The POASC Board of Directors approved a proposal by Operations Manager Charlie Davison to transfer the Operating Account from Colonial Bank to Visions Bank. The Manager said Colonial has been late with statements, preventing the Finance Committee and Treasurer to provide timely financial reports. In fact, they had not received them as of April 16, the day of the Regular Meeting.
He also said a problem at the bank delayed the debiting of accounts for assessment payments. No date was given for the change, nor how it will affect those property owners who have the $154 assessment transferred from their checking accounts.
The Treasurer said the office is preparing records for the annual audit for Fiscal Year 2008-2009.
Board Chairman Frank Lennox administered the Oath of Office to Sharon Bemis and Ben Bonnet who were elected to three-year terms. De Dickey and Tom Pinkerton will be sworn in at the May meeting. The board confirmed the chairman’s appointment of Bill Duncan as Chairman of the Nominations and Elections Committee.
The Manager thanked property owner Eddie Armstrong for a donation of a porch bar and Jimmy Young for a Universal Workout Machine. He introduced Alice Boggs, the new board Recording Secretary replacing Arlene Strawn who is retiring. Ms. Strawn is also retiring as Neighborhood Watch Commander. There is no replacement for that volunteer position.
He reminded the board and audience the pool will be closed April 20 to 26 for dome removal and repairs. Swimming pool drains will be replaced during down time. Beginning May 18 the pool will be open from 7 a.m. to 9 p.m. with full coverage by attendants.
Additional animal traps have been purchased, bringing the total to five for property owner use. Users are cautioned to bring the traps back empty.
A first reading of an amendment to the ByLaws was presented. The new version clarifies Section 7.6 regarding the use of conference calls. The existing language allows board members to participate in a meeting via conference call, but does not establish conditions under which that form of communication is to be used.
Rules Committee Chairman Joan Fletcher explained that the rule ensures that the maximum number of directors is regularly available to attend scheduled meetings in person and to provide flexibility for those circumstances where one or more directors may not be physically present, such as emergency situations and Board of Directors business must be conducted.
NEW PROPOSAL- First paragraph remains the same.
Section 7.6 Participation by Conference Telephone. Members of the Board of Directors may participate in a meeting of the Board by means of conference telephone or similar communications equipment through which all persons participating in the meeting can hear each other at the same time. Participation in a meeting pursuant to this Section shall constitute presence in person at such meeting.
New copy:
Teleconferencing is not intended as a regular substitute for a Director’s personal attendance at scheduled meetings. Teleconferencing may be used only under exigent circumstances, such as illness of a board member or unavoidable travel away from home; and may also be used in circumstances where the absent member’s participation is needed to establish a quorum for the meeting and/or vote.
Arrangements for attendance by teleconference must be made in advance and approved by the Chairman or Vice Chairman, and are subject to the availability of suitable equipment to support the teleconference.
Another proposal to separate the Mission Statements of three committees was approved by the board and referred to the Administrative Committee to prepare it for the Operations Manual.
Some years ago the Roads and Drainage and Safety Committees were made Standing Committees of the board, where previously they had been sub-committees of the Plans Development and Maintenance Committee. At that time the Missions Statements were not changed to conform to the new plan for separate committees.
The chairmen of the affected committees prepared the proposal for the change in Mission Statements. Now it is up to the Administrative Committee to put the proposal in its proper form for the manual.
Administrative Committee Chairman Sue Huff proposed another change to the Operating Procedures. The change is a revision of the Update Editor’s job description since the publication is no longer printed in-house. Last year’s committee under the chairmanship of Joan Fletcher made the changes. There were some questions regarding the mailing list and who maintains it. Communications Committee Chairman Dale Morsette said he feels his committee should have been consulted for input. The proposal was referred back to the Administrative Committee.
Judy Deeter, chairman of the Activities Committee, said approximately 550 maps were distributed during the Cove-Wide Yard Sale on April 11. She said there were no problems and the committee hopes to have another next year.
A Sunday afternoon dance will be held from 2 to 4 p.m. April 26 in the Poolside Room of the Cove Clubhouse. Those who have special music they would like to play, should bring a CD or tape.
On Sunday, May 17, the committee will host a Strawberry Shortcake party from1 to 3 p.m. in the Cove Clubhouse. Strawberries, cake, ice cream, whipped cream, and because the chairman is a chocoholic, chocolate topping will be available. Cost is $3 per person. Property owners Edie and Doug will provide musical entertainment.
The next meeting will be held on Tuesday, May 5 at 10 a.m.—note new time—at the Cove Clubhouse.
The Administrative Committee chaired by Sue Huff is discussing the responsibilities and duties of the cleaning personnel. The Operations Manager has been invited to attend the next meeting to give his input. The Manager’s Evaluation Form will be discussed at a later date. The next meeting is 10 a.m. Tuesday, May 12 at the Office Conference Room.
