 |
Minutes |
Board of Directors Meeting 10/14/07
Meeting was called to order at 1:00 p.m.
Members Present:
Gary Kistler
Dean Everette
Marvin Lovette
Doris Clark
Richard Eury
Curtis Powell
Mike Thaggard
Members Absent:
Pat Goodnight
Joe Thompson
Wayne Day
Kenny Elliott
The meeting was called to order with it noted that several items needed to be addressed before the day ended. Marvin noted that officers needed to be elected. He also stated that he felt that, to dissuade any future arguments, if any member wishes to have something discussed at the bi-yearly meetings it should be presented in writing sixty (60) days prior to the meeting date. This would allow the board to review the request and place it on the agenda which would be mailed out thirty (30) days in advance to all members letting them know what would be on the meeting agenda. These requests must be signed with the members name and address. Richard agreed that the by-laws should be amended to reflect this. All members present were in agreement. Gary suggested that the board hold a meeting prior to the agenda being mailed out. Richard made a motion that the members request be in writing sixty (60) days prior to a meeting and that the board would meet no less than thirty (30) days before a meeting to discuss these requests and prepare the agenda. Marvin seconded the motion.
Members of the board present discussed several concerns regarding the by-laws and amendments that have and have not been made. Marvin noted that the amendments that he was familiar with were handled by Mr. Anderson, an attorney in Shallotte. It was agreed upon that the current by-laws and any amendments made, should be reviewed by an attorney. Richard volunteered to make an appointment with an attorney and have a review done.
Curtis brought up the fact that our by-laws state that a yearly audit be done. Dean noted that it has to be someone not directly involved with our association. Marvin suggested that this would be an expense and possibly put it on the agenda or call a special meeting to have the by-laws revised to remove the rule of audit. All board members present felt that an audit was an unnecessary expense. Dean noted that the by-laws say the records have to be inspected and noted that they are being handled correctly. Richard stated that it might be a good idea to have someone look at the books at the end of this year as noted in the by-laws. Curtis made a motion to have this done for the current year and address any future audits as necessary. Richard seconded and the vote was carried.
Doris brought up the recording of membership dues. Marvin stated that he felt the records were being kept up with no problem and that no software for this type of thing was necessary. All board members present were in agreement. Richard noted that some folks were upset that people were using the facilities that were not paying members. Richard asked Marvin that if in fact that the rules were changed that now everyone has to be a member. Marvin said that the attorney said that the people who had never paid dues since the place was formed could not be forced to join. The ones that have paid dues or any new people moving in must maintain their membership. Richard noted that the by-laws are usually interpreted differently by different attorneys or members and that this needs to be clarified. Marvin noted that a special meeting needs to be called to get an amendment done to require everyone to pay dues. Mike noted that dues are not paid just to maintain the boat ramp, or pool. Doris stated that these dues also pay for the street lights which everyone uses! Curtis noted that most people who buy in here are not aware of any dues and they are not advised by the real estate agent. Marvin noted that some attorneys are calling to check on any outstanding dues owed by someone in here selling their property and moving. Richard noted that it should be listed that everyone in here should pay dues and that if they are not paid then a lien should be placed on the property. Richard made a motion that at the next general membership meeting we put up for vote to change the by-laws to state that everyone in Hurricane Haven must be a due paying member and that the POA have the right to file a lien against that owners property. Marvin noted that they should take this to an attorney to have it properly worded. Richard volunteered to review this with an attorney. Marvin seconded the motion and it was carried.
With respect to the property owner’s current address listing, Doris noted that a new listing was being worked on. Marvin noted that every property owner should have a certificate showing they own property in Hurricane Haven. All members present agreed on this and they would review the best way to get these to everyone. Marvin advised that these certificates are only transferable to immediate family members. If the property is sold then this does not carry over to the new owners. They must become new members and pay their membership fee and dues.
Marvin noted that the board needs to have one central place to keep records as well a place to hold meetings. Richard made a motion that the building at the pool be designated as an office for the Hurricane Haven records to be kept. Mike seconded the motion and it was carried. It was noted that this would be a locked area and that any board member would have to have another board member in attendance when reviewing any records.
A question was made as to what type of corporation we are. Marvin stated that he was unsure as to the type. Doris noted that we have a federal id number. Curtis stated that he would check on the status and get back to the board.
