November 11, 2012
Chris Spence, BJ Byron, Jim & Donna Bessire, Carol Thwaites, Jon Hirsch, Sue Beckman, Ann Kanyid, Merilee Sommers, Charles Ansorge, Mike Smith, Louise Watkins.
The meeting was called to order at 10:05 am by CMCA President Chris Spence.
Treasurer Dianna “Pasta” Moore reported that the CMCA account has been moved from Sterling Bank to TLC Federal Credit Union, upon the recommendation of the CMCA Executive Board. The ending balance as of 11/6/2012 was $3,930.40.
Schoolhouse Building Managers Jim and Donna Bessire reported that they had spent time pulling weeds and would appreciate some additional volunteers to assist in that ongoing cleanup effort. Dave and Edie Toner washed the schoolhouse windows. Chris reported evidence of rodents in the schoolhouse attic, and Jim and Donna volunteered to take the first steps to eliminate them.
Merilee Sommers made a motion that the CMCA website be modified to include the rental policies and rates for the schoolhouse, and to include contact information for “Pasta” Moore, our coordinator of schoolhouse reservations. Louise Watkins seconded and motion passed by acclamation.
CMCA Social Chairman BJ Byron announced the upcoming holiday events:
SATURDAY DECEMBER 8 HOLIDAY SOCIAL/POTLUCK 5 TO 9 PM
SATURDAY DECEMBER 31 NEW YEAR’S PARTY 8 PM TO MIDNIGHT
BJ also voiced concern that all Cape Meares residents remain aware of their neighbors who are ill or have ongoing health issues which necessitate a helping hand.
Under old business, Chris outlined the dry rot and water damage to the schoolhouse, which will necessitate the replacement of siding and insulation. The cost of materials is estimated to be between $9,000 and $11,000 with research ongoing. Temporary repairs have been made to last through the winter, with the intention of beginning the major replacement with volunteer labor next summer during the dry weather.
Due to the extent of funds needed, the CMCA Executive Board recommended that the bylaws be modified to enable Cape Meares residents and homeowners to vote on issues involving major expenditures by e-mail rather than the current method of in-person voting at General Meetings. The change will allow all homeowners and residents to have a voice in major financial decisions, since travel to the November and February CMCA General meetings can be problematic for non-resident homeowners.
CMCA Secretary-Elect Charles Ansorge researched a software program called Qualtrics that easily enables the distribution of motions to CMCA members where feedback from those who are unable to attend CMCA meetings is needed. Options are provided for voting “Yes”, “No”, or “Abstain.” The program allows for a SINGLE secret vote on the motion. It is not possible to register a vote more than once, and after the voting is completed, the votes are automatically recorded so that no manual tabulation is necessary. Any Cape Meares homeowner whose name is on the property deed may establish an e-mail account in order to vote.
Jon Hirsch moved that there be established a maximum of two votes per household. Louise Watkins seconded the motion. The Motion passed by acclamation. If a household currently shares an e-mail account and would like to establish an additional account for voting purposes at no charge, please e-mail Secretary-Elect Charles Ansorge for assistance at firstname.lastname@example.org.
BJ Byron moved to change Article V, Section 2 from “March” General Meeting to “February” General Meeting to reflect current schedule. Charles Ansorge seconded the motion. The motion passed by acclamation.
BJ Byron moved to correct Article VII, Section 5 from “property and residents” to “property owner(s) and residents. Residents to include all full-time renters whose primary residence is Cape Meares.” The motion passed by acclamation.
BJ Byron moved to amend the CMCA bylaws with the addition of Article VII, Section 6 to read: “For all motions made at CMCA meetings it is allowable to add an amendment permitting all property owners and residents to vote on the motion by electronic means, including e-mail. If the amendment is passed, then within one week of the meeting the motion will be sent to the CMCA membership e-mail list via Qualtrics or a similarly acceptable program. E-mail votes must be returned within 10 days of the e-mail date that the vote solicitation was sent to CMCA members. Votes on the motion are automatically tabulated, and will be reported to the CMCA membership after the voting period has concluded.”
Jon Hirsch seconded the motion, which passed by acclamation.
Chris entertained a discussion of fundraising and donations to the schoolhouse repair fund, and the need to recruit volunteer labor for the project. Jon Hirsch moved that the CMCA Executive Board proceed with a cost analysis of repair options and present such to the CMCA membership for discussion. After such information is provided, a vote to determine what actions to pursue to repair the schoolhouse will take place by e-mail. Carol Thwaites seconded the motion, which was passed by acclamation.
Oceanside Water Board member Bob Garrigues reported on the emergency repairs to the water line which supplies Cape Meares. A status report will go out next week by e-mail.
The meeting was adjourned at 12:00 pm.
Respectfully submitted, Louise Watkins, CMCA Secretary