Communications Committee Chairman Dale Morsette said the committee feels the Spanish Cove website, www.spanishcove.org, needs a makeover to be more sales oriented with links to realtor sites. They are researching the feasibility of using a free Visa website that would allow payment of assessments by credit card. They are also looking at a free-lance website professional to provide a site. He says that is not as expensive as one might think. They hope to have this completed by the end of the year. Those who are interested in what should be on the site are encouraged to contact the chairman or attend the next meeting at 9 a.m. Wednesday, May 6 at the Office Conference Room.
In the absence of Road and Drainage Committee Chairman Tom Pinkerton, the Operations Manager reported the roadwork on Ridgewood would be completed by the end of the day and the drainage problem on Valencia Drive has been repaired.
The Rules Committee chaired by Joan Fletcher met twice in April. The special meeting produced the change in ByLaws Section 7.6. The regular meeting discussion was about a proposal to allow site-built homes in Land Harbor. An informal poll of the committee members showed the majority wanted to proceed with the proposal. Topics discussed included whether a maximum size should be imposed, parking, additions to the original building and other variables. Those who are interested in this topic are invited to attend the next meeting at 10:30 a.m. Wednesday, May 13 at the Office Conference Room.
The Safety Committee report by Chairman De Dickey stated there had been three hit-and-run events with property damage only. The committee is discussing placement of additional speed limit and stop signs. The committee reminds residents helmets are required for motorcycles and recommended for bicycle riders.
The committee is reviewing street light installations to benefit all property owners. Isolated individual needs will be considered only if the safety of all is concerned. The Operations Manager recommended additional lights be put on hold due to cost.
The committee recommends escalating fines for infraction of traffic rules. For example, $10 for the first infraction; $25 for the second; $50 for the third and $100 for each additional infraction. Non-resident Cove-licensed businesses vehicles would have license revoked. There was no vote on this proposal.
The next Safety Committee meeting will be held 10 a.m. Friday, May 8.
The new Regional Concerns Chairman Sharon Bemis reported on the proposed runway extensions to accommodate the new T-6B airplane at nearby government airfields. She said Wolf Field in Josephine has been eliminated from the list. Other local fields include Barin in Foley (in operation since 1942), one in Silver Hill and one in Summerdale. When approved, this will be a four-year project.
The Lillian-Perdido Bay Library is the recipient of a $5,000 donation from the Baldwin County Board of Commissioners. The Library is open again after remodeling and repairs. The Grand Opening ceremonies will be held at 11 a.m. Saturday, April 18.
Baldwin County is considering installing a boat ramp in Lillian. There are three potential sites being considered.
Barber Marina at the south end of County Road 95 in Josephine is open.
There will be a Town Hall meeting at 9:30 a.m. at the Cove Clubhouse. The next Regular Meeting of the Board of Directors will be held at 10 a.m. Thursday, May 21 at the Cove Clubhouse.
Tags: Board, Mission Statements, operating, rules, safety, Update Editor
Have you folks considered using “Qicken” or Money” software to maintain your financial statements? Just about all financial institutions will accomodate this software. Very easy to use.
Options are being discussed off & on at the Finance Committee meetings. Our current system, Tops, is actually a Homeowners’ Association management program with a fairly extensive Financial module. There are others out there, but presently cost, including buying and installing software, conducting training, and retaining the bility to access prior years’ data all become discussion points.
Yes, there is likely a better way. Question is which way and, of course, How much?
Many years ago Quick Books was used. Then the TOPS program was installed with good results. It is a program that was developed especially for homeowners’ associations. Employees were trained and over the years newer features were added and used. I believe now you should be able to use the program to find whatever you might need, property owners records, income, expenses, budget, etc.
Sally, I aagree with you completely on the Topps System. It is a very comprehensive and good system which not only provides financial information that is well beyond what we use it for. In addition it keeps all of our property owners records. I do not believe Quick Books will provide that capability.
In addition, the cost of acquiring, training, and transfering the massive amount of data from the current Topps System to any other system will be tremendous . I can not understand why there is a desire to switch. It sounds to me like a case of blaming the messenger for the message delivered. Tops does not spend our money, or increase our assessments. It does not audit the invoices or sign the checks ………. It does however provide the tools that helped us catch a thief 6 years ago, and if properly used prevent misapproppriation of funds today.
Dave -
I was not aware that you have a software package in place. I’m not familiar with Topps but if it talks to your bank accounts, you should stay with it. I only mentioned Quiken and Money as they automatically download your finanacial information daily or whenever requested giving current info. I thought someone said that they had to wait on the bank mailings before they could get the current status of your accounts.
As a follow-up, Money is being discontinued by Microsoft as many banks are already proving the same service they do. It will be phased out in 2011. Quicken is still in busiess and has several versions for business.
