REGULAR MEETING

THURSDAY, NOVEMBER 17, 2011

At THE GULF BEACH BAPTIST CHURCH

MINUTES 

In attendance were board members Gus Martell, Jerry Hall, Ray Lake, Bob Henry, Bob Gilbert, and board treasurer, George McNitt.  Several other homeowners were in attendance at the meeting as well as the board attorney, Bill Henry.

The meeting was called to order by board president, Gus Martell at 6:32 P. M.

·        President Martell started the meeting by requesting a motion to accept the minutes from the September 22 meeting.  Ray Lake made the motion and it was seconded by Jerry Hall.  The motion was approved.

·        The next order of business was addressing the proposed changes to the association By Laws with board attorney Bill Henry giving an explanation of the changes that had been proposed.  The “where as” statements at the beginning of the draft provided explanation as to why the board sought the changes made to the By Laws.  In Article 1, the definition for “properties” was changed to include Glades Phase II which was not in the original definition and the definition for “common properties” was improved to explain what areas this included.  In Article III on membership, section 3 was changed to indicate the rights of members can be suspended by directors at any properly noticed board meeting.  This change was made to reflect powers given to the board by state statute.  In Article IV, changes were made in section 2 so that members can now elect to be contacted via email instead of by U.S. mail only.  Article V did not change but Article VI in section 1 part e was changed giving the board the ability to impose and collect fines for those in violation of the By Laws or delinquent in their responsibility to pay yearly assessments.  This change is also a reflection of current state statute concerning the powers given to the governing board.  Section 1 of Article VII brought discussion about whether board members should be elected for two years instead of one, and have staggered elections, maintaining some continuity to the board from year to year.  The suggestions were well received, but concern arose about finding people willing to serve that long.  The board was polled about their feelings about 2 year staggered terms.  Jerry Hall then made a motion to amend the By Laws so that board members would be elected for 2 year terms and that elections would be staggered.  Bob Henry seconded the motion and it was approved.  Section 2 of Article VII was a new section added to disqualify any person from being a board member if they are more than 90 days delinquent in payment of any fines or assessments due to the Association.  Article VIII had no significant changes but several parts of Article IX had recommended changes from the lawyer.  In section I part c, lawyer Bill Henry recommended that fees or fines be declared delinquent after 30 days incurring a $25 late fee and 18% on assessments.  Part g of section one was added to allow contact through email with written permission.  Concern arose about privacy protection and it was decided that someone would investigate whether password protection could be used on the Association website.  It was also discussed on how to accumulate emails and updates as they became necessary.  No process had been agreed upon.  In section e it was recommended to add on “in pursuant to “the appropriate state statute.”” The next change was in Article X section 5 where “notice by email” was added.  A new part g for section 1 of Article XII was added to create a Fine and Suspension Committee to deal with violations and delinquencies.  Section 6 of this Article was also added to give committees a process for creating subcommittees if needed and the powers these subcommittees could adopt.  Also added to this article, section 9 addressed the statute that states who can serve on these committees.  There was some concern expressed about how restrictive the conditions are and how difficult it may be to find people who will serve on the committees.  Article XIII on meeting of members was adjusted in section 3 to again add email, fax, and hand delivery as acceptable methods of contacting members.  It was also stated that these notices must occur 14 days before the meeting.  In section 4 of this Article, the one- third needed for a quorum was reinstated for votes by the membership.  For Article XIV, section 2, it was changed for all proxies to expire after 120 days or upon sale of the property by the Member.  Article XV has been added to explain how the fining process works as well as what fines are possible.  Appeal processes are also explained in this article.  In Article XVI, the word “each” was added in front of Members in section 1 and section 3 was added to make sure Members know they are consenting to contact by email or fax for notices and in the Association directory.  Finally, Article XIX had section 2 added to give a method for amending the By Laws in emergency situations effective until ratification by the members at the next annual meeting.

·        After the presentation of these changes, the Association lawyer was asked if he would compile a summary of these changes that could be presented to the Association membership.  He agreed to make a summary page for the board.  A special meeting was set for early December to accept the final draft for these By-Law changes.  A discussion then ensued concerning how the members would receive this information so they would be aware of the changes being proposed before voting at the next annual meeting.  Lawyer Henry suggested that the summary be sent with the annual assessments when they are mailed to owners.

·        After the discussion of By Law changes, a concern was raised about people replacing mailboxes and not meeting the standards stated by the covenant.  Board members searched their copies of the covenant but could not find any clause that stated a standard replacement.  Member Bill Stumpfig said he would find the clause and report it to the board later.

·        OLD BUSINESS:  Moving on to old business, President Martell thanked Ray Lake for the first edition of the association newsletter and noted that plans are for it to be published quarterly or every four months.  A request was offered for volunteers to either take over the writing of the newsletter or for help in doing so.

·        TREASURER’S REPORT:  Treasurer George McNitt handed the board a balance sheet showing $19,096.89 in the bank as of November 16, 2011.  The spread sheet showed that finances were in balance with total liabilities and equity of $30,038.15.  George then made a formal request to eliminate the Association money market account since it was not making any significant interest for the Association.  Ray Lake made a motion to merge the money market account with the checking account and Jerry Hall seconded the motion.  The motion was approved.  George then stated that the 2012 budget would need to be approved and stated he would have a proposal for the board at the next regular meeting.  Jerry Hall then made a motion to accept the report and Bob Henry seconded the motion.  The motion was approved.

·        ENVIRONMENTAL COMMITTEE:  Jerry Hall stated that there have been no new requests recently.  It was noted that the blue tarp on the roof of 130 Glades turn had been removed.

·        REPAIR AND MAINTENANCE:  Ray Lake reported that there was one section of fencing to be erected and then that project would be complete.  He also noted that the lights that had been run over were repaired.  A concern was then presented about the color fading on the entrance signs for the Glades. It was stated that they could be painted to look better for around $200-$300.  Ray asked if it could be done now or should it wait till after winter.  President Martell stated to go ahead and paint them now since his committee was under budget and funding was available.  Lastly, it was noted that the lenses for the entrance lights to R Jackson Boulevard were no longer clear and were not lighting the entrance well.  New lenses could not be purchased so the entire light had to be replaced.  Ray stated that he could by a less expensive light for about $50 a piece with a 10 year warranty.  12 lights could be purchased for about $600 plus installation fees.  Approval was given for the lighting.

·        NEW BUSINESS:  None

The meeting was adjourned by President Martell at 8:25 P.M.

Respectfully submitted,

Bob Gilbert

Association Secretary