• Mary Kelly- Census and Web Page Committee Chair• Mike Keith- Restriction Compliance Committee Chair• Sandy McCray- Social Committee Chair• Suzanne DeMontluzin- Public Works• Jim Hunter- Greens Representative• John Wenzel- Townhomes Representative

Roberts Rules• Parliamentary (Roberts) Rules for Annual Meeting• According to our By-Laws the annual meeting must be conducted in accordance with Roberts Rules of Order

(Newly Revised Edition). The following is a summary of Roberts Rules for our annual meeting.• Speaking at the Meeting:

– In order to bring discussion to a meeting conducted in accordance with Roberts Rule, a member must make a motion. The motion needs to be seconded, then the “question is put” to the assembly by the chair, then debate (discussion) is allowed. There will be two opportunities for motions: One in the “Questions” period following the Annual Report and another in “New Businees.”

– In order to speak you must be a member in good standing. To speak you must first obtain the floor by rising after the floor has been yielded and then you must be recognized by the Chair. After being recognized, state your name then state your position or question. When completed be seated then the floor is yielded in debate.

– In speaking at an assembly the following rules of decorum should be followed:• There should be no attack on a member’s motives. Statements should be limited to the merits of the question.• All remarks should be addressed to the chair.• The use of member’s names should be avoided.• Members should refrain from disturbing the assembly by talking when someone else has the floor or any other action that disturbs

the assembly.– Speeches/questions will be limited to 3 minutes.– A member is only allowed to speak 2 times on an issue and will not be recognized to speak the second time until all other

speakers have spoken one time.• Voting:

– No matter how many lots a member owns they are only entitled to one vote. If more than one person is listed as the owner of a lot only one person may vote. A member must by “in good standing” (dues paid) in order to vote.

– Approval of motions requires a majority of votes cast and will be by a show of cards. Proxies are allowed.– Approval of changes to the By-laws requires a majority of members present. This vote will be a show of cards. Proxies will

not be allowed members must be present to vote.– Approval of the revision to the Articles requires at lest 75% approval of voting members in attendance. This vote will also be

done by a show of cards. Proxies will not be allowed members must be present to vote.– Election of Directors will be by secret ballot. Proxies are allowed. A maximum of one vote per vacant position is allowed (I.e.,

you cannot vote for more that 5 candidates). The person(s) receiving a plurality of votes cast shall be elected.• There will be a parliamentarian to answer procedure questions

Proof of Notice and Minutes

• Proof of Notice with Secretary

• Minutes from last annual meeting

• Parish Update – Kent Schexnaydre

Annual ReportAccomplishments

• General– Completed LOMA request for 12 filings– Fire Protection

• Continue to serve on 5th ward board and attend Fire District #1 board meetings.

• Several new pieces of equipment for 5th ward– New larger generator for fire station– New truck for trailer towing and brush fires– New thermal imager

• Paid firefighters are being used throughout the parish. 5th ward using money from PP fund raiser for station manning.

• New tax possible for consideration in January.

Annual Report Accomplishments

– Reserve Study in progress. Should have results by year end.

– Review of accounts completed by CPA. Report to be issued within next month. Will post on web site.

– Common Property still not resolved. Continue to work with developer to resolve.

– Requested that the Assessor re-assess Pelican Point since values have dropped since last assessment period.

Annual ReportAccomplishments

• Social Committee: (Sandy McCray)• 1.  Continued good attendance at social events.

• 2.  Through our Fire Department Fundraiser, we were able to generate $18,000 for the 5th Ward. 

• 3.  Our second community-wide blood drive, held in conjunction with the fundraiser, was a success.

• 4.  We continued our good working relationship with the PP Golf Club and with Philip Wright.

• 5.  Regarding my work with the newsletter and calendars -- all costs were more than covered by ad revenue, so both publications were produced without cost to the PPHOA.

Annual ReportAccomplishments

Governing Documents Committee (Jean Ingrassia):

• Maintained a review of Bylaws and Articles of Incorporation for PP HOA

• Proposed small change in Bylaws for 2009 annual meeting.

