Meeting – 11/22/15
The meeting was called to order by President Wilson and a quorum was declared. The first item on the Agenda was the review and ratification of votes taken by email since August 12, 2015. The list of votes taken by email was reviewed and discussed by the directors. Secretary Director moved to ratify the email votes, the motion was seconded and the vote was approved by all.
Votes taken by email:
- Special Event Request 14 Ocean Drive – approved
- Special Event Request 62 Ocean Drive – approved
- Special Event Request 12 Ocean Drive – approved
- Special Event Request Marina parking lot – approved
- Beach Staff Season End Bonuses – approved
- 30 Harbor Road driveway improvements – approved
- 87 Anchor Road Construction application (revised dock, yardarm, kayak rack) – approved
- Special Event Request 9 Ocean Drive – approved
- 2 Ocean Drive Construction application (new home) – approved
- Board Meeting Minutes July 2015 – approved
- 18 Ocean Drive Landscaping plans – approved
- Office Staff Season End Bonuses – approved
The next item on the Agenda was the construction application for a new home at 19 Robins Lane. President Wilson asked if any clarification was needed for review of the plans. Discussion of the plans involved: site grading modification; landscape and drainage plan; trash enclosure and patio material. Site grading that involves the addition on fill to the property will require additional review and approval. Secretary Director will include further clarification for covenant compliance of the discussed items in the letter of approval. ARC Head, Paul Salditt, recommended approval and the plans were unanimously approved. Homeowners will be asked to provide a pile driving date so the immediate neighbors can be notified. They will also be informed by phone that the demolition may begin.
ARC Head Paul Salditt updated the Board on the construction at 17 Cardinals Lane. He reported that grading modifications undertaken by the builder were in accordance with his recommendations. Roof drainage and surface runoff issues have been resolved with the submission of a revised drainage and grading plan. The homeowner will submit landscaping plans after the grading has been completed.
Budget priorities for 2016 were the next item on the agenda discussed at the meeting. Key areas identified for evaluation by President Wilson included: potential replacement of the existing storage shed with a new storage building at the marina; limited road repaving; beach crossovers, beach fencing and scraping; tennis court fence replacement; marina electrical and mechanical systems; pool mechanical; and parking lot sealing. The capital survey completed in 2014 and recommendations by the Property Manager Steve Houston were used to compile and prioritize the list. It was agreed that some items specified in the capital survey were included for planning purposes. Although some items have surpassed their useful life they will not be replaced until they fail. Bids will be solicited for the road repairs and paving. The Board will seek a site plan and design proposal for the new storage building. Design objectives will include: an attractive exterior design; capacity for the overnight storage of beach equipment, mules and other beach related items; potential off-season storage of the mules and truck; and improvement to the overall appearance and usage of the site. ARC Head Paul Salditt will review the preliminary designs and make recommendations. Construction of the new storage building may require a small special assessment, depending on the design and costs.
Fee structures were also discussed as part of the 2016 Budget. It was agreed that beach equipment rental fees would not increase from their current level for the upcoming season. Beginning in 2016 reservations will be required for use of the tennis courts but there will no longer be a $5.00 charge. Boat slips fees will increase slightly in 2016 and kayak rates will remain the same.
Discussion continued about the costs associated with maintaining the marina and the dredging that is necessary approximately every five years. Suggestions to improve the current assessment rates for dredging included increasing the rate for homeowners bordering the marina who have private docks, consistent with the approach taken in the case of beach replenishment rates assessed at a higher level to oceanfront homeowners where there is a direct benefit to the homeowners because of the contiguous nature of the properties. The Board noted that homes on the marina are not charged any usage fees for docks or marina use in the way that other homeowners with slip and dock spaces are assessed though slip rental fees. The Board will consider this matter further at a subsequent meeting. The Board then met in executive session.
The next item on the agenda was the drainage improvement project undertaken in the spring. Work has been completed with the exception of a few areas that required additional restoration. Property Manager Steve Houston will pursue alternative solutions for those areas and make contact with the appropriate government agencies. North Shore outfalls with poor drainage would benefit from clearing and excavation of the mosquito ditches within the utility drainage easement owned by the State of Delaware which borders the lots along the north side of Farview Road. The Board recognizes that moving Delaware to maintain those ditches may be a long-term effort.
Treasurer Helen Hoart presented the proposed employee holiday bonuses. After a brief discussion the board voted to approve the bonuses unanimously.
The meeting was adjourned.