The Greens at Pelican Point Homeowners Association Annual Meeting

Minutes of the Meeting

August 27, 2009

The Greens at Pelican Point Homeowner Association annual meeting was held Aug.27, 2009 at the St. Anne Catholic Church Hall in Sorrento, LA with Ms. Weezie Cashat presiding. She called the meeting to order at 6:10 PM.

Members of the Board were introduced: Present were W. Cashat, G. Guidry, A. Guillot J. Ingrassia, , M. Kelly, and Ed. Jaunet. Mr. J. Hunter was absent.

Ms. Cashat stipulated that a quorum was present and Ms. Kelly verified that Proof of Notice of the Meeting had been filed.

Minutes: The minutes of the 2008 Annual Meeting were e-mailed to residents and hard copes made available prior to the meeting so reading of the minutes was waived. The minutes were approved as distributed.

Guest: Mr. Peter Roblin, Fire Chief of the 5th District, was present in order to update the residents on fire district improvements and also on hurricane preparedness. He stated that plans are under way to build a new fire station on Pelican Point property within the next couple of years. Several issues remain before any building will begin and money needs to be raised in order to staff any new fire houses in the Parish. Regarding hurricane preparation, he stated that oxygen, food, water, and ice will be delivered to the Greens Activity Center in case of emergency. Residents requiring oxygen or emergency generators must verify that they have a medical need that requires such services.

Financial Reports: President Cashat presented the Balance Sheet and recapped the Income and Expense Statement through July 31, 2009. She presented the proposed 2010 Budget nothing three items that had not been included in the budget that was presented. If they are to be added, then the Finance Committee recommends a dues increase to cover the expenses. See Attachments 1, 2, and 3.

Committee Reports: Ms. Cashat thanked committee members for their contribution to the Greens community. She highlighted the accomplishments of each committee. Architectural Control: There were 27 requests for change which is fewer than last year. Committee members clarified that they are covered by the Greens liability insurance. They expressed concern that changes were being made to home exteriors without a request being submitted to the committee. Of particular note is the installation of home generators.

Building, Grounds and Maintenance: This committee has had an especially busy year repairing the damage done by Hurricane Gustav. Major repairs included the replacement of the large gazebo and numerous fences. There have

1 been many improvements to the Activity Center including repairs to the pool and air conditioning system, installation of a security camera, and the installation of the Automated External Defibrillator. The small gazebo was refurbished and two street lights will be installed shortly. One set of mailboxes will be installed.

Decorating: The committee decorated the grounds with an autumn theme, a Christmas theme and a patriotic theme for the summer months.

Facilities Governance: The committee updated Guidelines for the proposed Community Center which were adopted by the board of directors in January 2009.

Finance: The committee reviewed the budget materials monthly and prepared the preliminary budget for 2010.

Landscaping: Committee members oversaw the work of the mowing crew, replaced plants, arranged for repair of the irrigation system in the front, and added color and mulch. They are negotiating two landscape contracts for next year.

Public Works: Committee members have kept abreast of improvements to Highway 44 and the drainage servitude fronting Highway 22. They sponsored a Neighborhood Watch information program in conjunction with Pelican Point and suggested that a separate subcommittee be formed to move this forward. Members have kept abreast of the Ascension Parish Master Plan effort and the Baton Rouge Loop Project. They have contacted the Dept. of Environmental Quality about the closing of the Ormet plant and the evaporation fields nearby. They have encouraged the replacement of a fence around the sewer treatment plant at Pelican Point which blew down during Hurricane Gustav. It should be replaced in the near future. They have also been active in positioning the Greens to receive assistance from the Homeland Security Office in case of another hurricane.

Residents’ Telephone Directory: The Directory has been updated and the supplemental pages were distributed at this meeting.

Social: monthly potluck suppers were planned and a Christmas party was held at the Pelican Point Golf Club. A Superbowl football pool was sponsored with $500 designated to go toward the purchase of a big screen TV for the proposed Community Center.