Gary noted the current problem with the boat ramp was that dirt was washing out under the wall. Curtis stated that we should check with someone to see what the problem is and get their input and then we could fix it ourselves. Gary will check with Debbie at CAMA and find out what we need to do as far as permitting is concerned. Richard noted that the board is in agreement to find someone to check out the problem and advise what exactly can be done.
Hurricane Haven currently has $500,000 worth of liability insurance with NC Farm Bureau. Mike noted that he was not concerned with that companies rating. He did note however that he felt that we should have at least $1,000,000 in coverage. Richard asked if Mike would check on a policy with this increase and what the premium would be as well as what the premium would be if Farm Bureau upped the limits. Mike agreed that he would check on a comparable policy as well as the increase with Farm Bureau. Marvin noted that nothing would be changed until the board could meet. This policy was just renewed for $907.00 but could be changed at any time.
The board noted that any licensed contractor hired to do any work in the subdivision should carry liability insurance. Richard, Mike, and Marvin noted that any members doing work in Hurricane Haven, i.e., grass cutting, dock repair, etc., would be covered under the general liability insurance policy currently in force.
Richard addressed the concerns of having back-up people should someone such as the secretary, treasurer, etc. be absent. Doris noted that this is usually taken care of prior to any meetings.
Marvin noted that the board meetings are open to anyone. They are welcomed to attend but cannot voice anything – only listen.
All members present were in agreement to have a meeting Saturday, January 12th at 9:00 am, and a regular board meeting sometime in March. It was also noted that several items were to be presented to the attorney to clarify items in the current by-laws as well as some future changes discussed.
At the meetings end, Richard Eury accepted as President and Marvin Lovette agreed to become Vice President.
Meeting was adjourned at 2:45 pm.
October 25, 2007
Pursuant to the Minutes of the previous Board of Directors Meeting being posted on the web site, an amendment is being made. Richard Eury states that he previously noted that any members doing work in Hurricane Haven would be covered under the general liability insurance policy that is presently in force, however after further investigation he has discovered this to be incorrect. This matter will be discussed at the next Board of Directors meeting.
Meeting was called to order at 1:00 p.m.
Members Present:
Gary Kistler
Dean Everette
Marvin Lovette
Doris Clark
Richard Eury
Curtis Powell
Mike Thaggard
Members Absent:
Pat Goodnight
Joe Thompson
Wayne Day
Kenny Elliott
The meeting was called to order with it noted that several items needed to be addressed before the day ended. Marvin noted that officers needed to be elected. He also stated that he felt that, to dissuade any future arguments, if any member wishes to have something discussed at the bi-yearly meetings it should be presented in writing sixty (60) days prior to the meeting date. This would allow the board to review the request and place it on the agenda which would be mailed out thirty (30) days in advance to all members letting them know what would be on the meeting agenda. These requests must be signed with the members name and address. Richard agreed that the by-laws should be amended to reflect this. All members present were in agreement. Gary suggested that the board hold a meeting prior to the agenda being mailed out. Richard made a motion that the members request be in writing sixty (60) days prior to a meeting and that the board would meet no less than thirty (30) days before a meeting to discuss these requests and prepare the agenda. Marvin seconded the motion.
Members of the board present discussed several concerns regarding the by-laws and amendments that have and have not been made. Marvin noted that the amendments that he was familiar with were handled by Mr. Anderson, an attorney in Shallotte. It was agreed upon that the current by-laws and any amendments made, should be reviewed by an attorney. Richard volunteered to make an appointment with an attorney and have a review done.
Curtis brought up the fact that our by-laws state that a yearly audit be done. Dean noted that it has to be someone not directly involved with our association. Marvin suggested that this would be an expense and possibly put it on the agenda or call a special meeting to have the by-laws revised to remove the rule of audit. All board members present felt that an audit was an unnecessary expense. Dean noted that the by-laws say the records have to be inspected and noted that they are being handled correctly. Richard stated that it might be a good idea to have someone look at the books at the end of this year as noted in the by-laws. Curtis made a motion to have this done for the current year and address any future audits as necessary. Richard seconded and the vote was carried.
