Roll Call P = Present A = Absent PH = Phone L= Late

Transcription

1 Board of Directors Meeting Montego Bay Civic Association Minutes July 14, :05 AM Call to Order President, Mike Donnelly, called to order the regular monthly meeting of The Board of Directors of the Montego Bay Civic Association at 10:05am on July 14, 2018 and led the Pledge of Allegiance. Attendees were advised that the meeting was not being recorded. Eleven (11) owners were in attendance. Roll Call P = Present A = Absent PH = Phone L= Late Mike Donnelly,President P Linda Herzberg, P Monica Cofiell,Treasurer P Harriet Pilert, P Vice President (A1) Secretary Tom Seibold P Lou Jonske, Sr (A1) P Bob Landefeld P Rich Gracey(A1) P Russ Colley PH Larry Yates (A1) P Rick Hindle L Mary Jo Breslin (A1) P Approval of Minutes President called for approval, correction or additions to June 9 th minutes. Motion was made by Rich Gracey and seconded by Lou Jonske, to add a summary of the topics posed to the candidates of VP, and Treasurer under Nominations Meet and Greet portion of June 9 th meeting. Minutes were approved with this addition (see Nominations section in June 9 th minutes). Approved 11 Opposed 0 Good of the Association Committee Chair Update - Linda Hertzberg stepping down as Chairperson of Bylaws Committee. Mary Jo Breslin will be the new Chairperson. 1

2 Cell Tower Update the Federal Government supersedes Town of OC regarding locations of cell towers on city property in MB Community. MBCA may be able to have input as to locations. Purple Martin Houses were re-installed in the Park to aid in control of Mosquitos General Membership Meeting will be held on 8/18 at Northside Park at 10AM. Only homeowners in good standing will be admitted. Annual Community Yard Sale is scheduled for August 4 th from 8-1. Harriet Pilert will coordinate, posted in Newsletter and watch for Constant Contact reminder Floor Open to Homeowners - no items were brought forth Reports of Board Members President Legal fees associated with litigation Tom Seibold has been asked by several homeowners if association could recoup any of the legal fees associated with litigation. Tom read Section 6 Violation Remedies from the Declaration of Restrictions; refer to said document for details. Minutes Update - all committees are to maintain minutes/notes of their meetings for files in office Update Officer Duties most recent for President, Secretary and Treasurer are in the Board Members Books. Mike distributed update of Duties of Vice President to be added into orientation manual with other documents of officer duties. This was procedural as current Vice President was unable to carry out all the duties, necessitating distribution among other Board members. Vice President Meeting room - Northside Park for 8/18 General Membership Meeting has been reserved, they only have 1 mic. Need 2 for audience participation. Need to check if MB mic will work there. Resale Package owners must obtain package from the office and present to buyer at settlement, including the pool pass; cost is $100, most reasonable in the area. 2

3 Secretary Free Conference Call.com- presented for reconsideration. President and Secretary reviewed process with company; recommending it would be beneficial in light of recorder problems making accurate transcription difficult, audible problems when members call in. Recordings are never deleted and available to any board member to review. Harriet Pilert made motion to trial use of Free Conference Call.com till end of year; seconded by Larry Yates. Motion carried. Treasurer Review /Approval of Monthly Budget Report Treasurer reported a current deficit of $4200 from non-payment of dues. Motion made by Rick Hindle to accept the monthly budget report; seconded by Rich Gracey; Motion carried. Treasurer reviewed end of year budget for to show increase vs. decrease in savings. Motion made by Rick Hindle to move 75% of excess funds to Lighting Fund and remaining 25% moved to Reserve Fund after other outstanding expenses paid; seconded by Lou Jonske. Motion carried. Standing Committee Reports Advisory and Strategic Planning Bill Trumpler Thanked Mary Jo Breslin for taking minutes Deferred to report from Budget and Finance Architectural and Permit Review - Russ Colley Brief meeting 7/2 to review plans: Preliminary plans submitted 1 Approved 1 Pending 0 Fence on Assateague - requires further discussion among Committee; fence on Beachcomber being handled; 42 is allowable height. Update on house height on Harbour waiting for reply from City Tennis Court on Oyster contractor can start soon vs. end of season Concrete pad on Atlantic within city requirement of 60% 3

