Operations Manager Bruce Price warns property owners about a rash of thefts from cars in the area of Ridgewood Drive, Torres Lane and Santa Anna Drive. He advises locking cars in all areas of Spanish Cove even when they are in the driveway or carport. No damage was done to the vehicles, however loose change was taken.
Bob Huff was presented a plaque for being the October Star Neighbor.
Robert’s Rules drew more attention at the Regular Session of the POASC Board than any agenda item. After a discussion of the Mid-Year Budget Review by Director Dick Junkins, Director Sharon Bemis made a motion to hold an Executive Session after the meeting to discuss hiring an outside accountant for day-to-day bookkeeping. Director Junkins called for a Point of Order saying the motion was out of order and that he objected, quoting the parliamentary rule, “Objection to the Consideration of the Question.”
Others reminded Director Bemis that only the Chairman may call for an Executive Session. The Chairman explained that the motion was out of order at that time. Director Bemis then amended her motion to call for a Special Session instead. Meanwhile, Director Bonnet moved to adjourn and it was seconded, but discussion continued.
After objecting to a property owner video taping the action, Director Bemis left. She had also objected to earlier video taping of the board and audience members. Directors Junkins and Bonnet withdrew their motions and business continued with a motion to approve the Mid-Year Budget Review that passed unanimously.
In a Mid-Year Budget Review, estimates of income and expenses that were approved for the 2009-2010 budget were adjusted based on actual figures at the end of six months’ experience. Some accounts were increased and others decreased.
The decision whether to decrease the speed limit to 15 mph was postponed until the November meeting. The Chairman said she feels it is a decision that would affect the entire Cove and said notification in The Update would offer property owners the opportunity to give input before a decision was made. Directors said they are concerned with safety, but also about the proliferation of signs. The original recommendation by the Safety Committee included 15 mph in some areas, but not the entire community. After some discussion about sign pollution during the Working Session on Oct. 8, the 15 mph in all areas was brought up. It was suggested that when a vote is taken, the board vote on each area separately.
The board also passed the Rules Committee agenda for the year that includes review of the clubhouse rental policies, enforcement of existing rules, definitions of “Developed Lot” and “Improvement” and “Accessory Improvement”, parking space requirements for new construction and “Unkempt Properties” as regards undeveloped lots, both cleared and uncleared. Other items that may be considered are a change in the Bylaws that would define the requirements for a vote for withdrawal of monies from the Asset Repair and Replacement Fund, a change in the Bylaws regarding restrictions for legal or professional contacts by POASC Directors and a change in the Rules limiting the type and frequency of Yard Sales.
The Operations Manager received permission to contact the Baldwin County Sheriff’s Department in regard to providing Spanish Cove with information if license tag numbers are provided. This would aid in enforcement of Spanish Cove rules.
The Open Forum was also lively with property owners requesting more information about the recent financial problems regarding the former Operations Manager
Property owner Wally Hodge read a statement regarding review of records. He said a small group of Concerned Property Owners has formed a committee to make inquiries and have met and reviewed previous credit card transactions. He thanked the board for the opportunity and said some of the records are puzzling and the committee is formulating questions regarding them to get clarification.
The board explained that several new policies have been established and more would be forthcoming. Property owner Julia Craig suggested that the Chairman explain in the Update the safeguards that have been put in place. She said property owners would like confirmation that something was being done to prevent further problems. She suggested the board should move forward and learn from their mistakes. Property owners want to know they can trust the board to fix the problems so they may move forward with confidence that the necessary controls have been put in place, she said.
A list of items to be auctioned according to POASC procedures will be in the November Update. The list with minimum bids and the procedures are available at the office. The items are two iphones, a 1994 Ford Ranger, Lot 636, a small microwave oven and a small refrigerator.
The Manager is reviewing permit procedures to see if changes are needed.
The Finance Committee discussed the many requests for reviewing POASC records recently. They were concerned that without a POASC representative present, records could be misfiled or lost. The manager will identify a person for this purpose, a rate for the service and the time that is amenable to both parties. The procedure for examination of records is cited in the POASC Operating Procedures.
SECTION 7.0 INSPECTION OF DOCUMENTS AND RECORDS
As required by Alabama Code Section 10.3A.43, Books and Records, and POASC BYLAWS Section 13.1, any matters of record which are on file in the POASC office shall be made available for review in that office by POASC members. Response to such request shall be accomplished within a reasonable time period. No records prior to formation of POASC will be researched.
Requests for review or copies by non-members shall be at the sole discretion of the Operations Manager.
If a copy of any material is requested, that request will be honored at a charge as determined by the property manager.
The following information will be furnished and entered into a log provided by the POASC staff:
1. Name and lot number of requesting property owner;
2. Brief description of records or documents requested;
3. Date and time of request and completion of request;
4. Identification of responding staff member; and
5. Charge and receipt number, if applicable.
The committee also discussed when an assessment payment is considered “late”. The current policy is the payment is late if it is not paid within a month. The committee suggested that the time be reduced to 15 days. Treasurer Bonnet said the 30-day time period was set because many Social Security and pension checks do not arrive until after the 15th of the month.
The next meeting of the Finance Committee will be held at 2 p.m. Wednesday, Nov. 18 in the POASC conference room.
Activities Committee events:
Tuesday, Oct. 20, 7 p.m.-Outdoor movie “Funny Girl”
Friday, Oct. 30, 6:30 p.m.-Halloween Festival, Haunted House, refreshments
Sunday, Nov. 15, 4 p.m.-Fine Art Show, wine and cheese
Friday, Nov. 27-Decorating the grounds for Christmas
Thursday, Dec. 3-Lighting of the Grounds, entertainment and refreshments
Administrative Committee:
The committee will bring the Operating Procedures change regarding Hiring a Manager to the November board meeting. No committee meeting in November. Next meeting 10 a.m. Dec. 8 in the POASC conference room.
Communications Committee:
Due to the economy, the publication of the Spanish Cove Phone Directory that was due to be distributed in May 2010, will be delayed a year.
PDM Committee:
Two grills have been ordered for the beach area. The Activities Committee and the Social Committee donated them.
Roads and Drainage Committee:
Any action on 14-tubes area should be delayed until the Peterson Branch drainage area is cleared from the bridge to the bay.
Weed poisoning will continue from Pensacola Pond bridge to the 14 Tubes.
The Manager will contact the Corps of Engineers and Baldwin County to see if they will clean the Peterson Branch area.
Temporary patches will be done to Club House Drive. The Manager will seek estimates of the cost for more extensive repairs.
The Manager will contact Baldwin County regarding drainage ditches that flood private yards.
Next meeting will be held at 8 a.m. Saturday, Jan. 2, 2010 in the RV Clubhouse.
Rules Committee:
Working on Phase II pertaining to construction of site-built homes on contiguous lots. Items being considered include a definition of the dwelling livable area, a proposed increase in maximum dwelling size to 1,250 square feet and ensuring that sufficient parking space is reserved for all planned vehicles on the lot. Next meeting will be held at 10 a.m. Wednesday, Nov. 4 in the POASC conference room.
Tags: Board Members, Budget, Finance, mid-year budget, Roberts Rules, speed limit, theft
LOL and ROTF Frank. You are right on!
I think there is Clown College in Florida. Maybe some of the board members could attend it so they could put on a better show for the residents. With Holloween just around the corner it would give us something to laugh about.