Special Board Meeting 3/31 Minutes

Call To Order

A meeting of the Potawatomi Property Owner Association Board of Directors was called to order by Shaun Waggoner at 5:08 pm. Also in attendance were Bob DeMeyer and Chrissy Johnson. There were no Potawatomi community members present.                                                           A Quorum was present. Minutes were taken

Announcements

Shaun informed the board that Barb Clements had resigned as Treasurer and would not be attending this meeting. He also said that Barb had entered the assessment checks into QuickBooks and gave those checks to Shaun to deposit in the bank.

Approval of the Agendas (Action Required)

Shaun made a motion to approve the Agenda, Chrissy seconded the motion. Voice vote taken; motion carried.

Shaun recognized the accomplishments of board member Kevin Dunning. Kevin passed away on January 26, 2025. Shaun then made a motion to dismiss Kevin Dunning from the board, Chrissy seconded the motion. Voice vote taken; motion carried.

Shaun gave us more detail on how Barb’s health issues have kept her from executing her job in a timely manner and how he had received many phone and email messages from concerned residents whose checks had not yet been deposited. After discussing this and discussing how poor communication had left us all uninformed and unable to answer resident concerns about financial issues, we felt it was best for Barb’s health and best for the entire community that we dismiss her from the board. Bob made a motion to dismiss Barb Clements from the board, Chrissy seconded the motion. Voice vote taken; motion carried. Although Shaun cannot serve as President and Treasurer, he will take the lead on contacting our accountant to get 2024 taxes filed, enter and deposit any checks as they arrive and pay any outstanding invoices. We are in need of a new Treasurer and hope that position is filled very soon.

Shaun made a motion to add Chrissy as Secretary and add her as a signer on the bank accounts. Bob seconded the motion. Voice vote taken; motioned carried.

Shaun made a motion to change the title of Secretary to Administrator, Bob seconded the motion. Voice vote taken; motioned carried. Shaun then outlined the Administrator’s primary duties which include; the coordination of cabin and campground rentals, phone and email communications and organizing the office.

Shaun made a motion to add Bob as a signer on the bank accounts, Chrissy seconded the motion. Voice vote taken; motioned carried. Bob’s role will be defined after new board members are added.

Shaun made a motion to go through the steps to update and modernize the website through North of Eight Design & Marketing, at a cost of $2,000. This will make it easier to communicate with the community and allow us to except payments for rentals and future assessments, Bob seconded the motion. Voice vote taken; motion carried.

Bob made a motion to budget $35 per hour for cleaning services. Chrissy seconded the motion. Voice vote taken; motion carried. Kate Waggoner will provide cleaning services as needed in all rental cabins and both shower facilities prior to the beginning of the rental season, after each rental and at the end of the rental season. Cleaning services will also be needed in the public areas of the Wanigan.

Annual Assessments and Financial information, Spring tasks

Currently there is no Treasurer report. Shaun will temporarily take over Treasurer duties until we fill the Treasurer Board position. No action will be taken without the knowledge and approval of all board members. The 2024 Taxes have not been filed. There are outstanding invoices.

Spring tasks will be discussed at 4/14/25 board meeting

Administrator Report Website, Rentals

Chrissy stated that everything is ready to start taking bookings for the cabins and campground. Will continue to correspond with the company that takes care of the website and move forward with having the website updated to take payments.

Public Comments

No public comment

Adjournment (Action Required)

Shaun made a motion to adjourn at 6:20 pm, Chrissy seconded the motion. Voice vote taken; motion carried