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28th
Nov 2022

SRPW HOA Trustees Business Meeting • October 10th, 2022 - 11 am

 
Call to Order: President Georgine Natelli calls the meeting to order at 11 am. The meeting is being held in accordance with the SRPW Governing Documents and Robert’s Rules of Order and is being recorded. 
 
Roll Call of Officers and Trustees: Present: Georgine Natelli, Joe McCurnin, Dennis Malinowski, Jim Conway, Mary Bethe McGill, Patricia Chicarelli, Mary Nye, Edward Menzenbach, Diane Crozier, Susan Fletcher. Absent: Shirleyann Emmons and Simone Feder
 
Correspondence: None
 
Minutes of Preceding Meeting: Motion to accept September 12, 2022 Business Meeting Minutes made by Joe McCurnin; seconded by Mary Bethe McGill. All in favor. Motion carried.
 
Treasurer’s Report: Motion to accept the September Financials made by Susan Fletcher; seconded by Mary Nye. All in Favor. Motion carried. 
 
New Business:
Swearing in: Diane Crozier as Section 8 Trustee; Simone Feder as Section 3 Trustee. 
 
Accounting of funds: Motion to require an accounting from recreation committee and any committee that runs an event for SRPW (excluding independent clubs, ie, Women’s Club and Men’s Club) for each event. Motion made by Mary Nye; seconded by Ed Menzenbach. All in favor. Motion carried.
 
Distribution of flea market profits. Motion to distribute half of the flea market proceeds to the Health and Welfare Committee and half to the Food Bank. Motion made by Ed Menzenbach; seconded by Susan Fletcher. All in favor. Motion carried. 
 
Homeowner application to plant trees in common ground. Discussion about whether we should create a process where homeowners could apply to plant or otherwise decorate in the common grounds. No disposition on the issue. 
 
Commercial Rentals of Hall: Motion was made by Susan Fletcher that all hall rentals to for profits be suspended until Board of Trustees says otherwise. Motion seconded by Ed Menzenbach. All in favor. Motion carried.
 
For Profit Use of Clubhouse (nonrental):  Discussion about use of clubhouse by Zumba, chair yoga, and other vendors that charge a fee to participants. No action was taken to change current policy.
 
Revision of Hall Rental Agreement: Motion was made to require signatures of two board members on the Hall Rental Agreement – specifically the Vice President and the Treasurer. Motion was made by Susan Fletcher; seconded by Joseph McCurnin. All in favor. Motion carried. Motion was made to add a footer on each page of the hall rental agreement for the initials of the renter, so that it is clear that renter has read all pages of the agreement, including the liability page. Motion made by James Conway; seconded by Joe McCurnin. All in favor. Motion passed. President Georgine Natelli will revise the Hall Rental agreement based on changes noted and have the revision for a Workshop meeting on 10-31.
 
Holiday City South use of clubhouse facilities: 
Motion to approve Holiday City South Events already scheduled on the 2022 calendar and to require Board approval for any future events. Motion made by James Conway; seconded by Ed Menzenbach. All in favor. Motion carried. 
Motion to ask for reimbursement of actual costs incurred by SRPW in connection with Holiday City South events and to permit James Conway, Treasurer, with Georgine Natelli, President, to create itemized costs for each event to submitted for payment to Holiday City South. Motion made by Susan Fletcher; seconded by Mary Bethe McGill. All in favor. Motion carried. 
 
Motion to seek reimbursement for future Holiday City South events, if any, made by Mary Nye; seconded by Mary Bethe McGill. All in favor. Motion carried.
 
Motion to require an accounting from recreation committee and any committee that runs an event for SRPW (excluding independent clubs, ie., Women’s Club and Men’s Club) for each event. Motion made by Mary Nye; seconded by Ed Menzenbach. All in favor. Motion carried. 
 
Rules and Regulations:  Motion to approve the Rules and Regulations Notice in the Sentinel, subject to changes made by the HOA attorney. Motion made by Susan Fletcher; seconded by Patricia Chicarelli. All in favor. Motion carried. Motion to place on hold Architectural Control approval of shed and fence applications until after the November 14 Homeowners Meeting made by Susan Fletcher; seconded by Mary Nye. All in favor. Motion carried. 
 
Clubhouse decorations: Motion to appoint Luis Perez and Philip Capezza to the Clubhouse Decorations Committee made by Edward Menzenbach; seconded by Diane Crozier. All in favor. Motion carried.
 
Maintenance Mechanic: Motion to approve Tom Kalinowski as our Maintenance Mechanic made by James Conway; seconded by Mary Nye. All in favor. Motion carried. 
 
Awning over office door: We received one bid. Motion to get more bids for this project made by Mary Nye; seconded by James Conway. One opposed; all others in favor. Motion carried.
 
COVID Cleaning Plan and sign-in: There was discussion about eliminating sign-in sheets and limitation on the number of people allowed at an event. Georgine shared information and statistics for the Ocean County area posted on the New Jersey State website. Motion to keep current practices for the time being made by James Conway; seconded by Mary Nye. Three opposed; all others in favor. Motion carried.  
 
Stouts Bus Contract: Motion to put decision on the Stouts bus contract on hold until the November Trustee meeting made by Ed Menzenbach; seconded by Mary Bethe McGill. All in favor. Motion carried. Motion for Ed Menzenbach and Diane Crozier to look into the cost of our bus service made by Mary Bethe McGill; seconded by Susan Fletcher. All in favor. Motion carried. 
 
Old Business:
ADR Procedures: Discussion about Trustees handling the first step in ADR – gathering the complaint information, getting agreement on a hearing date, and forwarding to the office to get an outside mediator. Trustees will be trained on an as-needed basis. 
 
Tree Removal Money allocation: Motion to approve money for tree removal proposed by Common Grounds made by Mary Bethe McGill; seconded by Mary Nye. All in favor. Motion carried. 
 
Requests for Proposals 
Security: Look into security for the office.
 
Awning: get more bids
 
Pool tables: Ed will continue research 
 
Structural engineering proposals – discuss in November
 
Flooring – Select flooring and vendor – update from Sue 
 
No hunting, no trespassing signs – update from Pat
 
New Trustee Complaint form – hand out to trustees
 
Refurbishing behind clubhouse – money was allocated in 2022, carry it over to 2023
 
Trustee Reports:
Section 1: No Trustee
Section 2: Patricia Chicarelli – road work in this area
Section 3: Simone Feder
Section 4: Edward Menzenbach -- trees
Section 5: Mary Beth McGill – ADR request resolved
Section 6: No Trustee
Section 7: Mary Nye – issues with the deer
Section 8: Diane Crozier
Section 9: ShirleyAnn Emmons
Section 10: Susan Fletcher – tree report and pine needles
Section 11: No Trustee
 
Reports:
Recreation Committee – Lorraine reports.
 
Health and Welfare Committee – Maria reports.
 
Compliance – Maria reports.
 
Common Grounds – Jim reports
 
Architectural Control
 
Codes
 
Adjournment: President Natelli requests a motion to adjourn the meeting. Motion made by Susan Fletcher; seconded by Mary Bethe McGill. All in favor. Motion carried. 
 
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