No, I’m not trying to change the way you do business. Just a suggestion.
You’re on the wrong blog, River Rat. You begin here with hearsay, then (crudely) offer punishment for something which you don’t know is true or not. Finally, you depict folks on theis site as “crooks”. Very endearing. Thank you.
Don’t waste your time here. Go to http://www.spanishcovefreespeak.blogspot.com. You’ll find friends over there. No truth required. Just a nasty disposition and a willingness to apply it. Oh. And it doesn’t hurt to be ignorant, uninformed, crude, malicious and hurtful. Have fun.
Hey Dick, I just stumbled on this response and would like to say “Thank You”.
My pleasure, Jenny. I know I wasn’t being very genteel, but I just felt better after writing that.
You were most genteel and I felt better reading it.
I have heard this weekend ole Charlie got caught with his finger in the pie ( stole money from us ) is this true? If so I want his ass in jail.Woulde you crooks respond to this?
Since you asked so nicely, here is my response: From what I understand, the Chairman of the Board of Directors will make a statement at the board meeting scheduled for 10 a.m. Thursday, July 16 at the Cove Clubhouse.
We will see on that Sally. On CD’s yes, but I really doubt on commercail accounts.
I believe Charlie mentioned that interest would be paid on the account at Visions Bank.
Dave, I am very much aware of the status of myself as an individual and of POASC as a business organization. The specific accounts I referenced have a limit of $25,000.00 upon which they will pay the maximum interest rate. I did not propose that POASC should establish an account of the precise nature of the one that I have.
My intent was to advise that United has computerized internet banking services available that actually compensate its clients’ for funds on deposit. But I do appreciate your attempts to enlighten me.
Ron you are an individual, POASC is a business. Those accounts are not available to businesses.
I suppose it is a moot point but United pays me 4.01 percent to use their ECO checking and still provides a monthly statement in paper form. Even for my modest assets kept in checking that is several hundred dollars per year.
I agree Dave, thanks!
Sandra, this goes back a bit , but, when I was treasurer we did look at online banking at Colonial. They provided it at a substantial charge, I think it was about $50 a month. The manager at that time decided it was not worth the money, and the Board concurred. United Bank would have provided online banking at no cost, but the powers that be felt it was to much work to accompl;ish the change. I think that today maybe we know why considering our experiences way back then. I have long agreed with Ben that a financial statement can be prepared before a bank statement has been received. In the event of a substantial adjustment being required a revised report for the month can be prepared. Any minor adjustment can be made in the following month. Knowing how our accounting system works, including the fact we are on a cash basis, I have a problem seeing how there can be a substantial adjustment. Errors occur, we are all human, but if a substantial one occurs on a regular basis something is wrong with the person preparing the reports. I suggest that the Board as a whole direct the manager to have a financial report available for the Finance Committee, the Trteasurer, and the Board by the Friday before the Finance Committee meeting. This could be done by a simple motion directing the manager to set that time line. In my prior life I was expected to have my financial reports to upper managment by a fixed work day of the month (in my case it was the 5th work day) That date was always achieved even if it required some real late in the night working because of computer problems. Not achieving it was not acceptable then and in my opinion, not having one ready for timely review by the Finance Committee and the Board Members is unacceptable for our Board.
The Visions Branch that we will use is in Elberta. Kay, and Tammy live in Elberta. Charlie and Kliftin travel thru Elberta 2X per day.
And, oh yeah, thank you for your responses.
Sally I have the same or similar resources at United Bank. I am not criticizing the move but I was curious as to motivation. Am I not correct in my understanding that Visions is located in Foley? Over time that could require substantial personnel time and travel costs in pick up and delivery of documents and signings.
I don’t understand why a ‘to-date’ financial statement(s) isn’t available before a Board meeting.
With online banking I can reconcile my bank and credit card accounts balances at any time by logging on to the bank’s website. In fact, daily reconciliations are possible and if the accounting transactions are up-to-date in the accounting program, accounting software normally allows financial ‘pictures’ or statements to be pulled at any time.
If this technology isn’t available for Kliftin maybe other banking and software options should be reviewed?
This move was long overdue and I commend Charlie and the Board for taking this step. Colonial Bank was uncooperative as far back as 2001. They have consistantly been slow in the mailing out of their statements and been extremely uncooperative in the resolving of problem situations of their causing. I say good riddance.
Ron, we utilize the United Bank CEDARS program for the investment of our A&R funds. In my opinion it is desireable to have a banking relationship with more than 1 area bank, in addirion to the reasons Ben gave above.
We have many of our CDs, etc. at United, and it was just a matter of not “putting all of our eggs in 1 basket”. In addition, we got a slightly better rate of interest, which is worthwhile, but not of great consequence.
Does anyone know why we didn’t opt for United Bank here in Lillian? I tried to ask but couldn’t be recognized until it was a moot point.