BOD Meeting Minutes 03_18_2024

SEAGLASS VILLAGE HOMEOWNERS MEETING

March 18, 2024

6:00 PM

MINUTES

The Chair called the meeting to order at 6:00 p.m. and a quorum was declared. All Board members present: Sandra Weymouth (in the Chair), Lorraine DeVaux, Mickey Meza, Judy Moseley, Howard Raff. Staff present was Jim Hoyt, General Manager.

Minutes were approved from the February 26, 2024, Board of Directors Meeting.

President’s Report – The most pressing item is the check-in and check-out process. We have received a surprise inspection from the town and we failed miserably. We must correct this immediately. We can be find up to $1,000 per day per violation, and this fee will be assessed to the owner(s) in violation. Jim Hoyt went on to explain that the Code Enforcement Officer said that our electronic log of check-ins and outs was not sufficient. The front desk needs to have a current, written log at all times. In order to achieve this, the staff will receive notifications from the electronic check-ins/outs and will manually record in the written log book. The process for owners remains the same – you may check in or out via email, via SeaglassFriends.com, or via call/visit to the Front Desk. You must check out if leaving the property for more than 24 hours, and must check back in upon arrival. All guests must be pre-registered as per usual.

Motion was made to lock the check-in and check-out form to the current date and time only (no longer be able to pre- or post-date a check-in. Motion passed unanimously.

Financial report was delivered. It’s early in the season, so not a lot of activity. Lots of deposits for future rentals. Motion to approve financials passed unanimously.

Investment Committee report – Interest earned of just over $3K. $46K of expected income in the next 12 months. Discussion regarding whether the Committee should look into longer duration investments. It was requested that the investment committee come back to the Board with suggestions, and that EMOC be consulted regarding any large expenditures on the horizon that we will want to have capital for.

GM Report: Pool furniture is aging, and Approx $15,700 was pulled from the Reserves for the purchase of 43 new umbrellas (teal, Sunbrella-like, 10-year warranty) and 105 chair slings so that all will match. Will look into selling the existing umbrellas (to owners first, then other resources such as the Chamber of Commerce and other local businesses). Jim also reminded owners that the Annual Arrival Form needs to be completed with the owners’ anticipated arrival date and time, along with water and power turn-on preferences.

Motion to extend the Painting contract – there are 22 units on the list to be painted this year, with 11 next year. A 2-year contract extension would allow us to lock in the rate of $2800 per cottage and $300 for decks (optional). Using the Seaglass painter is optional – owners can use their own painter (within the allotted time frame and as always, vendors must have insurance). Motion passed unanimously. There was a subsequent question regarding extending the 7-year painting cycle to 10 years, and the reminder was made that EMOC felt that the caulking is the weakest link and should be replaced at the 7-year mark, making that the benchmark for paint as well.

Motion made based on proposal from the rental program to revert to the budgeted amount of $334 for 1-bath cottages passed unanimously, after discussion that our prices are too high, resulting in low bookings for many cottages.

Sandra proposed a pilot program to allow owners of the 6 under-performing cottages to allow partial-week rentals (minimum 3 days). Should any of those 6 cottages not agree to participate, spots will be made available for new cottages in the program. A motion was made and passed unanimously.

Motion was made to incorporate into the rules the following:

No individual owner or group of owners may utilize the Seaglass Village Association brand name or any derivative thereof for personal or business purposes without prior written authorization from the Seaglass Village Board of Directors.

Violation Procedure:

Step 1 – a written request to cease and desist from the Board of Directors will be sent via email and certified mail (and/or other means at the sole discretion of the Board of Directors).

Step 2 – If not remedied within 14 days: a written notice of intent to file a legal Cease and Desist Order will be sent to the owner via email and certified mail mail (and/or other means at the sole discretion of the Board of Directors), and a $100 fine will be assessed for non-compliance with the Seaglass Rules Fines and Enforcement Policy.

Step 3 – if not remedied within the following 14 days, a legal Cease and Desist Order will be filed through the Seaglass Village attorney. All legal and other expenses incurred in this process will be the responsibility of the owner(s) in violation.

Motion passed unanimously.

Committee Reports:

ARC: ARC members are doing plantings in the planters this year, and will incorporate some perennials. Sandra suggested a running list of what’s requested so that owners may supplement what’s provided for in the budget.

Rentals: goal is 90% occupancy, and we’re currently at 32%.

Rental Ad-Hoc Committee: Trudy Goldstein and Lauren Beckwith are co-chairs. The committee is reviewing three different scenarios: 1 – co-op rentals, 2 – completely independent rentals, 3 – 3rd party management of rentals and 4 to completely improve the current program. The Committee has reviewed the pros and cons of each scenario and will provide an updated report in the coming weeks.

Safety committee still working on 2-way radios. Need to test due to elevation change from front to back of property.

Homeowner Forum: 

Jim Vitagliano noted that he has 10-12 2-way radios he no longer needs and is willing to donate to Seaglass. Will coordinate with Jim & Frank Eldgridge (Safety Committee).

Fran Eldridge asked about an owner arriving on May 1st and not leaving for more than 24 hours until October 31 – does that owner need to check in and out. It was clarified that the owners only need to check out if leaving property for more than 24 hours at a time.

The Board recessed to Executive Session at 7:20pm.

The Board returned to the general session at 7:50 pm. No further action was taken and the meeting was adjourned at 7:50 PM.

Minutes respectfully submitted,

Lorraine DeVaux, Secretary