ROPOA, Board Meeting Minutes, 2 March 2020

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Attendees:  

Board Members:  England, Finley, Long

Officers:  Fowler, House, Underwood


Business:  Fowler called the meeting to order at 12:05 p.m. at the conference room of Finley’s office.


Approval of Minutes:  The minutes of the previous meeting of the POA board (5 February 2020) were approved (moved by England, seconded by Finley).


Board Actions:

Report:  Fowler opened the discussion of the draft letters prepared by Long, one to be mailed to the membership with the proxy form and one to be posted on the BlogSpot.  The consensus was that the titles of the issues should be more specific on the Proxy sheet.  Regarding the rationale for the assessment increase, the Board wants to emphasize that the adjustment is based on the need to meet the budget in 2020, projected to be $15,200.  The Board recommended putting the general details of the budget in the letter on the BlogSpot.  Similarly, the rationale for the change in the date of the meeting is to give the Board flexibility to have reports available.  The rationale for the use of email rather than snail mail is to decrease expenses for mailings and to increase flexibility in communicating with the membership.  Underwood reported that currently there is $1500 in unpaid assessments.  Communicating the issues with the budget is critical.  The projected budget is $15,200, which helps clarify the adjustment to $48 annual assessment when the 75% collection rate as per the past year is factored in.  The Board discussed some suggested edits to wording with Long taking notes.  Pursuing a suggestion to set a due date for assessments, the Board decided that April 1 is probably a reasonable due date and would allow a better cash flow than had occurred during 2019.  The Board also discussed setting a penalty fee ($25?) and being sure that the closing companies were informed.  A decision on that matter was deferred until the lawyer could be consulted.  After discussion, the Board decided that the date for the 2020 Annual Meeting would be set for April 7 at 7 pm.  Fowler agreed to check with the home extension director regarding the use of the Home Extension Services Center on Davis Drive.  Otherwise, the Board recommended using the Hubach Center at Unity Hospital due to its convenience. 

Open Discussion:  Fowler updated the Board that the city government would not be moving on the limitation of Airbnb businesses in residential areas; therefore, it will be up to the POA to set the standards and enforce them.  It was suggested that those neighbors directly adjacent to the one on Live Oak specifically be encouraged to attend the Annual Meeting to address their concerns.

Next Meeting:  No date for a future meeting was set. 

Adjournment:  Finley moved to adjourn the meeting, England seconded, and the meeting adjourned at 1:10PM.

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