PERIDIA GOLF AND COUNTRY CLUB Board of Director s Meeting January 26, 2015 MINUTES

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1 PERIDIA GOLF AND COUNTRY CLUB Board of Director s Meeting January 26, MINUTES President David Strack called the meeting of the Board of Directors of the Peridia Property Owners Association, Inc. to order at 1:30 p.m. Master Board members present were: Dennis Campbell, Bill Handy, Don Kirkpatrick, Gene McShea, Dave Miller, and Andy Olsen, Gene Stang, and Phil Vernieri. Quorum was met. Rob Brown, GM, also attended. Recognition of the Audience President Strack thanked the audience for attending. Change in Agenda Director Campbell requested to add Pickle ball to the agenda. Approval of Minutes A motion to approve the December 22, 2014, BOD minutes was made by Miller, seconded by Kirkpatrick. The motion was approved unanimously. Treasurer s Report Dennis Campbell made sure all Board members had copies of his report. He pointed out the following: 1. Floyd Holway of Braxton & Holway, P.A., is in the process of auditing our books. He should be finished sometime in February. The IRS has made some changes in 2015 that may affect our 2014 audit and how we capitalize or expense items in the future. 2. The ($44,000) cash flow at the end of 2014 is a result of the $66,000 we spent in 2014 on 2015 expenses. We prepay a year ahead on some expenses so that we avoid finance charges. Had we not made those payments our cash flow would show a positive $22,000 in Even with the course closed, and the restaurant feeling the impact, GM Brown has kept expenses down allowing us to end 2014 with a positive $13, Golf course rounds and lunch cover numbers for 2013 compared to 2014 were relatively the same. 5. Fairway Trace process hit a snag. The owner passed away, so the process must now go through the heirs. It s still moving, but at a slower pace. An audience member asked why the audience doesn t get a copy of the board packets. She was informed that once the minutes from this meeting are approved at the February 23 BOD Meeting, the information is posted online. General Manager s Report 1. Golf Liquor License: a. We received an official letter from the Dept. of Business & Professional Regulation stating they received our change of officers, and it has been approved. b. We must now apply for the zoning and permit and pay a $50.00 fee. c. Once this is approved we need to send info to the state sales tax and wait for them to sign off on it. d. Then we need to apply to the Department of Health and Human Services. They will then do an inspection of the location and we wait for approval. e. When these steps are complete we then send to Fort Myers for final decision. f. Date of Completion: Not definite. Action Taken: GM Brown will continue to monitor the process. An audience member asked how often do we change our license. GM Brown explained that we are changing from a Restaurant License to a Golf Club License so that we can have the Lounge open with out having the kitchen open. This is the first time in 27 years that we ve applied for a different liquor license.

2 2 2. Pump House Update: The job is done. The final price was lowered to $3,629.55, which has been paid in full, and we have secured of warranties for the roof. The entire roof was in need of replacing down to the trusses. 3. GPS for Golf Carts GM Brown provided prices for several size GPS units. The idea was to find a way to keep golf carts from driving too close to our new greens and sand traps. a. The cost per 7-inch unit is $ We would need 53 units. b. Ray Bartels, Golf Course Superintendent, has stated that we don t need the GPS devices. c. GPS item closed. The GPS item was investigated because of concern about where golf carts, and Blue Flag carts were driving on the course. Director Handy showed the list of rules that can be handed out when a blue flag is requested. He stated that golfers don t read the rules, but a picture might help if it was place on the windshield of the carts. He provided two samples. Discussion turned to how a golfer gets a Blue Flag. We have used the honor system to date. Director McShea read from our Peridia Golf and Country Club Rules and Regulations: Handicap flags for carts will be supplied for members upon presentation of supporting medical documentation. It was pointed out that the ADA, Americans with Disabilities Act, has rules that Peridia must follow. Action Taken: Handy will send copies of the graphic files to the Administration office. GM Brown will look into reproducing the stickers. GM Brown will investigate the ADA rules that apply to this item. 4. Fence along property from 3 rd tee to Clubview GM Brown had interpreted the BOD s decision on December 