SALT POND HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
August, 15 2008
Revised September 6, 2008
Attendees:
CALL TO ORDER
The meeting was called to order by President Gerry B. at 2:00PM
MINUTES APPROVAL
Jim K. made a motion to approve the minutes of the April meeting and Michael H. seconded the motion.
TREASURER’S REPORT
Chuck G. stated we were on target. Our budgeted income was $524,320 compared to an actual of 524,614, which is $294 over budget. We are still looking for roughly $5,000 from people who have not paid their annual assessments. Landscaping expenses YTD are approximately $13,000 over budget; it does not look like this can be made up by the end of the year and thus will have to be made up in other areas. We are also over in pool repairs and maintenance by $9000 and pool management is over by $3000. Pool payroll is under by $6000. This end result with all over and under expenses is our expense budget is over by $13,000.
LEGUM & NORMAN REPORT (Donna H.):
HOMEOWNERS’ FORUM
COMMITTEE REPORTS:
· Architectural Control --- Committee Chair: Donna Villani --- Board Liaison: Don Praisner
o No report.
o Gerry B. requested Jim K. ask our attorney for his opinion of the new Architectural Control Standards.
o Jim K. requested we call on Donna Villani and the Architectural Review Committee come to the BOD and present how they operate today.
· Calendar --- Committee Chair: Katherine Coulson --- Board Liaison: Same
o Calendar is on target, and everything required to be done for next month has already been scheduled.
· Club House Maintenance --- Committee Chair: Dick Crawford --- Board Liaison: Same
o Dick C. is working on plan to revitalize the Community Center, including the Kitchen and the Fitness Center.
o Dick C. is looking for 3-4 Committee members to develop a 1-Year and 5-Year Plan for Club House.
o Dick C. is looking for folks with interior decorating skills and painting ideas.
o Dick C. moved that we accept bid he received of $4,250 to replace walk in front of mailroom, purge, and fix shuffle board court and a bid to perform maintenance to retaining wall for $1,895 after Labor Day. Gerry B. seconded the motion. Michael H. inquired if money was budgeted, and Chuck G. replied yes. Chuck G. inquired if this was a competitive process. Bill K. responded that we did not get additional bids. The motion was tabled and L&N was requested to look for additional vendors.
· Club House Rentals --- Committee Chair: Mary Davis --- Board Liaison: Bill Kester
o No report.
o Gerry B. suggested our rental process is archaic and should be re-evaluated. A recommendation of a non-refundable deposit and a flat fee with no additional “head count” charges.
o Chuck G. made the point that this year’s anticipated rental revenue was forecast at $9000. YTD has been $5000. Previous year rentals were $10-11,000.
o Mary Davis and Diane Turner (Luna Tuna and Birdie’s) would like to advertise for wedding receptions, luncheons, etc.
· Communications --- Committee Chair: Gary Clipp --- Board Liaison: Same
o Gary C. reported the special emails regarding the recent vandalisms were very well received by the community.
o Gary C. suggested we put a communication process in place with each of the Villages to report problems.
o Villages have been invited to participate in our website where they can each have a page for their Village information.
o Gary C. would like to combine Newsletter and Website under Communications. Michael H. disagreed. Jim K. suggested all three be combined for now.
o Gerry B. reported problem in mailroom of someone tearing down postings from the bulletin board. The board to the left is for community information and the one to the right is for BOD information. Michael H. said he use perform the function of policing the flyers posted.
.
· Finance --- Committee Chair: Chuck Gularson --- Board Liaison: Same
o Chuck G. is in process of 2009 budget. At September meeting he will present the 2009 budget to the community and solicit their input.
· Golf Club --- Committee Chair: Bill Kester --- Board Liaison: Same
o Golf Club doing well.
o Stop sign installed leaving driveway onto Bethany Loop
o Signs will soon be going up for:
§ No Fishing – for golf course only ponds.
§ Cart Path Only
§ For Your Own Safety No Jogging, Biking, Walking During Normal Golfing Hours.
o Club is clearing over brush from holes 9, 12, and 13.
o 18th hole tee box has been analyzed to alleviate Skipjack issues with errant golf balls. The Golf Club has offered surplus poles and netting to Skipjack to aid in preventing balls from hitting Village homes.
o ABCC has received all documents and permanent license should be received soon.
o Rangers will work single shifts when only one ranger is available from 9-2.
o Spot Bonuses given to Bruce DeForest and Art Whaley for all of their help in getting established and running smoothly this year.
o Envirotech has presented proposal for pond maintenance of over $30,000 to ascertain what can be done in house.
o Inclimate weather procedures will be handled by TV with weather channel and a car with PA system to warn players of course closed.
o Cart crossings on Bethany Loop with blind spots will be fixed.
o Finances:
§ The second note due January 10, 2009 for $691,000. Prepayment of $400,000. It is hoped the remaining $291,000 can be paid off in the next month. Prepayments are saving money since we will not have to pay the original 4.5% interest.
§ Golf Club had the biggest month ever in July at $155,000. YTD income is $490,000.
· Insurance --- Committee Chair: Dick Malone --- Board Liaison: Chuck Gularson
o No changes to report for SPHA.
· Landscaping --- Committee Chair: Loeda Stango --- Board Liaison: Gerry Buckley
o Plaques have been ordered for those who have ordered Memorial Trees.
o Some homeowners have adopted some trees to water and care for them.
