1 Bay Point Community Association Regular
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BAY POINT COMMUNITY ASSOCIATION REGULAR MEETING OF THE BOARD MONDAY, NOVEMBER 12, 2018 AT 5:30 PM BPCA CONFERENCE ROOM APPROVED MEETING MINUTES IN ATTENDANCE: Jo Ann Day, Ed Helms, Walt Rankin, Carl Selph, Lisa Snow, Bill Wanner, and Jose Velez In Attendance by Phone: Gretchen McCurdy Absent: Don Connor, and Keith Connor, Also in Attendance: Lynn Briley, General Manager, Tom Worrel, Accountant, and Debra Haydn, Recording Secretary CALL TO ORDER: Ed Helms called the meeting to order at 5:30 p.m. QUORUM: A quorum was established. PLEDGE OF ALLEGIANCE: Ed Helms led the Board and all in attendance to stand and recite the Pledge of Allegiance. HURRICANE RECOVERY REPORT/Ed Helms: A hurricane recovery committee was formed a few days after the storm. The committee members are Lynn Briley, Bill Wanner, Carl Selph, Jack Kennedy, John Warren, Dan Matthews, Tracy Rudhall, and Ed Helms. The committee met for the first week to 10 days twice daily, 10:30 a.m. and 3:30 p.m. Since communication was difficult the committee met at set meeting times. After a while the committee met once-a-day, and now twice-a-week. The first thing the committee began to tackle was debris removal. The first information received by BPCA was neither FEMA nor Bay County would enter 1 private communities on private roads to pick up debris. The committee began to interview large tree and debris removal companies. The first price received to take down and remove trees in the common areas and right-of-ways was $2,850,000. To say the least the committee was in shock. Fortunately within the next couple of days, Bay County Commissioner, Mr. Griff Griffitts, and the County voted unanimously to enter private communities and pick up debris. This news dramatically changed BPCA’s clean-up costs. After developing a scope of work the committee bid the tree work to four companies. The low bidder, Grow Tree Service, was awarded a contract for $201,000. This includes removing trees down or severely damaged, structural pruning of those damaged but can be saved, grinding the stumps and removing the debris. The next lowest bid was $460,000. Grow has a certified arborist on sight and he will determine what goes, what stays and what gets pruned. Members of the team began to work with the haulers coordinating how the community would be cleared. There will be several passes and as soon as we informed, we will inform the community what the final day is to put storm debris out. After that date owners will be responsible for removing tree and plant debris, construction debris and household goods. Debris must be separated into these 3 categories: 1) Vegetative debris 2) Construction/demolition debris and 3) Household items including appliances. BPCA staff and volunteers have done a tremendous job during this difficult time. Mr. Helms addressed our requirement to have contractors get a permit to work in Bay Point. Florida Statue states unlicensed contractors who work in an area declared a disaster is a felony, but more importantly this is to protect owners from those who take advantage of residents and work without workers compensation putting the owners at financial risk should someone get injured while they are working on their property. Security gates and the RFID system was severely compromised during the storm. An assessment of replacement parts needed has been completed. The parts order is over $9,000 and is expected to arrive any day. Hopefully within a few days after the parts are received gates will be back to normal and the Thomas Drive gate will operate on normal hours. Lighting at the Resident gate has been restored. Work on the Nicholas golf course is in progress; however, it is not known when the course will reopen. We will announce this once we receive a date from the golf club. Contractors will be allowed to work Seven (7) days a week with the exception of Thanksgiving Day until further notice. 2 AGENDA: MOTION: By Bill Wanner to approve the Agenda, second by Walt Rankin, and unanimously approved. CONSENT AGENDA: BPCA Financials, October 31, 2018 Stakeholders Financials, October 31, 2018 Regular Meeting Minutes, September 10, 2018 MOTION: By Walt Rankin to approve the Consent Agenda, second by Carl Selph, and unanimously approved. FINANCIAL REPORTS/CARL SELPH Carl Selph opened his report by acknowledging it was Veterans Day and expressed his gratitude for all Veterans in attendance. Due to the hurricane the Finance Committee report includes two months. October: The Committee recommends a freeze on all employee wage increases unless the annualized rate is within the budget, until the Committee delivers a recommended wage scale at the December meeting. MOTION: By Carl Selph that the Finance Committee develop a structure