22 nd to mean the entire fence would be taken down. Clubview residents did not want to have the privacy fence behind their homes removed. Brown delayed the process to clarify the BOD decision. The original decisions was to have the parts of the fence on the golf course removed, and leave the parts of the fence standing behind the Clubview homes and property lines. Director McShea pointed out from our Master Board Policies an item which states Manatee County mandated structures which are located along the east and west boundaries of Peridia. McShea felt we need further investigation, and that the fence may not be removed. He tried to records proving that we could remove the fence and could not get definitive answers. He recommended that we ask our lawyer. Campbell agreed we need further investigation. GM Brown, after talking with past Board Member Regan, felt that if we take the fence down, we must plant hedges as a replacement. Audience member and past Board member, Dom Passaro, recommended if the fence is that bad, tear it down. If it needs to be replaced, then replace it if need be. Director Stang agreed with Passaro. Audience Member, Pat Mitchell, stated that the fence provides some additional security from the 37 th Street side and blocks headlights as they approach his backyard. Director Stang reiterated that the intent for taking the fence down was to save labor cost for maintaining the fence and the grassy area between our fence and the neighbor s fence. Action Taken: GM will determine the property line between the golf course and Clubview residents. GM Brown will meet with Clubview Residents to determine which sections remain. Only the parts of the fence on the golf course will be removed. Audience member, Bunny Garst, lives on the Clubview property next to where the fence ends. She requested that she be allowed to extend the same type fence to her back property line. She is willing to pay for it. It was determined that it was an HOA Patio II issue. She will have to call Alex Turner from Patio II s management company to get the appropriate ARC request form and apply through Patio II HOA. 5. Storage Locker for Christmas decorations GM Brown asked that the BOD consider a Storage Locker for all Christmas Decorations at the Add a Room storage facility next to Peridia. The cost of an 8x10 with 10 ceiling with climate control for the year is $99.00 per month, second month free. This would help us secure the value and prevent destruction of boxes that are currently stored in the cart barn.

3 3 Audience member, Dom Passaro, recommended we look into purchasing our own storage container and placing it on a pad at the maintenance building. He claimed it would be more cost efficient. There s concern about temperature and humidity control with that option. Passaro suggested that you could clean out not only decorations, but also boxes and boxes of Peridia Records. Director Stang felt that having all our records and decorations in one storage place would be best. We would need to determine the appropriate size to store everything. President Strack wants to know the cost of the Storage container and installation. Audience member, Dom Passaro, recommended we look into having Peridia s Records scanned and stored as files, which would require less storage space and would allow for easier retrieval of information. GM Brown named Iron Mountain as a company that would turn our hard copy records into computer files, and shred the old documents. Audience member, Sandy Myles, reminded the BOD that the Social Committee spent 215 volunteer hours with 35 members decorating for Christmas. Restringing the Christmas tree alone will save the club from buying a new $1000 tree. Over 120 volunteer hours were spent changing decorations for Hanukkah, New Year s, and taking decorations down. Director Stang recommended that she put that kind of information in the Scorecard for Members to read. Several additional BOD praised the committee for all the work they have done. Action Taken: GM will investigate prices for purchasing a storage container, installation costs, and the costs of having hard copy records turned into computer files. 