CLPOC Board Minutes

Board of Directors Meeting November 19, 2022 @ 9:00 a.m.

Attendee’s Role Present Absent Zoom (Z) In Person (IP)

Paul Szymkowicz President IP

John Colley Vice President IP

James French Treasurer Z

Steve Wilcox Secretary IP

Dan Altier Director Z

Steve Brandt Director IP

Shannon Hannon Director IP

Jerry Juncker Director Z

Dan Rice Director X

Others in attendance – Greg Babbitt - General Manager, Kim Dowell – Comptroller, and Lindsay Halcomb – Marketing.

1. Call to Order and Pledge of Allegiance – Meeting called to order by President Szymkowicz @ 9:00 AM and Pledge conducted.

2. Agenda Approval – Motion Director Hannon Support VP Colley Unanimous approval

3. Austin and Morton Township Reports – Austin Twp – None, Morton Twp update on Carriage Lane

4. Presidents Report – Update on the “Night of Lights” and reminder of Annual Meeting at 1:00 pm at the Castle

5. Financial Report – No Report

COMMITTEE REPORTS

1. ACC Committee – No Report

2. CLA – No Report

3. Community Restoratio Ad-Hoc –Recap of activities

4. Executive Committee – Update on Legal Issues, Update from Finance, Email received from a Member, Discussion on how to increase electronic voting, Continue to work on GM contract.

5. Finance Committee – Update on current status on Finance, Review

The new name for corewellhealth.org of Audit, Small claims are still in progress, Discussed the proposed Pro Forma budget and fee schedule, Update on the NorthStar project.

6. Strategic Planning Committee – No Report

GENERAL MANAGERS REPORT a. Amenity Usage Report – In packet b. Departmental Report – In Packet c. Reserve/Capital Project – update on various projects, Director Brandt updated on status of NorthStar. d. General Manager Committee Update – No Marketing Meeting, Compliance will meet at end of the Month, Restaurant will meet at the end of the month e. Miscellaneous Items – Amenity usage continues to increase, Restaurant usage is increasing. Report on deer harvesting, Kristin/Casey are busy with enforcement, Department heads are working on their budgets.

1. Consent Calendar – Approval of the Minutes of the October 22, 2022 Board Meeting

Receive & File the October 2022 Check Disbursements Motion Director Brandt, Support Director Hannon, Unanimous Approval

2. Member Comments on action or discussion items – None

3. Items for Board Action – None

4. Items for board discussion – a. 2023 Fee Schedule – Will be discussed at December Workshop b. Fiscal Year 2024 ProForma Budget – Will be discussed at December Workshop c. Golf Professional Contract –Will be approved at the December Board Meeting d. Maintenance Superintendents Contract – Will be approved at the December Board Meeting e. General Manager Contract –Will be approved at the December Board Meeting f. Liquor License Resolution –Motion to suspend the rules by Director Altier, Support Director Hannon Approved unanimously/ Motion to Approve by

Director Hannon Support Director Brandt Approved unanimously.

5. Member Comments – Dykens/HV 196 Road issues

6. Director Comments – Comments by Director Altier, Vice President Colley, President Szymkowicz

7. Member communications – Update on NorthStar, Road Snow Clearing Parameters, Amenity usage update.

8. Motion to Adjourn – Director Hannon, Support VP Colley

9. Moved to executive session – No Executive Session

Respectively submitted by Steve Wilcox, Board Secretary. (Minutes are printed as submitted.)

Board of Directors Meeting December 17, 2022 @ 9:00 a.m.

1. Call to Order and Pledge of Allegiance – Meeting called to order by President Szymkowicz @ 9:00 AM and Pledge conducted.

2. Agenda Approval – Motion Director Hannon Support Director Rice, Approve Unanimously

3. Austin and Morton Township Reports – None

4. Presidents Report – President Szymkowicz provided end of the year recap

5. Financial Report – No full report as we are transitioning to new software

6. ACC Committee – One new home approved and several small projects

1. CLA – Director Rice Provided information on upcoming activities

1. Executive Committee – President Szymkowicz indicated there was discussion on legal updates.

1. Finance Committee - Treasurer French provided updates on small claims, contracts, and Northstar

2. Strategic Planning Committee– No report

GENERAL MANAGERS REPORT a. Amenity usage report in packet b. Departmental reports in packet c. Reserve and Capital updates on and Lindsay current and planned projects and Director Brandt gave an update on NorthStar d. General manager Committees Update, the only committees to meet were Restaurants and BAG e. Miscellaneous items update on enforcement activities, Night of Lights, and winter sports park

– Marketing.