Doris brought up the recording of membership dues. Marvin stated that he felt the records were being kept up with no problem and that no software for this type of thing was necessary. All board members present were in agreement. Richard noted that some folks were upset that people were using the facilities that were not paying members. Richard asked Marvin that if in fact that the rules were changed that now everyone has to be a member. Marvin said that the attorney said that the people who had never paid dues since the place was formed could not be forced to join. The ones that have paid dues or any new people moving in must maintain their membership. Richard noted that the by-laws are usually interpreted differently by different attorneys or members and that this needs to be clarified. Marvin noted that a special meeting needs to be called to get an amendment done to require everyone to pay dues. Mike noted that dues are not paid just to maintain the boat ramp, or pool. Doris stated that these dues also pay for the street lights which everyone uses! Curtis noted that most people who buy in here are not aware of any dues and they are not advised by the real estate agent. Marvin noted that some attorneys are calling to check on any outstanding dues owed by someone in here selling their property and moving. Richard noted that it should be listed that everyone in here should pay dues and that if they are not paid then a lien should be placed on the property. Richard made a motion that at the next general membership meeting we put up for vote to change the by-laws to state that everyone in Hurricane Haven must be a due paying member and that the POA have the right to file a lien against that owners property. Marvin noted that they should take this to an attorney to have it properly worded. Richard volunteered to review this with an attorney. Marvin seconded the motion and it was carried.
With respect to the property owner’s current address listing, Doris noted that a new listing was being worked on. Marvin noted that every property owner should have a certificate showing they own property in Hurricane Haven. All members present agreed on this and they would review the best way to get these to everyone. Marvin advised that these certificates are only transferable to immediate family members. If the property is sold then this does not carry over to the new owners. They must become new members and pay their membership fee and dues.
Marvin noted that the board needs to have one central place to keep records as well a place to hold meetings. Richard made a motion that the building at the pool be designated as an office for the Hurricane Haven records to be kept. Mike seconded the motion and it was carried. It was noted that this would be a locked area and that any board member would have to have another board member in attendance when reviewing any records.
A question was made as to what type of corporation we are. Marvin stated that he was unsure as to the type. Doris noted that we have a federal id number. Curtis stated that he would check on the status and get back to the board.
Gary noted the current problem with the boat ramp was that dirt was washing out under the wall. Curtis stated that we should check with someone to see what the problem is and get their input and then we could fix it ourselves. Gary will check with Debbie at CAMA and find out what we need to do as far as permitting is concerned. Richard noted that the board is in agreement to find someone to check out the problem and advise what exactly can be done.
Hurricane Haven currently has $500,000 worth of liability insurance with NC Farm Bureau. Mike noted that he was not concerned with that companies rating. He did note however that he felt that we should have at least $1,000,000 in coverage. Richard asked if Mike would check on a policy with this increase and what the premium would be as well as what the premium would be if Farm Bureau upped the limits. Mike agreed that he would check on a comparable policy as well as the increase with Farm Bureau. Marvin noted that nothing would be changed until the board could meet. This policy was just renewed for $907.00 but could be changed at any time.
The board noted that any licensed contractor hired to do any work in the subdivision should carry liability insurance. Richard, Mike, and Marvin noted that any members doing work in Hurricane Haven, i.e., grass cutting, dock repair, etc., would be covered under the general liability insurance policy currently in force.
Richard addressed the concerns of having back-up people should someone such as the secretary, treasurer, etc. be absent. Doris noted that this is usually taken care of prior to any meetings.
Marvin noted that the board meetings are open to anyone. They are welcomed to attend but cannot voice anything – only listen.
All members present were in agreement to have a meeting Saturday, January 12th at 9:00 am, and a regular board meeting sometime in March. It was also noted that several items were to be presented to the attorney to clarify items in the current by-laws as well as some future changes discussed.
At the meetings end, Richard Eury accepted as President and Marvin Lovette agreed to become Vice President.
Meeting was adjourned at 2:45 pm.
October 25, 2007
Pursuant to the Minutes of the previous Board of Directors Meeting being posted on the web site, an amendment is being made. Richard Eury states that he previously noted that any members doing work in Hurricane Haven would be covered under the general liability insurance policy that is presently in force, however after further investigation he has discovered this to be incorrect. This matter will be discussed at the next Board of Directors meeting.