During the 2023 Annual Homeowners Meeting, a completely new board of directors was elected. To ensure the new board hit the ground running, a special Board of Directors Meeting was held on Thursday December 7th, 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
- Introduction/Welcome
- Announcement of Officers
- Roll Call – Proof of Quorum
- President’s Report
- Treasurer’s Report
- Communications
- Topics Missed at Annual Meeting
- Committees
- Additional Discussion
- Adjournment
Minutes
Called to order at 6:36 PM. A quorum was confirmed.
Board members present:
- Gary Lauck, President
- Michael Gen, Vice President
- Amit Badiye, Secretary
- Don Degner, Treasurer
- Jack Timms, Assistant Treasurer
Not present:
- Select Group RepresentaRve
President’s Report
Mr. Lauck presided over the meeting and provided a President’s Report which included the introduction of Board members and their positions as agreed upon via an email vote on Dec 3rd. Mr. Lauck introduced the agenda, noted that homeowner questions were welcomed and that the Board would allot time for a homeowner Q&A at the end of the meeting. Mr. Lauck noted that the critical issues to address at this meeting included the increase in dues and the budget approved and implemented by the former board. Mr. Lauck turned the meeting over to Mr. Degner, to provide the Treasurer’s report.
Homeowners’ Forum
No homeowner’s forum – questions were taken at the end of the meeting.
Secretary’s Report
None. There were no minutes for approval.
Treasurer’s Report
None. Please refer to New Business for additional information.
Unfinished Business
None
Manager’s Report
None
New Business
Mr. Degner is reviewing copies of contracts executed by the former board and financial commitments. Mr. Degner provided an overview of the landscaping agreements and information learned as related to the former board’s RFP process in selecting the new landscaper. Mr. Degner noted that it remained unclear as to why the new landscaper was selected given their fees were significantly higher, their scope of work appeared to include less and there were other bids which provided more services at a lower rate.
Discussion ensued as to the process used to select this new vendor and questions were raised as to why the contract that was entered into looked to overlap with the current landscaping agreement, possibly causing the HOA to pay for two landscapers over the same time period. Questions were also raised as to whether the services noted in the landscaping agreement were being provided during recent months. The Board directed that information be sought from the landscaping company and Select Group to further understand and resolve these concerns so that the Board may consider future action as related to landscaping and the budget.
It was the Treasurer’s recommendation that the budget be reviewed given the increase was already in effect for January 1, 2024, and that HOA members remit payment as previously directed and the Board agreed.
Meanwhile the Board will review the budget, gather executed contracts, evaluate financial commitments made and expenses incurred. Plan is to complete the Treasurer’s review in the first quarter of 2024 and that the Board could then consider changes to future HOA dues.
Discussion continued on other financial matters including expenses such as legal fees. It was noted that, to reduce legal expenses, Select Group had been directed to seek Board approval and direction prior to communicating with and directing outside counsel legal work on the HOA’s behalf. The Board noted that Mr. Garrett affirmed the Board’s direction.
Motion to accept the Treasurer’s Report made by Michael Gen, 2nd by Jack Timms. Motion unanimously carried.
The Board noted that while there are several pending matters needing resolution, that it would be best to immediately focus on the critical financial matters, gas lamp enforcement and communication concerns.
A motion was made by Michael Gen to appoint Johan Goossens as communications Committee Chair and Vanessa Gildea as community adviser to work with third party vendors, including legal counsel, on behalf of the Board and reporting back to the Board. The motion was 2nd by Amit Badiye and unanimously approved.
Mr. Goossens provided a recommended communications strategy and discussed the formation of the Communications Committee. The Board expressed their desire for transparency and the need to share with the HOA the minutes of meetings, the need to gather HOA member input and the desire for collaboration.
The Board directed that minutes be added to the HOA website and that email addresses for the Board be created and posted on the website so that members could reach out as needed. The Board also discussed the need to move to electronic communications and the cost savings benefit as well as efficiencies. Discussion ensued and a plan was put in place to explore next steps and the requirements of electronic notice.
The Board continued with a discussion of topics not addressed at the Annual Meeting. Michael Gen made a motion to withhold enforcement of the Declaration requirement that HOA members have a gas lamp. Don Degner 2nd the motion and the vote carried unanimously. The Board noted in this motion that other provisions of the Declarations, rules and restrictions remained in place as it was their desire to preserve the home owner’s duties to maintain homes within the HOA pursuant to those standards, but that given the community outpouring of concern on this matter and expenses homeowners were incurring to resolve prior enforcement notices related to gas lamps, the Board wanted to quickly resolve the issue.
The Board also noted that it would consider necessary updates to the governing documents, including removal of the gas lamp provision as well as other governance matters which may be required but would do so with the collaboration and approval of homeowners at future meetings.
Motion to adjourn the meeting at 8:22 PM. Made by Amit Badiye, 2nd by Michael Gen, and carried unanimously.
Respectfully submitted by:
Amit Badiye
Secretary, Church Point BoD
Prepared by:
Gary Lauck
Michael Gen
Submission Date: January 20, 2024