The Sanctuary Club, Inc.
Minutes of the Annual Meeting
Tuesday, November 15, 2011
Spain Park High School, Rm. 127
The Board of Directors of The Sanctuary Club, Inc. convened its annual members’ meeting at 7 p.m. for the purpose of electing a slate of Directors who will take office on January 1, 2012.
Directors are elected by the membership for two-year terms. All of the Directors will elect for a one-year term, their own Officers after each annual meeting of the membership.
Meeting Minutes:
A quorum of the membership was declared present, members welcomed, and Buzz Williams opened with prayer.
Buzz Williams gave the President’s Annual Report [see attached notes.]
Bill Panter submitted a Treasurer’s Report, dated November 15, 2011.
Bill was commended for his diligent work to keep the Board apprised of its financial status with clear and timely quarterly budget reports.
The major items expensed for 2011 were the annual BBQ and then the Neighborhood Telephone Directory. The planned Budget for 2011 was $1,025.00 and receipts to date are $1,030.00. Disbursements were $1,063.39. Copies of the Budget were made available to Club members.
Tom Clark reported the signed ballots, from those Club members present, were counted, and four Directors were unanimously elected. The Directors elected were Henry Hager, Bill Panter, Robert Hull and Marcus Lawrence. They were elected to serve a two-year term effective January 1, 2012.
A motion was made by Tom Clark to approve those elected and seconded by Mike Taylor. The motion carried.
Ten-Dollar gift certificates were used as door prizes. The prizes were awarded to Robin Hawk, Kay & Steve Hall, Al Black, Barry & Bari Roseman, Cele & Gus Miller, Jeff Marks, Bob Dyck, Mike & Betty Hull, Tom DeShazo, and Michelle Smith. Club Directors and their families were not eligible to win.
A general discussion followed. Clarification was made on the budget for new members. Automobile safety, as it pertains to the traffic lanes directly in front of the Sanctuary, is a concern of many residents. Dan Murchison discussed the situation with the city of Hoover about proposed plans to widen traffic lanes on Caldwell Mill Road. Decisions and details are not yet clear what will be done. Mike Taylor reported the lanes generally meet county-sight standards based on discussions with a county representative.
Tom DeShazo gave a summary of the importance of the new C.S.O.A. Board responsibilities. Tom reminded all those present, that all resident homeowners would elect their new C.S.O.A. Board of Directors.
Buzz Williams commended all members of the Club Board of Directors, on behalf of the Sanctuary residents, for their unselfish dedication and hard work.
A motion was made by Mike Taylor to adjourn and seconded by Tom Clark.
The motion passed.
The Sanctuary Club, Inc.
President’s Annual Report – November 15, 2011
Where we have been:
About 3 years ago, when only half the Sanctuary subdivision was built, or in the process of being built, two visionaries took the initiative to lay the groundwork for the Club. They would not want me to say it, but…
Dan Murchison, and Tom DeShazo, men with considerable experience in managing a volunteer homeowners association, met to ensure that we residents would have the benefit of positive cooperation through the Club and those things that accrue from it. Thereafter, Articles of Incorporation and By-Laws were adopted and filed.
The Club was formed to promote communication, friendship, social opportunities for the benefit and enjoyment of the residents, to also promote the beautification and preservation of the appearance, value and amenities of the Sanctuary community, to promote the security of the residents, to promote volunteer home maintenance assistance, to assist homeowners in the understanding of, and education and voluntary compliance with the Protective Covenants, Conditions and Restrictions.
Subsequently, enthusiastic men and women, good neighbors, came along side of these men to begin the work of building a good quality community. They did their work, as only unselfish citizens could do, and provided sound examples for the rest of us.
Where we are:
We have an active neighborhood watch. We have an Internet BlogSpot for publicity, we have a neighborhood telephone directory that is updated and published annually. Our social committee had a terrific BBQ luncheon last May fifteenth that was attended by an estimated 90 plus residents. That was about 20 more than the previous year.
Our service committee has helped some residents with minor carpenter and plumbing repairs, changing out light bulbs, and provided help on cutting lawns. This list is certainly not all-inclusive of their work. However, it does go to the heart of good neighbors helping neighbors.
Two short years ago, we had only 54 member households. The diligent work of our Board of Directors bumped our membership to 98, and we continue to grow.
The Board of Directors has kept membership fees at $10.00 to cover basic costs, including the neighborhood telephone directory, annual BBQ, door prizes, and incidental administrative costs. The balance in the Club Treasury to date is $716.54.
Where we are going:
There are 4 homes presently under construction, with only one lot remaining to be built upon.
Caldwell Sanctuary Owners Association [“C.S.O.A”] plans to build out and transfer control to the Sanctuary residents as soon as they sell the last home. That may take six months, or even a year. Therefore, the time frame for the transfer is unknown.
We have had seven residents express an interest in serving on the new C.S.O.A. Board. These names were shared with McKay Management, Inc., and C.S.O.A.
The C.S.O.A. By-Laws make provision for residents to submit prospective Board member names by way of a petition. That petition was submitted about three weeks ago. As information, we had a thank you letter from McKay Management Inc. in response to the petition. There will be plenty of work for the new Board. The C.S.O.A. Board will be made up of 3 to 5 Directors. There will also be a learning curve that will test the resourcefulness of the new Board.
A training class for prospective new C.S.O.A. Board members was conducted in October in preparation for the transfer of responsibility to the residents. The training material contained ten modules. The development of the training was accomplished and delivered by one of our own residents, Tom DeShazo.
The industry standard for managing a volunteer homeowners association is contained in the Community Association Institute [“C.A.I.”] training material. The ten modules were covered in about four hours. Eight residents were trained.
What will happen to the Sanctuary Club after C.S.O.A. is transferred to the residents? There are important functions preformed by the Club today that are expected to come under the umbrella of the C.S.O.A. in the future, e.g., publishing of an annual telephone directory, maintaining the neighborhood watch data base, continuing the education of residents relative to voluntary compliance of covenants and restrictions, maintenance of the Internet BlogSpot, and publishing a Quarterly News Letter.
Based on C.A.I. guidelines, we have asked the developer and the management company to provide us with all pertinent documents at the time of transfer of the responsibility of C.S.O.A. from the developer to the residents.
MOW / Nov. 15, 2011
