Meeting Notice – February 1, 2018
Meeting Summary: A regular meeting of the Board was duly noticed and held on Thursday, February 1, 2018 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, Vice President Louisa Hollman, and Property Manager Steve Houston.
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 December 30, 2017. The list of votes taken by email was included in the attached Agenda, reviewed and discussed by the directors. President Wilson moved to ratify the email votes, the motion was seconded and the vote was approved by all.
Review and ratification of votes taken by email:
- North Shores Community Rules 2018 – approved
- Board Meeting Minutes October 2017 – approved
- Staff year end bonuses – approved
- 24 Robins Lane construction application – approved
- Paving contract community roads Phase 1 – approved
- Board Meeting Minutes August 2017 – approved
- 3 Harbor Road construction application – approved
- Website redesign proposal – approved
- 30 Harbor Road construction application – approved
- 4 Holly Road construction application – approved
- 42 Ocean Drive construction application – approved
- 67 Harbor Road construction application – approved
- 18 Farview Road construction application — approved
Requirements for new home construction drainage was the next item on the Agenda. Drainage and grading for new home construction has become a more important component of the construction application process as the footprint of new homes has expanded. The North Shores Covenants require pre-approval of any lot or grade changes and prohibit excess water runoff onto adjacent properties, but North Shores does not currently require a landscaping and drainage plan as part of the initial construction application. The submission of a drainage and landscaping plan are included as a condition of the North Shores building permit and are required at a later date. Review of the submitted grading and drainage plans is evaluated by the Board and the community’s Property Manager. Prior to recommending the plan for Board approval there is a site visit for covenant compliance, impact on the adjacent properties, as well as the North Shores drainage system.
The Board discussed the merits of requiring a preliminary drainage plan as an application requirement. Preliminary grading design that identifies the North Shores drainage system, as well as grading slopes, gutter locations, French drainage and other water handling measures that prevent stormwater runoff onto the adjacent properties were viewed as the most significant initial requirements. There was general agreement that requiring a more complete landscape and drainage plan at a later point in the building process would continue to be required. The Board agreed that formal grading and drainage plans should include details of proposed handling of roof runoff, including any subterranean recharge trenches; french drains; swales; raingardens and other stormwater management features, as well as any integrated landscaping features intended to facilitate water handling. This more detailed plan would continue to be required later in the building process. Functionality and volume capacity of the North Shores drainage system would be a determining factor in the development and recommendation for approval of the grading and drainage plan. Formal drainage plans would be required to be built as submitted and require an inspection of the executed plan.
The Board agreed to modify the current construction application to include requirements for preliminary grading and drainage, with a formal landscape and drainage plan to be required as a condition of the North Shores building permit. Review and recommendation of the preliminary plans would require covenant compliance for run off and evaluation for drainage plan integration with the existing North Shores drainage system. Lot location and the alternative drainage solutions not dependent on the North Shores drainage would be considered in the requirements for the plan. The Board agreed a site visit by the property manager to verify the existing elevations would be recommended.
President Wilson then presented the Board with a proposal from 21 Ocean Drive management that would grant a 4 – foot easement along the Holly Road parking spaces owned by North Shores, in exchange for paving assistance from North Shores. The additional four feet would be granted under a 20-year license that North Shores can renew for an additional 20 years. The extra space would allow deeper parking for the angled pull-in spots, accommodate a wider pedestrian walkway, and thus add a measure a safety to the approach to the Holly Road beach crossover.
The Board discussed the proposal and the long-term value of the proposed easement. President Wilson asked Steve Houston to research the market value of the proposed land, but noted that the value of the land to North Shores may be somewhat enhanced by the additional room for a pedestrian walkway. The proposal was tentatively accepted by the Board.