SALT POND HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
December 19, 2008
(Revised January 15, 2009)
Attendees:
CALL TO ORDER
The meeting was called to order by President Gerry B. at 2:03 PM
MINUTES APPROVAL
Bill K. made a motion to approve the minutes of the November meeting; Jim K. seconded, and the motion passed unanimously.
TREASURER’S REPORT
Chuck G. stated we received $1118 interest income in November, which is $13,008 YTD. We still have delinquent assessments which results in budgeted income coming up short. Expenses are a little bit over YTD, but are under control. End of year should be on target. We have a CD maturing 1/24/09 for $76,454 at 4.1%.
Monies are being transferred to new accounts in support of the decision to self manage.
LEGUM & NORMAN REPORT (Donna H.):
HOMEOWNERS’ FORUM
Anne Crawford asked if the new management office will be open certain hours. Gerry B. stated Mary Davis will be working part-time, 20 hours per week, but no specific hours are set. Discussion led to the need to have some structured, regular hours homeowners could count on that the Community Manager would be in the office. These hours will be set in the near future and posted in the Newsletter and on the website.
It was also concluded we install a mail slot for members to drop off correspondence or payments.
UNFINISHED BUSINESS:
·
Ratify changes in ARC Standards
o Jim
K. had electronically distributed revised standards as determined from November
BOD Meeting.
o Three
items required clarification process which were discussed:
1. Sussex County Setback allows structures in the setback, SPHA standards will not allow.
2. Reflectors shall not be used unless approved by the Architectural Board and will be limited to a maximum height of 12-15”.
3. Transferred properties must adhere to minimum architectural standards.
o Chuck G. motioned that we adopt the standards as discussed and agreed to; Dick C. seconded, and the motion passed unanimously.
o New Standards will be posted on the website.
o Resale packages must now be provided in 2009 to new homeowners per Sussex County.
·
Ratify
schedule of fees and penalties for ARC violations
o Jim
K. had electronically distributed this document as was discussed in the
November BOD Meeting.
o Jim
K. reviewed the document for all present.
o Jim
K. motioned we adopt the Salt Pond Violation Mitigation Process effective
January, 2009; Gary C. seconded, and the motion passed unanimously.
o The
document will be sent to all homeowners, included in the January newsletter,
and posted on the website.
·
Rental
fee policy
o Jim
B. reported most neighboring communities charge a per head fee; towns do charge
a percentage.
o Salt
Pond charges a very low per head fee for the facility use cards.
o Renters
already have rental contracts in place for 2009.
o SPHA
Members need to be notified of increased fees for facility use cards for
renters.
o New
rates will be effective February 1, 2009 and will be included in the January
Newsletter and posted on the website.
o The
board decided not to pursue any rental fee on homeowners who rent their
property.
·
Mail Room
posting policy
o Gary
C. suggested we need a mail room policy to keep the mail room clutter free
1. Sliding doors and glass should only have postings made by the BOD.
2. Bulletin Board on left is for all SPHA Members containing advertisements, community events, etc.
3. Bulletin Board to the right is for the BOD, Salt Pond Clubs and Committees for BOD minutes, newsletters, and activities.
4. Postings should be limited in size to 8 ½” x 11” in size.
5. Postings should be dated and signed by Salt Pond poster/sponsor.
6. Postings will be removed after 30 days if not already removed by the poster.
o Board
was in agreement and the new mail room policies will be included in the January
Newsletter and posted on the website and in the mail room.
o Gerry
B. suggested we send flowers to the US Mail deliverer who is retiring, and the
BOD agreed.
·
Catering
Contract
o Bill K. reported Mac’s Catering will be submitting proposal for Birdie’s.
·
Job
descriptions for SPHA Manager and Accountant
o Gerry B. will have this finished by next meeting for SPHA Community Manager.
o Job
descriptions not required for accountant because they are under contract
language.
·
Review
Community Center Waste Management Contract
o Contract is up for automatic renewal for three years and requires 90 day notice.
o Waste Management currently has the contract and Moore wants to bid on it.
o SPHA is interested in opening up for competitive bid and Mary will contact them to determine when notice needs to be filed.
NEW BUSINESS
·
Golf Club
Budget for 2009
o Chuck G. had previously sent BOD Members copies of the proposed 2009 Golf Course budget.
o Chuck anticipates year end 2008 will result in a net profit of $71,052 before depreciation.
o Earnings before tax and after depreciation are projected to be around $3,000 (which is taxable).
o Projected revenues for 2009 are $754,723; projected expenses are $751,310.
o The 2009 proposed budget has been approved by the Salt Pond Golf Club BOD.
o Chuck G. motioned we adopt the 2009 proposed budget for the Golf Course, Bill K. seconded, and motion passed unanimously.
o Chuck G. recognized Wendy Parker for her outstanding job performing her duties as accountant for the Golf Course.
o Chuck G. motioned we pay Salt Pond Associates an additional $109,000 to save $4,000 in interest, Dick C. seconded, and the motion passed unanimously.
·
Number of
Golf Club Directors
o Bill
K. suggested the organization be changed from 3 Directors and 2 Officers, to 5
Directors.
o The
SPHA BOD will appoint a new Golf Club BOD in June.
o The
SPHA BOD should look at the structure of the Golf Club BOD and make
determinations as to number of Directors and how many should be allowed to
serve on the SPHA Board and the GC Board.
o Jim
K. read the resolution adopted by the GC BOD, and thus motioned the Board adopt
the same resolution to increase the Golf Club Directors from 3 to 5; Dick C.
seconded, and the motion passed unanimously.