· Legal --- Committee Chair: Jim Kennedy --- Board Liaison: Same
o Judgment received on homeowner three years in arrears for $1474.64 plus pre-judgment interest at 10% for $473 plus attorney fees of $397 plus court costs of $37 plus post-judgment interest at 7.25%.
· Newsletter --- Committee Chair: Gary Clipp --- Board Liaison: Same
o No report.
· Planning & Zoning --- Committee Chair: John Gilsenan --- Board Liaison: Jim Kennedy
o No report.
· Ponds & Wetlands --- Committee Chair: Chris Brown --- Board Liaison: Michael Headman
o Envirotech has been requested to adjust contracts to be for same time periods for budgeting.
o Monuments are still not in place as required of SPA.
o DNREC have to be notified as to why MOA has not been signed.
o Approval has been received to construct kayak racks at the Salt Pond Beach.
o Discussion ensued surrounding the several sole source contacts in place with Envirotech. They originally had been chosen as the only company in town, but that environment has changed over the years. This is the third highest item in our budget and accounts for 10%.
· Recreation --- Committee Chair: Bill Loschman --- Board Liaison: Gerry Buckley
o Committee is on track to make the transition from the outdoor pool to the indoor pool.
· Salt Pond Plaza --- Committee Chair: Cheryl Wisbrock --- Board Liaison: Michael Headman
o Basically same spot as last month.
o Parties are on hold pending approval of entrance ways and storm water management plan.
o Michael H. addressed some general questions from homeowners.
o Please reference the Salt Pond Plaza Update on the SPHA Website (www.sphamembers.org) for the latest information.
· Transportation --- Committee Chair: Chuck Gates --- Board Liaison: Gerry Buckley
o Chuck G. presented the bids by M & H Stanley and Matt’s Management.
o Gary C. expressed concern the two proposals were not on a level playing field.
o L&N will go back to Matt’s Management and others to ask for equal proposals by end of month.
o $30,000 in budget for this work. $15,000 from operating budget and $15,000 from reserves.
· Websites --- Committee Chair: Gary Clipp --- Board Liaison: Same
o No Report.
UNFINISHED BUSINESS:
NEW BUSINESS:
· Golf Carts on Roads
o Residents have complained about golf carts on the roads.
o Covenants state all Salt Pond roads vehicles must be licensed.
o Leased Golf Club carts are also a problem on roads.
o Policy needs to be put in place based on covenants, thus this issue was tabled until the next meeting
· Indoor Pool Opening
o Previously covered.
· Management Contracts
o Committee is going back to companies to re-look at proposals to eliminate auditing and do that in-house.
· Request for Vertical Blinds (Exercise Room)
o Gary C. presented request from yoga exercise group for vertical blinds on two sliding glass doors to alleviate heat from sun making room to warm to exercise comfortably.
o Shades can be procured for approximately $50 each.
o Gerry B. stated all windows would have to be done to look right, and Dick C. concurred.
o Jim K. suggested we put this issue on the overall list for improvements to the facility.
· Protocol for Executive Sessions
o Skipped to be taken up later
4:00 PM: MEETING WITH CONCERNED PARENTS
o Ground rules: Discussion is to be positive and not finger pointing.
o Presenters were Lisa DiFebo, Christine Middleton, and Matt Middleton.
o Their hope is to dialog through the winter to address some the issues they will present to come up with a middle ground for children
o Concern over non-child friendly perception and “no-fun” pool label.
o Interest in creating a Children’s Activity Committee
o Schedule community wide activities for the children that would not have to be paid for (In the past, parents had to pay for clubhouse rental for Halloween parties)
o Pool Concerns:
§ Adult swim every 45 minutes is unreasonable as compared to other pools in the area.
§ Give children a little slack regarding sitting by the pool with feet in water during these 15 minute breaks if necessary.
§ Give children a time in the Indoor pool after school. 4-5PM?
§ Voting members of the BOD should not be attendants due to conflict of interest.
§ Why no jumping in the deep end?
§ Why no boogie boards?
§ Allow for judgment calls by life guards regarding rest breaks for children.
§ Life guards found sleeping behind sunglasses, using IPods, and text messaging on their cell phones.
§ Some SPHA parents take kids to other pools to have fun.
§ Why not use Indoor Pool for adult swim (Cost is over $1000/month)
§ Why not have lap lanes? (We cannot use ropes; lane painting is planned)
o Suggestion made to advertise for qualified attendants or volunteers.
o Parents have given up due to lack of support from the BOD, but willing to try again with support.
o Gerry B. suggested we need a Social Committee for adult and children events.
o Matt Middleton suggested the Golf Club have a tournament for the youth. Bill K. will take this to the Golf Club and will get back to Matt.
o Matt also shared he was once run off the golf course with his tricycle/golf cart by a passing driver because bikes were not allowed.
o Dick C. shared that two attendants have been fired for being too strict.
o The BOD asked for the parents to write up a list of requirements for the board to review.
o Gary C. stated we need to establish a committee to address the children issues.
o Gerry B. will take all of this info to the next Recreation Committee meeting.
ADJOURNMENT
Dick C. moved to adjourn the meeting, Gerry B. seconded the motion and meeting adjourned at 4:57 P.M.
NEXT MEETING
Next Board meeting: September 19th at 2:00 P.M.
Respectfully submitted by Gary Clipp, Secretary
July 27, 2008