Club Board Minutes - January 12, 2012

The Sanctuary Club, Inc.

Quarterly Board Meeting Minutes
January 12, 2012

The Sanctuary Club held its first Board meeting for the year on Thursday, January 12, 2012, at 7:00 pm at the home of Buzz and Carol Williams. Buzz Williams welcomed everyone.

Buzz Williams called the meeting to order and Mike Taylor led the opening prayer.

Present were: Buzz Williams, Mike Taylor, Bill Panter, Tom Clark, Marcus Lawrence, Henry Hager, Lee Dykes, Robert Hull and Mary Hayes. Also present was Dan Murchison. A quorum was present.

It was noted that a copy of last quarter Board minutes had been e-mailed to all Directors. No corrections or changes had been noted. Henry Hager made a motion that the minutes be approved as written. Marcus Lawrence seconded the motion. The minutes were unanimously approved as written.

Buzz Williams reviewed the minutes of the Annual Members Meeting held on November 15, 2011. Marcus Lawrence made a motion that the minutes be approved as written. Mike Taylor seconded the motion. The minutes were unanimously approved as written.

Bill Panter nominated Henry Hager for President and Tom Clark as Vice-President. Robert Hull seconded the motion. Buzz Williams presented the slate of officers to be elected for the Board:

President – Henry Hager Vice-President – Tom Clark

Secretary – Mary Hayes Treasurer – Bill Panter

Bill Panter made a motion to nominate the officers as given. Bob Hull seconded the motion. The officers were unanimously elected as presented.

Bill Panter gave the Treasurer’s Report. He reviewed the November 15, 2011 report and the beginning report for 2012. He noted an .08 cent difference in the two reports due to an error that could not be found. It was minimal and to the favor of the club so it was added and noted in the report. The disbursements were reviewed. Discussion followed about the budgeted amount for socials. Marcus Lawrence made a motion to increase the Social Events Budget amount from $650 to $800. Mike Taylor seconded the motion. Marcus Lawrence made a motion to accept the Treasurer’s Reports as given with the amended change to the Social Events line item 2012 budget amount. Lee Dykes seconded the motion. The 2012 budget was unanimously approved as given.

*Copy of both Treasurer’s Reports are included as part of these minutes.

General Discussions

Buzz Williams asked for reports from the Directors.

Buzz Williams gave the Club Membership Report on behalf of Henry Hager (who had laryngitis). To date 64 families have paid their dues for 2012. The Area Captains were asked to contact any of the residents in their areas that had not yet paid and urge them to make their payments by January 31. Bill Panter also noted for the residents to follow the same procedure of: 1) Payments to be checks made payable to the Sanctuary Club

2) Send those checks to Judy Murchison (who keeps a database on this information) and

3) Give to Bill Panter If this procedure could be followed in these three steps that would help to make the process and tracking easier.

Marcus Lawrence gave the Sanctuary Telephone Book Preparation Report. He noted that he and the others that worked on it last year were ready to begin work on it. Dan Murchison noted that they might want to consider updating the directory every 2 years instead of each year.

Neighborhood Watch Report was given by Robert Hull. He noted that Hoover has a Crime Alert System but it simply does not work. As of now, things are fairly quiet in the neighborhood. There had been a burglary on the main parkway the preceding Saturday evening. He noted the importance of documenting your possessions. He also noted that there are not any emergency storm shelters currently set up in Hoover/Shelby County. The suggestion was made and discussed that we could possibly have someone from the Hoover Police Dept. speak to us later this year and that this meeting would need to be limited to 55 minutes maximum.

Lee Dykes noted that a lot of cars were speeding through the neighborhood and suggested that we look into the possibility of the Sanctuary becoming a gated community. It was also suggested that speed bumps might help that and maybe having the Hoover police patrol the neighborhood more often. After some discussion, Lee Dykes made the motion to have a committee look at the feasibility of a gate at the entrance. Lee agreed to head this study. Henry Hager seconded the motion. Motion carried unanimously.

Mike Taylor gave the Residential Bereavement & Illness Policy Proposal Report. Six area residents had met. From their meetings, one of the main points made was that some people may not want this done and there could possibly be some privacy/liability issues. The recommendation that they proposed was not to sanction a certain policy, but to allow the area neighbors, on a voluntary good neighbor type basis, to determine and handle as they saw fit. Mike Taylor made a motion that we accept this recommendation. Tom Clark seconded the motion. Motion carried unanimously. It was noted that several occasions where someone had lost a loved one, had surgery, etc had already taken place in the neighborhood and had been handled by close neighbors. It had been received and handled very positively. The neighborhood has been very caring and supportive of each other.

The Traffic Safety at Entry Way Report was given by Tom Clark. He presented an idea about having the middle lane better defined so as to have a functioning “s curve” marking in that lane to help better guide the flow of traffic. He will pursue this possibility with the proper authorities.

*Copy of Proposed diagram is included as part of these minutes.

Special Assistance to Residents Report was give by Buzz Williams on behalf of Henry Hager. It was noted that a lot of things were going on within our neighborhood where neighbors are helping neighbors.

Social Committee Suggestions Report was given by Lee Dykes. Lee and Mary Hayes will aim for 2 socials this year – the BBQ and ice cream socials as has been done in the past with dates that will work best.

Buzz Williams noted that there are 3 Standing Committees: Publicity/Internet Blog & Quarterly Newsletter; Audit McKay Management Budget; and Social Committee. There are also Special Committees which include Club Membership, Board Nominations (assigned in August), Sanctuary Telephone Directory, Neighborhood Watch, Special Assistance to Residents, Street & Sidewalk Maintenance & T/Box Alignment, and Holiday Decorations. The special committees function on an as needed basis.

Mike Taylor noted that if you are 65 or older, you are not required to pay the $15 North Shelby County Library dues. They do not notify you of this and there may be a form that you would need to fill out.

Buzz Williams noted that it might be this year when the CSOA would be turned over to the residents. A lot of work will have to be done at that time. By-laws and budgets and many other items would need to be looked at. We are fortunate that several people in our neighborhood have served on other Homeowner Associations and that we have established the Sanctuary Club which should help in this transition.

There being no further business, motion to adjourn was made by Lee Dykes. Robert Hull seconded the motion. Motion unanimously carried.

Meeting Adjourned.

Respectfully Submitted,

Mary Hayes,
Secretary


Attachments Included:
Sanctuary Club Agenda
Sanctuary Club Treasurer’s Reports
Possible Proposed “s curve” turn lane markings