6. Repairs and Pressure Washing of sidewalks 7. Pavers on Peridia Blvd a. Brown has received complaints about the condition of the sidewalks, raised edges of concrete, slick dark areas of mold creating dangerous walking conditions. Pressure washing the numerous areas and this is too large an undertaking for James our maintenance man. b. Manatee County agreed to replace some areas of sidewalk, frequently where there are large trees, that are cracked and broken and will pressure was other areas. c. GM Brown asked Manatee County about the sinking pavers at the four corners of Peridia Blvd and Pro-Am. They will not accept any responsibility for special pavers in the streets. This will need to be a special subcontracted job beyond James s reach. Director Campbell recommended Brown contact Besterman Hardscapes. Action Taken: GM Brown will need to find a contractor to do the pavers and report back to the BOD. 8. Policy for hole in one beer redemption tickets The issue GM Brown has is golfers are refusing to go to the restaurant lounge to redeem their drink ticket and he would like a policy to make it mandatory that tickets are only redeemable at the golf shop when the lounge is closed. He stated that was the original intension when we signed up for this program. The concern was that we don t get redeemed as much for a can of beer as a draft beer. We lose $0.17 per can as compared to the draft. Most golfers are taking a can rather that going into the Lounge for their beer. Several issues were discussed that complicate the redemption of the beer tickets. The BOD leaned toward making the situation less problematic. Action Taken: A motion to allow golfers in the Charitee Hole in One event to redeem their ticket either or in the Clubhouse or Pro Shop at the buyers selection on any day was made by Stang, seconded by Vernieri. The motion was approved unanimously. Board Matters 1. Dom Passaro Passaro thanked the BOD for supporting the Fisher House Foundation and for allowing the March 7 event. He asked for an additional request. One of Passaro s sponsors will only support the charity thru donations on items, not money. The donor offered to donate two cans of beer per golfer. Passaro wanted to know if the BOD would allow the beer donation. Passaro will donate all soft drinks himself and pay for personnel to drive drink carts for the event. GM Brown reassured the BOD that it happens at numerous clubs and that he was fine with it. Without any further dispute, President Strack assured Passaro that his request was approved. Passaro was very thankful. Director Stang asked Passaro to tell the audience how much was raised during the previous Fisher House Event. Passaro stated they raised $16,000, which was doubled by a Miami, FL millionaire to $32,000. Then the Fisher

4 4 House in Maryland doubled that amount to $64, He detailed for an audience member that knew nothing about the Fisher House that it was a home away from home for family members to stay while their wounded service member was hospitalized. This year s event is for the new Fisher House being built in Tampa. 2. Drainage issue for Hole Four cart path There are two drainage pipes on Hole Four, one is 2 inch and one is 4 inch. Ray Bartels was able to clean out the 4-inch pipe but not the 2-inch one. The clogged pipe is what causes the puddle on the cart path. Action Taken: After Bartels gets a quote, to replace the 2-inch pipe with a 4-inch pipe, Brown will include it in his next report. 3. Document amendment process and vote Director Campbell reminded the Board that he had supplied copies of the suggested changes to our Covenants and By-Laws, which were recommended by our lawyer, in order for our documents to comply with Florida statutes. Some of the changes are mandatory while others are simply wording changes. For example, one was concerned with who is responsible to pay quarterly fees, a concern the BOD has with the Fairway Trace issue. Our lawyer, Chad McClenathen, P.A., suggested we have members vote on each document s changes in its entirety, not on each individual change. The process is as follows: a. Write a proposal. b. Create a package, with a cover letter, to present to the homeowners. c. Meet with Component Association Presidents to explain the items in the package. d. The Component Presidents will then call a meeting for their HOA to explain the needed changes. e. Each HOA will vote and the Presidents will return with the results to the Master Board. f. At least 70% of the 649 homeowners (455) must vote affirmatively with a ballot. A missing ballot is a No-vote. The BOD gave numerous opinions. A big concern is getting sufficient members to attend the meetings, and vote. Action Taken: A motion to follow the process recommended by our lawyer was made by Handy, seconded by McShea. The motion was approved unanimously. 4. Automatic serving machine for tennis courts In the past, Peridia provided an automatic tennis ball server. Campbell was asked by Peridia tennis players to find out why the BOD has not replaced it since it broke down years ago. Campbell mentioned that a Peridia member offered to sell his used tennis ball server to Peridia for $375. Campbell says that all the tennis people are asking is that the BOD honor the amenities that were originally provided at the tennis courts. It was recommended by Handy that the tennis players seek donations to replace the machine as was done for the tee signs. Action Taken: A motion to buy the machine for $375 was made by Kirkpatrick, seconded by Campbell. The vote was tie at 4 to 4. President Strack voted and the motion failed. 