NOTICE: HPN Annual Meeting Notice Update 08.15.2020
August 15, 2020
Dear High Point North Owners,
Last Saturday, at our August 8th regularly scheduled Board meeting, the HPNC Board voted reluctantly, but unanimously, to cancel the annual “Meeting of Council” (Owners Meeting) which was scheduled to be held in-person on Saturday, September 12th at 9AM.
In lieu of the traditional gathering of owners at St. Peter’s Lutheran Church, followed by a covered-dish luncheon and deck party, the Board has voted to conduct a modified version of “virtual meeting” so prevalent today given the current COVID crisis.
This decision was not made lightly, but was done so based on recent changes and restrictions on gathering size, ability to secure an adequate location, input from our insurance carriers and to ensure the safety of our owners.
Given that this Bylaw-mandated meeting is generally the one of the few opportunities many owners have of exchanging views with the Board and meeting with fellow owners in an informal social setting, it was and has been our desire to try to pull this meeting together if at all possible.
However, given the constantly fluctuating COVID-19 restrictions issued by state, county and city officials, we were already of the opinion a luncheon would simply not be feasible or in the best interest of our owners, nor would our traditional deck party featuring the music of our own Tor Damico and “Coastal Storm”.
Last week we were advised that St. Peter’s Church, our now-traditional venue reserved many months ago, remains closed to all meetings. Although we discussed the possibility of having a meeting on the deck by setting up tent-type canopies with enforced social-distancing/ facemask requirements, last week’s Tropical Storm Isaias reminded us that we are in the middle of hurricane season – over the past 15 years 7 meetings were potentially subject to hurricane-related weather and 3 deck parties were actually impacted by poor weather.
While our face-to-face meeting may be cancelled, it is still our intention to try and present and conduct all of the “business as usual” parts of our meeting but in a “virtual” format.
To this end the following scheduled has been adopted:
- Friday, August 28th: Information will be emailed to all owners outlining HPNC’s financial position as well as accomplishments during the past year.
- Monday, August 31st: An email* will be sent to all owners providing qualifications of those owners running for the two open Board positions. A ballot will be included and due back in the office no later than THURSDAY SEPTEMBER 10th.
- Friday, September 11th: The Board will meet at 9AM in the HPNC office. Ballots will be counted and an email with election results will be sent out by end of day. Included in this email will be the Board’s response to owner’s questions.
- Saturday, September 12th: new board members (present or by phone) will conduct an executive meeting in the office at 10 AM.
*For those few owners that cannot access emails the above information will be mailed.
At this time, there is only one piece of business that requires official action by the ownership, and that is elect Board Members to fill TWO vacancies on the Board. A ballot with the names of those owners who have expressed an intention to run, along with short biographical information will be sent on Monday August 31st, as outlined above.
We ask that you complete your ballot and return to the office at your earliest convenience, but not later than Thursday September 10th.
The entire Board is very disappointed that we will not have our usual opportunity to meet with owners to discuss HPNC business and to socialize. However, under the uncertain situation we find ourselves in these days we believe this type of “virtual meeting” is the safest way to accomplish our goal.
If you have any questions please do not hesitate to reach out to Tom at the Office.