• Began draft of ACC Charter document.

Annual ReportAccomplishments

• Landscaping (Linda Baker/ Bruce Rhodea)• Executed and managed a cost effective contract with Ground Control to

maintain all common areas of Pelican Point to a high standard.

• Completed new landscaping north of the Main Entrance following completion of the Highway 44 project.

• Assumed responsibility for maintaining the area north of the Greens Entrance from Highway 44 to the fence line. The Parish failed to maintain this, as it was low on their priority list.

• Assumed responsibility for additional common areas from the developer including: near the Main Entrance, near the entrance to the Townhomes, and in Royal Lakes

• Completed several irrigation projects.

• The dry and hot weather required replanting in several of the common areas. Plans are to also replace the shrubbery that did not survive.

Annual ReportAccomplishments

• Public Safety (Security) Alvin Stephens• Changed Security guards from Contract service to direct hire with Kevin Johnson as

the manager of this detail.• Worked with Ascension Parish Sherriff on several security issues within the

subdivision (break-ins, speeding, etc.)• Changed hours and general appearance of security personnel.• Continue to evaluate improvements for security within our subdivision.• During the Month of July, I met several times with representatives from Entergy and

we came to an agreement that 3 additional street lights installed in the subdivision would enhance security. We also discovered that the security light by the rear entrance to the subdivision was not pointed in the right direction. After correcting the problem, additional lighting was not needed for that location.

• The other locations where street  lights will be installed are, front entrance near the Commons, on the Parkway near Breeze Point, and near the entrance to Royal estates.

• My future goals are having speed bumps installed and having another controlled exit from the subdivision.

Annual ReportAccomplishments

• Public Works – Suzanne de Montluzin• Request for a hole to be filled at the  main entrance of Pelican Point

completed.

• Request for a three way stop sign to be placed at Orchid Lane intersecting with Green Tree Avenue has been completed.

• Request for a dead end sign in Mallard Cove has been completed.

• Request for stop sign at Royal Palms and Pelican Point Parkway has been completed.

• Request for a stop sign to the entrance of Royal Lakes Estates is in the process of being placed.

• Request for a street light to be placed at the entrance of Royal Lakes Estates is in the process of being placed.

Annual ReportAccomplishments

Public Information – Dr. Jason Adams• Fully functional website http://www.pelicanpointgc-hoa.org.

• Block Captain Subcommittee – maintenance of active roster

• Quarterly Pelican Pointer newsletter and monthly calendars

• Improved relations/communication between PPHOA and PPGC

• PPHOA representative on the PPGC Advisory Committee

Annual ReportAccomplishments

Web Page and Census – Mary KellyWeb Sites• Both the Pelican Point HOA and Greens HOA web sites were up dated throughout

the year. As of 7/30/09 the number of hits for the PPHOA site was 4647 while the hits for the Greens HOA site was 927. The sites have been operative since April 2008.

Census• The revised Information Sheets were used to garner additional information about the

number of children under 12 who reside in Pelican Point and the Pelican Isle Townhomes. On July 20, 2009, the responses were reviewed for that information only.

• The response rate for the revised data improved from 37% for the initial census data done during 2008 to 49% for returned revised forms. The number of children less than 12 years of age is now reported as 87 which is an increase from the previous

report. There were 4 children reported for Pelican Isle Townhomes.

Administration (Judy Waguespack)

Updated information regularly on the Web Page Migrated to Quick Books On LineTaking more P & N Accounting duties such as:

mailing out invoices for PPHOA yearly dues.All dues now being processed by the office.Will start mailing for quarterly dues for The Greens, and Townhouses

Made the office more user friendly by: adding drop box at office entrance, and a mail cart for block captainsAssisted PPHOA members, PPHOA board, Greens Board, Townhouse board, and the ACC committee.    Maintained homeowners data sheet.                  E-mail Blast system established, to inform residence on important information

Annual ReportAccomplishments

• Maintenance – John Wenzel• Issues since January 2009

• 1. Entrance lighting to Breeze Point – lights were staying on during daytime hours and not coming on during the night hours

• 2. Security Guard House: AC unit not cooling

• 3. Lake aerator behind developers model homes not working, electrical power pole was falling into lake do to land erosion

• 4. All decorative wrought iron fencing at both sides of main entrance is rusting. Contractor has said repairing and repainting not a recommended option.

