MINUTES OF SPHA MEETING ON SEPTEMBER 19, 2008
Homeowners present: Jim &
Wanda Beachboard, Bob Buckley, Jan Shaeffer, Loeda Stango, Mary Valdes, Pat
Hannigan, Pat Kennedy, William Pearce,
Marilyn Adams, Bob Adams, Chuck Young, Bill Loschmann, Josie Salovich, Ann
Crawford, Cheryl Wisbrock, Bill Johnstone, Michael Zywokarte , Don & Nancy
Goodridge and Barbara & Michael Hill.
Board Members Present: Gerry Buckley, Katherine Coulson, Dick Crawford,
Chuck Gularson, Michael Headman, Jim Kennedy, and Bill Kester.
The meeting was called to order promptly at 2:00 PM and the Minutes of
the meeting of August 15 approved.
Treasurer’s Report: Chuck
Gularson reported that the $691,000. January 2009 Golf Course payment to the
developer has been prepaid; therefore there is only one more $691,000 payment
due in January, 2010. Our SPHA operating
expenses through August of this year were $329,551 compared with our budget of
$337,284, or $7,733 under budget.
Projected actual operating expenses until the end of the year are
$487,071. Interest income for August was
$1,983 and $12,412 YTD. Additional
budget details are available from the treasurer upon request.
Management Report: Donna
Hemphill of Legum & Norman reported that Envirotech sees all of our ponds
improving, West, the electrical contractor, continues to repair and upgrade
community lighting. Best Pool Care has
submitted a bid for outdoor pool maintenance and the current contractor, First Choice
has also submitted a bid, with an increase in price for the new year. The Board voted to cancel First Choice and
engage Best Pool Care for the outdoor pool management. L & N continues to monitor and remind
owners of covenant violations and property maintenance as well as delinquent
assessments.
Architectural Review: Revised Guidelines are being reviewed by the
attorney, prior to presentation to the community.
Calendar: Katherine Coulson
reported all items on target for this month and amended the March items to
include review of the indoor pool maintenance contract.
Community Center Maintenance:
Dick Crawford proposed a committee to “beautify” the interior. Kitchen renewal and clean-up are currently
underway. Regarding the exterior,
painting was almost complete and some wood in the process of being replaced. The learning center and snack bar are to be
painted also, and walls will be parged and painted around the pool area. The Shuffle Board Court is to be renewed and
cement slabs to be replaced in front of and at the rear of the CC in order to
divert rain water and to even the pavement.
CC Rental: There are currently
three scheduled events for fall.
Communications: A disclaimer
regarding construction damages has been posted on our website as well as notice
of the new stop signs. Email has been sent
requesting removal of kayaks from the community beach.
Finance Committee: Chuck
Gularson discussed the state of and need for reserve accounts. A new
roof for the C.C. and road renewal costs are anticipated and would quickly
exhaust reserves. To reduce the need for
a special assessment, Chuck recommends that a 20% increase in the annual
assessment for 2009 will help to build reserves. (20% is the maximum permitted by the
covenants.) He reiterated that the 2009
Budget is available for review by contacting him.
Golf Club: An additional well is
to be drilled and an employee handbook to be completed. Maintenance and upgrading continue to be a
priority and Stan Grella was recognized for his invaluable help in these areas. Our permanent liquor license was granted on
September 18, 2008. The snack bar will
remain open until the end of September.
There will be a Junior Golf Tournament on October 25, details provided
by Matthew Middleton. Golf Club
marketing will now be handled by Art.
Note the changes in rates and also a new trial membership being offered
for a limited time. As we near the end
of our first year as Golf Club owners, the SPHA will decide on a process for
electing new Golf Club officers and directors.
The year-to-date revenues for the Golf Club total $648,656 and net
income is $113,881 after depreciation. Membership income and green/cart fee income
are both up over 10% compared with last year.
Insurance: The insurance
contract was renegotiated since the Golf Club is a for-profit corporation.
Landscaping: Loeda Stango and
her committee have planted more than 18 trees, and other flowers and
plants. The Memorial Tree Project
continues to grow and committee members have also consulted on potential
plantings for the Plaza.
Legal: Jim Kennedy contributes
his expertise in this area by monitoring adherence to By-laws and Covenants and
coordinating efforts with the Board attorney.
Newsletter: Reports and articles
to be included are due ASAP
Planning and Zoning: No Report
Ponds and Wetlands: No Report
Recreation: Bill Loschmann
reported that the First Choice contract will not be renewed for the outdoor
pool. The cost has risen and the service
was not wholly satisfactory. There are
currently 54 kayaks and 2 skidoos at the community beach which must be removed
by October 1. DNREC rules that they
cannot be on the grass. To that end,
racks for 48 kayaks/canoes will be built and available to homeowners next
year. The method for allocation has not
yet been determined. Jet skis are not
permitted at any time. It was noted that
motorized vehicles in this area make us subject to fines by DNREC.
Transportation: Chuck Gates
reported that three bids were submitted for interim road repairs. The lowest bid, and the most satisfactory upon
comparison, was by M & H Stanley Paving for $39,743. With Board approval the work will begin soon.
UNFINISHED BUSINESS: President
Gerry Buckley noted that the easement
agreement needed by Bethany Woods from us has been signed as per the
previous conditions noted.
Gerry also reported that there are more than 45 rental properties in
the Salt Pond and it is renters who make the biggest impact on our recreational
facilities. Via the Newsletter she is
asking for a committee to review all fees:
CC rental fees, recreation fees, and a possible renter’s tax.
Although the
NEW BUSINESS:
A
The resignation of Don Praisner was announced and he was thanked for
his contributions to the Board during his tenure. A policy for his replacement was suggested
and adopted: the vacancy will be posted,
homeowners interested in the position will be asked to submit a brief resume by
October 15, these will be reviewed by the Board and a replacement will be voted
upon.
Homeowners will be asked to abide by and post regulations for their
guests and tenants regarding the use of facilities and consideration for other
residents. These regulations will be
distributed to realtors, mailed to residents and available on the website.
Energy use is a concern, particularly as regards heating and air
conditioning the CC for use by small groups.
We need to conserve where we can, and Donna Hemphill suggested that we
have Delmarva Power do an energy audit for us.
Purchase of a flag pole and flags (American and Salt Pond) with the
cost to be divided between the Golf Club and the SPHA was approved by the
Board.
The meeting was adjourned at 4:25 PM.
The next Board meeting will be on October 17 at 2:00 PM
(In the absence of Gary Clipp these Minutes were compiled by Katherine
Coulson.)