Minutes of the Board of Directors
Seaglass Village Condominium Association
Regular monthly meeting of November 18, 2018. This meeting was
held by conference call.
Members present were:
Mrs. Moseley called the meeting to order at approximately 9:00 EST.
Mrs Moseley reported as follows:
• Regarding the survey of unit owners, approximately 70 responses
have been received to date. She will report results at the next
meeting of the Board of Directors.
• Job descriptions for Seaglass employees are being worked on.
Approval of Meeting Minutes
The reading of the minutes of the meeting of October 21, 2018 was
waived. The minutes were approved as written by unanimous vote.
Mr. Gregorio reported:
Regarding most recent financial report from Great North, there was
some discussion of whether or not some balances remaining from year
ago have yet been written off. Great North is to send a report of old
balances to the Board who will decide what is to be written off.
Regarding budget, the goal is to get it formatted in time for January’s
activity. Great North will enter the new foremat into their system and
send to Board for Checking. (Mr. Gregorio to send final version to
The payment schedule for regular Unit Owner assessments was
A motion was made to retain the existing quarterly billing schedule for
regular assessments, but to change the amounts due in each quarter to
be 25 percent of the annual amount assessed so that payments are
level. The motion carried unanimously.
A discussion of auditing/reviewing the Association’s financial records
was next. It was decided to direct the finance committee to get bids
and investigate whether a review or audit is to be performed, and
report their findings to the Board.
Approval of the October 2018 financial reports is postponed to the
December meeting, pending completion and corrections. Great North
was asked to stay current so we can approve and distribute the reports
in a more timely manner.
Great North Report and Clarification of Roles
Great North reports that they are currently doing some maintenance,
including some battery replacements for closing. General Manager
commented that work with GN is going smoothly.
Mrs. Mosley requested that Great North send a reminder to Unit
Owners of the services provided to them by Great North.
Mr. Noonan requested information on how many Unit Owners used
Great North services last season, and whether it was possible to bundle
services to multiple cottages to obtain a price reduction.
Mrs. Mosley again indicated that she feels that the Association needs
better communication to the Unit Owners of what Great North does.
Committee Chair Reports
EMOC: General Manager reported on the most recent EMOC meeting
in lieu of committee chair. Winter projects were discussed. Inspection
checklists for daily, weekly, and monthly intervals are to be prepared in
order to better guide and direct employee activities.
The new gutter policy was discussed.
The new deck replacement policy was discussed. A motion to adopt
this new policy as reported by EMOC was passed unanimously.
The Rules, Fines and Enforcement Policy update which was begun under
the previous board is to be brought to completion
Damage to the walking pool was discussed. Vendor is to inspect the
walking pool to determine if recent repairs were sufficient.
Employee reviews and discretionary bonuses were discussed.
It was moved that the General Manager do written reviews of Alana,
Ashley, Linda and Brandy, and that a total of $1000 be appropriated for
discretionary bonuses to be distributed among these employees, the
amounts and recipients to be determined at the discretion of the
General Manager. This motion was approved unanimously.
A motion to adopt the organization chart for 2019 as prepared by Mrs.
Moseley was approved unanimously.
A motion to adopt the job description for the General Manager for the
year 2019 as prepared by Mrs. Moseley was approved unanimously.
Assignment of Board Members as liaison to standing committees was
made by motion, unanimously approved:
Mr. Gregorio— Finance Committee
Mr. Noonan— Rental and Sandbar Committees
Mr. Meza— EMOC and ARC
Mr. Fields— Entertainment
Mrs. Moseley— IT and Web Committees
A discussion of landscape plan approvals in absence of the ARC was
discussed. It was agreed that separate mailboxes for EMOC and ARC
shall be established with automated forwarding of e-mails arriving in
that box to the General Manager, the committee chairmen and the
other committee members.
Communications regarding requests for ARC and EMOC actions are to
be sent by Unit Owners to these new boxes exclusively. This procedure
will insure that all relevant persons receive these e-mails with reduced
opportunity for human error.
Procedure for appointment to standing committees was discussed.
Appointments to standing committees require Board of Directors
approval as stated in the By-Laws.
A motion to appoint Unit Owner John Snell to the EMOC committee
was approved unanimously.
A motion to appoint Unit Owner Alex Ucciferri to the Finance
Committee as chair was approved unanimously.
A request for appointment of Unit Owner Nancy Fields as co-chair of
the Rental Committee was declined by vote of four members, Mr.
A request was received from the Rental Committee for membership in
the Chambers of Commerce of Ogunquit and Wells.
A motion was made to join the Chamber of Commerce of Ogunquit and
the Chamber of Commerce of Wells. An expenditure of a total of $660
for membership dues in these organization shall be made. The motion
The board recessed and went into executive session.
At the conclusion of the executive session, the Board was again called
to order, Mrs. Moseley in the chair.
A motion to review and negotiate a new contract with Donnie by the
end of December with Board approval was carried unanimously.
The meeting was then adjourned.