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Minutes of 8.20.11 SBPOA Membership Meeting

The meeting was called to order at 10am by President, John Eckenrode.Officers present were John Eckenrode, Dan Cowell, Linda Paul, and Sandi Roberts, in addition to 52 members of the SBPOA.

The meeting started with the Pledge of Allegiance, followed by verification from George Junkin that a quorum of members was present.Visitors were asked not to vote on motions made during the meeting.

Secretary’s Report (Sandi Roberts) – The minutes from the 6.4.11 membership meeting were read.There were no additions or corrections and the minutes were approved as read.

Committee Reports:

Bull Roast (Carol Stevenson) – Carol thanked all of the volunteers who helped with the bull roast, especially Jim Rupp and his band. They have agreed to play again at next year’s event.

Directory/Buyer’s Guide (Chris Keefe) – Chris explained some of the challenges to assembling the directory with accurate information.Any directory errors can be reported to George Junkin who will update the SBPOA database, or to any officer.Periodic updates/corrections to the directory will be done via the newsletters.

Officer’s Reports:

Neighborhood Watch (Dan Cowell) – Dan introduced Lt. Troy Crowson of the SB Police Dept. as the liaison to the Neighborhood Watch Program.Dan explained that he lost some walkers this year, was able to replace some, and is still looking for other replacements to cut down on the size of some of the existing walkers’ territories.He reminded people about the volunteer appreciation luncheon in December and the appreciation dinner in May.He also reminded everyone that walkers are neighbors volunteering to watch other neighbors’ homes; they are not property managers.Finally, Dan asked the captains to have their walkers distribute SB directories to all non-SBPOA members at the same time that they deliver the Neighborhood Watch window cards.John Speer requested that SBPOA applications be included in the directories to encourage non-members to join.

Fall newsletter – Linda Lewis, who has been responsible for doing the newsletter, has resigned from the board.John asked that anyone interested in taking over the newsletter job contact Linda.

Calendar for 2012 – 2013 – Includes dates for all upcoming meetings and events and is published on the website.

Treasurer’s Report (Linda Paul) – Linda explained the new format that she will be using to report current expenses and income.She also explained the need to add several line items to the current budget for clarification.A motion was made and seconded to add the following line items to the current budget:

Income – ADD “Directory/Buyer’s Guide”

Expenses – ADD “Directory/Buyer’s Guide”

ADD “Miscellaneous Donations”

The motion was voted on and passed.

A motion was made and seconded to allow the executive board to expand, sort, and/or group the budget categories as presented in the current budget for better clarification. The motion was voted on and defeated.

President’s Report (John Eckenrode) – After thanking Kathy Jankowski for the job she did for SBPOA during her four years as treasurer and then president, and after summarizing his work experience and experience with other organizations, he proceeded to outline what’s working with SBPOA as well as the challenges the organization faces.

What’s Working:

  • Neighborhood Watch
  • Bull roast
  • Buyer’s Guide/Directory
  • The motion was voted on and passed.

Challenges/Unfinished Business:

1. Making officer/volunteer positions within SBPOA more appealing

2. Tax status –

·Records from 1988 show that SBPOA was a 501(c)(4) non-profit social corporation.

·In 1999, two 1099’s are on file with 2 different TINs – one as a non-profit and one as a for-profit corporation.

·Since the directory/buyer’s guide and the SB apparel sales generate income, SBPOA is a for-profit corporation.

A motion was made and seconded to file the appropriate paperwork with the state of DE to make the SBPOA Certificate of Incorporation consistent with its currentfor-profit tax status and the fact that we are operating with unrelated business income.The motion was voted on and passed.

3. Travel reimbursements – John explained that, at the 7.19.11 executive board meeting, the board agreed to reimburse Chris Keefe and Ed Nazarian for travel expenses incurred to solicit directory ads.A motion was made and seconded that, in the future, SBPOA will reimburse travel expenses for “income-producing activities” (currently the directory and the apparel sales). Reimbursement will be at the then current federal business rate and will be subject to the following conditions:

·documentation to the treasurer must include the date, to and from location, and distance traveled;

·no single trip may exceed 25 miles (round trip);

·trips must be for the sole purpose of doing SBPOA business.

The motion was voted on and passed.

4. Purchase of liability insurance – John shared the executive board’s recommendation that SBPOA purchase officer liability insurance.John recently contacted 3 companies for quotes.The only company to respond (Travelers Insurance) quoted a premium of $2061 per year for $1,000,000 worth of insurance that will cover SBPOA officers and all volunteers.A motion was made and seconded to:

·accept the executive board’s recommendation;

·request that the board seek bids from other companies;

·add a new $2200 line item to the current budget to allow the executive board to secure $1,000,000 of liability insurance for SBPOA officers and volunteers from the company that offers the most competitive bid.

The motion was voted on and passed.

5. 2011 taxes of $1700 due – A total of $12,500 in additional expenses would be necessary to offset the taxes that we currently owe due to income earned in 2011 from the directory and apparel sales.A motion was made to:

·add a line item to the current budget to appropriate $1700 for taxes;

·form a Budget Committee that will:

  • investigate and make recommendations to the executive board regarding additional expenditures that could reduce our tax liability;
  • investigate and make recommendations to the executive board regarding possible ways to spend SBPOA surplus funds in a way that will benefit all residents of South Bethany;
  • report back to the membership at a special meeting of SBPOA prior to Thanksgiving of 2011.

The motion was voted on and passed.Linda Lewis and Chris Keefe agreed to chair this committee and will look for additional volunteers.

New Business:

SB Historical Society (Maria Johansen) – Maria shared that the Historical Society is looking for old pictures, articles, and artifacts related to South Bethany’s history.Maria distributed a handout explaining the goals and objectives of the historical society.

Lawn waste pick-up – A motion was made and seconded requesting that the SBPOA approach the town on behalf of residents to discuss improving the current yard waste pick-up procedure.The motion was voted on and passed.

The meeting was adjourned at 12:15pm.Neighborhood Watch walkers were reminded to pick up their packets and additional copies of the directory/buyer’s guide before leaving.

Respectfully submitted,

Sandi Roberts

Documents used at Saturday, 8/20/2011 General Meeting: