By Greg Ellison

(Oct. 21, 2021) The Ocean Pines Bylaws and Resolutions Committee discussed work group efforts to update association governing documents, progress on the groups’ annual report and possible changes for updates during its meeting last Friday.

Committee Chairman Jim Trummel said because of the recent resignation of Director Camilla Rogers, who also served as board liaison for the Bylaws Committee, Director Colette Horn had been tapped to fill the vacancy.

Trummel also said this would likely be his last year serving as committee chairman, and that members need to begin thinking about who his successor would be.

Trummel then turned to current events affecting the workgroup’s efforts.

Besides the lawsuit brought by board candidate Rick Farr over his disqualification as a candidate for a board seat, one challenge the committee faces are its need for members.

Presently the group consists of Trummel, Director Doug Parks, Jenny Cropper-Rines and now-former board member Rogers.

Besides the question of membership changes, Trummel said since the last committee meeting both a status review and proposals update were amended.

“We are on hold until the work group does something,” he said. “We have gone as far with every item as we think we can.”

Committee member Keith Kaiser asked if the group could anticipate any added duties tied to the ongoing election litigation.

Trummel said Farr’s lawsuit would need to be resolved before any decisions could be made.

“Our involvement would have to come from the board or through the work group,” he said.

The committee also reviewed potential updates to Resolution C-01 and annual report requirements.

Annual committee reports are due to the board by Oct. 1 for the year ending Sept. 30.

“The purpose now is to finalize what goes in to recirculate after our meeting and get it to the board by the end of the month,” he said. “I think we’ve got plenty of time to accomplish that.”

Trummel said the group’s 2021 annual report would reflect the committee’s status moving into the new year.

In terms of significant committee activities this year, Trummel said the list was stunted due to covid-19.

“Our major activity by far is the bylaws workgroup,” he said. “The review schedule had been behind due to covid.”

Trummel said the biggest problems experienced during the most recent reporting period involved meeting restrictions because of the coronavirus pandemic.

“The board should be aware there are two vacancies occurring on the committee by the end of the next reporting period,” he said.

Recommended committee tasks for the 2021-22 reporting period include ongoing support for the bylaws workgroup and ensuring scheduled reviews of the association’s charter and resolutions.

Kaiser asked about procedures to monitor updates to the Maryland HOA Act.

“Who is keeping an eye on Maryland HOA law changes to assure we are in compliance?” he said. “I think we need to capture that idea.”

Trummel said resolution amendment procedures assign the role to the committee board liaison.

“The board liaison is in charge of getting the committee  proposal to the board on the agenda and then shepherding it from then on,” he said.

Assigning oversight of a governing document review form was also examined.

Committee member Bob Hillegass, now entering his last year with the group, said a transition is needed during the current reporting period.

“I inherited this form five to six years ago when Jim came back on the committee and I first joined,” he said.

Hillegass completed the most recent revisions to definitions and procedures for updating governance documents on Oct. 11.

“We never took the time to document exactly what we were doing with it,” he said. “Since it’s my last year, we want to turn it over.”

Trummel said a direction forward would need to be calculated.

“We need to think about a decision on how to maintain this as part of our operating procedures,” he said.

Hillegass said any enhancements should be done sooner than later.

“I think it’s important to review the document on a timely basis and try to find out if there any noticeable conflicts,” he said. “The form was designed for our committee in order to be able to keep track of all the resolutions.”

Trummel said time frames to execute updates were somewhat flexible.

“We don’t need to finalize it today,” he said.

Prior to the committee’s next meeting Hillegass agreed to complete any additional language tweaks and circulate among members for review.

Trummel also noted resolution M-06 for elections and referendums is set for annual review.

“At the end of the board election and at the annual meeting … the Elections Committee is to file a report,” he said. “That should be the trigger for there to be a review of that resolution.”

The next virtual Bylaws and Resolutions Committee meeting is scheduled for Nov. 12 at 1 p.m.