Annual Meeting Invitation: Sept 9, 2023

(scroll to the end for update added Sept 7, 2023)

Forest Springs Improvement and Maintenance Association will be holding its annual meeting of the members on September 9th, 2023, the first Saturday following the first Monday of September, at the Forest Springs pool from 12pm to 2pm with a community BBQ to follow at 2pm.

Unfortunately due to the outdoor venue, we will not be able to offer a Zoom or remote option for the meeting.

Voting proxys can be assigned using a proxy form. A copy was sent to each Forest Springs member, but electronic copies are available here: link to mailed invitation document, the proxy form is page 2

Please keep in mind that parking at the pool is limited. After the first 4 or so cars park in the designated pool parking spots, we need to be conscientious and ensure that the road is not blocked. We are targeting having cones, markings, and volunteers out directing parking and traffic. Please be flexible and patient, and consider walking if you are able. We will be looking for volunteers to shuttle residents back home if needed. More details to follow.

Annual Meeting Agenda

I. Call to order

II. Roll Call

III. Vote on approval of 2022 annual meeting minutes (these will be available to view online prior to the meeting) link will be added ASAP

IV. Vote on approval of 2023-2024 budget

V. Vote on approval of Financial Statements: 2022/2023

VI. Secretary's Report

VII. Treasurer's Report

VIII. President's Report

IX. Committee Reports

a. Road Maintenance Committee

b. Pool Committee

c. Fire Prevention Committee

d. Water Committee

1. System repairs and operation

2. Consolidation

X. Old business

XI. New business

a. Vote regarding consolidation

XII. Elections of Board Members (2 year terms)

a. Nominations from the Board

b. Nominations from the Floor

c. Election

XIII. Adjournment of the meeting

XIV. Community BBQ

Additional details will be added to the website, emailed to known email addresses, or otherwise posted. Links will be added here when available.

Additional information added 20230907

1. If you are unable to make the meeting and want to assign a voting proxy, please return your proxy forms by 10AM on Saturday 9Sept in order to ensure your vote is counted. Proxy forms can be found in this document: see page 2

2. We will be hosting a BBQ for Forest Springs members and residents following the meeting, as mentioned in the meeting invitation.  Please visit our website to RSVP in order to give us a headcount for food.  (look for "click to RSVP") on this page  We had originally expected this to be a potluck but since this was communicated so close to the event date, we felt it unfair to expect this.  

3. There is a section on the RSVP form to indicate if you would like to bring something.  We are planning to provide hamburgers, hotdogs, chips, salad, cookies, soda, water, maybe juice/iced tea, plus whatever anyone would like to share.  We will have a vegetarian or vegan option (burgers) as well.

4. A newsletter has been created!  Thank you especially to Gayle Logan-Silva and Karen Vitale for getting this together. link to newsletter document online. Thank you for your understanding as we move to electronic distribution of the newsletter so that we can save more of our funds for everything else.  Arrangements can potentially be made for some households with special circumstances- please reach out to discuss your needs.

5. The meeting minutes from the September 2022 annual meeting can be viewed using this link.  We will be reviewing these minutes and voting whether to approve them in the meeting on Saturday.

6. Finally, I have received some questions about the "vote regarding consolidation" item in the upcoming meeting agenda.

   We do not have a consolidation agreement draft to share.  

   We are not ready to vote on a final agreement.  

   This item is on the agenda because it is my opinion that we are too far along in this process to be operating without some tangible evidence of community support.  The vote I hope will take place on Saturday could ultimately be something like a straw poll.  I also want to include the community in a discussion of expectations for the final agreement vote (date unknown), and potential options for the final vote (such as a special meeting or mail in ballot).

   This is a link to the powerpoint presentation that was used in our July special community meeting for your reference.  Please also see the newsletter for the latest information.

Thank you all