for staff salaries and hourly rates which will include starting pay rates, probationary periods, as well as merit and annual increases that are within the confines of the approved annual BPCA budget. This structured plan will be presented to the Board of Directors for discussion and vote at the December 2018 BOD meeting. Meanwhile, all pay rates will be frozen as is until the structured pay plan is approved by the BOD with the exception of any increases that may be due prior to the November Board meeting which fall within the approved budgetary guidelines, second by Bill Wanner. A voice vote was taken resulting in 6 yea votes and 2 nay votes from Jose Velez and Walt Rankin. The Committee approved a request by the security department to purchase a desktop computer for the Legends gate to monitor 29 cameras. Mr. Rankin informed Mr. Selph that the desktop will not be purchased until the cameras are ordered. The Committee agreed to place the maximum amount permissible according to our by-laws, into the TrustMark Money Market Account because the rate is higher than the CD rate. 3 The committee approved paying the Gorrie-Regan invoice $25,000 that was for services and supplies received prior to the hurricane. BPCA is now able to accept debit and credit cards to pay annual assessments and other fees. A convenience fee will be paid by the user. November: We have 1,201, paid in full assessments (77.6%) of all BP 1,547parcels. We are now able to use the safe in the Post Office building to keep our HR and accounting records secure. The Committee approved paying full-time employees who were unable to return to work during the pay period in which the hurricane occurred for their normal 80 hours of work. Tom Worrel is compiling a list of expenses directly related to the hurricane to submit to our insurance carrier. Risk Management and Unnecessary Liability Exposure: a. Some board members through ill conceived, ill advised, and improper board actions continue to expose the Association to potential litigation which could become very expensive and time consuming. Furthermore, as mentioned by Mr. Clark, when a group of folks take an action that is contrary to the governing documents, is contrary to the general counsel legal opinion. Not only do you run the risk of litigation, but that litigation might have to be paid for personally, because the D&O carrier may refuse to cover that because they would call it gorse negligence. b. With respect to the hurricane and security i. For a period of three to four days and nights the gates were not manned. Thus, allowing anyone who wanted to enter and exit the community at will. ii. The director of security was not on the Bay Point property and did not return until well after the storm event. Thus, the department was without leadership. The guys working did a great job. iii. After the appointment of Mr. Moore security director, 8 security department employees resigned. A senior department supervisory employee, who had continually received excellent evaluations, was reassigned to a lower ranking position and removed from supervisory status. These resignations and reassignments are not normal and should raise a concern about the quality of the department’s leadership change and wether or not the director is taking retribution against the employees who chose to remain loyal 4 to their employer, BPCA, instead of to one particular person when that person was terminated. PRESIDENT’S REMARKS/ED HELMS: Ed Helms thanked the staff and volunteers who have helped us through this disaster. Special thanks to Jo Ann Day who worked three (3) days in the office helping with administrative duties along with Linda Corcoran and Robin Matthews for the many hours they have volunteered with us. He extended major kudos to Tracy Rudhall, Jami Thomas and their committee for organizing the Halloween festival. The children had a great trick-or-treat event in Marina View Park. Many volunteers, including Suzan Bozarth from Atlanta, who brought her carnival down for this event, Dean & Tina Resch, came to work along with Debra Haydn, Robin Matthews, and John Warren who brought his tractor in and cleared the park for the safety of the community. Tracy Rudhall has started planning a Christmas event and the tree in the park will be trimmed to resemble a Christmas tree, and not a gum drop. Mr. Helms acknowledged he may have missed recognizing some people, but added it was an event to be very proud of. He went on to mention that it is a shame that there were only a few board members in attendance. Working through this disaster has been tough on all Bay Point residents and the work is expected to go on for months. Mr. Helms stated “As your Board of Directors, we still have to follow our governing documents but we have a group of board members who believe that is not the case.