Board Members, Appointed Officers, Volunteers and their Departments
The Board of Directors are volunteers who are elected by the Members and are responsible for the overall governance, administration, operations and financial affairs of the Association. The Board elects its President and Vice President and appoints a Secretary and Treasurer. The current Board members were elected in March 2024 and serve a 2 year term, the next Election will be held in March 2026.
Our Board Members
Jerry Reynolds
President & non-compliance director
president@rainbowbay.org
Ron Ormond
Vice President & legal affairs director
rbleagelbeagel81@aol.com
Mark Poole
Building director
building@rainbowbay.org
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George Chiulli
Maintenance director
geoclubgeo@msn.com
Mark Updegraff
Fire Brigade director - Fire Chief
firebrigade@rainbowbay.org
RBPOA Consist of Board Departments & Committees at Large, The president shall be an Ex-Officio of all Committees. (RRO, article 21 of BL & 110 company act).
Board members will be required to:
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Attend monthly meetings either in person or via Zoom.
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Provide accurate reporting for your departments.
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Submit budget forecasts to the Treasurer.
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Answer queries from the Membership pertaining to your department.
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Whilst on the island you will be expected to volunteer for various work parties/fire watch.
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Be proficient in giving clear instructions to contractors and staff and monitor works in progress.
You must expect to put in anything from 2 - 10 hours per week depending on the time of year and the Committee you are serving on. From time to time, you will be paying for items out of your own pocket until you are reimbursed. Be prepared to make some difficult decisions that may be in conflict with your friends or Members. The decisions taken by the Board are for the greater good of the Association and its Members. You will have to sign an Ethics Form and you will be held accountable and registered as a Director under the Bahamian Companies Act 1992.
The current Board in their two year tenure have but not limited to:
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Stabilized the affairs of the Association.
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Secured a satisfactory outcome to both parties as to the legal case brought by the Association against a property owner. This judgement has secured the legality of the Association, its rights to implement building control and to collect assessments as outlined in the covenants.
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Secured the correct insurance cover for its employees, Board members, buildings and equipment.
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Overhauled the staffing structure and has employed two Bahamians on a part time basis, these are Scott Bethel (Maintenance) and Elissaud (Gardener).
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Brought in several new procedures for more accountability to the general Membership.
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Updated the Maintenance Building to provide a functioning office and meeting room to conduct RBPOA business.
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Set monthly meetings for Board members.
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Modernized communication and reporting procedures.
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Updated the RBPOA website.
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Updated banking facilities.
Going forward the Board wish to implement the following:
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Update the accounting and billing systems and make them fit for purpose.
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Update the building application and monitoring systems.
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Recover outstanding Dues via legal mechanisms available to the Association.
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Search and implement the recovery of missing owners information.
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Execute a sustainable road repair strategy.
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Set up the fire trailer, crew and procedures.
Any questions please direct them to secretary@rainbowbay.org
We will update this page as and when any further information is available.
Appointed Treasurer Linda Kjerulf
Appointed Secretary Margherita Matera
volunteers
Volunteer Secretary - Roberta Updegraff
Roberta, otherwise known as Bobbi, is the Volunteer secretary the position is to assist the Company Secretary/Secretary, and her duties are to aid in accomplishing certain Secretarial tasks set forth by the Company Secretary/Secretary, one of which can be taking minutes. She advises on Robert's Rules of Order. She does not have a vote on the Board.
OUR DEPARTMENTS
We gladly welcome your support, ideas and participation in the growth and improvement of Rainbow Bay so if you would like to contribute your time and expertise in one of our Department please contact us at the relevant email address, given under each Department, with your name, contact details, a brief outline of what you would like to help with and your expertise and we will get back to you in due course, thank you! There follows a brief outline of what each department is about and involved with.
Building Department
Mark Poole is responsible along with other Board members for the processing and monitoring of our Lot clearing (when applicable) & Building Permit applications, checking plans for compliance, set-backs and lot markers. Other duties include checking for illegal builds and enforcing Restrictions & Conditions with regards to building.
If you have any queries regarding building, please email building@rainbowbay.org.
Treasury and Finance Department
Headed up by Linda Kjerulf as treasurer this department managers accounting and bookkeeping to keep track of all the money coming in and out of the Association’s bank accounts. The Finance Departments primary roles and responsibilities are:
Preparing the Annual Budget - This is one of the major tasks and involves a line-by-line analysis of current expenses and revenue to determine trends and concludes with a report of expected profit or loss over the next fiscal year. If a loss is projected, suitable plans must be made to finance any deficit.
Maintain Financial Records - The Department reviews and monitors financial statements, bank reconciliations, insurance policies, reserves and investments to ensure that everything is in order. Maintaining timely and accurate financial records helps create realistic budgets.
