Palm Shores Owners Association (PSOA)

Board Meeting

MONDAY APRIL 8^TH, 2013 AT 6:45PM

High Banks Volunteer Fire Service Building

 

The Palm Shores Owner Association (PSOA) Board  of Directors met at the High Volunteer Fire Service Building (HBVFS) on April 8^th, 2013 at 6:45 PM. Present were officers and Directors Leo Bethel, Anita Knowles, Irene Lowe, Nathania Lewis, Sandra Albury, Donnie Woods, Frank Croft.

Prior to the start of the meeting the photo of the new board was taken to be placed in the Abaconian.

Welcome- President, Leo Bethel welcomes members of the board and commenced the meeting.   Apologies from Jennifer Hudson for not being present for photo. Photo was done by Stephen Knowles. 

Approval of Minutes-The Reading of the minutes was waived as members of the Board had received the minutes via email.  Minutes were approved as submitted.

Report and Approval of PSOA financials to March 31^st 2013- The Board received print out of Check book register to date. Spreadsheet equipped with deposits and withdrawals from PSOA account balance being $12,657.65. Also presented and approved was the Petty Cash register and reconciliation to March 31st, 2013.

Motion moved to approve financials. Please note copy of register can be furnished upon request. 

Status on the legalization of PSOA Re: Isaac Collie/Mc. Kinney/Commonwealth Bank – Leo Bethel reports that the bank account is finally operational. Although the letter of good standing from the Registrar General still not been received. Commonwealth Bank advised that if the association had not sorted out the legal aspect of the account they would have had no choice but to close by the end of March and issue a cheque for the balance be made payable to PSOA.

The signatures of the signees on the account are now up to date and account is now legal. All back fees owed by the Association have been paid.  Isaac Collie gave us an additional reduction on fees from $1000.00 TO $350.00 fee on filing the returns from 2009 to 2012.

Status report from Gore Flynn Re: Articles of Association and By-Laws – Gore Flynn did extensive work on the memorandum and articles revising it to present day terminology.  Leo Bethel and Anita Knowles will meet with him to review the changes for approval and submittal to the Board and Mr. Collie as the legal advisor for further review.

 Approval to purchase accounting software for PSOA- The Board agrees to purchase QUICK BOOKS PRO for accurate records of the accounting. It is mandatory to have proper financial statements of the accounts as stated in the articles.

Status Report on membership to March 31^st, 2013 –As of March 31^st we have 49 paid members.

We will be sending reminder membership forms to those who have not replied by April 12^th, 2013.

Appoint chairman and review & prioritize future road works and firebreaks – Jimmy Key provided a contract to the Board that states that he will accept $265.00 on a monthly bases staring May 1^ST 2013 to October 31 2013, excluding gas and diesel.  Board appoints Jimmy Key as chairman to oversee road works. The Board awaits Jimmy Key’s response.

Possibilities of Curtis Sands/Darrell Sawyer doing some of the heavier work after the rainy/hurricane season has passed.

Beautification of both entrances and bus stops – The BPS ladies submitted a quote to the board for materials to beautify main entrance bus stop. The Board will revisit proposal on a later date.

Board to solicit new/returning members and supply them with letter and application form- Board members will try to get more members to the association.

No other business

Next Meeting Date- Next meeting date set for Monday May 6^th, 2013 at 7:00pm promptly.

Adjournment- Leo Bethel adjourns meeting at approximately 8:30pm

Respectfully submitted,

Nathania Lewis, Secretary