MEMBERS PRESENT: Lorraine DeVaux, Mickey Meza, Howard Raff, Sandra Weymouth, Jerry Schlessel. Sandra Weymouth was in the Chair.
STAFF PRESENT: Jim Hoyt, Customer Service Manager
The Meeting was called to order at 6:00 PM
The Board of Directors took the following actions:
President's Report:
• Announced change to agenda structure which will now include ‘orders of the day’ for any topics which arise between the publishing of the agenda and completion of the meeting
• Formed an ad-hoc Compliance Committee to review contracts, establish consistent contract templates, maintain calendar of important renewal dates, bulk purchasing with neighboring communities etc. – Seeking Volunteers for this committee
• Rescheduled June Board and Owners’ Meeting to June 11, 2023, so as not to conflict with Father’s Day.
Treasurer’s Report:
• Approved the Treasurer’s Report for January 2023.
New Business:
• Approved minutes for January 18, 2023, Board of Director’s meeting.
• Approved motion to disallow the use of credit cards for payment of HOA dues.
• Approved adoption of proposed painting contract put forward by EMOC.
• Approved motion to transfer/invest additional $200,000 from reserves into money market fund operated through Morgan Stanley.
Committee Reports:
• EMOC: reported on the approval process to relocate new shed from front fire pit area to the spot near the exit gate where the temporary shed currently exists.
• Entertainment: all the bands for the season have been booked and event/dates have been identified.
• HR: Developing new staffing plan (with Jim and the Board). Close to finishing employee manual. Once staffing plan is complete, job descriptions will be finalized, and job postings will begin.
• Investment: Investments in good order. Current rates are at 4.5-5%
• IT: Working on PCI compliance relating to credit card use. Security assessment complete. Firewall needs to be scanned and passed. Standard Operating Procedures (SOPs) in the process of being written and standardized. Working on working on a transition plan for consolidating Google Workspace back into Office365.
• Rental: Currently at 26% occupancy booked of available rental dates. 16 Association rental agreements are in place, 2 more Association rental agreements are pending for owners who will be closing soon on their cottages; 3 independent contracts in place. 5 additional prospects are in discussions. Owner portal should be rolled out in March. Software training and SOP documentation high on priority list.
Homeowner’s Forum:
• Query re-raised regarding the status of speed bumps, noting they are difficult to maneuver and tolerate with golf carts. Mickey explained that the Safety Committee will review when on property for the April cleanup date.
The Board of Directors Adjourned to Executive Session at 7:21 PM. Executive Session commenced and adjourned at 7:54 PM.
Minutes respectfully submitted,
Lorraine DeVaux, Secretary