SEAGLASS VILLAGE HOMEOWNERS MEETING
October 16, 2023
6:00 PM
MINUTES
The Chair called the meeting to order at 6:02 p.m. and a quorum was declared. All Board members were present: Sandra Weymouth (in the Chair), Lorraine DeVaux, Mickey Meza, Howard Raff, Judy Moseley. Staff present was Jim Hoyt, General Manager.
Minutes were approved from the September 20, 2023 Board of Directors Meeting.
The Treasurer’s Report was given and approved for August and September 2023.
The General Manager gave his report, in which he thanked all the volunteers from the clean-up day, John Connors and those who helped build the shed. He updated the painting program which consisted of over 50 cottages this year, with the contract to be extended into next year. A reminder was given to owners to put out their markers for the plumber and notify staff of departure date. Jim will be sending out a report each week of cottages that have been closed, so please do not contact him for confirmation.
In the Action Items/Pending session, a motion to allow investment committee chair read-only access to Morgan Stanley account was passed unanimously.
A motion was made to approve one-year extension to Sparkled Up cleaning contract. Per-cleaning fees for the clubhouse and rental cottages were outlined. Two other companies submitted RFPs. Many others contacted did not have sufficient staff, and others did not respond at all. Contract terms were discussed, and motion was amended to state that a charge for “attempt to clean” when at the fault of a renter would be extended to that renter via deduction from security deposit. Language to be included in the rental contract. Amendment and original motion passed unanimously.
The Board discussed allocating $2000 to address bio pond maintenance (no motion was required).
A motion made to incorporate the following language in Rules, Fines and Enforcement policy passed unanimously with amendments as shown:
Maintenance and Other Work at Cottages
On occasion, owners may wish to enlist assistance for work to be done at their individual cottages.
Use of Seaglass Staff
Seaglass staff members work for the Association, not for individual owners. Seaglass staff availability to assist individual owners will be limited to emergency and high-priority tasks only (examples include smoke alarms going off, locked out of cottage, etc.).
This work shall be invoiced to the owner at the hourly rate of $50 (amended to “at the hourly rate published in the current budget,”) with a half-hour minimum. Any associated expenses will be billed to the owner as well.
Staff availability shall be limited to a maximum of one hour during normal business hours. (Amended to remove this sentence). Any requests should be made through the GM. Approval, availability and scheduling shall be entirely at the GM’s discretion.
Staff is not available during normal business hours for routine and non-emergency tasks at cottages such as changing light bulbs, changing smoke detector batteries, cleaning, yard maintenance, bulk waste removal, furniture moving, etc. The exception to this rule is the task list for opening and closing cottages.
Hiring third-party vendors
Per the SGV Insurance Policy, Seaglass is required to receive a Certificate of Insurance for any third-party subcontractors or vendors hired by owners. Therefore, unless staff members hold their own insurance for subcontracting work, they are not eligible to be hired by owners outside of normal business hours.
A list of service providers we have insurance information on file for is available at the front desk.
Amended to add the following:
Rental Cottages
Maintenance staff tasks related to the Rental Program are addressed via the Rental Contract.
Discussion was had regarding a process for resale certificates to include notification to ARC, EMOC, Accounting, GM, and a Board rep as needed. Lorraine, Robin and Jim to work on a process.
Committee Reports:
Ambassador Committee (formerly Welcome Home): announced a community clean-up day of October 7, requesting volunteers to sign up for clean-up tasks and/or to make breakfast sandwiches for the volunteers.
ARC: Tree inspector has not yet been scheduled. Yard waste dumping area is open, and access has been improved and gentled. It was pointed out that “yard waste” requires a definition and policy. ARC feels a trail cam in the area is not yet needed, despite dumping not being done according to the posted signage.
EMOC – Shed is done for the year and weathered in. Expenses have not yet been totaled. Still to be done are clapboards and paint, new doors. John will estimate cost to expand shed by 100 sq ft off the back. EMOC recommends that owners pull out their refrigerators and not leave for plumber to do (in order to minimize possibility of floor damage)
HR – staff performance reviews to be completed soon.
Rentals – Marketing has helped to “save” the rental season. There are currently 18 bookings for 2024.
Sandbar – for remainder of October, beer and wine to be sold at cost, with full cases of beer to be returned to distributor. Cooler at front desk brought in $1000 in sales this season.
Safety – Defibrillator at pickleball court got wet. All cases have been replaced with waterproof. Defibrillator has been replaced with the one that would have been in the security golf cart.
Homeowner Forum:
Cheri Winslow asked if landscaping sponsorship proposal had been discussed by the Board. Lorraine replied that it had been discussed at the September meeting. Further concerns were expressed regarding the front entrance. Susan Connors (ARC) explained that the improvement budget had been used up for the year, but that the area was being incorporated into the landscaping contract going forward.
Frank Eldridge thanked the homeowners who came out for cleanup day.
Glenn Thibodeau expressed frustration that condo fees have increased to $375, and that we should be reinvesting into our amenities. Sandra reiterated that staffing has been a challenge this year and our existing staff has been stretched to capacity. Mickey explained that we are getting estimates from our pool company for doing weekly maintenance going forward.
The Board recessed to Executive Session at 7:25 PM.
The Board returned to the general session at 8:25 PM. No further action was taken and the meeting was adjourned at 8:25 PM.
Minutes respectfully submitted,
Lorraine DeVaux, Secretary