BOD Meeting Minutes 09_16_2024

SEAGLASS VILLAGE BOARD OF DIRECTORS MEETING

September 16, 2024

6:00 PM

MINUTES

The Chair called the meeting to order at 6:05 p.m. and a quorum was declared. All Board members present: Sandra Weymouth (in the Chair), Larry Abatiell, Lorraine DeVaux, Judy Moseley, Jerry Schlessel. Staff present was Jim Hoyt, General Manager.

Motion to accept meeting minutes from July 22, Emergency Meeting August 20, and August 25, 2024 Meetings.

Treasurer’s report presented by Schlessel. Motion to approve the Treasurer’s Report passed unanimously.

Key Takeaways

• Proposed golf simulator project needs further research on logistics, community support, and financial viability

• 2025 budget approved by Board and now sent to owners to accept/reject. HOA dues increase to $395/month (potentially $435 if insurance costs rise).

• New assistant treasurer appointed: Richard Gregorio.

• Ongoing discussion needed regarding maintenance of retention pond near cottage 129

• BOD Committee Liaisons announced

• Motion to approve 3.5-year contract with Tozier Plumbing for winterization/opening services: $87,250/year passed unanimously

• Motion to approve $7,120 from reserves for HVAC replacement in clubhouse (2 years ahead of planned schedule) passed unanimously

• Motion to approve $15,825 from reserves to purchase 5 leased golf carts ($3K each + tax should get us 5 more years) passed unanimously.

• Motion to pre-approve up to $2500 for ARC special committee working with attorney regarding lot coverage (should they need it).

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Topics

Proposed Golf Simulator Project

• Estimated cost: ~$5,000, to be funded through past 50/50 raffle collections and pre-purchased usage hours

• Proposed location: Pavilion stage area, 20'x10' footprint when set up

• Usage fee: $25/hour per player

Concerns raised:

• Impact on pavilion usage and noise levels

• Staff time required for management

• Accounting and payment logistics

• Equipment durability in temperature extremes

• Next steps:

o   Jon Witkes to provide specific product information and photos

o   Board to conduct community survey on interest

o   Further research on logistics and financial viability

Pickleball Open Play

Request by owner Jerry Lipet to define 8-11 am daily as Open Play on the Pickleball Courts. Jerry Schlessel made the motion which included that courts can be reserved outside of this timeframe. Motion amended to remove wording about reservation. Motion then made to reconsider (accepted unanimously). Motion to accept Open Play rules as suggested passed unanimously.

2025 Budget Approval

• HOA monthly dues to increase to $395

• Potential additional $40/month increase if insurance costs rise significantly

• Rental program financial expectations incorporated

• Budget to be distributed to owners for ratification vote (2/3 “no” vote required to reject, otherwise budget will be accepted)

Retention Pond Maintenance (Cottage 129)

• Ongoing issue with maintenance of retention pond near cottage 129

• Conflicting information on required maintenance vs. allowing natural growth

• Board to review engineer's report and inspect area before making final decision by September 30th

Other Operational Updates

• New radios improving staff communication

• Sandbar struggling to meet $1 profit goal, down $7,000 in sales year-over-year

• 59 units still need to submit updated insurance policies

• Family pool likely closing first week of October

Next Steps

• Conduct community survey on golf simulator interest

• Distribute 2025 budget to owners for ratification vote

• Board to review retention pond near cottage 129 and make final maintenance decision

• Follow up on trimming/maintenance work that was supposed to occur at start of season

• Include retention pond area in fall cleanup plans

• Continue efforts to collect updated insurance policies from remaining 59 units

• Committees are requested to work with/through their Liaisons for any matters that need to come to the Board for review.

• Board Committee Liaison list to be published and all committees updated on the website (DeVaux)

Board recessed to Executive Session at 7:46pm. Returned to open session at 8:21 pm, and motion to approve Richard Gregorio as Assistant Treasurer passed unanimously.

The meeting was adjourned at 8:45 PM.

Minutes respectfully submitted,Lorraine DeVaux, Secretary