Officer’s Meeting minutes approved

Financial Summary:

• Savings – unchanged since officers
• Checking – 11078.78
• Collected another $400 in dues during Jan
• Collected $2100 in slip fees and deposits since last meeting
• $8 BGE bill since Dec
• Carrie recommends moving more than $5000 to savings since balance is higher
• Regarding a separate account for the pier expenses
  • Need to be in person to open account
  • Normally Treasurer and VP are signers
  • Federal regs now require a Controller to be designated, that will be Tom as pres
  • Carrie and Greg will coordinate to visit the bank to open the account
  • Benefit of the new account is to keep pier finances separate
• Regarding recommendation to invest savings
  • Carrie recommends keeping it in something non-volatile
  • The balances are relatively low and won’t allow for much return on investment
• Regarding routine account updates
  • Email is a suitable “official” communication
  • Carrie is ok with sending out regular email updates
  • We need to confirm contact info for everyone
    • Jason will send an email to everyone
    • Any non-responses, Jason will contact to get info

Old Issues

• We have reached out to our county representation about the eroding driveway to request they come out and fill in the missing material.  Request has been acknowledged, but no additional movement.  Carrie and Joe will reach out once a month to keep bugging them.
• Carrie and Joe found a replacement life ring at minimal cost for the pier.  They will order it and install it so we’re in compliance with county regulations.  The new one will have a permanent attachment to hold it in place during weather.
• New house has 3 gutters pointed to the common property driveway.  We have concerns about that helping to wash out the road.  Joe has reached out to the county to discuss, but has not heard back yet.
• Concerns about the condition of the neighborhood sign remain.  Everyone agrees that it is in need of repair and either needs to be fixed or removed.  We have confirmed that the sign is on a piece of property that is reserved as community property.  Complete replacement would be very expensive.  It can be repaired/fixed up with a bit of community work.  Appears to need some wood replaced around the top.  Also need to decide what to do with the plants around it.  Since many neighbors are missing from the meeting, we will communicate that we want to vote on the future of the sign at the next meeting.  This will give those absent the opportunity to attend or submit a proxy vote.  Noted that there has not been an ongoing cost for upkeep.  Work has always been done by the community members with plants and basic materials (paint) being provided by the HOA. 
  • Motion presented by Carrie to table the official vote until the next meeting, seconded by Greg.
• We are having some erosion along the water at the pier.  Question whether there is interest in investigating adding stone to the shore line to help preserve that. 
• Overall, we’d rather do work ourselves whenever possible to save on expense. 
  • Could do much of our to-do list:
    • Shed
      • Repair the roof
      • Replace the floor
      • Replace 1 window
      • Paint the exterior
  • We will organize work parties during meetings in the spring
• Interest in building a kayak rack
  • Cost will be some lumber, work will be done by the community
  • We will need to have a liability waiver
  • Also expect a small rental fee per year
  • Suggestion to table the issue until the shed repairs are done
• The gazebo also needs work, the structure is not 100% stable.  Minimal materials and effort to stabilize.  The roof also needs to be replaced.  Not a big roof, but the HOA would need to pay for materials.
• Priority order of projects:
  • High – Sign, shed, gazebo
  • Low – Kayak rack

Elections

• Plan on having board elections in June
• Need to put a notice on the web site
• We will take nominations during a meeting around May
• We will post on the web site and email in April to ask for nominations
• In the past each candidate needed to be nominated and seconded
  • We will need to vote on whether to keep that process or make it a volunteer nomination
• Reminder that we can only have one officer per household
• Votes will be done in person in June.  Absentee votes will need to be  submitted via email to the officers or mail to the president.  

Updates to Bylaws and Covenants

• Greg has found an early version of the documents
• He has gone through the meeting minutes and compiled updates since that early document

Next meeting

• March 9th (second Tuesday) 7:00pm
• Plan on quarterly meetings, except for May to allow for officer nominations