Annual Meeting – 05/24/14
NORTH SHORES ANNUAL MEETING
Saturday, May 24, 2014
Call to Order and Quorum
The Annual Meeting of the North Shores Homeowners Association was called to order by President Bruce Wilson at 10:20 a.m.
President Wilson introduced Board members Debbie Director, Paul Salditt, Donnee Ramelli, and Mary Haverback. He thanked all for their hard work and dedication on behalf of the community. President Wilson also introduced staff members: Dion Johnson, Office Manager; Phyllis Donovan, Bookkeeper; Steve Houston, Property Manager; Maureen Brown, Bath and Tennis Club Manager; and Lee Stewart, Security Supervisor. The Board feels fortunate to have dedicated staff members assist them in operating the community. President Wilson acknowledged Phyllis Donovan for her forty years of exceptional service to the community, joining the staff in September 1974. He then welcomed everyone and thanked them for taking time from their weekend to attend the meeting
It was established that a quorum was present for the meeting (82 represented in person and 43 represented by Proxy), allowing for business of the community to be conducted at the meeting.
Minutes
Draft minutes of the 2013 Annual Meeting were mailed to all homeowners in April as part of the Annual Report Package. The floor was opened for comments. Margot Anderson made a motion to dispense with the reading of the Minutes which was seconded. The motion to accept the Minutes as submitted was passed unanimously.
Reports
President’s Report
President Wilson informed the association about several items of neighborhood business that affect the community:
He reported that Secretary Debbie Director has been working with the webmaster to improve and update the North Shores website. He encouraged everyone to use the website to arrange for their beach equipment rather than rely upon Maureen and her staff. Dion Johnson, Office Manager will provide login information and assistance for homeowners if needed.
A construction deposit of $2500.00 will be required with effect from June 1, 2014, for all new home and major construction projects. The deposit will be used to repair damages on community common grounds. The damage deposit will also be used to fine homeowners and construction companies in violation of the established construction rules. Fines will be posted on the website and will include pile driving and construction hour violations. The deposit will not be available as a source of funds for damages to private property.
A construction deposit of $2500.00 will be required with effect from June 1, 2014, for all new home and major construction projects. The deposit will be used to repair damages on community common grounds. The damage deposit will also be used to fine homeowners and construction companies in violation of the established construction rules. Fines will be posted on the website and will include pile driving and construction hour violations. The deposit will not be available as a source of funds for damages to private property.
The North Shores Board is currently in discussions with the City of Rehoboth about their plan to use the Gordon’s Pond parking lot on July 4th for fireworks viewing. President Wilson outlined the details of his letters to the city about our concerns with the plan. He has engaged in discussions with Sussex County, Delaware Department of Transportation and Rehoboth City Manager Sharon Lynn. If the City moves forward and Gordon’s Pond is used as a viewing area, extra security will be in place, all entrances to North Shores will be closed, and only those with proof of address will be allowed into the neighborhood.
President Wilson asked for a volunteer to spearhead a community event, such as a cookout in the pool parking lot, on July 4th.
Parking enforcement is being taken seriously again this year, and today there will be a tow-truck stationed on Ocean Drive to serve as a visible deterrent for those who are refused access to Gordon’s Pond. President Wilson asked everyone to please be sure to use their parking permits, they are an important part of conveying the message that North Shores is private property. Homeowners that rent their houses directly should contact the office and obtain parking and pool passes, which are necessary for access to the pool and beach equipment rentals. Dion Johnson arranges for all parking and pool passes for rentals handled by area realtors.
President Wilson reminded homeowners that personal umbrellas must be placed behind the blue line established by the placement of the North Shores umbrellas. The North Shores lifeguards have been trained to set up umbrellas safely and incidents with personal umbrellas not being properly anchored have created safety issues. The North Shores lifeguard staff will ask homeowners to move their personal umbrellas and tents back to a safer location.
Constructions plans that are submitted are reviewed for covenant compliance and monitored through the building process. Drainage has developed into a significant issue with larger homes replacing original cottages. Our 40 year old drainage system will need to be improved to accommodate the increase in rainwater runoff.
Broadpoint Consulting Group has been retained to do a neighborhood capital survey to help the Board develop a longer-range plan to assist us in identifying our future capital needs. President Wilson reminded everyone that we have a 40 plus year old community operating with a fixed capital base. The North Shores Board of Governors is responsible for managing the assets of the community as well as the substantial operation necessary to keep the community operating optimally. It is not likely that assessments will be going down.
Addition of New non-Board Officers
The North Shores Board of Governors is a five person board defined by the Covenants. The work of the Board is significant for five people, and the Board plans to continue with the five person configuration, but additional support for the Board can be appointed from the community or from outside the neighborhood to serve as officers of North Shores Board of Governors, Inc. This year we are appointing Helen Hoart, a fulltime North Shores resident, as an officer to serve in the capacity of assistant treasurer. President Wilson encouraged members of the community with an interest in serving in a more limited capacity to make contact with the Board.
