Sunday, August 11, 2024 at 1:30 pm in Biddle (following our meal)
This is the annual meeting of Brandywine Summit Camp Meeting Association, Inc.
The agenda will be to receive annual reports, review highlights of the season, elect new trustees, and have time for questions and discussion from corporation members.
Elections will be held for 5 new trustees.
- Three of these are for normal 3-year terms.
- Two are to fill open positions arising from resignations for personal reasons. One is for a 1-year term and the other is for a 2-year term.
Voting may be done only by cottagers present at the meeting who meet the following criteria (per Article IX of our By-Laws):
- The right and power of voting for the election of Trustees and the transaction of other business of the Association shall be granted only to cottage owners whose current year’s ground rental and/or budget payments to date, assessments and other charges have been paid by August 1 of the present year, as evidenced by the books of the Association.
- Whenever a cottage is owned jointly, only one of the owners shall have the right and power of voting. Each cottage qualifies for one vote and no cottager may have more than one vote.
- Proxies shall not be recognized.
- Nominations for Board members should be received by members of the nominating committee no later than Saturday, July 27, 2024, to allowing the nominees time to review the Board of Trustees Roles and Responsibilities document before accepting the nomination and allows the Board to have a ballot prepared for the Annual Meeting as nominations will not be received from the floor.
Any cottager interested in being elected to the Board should contact a member of the nominating committee (listed below) to submit your name for consideration.. Potential nominees need to meet the following qualifications (per Article VI of our By-Laws):
- No member may be nominated, elected or appointed as Trustee who has not paid their current year’s ground rental or is up to date with an established payment schedule for the current year, assessments and other charges by August 1, or is in any way indebted to the Association.
- Each Trustee must be a professing Christian and a member in good standing of a recognized Christian Church.
- No more than four persons from any one local congregation can be elected to the Board of Trustees.
- Only one owner of a cottage may serve at one time as a Trustee. A husband and wife may not serve as Trustees at the same time.
Nomination Committee Members
- Sarah McGovern at sarahbmcgovern@gmail.com or (609) 932-5557
- George Phillips at retiredman2017@gmail.com or (610) 719-7991
- Sandy Cloutier at ragmyer@aol.com or (302) 740-9073
The following summary of Board roles and responsibilities provides background information to potential nominees on what would be expected of them. Please note that elections are for general Trustee positions and not for any specific roles on the Board (e.g., President, Committee Chair, Treasurer, etc.). Following the election, the new Board meets to decide amongst themselves which Trustee will fulfill which role.
BSCM Board of Trustees Roles and Responsibilities
President
- chief executive officer of the Association
- preside at the Annual Meeting and at the meetings of the Board of Trustees
- see that all orders and resolutions are carried into effect
- execute all contracts and agreements authorized by the Association
- general supervision and direction of all other officers of the Associations, and shall see that their duties are properly performed
- submit a report of the operations of the Association to the Annual Meeting
- report to the Trustees all matters within his/her knowledge which the interests of the Association may require to be brought to their notice.
Vice President
- perform the duties of the President in his/her absence
- perform such other duties as may be prescribed by the Board of Trustees.
Secretary
- keep full and correct minutes of all meetings of the Association and of the Board of Trustees
- preserve books, papers, reports and other property as may be required by law
- issue all calls for regular and special meetings.
- responsible for safekeeping of the corporate seal [stored at Camp Office]
- keep a file of all approved forms and papers used for the transaction of the business and operation of the Association
- sign for cottage transfers to ensure purchaser is a cottager
Treasurer
- custodian of all funds and securities of the Association
- keep full and accurate records and accounts in books provided for that purpose, of receipts, disbursements, credits, assets, liabilities, and general financial transactions of the Association
- disburse the funds of the Association as ordered by the Board of Trustees.
- render a statement at each regular meeting of the Board of Trustees, showing all receipts and disbursements since the previous meeting
- make a full and detailed report to the Board of Trustees of all receipts and disbursements of the preceding year at the end of each fiscal year and submit a financial statement of the Association at that time
- arrange fire and liability insurance, as determined by the Board of Trustees
Financial Secretary
- receive and deposit in the bank accounts established by the Board of Trustees all funds and money paid to the Association
- keep full and accurate records of all receipts in books provided for that purpose
- render a statement at each regular meeting of the Board of Trustees, showing all receipts since the previous meeting
- make a full and detailed report to the Board of Trustees of all receipts of the preceding year at the end of each fiscal year
- responsible for establishing and maintaining budget plans for ground rental, electricity, and all other assessment payments from the cottages
- maintain a register of the qualified membership of the Association
- sign for cottager transfers to ensure all financial obligations are satisfied
Finance Committee Chair
- general supervision of the financial affairs of the Association, including the billing and collection of ground rentals, and taxes, electricity, assessments, and all other charges
- examine and approve all bills before they are presented to the Board of Trustees for authorization for payment
- arrange for a yearly internal audit and an external audit every 3 years
Program and Publicity Committee Chairs
- general supervision of the religious services and program events held upon the campgrounds.
- shall recommend to the Board of Trustees the employment of a camp director, minister, evangelists, musicians, and/or other personnel as is deemed proper, and certify to the Board for payment the salaries/expenses of those so engaged
- responsible for publicity of program events, Camp activities, and the Camp Meeting in general
Grounds Committee Chair
- general supervision of the grounds, the purchase of supplies required for its work; the location, construction, renting, and selling of cottages and other building; privileges and sanitation; and enforcement of regulations for the comfort and safety or residents
- recommend to the Board of Trustees for its approval the appointment and, at its discretion, the removal of a grounds supervisor or caretaker, officers to assist in the preservation of order, and such other personnel, as may be necessary to carry out the Committee’s work
- sign for Camp-owned cottage transfers to ensure cottage meets minimum safety standards
Sales/Rentals Chair
- oversee booking calendar and rentals of all Camp-owned cottages and facilities
- oversee condition and amenities for all Camp-owned rental cottages
- maintain listing for all rentals and cottages for sale, Camp-owned and private
- arrange to show cottages to prospective renters and purchasers
- responsible for the Camp Phone and to answer incoming calls
- sign for cottage transfers to ensure transaction is completed and entered in Camp records
