Annual Meeting – 05/25/13
NORTH SHORES ANNUAL MEETING
Saturday, May 25, 2013
Call to Order and Quorum
The Annual Meeting of the North Shores Homeowners Association was called to order by President Bruce Wilson at 10:15 a.m. President Wilson introduced staff members: Phyllis Donovan, Bookkeeper; Steve Houston, Property Manager; Dion Johnson, Office Manager; Maureen Brown, Bath and Tennis Club Manager; and Lee Stewart, Security Supervisor. President Wilson also introduced Board members Paul Salditt, Mary Haverback, Donnee Ramelli, and Debbie Director, thanking all for their dedication and efforts on behalf of the community. He then welcomed everyone to the meeting and thanked them for attending and taking an interest in the community. It was established that there was a quorum present (76 represented in person, 49 by Proxy) so business could be transacted.
Minutes
Draft minutes of the 2012 Annual Meeting were mailed to all homeowners in April. The floor was opened for comments. Margot Anderson made a motion to dispense with the reading of the Minutes which was seconded. The vote was unanimous to accept the Minutes as submitted.
REPORTS
PRESIDENT’S REPORT – President Wilson reported that there has been an unprecedented level of construction in North Shores over the winter months, thanking everyone in the various neighborhoods for their patience and tolerance, and thanking those who were building for their sensitivity and consideration of their new neighbors. He said that he had received questions from concerned homeowners asking if the Board was monitoring this new construction for Covenant compliance. Paul Salditt, head of the Architectural Review Committee, reviews all plans to be certain they meet the criteria of the Covenants. Steve Houston, Property Manager, has been inspecting all current construction, using laser elevations to measure height, monitoring set-backs, and making sure construction meets the plans approved.
Steve Houston has been working to improve drainage in the neighborhood. We have received complaints about removal of bushes along the right-of-way, roots of these bushes have been growing into our pipes causing breakage and clogging of the drainage system. The Board will welcome suggestions from residents regarding replanting in these affected areas. Building approvals now include more specific requirements for drainage.
Del-Dot is working to alleviate the build-up of storm water near the intersection of Ocean Drive and South Rodney Drive. Steve Houston and new homeowner Louis Vollmer were instrumental in getting this work underway, with improvements valued at nearly $100,000 being done at Del-Dot’s expense. It was pointed out that every effort was made to have the work completed before Memorial Day. Completion should be within a week, weather permitting.
Construction of the new pool house predictably exposed more of the community’s aging infrastructure. The Board will be undertaking a broad capital study to better plan for these needs. When these major repairs are needed, the Board plans to use special assessments to finance these projects, rather than building a large reserve. North Shores will keep the community informed on these issues, and President Wilson invited comment on the Board’s presumption that residents would prefer special assessments (tied to particular projects) rather than higher regular assessments to build a sinking fund for capital projects generally.
Construction of our new pool house has led to the implementation of tighter security measures. Pool passes will be used for the first time this year. North Shores has seen a large number of non-residents entering the pool area, and we would like to limit use of the pool to homeowners and their guests.
New “No Parking” signs have been posted which indicates a tow truck and a call number in the case a vehicle is towed. The Board will aggressively tow unauthorized vehicles, so it is important that all homeowners have their parking stickers and/passes visible for security. Scooters are also required to have stickers.
Due to a very wet winter and spring, the dredge spoils have not dried out enough to be removed from the area between the marina parking lot and the Villas West. As the result of safety concerns about the number of large dump trucks needed to remove the spoils driving in the most congested area of the community, we may not have these removed until fall. A fence has been placed around the spoils and “Keep Off” signs will be posted. Dredging the marina in necessary to prevent the water from becoming stagnant, and it is an important component of our drainage system. President Wilson thanked the Villas West for their patience and apologized for Mother Nature’s lack of cooperation.
TREASURER’S REPORT – Treasurer Donnee Ramelli reported that everyone received a written financial report along with the budget report in the Annual Mailing. He thanked Phyllis Donovan for her work in helping with preparation of these reports, as well as her diligent work throughout the year. Phyllis’s historical knowledge of North Shores management is important in supporting the Board. Changes in federal banking regulations now have North Shore funds distributed to three banks for protection under FDIC. Our books are reviewed annually by a Certified Public Accountant. We expect a reserve at the end of 2013 of approximately $300,000. Donnee complimented the Board on their cooperation and handling of bidding processes, in an effort to keep costs down.
A home owner questioned why there was a $20,000 increase in the “Salaries” for the Bath and Tennis Club. The increase resulted from the addition of a custodial service and an additional lifeguard. The owner also asked why there was a large reduction in the “Roads & Drainage” budget. Most of the additional expense in 2012 was attributed to the marina dredging, which is not anticipated to be needed again for a few years.
Mr. Wilson added that in regards to the dredging, we were very lucky that the contractor was not able to start his project when it was scheduled, but was delayed by Super Storm Sandy predictions. After Sandy’s counter-rotation passed through the area, the contractor had to dig his way into the marina due to heavy silting pushed in from the Lewes and Rehoboth Canal. Although it is anticipated that we will not have to undertake another dredging project for a few years, this must be evaluated every year. Another owner questioned if North Shores had applied for “Sandy Funds” to defer part of the cost for dredging. Our contractor had not included it in the original bid, which was prior to the storm, so it did not meet that requirement.
