Glen Acres Property Owners Association

2020 ANNUAL REPORT

In consideration of the continuing threat of the COVID19 pandemic, the Glen Acres Property Owners Association Board has voted to cancel this year's annual meeting which had earlier been postponed. It is hoped that this report will provide POA members with much of the information that would have been presented at the annual meeting.

Message from the President

Hello and I hope you are all doing well despite the pandemic and all the change it has brought to our lives. Even though these are challenging times in many ways, I cannot help but reflect that this area where we all live, or have vacation homes, is one of the best places on earth we can be to endure them. We are surrounded by natural beauty and good neighbors; away from the worst affected places, but still close enough to be connected to the things we need and enjoy; and we are able to take advantage of modern technology so our contact with the rest of the world can be managed as best suits our individual needs.

As I've told your other Board members, it is my goal for us to take care of our water system and other infrastructure with the long-term in mind. I want us to make timely and thorough repairs and improvements and not just put on "band-aids". I also want the Board to perform its functions in a transparent manner. To that end, we are including contact information for all the Board members in this report. I encourage you to contact one of us if you have questions or issues.

On a sad note, we lost one of our nicest neighbors this summer. Andrea Sturgis, who lived on CR 155, passed away at her home. She was a friendly and upbeat person who will be missed. Andi had worked as a consulting mental health counselor for the US military and was frequently detailed to US. bases around the world.

Best wishes to all, Tom

Treasurer's Report (Roger Lindvall)

2019 Glen Acres Property Owners Association Balance Sheet

General Information

Last Year's Meeting Notes

The Minutes from last year's Annual Meeting were mailed to all members. If anyone needs a copy of those Minutes, please contact any Board member or glenacrespoa@gmail.com.

Recent Member Notice

After the Board decided to postpone the annual meeting this spring, a notice was mailed to all POA members. As well as informing the membership about the postponement, the notice contained general information about the current Board members and changes to the Board. There was also a request for nominations to serve on the Board and a request for members who would be willing (or prefer) to receive POA correspondence by email, rather than US Mail. No nominations were submitted and two members replied that they would be willing to receive correspondence by email. Following this notice, two members expressed disagreement with the Board's intention to fill two Directorships without an election if no additional members were nominated and believed that an election must be held even if there was only one nominee for the open Directorships. Also, the composition of the Nominating Committee, which consisted of only Board members, was questioned. It was the Board's determination that it was acting within the guidance of Sections IV (Board of Directors) and V (Annual Meeting and Election of Board of Directors) of the current By-Laws. If anyone needs a copy of the By-Laws they can contact a Board member. If a member wishes to amend the existing By-Laws, he or she can submit that recommendation with suggested wording for the change by August 30, 2020 for consideration by the Board and a possible ballot issuance. Please send any amendment recommendations to glenacrespoa@gmail.com.

Activities and Accomplishments

A new flow meter was installed in the well house that will provide better tracking of where POA water is being used.

The transmission line between the well and the main water tank occasionally broke and was repaired. (Will Winn, our contract water operator, is evaluating wireless pump controls that will also allow Board members to use their phones to check water system status.)

Several trees were removed from around the main water tank by a contractor.

The electronic control board for the well was replaced by Empire Pump Service.

Water System Operator's Report

Will Winn, of Winn Environmental Tech, submitted a report which is attached to this report.

Past Board Members Appreciation

On behalf of the GAPOA, the Board would like to express its sincere appreciation to Karen McCaffrey and Charlie Oliver for their service on the Board and for their commitment to the POA and its complex water infrastructure. We are truly blessed to have had these two willing volunteers!

Correction to Minutes of the 2019 Annual Meeting

The January and Current Budget Balances reported in the Treasurer's Report in the Minutes were juxtaposed. The correct amounts were: January balance - $44,000; Current balance - $58,000.

Member Action

Board member qualifications (Potential Amendment to the By-Laws)

There have been suggestions made recently, and in the past, to amend the By-Laws to allow non-residential POA members and their interests to be represented on the Board. The current Board is in agreement with this suggestion and is submitting the following draft amendment for a vote by the entire membership, according to the voting guidelines in the By-Laws. A ballot is attached to the end of this report. The ballots must be postmarked by August 31, 2020. The President will appoint an ad-hoc committee consisting of one (1) Board member and two (2) non-Board members to tally the votes and report on the results.

Lines 62-73 Section IV-Board of Directors (Excerpt from existing Glen Acres Property Owners Association By-Laws, Filed on 2/13/2014, Circuit Court -- Carroll County)

(A) The direction and management of the affairs of the Association and
    the control and disposition of its properties and funds shall be
    vested in a Board of Directors, subject to the terms and conditions
    set forth in these by-laws. The initial number of Directors shall be
    five (5) and these Directors shall elect their own officers. The
    number of Directors herein provided for may be changed by amending
    the by-laws. After the initial terms of the Directors, all Directors
    shall serve a term of three (3) years. There shall be no limit on
    the number of terms a Director may serve. All Directors must be
    members and full-time residents in Glen Oaks, Glen Rocks or Glen
    Haven subdivisions. No two (2) Directors may be members of the same
    household.

Lines 62-?? Section IV-Board of Directors (with recommended wording for amendment to By-Laws)

(A) The direction and management of the affairs of the Association and
    the control and disposition of its properties and funds shall be
    vested in a Board of Directors, subject to the terms and conditions
    set forth in these by-laws. The initial number of Directors shall be
    five (5) and these Directors shall elect their own officers. In
    addition to the five (5) original Directorships, one (1)
    Directorship is reserved for a member in good standing who is NOT a
    full-time resident. The Non-Residential Director shall be appointed
    or elected, and serve a term of three (3) years, as described in the
    by-laws for the original five (5) Directorships. In the event of any
    tie in a vote of the Board, the vote of the President will break the
    tie. The Non-Residential Director cannot serve as President but can
    serve as any other officer of the Board. The number of Directors
    herein provided for may be changed by amending the by-laws. After
    the initial terms of the Directors, all Directors shall serve a term
    of three (3) years. There shall be no limit on the number of terms a
    Director may serve. All Directors must be members and full-time
    residents in Glen Oaks, Glen Rocks or Glen Haven subdivisions, with
    exception that one Directorship can only be filled by a member in
    good standing who is not a full-time resident and that this
    Directorship will be known as the Non-Residential Directorship. No
    two (2) Directors may be members of the same household.

Request for Member Input

Please let us know if the Board can send correspondence to your email address. It would save time/$ to shift from regular mail to this means of communication. Please respond to glenacrespoa@gmail.com.

Board Members

General email for the GAPOA Board: glenacrespoa@gmail.com

Glen Acres Property Owners Association

Member Ballot for Amendment to By-Laws

This ballot is a referendum of the Glen Acres Property Owners Association (GAPOA) membership on the recommendation of the GAPOA Board of Directors to amend the GAPOA By-Laws (Section IV-Board of Directors, Paragraph A) to include, by addition, a Directorship that can only be filled by a member in good standing who is NOT a full-time resident. Currently, all Board members must be full-time residents. The recommended language for the amendment is included in the attached 2020 Annual Report.