A Board of Directors Meeting was held on Monday, January 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.

Agenda

1. Call to Order Board of Directors Meeting / Establish Quorum
2. Homeowners Forum 
3. Approval of Minutes (management has not received minutes since July 17 BOD Meeting)
4. Financial Report (December, 2023)
   1. Better Clarification on Treasurer’s Report
5. Committee Reports & Charters
   1. Social (activities & dates)
   2. Landscaping (Suggestion for Chair – Briefing of known liabilities & discuss action plan
   3. ARC – Need volunteer to chair & committee members
   4. Communication – Johan to present update
   5. Committee Resolutions for Landscaping; Communication, Budget, AREC
6. Managers Report (no verbal reporting necessary as report follows agenda)
7. Unfinished Business
   1. Ratify vote to cancel Bay & Beach Landscaping
   2. Ratify vote to enter into contract with Brightview Landscaping 
   3. 2024 Proposed Revised Budget
   4. Ratify vote approving AREC for 3844 Church Point Road – Upgrade stairs & railing; replace front & garage door & gate fence & change deck & pool to stone
   5. Ratify vote approving AREC for 3924 Meeting House Road -Fence & Pool
   6. Withdrawn of formal complaints
8. New Business
   1. Compilation of a Preferred Vendor List  
9. Executive Session: As needed – Review Delinquency & CCR History Report.  Additionally, review of other items of confidential nature as needed.
10. Adjournment 

Documents

• Preliminary 2024 Budget

• Architectural and Rules Enforcement Committee Resolution
• Budget Committee Resolution
• Communication Committee Resolution
• Landscaping Committee Resolution
• Social Committee Resolution

Treasurer’s Report – January 22nd, 2024 (Based on 2023 data)

• Operating Checking Account:  $14,983.10
• Operating Reserve Account:  $27,829.15
• Replacement Reserves (RR):  $29,712.44
• Replacement Reserve Raymond James:  $75,642.87
• Subtotal Cash:  $148,167.56
• Accounts Receivable: ($331.83)
• Other Assets:  $1,584.56
• Total Assets:  $149,420.29
• 2023 Net Income/(Loss) as of 12/31/23:
  • Prior Years: ($33,313.10)
  • Current Year: ($5,531.20)
  • Total: ($38,844.30)

Additional Information:

Lack of Oversite, Accountability and Transparency from the Legacy Board.  Nothing in last year’s minutes indicating how funds were used or managed.

Invoices found and paid from Glinkx, another for a Site Survey, Contracts awarded to Bay and Beach Landscaping that was $32,000 more than the lowest bid that had a better scope of work, Contract awarded to Virginia Lake Management (Solitude) with exponential escalating costs, $10,500 in Misc Select Invoices, over $20,000 in legal fees, new general ledger expense accounts and padding of existing general ledger accounts.  

Resolutions:  Preferred Vendor List, Eliminate Misc invoices and those expenses charged 

Proper ledger account or newly created account (office supplies), access to Strong Room 

Invoice payment approval (completed), lower Select payment threshold and treasurer

Authorize payment.

Retention Pond Ownership, maintenance, and liabilities.

Minutes

Called to order at 6:33 pm. A quorum was confirmed.

Board members present:

• Gary Lauck, President
• Michael Gen, Vice President
• Amit Badiye, Secretary
• Don Degner, Treasurer

• Jill Albright – Select Representative

President’s Report

Mr. Lauck presided over the meeting and introduced the agenda. He familiarized the audience with the community newsletters which are available on the Church Point website at churchpointonline.com. Mr. Johan Goossens was introduced as the chair of the Communications Committee. He discussed the funding process for obtaining and maintaining appropriate software for the Communications Committee and to facilitate receipt of the Board minutes electronically.

Mr. Lauck introduced landscaping contract changes and new changes in the scope of work for the landscaping company (discussed in detail later by Mr. Degner in the budget review).

Mr Lauck mentioned that the Christmas Lights Decorating Contest was a great success. He also announced that the Holiday Party raised $400.00 for The Noblemen to help underprivileged kids.

Mr Lauck opened the discussion regarding expenses for the maintenance and repair of the easement and pond at the end of the road in the Mews which is on private property.

