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Cape George Colony Club
Regular Board of Trustees Meeting Agenda
March 30, 2023, 3:00 p.m.
Via Zoom
A. President’s Comments and Announcements – Jane Ludwig
B. Action on Minutes – Pat Gulick
- Approve attached minutes of the regular Board of Trustees meeting held February 24, 2023. Minutes attached.
- Committee Meeting Notes and Minutes as presented at the Board of Trustees meeting held February 24, 2023. See attached.
C. Manager’s Report – Marnie Levy. See attached.
D. Treasurer’s Report – Fayla Schwartz. Summarized February 2023 Financial Report attached.
E. New Members – Pat Gulick. See attachment.
F. Information items or documents submitted to the Trustees at Study Session
- Reserve Study Update: Finance Committee Chair Nancy Charpentier and the General Manager Marnie Levy have met with committee chairs and are preparing notes to submit to the Reserve Consultants, LLC.
- Ad Hoc Berm Protection Committee update: The preparation for hydroseeding the berm will begin this week. The fence posts will be placed, and the North crossover is under construction. The second crossover to the beach is on the South end of the berm behind the workshop. The committee will be considering potential designs for a third cross over near the picnic pavilion.
- Reserve Item: Marina Barrier Arm. One proposal for the installation of a new barrier arm on Marina Drive was submitted. The proposal includes a plan to move the barrier arm to the top of Marina Drive to accommodate vehicles with boats that might need to back up if they do not have access to the marina. The first proposal was more than 25% over the approved reserve amount. Additional proposals and research will be presented.
G. Member Participation:
NOTICE: The President will ask members that have called into the Zoom Meeting that are listening to the Board Meeting to come forward with any questions, comments, compliments, or concerns. We encourage and wish to promote member participation with the following stipulations: Each member may speak once on any given topic until every member that wishes to speak has done so. Each member may have one rebuttal with a 2-minute time limit on the same topic. If another topic is raised the same procedure will follow. Note: The Board of Trustees will not hear or discuss owner violations or owner account issues. They must be addressed in a separate hearing.
H. New Business Agenda Items (Consider approval of the following listed agenda items)
Motion 1. I move to approve the proposed changes to the Environmental Committee Charter – Pat Gulick. Charter attached.
Motion 2. I move to approve the proposed changes to the Finance Committee Charter – Fayla Schwartz. Charter attached.
Motion 3. I move to approve the Assistant Maintenance Job Description – Bart Mooyman-Beck. See attached.
Motion 4. I move to accept the bid for new lock systems at the Workshop, Clubhouse and Fitness Room, total expense of $8176.64 to come from Operational Reserve funds – Fayla Schwartz. See attached proposal.
Motion 5. I move to approve changes to Rules and Regulations FIN07 to increase the petty cash fund from $300 to $500 – Betsy Coddington.
Motion 6. I move to approve changes to Rules and Regulations FIN06 to change expenditure authorization policy – Betsy Coddington. See attachment.
I. Open Board Discussion – Trustee Discussion Only
J. Committee Meeting Notes/Minutes:
- Ad Hoc Berm Protection Committee, 3/2023
- Building and Roads, 3/3/2023
- Environmental Committee, 1/10/2023
- Fitness Committee, 3/2023
- Nominating Committee, 3/8/2023
K. Announcements
- April 1, the member quarterly assessment is due.
- Mon., April 24, 3 p.m., Study Session via Zoom meeting
- Thurs., April 27, 3 p.m., Board of Trustees Meeting, via Zoom meeting
L. Adjournment to Executive Session if necessary
