PLEASE NOTE: This is a report of the POASC Board Meeting held on Thursday, Jan. 21. It is not the minutes of the meeting.
Beginning in May 2010, rentals will no longer be permitted for the clubhouses in Spanish Cove, according to a proposal submitted by Rules Committee Chairman Dick Junkins. Reservations by property owners for their special events such as wedding, anniversary and birthday parties would still be allowed. Outside organizations would be barred from using the facilities. However, a property owner may reserve the clubhouse for an event, as long as he or she attends.
The Rules Pertaining to the ByLaws states:
“Use of either Clubhouse shall be restricted to activities sponsored and attended by the Association Member seeking its use.”
Operating Procedures adopted in 2007 permitted a “Special Use” provision that essentially negated the Rules Pertaining to the ByLaws, Rules Committee Chairman Dick Junkins said.
“Special Use” is defined as use by party or parties, private clubs, or organizations not necessarily directly and principally related or associated with Spanish Cove or the POASC.
The motion that was adopted by a five to three vote, instructs the Administrative Committee to remove all reference to “Special Use” (rental) from Appendix G of the Operating Procedures.
The next meeting of the Rules Committee is 10 a.m. Wednesday, Feb. 10 in the office conference room.
Charge for researching records proposed
A proposal to assess a charge to those asking to review POASC records was left in limbo. Rules Committee Chairman Junkins said he wanted to discuss the proposal and then send the information to the Rules and Administrative Committees for amendment to the proper POASC documents, but no motion to do that was made. The board may bring up the issue again or the individual committees may discuss the proposal and make recommendations to the board.
The regulations proposed included:
a. Access limited to individual property owners only.
b. Fees assessed to assemble information.
c. First (1/2) half hour at no charge; subsequent time at $20.00/per hour or portion thereof.
d. No copying of information permitted, other than information pertaining directly to the individual making the request.
e. Property owner required to sign a statement that information will not be given to any third party.
Junkins said individuals coming to the office for copies of deeds or other items pertinent to their lots are no problem. Their requests can usually be filled in a matter of minutes. He said big jobs requiring research and compilation require a lot of employee time, taking away from their regular jobs. A fee for time spent should be required for those requests, he said.
Director Bemis recited Alabama law that says, “All books and records of a corporation may be inspected by any member, director or officer, or his agent or attorney, for any proper purpose at any reasonable time.” Junkins said he would have no problem adding “agent or attorney”, but that the information should be given to an individual, not a group.
Director Pinkerton said he feels the proposal is taking property owner rights away. He said the issue is being addressed due to the recent requests by the Concerned Property Owners Committee (CPOC) to examine records of expenditures related to the dismissal of the former Operations Manager.
Director Huff said she agrees the request was handled poorly, but the board was advised by their attorney not to discuss specific events in relation to the situation. She said she feels a 24-hour notice should be given to the office when records are requested in order to give personnel time to accumulate them. Some requests may require searching archived records in the attic of the office building.
Some in the audience said they feel the half hour free time is too short. Others agreed to a reasonable fee, but did not indicate what that might be.
Chairman Fletcher indicated that the person who should have been looking at the invoices and receipts and who signed the checks is no longer on the board. New procedures, including purchase orders, are now in place and working well, she said.
Contractor Fees Eliminated
Contractors will no longer be required to pay a $40 permit fee to work in the Cove. They will be given a yearly Contractor’s Permit and a file will be kept on the work done. A $500 bond is required and insurance coverage is checked at that time to cover any damage to POASC property.
It will be up to the homeowner to verify the contractor has liability insurance and a Baldwin County Business License. POASC permits are still required and in some cases, a Baldwin County permit may be required.
After the work is done, property owners may place a letter, positive or negative, in the contractor’s file and it will be available for other property owners to review. The Operations Manager and/or the Property Inspector will be available to assist in the review of the work performed.
“No Outlet” Signs Approved
Seven “No Outlet” signs and galvanized posts to be placed at cul-de-sacs will be purchased at a cost of $444.91. An original request for 17 signs by the Safety Committee was pared down, as some were deemed unnecessary due to the length of the road and/or visibility. Signs will be placed at Panama Circle, Manuel Circle, Valencia Drive at Pensacola Drive, Rosinton Circle, and the south end of Ridgewood Drive near Rosinton Drive, and the south end of Maria Lane where it ends at Ridgewood Drive.
The next meeting of the committee is 5 p.m. Monday, Feb. 1 in the RV Clubhouse. Chairman is De Dickey.
RVCH Spruce Up
The tankless water heater has been installed at the RV Clubhouse, new furniture has been ordered and quotes to replace the shelving have been requested. The shelving will accommodate a flat-screen television set.
The Ford Ranger truck will be sold to Ronnie Gulsby Paint & Body for $300. Lots 636 and 1776, owned by POASC, will be put up for sale as soon as a fair market value price is received.
2010-2011 Budget
Board members decided not to vote on the proposed budget until after a Town Hall-type meeting is held prior to the Feb. 18 Regular Meeting. The budget was distributed in December to board members, discussed at the December Regular Session, and presented to property owners attending the Jan. 14 Working Session, but some board members said they hadn’t gotten copies. The new format shows expenditures in cost centers for easy determination of the cost of amenities such as the clubhouses and the pool. Copies of the budget are available at the POASC office.
Treasurer Junkins said the Asset Replacement and Repair Fund (AR&R) balance should reach approximately $600,000 by the end of the fiscal year, March 31, 2010. The Capital Improvement Fund balance is $138,000. The AR&R fund is like a savings account, to be available when major repairs or replacement are necessary for existing amenities. The Capital Improvement Fund would be used for new improvements.
Crystal Norton is the latest addition to the office staff, following new hires Kay Chastain and Tami Booth. Crystal is the new bookkeeper.
The treasurer is working on the Miscellaneous Income and Expenses in the budget, working to pare them down and putting the expenses in proper existing accounts or adding new ones to accommodate similar items. The Assessment income has been reduced to a more revised estimate of assessed property. A more accurate accounting will be sought during the next fiscal year that begins April 1.
Committees
Activities–The Jan. 30 Cabaret Night is sold out, but Sandy in the Activities Office has a waiting list. Entertainer Fred Land will perform.
February will feature a Mardi Gras Gala on Feb. 13 with dinner and dancing. Cost is $7.50 per person. A Chili Cook Off is set for Feb. 20. Bring your favorite recipe at 5 p.m. Tasting will begin at 5:30. Finish the evening with a bonfire on the beach, featuring roasted marshmallows.
A Showcase of Talent is planned for March 7, Time to show off your talents. Dance, sing, play an instrument, read a poem, whistle; it’s all good. Register with Sandy.
A craft show will be held March 20. Vendors sign up with Sandy. Tables are $5 each. The committee is planning several other special events, Cove-wide Yard Sale, April 10; Ice Cream Social, May 9; Shrimp Boil, June 12; movies, concerts and Saturday morning coffee and donuts. The next meeting of the committee is at 10:30 a.m. Tuesday, Feb. 2 in the poolside room of the Cove Clubhouse. Chairman is Judy Deeter.
Administrative—The committee is still working on Operating Procedures Section 7.3 Hiring an Operations Manager. The committee has approved all revisions except the last area dealing with interviewing final candidates. The next meeting of the committee is 10 a.m. Tuesday, Feb. 9 in the office conference room. Chairman is Sue Huff.
Communications—A revision has been made to the calendar page in The Update. Spanish Cove activities will be listed separately from events outside The Cove. Pictures and resumes of candidates for the March election of Directors will be in the February issue. A copy of the 2010-2011 Budget is also included.
The committee is still discussing future improvements to the spanishcove.org website. The committee is using new bookkeeping procedures to protect those who are authorized to sign checks on the committee’s account. Copies of receipts and other pertinent information are kept in the committee secretary’s binder. The next meeting of the committee is at 10:30 a.m. Wednesday, Feb. 3 in the poolside room of the Cove Clubhouse. Chairman is Sharon Bemis.
PDM—There was no meeting in January. Work orders are being completed by maintenance personnel. Previously outside contractors were hired to do repairs around the Cove. The maintenance staff has taken on that responsibility and no outside contractors will be used unless necessary. The next meeting of the committee is 5 p.m. Tuesday, Feb. 2 in the office conference room. Chairman is Jimmy Young.
Roads and Drainage—Drainage problems on Club House Drive and other areas will be addressed when the committee establishes the list for repairs this year. Replacement of metal culverts, a sinking culvert at Club House and Vasco Drives and a sinking area of the road in front of the McCorkindale home will be addressed. The next meeting of the committee is 8 a.m. Saturday, March 6 in the RV Clubhouse. Chairman is Tom Pinkerton.
Nominations and Elections—Seven candidates have been nominated for the position of Director in the election to be held Saturday, March 13. Candidates are Cleo Conn,
Dave Danson, Sara Laibe, Connie McCorkindale, Pat Morgan, Susan Schiller and Jimmy Young, the only incumbent. Four candidates are to be elected to fill the vacant seats.
A Candidates’ Night will be held at 6 p.m. Wednesday, Feb. 10 in the Cove Clubhouse. A 3 x 4 card will be given to those who want to ask questions of the candidates. The Moderator will then pose the question to one candidate or all seven.
Packets with ballots for director and an amendment to the ByLaws pertaining to building on contiguous lots in Land Harbor will be in the mail on Monday, Feb. 1. Proxies will also be in the packet for those who will not be able to attend the Annual Meeting at 2 p.m. that day. In order to have a valid Annual Meeting, at least 20% of the membership must attend either in person or by proxy. Approximately 25 property owners served on the committee to count the ballots. Chairman is Bill Duncan.
Tags: Board Meetings; Rules;
I recall that one of the more challenging things about working daytime security was keeping track of contractor activities. The $40 fee was the source of most displeasure among (some) temporary contractor’s unfamiliar with Spanish Cove’s managed living environment. The main office was frequently tested by these short-term workers as well. It’s understandable that they wouldn’t care to pay a fee when there would be limited prospects of returning for additional work. On the other hand, if you had, say a dozen jobs in SC over the course of a year, you’re expense would only be about $3.00 per job while the residents could be endorsing your work & limiting your competition.
Sorry for the typos. That’s what happens when a hunt-and-peck typist types in poor lighting
Just for info, Section 3.14 of the POASC Operating Procedures lists a $35 “Contractor Permit” Fee. I can’t find any mention of the $40 Fee that has now been rescinded, but the anecdotal evidence suggests it was imposed after Ivan as an ayyemot to protect property owners form fly-by-night fraudulemt contractors. In any case, we apparently need to update our documentation. Our POASC documents are replete with contradictions and are so complex it’s a wonder that anyone can have a full grasp of Spanish Cove rules.
I have learned not to believe everything that the person who told you that said, Jim. There are some very small local contractors too.
I remember being told the $40 contractor fee was established to discourage “fly by night” operator’s from exploiting SC residents especially after severe storms. The fee was thought to be minuscule for locally known & respected contractor’s, but enough of a deterrent to stop opportunist’s…dead in their tracks.