5. Peridia PLGA and PMGA Credit Accounts Handy asked if there would be anyway that PLGA and PMGA members could use their credited monies for food and beverage as well as on merchandise. Handy would like to look into it. GM Brown stated that he and Mitch Riley, Golf Pro, were not in favor of intermingling food and beverage items with merchandise sales. They felt it might hurt Pro Shop sales. Action Taken: none taken 6. Landscaping Report Kirkpatrick reported that the Peridia Entrance had been cleaned up on both sides, by a new company he hired, Sisters That Plant. Ray Bartels crew cleaned up Peridia Blvd. Geraniums were planted to add color. The cleanup process will occur twice a year to beautify Peridia. Kirkpatrick asked if he needed to ask permission each time for funds. He was concerned about landscaping finances for His next project is the removal of grasses on the 4 corners of the culvert on Peridia Blvd. He plans to add plants similar to the front entrance. It will cost between $1200-$1400. After that, he d like to tackle the pool area. Campbell stated there is about $4000 in the 2015 Operational Budget for monthly maintenance, and $2500 for materials. Kirkpatrick indicated that the Sisters That Plant. Will charge $300 per month for maintenance, forty dollars less than the previous landscaper charged. Ray Bartels crew will pick up a few areas to help out. Kirkpatrick has switched landscapers, and wants to hold final payments on Lee Brewer until final purchases are delivered. Campbell just asked that GM Brown should be kept informed so he knows when to administer a final

5 check. Campbell asked Kirkpatrick to keep the BOD informed a month prior to spending funds so he could confirm the funds were available. Kirkpatrick asked whether there might be additional fund in the Capital Reserve Budget for landscaping. Campbell affirmed it was not in the plans Food Minimum Campbell informed the BOD that a member and several guests ate at the restaurant. The member paid her own bill, as did the guests. The member wanted the total of all the receipts to be applied to her Food Minimum. The management did not allow it. Strack and Campbell were both contacted by the member and supported the management. When originally put in place, the member was required to pay the entire restaurant receipt if it was to be applied to the Food Minimum. Without the knowledge of the BOD, a prior Peridia general manager stopped enforcing the policy, and accepted checks from non-members on member accounts, and allowed members, trying to help other members meet their minimum, to apply their restaurant receipt to that member s number. That was never the BOD s intent. The Board is authorized to establish reasonable rules and regulations regarding implementation and use of the Food and Beverage Minimum. Therefore, if a member wishes to have the total cost of receipts applied to their minimum, they must pay the entire bill. It is the choice of the guests and the member to work out reimbursement if need be. Action Taken: A motion to once again enforce the policy that only the amount paid by a member will be applied to the Food Minimum was made by Miller and seconded by Stang. The motion was approved unanimously. 8. Pickle Ball With the number of members playing pickle ball, Campbell requested for the pickle ball players that we paint additional pickle ball court lines on one of the tennis courts. We currently have two pickle ball courts. Only 8 players can play at a time. If we had additional courts, it would accommodate more play. It cost $400 last time to paint lines on the tennis court. The BOD is glad to see the pickle ball courts being so popular. Action Taken: A motion to paint another tennis court to accommodate the pickle ball players was made by Stang and seconded by Campbell. The motion was approved unanimously. 9. Annual Meeting President Strack asked if the BOD should do anything to get ready for the Annual Meeting. GM Brown stated it was all on the calendar. Audience participation An audience member asked if the BOD wouldn t consider returning the 10% food incentive/discount to the members. It may be reconsidered in the future. Adjournment Action Taken: A motion to adjourn was made by Director McShea, seconded by Director Kirkpatrick, and approved unanimously. Next Board Meeting: Submitted by: Scheduled for Monday, February 23, William L. Handy Jr. Master Board Secretary.