PSOA Board Meeting Minutes of January 10, 2013

PALM SHORES OWNERS ASSOCIATION


REGULAR BOARD MEETING MINUTES

JANUARY 10, 2013

The Palm Shores Owners Association (PSOA) board of directors met at the Bahama Palm Shores Firehouse on January 10, 2013, 7:00 PM. Present were officers Steve Roessler, Luc Lavallee, Janene Roessler, Gore Flynn, Tara Lavallee, and Jackie Estevez. Several PSOA members and residents were also present.

Minutes of the April 19 2012 meeting were approved.

Treasurer’s Report: 63 property owners have contributed to the Association for 2012. In addition to property owner contributions, Local Government disbursed $1381 in summer 2012, for construction of a bus stop shelter. Current bank balance is $10,655 plus $291 in petty cash. The Treasurer presented a spreadsheet showing receipts and expenses for the period.

Mowing Contract: Mr. Jimmy Key was commended for his excellent work of mowing verges during the period May through October. PSOA members in the audience agreed that the community now looks cared for, neat and orderly. A motion passed unanimously to renew the contract for summer 2013, with a $200 increase. The contract will be in the amount of $1700, with an additional $200 for expenses. Key had submitted receipts for all of the direct expenses for the 2012 contract. Mr. Key, who was present at the meeting, verbally agreed to the terms of the contract.

Legal Status of PSOA: Mr. Leo Bethel did considerable research and communications through the summer months regarding this matter. In summary, he learned that PSOA can restore filings with the Bahamian government, using a lawyer located in Marsh Harbour. The fee proposed would be $1000 to the lawyer to file for years 2009-2012, plus $350 per past year (4 x 350=1400) to the Registrar, for a total of $2400 to get us up to date. For each year following, starting in 2013, the annual expenditure would be $700; $350 to the Registrar and $350 to the lawyer. Mr. Bethel had explored ways to waive the legal fee, but the law requires this. Without the filing, officers and members of PSOA cannot legally solicit funds or hire contractors, nor are they protected against liability. Due to the large amount of funds required and the importance of the issue to all members, the board decided to open this matter for discussion and decision at the Annual General Meeting for 2013, when new officers will be elected.

Membership Committee: Bill Bruce and Leo Bethel worked through the list of addresses, sending e-mails and regular mail letters to property owners who had not responded to the 2012 donation requests mailed in January-February 2012. Secretary Janene Roessler will work to update the list before sending out the 2013 donation request.

AGM 2013 Meeting Date: The date for the Annual General Meeting for 2013 was set for Saturday, February 2nd, at the Fire House, 4:00 – 6:30 PM. The meeting will be followed by a community potluck. All residents and property owners are encouraged to attend and bring a dish to share.

Nominating Committee: Several of the current officers have served for 2 consecutive years and have indicated their desire to step down. Officer Gore Flynn and resident Leo Bethel will be approaching potential candidates, to be presented at the Annual General Meeting. Anyone wishing to volunteer for these positions is encouraged to contact Leo (bps39andholding@yahoo.com) or Gore (goremaine@hotmail.com).

Other: Monies provided by Government for construction of a bus stop shelter have been spent for materials. The shelter at the Main (North) entrance is nearly complete, thanks to the volunteer labor of several BPS residents. More funding will be needed to complete floor and benches. An area at the South Entrance has also been cleared, for the future construction of a similar shelter. This work was donated by Curtis Sands. A letter of thanks will be sent.

Jackie Estevez spoke to the ongoing efforts to have Bahama Palm Shores recognized and funded as part of a township entity. Any future funding will be earmarked for specific projects. Amounts discussed vary from $2000 to $10,000.

Road maintenance was discussed at some length. Difficulty in obtaining patching materials is an ongoing problem. PSOA Treasury is not large enough to consider repaving or grading. Therefore, yearly patching of problem areas is deemed to be the best solution, with tar patches on the paved area in Section 1, and cement patches on the main quarry roads in Sections 2-4. Work parties will be organized, with 7-8 volunteers needed for each work day.

Audience members asked whether there were plans to push the dump, as materials have accumulated, and access to the pit is blocked by derelict cars and construction debris. In the original 2012 budget, an amount of $1700 had been approved to maintain the dump. However, that amount was cut out at the March 2012 Board meeting, due to decreased funding through Association member contributions. Dump maintenance will be discussed at the Annual General Meeting and proposed as a priority for the 2013 budget.

The meeting adjourned at 8:15 PM. Next meeting will be the Annual General Meeting on February 2, 2013, 4:00 PM at the Fire House, with a community potluck to follow.

Future PSOA meeting dates will be scheduled by officers elected at the AGM.



Respectfully submitted,

Janene Roessler, Secretary