SALT POND HOMEOWNERS ASSOCIATION

BOARD OF DIRECTORS MEETING

JULY 18, 2008

REVISED AUGUST 4, 2008

 

 

Attendees:

  • Board Members present: Gerry Buckley, Gary Clipp, Katherine Coulson, Dick Crawford, Bill Kester, Michael Headman, Jim Kennedy, and Don Praisner
  • Homeowners present: Bob Adams, Mary Adams, Tom Anfinson, Jim Beachboard, Wanda Beachboard, Bob Buckley, Ann Crawford, Denise Curtis, Ken Dunn, Chuck Gates, Pat Hannigan, Cynthia Headman, Edith Hogan, John Hogan, James Horgen, Pat Kennedy, William Loschman, Wilbur Pearce, Josie Salovich, Bill Shepard, May Shepard, Loeda Stango, Noel Tuck, Mary Valdes, Cheryl Wisbrock, and Chuck Young.
  • Legum & Norman: Donna Hemphill
  • Attorney: Bob Valihura

 

CALL TO ORDER

The meeting was called to order by President Gerry B. at 2:00PM 

 

MINUTES APPROVAL

Bill K. made a motion to approve the minutes of the April meeting and Jim K. seconded the motion.  All approved.

 

TREASURER’S REPORT

In his absence, Chuck G. left his report and stated our YTD income was $516,034 compared to a budget of 520,656, which is $4,622 under budget.  This is mainly due to delinquent assessments which we are pursuing.   Expenses YTD are approximately $13,000 over budget primarily due to landscaping.  We are tracking this and will do everything possible to get this back into budget by the end of the year.  Interest income for June was $1,858, for a year to date total of $12,489.  We have $377,411 in CD’s.  One CD comes due in July for $95,000.  And, one is due in August for $105,000.  This will supply needed operating cash until November. 

 

LEGUM & NORMAN REPORT (Donna H.):

  • Lawnworks is working on some areas of concern around the property.
  • George West is handling maintenance of various electrical/lighting issues.  It seems the initial wiring was not in conduit when first installed underground and is now causing problems.
  • West is also addressing street lighting problems.  The contractor working on the Salt Pond Plaza had taken out our meter, eliminating electricity.
  • Several companies have been contacted for bids regarding road work that needs to be done.
  • Indoor pool is having some problems with the pump – new pump may be required according to 1st Choice.
  • Painters have begun work painting the community center.  They are now doing trim.  Work should be completed in a week to ten days.
  • Letters sent to several members due to renters using incorrect pool passes.
  • Baynes Construction notified to cease violating the work time regulations for the neighborhood.
  • Delinquencies are $5,096 from 6 members for dues, plus one golf course non-payment of $5,599.
  • Communications responsibilities were discussed at length as to who calls who first, etc.  This topic is covered later in these minutes.

 

 

HOMEOWNERS’ FORUM

 

  • Denise Curtis raised concerns over Salt Pond not being a child friendly environment.  Salt Pond is a community of under 55 and over 55.  When children are asked what they think of the Salt Pond pool, it is called the “no fun pool.”  Denise would like to see a more middle ground attitude when it comes to pool rules, who may enforce them, and the level of enforcement the attendants should be allowed to do.

 

            The BOD recommendation was to get the parents who have concerns together to sit down with the BOD, outside of a regular monthly board     meeting, and discuss the issues.  This meeting should occur as soon as possible.

 

  • James Horgen inquired if the SPHA requires documentation of workers in the Salt Pond to prove they are not illegal aliens.  L&N responded by clarifying the referenced workers are not employees of the Salt Pond.  It would be the responsibility of their employers to make such assurances.

 

 

 

COMMITTEE REPORTS:

 