Sunshine: The board approved this group becoming a separate committee. They provided plants, cards, etc. for residents who were ill.

Welcome: Packets were distributed to 10 new residents. Members assisted in distributing various materials throughout the year.

2 President’s Report: Hurricane Gustav: Highlights of damage repairs were given and members were thanked for their hard work in restoring the condition of the Greens. President Cashat stated that replacement of the mailboxes will take place soon. 2008 Assessments: In cooperation with PPHOA, Green’s home sales prices were tracked this past year and a letter sent to the Assessor asking for a reassessment. It does not appear that there was a substantial enough price decline to warrant reassessment in the Greens. Greens Gate: It was the decision of the PPHOA to permanently close the Highway 44 gate at the entrance to the Greens. Electronic openers are still available for purchase. If interested, contact Jenny Spizale who will place an order by Sept. 10th. Reserve Study: Four Greens members attended a presentation on reserve studies sponsored by the Baton Rouge chapter of the Community Associations Institute. A study of the Greens financial reserves and common property obligations will be undertaken shortly. Roads: Members of the Building, Grounds and Maintenance Committee are documenting the recent street repairs. It is anticipated that the streets will be conveyed to the Greens PPHOA in the near future. Lease: This week two new provisions were added that have not been negotiated by the President nor reviewed by the Greens attorney. The lease will not be signed until these additions have been reviewed.

Questions/Discussion Members were invited to ask questions or make comments. 1) D. LaFrance offered a suggestion about the electronic gate openers and was asked to prepare an article for the newsletter. 2) J. Heno commented on the possibility of residents obtaining a freeze on their property assessment if they are age 65 or over and meet income guidelines. 3) B. Cotton asked that a board member be assigned as a liaison to each of the committees in order to keep the members updated on relevant information about their committee. 4) L. Marino asked that the number of votes for each candidate be made public. 5) M. Demarest thanked the board for their efforts during the past year.

Election of Directors: President Cashat explained that four directors would be elected to a two year term and one director would be elected for a one year term to fill the vacancy created when T. Beverly resigned for health reasons. The person receiving the fewest votes will fill the one year term. Nomination Committee Report: D. Smith, chair of the Nominations’ Committee, placed in nomination the names of A. Guillot, P. Herbert, E. Jaunet, M. Kelly and R. Naden. There were no nominations from the floor.

Election Committee Report: R. Pierce, chair of the Elections’ Committee, gave instructions for voting. The meeting adjourned at 7:20 PM for a 10 minute recess.

3 The meeting resumed at 7:30 PM Old Business: none

New Business: J. Tumas asked what the changes to the lease were but since the lease is still under negotiation, the information was not able to be shared.

Community Information: 1) please send updated e-mail addresses to M. Kelly. 2) Dues are due on the first of each quarter. If paying by automatic banking, please arrange for the payment to arrive by that date. 3) Resident D. Reed will be going to Afghanistan for one year. Please remember him and his family with thoughts and prayers.

Recognition: Certificates of recognition were presented to out-going board members for their service to the community: T. Beverly, G. Guidry, A. Guillot, G. Hunter, J. Hunter, E. Jaunet, and W. Cashat. On behalf of the outgoing board members, J. Ingrassia presented a gift to Ms. Cashat for her service as president.

New Members: Members new to the Greens since the last Annual Meeting were introduced. They included for T. & G. Brown, M. & T. Neckemeyer, C. Gray, P. & D. Hebert, and A. & T. Leo.

Election Committee Results: R. Pierce reported the following election results. See Tellers Report Attachment 4. A. Guillot – 74 votes - 1 year term P. Hebert – 75 votes - 2 year term E. Jaunet – 77 votes - 2 year term M. Kelly – 76 votes - 2 year term R. Naden – 75 votes - 2 year term

The meeting adjourned at 7:55 PM

Mary Kelly, Secretary Pro Tem