Mr Lauck introduced landscaping contract changes and new changes in the scope of work for the landscaping company (discussed in detail later by Mr Degner in the budget review). 

Mr Lauck mentioned that the Christmas Lights Decorating Contest was a great success. He also announced that during the Holiday Party, $400.00 was raised for The Noblemen to help underprivileged kids. 

Mr Lauck opened the discussion regarding expenses for the maintenance and repair of the easement and pond at the end of the road in the Mews which is on private property. 

Homeowners’ Forum

Homeowners applauded large folding signs displaying board meeting details on the day of the meeting. A homeowner requested to keep the signs up for a longer duration, but it was brought up that the signs are not made for inclement weather and could get lost or damaged if left out over multiple days. Mr. Lauck announced that going forward, the Board will meet every fourth Monday of the month (Jan through Oct) and reminded homeowners that all meeting details (including location and timing) are on the website. Mr. Degner stated that in the future, electronic documents and the churchpointonline.com website will be the preferred means of communication for the neighborhood.

Jill Albright was introduced as the new manager from Select Group and noted that Bob Garrett is no longer the POC for the community. Ms. Albright’s assistant is Crystal Doneff.

A homeowner had a question regarding HOA payment methods. Dr. Gen asked about the actual process to make online payments through the Select Group Portal and Mr. Degner reiterated that homeowners should use one primary email contact while doing financial transactions.

For future funding requirements of the Communications Committee, reimbursements for website costs willbeprocessedviaMs.Albright. AnewpaymentprocessisbeingcreatedthatwillgiveMr.Goossens more freedom and flexibility to operate the website uninterrupted.

Homeowners forum was closed at 06:48 pm.

Secretary’s Report

A motion was by Mr. Degner to proceed with approval of the minutes from the prior special board meetings held on Dec 7th, 2023 and Dec 18th, 2023 and was seconded by Dr. Gen. The vote carried unanimously.

Treasurer’s Report

Financials

Financial report and preliminary budget – Mr. Degner discussed the financial report and preliminary budget. Printouts of the Treasurer’s report were shared with the homeowners present. A copy of the detailed budget is available as an attachment on the website. He also discussed the Operating and Reserve accounts and shared a plan to conduct two workshops soon to educate the board and homeowners on the preliminary budget and to gather further feedback. Interested homeowners should contact the board for details of these workshops.

Reserve Study – Mr. Degner shared his observations and most importantly, noted that the association has been operating in the red (loss) for several years. He shared his ideas about how the funds can be optimized and proposed to host a workshop for homeowners to discuss the Reserve Study, highlighting the community’s assets and how to preserve them.

Prior years losses carried over were $33313.10. Current year losses were $5,531.20. Total financial assets available today are $149,420.29.

Mr. Degner provided several deep dives into past expenses, highlighting a general lack of oversight, accountability, and transparency in the past. As a case in point, the 2023 meeting minutes lacked details on decision making, with some just consisting of the agenda but no detail on what occurred during the meeting. There is little documentation regarding how money was used, spent, or how contracts were awarded. Regarding last year’s budget, it was approved without formal meetings and processes, and only via email. This board has a formal budgeting process.

Attorney’s fees – Attorney’s fees and documentation accounted for $27,000.00 in cost last year. Mr. Degner emphasized giving preference to the “needs” rather than the “wants” which will help the Board to keep the community assets in good condition.

Miscellaneous Expenses – Select invoiced the HOA $10,500 in misc. expenses in 2023. There were questionable charges for 383 folders charged three months in a row, use of Strong Room, copying fees, Glinkx (false invoice for domain name renewal at a cost of $284) and other expenses. Mr. Degner stated that the HOA should not receive misc. invoices and those charges should be posted under the correct ledger account headings rather than grouped as a total misc. expense. Select has credited the HOA for incorrect charges. Ms. Albright stated that Select will reimburse the money to the HOA if they could not recover the funds paid to Glinkx (it was eventually recovered).

Contracts

Landscaping – The contract awarded to Bay and Beach Landscaping, at a cost of $152,800 ($32,000.00 more than the lowest bid that included a smaller scope of work) has been cancelled. Legacy company BrightView was awarded a renewal contract for $118,547.04 and will have increased oversight by the newly constituted Landscaping Committee and the Board.

