Chpoa Board Minutes Nov 16 2009

CUMBERLAND HARBOUR PROPERTY OWNERS’ ASSOCIATION MINUTES OF BOARD MEETING, NOVEMBER 16, 2009 I.

The meeting of the Board was called to order by Paul Gommo at 2:45 p.m. on November 16, 2009. The meeting was held by conference call. All Board members were present at the meeting; Paul Gommo, President; David Cohen, Vice President; Bernie Huber, Treasurer; Helen Ownby, Parliamentarian; Michelle Deis, Secretary.

II.

New Management Company - Paul Gommo discussed the differences in the two management companies that he and David Cohen had reviewed as potential new management companies for the CHPOA. A. Association Management, LLC. - Paul Gommo reported that he met with Alva Youngner and Mary Bryan Fields of Association Management, LLC. in St. Simons Island, Georgia. He stated that Association Management was not able to give him clear pricing and that they do not presently manage any developments as large as Cumberland Harbour. B. Heritage Property Management Services, Inc. - Paul Gommo and David Cohen reported on the conversations they had with Gavin Cobb of Heritage Property Management Services, Inc., in Atlanta, Georgia. They stated that Heritage has a very good transition service to aid in the transition from AIMS to Heritage and the company has 130 employees, which include accountants and attorneys. David and Paul also reviewed with the Board the management contract and pricing provided by Heritage. Paul discussed that Heritage would provide accounting services, which include bill paying, financial statements, tax filings, and assessment collection and mailings. David discussed the website services that Heritage will provide to the Board and the property owners, which may include online assessment paying, a calendar and scheduling of social functions, as well as many other services. After Board discussion, Michelle Deis motioned for the Board to contract with Heritage Property Management Services, Inc. for the management of the CHPOA. Bernie Huber seconded the motion. The Board voted unanimously to approve Heritage Property Management Services, Inc. as the new management company for the CHPOA.

III.

Heritage Property Management Services, Inc. Contract – Paul Gommo suggested and the Board unanimously agreed that the contract provided by Heritage should be reviewed by the CHPOA attorney, George Nowack, before the Board approves the contract. Paul also stated that he would ask Heritage for a copy of their insurance bond and/or errors and omissions insurance.

IV.

Design Review Board Functions – Bernie Huber stated that he had been contacted by Joe Gregory, the Design Review Board (DRB) Chairperson, and that Joe had concerns about how DRB functions which had been performed by Jeanette Jones of AIMS would be covered, such as the DRB Meeting Minutes and DRB communications. The Board discussed options, such as having Heritage provide the services or having the DRB hire a person to perform these functions. The Board

decided to investigate each of these options and decide on a course of action at the Board’s next meeting that could be suggested to the DRB. V.

CHPOA Bank Accounts – The Board discussed the need to have the CHPOA bank accounts transferred as soon as possible by AIMS to bank accounts set up by Heritage Property Management Services, Inc. for the CHPOA. The Board discussed that George Nowack, the CHPOA attorney, should contact AIMS as soon as possible to have this accomplished no later than noon on Thursday, November 19, 2009. Michelle Deis motioned to have the CHPOA bank accounts transferred by AIMS to bank accounts set up by Heritage Property Management Services, Inc. for the CHPOA. Helen Ownby seconded the motion and the Board voted unanimously to have the bank accounts transferred.

VI.

Next Meeting – The Board agreed that the next meeting would be on Thursday, November, 19, 2009 at a time to be determined. Paul Gommo adjourned the meeting.

Signed by the CHPOA Secretary, Michelle Deis ____________________________________

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