MINUTES OF MEETINGS

BAY POINTE AT CORTEZ
CONDOMINIUM ASSOCIATION INC

MINUTES OF THE SPECIAL MEETING
HELD AT THE BAY POINTE COMMUNITY BUILDING
26th JANUARY 2012

The following Directors attended;

Garry Hall Vice President
Brian Scholes Secretary
Gloria Warren Director

Jeff Gorton SentryManagement

Apologizes: CharlesFauroat President
Derek Foxwell Treasurer

Agenda;

• To count and record the vote in respect of the 2012 funding of Reserves.


Jeff Gorton advised that with Owners present in person and limited proxies received we had the required quorum of 60 to allow the meeting to progress.

The Vice President called the meeting to order and requested the vote was taken.

Jeff Gorton by a count of hands of those present and limited proxies received advised that 72 votes had been cast with 71 being in favor of partial funding of the reserves as provided for in the 2012 budget and 1 vote in favor of waiving of reserves for the year 2012.

The vote taken is recorded for the record in these minute and Reserves for 2012 will be set at the partial funding level advised in the 2012 budget.

The Secretary will advise the Treasurer who will ensure all adjustments necessary are made.

There being no further business the Vice President closed the meeting.

Minutes prepared by BrianScholes
Board Secretary
1st February 2012
Approved at BOD meeting 7th February 2012



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BAY POINTE AT CORTEZ
CONDOMINIUM ASSOCIATION INC

Minutes of Board of Directors Meeting
26th January 2012

Present: Garry Hall – Vice President
Brian Scholes – Secretary
Gloria Warren – Director at Large

Jeff Gorton – Representing Sentry.

Apologies for absence: Charles Fauroat – President
Derek Foxwell - Treasurer


It was confirmed that those present were Owners of properties on Bay Pointe and questions were taken from the floor for over 20 minutes prior to the meeting being called to order at 6:50pm approximately.

1) It was confirmed that a quorum of Directors were present.

2) Proof of Notice of Meeting was confirmed. Notices posted 20th January 2012.

3) The Minutes of the Emergency Meeting of the Board of Directors dated 20th December 2011 were approved

4) The Condominium Election Certifications Forms were approved and recorded\

5) In the absence of the Treasurer the Secretary read out his report which was filed and accepted for the record. The Secretary then read out his own report which was filed and accepted for the record. Copies of the reports are available upon request.

Gloria Warren then reported on her activities. No document was provided for filing but her verbal report accepted.
6) Gloria Warren reported on the actives of the Neighborhood Watch and the Building Marshalls Committees. No document was provided for filing but her verbal report accepted.

7) The meeting was advised that the Treasurer would consider on a case by case basis any owners request to make monthly payments of their Association fees in the advent of genuine financial hardship.

8) The Board recorded that having taken legal advice and that of several external bodies on the question of foreclosing and taking possession of vacant and/or abandoned units that it was of the opinion that it was not in the best interest of the Association to pursue this action at this time.

9) The Secretary advised on behalf of the Treasurer that some late payment charges had interest payments had been waived following settlement of arrears by owners.

10) The Board approved this action establishment of a Hearing Committee. This was approved by the Board

11) The establishment of the position of a Property Service Coordinator
Approved by the Board

At this time, due to the disorderly conduct of some of the Owners present the Vice –President, supported by the Secretary, suspended the meeting for a period of some 20 minutes before calling it back to order.

12) Communication upgrade – The action was approved by a majority of Directors present

13) General Reserve account. This item was deferred for further investigation

14) Key Control Procedure – Approved by the Board

15) Approval of Miscellaneous expenses. It was agreed that the Treasurer be provided with the authority to approve miscellaneous expenses on presentation of a detailed receipt for the monies expended in securing items. Approved by the Board

16) Recording of Boards actions – No actions were tabled for recording at this time

17) Suspension of Voting Rights. In accordance with rights now provided within Florida Statute 718 -2011 edition the Board confirmed that it will commence suspension of voting rights of all Owners who remain 90 days or more in arrears with their Assessment fees ,late charges and interest payments. Approved by the Board

18) Any other business – there was no other business tabled.