4 needs to be impervious to water; if can t must pay into mitigation fund to city; property has plantings. Type/Size/Color of numbers required for lampposts nothing in Restrictions stick-on or alternative attachment like screw on to lamppost; do they need to be reflective.will check with OCFD for standard required has been 3. Budget and Finance Kathy Trumpler Summary of Joint Meeting of Advisory and Strategic Planning 6/23: Ten committee members and 3 interested owners were present. Group reviewed items submitted in Reserve Fund Study performed by Criterium Harbor Engineers; proposed replacement costs and timeline for replacement of assets through 2046, with an annual increase of 2.5% inflation factor in the costs. At the present valuation of the MBCA assets the reserve fund should have $1.5M., requiring a 3% annual reserve line item increase. The present balance in the reserve is $536,266 as of April 30, Need to review reserve study every 5 years. In fiscal a deposit of $48,000 will be made to the regular reserve and $34,265 will be made for the rewiring of the lights. Speaker from firm that completed the reserve fund study will be at General Membership Meeting for questions. It is the objective of the current officers and board members to maintain a flow of information to the owners on current projects that are being proposed. Bill Trumpler, Chairman Advisory Kathy Trumpler, Chairman Finance By-Laws and Declarations Mary Jo Breslin Committee meeting to be held on future date sometime after the General Meeting Committee Sign Up Sheets new sheets for all committees are now posted in the office. Volunteers are welcome. Communications Harriet Pilert Newsletter has been mailed to all owners with ballot and will be posted on website Website continues to be updated and owners are encouraged to use it for inquiries via Hot Line and for information that is repeatedly asked by homeowners issues - for same board members regarding undeliverable, not 4

5 or inconsistency in receiving via mask addresses as was reported at prior meeting. Referred back to IT person. Neighborhood Watch- Lou Jonske Schedule Linda and Lou made schedule till September; letters sent to committee; persons doing Watch should leave pouch for the next person at their door; no man power to conduct Watch during the week. National Night Out- RSVP to office for food contributions vs. just attending, so can prep for amount of food needed. Sysco suggested as source to purchase the volume needed for hot dogs, utensils and paper needs; Lou to obtain rolls; Bob will get 125 hot dogs and sheet cakes..will have CRT, K-9, OCPD, OCFD present; RSVP to office. Corn Hole would be nice. Nominations- Mary Jo Breslin Ballots have been mailed please look for them and return in correct envelope for vote to be counted Parks and Pond Harriet Pilert Update on Fountains, Pump, and electrical panel for pump Mike Donnelly was in touch with Solitude this week to discuss lengthy delays in getting the work done. Company was told to have fountain installed by today; it was determined that the 3 phase electrical panel for the pump was no longer functional and must be replaced. Mike inquired as to price from several sources and all said it would cost between $3-5K. Work must be done ASAP. (Total cost for electric panel with add on phase is $5400) Motion was made by Lou Jonske and seconded by Larry Yates, to approve the purchase and installation of needed new electrical panel. Motion carried. There will be a Pond Committee Meeting on July 28 th at 9:30 am 5

6 Pools and Recreation Tom Seibold Recent Events - Putt-Putt was vandalized during operation hours; now all children must be accompanied by someone 18 yrs. or older; teen-agers were caught trespassing at the Oyster Pool, arrested and charged. Stolen items from Putt-Putt; and break-ins have occurred. Tom thanked Becky and Larry Yates and Charlie for all the work they have been doing. Teller Committee no report Special Committee Reports Lighting Project- Rich Gracey No responses from 2 companies who had expressed interest; one proposal expected from our electrician but delay due to health issue; reportedly could start work after Labor Day. Photos of items to be replaced were circulated for review by board members. Unfinished Business Impact Fee Rick Hindle - not prepared at this time 50 th Anniversary of Montego Bay September, 2019 In need of Chairperson..Becky Yates express interest if Paul Svoboda would share Chairmanship; will discuss with Paul, Andrea Albrecht, and Phyllis Mosmiller. New Business Use of meeting room request by homeowner for personal retail business for 3 hours following water aerobics. Questions re: permit/insurance needed; pedestrian traffic during office hours and clean up. Following discussion, board denied request pending further investigation regarding legalities. Intersection of Atlantic and Melson considered dangerous but prior requests of OCPD for reverse signage or 4 way stop was denied. Possible petition by MB owners to OCPD or request to meet in person to discussion solutions. Bushes on lot at corner are also a hazard, but 6

7 homeowner refuses to trim back further than required. Gene Cofiell will contact Terry McGean. Speaker on Reserve Funds - list of generic questions developed for point of reference for presentation, not specific to individual portions of our study. Owner Participation/Closing Remarks Questions from audience include topics on: Reserve fund is not fully funded at this time; owner to ask at General Meeting Houses on Oyster Lane are oyster shells used to cover property allowed yes as long as material is pervious to water. Rich Gracey requested Board to re-consider an earlier start time with goal to conclude by 11 am. Mike introduced our Maintenance Man, Charlie to group Items requiring Board action will be placed on next board agenda. Announcements The next Board of Directors meeting will be held prior to the General Membership on August 18, 2018, at 9 am, at Northside Park. There will be no agenda planning meeting that day. General Membership Meeting will be on August 18, 2018 at 10 am at Nothside Park. New Board members will assume their positions at that meeting after election results announced. Adjournment Motion to adjourn the meeting was made by Lou Jonske, seconded by Rich Gracey; motion carried. Meeting was adjourned at 11:10 am. Respectfully Submitted by Harriet Pilert, Secretary 7