Meeting – 04/08/17
A regular meeting of the Board was held on Saturday, April 8, 2017 at the office of Board President Bruce Wilson. Attending the meeting in person and by teleconference were: President Bruce Wilson, Secretary Debbie Director, Treasurer Helen Hoart, ARC Head Paul Salditt, and Vice President Louisa Hollman.
The meeting was called to order by President Wilson at 12:04 p.m. and a quorum was declared. The first item on the Agenda was the review and ratification of votes taken by email since December 22, 2016. The list of votes taken by email was reviewed and discussed by the directors. A complete list of the votes taken by email is included in the attached Agenda. Secretary Director moved to ratify the email votes, the motion was seconded and the vote was approved by all. Votes taken by email:
- December 2016 Meeting Minutes – approved
- 18 Harbor Road construction application – approved
- 6 Ocean Drive Driveway construction application and landscape plan – approved
- 85 Harbor Road construction application – approved
- 47 Holly Road construction application – approved
- 8 Cedar Road new house construction – approved
President Wilson reviewed with the Board the materials previously circulated concerning the proposed budget for 2017. Mr. Wilson noted that some improvement projects that had been included in the 2016 budget had been delayed but were now scheduled to be completed in the current year. This had the effect of reducing the 2016 amount for planned expenses and correspondingly increased the capital reserves. Projects that had been delayed and plan to be undertaken in 2017 included road paving and drainage repair and improvement for the central part of the neighborhood. A comprehensive paving of the North Shores roads undertaken in 2008. The current paving that is planned will improve the crowns of the road to direct runoff into the improved drainage system, directing water away from road substructure. Currently paving will begin in the fall of 2018 at the north end and continue south into 2019. Funding for improvements to the storage shed were also not used within the previous years budget.
Treasurer Helen Hoart discussed in more the detail how accumulating funds affected the Snug Harbor assessment. Snug Harbor’s assessment is based on a formula that does not include costs associated with the North Shores pool and tennis courts. The Snug Harbor assessment does include maintenance for roads and other common property owned by North Shores. President Wilson asked for any other comments or questions regarding the proposed budget. The Board had no further questions of comments.
President Wilson indicated that the proposed budget would include the cost of road paving for 2017 and be included in the annual homeowner mailing for review before the meeting on May 27, 2107. A motion was made to approve the budget and it was approved unanimously.
Other business included the approval of a silt fence and fill dirt for pile driving before the Memorial Day weekend deadline for 8 Cedar Road, previously approved new house construction. A drainage plan for the project is still required.
Special events this year will include the annual Memorial Weekend neighborhood cocktail party and the second annual July 4th weekend celebration. This year that event will take place on Sunday, July 2, the same day as the Rehoboth fireworks. Special events chairperson and board member Louisa Hollman will coordinate the activities for the second year. Louisa will also look into organizing local food trucks to visit the pool parking lot on busy weekends this summer, on an experimental basis.
Secretary Director reported that the staff was currently preparing documents for annual mailing. Several documents were in final form with only a few minor changes needed before going to the printer. She also requested email confirmation of all orders and deliveries to better improve correspondence and planning between the North Shores office and the Bath and Tennis Club. She will also attempt to establish a permanent address for the North Shores pool house so that deliveries can be made at that location rather than the official address on Rehoboth Avenue where the North Shores office is located.