Meeting Notice — May 13, 2021
SUMMARY Minutes
NORTH SHORES BOARD OF GOVERNORS
Meeting of Board of Directors
May 13, 2021
A regular meeting of the Board was held on Thursday, May 13, 2021. Notice of the meeting was announced and posted on the North Shores website. The meeting was called to order and a quorum was declared. Attending the meeting by teleconference, in compliance with the Delaware State of Emergency, were: President Bruce Wilson, Secretary Debbie Director, Treasurer Helen Hoart, Vice President Louisa Hollman and Assistant Secretary Evan Thalenberg. The meeting also included Community Executive, James Allen.
The first item on the Agenda was the review and ratification of votes taken by email taken since March 15, 2021. A complete list of votes was included in the meeting Agenda and reviewed by the directors. President Wilson asked the Board if there were any questions or comments. There were no questions and Mr. 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:
- Landscaping Contract – Approved
- Marina Riprap Contract – Approved
- Pool Maintenance Agreement – Approved
- Event Beach Use Permit Application – Approved
- Revised 2021 Budget – Approved
- Construction Application 63 Harbor Road – Approved
- Board Meeting Minutes December 2020 – Approved
- Board Meeting Minutes February 2021 – Approved
- Construction Application 3 Harbor Road – Approved
- Community Executive – Approved
- Board Meeting Minutes March 2021 – Approved
The next item on the agenda was the Annual Meeting scheduled for May 29, 2021. The meeting will follow the same format from 2020 and be held by audio teleconference to comply with the state of emergency restrictions. Homeowners will be able to attend by calling into a dedicated conference line and vote electronically using their phones. Property owners will be verified and permitted one vote per property. Question and answer sessions will be managed by the teleconference operators. The cost of the meeting will be determined by the number of callers and the length of the meeting.
President Wilson inquired about the progress of the meeting preparations. Secretary Director reported on the current proxy count. Mrs. Director informed the Board she had been meeting regularly with Office Manager, Jeff Sellman, to validate the proxies. A community mailing is planned for May 20th that will include call-in instructions for the teleconference and voting instructions to the homeowners. The mailing will also include a proxy and remind homeowners of the May 28th noon deadline to return proxies. Mr. Sellman and Mrs. Director plan to meet with North Shores counsel, prior to the Annual Meeting, to validate shareholder proxies. Teleconference meeting check-in procedures have been completed to determine voting eligibility at the meeting. A voting report prepared by the teleconference manger, will be sent directly to counsel, to certify the election. Election results will be announced to the community when they become available.
President Wilson explained there would be two voting sessions at the teleconference for each of the three candidates, to elect the new board members. Homeowners would be instructed in the mailing to vote for one candidate in each of the two sessions, with no double voting permitted. A second vote for the same candidate will be invalidated. The 2021 election will determine directors for the three-year term currently held by Secretary Director and the remaining year of Vice-President Louisa Hollman’s term. The Board discussed methods for determining the assignment of the one-year term and the three-year term to the winning candidates. President Wilson asked the Board to approve the assignment of the terms based on vote tally, giving the option to the winner with the highest tally to determine their preferred term of one or three years. This method was approved unanimously by the Board.
The next item on the Agenda was a review of the 2021 COVID Operational Procedures. The State of Delaware recently modified the operational guidance for pools and playgrounds, allowing capacity at 100%. President Wilson advised the Board that revisions should be expected over the summer. He recommended the North Shores operations open the season following the current recommendations, absent any significant changes. Future revisions in the operational standards would be based on CDC recommendations or outside expert guidance. President Wilson informed the Board that any changes to the current operational standards would be reviewed and approved by the Board before they are adopted. Pool guests who are fully vaccinated will be asked to present their vaccination card and complete a waiver form that will be used for the entire summer. Those who have not been vaccinated will be required to sign a liability waiver and complete a symptom check screening each time they visit the pool. Beach service will begin the season with umbrellas only. Chair service will be reevaluated as the season progresses. It is expected that the State of Delaware will modify its disinfecting requirements within a few weeks to allow chair service and footbaths to be open. North Shores will request permission from Gov. Carney to begin mule service to the beach for those with mobility issues. North Shores staff will not be required to wear masks outdoors if they received the Covid-19 vaccination. President Wilson recommended masks be worn inside the lifeguard lunch room at the pool house. The Board was in general agreement with 2021 COVID Operational Procedures with waivers for pool use by unvaccinated guests.
President Wilson advised the Board of a construction application, for increased security measures at the property of an elected official, is expected in the near future. Construction of additional fencing and other perimeter security measures will likely require variances from NSBG, Inc., Sussex County and immediate neighbor approval. Mr. Wilson also informed the Board of a property issue that recently developed between a North Shores owner and Henlopen Acres Beach Club.
The meeting was adjourned.