• 5. Some entrance wood signage needs to be refreshed by painting black background and white lettering.

• Issues resolved:

• All issues pertaining to above items # 1, 2 and 3 have been corrected.

• Pending Issues:

• Item #4 - Determine best option to remedied deteriorating iron fencing

• Item #5 – Obtain estimates to determined cost to repaint signage as needed.

• Accomplishments:

• Handling of all PPHOA maintenance issues in a timely manner.

Fiscal Reports

• 2008-2009 Profit and Loss

• Current Balance sheet

• Budget for this Fiscal Year

Profit and Loss FY 08-09

Income

41 Income, Exempt function 329,637.54

42 Income, Other 1,362.41

43 Income, HOA Activities 2,206.19

44 Income, To Escrow 6,676.98

45 Other Exempt Income 6,200.00

Total Income $ 346,083.12

Profit and Loss (2)Expenses 62 General Maintenance 31,099.46 63 HOA Activities 14,706.14 64 Landscape and Eyesore 79,119.11 65 Office Staffing & Expenses 82,864.13 66 Public Information 2,264.58 67 Security 65,155.77 71 Legal and Accounting 7,288.00 72 Insurance 18,329.86 73 Taxes 3,363.02 74 Uncollected prop. dues/bad debt 6,170.00 75 Member reimbursed expenses 24,612.00 81 Capital Fund Projects 6,011.69 91 Expense for Escrow Accounts 14,676.98 92 MOU Obligations 12,500.33 Total Expenses $ 368,549.07 • Net Operating Income -$22,465.95 • Other Income • Interest Earned 9,392.93 • Net Income -$13,073.02Note: Because of payments for surveys this fiscal year had negative income. Last

year income for surveys were taken and caused net income of $85k. Avg. $36k per year.

Balance SheetASSETS Current Assets

Total Bank Accounts

$458,007.50

Total Accounts Receivable

$45,319.09

TOTAL ASSETS

$512,837.09

LIABILITIES AND EQUITY Liabilities

Total Current Liabilities

$17,471.13

Escrow - Long Term Liabilities 106,943.48

Total Liabilities

$124,414.61

Equity Retained Earnings $173,495.46 Net Income $214,927.02

Total Equity

$388,422.48

TOTAL LIABILITIES AND EQUITY

$512,837.09

Balance Sheet Summary

Total Assets from Balance Sheet $ 458,000

Less Adjustments:

Dues Collected for Current Year $ 258,000

Liabilities:

Escrow Accounts (ACC, MC, RW& Asset Rep) $ 125,000

Difference: $ 75,000

Budget - Pie Chart

Annual ReportPath Forward

• Continue committee structure

• Resolve common area ownership

• Complete reserve study for association

Annual Report

• Questions ?

Annual Meeting

Next Business in Order:

• Amendments of By-Laws

Amendment 1 to the Bylaws

Article VII.  BOARD OF DIRECTORS; SELECTION AND TERM OF OFFICE

• SECTION 1. • Sub-Section A. Number: The Business and affairs of the

Association shall be managed and governed by a Board of Directors. The number of directors shall be adjusted to grow with the "population" but not to exceed 1/50th of the homeowner count.

• Sub-Section B. Ex-Officio Members: The Chairperson of the Architectural Control Committee shall be an ex-officio member of the Board of Directors with full voting rights. Ex-Officio members shall count in the calculation in Sub-Section A. and in the calculation in Section 6. for sub-entrance area representation.

Election of Directors (3)

• Election of Directors– Nominating Committee Report (Judy

Waguespack)– Nominations from the floor– Ballot– Voting - Mark with check max of 3– Recess for 10 minutes to vote. Ballots will be

collected upon reconvene

Report of Tellers

• Report of election of directors (Judy Waguespack)

Annual Meeting

• Unfinished Business (None)

• New Business

• Adjourn