3. Consent Calendar – Motion by Treasurer Wilcox to approve the Minutes of the November 19, 2022 Board Meeting and to Receive and File the November Check Disbursements Support by Director Rice. Approve unanimously

4. Member Comments on action or discussion items – None

5. Items for Board Action a. MOTION BY TREASURER French AND SUPPORT BY DIRECTOR BRANDT TO RECEIVE AND ACCEPT THE ANNUAL AUDIT OF THE CORPORATION’S FINANCIAL STATEMENTS BY DOROTHY L. HOWARD, CPA, PLLC, FOR THE 2022 FISCAL YEAR ENDING MARCH 31 , 2022. APPROVED UNANIMOUSLY b. MOTION TREASURER FRENCH SUPPORT DIRECTOR HANNON WITH AMENDMENT FROM SECRETARY WILCOX AND SUPPORT FROM DIRECTOR BRANDT TO ADOPT THE 2023 FEE SCHEDULE, AS

ATTACHED AND AMEMNDED, FOR THE PERIOD OF JANUARY 1 ST, 2023 THROUGH DECEMBER 31 ST, 2023 APPROVED UNANIMOUSLY c. MOTION BY TREASURER FRENCH SUPPORT BY DIRECTOR RICE WITH AMENDEMENTS BY DSECREATERY WILCOX AND SUPPORT BY DIRECTOR HANNON TO APPROVE THE FISCAL YEAR 2024 PROFORMA BUDGET, AS AMENDED AND ATTACHED. APPROVED UNANIMOUSLY d. MOTION TREASURER FRENCH SUPPORT DIRECTOR HANNON

TO APPROVE THE EMPLOYMENT AGREEMENT FOR THE CLPOC GOLF PROFESSIONAL FOR THE PERIOD OF JANUARY 1 ST, 2023 THRU DECEMBER 31 ST , 2025. APPROVED UNANIMOUSLY e. MOTIONTREASRER FRENCH

SUPPORT DIRECTOR RICE TO APPROVE THE EMPLOYMENT AGREEMENT FOR THE CLPOC MAINTENANCE SUPERINTENDENT FOR THE PERIOD OF JANUARY 1 ST , 2023 THRU DECEMBER 31 ST, 2025. APPRVED UNANIMOUSLY f. MOTION TREASURER FRENCH

SUPPORT DIRECTOR HANNON TO APPROVE THE EMPLOYMENT AGREEMENT FOR THE CLPOC GENERAL MANAGER FOR THE PERIOD OF JANUARY 1 ST , 2023 THRU DECEMBER 31 ST , 2025. APPROVED UNANIMOUSLY

1. Items for board discussion – a. Audit Contract. Motion to suspend the rules by Director Rice support Director Brandt motion passed, Motion Director Rice Support Director Hannon to approve the contract for Audit service from DOROTHY HOWARD, CPA, PLLC, AS AUDITOR; to conduct the annual audit of the corporation’s financial condition as required by the governing documents for a period of three (3) years. Approved unanimously b. Grounds Maintenance and Mowing Contract. Motion to suspend the rules by Director Rice sup[port Director Hannon motion passed. Motion Director Rice Support Director Hannon to approve the contract for Classic Property Management for common area mowing and maintenance for 3 years. Approved unanimously

1. Member Comments – Richard Dykens HV 195/196

1. Director Comments – Comments from Vice President Colley, Director Brandt, Director Hannon, Secretary Wilcox, Director Rice and President Szymkowicz

1. Member communications – Advise members of Fee Schedule and Proforma Budget

1. Moved to executive session – none motion to adjourn Director Hannon Support Director Rice approved unanimously @ 10:04 am

Respectively submitted by Steve Wilcox, Board Secretary. (Minutes are printed as submitted.)