BOD Approved Minutes – January 27, 2019

January 27, 2019

EcoVillage Board Meeting

In Attendance: Tanja Woldt (Chair/GC Rep), Sandy Lockhart (Vice-Chair/GC Rep), Barbara Weber (Treasurer/GC Rep), Ernest Solar (Secretary), Glynis McCorkle (OR), Mike Weber (GM), Christine Solar (GC Rep), Peggy Maslanka (OR), and Eirik Harteis (GC Rep), Tom Reagen (GC Rep).

Tena O’Rear (SSLLC) was absent.

Moment of Silence

Opening Round

ADMINISTRATIVE MATTERS

Approval of Minutes: The minutes of the December 16, 2018 Board Meeting were approved on January 5, 2019 via majority vote through electronic communication.

Regular Board Meetings:

Proposed Meeting Schedule 2019

  • March 24
  • May 19
  • July 28
  • September 22
  • November 24

Treasurer’s Report: Please see attached the January 27, 2019 Treasurer’s Report in the Appendix. The 2018 Accrual Balance Sheet, P&L Detail, and P&L are attached to the minutes as separate documents.

Owner’s Representatives Report: No news to report.

General Manager’s Report: Please see attached General Manager’s Report in the Appendix.

Developer’s Report: No news to report.

Board Chair Report:

Annual letter will be mailed to all residents and owners after the approval of the 2019 Goals and the January Board of Directors minutes.

Tanja is asking for approval from the Board for the Chair to be reimbursed to print and snail mail the annual letter to owners and residents.

The Board unanimously approved for the Chair to be reimbursed for all costs associated with printing and mailing out the annual letter.

MATTERS OF CONTENT

Board Goals for 2019:

Previous approved goals for 2018 included the following:

  • Finalize and approve A&E Guidelines – Completed
  • Increase participation in community activities (for example; including at least two community meetings and two visitor days) – Completed
  • Develop a marketing and communication plan involving methods and content of a narrative about who, what, and aspirations of EcoVillage communicated to the public. – In Progress
  • Contract to complete a reserve study in 2018. – Completed

Clarifying comments/questions

  • Tanja suggested that the 2018 goal of developing a marketing and communication plan be more specific. She proposes setting up an efficient form of internal communication for everyone to use.
    • Several members agree with this idea and find importance in enhancing internal communication.
    • There was disagreement in the wording of the goal, arguing that there is no control over how the internal system will be used by members of the community.
    • There was agreement on putting a percentage as a form of measurement in the success of the goal. Possible language may include 100% use of the Board and a certain percentage of community use.
    • The task will be completed by the General Circle.
    • One member expressed having a difficult time finding value in the goal as written.
    • Two members expressed a second goal that would include a stronger internet presence.
    • A third goal was proposed to include greater participation in committees by community members.
    • Goals need to be accountable.
    • Tanja clarified that community members should be able to access the minutes, agendas, meeting dates, receive notifications, and other important information.
    • Tanja adjusted her proposal to state: A user-friendly, internal communication system that is easily accessible to all members of EcoVillage; which would include access to a calendar, committee and Board minutes, agendas, meeting dates, notifications, and other important information.
      • No objections.
  • A proposal to improve and enhance our Internet presences as a community.
    • One recommendation included conducting a Google survey search of where EcoVillage is posted on throughout the Internet.
    • Evaluate and streamline (update) our own external presence throughout the web.
    • One suggestion is to decide our persona, voice, and image we want to project out to the public.
    • Peggy suggests a goal of creating our own brand of who EcoVillage is to the public. (For example, a framework of language and potential logo).
      • No objections
  • A proposal to include greater participation in the governance structures by community members.
    • Tanja stated this is a goal of CCC.
    • Community members as outlined by the governing documents.
    • Evaluated by committee chairs.
      • No objections
  • Tanja proposes a goal for streamlining all language in the governing documents with a legal review by the end of 2019.
    • Members agreed that it is an important goal.
      • No objections

Goals for 2019 include:

 

    • Internal Communication: A user-friendly, internal communication system that is easily accessible to all members of EcoVillage; which would include access to a calendar, committee and Board minutes, agendas, meeting dates, notifications, and other important information.
    • Brand: Creating our own brand of who EcoVillage is to the public. (For example, a framework of language and potential logo).
    • Community Participation: Greater participation in the governance structures by community members.
    • Streamlining Governing Documents: Streamlining all language in the governing documents with a legal review by the end of 2019.

New Business – No new business

Closing Round;

Respectfully submitted,

Ernest Solar, Secretary

EVCA Board of Directors

Appendix

EVCA Treasurer’s Report: January 27, 2019

The 2018 end of year Accrual Balances are attached to the minutes. The current balances (1/27/2019) in our three accounts are as follows:                                                          

CURRENT BALANCES January 27, 2019
Calvert Investments: $20,841.10
PNC Business Checking $5,141.12
PNC BPMM (savings) $91,811.53
Totals       $117,793.75

We finished 2018 having paid all our bills and receiving all due payments. We did lose about $400 in the Calvert account from September to December due to the instability in the markets, but overall we are still about $200 ahead of where we were in 2017.

The 2019 invoices were emailed to owners in early December 2018. So far we have received payment from about a dozen owners. There is a problem at the bank with regard to electronic payments. They are no longer (as of October 2018) including the name of the depositors. I have escalated this issue and will keep doing so until I am adequately receiving this data.

We have received $4879.87 to date and we have paid all invoices received ($660.50). The finance committee is still working to get audits done for 2015, 2016, and 2017 (plus 2018). The General Manager is still working on changing the Calvert account from a personal investment account to a business account.

20181231 Accrual Balance Sheet

20181231 Accrual P&L Detail

20181231 Accrual P&L

Respectfully submitted,

Barbara L. R. Weber

Barbara Weber, Treasurer

EcoVillage Community Association

 

General Manager’s Report

January, 2019

Since the last board meeting, the General Circle has met once, in January. At that meeting our primary focus was looking for ways to “take control of the narrative,” or influence the image of EcoVillage, not just to sell lots (because that is not our primary business), but to present a positive image of our community. We are also concerned about the internal and external communication infrastructures. To that end, we looked at images of our community along side of other intentional communities in the area, some older materials produced by EcoVillage, and some examples of web pages that are effective. Peggy also submitted a marketing plan, which we took under advisement. On the internal side, we are creating a trial for a different web presence software product. Our major problems here are needing someone to oversee the web products and production of content. These discussions will continue at our next meeting on March 9th.

A more pressing problem emerged in the committee reports and that is that our committees need more members and many of our residents are not involved in the committee structure. The CCC committee is tasked with coming up with a plan to inform especially new residents of committee obligations and our covenants in general. Committee chairs were encouraged to fill out a form listing all their members and the tasks that need to be accomplished in their area of responsibility.

By and large committees are functioning as intended.

Application to adopt a highway was approved. Twice a year we are tasked to pick-up trash from Taylorstown Bridge to Lovettsville Road on Taylorstown Road.

Finally, just a reminder that all of our meetings are open to any member of the community.

 

 

 

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