PELICAN BAY PROPERTY OWNERS ASSOCIATION, INC.
Minutes of Executive Board Planning Session (Closed) – Tuesday, April 7th @ 9AM
Call to Order – Mark English called the meeting to order at 9:02 AM. Attending were Mark English, Joe Bawduniak, Donna Raab, Nancy Lewis and Hank Rossi. The Secretary declared a quorum with all board members present.
Meeting Minutes – (Feb. 13th and March 12th) Amendments, Corrections and Approval. After discussion the minutes above were approved and the Secretary was instructed to post them on the website.
Correspondence – PBPOA Notification of Director Representation to PB Divisions/ Board response to 3/30 email from Lustig RE: PB employees.
Mark E said he would create the Notification of New Director Announcement and get it to Nancy L today.
It was agreed that all resident communications coming to the Board or Secretary would be circulated and acknowledged. The PBPOA President would decide which Board member would be assigned to researching and responding to the inquiry. Nancy L would be responsible for the follow-up to confirm every inquiry received a prompt response.
Treasurer’s Report – March Financial Report Questions/Approval– The Board congratulated Joe B. for all the work he and Nancy did to answer the questions raised. After discussion the Board unanimously approve the 3/31/20 Financial report.
Committee Reports – Ted Raia was contacted to see if he would be chair of a Safety and Conservation Committee with others. He accepted. Board members were asked to think about what other committee’s the PBPOA should have.
Membership Report – Donna/ Nancy (Ambassador program/ new membership estimate for balance of 2020. It was decided that future membership efforts would best be supported by concentrating on sending out E-mail blasts and submitting relevant articles to the PB Post for every issue over the next four months. Those efforts would provide the base for future membership drives in late fall.
The Treasurer was advised not to project any membership revenue for the balance of the year.
Nancy L. will use the next few months to get a better understanding of the condition of the actual membership and E-mail blasts.
Nominating Committee – (discussion tabled for today)
PB Foundation – Hank R. will represent the PBPOA at Foundation and PB Presidents Association Meetings.
PB Services Division – Mark E. will represent the PBPOA at PBSD at all meetings.
Other assignments will be forthcoming.
MAG – Nancy (question on what is expected/ is PBPOA responsible for?) – The Board reaffirmed that any work done for MAG will be billed directly to MAG as a separate and distinct group.
Naples One – Ted Raia agreed to represent the PBPOA as this project develops.
Collier County Presidents Council – John D will continue as our representative for this year.
Old Business
By-Law Revision Discussion – Joe B. presented a quick summary of some of the recommended changes. A more detailed discussion was delayed until later in the spring. It was agreed a change of address would be filed with the state immediately.
CenturyLink Status /Update – Nancy L presented an update on what was involved in getting our phone line transferred.
Secretary/Admin Asst Job Description – Nancy/ (discussion tabled for today)
PB Post Articles – Identify/Assign Author/Content— Hank R will assume management responsibility for articles meeting deadlines. All contributions will be welcome. Scheduled articles are:
Issue Title Author Due Date
Mid-April 2020 Exciting Things Happening Mark E Submitted 3/26
Early May 2020 Preservation Needs Donna R Due 4/9
Mid-May 2020 CERTS Services Joe B 4/23
June 2020 Safety in PB Hank R 5/12
July 2020 Water Quality Mark E, Ted R 6/9
August 2020 Issue LT Bonds for Needed PB Repairs Mark E 7/9
Member Communication E-Blast Schedule – Identify/Assign—Donna Raab will assume this responsibility. Scheduled E-mail blasts are:
Date: Title Author
4/10/20 Ten Little Things Mark E.
4/17/20 Exciting News Mark E.
4/24/20 Update on Issues-Reprint Ted E.
New Business—Nancy L pointed out that it would be easier and more efficient if the PBPOA had a company credit card for misc. business charges. Hank R confirmed The Heron works that way and the cards provided detailed summaries of expenses monthly and at year end.
Nancy L will also investigate what is involved with setting up the ability for us to accept credit card payments.
Hank made a motion to instruct Nancy Lewis to apply to Iberia Bank for a credit card in the Name of The Pelican Bay Property Owners Association with cards to be issued in the name of Mark English President and Nancy Lewis Executive Secretary of the Association. The motion was unanimously approved.
Nancy L was granted permission to purchase office supplies and quality stationary with the PBPOA logo to be used for official correspondence.
Nancy mentioned that several the software packages we were using needed to be upgraded so she could function more efficiently. The Board authorized Nancy L to make a list of the software upgrades she needed and to obtain pricing for budgeting purposes.
Donna Raab agreed to draft a thank you letter to be mailed to outgoing board members Ted, Bob, John and Pat.
The Board will look into planning a Thank You reception for outgoing Board Members in late fall or early January.
2020 Budget – Joe B pointed out that he and Nancy had identified several cost savings that would help us through this difficult year. The Board approved making all the budget cuts mentioned primarily no more charitable donations or social events. The Board voted unanimously to make those cuts.
Adjournment: The meeting was adjourned at approximately 11:25AM
Next Meeting – Regular Scheduled April 16th at 10 AM (but closed/either dial in conference or Zoom)
