Minutes of the Board of Directors
Seaglass Village Condominium Association
Regular monthly meeting of January 20, 2019 . This meeting was held
by conference call.
Members present were:
Staff present was:
The meeting was called to order at approximately 9:03 A.M. EST. Mrs.
Moseley was in the chair.
Mrs Mosley reported as follows:
The President, on behalf of the Association, expressed condolences to
the family of Diane Dello Iancono.
• Goals set for this board at the outset have largely been reached:
o Monthly meetings during off-season
o Job descriptions and organization charts have been
completed and approved
o Amended bylaws are ready for review in anticipation that
they will be presented to the Owners at the first meeting
after the season begins.
• Still some concern about Great North
o Financials still not produced in a timely manner
o Financials still not conforming to accepted standards
Approval of Minutes of Meeting of December Regular Meeting
Minutes for the meeting of December 16, 2018 having been examined
by all members prior to the current meeting, the reading of the minutes
was waived. They were approved unanimously.
Mr. Gregorio and Mrs. Moseley reported as follows: We are still
struggling to get adequate financial reports. Revenue which should be
deferred is still being reported as current revenue. It appears that the
books are accurate on a cash basis which is evident from a
reconciliation of the Balance Sheet with the bank statements. However
Income which should show in FY2019 is showing in FY2018. The Profit
and Loss statement is still showing a loss in rentals which is known to
be wrong. Great North continues to mix cash basis and accrual basis in
our reports. We still do have accurate final results for FY2018
Mr. Sanborn and Mrs. Moseley have spent a very great amount of time
trying to get Great North to perform adequately.
Sandbar Committee. Mr. Noonan, as liaison to the Sandbar Committee
reported on most recent meeting as follows:
• Hiring a new bar lead was discussed by the Committee
• Ways to enhance profitability in order to break even or make a
profit were talked about
• They considered selling wine by the bottle at a reduced markup in
stead of by the glass in order eliminate waste
• There will another meeting next month. They intend to report
final plans to the Board in March.
EMOC Committee. Mr. Meza reported that the meeting for January
was very brief with no business discussed because there was no
Mr. Sanborn reported that he has received quotes for card readers
and keypads at the gates to the family pool. He discussed them with
the two committee members present at the EMOV meeting, and
they suggested that he pass them along to the Board.
The original quote for the card reader/keypad project for the pool
was from Minute Man Security. It came in at $24,000 which was felt
to be unreasonable.
A competing quote was obtained from Seacoast Security for $3,800
plus $600 for the keypads. However, this quote would continue to
use the existing server provided by Minute Man, and would require
an expansion of that old server’s capacity. This expansion would
have to be done by Minute Man at an additional cost of $2,400. This
would bring the total cost to $6,800.
Donny then got a further quote from Seacoast, the company which
already does our fire and security. This version was $4,800 and
would move everything over to a Seacoast provided system,
eliminating the need to pay Minuteman for an expansion to the old
server. It appears that this latest quote from Seacoast would be
within budget and would be lowest price, not including a
maintenance contract, if any.
A motion was made and seconded that we switch the existing access
card readers and keypads to Seacoast and add card readers and
keypads to the fence gates of the family pool at an additional cost of
$4,800 one time charge. Donny is authorized to proceed. The
motion carried unanimously.
Donny was asked to get a quote for maintenance to be considered at
a future meeting.
There was a brief discussion of a new policy for gutters. The board
directed that it be written up and submitted to the Board for approval
at the next meeting.
Rental Committee. Lorraine Devaux has submitted her resignation
as chair of the rental committee. Donny suggested that perhaps a
split role would be a good approach to distributing the load of work.
Donny will discuss that with the rental committee. In the
meanwhile, the Board will keep a chairman for Rental on the radar.
Finance Committee. Reported by Mr. Gregorio.
• There is a meeting of the finance committee in one week to
review the accounting situation.
• A number of accounting firms have been contacted about
conducting a review or audit. One in Andover, and also the
largest accounting firm in Maine, Harvey, Lamont and
McNamee. They will be reviewed at the next meeting of the
• An engagement letter has been received from our existing firm,
Harvey and Martin, to continue the same services in the
coming year. Mr. Gregorio has held off on signing it pending
the current review of our accounting arrangements.
Revisions to the By-Laws.
The Board’s attorney has made suggestions for revisions to the By-
Laws. All members have reviewed them. The plan is to vote on them in
a future meeting, and then to present them to the Owners at a meeting
in the future.
A discussion of the attorney’s suggestion ensued. The board will
consider these suggestions at a future meeting.
Hiring for 2019
Mr. Noonan spoke about the discussion in the Sandbar Committee
about the bar lead. The sense of the committee was to have a bar lead
rather than bar manager. They are recommending Ashley. A motion to
offer the bar lead position at a wage that falls within the budget, which
was passed unanimously.
After discussion, it was concluded that as a matter of informal policy,
all contact with SGV rental program renters should proceed exclusively
through SGV staff, and that rental committee members should avoid
direct contact with renters.
An employee handbook was discussed. Donny will be working on a
handbook for presentation to the Board, after which it will be reviewed
by the attorney.
It was moved that use of SGV credit cards should be restricted to
business use only. The motion carried unanimously.
Use of the clubhouse for potluck events was discussed. Due to cost, the
Sandbar will not be open on Tuesdays which is the usual night for these
dinners. This means that the bartender will not be available to open
and close the building on Tuesday nights. If it is desired to continue
holding the potluck on Tuesdays, a member of SGV staff will alter their
regular hours so that they may stay to open and close, and supervise
the building during the event. They employee will start work later on
that day in order to avoid going over their allotted hours. Because the
Sandbar will be closed, bar service will not be available, although
bottles of wine may be pre-ordered but must be poured by SGV staff.
Alternatively, the Entertainment Committee may choose to move their
event to another night, perhaps Thursday when the Sandbar will be
No unit owners chose to speak.
Return to Regular Session
The Board returned to regular session at 10:58 EST.
Motion to Hire Alana for the Customer Service Position at a wage
within the budget. The motion carried unanimously.
Motion to Hire Ashley as Bar Lead at a wage within the budget. The
motion carried unanimously.
Motion to Hire Brandy for the rental position at a wage within the
budget. The motion carried unanimously.
A motion was made to terminate the contract with Great North with a
ninety- day notice. It was discussed that the Association has not
realized the anticipated value add, and they have been woefully
inadequate in providing accounting services. Further that Donny be
authorized to enter into discussion with Bobby Spencer about engaging
her to provide accounting services. The motion passed unanimously.
It was discussed that the Board will look into hiring an Assistant
Manager after the costs for replacement accounting services are
Motion “Go Patriots”
Motion to adjourn at 11:02. Motion carried unanimously