July 31, 2019 Board Meeting Highlights

The Board of Directors held its July meeting on July 31, 2019.  Bill Glock, President of the
HOA presided.  All Board members and Officers were present.   The regularly scheduled
reports from Assistant Treasurer, General Manager and Committees were accepted.  
The Board approved:
 
The Online Policy, with the addition of the following statement, at the request of the
Communications Advisory Committee Chair, to the “Purpose” section of the policy:
“To be a repository for easily accessible and comprehensive information about
the business of the Association.”
Background:  The Online Policy was developed and approved by the Communications
Advisory Committee and endorsed by the Covenants Committee.  It was posted for
Member Comments during the period May 30, 2019 through June 30, 2019.  The Board of
Directors held a Workshop/ Discussion session, to review the comments, on July 2, 2019. 
Certain Member suggestions were implemented and others were referred to the
Communications Advisory Committee for further review.  Upon approval, the Online Policy
will go into effect August 31, 2019.  The approved Online Policy will be filed in the
Association’s Depository located in the Worcester County building, located in Snow Hill, 
 
The Website/Online Policy Procedures.
Background:  The Website/Online Policy Procedures were developed by the
Communications Advisory Committee.  The procedures are designed to provide clear and
precise steps to ensure that the Association:
1. Maintains a website.
2. Secures a professional website consultant to build, maintain and update the website.
 3. Identifies the Board of Directors as the responsible party to assign a particular
staff member with the responsibility of uploading content and act as a liaison with
the consultant.      

The Snow Removal Procedures.
Background:  These procedures were developed by members of the Snow Removal Task
Force and the Board of Directors during the Workshop/Discussion sessions which
concluded on June 24, 2019.  They are designed to develop clear and precise steps for the
Association to take when dealing with snow removal of both Community and Members
property.  

The Clubhouse Terrace Lease for Friday, September 20, 2019.

The Clubhouse Grand Hall Lease for Friday, October 11, 2019
 
For the Association to authorize the Association’s Attorney, Jeremy Tucker, to
review, edit and act as the Association’s contact with Legum & Norman during
contract negotiations for the 2020 Financial Management Agreement between Legum &
Norman and the Association for an amount not to exceed $1,400.00.  This amount is
within budget and will be charged to GL#7020 Legal Services. 

Background: This authorization follows past practices of the Association.  Additionally,
utilizing a professional, legal contract negotiator will insure the best possible contract for
the Association.

The invoice submitted by Member, Peg Robinson for services rendered over an eight-
day time period, totaling, 41.5 hours, in the amount of $539.50. Charged to
GL#5195 Misc. Office Expenses. Background: This payment is an exception to the normal process.  During the extended vacancy period of the Association’s Clubhouse Communicator position, certain tasks and organization of the Clubhouse reception area had fallen into disarray.  The purpose of the authorization is to remunerate the Member for services normally provided by a paid employee that are above and beyond the normal scope of volunteer services provided by a Member.  

The appointment of Dawn Johnson as an Alternate Member of the Design & Review Committee with a term ending December 31, 2019.
 
The Board also:
 
Accepted the Covenants Committee Draft Due Process and Fine Policy revision.  This
draft policy will be available for Member comment during the period August 1, 2019
through August 31, 2019. A September date will be published for a Board of
Directors Workshop, to review and consider all Member comments.  Upon completion
of this process, the Board of Directors will consider the Due Process Fine Policy
Draft for approval at the September 25, 2019 Board of Directors Meeting.  The
Draft Policy will be forwarded to Attorney for review.
 
Established the Common Area Lease Task Force.  The Task Force is charged with the
responsibility to provide to the Board of Directors, any edits, modifications or
additions to the current Common Area Leases in order to ensure compliance with the
Clubhouse Usage Policies and Association Governing Documents.  The Task Force will
consist of at least 5 Members and a Chairperson and will report directly to the Board
of Directors.  Additionally, the Task Force will follow Roberts Rules of Order and all
Association Governing Documents in carrying out the meetings and responsibilities.
Upon completion of its mission, the Task Force will be disbanded.
Additionally, the following are appointed to the Task Force:
Chair Jim Ryan
Members Peg Robinson
Dawn Johnson
Susann Palamara
Chris Francone
Rosalie Harris
Board Liaison Linda Olsen

 Appointments to terminate at the conclusion of the Task Force’s mission, but no later
than December 31, 2019.
 Accepted and approved the Communications Advisory Committee’s Library procedure.   
The next Board Meeting will be held on Wednesday, August 28, 2019 at 9:30am.  All
residents are invited and encouraged to attend.