RPOA Board Meeting Minutes – July 9, 2018

Minutes of the RPOA Board Meeting

Monday, July 9, 2018 at 4 Concord Circle.

Board Members Present: Mary Buchanan, Elota Patton, Cliff Finely (by phone), Neil Carman, Bill Brock, Lynne Levinson, Troy Manor

Non board members present:  Katie Raver, Rebecca Sauceda.

Board Members not Present: —

The meeting was called to order at 7:30 PM. 

The meeting began with 10 minutes of meditation/ contemplative silence.

Discussion, motions, and action items:

  1. The board accepted the resignations of Betsy Kirkpatrick, Katie Raver, Elota Patton (end of meeting) from the board. 
  2. Cliff made a motion: Appoint Bill Brock, Neil Carman, Lynne Levinson to the board.  Mary seconded.  Unanimous approval.
  3. The board appointed the following positions:  Elota made a motion.  Cliff seconded.  Unanimous approval.Bill Brock: president (expiring 2020)
    Neil Carman:   secretary (expiring 2020)
    Lynne Levinson: vice president/ parliamentarian (expiring 2019)Troy volunteered to come back on the board to fill the last position.  Neil made a motion to accept him on the board, seconded by Bill.  Vote:  Unanimous approval.Troy Manor: board member (expiring 2018)
  4. Reviewed the meeting minutes from June 26 and June 30.  June 26:  Elota: change Kirkpatrick.  Bill made a motion to accept the minutes as amended.  Neil seconded.  All approved unanimously.June 30.  Bill made a motion to accept the minutes as amended.  Neil seconded.  All approved unanimously.Action Item:  Katie to send new board the items about the executive session wording

    Action Item:  Neil to create an agenda template for board meetings

    Action item:  Katie to help research how to create a firewall for board meeting minutes.


  5. MBWV update from Cliff and Neil.  Cliff is setting up an account to receive donations.  Key points:
      • Under the current working plan, RPOA members would not be assessed additional dues to cover legal fees. Donations would be voluntary.
      • Donors can sign up to cover a percentage (and receive back what’s not used/ be assessed more on a percentage basis if need be) or donate a flat amount.
      • Big donors are going to meet with lawyers, decide about donation amounts, and we’ll find out the gap between their donations and what the community needs to raise.
      • Cliff is working on the documents for people to sign up for their percentage.
      • The POA would be a named party on any legal engagement letters. 
      • Neil reported on legal research he has completed.

6.  Pool report from Mary.  21 non-Radiance people – all time high.

7.  The board accepted the resignation of Elota Patton.  Key points from Elota:

      • Review the current HOA codes and update our bylaws/ covenants
      • Start working together openly and together as a full community now, with shared info and goals, before it’s needed.
      • Recommend:  if you go see a lawyer, prepare really well, keep meeting moving, time is money when talking to lawyers.
      • RPOA should budget for legal/ audit emergencies.
      • Legalities and ethics:  it’s important to behave legally and ethically.
      • Offer from Elota to conduct a communication workshop – for Board or entire community – for working across differences to become a more effective team and capitalize on strengths.

8.  Discussed sample payment plan and letter for delinquent HOA dues.

Action Item: Mary to sent to board for review.

9.  Discussed revising bylaws to comply with updated Texas codes.

Action item:  Elota to ask if bylaws need to be reviewed by a lawyer before voting on.

Action item:  Lynne to get the POA code book from Elota to begin work on bylaws to find out what’s possible before October meeting.

Action Item:  Mary B to order 2 copies of the updated POA code books.

10.  Motion:  accept Debra Morris to be on the ABC. Bill motion, Neil second, all agreed unanimously.

Action Item:  Bill to notify Debra and she can connect with Lynne for details.

11. Due to board resignations, there need to be more signers on the Chase account.

Action item: Mary to work with new members to get people on the account.

12.  Regular meetings: August 20 (added date), September 10.

Adjourned at 9:02pm.

Version/ Date / Description:
D1 / July 10, 2018 / Draft submitted to board for review and edits.
APPR / July 11, 2018  Edits from LL, NC, EP.  Approved.

Submitted by: KR

RPOA General Membership Meeting Minutes – June 30, 2018

Minutes of the RPOA General Membership Special Meeting

Saturday, June 30, 2018 at the Dome

Board Members Present: Mary Buchanan, Elota Patton, Katie Raver, Betsy Kirkpatrick, Cliff Finley

RPOA Members present: Deborah Aker, Madeline and Bill Brock, Troy Manor, Rogene Buhrdorf, John Burgess, Elizabeth and Neil Carman, Jeanine and Bill Christensen, Jill and Paul Frels, Rich Goldstein, Michael Kannan, Roger Kew, Debra Morris, Ashleigh Key Vaught, Steve Klayman, Dana Lagarde, Elizabeth and Scott Lary, Lynne and Rick Levinson, Linda and Steve Montignani, Keith Myers, David Nichols, Ryan Spank Sage.

Board Members not Present: —

Attendance statistics:  33 adult property owners of 49 total were in attendance.  Of the 38 lots in Radiance, owners of 28 attended.

The meeting was called to order at 2:03 PM. 

The meeting began with 10 minutes of meditation/ contemplative silence.

Presentation and discussion:

  1. RPOA board actions regarding MBWV and road ownership – Betsy Kirkpatrick
  2. Survey results – Katie Raver
  3. Attorney meeting report, possible actions, risks – Elota Patton
  4. Treasurer report – Cliff Finley
  5. Open floor for discussion and speaking – 2 minutes each – facilitated by Betsy Kirkpatrick. 100% of membership in attendance participated.
  6. Possible Ways to Move Forward (discussed but not voted on at end of meeting):
      1. Tell Mike Kannan, Cliff Finley, Steve Klayman, Neil Carman to talk to donors about funding legal fees.  DONE
      2. Ask Neil to be a manger to handle this (unclear what “this” is at the moment)
      3. If board is going to resign tell us so we can find people to replace.
      4. Community members:  inform the board if you can be on the board
      5. Get a second opinion about a way forward (not about the legal situation but about next 3 steps).  Pay a lawyer to do this. (Review this: Case law/ necessity easement)

Betsy Kirkpatrick tendered her resignation from the Board.

Adjourned at 5:07pm.

Version/ Date / Description:
D1 / July 9, 2018 / Draft submitted to board for review and edits.
APPR / July 10, 2018 / Name corrections.  Approved.
Submitted by: KR, RPOA Board Secretary