Meeting – 03/28/13
The agenda for this meeting is available here.
A regular meeting of the Board was held on Thursday, March 28, 2013 at the office of Board President Bruce Wilson.
The first item on the Agenda was the approval of votes taken by email since January 24, 2013. The directors reviewed the list of all voting done by email and all were approved.
President Bruce Wilson indicated that the website directory project should proceed as planned. The new directory will be published this spring and be available for purchase at the North Shores Office or pool. Residents will be advised there is no charge for the online directory.
Board member Mary Haverback reported on her oversight of the Pool House Party, scheduled for Memorial Day weekend. Mary indicated that Leslie Lane had interviewed caterers and hoped to choose one for the party in the near future. Atlantic Liquors has been chosen to handle the beverages, their policy allows return of unused product. Food will consist of finger food, heavy hors d’oeuvres desserts, passed and at stations.
Bruce Wilson then provided an update to the continuing discussions with the City of Rehoboth Beach. Efforts to change the billing method for sewer usage in North Shores have progressed slowly. An attempt was made to have Rehoboth change the basis of individual rates they charge North Shores this year, to incorporate some element of usage-based fees. However, the City is more likely to make a rate change next year, although virtually all other residents in the County have their sewer rates calculated based on a fixed fee. Bruce recommended that North Shores await the outcome of negotiations between the County (on behalf of Dewey Beach and Henlopen Acres) and the City of Rehoboth Beach before attempting to negotiate a new arrangement for North Shores.
Local attorney Hal Dukes has reported to Bruce Wilson that Sussex County Planning and Zoning has approved our zoning request to combine the Bath & Tennis lot with the Common area parking lot into one parcel. The issue of the property line to the north with 21 Ocean Drive doesn’t require a zoning change, and will not interfere with obtaining a Certificate of Occupancy for the Pool House.
Treasurer Donnee Ramelli reported that the 2012 Financial Report, prepared by North Shores Accountant Luff & Associates, had been mailed to Board members. Donnee also discussed the financial report and a draft of the financial issues to be included in the Annual mailing to residents. Most funds from the special assessment for the construction of the pool house were collected in 2012, but payments for the construction were made in 2013, creating an unusual reporting of cash flow.
Secretary Debbie Director and Donnee Ramelli reported that the Office Improvement project continues to progress. Bruce indicated the need to have procedures documented for all employees, as well as an outline detailing essential operations for managing North Shores. This would include operational outlines for managing the following: Office; Maintenance; Beach and Pool season opening and closing; Property Management; Financial and Bookkeeping.
The Pool House construction continues to progress on time. Additional lighting and ventilation have been added to each bathroom area. Pool access will be through the main entrance only, with the exception of the handicap entrance which will operate with a buzzer. Bruce has been discussing a pool access policy with Maureen Brown, Club Manager. Furniture for the new covered deck area will be determined after the pool opens for the season. The basketball hoop will be relocated to the south west corner of the parking lot. A weekly rental report will be produced by the office for use by the pool staff to determine parking pass status. Donnee Ramelli reported that the landscaping for the pool house will be done in two phases. The first will be completed before the opening, with the remainder installed in the fall under better planting conditions. Landscape designer Katy Downs has been retained for the project. The plan will be sent to Board members when it is complete.
Bruce Wilson and Property Manager Steve Houston have been working with DelDot to resolve the problem of water ponding on the east side of Ocean Drive. Steve outlined the drainage system designed by DelDot. It will included a new catch basin to be installed on the east side of Ocean Drive at the low point near the pumping station, which will connect to the existing catch basin on the north side of Rodney Street, as well as a new catch basin to be installed on the west side of Ocean Drive on the south side of Rodney. DelDot will install a new drainage pipe under Ocean Drive to connect with the Rodney basins, and also install new drainage pipes between those basins and along the north side of Rodney Street to Harbor Road. The installation of larger pipes and installation of an increased fall from grade at Ocean Drive should eliminate the ponding that has plagued that intersection for many years. Trees along Rodney Street will have to be removed and will need to be replanted to the north, avoiding the pipes, in the fall. The State will complete the work at their expense. North Shores may incur some expenses replanting trees along Rodney Road, but that will likely occur in the autumn. The State will maintain the new drains and pipes, keeping them free of sand and debris. The work is scheduled for April of this year.
Steve Houston reported that the removal of dead trees was underway. Bruce reported that Steve has used a laser elevation meter to measure construction elevations for the taller houses currently under construction, and has confirmed they conform to the community’s Architectural Covenants.
Bruce reported news from Rob Whitford of Precision Marine that the dredging spoils are not yet dry enough to be removed because of the rainy weather. Every effort will be made to have them removed before the season opens.