Virginia Lake Management – The current contract with Virginia Lake Management for maintaining the easement and retention pond next to the shopping center (Tap House) is under review due to an exponential escalation of costs last year.

Strong Room – is a software application to access, verify and pay invoices. In the past, Select Group was paying invoices without proper oversight. Mr. Degner will be one of the approvers and will serve as a checkpoint for approving payments over a certain dollar value to better safeguard spending of association funds.

Vendor’s List – Mr. Degner proposed to have a preferred vendors’ list for helping to minimize unidentified invoices – the Select Group does the background check for the vendors.

Easement and retention pond responsibility – the pond is located on private property next to the shopping center. Currently, the HOA takes care of the expenses as the decision has been passed by prior presidents to the next board. The Land developer and HOA had an arrangement where the HOA was made responsible for maintenance of the pond and the bridge when the community was handed over to the HOA. Mr. Degner is working on acquiring documentation to further clarify the HOA’s role in the maintenance.

Budgets

Adopted budgets – Mr. Degner discussed the budgets from 2022 and the new numbers he came up with. Proposed quarterly dues could be lowered to $145.00 from $200.00. The proposed budget workshops with homeowners will help further clarify the amount.

Tree and shrub maintenance – the board will need to have discussion for tree maintenance and associated liabilities. Mr. Degner discussed his concern about the overgrown bushes near the Mews entrance and the city property which we are maintaining as part of beautification.

Reserve Fund – Discussed the importance of raising the Reserve funding to offset operating in the red and why he recommended raising the expenses to $12,000.00.

Questions were raised about monthly/quarterly assessments. New assessment will be lower than $200.00. Mr. Degner will work with the Select Group to find the best way to credit the overpayment. A vote from homeowners will be needed to make a final decision. The late assessments were not charged for the first quarter pending final budget. Homeowners will receive new invoices once the new budget is established. The Select Group offers multiple ways to pay the assessments.

A motion was made by Dr. Gen and seconded by Mr. Lauck to proceed with approval of the Treasurer’s report. It carried unanimously.

Committee Reports and Charters

Mr. Lauck proposed a motion to approve the committee resolutions. This included Landscaping, Communications, Budget, Social and AREC committee. Dr. Badiye seconded the motion and it carried unanimously to approve the Architectural and Rules Enforcement, Budget, Communications, Landscaping and Social Committees.

Chair and Vice Chairs were mentioned for these Committees – Mr. Vaughn and Ms. Manns (Chair and Vice Chair Landscaping). Mr. Goossens (Chair Communications). AREC chair is selected and will be announced soon. Carrie Lauck will chair the Social Committee, and Mr. Degner chairs the Budget Committee. Volunteers were solicited for these committees.

Manager’s Report

Managers’ report was discussed. Ms. Albright invited questions from the board and homeowners. Information previously requested from Mr. Garrett has still not been received. Ms. Albright will investigate and provide answers.

Unfinished Business

Mr. Lauck proposed the following motions:

• to ratify the vote to cancel the contract awarded to Bay Beach landscaping.
• to ratify the vote to award a contract to BrightView Landscaping.
• to ratify the vote approving AREC for 3844 Church Point Road – upgrade stairs & railing; replace front & garage door & gate fence & change deck & pool to stone.
• to ratify the vote approving AREC for 3924 Meeting House Road – Fence & Pool.

All motions were seconded by Mr. Degner and carried unanimously to approve.

Withdrawal of formal complaints – all legal complaints against the HOA by homeowners have been withdrawn.

New Business

Board member elections – Mr Lauck noted that all current board members were elected at the same time. In accordance with the Bylaws, 2 officers are elected to serve a 2-year term and the other 3 officers are up for election the following year also serving a 2-year term. To get back in sync with the intent of the Bylaws, the President and Treasurer will start a 2-year term and will be up for re-election in 2025. The other board members will serve a 1-year term and are up for re-election in 2024.

Executive Session

Mr. Lauck proposed a motion to adjourn to Executive Session at 7:44 pm. The motion was made by Dr. Gen and seconded by Mr. Degner. It carried unanimously.

A motion to adjourn the executive session at 8.14 pm was made by Dr. Gen and seconded by Mr. Degner. It was agreed unanimously.