Treasurer’s Report
Treasurer Donnee Ramelli presented the budget report, and began by praising the hard work and dedication of Phyllis and her 40 years of service to North Shores. He noted that assessments paid in the previous year understated current revenue. Current revenue is up, assessments have been raised to $2,250 per unit, and there is $500,000.00 of cash on hand to be used for unexpected expense, such as major storm damage. Boat slip rentals continue to come in incrementally and expenses for the new pool house are complete. The North Shores financial report has been reviewed by our accountant and is available in the office for review. After review and discussion, the annual budget circulated to residents was adopted as submitted.
Security
Security Supervisor Lee Stewart reported that it was a quiet winter, and construction was the major issue over the winter. He reiterated security’s intention to enforce parking this season with the use of towing, and encouraged homeowners to have proper parking permits. Motor scooter parking was raised by a homeowner, and scooters are considered licensed vehicles and require the same parking stickers as cars. Another question involved driver eligibility for golf carts, they must be operated by a licensed driver, and children observed operating a golf cart will be pulled over and removed. A homeowner reported that people ride bikes to North Shores and use our beach. President Wilson responded that we have resisted the use of a badging system until it can be justified and balanced with the cost of enforcement. The new pool pass system that was started last year will need to be fully evaluated before badging the beach is considered.
Bath & Tennis
Maureen Brown, Bath and Tennis Manager, thanked everyone for their umbrella orders, reported that many homeowners are now using the website for beach set-up. Umbrella orders continue to increase every year, and she encouraged homeowners to notify her if they would not be using their equipment. Maureen reported that some of last year’s staff had returned, and that there are 8 new staff members this year. She also reported that the pool pass system was working well and reminded homeowners that rent their properties directly, to contact Dion at the office for parking and pool passes. This year homeowners will be asked to sign when they pick up their 2014 pool passes to avoid confusion. An instructor from the YMCA will begin water aerobics classes from 9-10 am on Saturday, June 7, at a cost of $5.00 per class. Adult lap swimming will be available every day from 9-10:30 am. Pool hours are from 10 am to 6 pm, and the beach is guarded from 10 am to 5 pm.
Beach Report
The Beach Report was prepared by Dan Anderson and presented by President Wilson. The North Shores beach escaped the winter without any significant damage and is currently at an unprecedented width. The report stated that the height of the beach was not as important as the width. North Shores will continue to encourage growth of the footprint of the dune and move the sand fences forward as the buildup takes place.
Architectural Review
Paul Salditt, Architectural Review Committee Head, thanked everyone for their cooperation with the review process. He reminded everyone that the covenants do not cover design technique or color. Homeowners planning to build should have their architects review the North Shores Covenants and contact him with any questions, and hopefully eliminate duplication of work and approval delays. President Wilson reported that many construction plans submitted for review have not been complete, and are proceeding in a piecemeal manner. North Shores will reject construction plans that are not complete and accompanied by a full set of drawings.
New Business
Homeowner questions were welcomed after the presentation portion of the meeting. President Wilson reported that several questions have been presented to the Board in the past few weeks, and requested that the other associations field issues from their members first, before advancing them to the North Shores Board. Many of these involved setback and maintenance issues within their boundaries and each organization head received a detailed map showing setbacks and common area boundaries.
President Wilson reported that North Shores has contracted with a local company for routine spraying of mosquitos and fleas in the neighborhood again this year.
Appreciation for the clean-up of the dredging material was expressed, and a question of how often it needs to be done. President Wilson responded, saying that the most recent dredging should last 3 to 5 years without impact from a major storm.
An inquiry was made about changing the landscaping behind the Villas West. President Wilson reported that the storage shed used for the beach equipment will need to be replaced soon, and landscaping changes will be postponed until decisions about the storage shed have been finalized.
A homeowner expressed concern about the recently opened bike path from Gordon’s Pond that now connects with the Lewes end of the park. He foresees the possibility that the path may become open to cars. The Board does not have authority to regulate the State Park bike path, but will monitor traffic patterns this summer, and additional security could be required.
It was brought to the Board’s attention that an area on the north end of Ocean Drive has developed standing water. The area described does not have access to the North Shores drainage system and is owned by the State. President Wilson will include the area in the capital survey.
President Wilson reminded everyone about the party that evening at 5:30, and thanked Leslie Lane and Diane Mesirow for their work in planning the party.
President Wilson also asked that everyone take a moment to reflect on the meaning of the Memorial Day holiday weekend and give thanks for those who sacrificed for us.
President Wilson indicated that his term as a Board member and that of Treasurer Donnee Ramelli expire at this meeting. Bruce Wilson has agreed to another three year term and Donne Ramelli has agreed to serve for another year. A motion was made, seconded, and both were unanimously approved for re-election.
There was no further business, the meeting adjourned at 11:25 a.m.
Respectfully submitted,
Deborah M. Director
Secretary