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BPPOA Special Board Meeting Minutes
Bear Paw Clubhouse
A Special Board meeting was called to revisit the by-law amendment ballot issue that was tabled at the last meeting due to questions on the interpretation of the current by-laws, referencing Article IX regarding the 75% voting criteria.
Directors Present: Pat Roberts, Tricia Swiger, Ron Taylor, Andrea Folkertsma via Facetime connection
Directors Absent: Mark Ackerman, Al Snaider, Greg Brock
Members present: Wayne Roberts, Bob Edwards, Jeannette and Charlie Smoot, Eileen and Jim Humphlett, Mike and Mary Maul, Gail Taylor
The meeting was called to order by Andrea Folkertsma, President.
Andrea opened the meeting with the Pledge of Allegiance at 9 am.
Andrea then proceeded to share her findings from the Attorney on the by-laws voting questions that had been requested at the prior meeting to be clarified before a vote on the proposed ballot. Report attached.
There was an open discussion by all.
The cost of seeking legal advice was raised. The request for said legal advice was requested at the prior meeting, March 4, 2017 by several members and would be a BPPOA cost if one were incurred. There may well be no cost.
Andrea redirected the meeting to the stated agenda of this special board meeting, that being the acceptance of the proposed by-law amendments ballot (see attached) that included six basic changes to our current by-laws.
A motion was made by Tricia Swiger that the board votes to send out this by-law amendments ballot to all Bear Paw property owners via the U.S. Postal Service using our current county tax records for addresses. This ballot would be attached to a requested update of our BPSD owners' information sheet that would include their current address, telephone number and e-mail address.
Andrea seconded the motion.
Discussion followed. There was much discussion and confusion regarding various alternatives and whether our primary objective would be achieved.
A vote on the motion was taken resulting in a 2/2 yes/no tie and therefore the motion did not pass.
There was some further discussion that another board member not in attendance could be called to break the tie and/or emailed for their vote. It was the consensus of the members in the audience that this was not a proper way to handle it and the 2/2 vote stands.
There was further discussion and input with the goal of obtaining consensus by board members present that the amendment ballot only include Article II as presented below that led to an overall agreement that, pending a motion, was to be voted on.
Art. II DEFINITIONS. Add “Usage of the the words “mail” and “mailing” herein to refer to and include personal handling, U.S. postal mail, E-mail and any other future technological means of communication acceptable for legal notifications.
FOR:_____ AGAINST: _____
Ron Taylor made a motion to send a ballot requesting a vote on the above to be mailed out with the BPSD information sheet by April 17th. Tricia Swiger seconded the motion and it was passed unanimously.
Implementation steps were agreed to as follows:
1. This amended ballot is to be mailed out via U.S. mail attached to the BPSD information form to all Bear Paw Service District lot owners on the tax rolls as of April 1, 2017.
2. A committee of 4 members volunteered to oversee this mailing out and to tally all ballots. Mike Maul, Wayne Roberts, Jeanette Smoot and Gail Taylor volunteered.
3. These by-law amendment ballots must be returned by May 17th. All ballots returned by that date will be tallied by the volunteer committee and the results presented at the annual meeting.
Tricia Swiger made a motion to adjourn the meeting. It was seconded by Pat Roberts. Upon a vote called by Andrea Folkertsma, the meeting was adjourned.
Tricia Swiger/Gail Taylor for
Al Snaider, Secretary of the BPPOA
It was discussed after the meeting to also included in this mailing will be information from the POA nominating committee, along with a request to consider being a candidate to fill three vacancies on the POA board and a voting proxy form. The annual meeting and election is scheduled for May 27, 2017.
Bear Paw Property Owners Association Annual Board Meeting
Held at 60 Village Dr., Murphy, NC
May 27th, 2017
The meeting opened at 9:03 am
Board members present: Andrea Folkerstma, Mark Ackerman, Greg Brock, Pat Roberts, Tricia Swiger, Ron Taylor and Al Snaider via Facetime.
Andrea Folkertsma, President, called the meeting to order.
A remembrance of why and for whom the day is set aside was given by Andrea Folkertsma. After which the pledge was given followed by a moment of silence in remembrance of those that gave the ultimate sacrifice for our country.
Dennis Strand, our new manager for the service district was introduced. He spoke to the POA for a short period.
The candidates up for election were introduced each in turn giving a short presentation of their desires for the POA and show they could best serve Bear Paw.
The candidates were:
Lee Godbout Gregg Herring Ann Isaacs Brad Mueller John Steensma
During John Steensma’s presentation he made us aware the ambulance had come into Bear Paw at the earlier BPSD meeting was for George Dover who had had an accident. A moment was taken to offer prayer for our friend.
Nominations were then taken from the floor. David Marion was nominated by Jerry Pezzella.
