A Board of Directors Meeting was held on Monday, April 22nd, 2024 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.

Please note that although the address for the Church Point Manor is 4001 Church Point Road, the entrance to the Cellars is actually around the corner on Meeting House Road.

Agenda

1. Call to Order Board of Directors Meeting / Establish Quorum
2. Homeowners Forum 
3. Approval of Minutes from March, 2024
4. Financial Report March, 2024
5. Committee Reports & Charters
   1. Social Committee (activities & dates)
   2. Landscaping Committee (minnow restocking; BrightView Reports)
   3. AREC
   4. Communications Committee
6. Managers Report (no verbal reporting necessary as report follows agenda)
7. Unfinished Business
   1. Tree Removal in CP common area abutting 1704 Thoroughgood Drive
   2. BrightView landscaping/trimming at Church Point entrances – scheduled?
   3. Church Point Garage Sale (May 18) 
   4. Pond fish replenishment – results of inquiry
   5. Insurance coverage for pond/common area
8. New Business
   1. Regulation of Church Point events in common areas
      • Church Point and Thoroughgood Wellness Day event (Jun 23)
      • Spring Sports Clinic
   2. AREC for new fence 1704 Hungers Parish
9. Executive Session: As needed – Review Delinquency & CCR History Report. Additionally, review of other items of confidential nature as needed.
10. Reconvene in Open Forum and vote on any items addressed in executive session.
11. Adjournment

Minutes

Called to order at 6:30 pm. A quorum was confirmed.

Board members present:

• Gary Lauck, President
• Michael Gen, Vice President
• Amit Badiyeh, Secretary
• Don Degner, Treasurer
• Jack Timms, Vice Treasurer

• Jill Albright – Select Representative

Homeowners’ Forum

In response to a homeowner question, Vanessa Gildea’s position as voluntary legal adviser to the board was explained. As an adviser, she cannot attend the executive session of the board meeting. She will remain in the advisory position. The homeowner requested a written response which will be provided by The Select Group.

Discussion regarding homeowner block parties. Reviewed city noise ordinance and city laws to avoid blocking traffic.

Questions raised about the landscaping scope of work and the planting of annuals.

Concerns regarding information that was posted on the website that could be deemed opinion and divisive. Appreciation was expressed for removing the information from the website.

Discussion from the board encouraging homeowner involvement. Multiple positions are available to work with the HOA board when managing our community. 

Secretary Report Approval of minutes March 2024 

Motion for approval of the March 25, 2024, minutes. Motion made by Gary Lauck, 2nd by Jack Timms, motion approved unanimously.

Financial report 

Mr. Degner reviewed his extensive work reviewing the financials dating back to the prior board. Understanding the information was complicated by lack of minutes or history from the prior Board. Maintenance work approved to be completed in FY23 was discovered through a sizable invoice recently paid. This will greatly affect the current budget. Mr. Degner reviewed minutes dating back from 2004 for HOA historical information.

Mr. Degner answered homeowner concerns regarding a budget shortage. The Budget committee comprised of 7 homeowners that meticulously reviewed each ledger line item and compared them to past budgets and expenses. The final budget was unanimously agreed upon by the committee. Some expense reductions came from lower Attorney fees, the beautification projects trimmed and other inflated expenses to reduce the budget and lower the quarterly assessment. The Reserve study obligations were also reviewed. 

Board acknowledged and thanked Mr. Peter Burke for his contribution of providing the Reserve study which was free of charge. Mr. Peter Burke acknowledged that he was not charging for the work. The invoice was canceled.

A motion for adopting the financial report was made by Gary Lauck and seconded by Michael Gen. The motion was approved unanimously. 

Committee Reports;

Social Committee – Various activities and dates are being scheduled. Calendar was approved and will be updated on website. Mistakes on the calendar corrected. Upcoming Holi festival celebration was discussed. 

Landscaping Committee: Proposal from Smith Tree Services to remove trees was discussed. Issues with trees at Muse entrance was discussed. We are awaiting quotes from arborist. Homeowners were encouraged to take pictures and upload on the website regarding issues with common area, landscaping, and bridge at the end of the community connecting shopping center. More volunteers invited to join landscaping committee. 

