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SAPOA |
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July 13, 2007 Board Meeting |
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.MINUTES SAPOA BOARD MEETING JULY 13, 2007 Diamond Point Firehouse The Board Meeting was called to order by President Gary Getch, at 7:00 p.m. on Friday, July 13, 2007, at the Diamond Point Fire Station. Present: Gary Getch, Annemarie Montera, Marty Tipton, Ben Schrenzel, Barry Olson and Keith DeStefano. There were four members of the Association in attendance as well. Minutes: Minutes of the last board meeting were reviewed by the Board and members of the audience. Annemarie made a motion that we accept them as written. Seconded. No further discussion. Minutes approved. Treasurer’s Report: Annemarie presented the treasurer’s report (see attached), it’s self-explanatory. We are on the plus side for our budget. We are not in danger of going over. And a lot of that is because the current board is able to get copy costs reduced by having the printing done by Annemarie’s company for cost. We are doing the stuffing, labor, etc., not sending the items out. We have to be mindful that future boards will not have this luxury and need to budget accordingly. As far as Mussel Beach Road goes, the road is ours. We now have a maintenance fund for the road. Whatever we end up with in unrestricted funds, will be the maintenance fund for big items. We have a $2,000 budget for minor repairs. Big items are new signage, a new gate, etc. Marty asked if that money was in an interest-bearing account; it is in a money market account. We can’t do anything with that account because of the $4,000 is in an escrow. There is $4,000 of the MBR account that is in “Escrow”, meaning the bank is aware that we cannot touch $4,000 of the funds as that is held for the Land Aquatic Lease in lieu of a bond. Technically, the monies in this fund cannot be used now, except for the “finishing touches” to the original project, such as signage, gate and safety lines or barriers since the road is now done, without the vote of the membership since anything else we do to the road would be a “new project”. All R&M is limited to the $2,000 in the approved budget). In the combined income statement, you will see that our net profit/loss (should state just “loss”) has to do with the fact that the money was spent on the road project. There is a report that summarizes the Mussel Beach Road which she will give out at the general meeting showing the costs. $221,453.63 that was spent on the road. If anyone wants to see the more detailed one, she will show them, but she’s not preparing the more detailed one for everyone. Bottom line is the road is done. It’s in good repair, we can use it and this is what it cost. The only other thing to report for the Treasurer is the delinquency report; there are a few people on the delinquent list, some we know they are sending their payment in. As of 7/6/07, we have 38 who are delinquent for 2006-2007. We have 9 other delinquents for 2004-2006, and 5 other delinquents for 2002-2004. We have about $6,400 in delinquent dues. The bills for dues had just gone out and Annemarie has only gotten a few calls: one was a missed deposit (our mistake) and the other was owner responsibility. Under the item “returned dues” there were a couple of current owners of Sunshine Acres who bought other lots within Sunshine Acres and had paid their dues and now they own an aggregate of lots so dues had to be returned to them. And sometimes double dues has been paid so dues is returned. Gary asked for further questions on the Treasurers report. There being none, we moved on.
Old Business: Agenda for the General Meeting: Shelley Taylor Morgan from Predictable Tax Initiative will be in attendance. We’ll have her on first before general meeting. It would be good to limit questions and answers; she’ll present the website for further information, etc. The budget ballot report will also be on the agenda, minutes, treasurer’s report, Mussel Beach status. Further discussion about the road, safety, picnic areas, possibly foldable tables/chairs that can be rented from SAPOA for folks who would want to have picnics. Something to think about. Discussion about possibly planting clamming beds. Lots of possibilities for the beach area now that the road is done. If anyone at the general meeting has complaints about the road, they are to put them in writing to the board. Anonymous letters will not be dealt with. Also on the agenda will be a by-law report by Vicki Taney. She’s going to hit only the high points, explaining that the committee is done, it has to go to the attorney for review. Discussion from members in attendance about the procedure (the committee reports to the board and then it goes to the attorney for review). The by-laws really need to be changed. There is a by-law committee and changes need to be made on an annual basis for things that need to be tweaked. There will not be a chance to discuss these changes at the general meeting. Members would need to have the entire changes in front of them to do so. It was suggested that we have a by-laws meeting for those members who are interested to attend. We are supposed to be talking about the agenda for the general meeting and will table any further discussion about the by-laws changes. The by-laws committee has done a wonderful job at making the changes. We’re continuing on with the agenda. Nominations for the upcoming election will also be on the agenda. Hopefully we will get nominations from those in attendance. We will need to have all nomination information immediately at the SAPOA meeting. Discussion about the ballot and how many people to vote for. There will also be staggered terms. We need to remind members that we are acting under the current by-laws and not the proposed ones. Further discussion on timing of the ballot going out to the members. It will be discussed under new business. Anything else on the agenda? The Long House Deli for the new Seven Cedars Resort will be giving us flyers to find out what kinds of items to have at the Long House. Neighborhood Watch – no one has heard from the representative for a while. Old Business would be the budget report, Mussel Beach Road, by-laws changes. Nominations would be under new business. Architectural reps will be placed under old business. Rusk is setting up the potluck. Members from the board will be there early to help out also. New Business: Written/Oral Communication: Gary received a letter from the Casino about the Long House and store, what kinds of products to carry. They just want input on what kind of store we would like to see. There were some notes about the dues, all were positive, good job, etc. Bill for $82.82 from Ev Stauffer for work done on the road. Since it’s under $100, no need to approve. Letters re trees, one from Plat 3 (thinks it’s being handled between the two parties – hasn’t heard anything back yet), and the other from Plat 6 & 7. Trees are growing in front of their houses. We have no police power, but a letter will be sent from SAPOA. Will probably have to go to mediation/arbitration. Discussion about whether or not the complainers contacted the complainees. There has been some verbal contact without much success so the next step is being taken. Discussion about “natural” trees or “planted” trees. A lot of those trees were not there when they bought their lots. Many of the trees were volunteers. There was a discussion of the covenants and what they encompassed. Further discussion about the architectural reps for the plats. Woody Hill is the current rep for Plat 6 & 7. Gary has prepared a letter to be sent to the errant tree owners. [Many people talking at the same time.] Keith asked if the board had enforcement authority; no we don’t. If a property owner has a problem with another property owner, the recourse is for the 3. individual member to take the other owner to court on their own. The court will enforce the covenants if they can be interpreted. Marty asked if someone from the board has gone to the homeowners and tried to clear up the issue. What has past practice been? Could we try face-to-face first and offer to mediate. It would not be binding and if either party didn’t like the outcome, they could sue the other. Extensive discussion about this issue. The Board needs to encourage the plats to get together and go through their covenants. Discussion about getting the plats to sit together at the general meeting. Perhaps if we kept the tables set up after the luncheon, the plats could sit together. Keith de Stefano is going to have a flyer for the people from his plat to get together to discuss the covenants. That will go on the agenda under architectural reps/covenants of plats. Further extensive discussion from members about what their individual plats would like to have, get more community involved. The arch rep is supposed to represent all of the homeowners. Is there a list of the reps? Yes, it is on the website. Will the reps be at the meeting on Sunday? General consensus was no. Some will, but not all. Further discussion about not all owners are living in the community. There are renters. You need 66% of the owners in a plat to change covenants. Other Comments: Most of the comments were written above. Gary will send letter to the members re the tree issue. Adjournment: Ben Schrenzel made a motion to adjourn. Seconded, no further discussion, motion passes. Meeting adjourned at 7:46 p.m. Respectfully submitted, Martha A. Tipton Martha A. Tipton Secretary Approved September 14, 2007 |