A Special Board of Directors Meeting was held on Monday December 18th, 2023 at 06:30 PM in the former Cellars Restaurant at the Church Point Manor. All Board of Directors meetings are open to HOA members of record.

Agenda

• Call to Order
• Approval of minutes from December 7th, 2023 meeting
• President’s Report
  • Christmas Lights at Entrance
  • 2024 Board of Directors Meeting Schedule
• Treasurer’s Report
  • Contracts and Budget
• Communications
  • Briefing on opt-in/opt-out notification system
  • Budget requirements for website and communication platforms
• Committee Establishment Resolutions
  • Discuss and Vote
• Executive Session
  • Architectural Review
  • Discussion with Director of Community Management, The Select Group
• Adjournment

Minutes

Called to order at 6:46 PM. A quorum was confirmed. 

Board members present:

• Gary Lauck – President
• Michael Gen – Vice President
• Don Degner – Treasurer 
• Jack Timms – Assistant Treasurer
• Amit Badiye – Secretary
• Jill Albright – Select Representative 

President’s Report 

Mr. Lauck presided over the meeting and provided a President’s Report which included a review of the prior Board meeting, the establishment of a Communications Committee and the Board’s progress in getting up to speed on the financial commitments made by the prior board. 

Mr. Lauck further provided an update on the HOA holiday lights as well as the 2024 Board meeting schedule which has not yet been finalized. Jill Albright, Partner at Select Group was present and was introduced by the Board. Mr. Lauck also noted that homeowner questions were welcomed and that the Board would allot time for that at the end of the meeting. 

Homeowners’ Forum 

No homeowner’s forum – questions were taken at the end of the meeting. 

Secretary’s Report 

Approval of minutes from the Dec 7, 2023, Special meeting was withheld until the January 2024 meeting to allow for additional information to be included. 

Treasurer’s Report 

None. Please refer to Unfinished Business for additional information. 

Manager’s Report 

None 

Unfinished Business 

Mr. Degner provided a recap of his report from the last Board meeting, noting that he was able to obtain copies of contracts executed by the former board and was in the process of reviewing financial commitments. Discussion ensued as to the landscaping agreements and the RFP process the former board used in selecting the new landscaper. Concerns were raised as to the higher fees and decreased scope of the selected landscaping company as compared to other bids received by the former Board. Discussion ensued as to reissuing an RFP for landscaping services and the plan on how to handle the former board’s already executed contract. 

The Board directed for Select Group, through Ms. Albright, to re-issue an RFP for landscaping services. Motion made by Michael Gen, 2nd by Jack Timms, and carried unanimously. 

Ms. Albright was directed to outline a standard scope of work and moving forward, will assign a Select Group representative to manage the landscaping vendor, including ensuring that services for which the HOA pays for are indeed received. Specifically, Select Group will survey the community at least monthly to ensure services are provided and landscaping maintained. Select Group will work with the landscaping company to address any deficiencies and will report back to the Board. 

The Board asked that Mr. Degner and Ms. Albright convene and report back on current accounting services commitments as well as alternative potential proposals. Mr.Degner continued with a review of the current financial commitments and HOA expenditures. Mr. Degner noted the prior board’s significant increases to the HOA budget in areas including the 58% increase in dues, an increase in management fees, insurance, legal fees, auditing fees as well as the previously discussed landscaping fees. 

Concerns were raised as to the Beautification Project line item added to the Budget by the former Board. 

Further discussion continued as to items classified as “miscellaneous.” The Board requested that Ms. Albright through Select Group provide an accounting of these items as well as a general ledger so that the Board would have clarity as it revisited and proposed a new budget. Once this information is received, Mr. Degner indicated he would provide a Treasurer recommendation for a new budget in Q1 2024. Mr. Degner reminded all that while the budget is under review, the HOA dues increase had already been implemented by the prior Board and was due and payable by homeowners, until such time as the Board is able to receive and review budget commitments and reissue a new budget. Mr. Degner noted that the Board could then consider future credits as well as readjustment of the budget and dues during that time. 

Discussion ensued as to the communication plan for the HOA in its effort to transition from physical mail to electronic. Mr. Goossens provided an update from the Communications Committee as related to the HOA website, Facebook pages and plans to deploy an email/SMS program for further HOA communication. Discussion continued and the Board asked that Mr. Goossens and Ms. Albright convene to provide a report and proposed communication plan, including a proposed budget, for the Board’s consideration at the next Board meeting. 

The Board voted to accept the Communication Committee’s request to proceed with an electronic communication platform. Motion made by Don Degner, 2nd by Michael Gen, and carried unanimously. 

Ms. Albright agreed that payment of the website going forward would be handled via the Select Group. The Board also received the Communicatton Committee’s proposed resolutions and took them under advisement, deferring approval until a later date. 

New Business 

None 

Motion to adjourn the meeting to Executive Session at 7:52 PM. Made by Amit Badiye, 2nd by Michael Gen, and carried unanimously. 

Executive Session 

Reviewed AREC submissions. 

Motion to adjourn Executive Session and return to regular meeting at 8:15 PM, made by Don Degner, 2nd by Jack Timms. Motion carried. 

The Board voted to accept and permit the architectural request from Mr. Akhil Jain. Motion made by Michael Gen, 2nd by Jack Timms, and carried unanimously. 

A Motion to adjourn the meeting at 8:45 PM was made by Don Degner and 2nd by Amit Badiye. Motion carried. 

Respectfully submitted by: 

Amit Badiye
Secretary, Church Point BoD 

Prepared by:
Gary Lauck
Michael Gen 

Submission Date: January 20, 2024 

Next Board of Directors Meeting to be held on January 22, 2024