·
Review
General Election Process
o To be discussed in January meeting.
o Donna H. suggested having an Election Committee to count the votes, stating we do not need to have someone from outside SPHA.
·
Board
Meeting Dates for 2009
o 1/16
o 2/20
o 3/20
o 4/17
o 5/15
o 6/19
o 7/17
o 8/21
o 9/18
o 10/16
o 11/20
o 12/18
·
Reimbursement
Policies
o Gerry B. suggested Board members be reimbursed for paper and ink expenses related to SPHA business.
o Donna H. suggested submitting receipts for cartridges, etc.
o Board agrees in theory and will work out details over time.
·
Enviro-tech
Application
o Chris
Brown has alerted the BOD to a Landowner Incentive Program related to the
National Wetlands Inventory.
o If
SPHA qualifies, the State would give money for upkeep.
o Michael H. will look into.
·
Sussex
County Road Application
o Homeowner Road Program.
o County assesses and contracts to resurface roads.
o Homeowners will be billed on tax bill, based on footage for a period of 10-15 years.
o A letter has been submitted to the County requesting that the Salt Pond be considered for Homeowners Road Program and the County has received the request.
o SPHA must now submit to a Petition Process for a Tabletop Estimate.
·
Homeowner
Lien
o Jim K. reported the step of taking a lien on a homeowner’s property for delinquency of obligations due the SPHA.
o Jim K. motioned that we move forward with the filing of the lien against a Mainsail Village owner; Chuck G. seconded, and the motion passed unanimously.
COMMITTEE REPORTS:
· Architectural Control --- Committee Chair: Donna Villani --- Board Liaison: Jim Beachboard
o New Architectural Standards passed under Unfinished Business.
· Calendar --- Committee Chair: Katherine Coulson --- Board Liaison: Same
o Katherine C. stated all necessary items on the SPHA calendar have been addressed
· Club House Maintenance --- Committee Chair: Dick Crawford --- Board Liaison: Same
o Dick C. will meet with vendors in early 2009.
o Bids are in process.
· Club House Rentals --- Committee Chair: Mary Davis --- Board Liaison: Bill Kester
o Nothing new to report
· Communications --- Committee Chair: Gary Clipp --- Board Liaison: Same
o Gary C. plans to send out broadcast on the items from today’s meeting.
· Engineering --- Committee Chair: TBD --- Board Liaison: Same
o Jim
B. is looking for volunteers for this committee.
· Finance --- Committee Chair: Chuck Gularson --- Board Liaison: Same
o Jim B. has volunteered to review the capital reserve study by 2/1 for auditor.
· Golf Club --- Committee Chair: Bill Kester --- Board Liaison: Same
o Proposal from Caryn Macintyre for Mac’s Catering has been received.
o Snack Bar painting is complete.
o Max Sewald studied the pros and cons of a Coke or Pepsi contract, and Coke was chosen.
o Bruce D. is looking at #12 as site for new well.
o Clearing at #16 is finished at homeowner’s expense.
o Bruce is working with Envirotech for solution to 18th hole.
o Landing area at #18 has been cleared.
o VFW is looking to change their date.
o Working on a contact with Pepsi or Coke for next year.
o New flags with logo will be installed for 2009.
o Publicly thanked last year’s Rangers and will be seeking them out again this year.
o Art is looking into new tournaments for 2009 and already has 3 new ones set up.
· Insurance --- Committee Chair: Dick Malone --- Board Liaison: Chuck Gularson
o Chuck G. reported we are getting quotes for 2009.
· Landscaping --- Committee Chair: Loeda Stango --- Board Liaison: Gerry Buckley
o Loeda Stango reported on the new walk installed by Lawnworks for SPHA at no expense.
· Legal --- Committee Chair: Jim Kennedy --- Board Liaison: Same
O Legal fees have been incurred as result of Mainsail lien and will be recouped when settled.
o We continue to receive bills for the Golf Club purchase.
· Newsletter --- Committee Chair: Gary Clipp --- Board Liaison: Same
o January Newsletter deadline is January 10th, for distribution by the 15th- 20th.
· Planning & Zoning --- Committee Chair: John Gilsenan --- Board Liaison: Jim Kennedy
o No report.
· Ponds & Wetlands --- Committee Chair: Chris Brown --- Board Liaison: Michael Headman
o No report.
· Recreation --- Committee Chair: Bill Loschman --- Board Liaison: Gerry Buckley
o Racks to hold 48 kayaks is moving forward.
o Letters explaining the Kayak Program will be mailed in March and will be assigned on a first come, first served basis, one per household.
o Parking will be improved at the entrance to the beach area.
o Additional racks can be erected if necessary and if they do not impact the area.
· Salt Pond Plaza --- Committee Chair: Cheryl Wisbrock --- Board Liaison: Michael Headman
o Easements received on November 20th for signature.
o Easements and exhibits did not match up.
o Bank and Pharmacy are no longer tenants. Pharmacy will be two retail units and Bank will be increased by 1000 square feet.
o Lighting is an issue to be pursued – Meeting is set up for December 20th.
(Note: 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 No update
· Websites --- Committee Chair: Gary Clipp --- Board Liaison: Same
o Gary C. reported all 2009 board approved changes in policies and information is posted.
o New Architectural Standards will be posted immediately, as well as fee schedule and mitigation process.
ADJOURNMENT
Meeting was adjourned at 4:34 P.M.
NEXT MEETING
Next Board meeting: January 16th at 2:00 P.M.
Respectfully submitted by Gary Clipp, Secretary
January 5, 2008