This year reflected a new procedure by the board, as the board did not recommend or nominate any candidates as in the past and no ballots were received until after the introduction of candidates and nominations from the floor was completed.
A short recess was held to take time to vote. During this time coffee, water and snacks compliments of the POA were available. Donations for the POA were requested.
After the voting was finished the meeting continued while the votes were tabulated.
The reading of the minutes was waved, as the secretary, Al Snaider, could not give them through the computer.
Tricia Swiger gave the budget report on the finalized budget approve at the last meeting. She stressed that our money comes from primarily from donations. Funds also come from fundraisers at functions like the 50/50, silent auctions, the selling of T-shirts, Bear Paw cups etc.
Ron Taylor gave a “Firewise” Report. He thoroughly explained what the threat of fire here is and how we need to be prepared. He provided a Firewise brochure as well as a Homeowners checklist, Guide to Firewise Principles, and High Fire Danger and what to do.
He explained that we were one of the few that had applied and qualified for a “Firewise” grant. The grant for $8,000 will be the amount reimbursed to Bear Paw as we complete certain fire safety requirements for example widening the roads so fire trucks can turn around, creating fire breaks, finding ways to supply water to certain properties, having an evacuation route etc.
Ron made it very clear that this is not just a BPPOA program but involves the cottage owners, condo owners, HLPOA also. He also made it clear that this is an ongoing project that will continue each year as we accomplish more safety features to secure our mountain and it will continue to grow. Homeowners as well as the administration in Bear Paw need to do their part to make their individual homes less vulnerable. There are 2 community day cleanups planned for this year, June 17th and Aug. 26th at 9:00 am. We need about 50 volunteers at least to help clean up debris, fallen limbs, underbrush etc. Everyone is asked to come to the clubhouse on those dates with gloves, old clothes and tools that will be helpful. Ron will be in charge and any question can be directed to him at 644-9566.
The CAC “Community Action Committee” report was given by Eileen Humphlett. Eileen reviewed the upcoming events/activities for this year. She also reminded everyone that they started with the Kid’s fishing tournament and Potluck dinner this weekend. She reintegrated the need for donations, volunteers, and participation in the fundraisers i.e. buying the Bear Paw cups and T- shirts. Eileen also reminded everyone of the “Bear Paw Live” the best of Bear Paw series that will include 3 concerts this summer starting Sat., July 1st.
The results of the ballots mailed out in April were given. Andrea reported that over 75% of those voting approved the change with 125 for and 4 against. See below for clarification.
Art II DEFINITIONS. Add “Usage of the the words “mail” and “mailing” herein to refer to and include personal handling, U.S. postal mail, E-mail and any other future technological means of communication acceptable for legal notifications.
! FOR:_____ AGAINST: _____
Andrea briefly mentioned that the hunting ordinances, explaining that the purposed changes have been put
on the web for all POA members to review and decide later what action to take. Andrea asked it there was any new business.
Andrea announced the voting results for board members. Ann Atkinson, David Marion and John Steensma were each elected to the 2017-18 BPSD/BPPOA board. They will serve 2 years and will be eligible to serve 2 more years in the future.
Under New business the “no-brainer” changes to the By-laws were presented, voted on and passed unanimously. These were minor changes to bring our By-laws up to date. See below.
Art I Sec 3 MEMBERSHIP. Purpose is for clarification
Delete “Bear Paw Lot”’ and replace with “Lot within Bear Paw Service
FOR:__x___ AGAINST: _____
Art II DEFINITIONS. Add “Usage of the words ”he” and “his” herein refer to either sex and are not exclusive
or restricted to either sex. Purpose is to insure gender equality.
FOR:__x___ AGAINST: _____
Amend all references of “corporation” to read ”association”. Purpose is for clarity. We refer to ourselves as the Bear Paw Property Owners Association although we are a corporation.
FOR:___x__ AGAINST: _____
• Art VIII ASSOCIATION SEAL. The SEAL is no longer requires by the state of North Carolina. Delete this article and requirement.
FOR:___x__ AGAINST: _____
Mark Ackerman made a motion that the meeting be adjourned. Al Snaider seconded the motion.
Andrea called for a vote to adjourn and was unanimous.
The meeting was adjourned
This is your association. All Bear Paw Service District Property owners are voting members. The main function is to oversee the election of board members and the by-laws. This same elected board is also your Service District board. The funds for your association come from fundraisers and donations. Unlike the Service District that must adhere to strict regulations and is funded by your tax dollars, the BPPOA can fund events, purchase fun things and vote on how things are run.
All functions are run by volunteers. The Bear Paw Service District Office does not have anything to do with functions of the association.
So keep us strong:
Join in, volunteer and donate!
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Bear Paw Property Association