An owner asked if there was an allocation for spraying for insects in the beach area. North Shores has contracted with a local company, and the first spraying has taken place.
SECURITY – Lee Stewart, Security Supervisor, reported that it had been an easy winter, with the exception of the numerous houses under construction. Security’s biggest challenge this winter has been managing parking around these construction areas. An owner asked if Security could address the problem of Waste Management not placing trash cans properly behind houses – this is an indicator that the property is vacant. Mr. Stewart said they have made numerous calls to Waste Management about the problem. Dion Johnson, Office Manager, reminded homeowners to use their yellow owner stickers, and the guest passes that they have already received.
BATH & TENNIS – Maureen Brown, Manager of the Bath and Tennis Club reported the pool is ready, the new building looks great, and most of the staff is returning from last year. She said that if orders for umbrellas and chairs have been sent in, Phyllis has entered them and the staff is ready to fill the orders. If orders not yet turned in, please stop by the pool and the staff will take your order. Pool hours are 10 to 5 daily, with extended hours until 7 p.m. on Friday and Saturday mid-June to mid-August. Lap swim is from 9 a.m. to 10:30 a.m. daily. The beach will be guarded daily from 10 a.m. to 5 p.m. We anticipate a problem with staffing the last two weeks of August due to schools opening early, but every effort will be made to keep at least one lifeguard stand staffed through Labor Day.
This year we will be using a Pool Pass system. Laminated badges will be provided to homeowners, and these are to be shown, along with signing in, when entering the pool area. Passes have been made up for every property in North Shores and are ready to be picked up. Dion Johnson will provide Maureen with renter information, for which parking passes have been issued, and these will be used for renter pool passes. Beginning this year there will be only one entrance to the pool. The handicap entrance will have a buzzer to alert the lifeguard for admittance. It will not be open all the time.
Mr. Wilson thanked Maureen for her dedication to North Shores and her help in designing the pool house. Bruce reported that Maureen is becoming certified in training that will allow her to train our lifeguards in CPR and ocean lifesaving. He also asked for patience in establishing the new system, and stated the need for homeowners to properly identify themselves to our staff, limiting access to our amenities by savvy freeloaders. He also stated that rudeness to our staff will not be tolerated.
An owner asked if the Board could look into the possibility of getting better beach chairs. Bruce Wilson said we would be happy to take input on the style of the chairs. Another owner believes that Beach passes are needed, to which Mr. Wilson replied he doesn’t want to move forward too quickly with enforcement resulting in unhappy homeowners. An owner suggested that if a homeowner brings their own umbrella to the beach, that the staff is asked to place it properly, preventing it from flying away with a gust of wind.
BEACH & ROADS REPORT – Dan Anderson, Chairman of the Beach and Roads Committee, reported that the beach was in extremely good shape, we are very lucky to be the recipients of sand from the Rehoboth beach replenishment. Our roads are generally in good condition as well. He thanked the Board for their good work on behalf of our community.
An owner asked what the Board was doing to protect our beach from climate change issues. Mr. Wilson said that we are trying to maintain and even enlarge our dune in width, if possible, sufficient to withstand five tide cycles. Where sand fences have been damaged, they are being left in the dune which provides added strength. He said that the idea of constructing a sea wall is simply too expensive for our community to fund, but if in the future the State or City decides to do such a project, we would consider our options at that time.
An owner suggested that we extend the fencing along the walkways to the bottom of the steps, to protect the dune from strollers and people gaining access to the dune.
ARCHITECTURAL REVIEW – Paul Salditt, Architectural Chairman, thanked everyone for their cooperation with construction projects. Over the past year, 15 new house projects were submitted for review. He finds the new owners and their architects to be very cooperative with the process.
Mr. Wilson said that he hoped everyone would attend the party at the new pool house. Landscaping plans will be available on the web site for homeowner review and comment. This work will most likely be undertaken in the fall.
New Business
In new business, Mr. Wilson reported that the City of Rehoboth Beach began a sewer outfall project, and will be constructing a discharge pipe for treated effluent into the ocean, rather than discharging into the Rehoboth and Lewes Canal. Sewer rates charged by the city will likely rise, they are primary source of financing the project. North Shores will participate with Sussex County and Henlopen Acres in negotiating the new rates. Mr. Wilson advised homeowners that have irrigation and/or swimming pools, to investigate the installation of a separate meter for this type of water usage, in order to avoid large sewer bills in the future.
The issue of noise from basketball courts on individual lots was brought up. Bruce suggested a call to security, but urged speaking directly with your neighbor about the situation first.
Mr. Wilson thanked all the Board members for their dedication and efforts on behalf of the community. He indicated that the terms of both Paul Salditt and Mary Haverback expire at this meeting. Both have agreed to stand for re-election. A motion was made, seconded and unanimously approved for the re-election of each.
Once again President Wilson reminded everyone of the pool party, hosted by Leslie Lane, who planned a special celebration this year for the opening of the new facility.
Margot Anderson added her appreciation to the Board for all their hard work.
There being no further business, the meeting adjourned at 11:40 a.m.
Respectfully submitted,
Deborah M. Director, Secretary