Present: Bill Schmidt, Jim Collins, Julia Finegan, Rose Arp, Walt Parker, Charles Finegan, Sharon Walker, Walt Magness, Randy Phipps, Ann Bagley and Rooster Basset.

 

Walt Parker established there was a quorum, the meeting was properly called and it was a legal meeting.

 

Bill Schmidt suggested we not read the June 16, 2007 minutes as the meeting at that time was never adjourned.  He announce that we do have a copy of those minutes if anyone would like to read it or make a copy; they are welcom to do so.

 

The Secretary read the minutes of Specail Meeting July 24, 2007, Special Meeting August 1, 2007 and Special Meeting August 10, 2007.  The minutes were corrected and approved as corrected.

 

Rose Arp read the financial report.  Bill explained we had terminated the electronic checking function and returned to a check book.  Walt Magness questioned why we have a money market account and Bill answered him that we would soon have only a checking account and a legal account.  Sharon Walker questioned why we have Charter Cable.  We use Charter for high speed internet and host for our web page through Blue Domino.  Walt Magness questioned if we have receipts for checks.  We have all receipts for all checks beginning with 1001 - the electronic checks are numbered in the 6000's.  Bob Peter's, from the homeowner audience, questioned where the donations go and have we ever considered a separate bank account.  Bill answered, if they are not designated they go to the legal account and the donations that are designated are put in the checking account for that use.  Also from the audience Garland questioned the $1.00 charge for mailing - should you just make AMA's $11.00.  Patty Billebault, in audience explained it can not be charged - must remain donation for postage.  Walt Magness questioned individual names who had received checks.  Bill explained we had all receiptes and these checks were reimbursements for supplies in the office.  Sharon Walker motioned to accept the financial report and Rooster Basset seconded it.  Motion carried.

 

Chris Fortin arrived at 10:40 a.m.

 

Bill Schmidt confirmed the resignation of Chris Fortin, Treasurer; Rose Arp. Roads and Drainage; Bob Dabney, Subdivision Restrictions; and Jenny Lindsey, Area V Representative.  Bill asked the board to consider Rose Arp as Treasurer.  Julia Finegan motioned to accept Rose as Treasurer and Sharon Walker seconded it - motion carried.  Walt Magness made a motion to accept Chris Fortin as Roads and Drainage, Rose Arp seconded the motion - motion carried.  Walt Magness motioned to make Bob Dabney Area V Representative.  Rose Arp seconded the motion - motion carried.  Billy Burke volunteered as Subdivision Restrictions.  Sharon Walker motioned that Billy Burke hold the position of Subdivision Restrictions Rep.  Walt Magness seconded the motion - motion carried. 

 

Bill Schmidt reported that we needed a resolution authorizing change of names on HBPOA bank accounts.  We now require two signatures on each check.  At this time there are three names on the list - Bill Schmidt, Rose Arp, and Julia Finegan.  Walt Parker made a motion to send a resolution to Prosperity Bank authorizing these three names and including Vice President Jim Collins to the resolution for all accounts and the safe deposit box.  Sharon Walker seconded the motion - motion carried.

 

After discussion from the out of town and permanent residents and the board, Rooster Basset motioned to have the meetings at 6:00 p.m. on Friday.  Billy Burke seconded the motion - 1 opposed - motion carried.  Billy Burke made a motion for the meeting to be held on the second Friday of the month and Walt Magness seconded the motion - motion carried. 

 

The committee reports were suspended due to a lengthy meeting.

 

Jim Collins reports that all he found concerning boat ramps was that we couldn't do anything until winter at low tide.  We are waiting to get Clark's Construction bid.  Discussion was made to get a contract in writing first.  We can't afford to not do it right this time.  Previous reputation with contractors has also been a problem.

 

Billy Burke made a motion to table repair of small boat ramp parking lot and Walt Parker seconded the motion - motion carried.

 

Walt Magness left at 11:25 a.m. but there is still a quorum.

