MINUTES
MEMBERS PRESENT:
Lorraine DeVaux
Mickey Meza
Howard Raff
Jerry Schlessel
Sandra Weymouth
STAFF PRESENT:
David Cutter, Operations Manager
Jim Hoyt, Customer Service Manager
The Meeting was called to order at 9:00 AM, a Quorum was declared.
1. MOTION (Schlessel)/CARRIED to approve Minutes: October 16, November 13, November 20 and November 22, 2022.
2. PRESIDENT’S REPORT – Lorraine DeVaux
Acknowledged Rental Committee for the new Rental Agreements.
Reported fees for both rental programs, Association and Independent, will be evaluated for equity during the off-season.
3. TREASURER’ REPORT for November 2022 – Richard Gregorio
Treasurer Gregorio presented the Treasurer’s Report as shared on the screen. He reviewed the balance sheet, highlighting the recent transfer of funds from reserves to a newly opened Morgan Stanley account.
Treasurer Gregorio reported he will be working with Bobbi Spencer, Jim Hoyt and David Cutter to close out the fiscal year. He also reminded the Board that Seaglass’ financials are to be reviewed every three years by an outside accountant. This requirement was authorized by HOA vote and 2022 is the third year since the last independent review.
Treasurer Gregorio discussed the Entertainment Committee coming in $4,000 over budget. The Committee would like to purchase pool furniture for the clubhouse and have made recommendations. The Committee will be working with staff and Richard to determine timing of spending and actual needs.
MOTION (Raff)/CARRIED to accept the Treasurer’s Report as presented.
The Board discussed the use of credit cards and the costs associated to the HOA, approximately $11,000 per year. Board Member Schlessel will work with Tom LeFort to develop a policy for credit card use focusing on HOA fees, Sandbar and rentals payment by credit card.
4. CUSTOMER SERVICE REPORT – Jim Hoyt
· Working on Community Directory
· Reported rental agreements are slowly trickling in. The Board expressed concern about the slow rate of return, noting 11 participants is the break point for sustainability of the Program. The Board will therefore call owners who participated in the Association’s 2022 rental program. Members Raff and Weymouth will make those calls after the New Year.
5. OPERATIONS’S MANAGER REPORT – David Cutter
Reported development of a maintenance plan that will be ready for Spring.
Reported pickleball and tennis court nets are down.
Reported working with Susan Collins to re-rock some areas, highlighting the area near the 600s. Board Member Schlessel recommended contacting Ramsdell now to get on their schedule for Spring as they book up quickly.
Reported contract files are being updated.
Reported development of process for re-sale certificates; the Board requested a review of the process.
Reported working to get quotes for the 2023 cottage painting program.
Reported planter repairs are scheduled for Spring; Board Member Schlessel pointed out there are wood pieces, at the top of each planter that are rotting.
Discussed issues in the clubhouse with the fire suppression system, recent activity and the need for 5-year inspection. Recommended establishing a baseline record of inspection moving forward.
Requested $5,000 emergency authorization from the Board for the 5-year inspection. The Board discussed in detail the need for the inspection, the need for multiple quotes. The Board agreed to table the request and committed to convening a special meeting once competitive quotes are acquired.
The Board discussed pool furniture and a curated list with input from John Witkes and staff, priority replacements and timing of purchases. Treasurer Gregorio recommended preparing the order and placing it the beginning of the new fiscal year. Staff will keep the Board apprised of the list and ordering thereof.
6. NEW BUSINESS ITEMS FOR DISCUSSION
Rental Committee Co-Chairperson – TABLED
Investment Committee Chairperson – MOTION (WEYMOUTH)/CARRIED to accept Board Member Raff’s recommendation and approved the appointment of Randy Petros to Chair the Investment committee.
Investment Committee Chairperson (continued) - The Board extended appreciation and thanked Jill Jones for her leadership.
In-Program Rental Unit Shoveling – The Board and staff discussed the current shoveling program as it relates to the 4 Seasons cottages currently in the Rental Program, logistics in terms of timing after a storm and responsibility to keep access clear.
MOTION (WEYMOUTH)/FAILED (RAFF/MEZA/SCHLESSEL) – to require that the 4 Season Cottages (in the rental program) be kept in a state of readiness concerning snow removal as recommended by staff at a billable rate of $50/hour.
David Cutter recommended with Board concurrence that he would document 4 Season snow removal for evaluation and recommendation next year. Recommendation will include roles and responsibilities, ice and snow plan, associated costs.
HR Committee Charter – tabled to January Board Meeting.
7. COMMITTEE REPORTS
ARC- Jerry Schlessel for Susan Connors. The Town of Wells has signed off on tree removal and owners will be notified tree removal is moving forward.
EMOC – John Connors. John reported issues with the new shed in the front. Currently without change to our site plan and subsequently Town approval it can be placed in the back of the family pool; Mickey obtained a permit for this location based on what was in our site plan. The preferred location, near the rental office where the former shed was located requires site plan amendment and Town approval. Additionally, the shed requires more assembly than anticipated.
Entertainment – John Witkes. No Report
Human Resources – Judy Moseley. Judy reported the Committee is in final steps reviewing the Personnel Handbook. The Committee is also reviewing hourly job descriptions and intend to start advertising mid-March to get a jump on summer hiring.
Information Technology – Greg Toland. No Report
Rentals – Mike Hoyle. Mike reported all agreements have been mailed out and to date six Association Rental Units have been returned and paid; one Independent Renter has returned their signed agreement.
Safety – Frank Eldridge. No Report
Sandbar – Steve DeVaux/Sue Zarro. No Report
Welcome Home – Susan Schlessel. No Report
Adhoc Committee to review check in/out. No Report
8. UNFINISHED/PENDING BUSINESS
Board Member Meza reported he has the three pool heaters which need to be rebuilt at his house. He estimated the cost to repair each is $1,200. Board Member Meza also reported he has an estimate from American Pool to fix the donut pool. Board Member Meza will work on these issues with David Cutter moving forward.
9. HOMEOWNER FORUM
· Inquiry about the tree removal behind Cottage 101. The Board responded the vendor has been engaged, we are now waiting for the tree to be removed.
· Inquiry about installation of electric car chargers. The Board expressed concern about cost and placement.
· Inquiry about credit card charges for the Sandbar and if the practice will continue. The Board responded this will be part of the credit card evaluation previously discussed in this meeting.
The Board ADJOURNED to Executive Session at 10:35 AM.
The Board ADJOURNED the Meeting at 11:36 AM.
Minutes Submitted,
Sandra Weymouth
Secretary