19) Date of next meeting. The date of the next meeting will be advised by posting the Agenda in accordance with the statutory requirements

20) The Vice President adjourned and closed the meeting at approximately 10:00pm

Prepared by
Brain Scholes
Board Secretary
4th February 2012

Approved at BOD meeting 7th February 2012

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BAY POINTE AT CORTEZ
CONDOMINIUM ASSOCIATION INC

MINUTES
BOARD OF DIRECTORS MEETING
TUESDAY 7th FEBRUARY 2012
HELD AT THE BAY POINTE COMMUNITY BUILDING


• The meeting was called to order at 5:43pm
• A quorum of Directors was established: - Charles Fauroat – President
Brian Scholes - Secretary
Gloria Warren - Director at Large
• It was confirmed that the prior Notice of Meeting and Agenda had been posted on 4th February.

1. The Minutes of the Board of Directors Meeting of 26th January 2012 were read.
Gloria Warren proposed acceptance, Brian Scholes seconded and the Minutes approved unanimously

2. The Minutes of the Special Meeting of 26th January were read. Brian Scholes proposed acceptance, Gloria Warren seconded and the Minutes approved unanimously. In the absence of the Treasurer the President requested that the Secretary inform Sentry Management that partial funding of the 2012 Reserves had been formally approved by the membership and the printing of coupons for the remainder of 2012 could proceed. Any overpayment of 1st quarter fees would be fully credited in the 2nd quarter.

3. The established policy whereby Owners can speak on published agenda items prior to commencement of any meeting, subject to registering their intent prior to the calling to order of the meeting was recorded. Matters not listed on the Agenda will not be open for discussion. The Secretary highlighted that all Owners have the right to place and item on the Agenda for any meeting providing the do so at least 72hours before the Agenda is posted. It was further noted that ‘Any other business’ on a Board Meeting Agenda relates only to any other business the Board may have and is not intend to be used by Owners to include matters not placed on the published agenda for the meeting.
Brian Scholes proposed the above was recorded in the Minutes and this was seconded by Charles Fauroat and approved unanimously

4. It was proposed by Charles Fauroat, seconded by the Brian Scholes and approved without dissent that the Treasurer is given the authority to negotiate and agree to settlements in respect of arrears, late payments and interest charges relative to Assessment fees.

5. Brian Scholes proposed and Gloria Warren seconded that the President be given the authority to assign the responsibility to another Officer of the Board to sign documents on his behalf. Approved unanimously

6. To place on record the establishment of a Hearing Committee with the following members:- David Stubbs, Jennifer Adkins, and Erzsebet(Elizabeth) Kocsis.
Proposed by Gloria Warren, seconded by Charles Fauroat and approved unanimously

7. The Board agreed unanimously following a proposal by Charles Fauroat, seconded by the Secretary the voting rights will be removed from all Owners who are 90-days or more in arrears.

8. The Board agreed unanimously, proposed by Brian Scholes, seconded by Charles Fauroat the Treasurer is authorised to seek rent diversion from tenants where their Owner is in arrears.

9. The Board authorised, proposed by Charles Fauroat, seconded by Gloria Warren and carried unanimously that the Secretary assume responsibility for approving and or rejecting all applications in respect of unit sales and or tenancies.

10. It was noted for the record that the Clean Freaks contract had been terminated effective 31 December 2011.

11. Key Control Procedure to be referred back for review.

12. Date of next Board of Directors Meeting was set for Tuesday 14th February 2012, commencing 5:30pm in the Community building at Bay Pointe.

13. There being no further business it was proposed the meeting was closed and accepted by all Directors present.

Brian Scholes
Board Secretary
10th February 2012

Approved
Board of Directors Meeting
14th February 2012