  • Architectural Control
    • No report.
    • Jim K. inquired what the status of BOD requested report was, as the committee has not formally reported to the BOD in many months.
    • Don P., board liaison promised to have report for next meeting.
  • Calendar
    • July events are the publishing of Newsletter and review the Management Contract soon coming up for renewal.
    • August events will be to set pool and fitness center winter schedules and clean the indoor pool deck.
    • Recreation committee will look at hours of use and make recommendations to the BOD.
  • Club House Maintenance
    • No initiatives will begin until September/October time frame.
    • Dick C. is looking for 3-4 Committee members to develop a 1-Year and 5-Year Plan for Club House.
  • Club House Rentals
    • No report.
  • Communications
    • No report.
  • Engineering
    • No Report.
  • Finance
    • Chuck G has established a timeline for developing 2008 budget.
  • Golf Club
    • In the process of having signage ordered:     
      • No Fishing – for golf course only ponds.
      • Cart Path Only.
      • No Jogging, Biking, Walking During Normal Golfing Hours.
    • SPGCO BOD now has a temporary ABCC liquor license for the Golf Course and Birdies snack bar. 
      • The Service Cart will be operational in near future.
      • Costs to obtain license has been approximately $1700.
      • The license when issued will be renewed every two years at a cost of $500
    • Birdie’s Snack Bar is beginning to make a profit.
    • A sample Birdies menu will be posted on the golf course website.
    • Additional volunteer Rangers have been recruited.
    • Salt Pond Golf Course Operations Inc.
      • SPHA is the sole shareholder.
      • The BOD of The Salt Pond Golf Course Operations Inc., manages the company under a budget approved by the SPHA BOD.
      • The Company structure is comprised of:
        • Three Directors
          • Bill Kester, President
          • Chuck Gularson, Treasurer
          • Jim Kennedy, Secretary
        • Two Officers
          • Dick Crawford, Vice President
          • Michael Headman, Vice President
      • Directors and Officers are elected annually by the SPHA BOD
        • Director and Officers do not have to be members of the SPHA BOD
    • Financials
      • June bottom line shows profit of over $6,000 after depreciation.
      • YTD green fees, pro shop, etc is a little bit ahead of historical figures, but behind in budgeted revenue due shortcomings in membership in the amount of approximately $29,000.
      • YTD expenses are under budget by nearly $27,000 overall.
      • YTD wages are also on target.
      • Early payment of $400,000 to SPA made in July.
    • Meetings of Salt Pond Golf Course Operations Inc. occur at 12:30 PM on the same day as SPHA BOD meetings.
    • Minutes of Salt Pond Golf Course Operations Inc. can be found on the SPHA website.

 

  • Insurance
    • No Report.
  • Landscaping
    • Committee has received donations of five memorial trees
    • Community will be asked to adopt and water the trees.
  • Legal
    • Copies of closing documents for the Golf Course are in house and available for viewing.  Contact Jim K. if interested.
  • Maintenance
    • No report.
  • Newsletter
    • 454 copies sent out via email, and 84 by US mail.
  • Planning & Zoning
    • No report.
  • Ponds & Wetlands
    • Now that it has been determined kayak racks can be constructed, Ponds & Wetlands would like to transfer this project to the Recreation Committee.
    • Currently 52 kayaks, 2 paddle boats, 1 rowboat at the Salt Pond Beach.
    • People continue to drive their vehicles to the beach area – locks are required on the chain.
    • There was a suggestion to remove the old beach sign located back by the Loop Canal.
  • Recreation
    • Tennis Clinic going very well, averaging 6 participants per session.
    • Guest passes for non-resident attendants (2) and for golf course personnel (3)
      • Discussion ensued whether they should pay for passes or be given passes
      • Cards are valid only for employee.
      • Don P. motioned to allow these employees hold a Recreation Picture Card and may purchase one book of passes per year.  Jim K. seconded the motion, and the motion carried unanimously.
    • Summer Pool Party on July 19th – Scott Resnick will donate his time and business characters to the party.
  • Salt Pond Plaza
    • The site is being cleared to prepare for construction.
    • Developer does not have all of his permits in place to begin construction.
    • DELDOT permits for ingress/egress are required.  There are still issues to be worked out. 
    • Storm water management discharge plan is under careful review by conservation easement folks and is also being reviewed by Envirotech.
    • Please reference the Salt Pond Plaza Update on the SPHA Website (www.sphamembers.org)
  • Transportation
    • No additional info to report other than requests for bids are out.
  • Websites
    • Website is up to date with hot topics on main page.
    • Over 3450 visitors to the webpage – not most accurate measurement, but something
    • Working on some suggestions for the golf course website and improving the google search hits.

 

OLD BUSINESS:

  • Bethany Woods Proposal
    • Michael H motioned to reject Bethany Woods proposal as presented.  Jim K. seconded.
    • Dick C. began discussion asking if we had thought about all of the future maintenance and associated costs that will be required in the Salt Pond.
    • Gary C. pointed out that of the responses solicited from the SPHA members, 32 were opposed to the proposal, 4 were in favor of the proposal, and 6 were uncommitted.
    • Bill K. stated this was a BOD decision, and did not feel the Annual Meeting straw vote and the email response was a mandate, but a majority response from a minority.
    • Gerry B. revised the motion on the floor to reject the Rick Judge proposal that Bethany Woods become part of our (Salt Pond) recreational facilities because our homeowners wish to keep our community private.  Jim K. seconded.  The motion passed 5-3.  Voting to accept the motion to reject was Gerry. B., Gary C., Katherine C., Jim K., and Michael H.  Voting not to accept the motion to reject was Dick C., Bill K., and Don P.
  • Blog Link
    • Ensued over whether the SPHA website should include a link to the Unofficial Salt Pond Blog.
    • Bill K. suggested, and Don P. agreed that our current homeowner’s website had a blog in the Guestbook.
    • Katherine C. reviewed the blog and saw lots of helpful information.
    • Don P. was concerned the blog would be considered sanctioned by the BOD and thus should not give official blessing to it.
    • Michael H. pointed out pros and cons of the blog, as well as the capability to use features not on the SPHA website that could prove beneficial to the BOD.
    • Gary C. reported access to blog has been accessed 2498 times by 1037 visitors over the last 6 months.
    • Gerry B. suggested we try it for 6 months.
    • Don P. motioned we do not install any kind of link between the board and the unofficial blog.  Dick C. seconded the motion.  The motion passed 5-3.  Voting not to link to the blog was Gerry B., Dick C., Jim K., Bill K., and Don P.  Voting to allow a link was Gary C., Katherine C., and Michael H.
  • Activity Surcharge for non SPHA Members
    • Gary C. pointed out the $1 surcharge imposed on non SPHA members, for fee based recreational activities, by the BOD expired on June 30, 2008.
    • The issue was debated at length regarding the pros and cons of imposing what appears to be a selective surcharge to non members.
    • Katherine C. raised the concern of the utility expenses related to non fee based activities.
    • Jim K. motioned the surcharge for non SPHA members be dropped.  Michael H. seconded the motion.  Dick C. was opposed and more discussion ensued.
    • Jim K. withdrew his motion to table the discussion.
    • Don P. motioned to continue the surcharge as is in the meantime.  Jim K. seconded.  Motion passed unanimously.
  • Update on ARC Guidelines
    • Michael H. questioned why the ARC guidelines last amended in December, 2006, have not been brought to the BOD as they have been with the attorney since October, 2007.  The SPHA attorney agreed to address this sometime soon.
    • Gary C. expressed concern over Architectural Guidelines not being on the website and asked permission to do so.  BOD agreed to do so.

 

 

 

NEW BUSINESS:

·         Vandalism

o   Gerry B reminded everyone of recent vandalism during broad daylight and associated costs.

o   Homeowners witnessed actions but did not act.

o   Gerry B. recommended signs with “Warning – Security Cameras in Use” which have proven successful in similar community situations.

o   BOD agreed.

·         Community Center Rentals

o   Mary Davis has expressed interest in combining with Diane Turner of Luna Tuna and doing a catering business for Community Center affairs.

o   Preparing the kitchen to obtain a food license would be of minimal expense.

o   Dick C. will look into costs of readying the kitchen for such a venture.

·         Suggestion Plan Status

o   Dick C. manages the suggestion box in the community post office.

o   10 new suggestions this year. 3 remain open and 7 have been closed.

o   Email will be sent to BOD members on status of each suggestion.

·         Attorney Status

o   Skipped to be taken up later

·         McCoy’s Way Easement

o   Bethany Woods requires a utility easement from SPHA to run sewer line under McCoy’s Way.

o   Attorney suggested we take this issue offline.

·         Communication with the Villages

o   Gary C. suggested we allow the Villages to use our website.

o   Michael H. suggested we add a page in the Newsletter for the Villages.

o   BOD agreed to these items and Gary C. will follow up with appropriate Village contacts.

·         Renter’s Tax

o   Gerry B. informed the BOD Bethany Beach charges a 6% rental fee and Ocean View charges $50 plus 3% tax.

o   Dick C. stated Salt Pond has 60-70 rental properties.

o   Gerry B. suggested this may be good source of additional needed income.

·         Renters’ Recreation Fees

o   Gerry B. compared the Salt Pond charge of $2/person/day with Bethany West charge of $5/person/day.

o   She suggested this as another source of needed revenue the BOD should begin thinking about.

o   Bob Schafer will be asked to provide sign-in sheets for review.

·         Management Contract Renewal

o   Chairperson not present - No report.

·         Jolly Trolley to Salt Pond?

o   Town of Bethany Beach inquired if Salt Pond would be interested in participating in 2009.

o   BOD agreed to pursue.

 

ADJOURNMENT

Meeting adjourned at 4:41 P.M.

 

NEXT MEETING

Next Board meeting: August 15th at 2:00 P.M.

 

EXECUTIVE SESSION - the BOD went into Executive Session at 4:42 P.M., and adjourned at 5:39 P.M.

 

 

Respectfully submitted by Gary Clipp, Secretary

July 27, 2008