Plan for a pollination and butterfly garden was discussed and Johan Goossens’ wife will be instructor for the same. 

This committee will be addressing issues in common areas only. 

AREC: Board is still looking for volunteers on this important committee. Interested homeowners are encouraged to reach out to the Board. Board is planning to revamp the rule and committee and make it more UpToDate.

Communications committee: Johan Goossens mentioned highlighting the landscape of the month on the website. He discussed the Opt-in, Opt-out communications process. 30% of the homeowners are currently utilizing electronic communication. He would like to add agenda to notification and give notification at least more than 24 hrs ahead of time. Social calendar and board meeting schedule was updated. Contractor recommendations and reviews will be a moderated forum. 

Managers Report: 

Manager report was discussed. Ms. Albright invited questions from the board and homeowners. 

Unfinished Business

1. LIABILITY FOR THE BRIDGE – All the documents since 1992 are posted on website. There is a restrictive easement on that property. The developer wrote agreement to protect the homeowners and the bridges and retention pond are responsibilities of HOA. It will need to be inspected and maintained. Recent repairs were discussed.
2. Tree removal discussed with updates from landscaping committee. 
3. BrightView scope of work including tree trimming was discussed.
4. Community Garage Sale will be held on May 18^th (CHKD trucks will be coming at 1 pm – for large stuff call them ahead of time) .
5. Pond fish – minnows have been restocked .
6. We have insurance coverage for the bridge, retention pond and common area.

New Business

Regulation of Church Point events in common areas:

Church Point and Thoroughgood Wellness Day event (Jun 23) 

Maria Babb discussed her proposed event at the Gazebo planned on June 23^rd and overall planning of the event, the master plan and vendors involved. 

Board agreed that this could be a great event for the community however the bylaws prohibit any commerce on common grounds. Also, when people from outside communities are invited by herself or other vendors the Board needs to know for regulatory purposes. This is to protect the interest of other homeowners at large. Board also requested a firm clean up plan after the event. Mrs Babb offered to send a list of responsible people. The liability and insurance coverage for such event was discussed. Board requested to ask the HOA’s insurance company and underwriter to verify coverage for such events. Board gave example of events at Manor house where they supply and keep liability insurance for every public event they host. Mrs Babb was also requested to explore such liability insurance for the event she intends to host. 

Discussion ensued about how posting on Facebook can make it a public event as currently there are more than 900 followers. Homeowners have a right to use the common areas but that there should be respect to other homeowners and should be within the regulations. Board suggested to get a master liability policy for the event. Question was asked whether the event can be rebranded as Church Point Wellness festival and just advertised to Church Point community with the hope that only Church Point people will come. Discussion ensued about getting insurance details first before moving forward. 

One of the homeowners made recommendation to the Board to come up with Guidelines for using common areas and hosting events. Goal is to maximize the use and minimize rules and liability. Vanessa Gildea was asked to draft a policy that can be applied uniformly.

Spring Sports Clinic – Mrs. Amanda Skiff discussed her request to run a youth program for the kids in the neighborhood. They had done similar program before with Soccer. This program will be for elementary school kids. The event will be Church Point exclusive. They will have trained instructors, background checked and with own liability insurance to work with the kids. They do not intend to make money on the event and want children to have fun through the vehicle of sports. This will be hosted two days of a week for four weeks and will also allow parents to interact with each other. Marketing will be by word of mouth and via Facebook and registration will be limited to Church Point children. Board requested insurance coverage for the event to approve the event. Board reiterated the bylaws and to keep in mind that we cannot be using common areas for conducting commerce. 

Executive Session:

Motion to adjourn the meeting to executive session by Michael Gen, seconded by Gary Lauck with unanimous approval at 813 pm.

Adjourned from executive session at 8:18pm.

Motion to approve AREC request made by Gary Lauck seconded by Michael Gen and unanimously approved. 

Meeting adjourned at 9.04 pm.