Agenda For Board Meeting – Wednesday, June 23rd

Kentwood Home Guardians Agenda
Monthly Board Meeting
Wednesday, June 23, 2021 @ 7:00 p.m.
** Zoom Meeting **
(meeting access information at bottom)

Please note this is not our usual location

Call to Order and Brief Introduction of Board and Meeting Procedures. The Community is reminded that we have adopted the Civility Project’s Code of Conduct for association meetings.

1. Preliminary Comments & Questions From The Community

2. Officer Reports

a. Secretary’s Report – review & approve:

April 14, 2021 regular board meeting minutes
May 19, 2021 regular board meeting minutes
May 5, 2021 special board meeting minutes
• May 10, 2021 executive session minutes
• May 12, 2021 executive session minutes

b. Treasurer’s Report

• review & approve April 2021 P&L and Balance Sheets
• update from Audrey re 2nd notice on assessments & amnesty offer
• treasurer responsibilities per Davis Stirling
• transfer signatory role to Treasurer; Treasurer to take over responsibility for obtaining Secretary of State documentation required by One West Bank
• address 2020 financial statements getting posted to KHG’s website
• respond to member question about increased payroll tax expense

3. Committee Reports

a. Architectural Committee – update & report

b. Outreach Committee – update & report

c. DPR Restatement & Operating Rules Committee – presentation

4. Operation Manager’s Report

a. Board Training Update

b. Kudos & Complaints Log

c. Collections/assessment update

5. New Business

a. Elections Matters

• Appoint elections inspector
• Discuss description of required time commitment for Board members for candidates
• Call for candidates

b. Discuss draft KHG Digital Assets Policies & Procedures

c. Move Annual Meeting to September 18, 2021

d. Motion to take a position on state level housing bills on behalf of KHG

e. Discuss legal counsel and Jasmine Hale’s move to a new firm

f. Management of Google Member Log

g. Google folder for KHG policy documents

h. IT consultant/committee/volunteers

6. Unfinished Business

a. Password access to KHG digital assets

b. Review proposed office lease renewal terms (lease expires 7/31/2021)

c. Set executive session to review:

• Operations Manager’s job description
• Operations Manager’s weekly hours
• Need for additional bookkeeping support

d. Records Retention Policy (adopted 5/19/2021)

• clarifications re retention requirements for architectural submissions
• clarifications re best practices pertaining to retention of electronic communications
• implementation of adopted records retention policy

e. D&O insurance application status

f. Follow up re 5/19 discussion about posting website information for volunteers

7. Further Community Comments

Adjourn Meeting

Join Zoom Meeting:

Meeting ID: 891 1789 1620
Password: 915084

Call-In Numbers:

        +1 669 900 6833 or +1 253 215 8782