Create Financial Reports - The Finance Department is also tasked with creating thorough but easy-to-understand financial reports for the Board. This helps save time because the Board members won’t have to ask clarifying questions during the meeting. The Finance Department is also responsible for editing out confidential information from these statements before making them available to the property owners.
Advise the Board on Financial Matters - As the Finance Department knows the Association's finances the best, they advise the Board when there are financial decisions to be made. While the Department handles the finances, some members may not have the authority to make financial decisions on behalf of the Association so they must present all the relevant information which allows the Board to make decisions for the Association.
Assist Other Departments with Finances - Similarly, the Finance Department also provides financial advice to other Association Departments. These other Departments may consult the finance members on how much budget they have or what their funding options are.
Statutory and Legal Affairs Department
Headed up by Ron Ormond this department reviews and recommends changes to past and future actions to the Board and Association Members. The department reviews the Companies Act of 1992 and the Non-Profit Act of 2019 to ensure the Association is in compliance. The department includes the Association’s Attorney in issues and provides them with copies of changes to the Association’s operations.
The goal of the Department is to:
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Prevent future legal conflicts.
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Keep the Board aware of changes in Bahamian Law that may impact the Association by monitoring the Official Gazette of the Bahamas.
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Keep the Association Members informed of legal issues and resolutions that could affect the Association.
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Maintain contact with the Association’s Attorney to ensure communication and legal support.
Infra-Structure and Maintenance Department
Headed up by George Chiulli this department is responsible for:
Parks and Beaches - picnic tables, gazebos, mowing, raking, trimming
Tennis Court
Roads - mowing, bush cutting, repair and replacement of street name signs as well as stop signs, receiving bids for actual road repair and removal of abandoned vehicles.
Trash Site - repairs, exterminating rodents, general appearance (curb appeal)
Maintenance Building - repairs both on the inside and outside.
Maintenance Equipment - hand tools, power tools, Kubota Tractor and it’s accessories.
This is all accomplished by a great deal of co-ordination with the Board, Maintenance Manager and Grounds Keeper. Involves keeping within budget, maintaining an inventory of tools, parts, and consumable supplies from toilet paper to hydraulic fluid.
Company Secretary
The RBPOA Company secretary maintains and manages the community’s official records. These include recording, reviewing, and updating the meeting minutes, governing documents, and other community documents. They are also responsible for storing these documents safely and ensuring they are accessible to homeowners.
What Are the Duties of the RBPOA Secretary?
The community needs to understand all RBPOA Company secretary duties and responsibilities. By familiarizing themselves with these duties, community members can know who to turn to regarding documentation. Meanwhile, the board members will know who to elect for this officer position. Here is the full RBPOA secretary job description.
1. Accurate Record Keeping
One of the primary RBPOA Company secretary duties is keeping accurate records for the RBPOA. These records include almost all the community’s records, including membership lists, meeting minutes, and governing documents.
The secretary must ensure the documents are collected, organized, and properly stored. Doing so will allow the RBPOA to easily prepare these documents for inspection and copying upon homeowner request. However, sometimes an RBPOA may delegate these tasks to the management company to reduce the secretary’s workload.
2. Meeting Agenda Preparation
Every RBPOA meeting needs to have an agenda to keep things organized. Otherwise, the meeting could easily devolve into a chaotic discussion without solving community issues. This is where the RBPOA Company secretary comes in.
The secretary is often responsible for preparing the agenda items the community will discuss. They must also include the topics and objectives and when each topic will be discussed. They must prepare the agenda before they need to send out meeting notices. Usually, they work together with the RBPOA president and community manager to prepare the agenda.
3. Meeting Minutes Recording
One of the biggest RBPOA Company secretary responsibilities involves taking the minutes of meetings. They need to pay attention to the entire discussion and record all the actions taken, motions, who made the motions, and which motions were approved or denied.
However, the meeting minutes should include only some of the nitty-gritty details of the discussion. They must be brief and only include a summary of the entire meeting. This is why some communities may hire a recording secretary or community manager to organize the meeting minutes.
4. Community Updates
Homeowners have a right to know what’s going on in the community. They need to know about all the meetings, actions taken, and changes being made. The board is responsible for ensuring the homeowners are updated on all the board’s plans.
As you might have guessed, the RBPOA secretary is in charge of communicating these updates. They often use the community’s various channels to relay information, including mail, email, social media, newsletters, and websites. As such, the homeowners will know about monthly assessment increases, upcoming special assessments, or new projects.
5. Document Validation
The RBPOA Company secretary is often a witness to official documents. This means they put their signature on certain records to validate them. This can include management agreements, vendor contracts, and more. The RBPOA Company secretary is also in charge of approving certain documents like meeting minutes to ensure they are official.
6. Form Filing
Though they aren’t businesses per se, homeowners associations are corporations( non- profit organizations). Thus, they must file various documents with specific government agencies ie. Inland Revenue. The RBPOA Company secretary is responsible for filing the necessary documents. They must also make sure all the paperwork meets the legal requirements.