 

Bryan Bacle went over his original final invoice verbally with the board noting the second page was just a repeat of the first.  The question was raised as to how the different things to do came about.  The board had received an e-mail from Mr. Ponthier saying he knew of no other jobs than mowing that he should have.  Bryan told the board he had financially needed more jobs so Mr. Otto approved and gave him free rein (such as policing the area, etc.)  Mr. Otto had left on May 31, 2007 so Kelli continued paying Bryan for his jobs.  Bryan had already been paid July 2, 2007 and July 20, 2007.  This was the 3rd invoice for July, 2007.  Ann Bagly stated she had found substancial over billing to HBPOA in the excess of $500.00.  Sharon Walker motioned to deny payment of this invoice Walt Parker seconded the motion - motion carried.

 

The pool was closed the 2nd or 3rd of August by the pool people because the program had been changed which altered the system causing overtreatment and clouldy water.  David Allen met with Bill informing him that the constant rubbing up and down with the wrong brush had caused fiberglass damage.  Walt Magness recommended a key to the pump room be given to Maria in case of an emergency.  Bill says he sees no problem with that.  Billy Burke made a motion to keep the pool open on Saturday 10:00 a.m. - 6:00 p.m. and Sunday from 2:00 p.m. - 6:00 p.m. during the month of September, weather permitting.  Sharon Walker seconded the motion - motion carried.  The water aerobics group would meet on Tuesday, Wednesday and Friday, also weather permitting.  Billy accepted this ammendment and Walt Magness seconded the motion - motion carried.

 

The status of new Office Secretary was the next order of business.  Proposed hours of operation for the HBPOA were discussed.  There would be at least 20 hours per week - Monday, Wednesday, Friday and Saturday.  We will pay in the neighborhood of $7.50 an hour.  Janet Claudio has been consulting 4 people in the office with her 100% knowledge of billing.  Bill Schmidt appointed a committee of Rose Arp, Ann Bagley, and Julia Finegan to review applications for Office Secretary.  Sharon Walker motioned to give the Board the authourity to hire an Office Secretary.  Billy Burke seconded the motion - motion carried.

 

Next on the agenda was cancelling or modifying policy changed of previous Boards.  Walt Magness motioned to rescind minutes of January authorizing any three members to address emergency matters.  Walt Parker seconded the motion - motion carried.

 

Billy Burke motioned to rescind the previous ruling on bulletin board use.  Walt Magness seconded the motion.  Walt Magness recommended having some control such as no solicitation.  Rose Arp motioned to go with this recommendation and Jim Collins seconded the motion - motion carried.

 

Walt Parker motioned to rescind minutes for charging $250.00 for inspection of HBPOA records.  Jim Collins seconded the motion - motion carried. 

 

Ann Bagley motioned to rescind or change pier, pool and boat ramp card policy.  Walt Parker seconded the motion - motion carried.  After much discussion on clarifing mutiple cards and motions that were made and rescinded Billy Burke made a motion that each property owner should receive 2-2-2.  Walt Parker seconded the motion.  An addendum of 'in good standing' was added.  Motion carried.  Billy Burke motioned to have one pier card per owner free, second for $5.00 in good standing.  Lost or damaged cards will be replaced for $5.00.  Jim Collins seconded the motion - motion carried.

 

In reviewing HBPOA fees Rose Arp motioned to reduce fee for a copy to $.25.  Chris Fortin seconded the motion - motion carried.  Walt Magness motioned to cancel charge for maps and faxes.  Rose Arp seconded - motion carried.  Information/Refinance Requests was cancelled.

 

Sharon Walker reported on the newsletter giving us an idea of things to be in it.  E-mail addresses, web site, people's night out, working toward audit, Church news, Fire Department, Copanoakers, etc.  Billy Burke motioned to allow up to $900.00 to mail out newsletter.  Chris Fortin seconded the motion - motion carried.

 

Walt Parker motioned to allow meetings with Robert Bianchi, Johnson & Cate and Brenda McElwee plus expenses incurred.  Walt Magness seconded the motion - motion carried. 

 

It was recommended that we hire an accountant primarily for income tax and aid to get non-profit status back.  Billy Burke motioned to hire Charlene Nelson, CPA up to 40 hours as a personal service employee.  Rose seconded the motion - motion carried. 

 

Ann Bagley motioned to adjourn the meeting.  Billy Burke seconded the motion.  Meeting was adjourned.

 

Respectively Submitted

Julia Finegan, HBPOA Secretary