Meeting Notice – October 24 2019
WEB SUMMARY October 24, 2019
A regular meeting of the Board was held on Thursday October 24, 2019. Attending the meeting in person or by teleconference were: President Bruce Wilson, Secretary Debbie Director, Treasurer Helen Hoart, Vice President Louisa Hollman (partial) and Assistant Secretary Evan Thalenberg. Board Emeritus member and ARC head, Paul Salditt, and Community Executive James Allen also joined the meeting.
The first item on the Agenda was the review and ratification of votes taken by email taken since August 21, 2019. A complete list of votes was included in the meeting Agenda and reviewed by the directors. President Wilson moved to ratify the votes taken by email, the motion was seconded and approved by all.
Review and ratification of votes taken by email:
- 16 Cardinal Lane Construction Application (minor) – approved
- 41 Farview Construction Application (new home) – approved
- Staff season end bonuses – approved
- Community Executive Employment Agreement – approved
- 9 Farview Construction Application (new home) – approved
- Annual Meeting Minutes 2019 (draft) – approved
- 30 Farview Construction Application (minor) – approved
- 7 Ocean Drive Construction Application (minor) – approved
- August Meeting Minutes – approved
Office and community management was next item of business. North Shores Community Executive, James Allen, presented an overview of community business to the Board since he began his employment with North Shores over the past four weeks. Most notably were the following items:
- Proposals from two trash companies were requested for community wide trash service.
- A search for a community maintenance service began and recommendations had been received to replace Associa OnCall after termination of North Shores property management agreement with Legum & Norman.
- The Weekly Report, normally circulated to the Board, will resume this week with an updated version.
- Repair to the basketball hoop in the pool parking lot has been submitted and approved as a warranty claim and replacement parts will be supplied. The repair will be made upon receipt of the parts.
- Scheduling began for the 2020 food trucks with several committed for next season.
- Footbaths at the beach crossovers have been evaluated by a local plumbing company for improvements to the current installations. Proposals from two companies are expected for the planned work.
James Allen reported he had met with the town managers from Dewey Beach and Henlopen Acres. He also met with Matt Janis, Assistant Building Inspector for the City of Rehoboth. The meetings were beneficial and recommendations were received for business services. Most notable, James presented a proposal from Code Solutions International, LLC for the review of drainage plans submitted as a requirement for major construction plans in the ARC review process. The company would also assist with construction inspections when needed. The proposal was discussed and approved by the Board unanimously.
A report on the review and comparison of local boat slip rates had also been completed by James Allen. A recommendation to increase rates by $50 would bring the North Shores rates in line with Henlopen Acres. There is currently a waiting list for slips in North Shores. The Board discussed and agreed to the proposal increasing rates by $50.00 for the 2020 season.
James Allen met earlier in the month with Rob Whitford of Precision Marine to evaluate a sinkhole that had developed in the marina parking lot. Photos had been previously circulated of changes in the bulkhead wall and the sinkhole. A proposal for had been received from Precision Marine to investigate the area and recommend a solution. Mr. Whitford also reported that the marina did not require dredging in 2020. After discussion, the Board unanimously approved the investigation proposal.
A proposal had been received from C. M. Beach to install and repair storm water pipes and swales involving several areas of North Shores. James Allen explained the scope of work and roads involved to the Board. The presentation of the contract was discussed by the Board. A motion was made and the Board voted unanimously to approve. President Bruce Wilson proposed keeping Chase Beach on retainer to clean the swales and drainage pipes of the North Shores drainage system as an ongoing capital maintenance effort. The proposal was endorsed by the Board, and Community Executive Allen was asked to work with Beach on a maintenance proposal.
The 2020 RSC landscaping contract was presented to the Board by Mr. Allen. The Board discussed the quality of the grass cutting by RSC over the past season. Although there were some reported issues, RSC had been very responsive, returning to correct the problems. The Board approved the contract which contained as small increase over 2019, on the condition that RSC would be carefully supervised next season.
James Allen reported the contract for the next year’s Annual Meeting had been signed for the Rehoboth Convention Center.
Interest in pickle ball had been brought to the Board’s attention at the 2019 Annual Meeting. Mr. Allen reported he had received information and quotes on lining one of the North Shores tennis courts. The Board will consider the proposals when they are complete.
The Board engaged in an in-depth discussion about the beach umbrella and equipment set-up after Beach Club Manager, Maureen Brown, made recommendations to President Wilson for pricing changes and modifications to the current system of set-up for the upcoming 2020 season. Evaluation of the current system indicated an abundance of unused equipment was being set up on a daily basis. The amount of equipment being set-up everyday was becoming unmanageable for the current staffing levels. The Board explored various alternatives to the current system that would lead to a more efficient use of the beach equipment. James Allen will meet with Maureen Brown to discuss in more detail alternatives to the current system in the near future and report back to the Board.
The Board continued its discussion on the administration of the office with Mr. Allen. The Board agreed that holding monthly meetings with Mr. Allen would be beneficial. The next meeting will be held in early December.
The meeting was adjourned.