Present: John Raffetto, President; David Ciccanti, Treasurer; Board members: Emad Elwany, Maria Golden, Michael Hensel, Orien Kuang, Cathy Relyea
Not present: Vibhor Bhatt (sent proxy), Hubert Ogier (sent proxy), Ariane Ogier
The Zoom meeting was called to order by John Raffetto, President, at 7:05 pm.
With six board members present and two additional members’ proxies, quorum was met.
The primary purpose of the meeting was to elect a new president and to discuss business items related to the Beach Club. Cathy volunteered to take meeting minutes for this meeting. Until a secretary is appointed, board members will rotate taking minutes.
Introductions
Maria Golden, incoming board member, introduced herself. Looking forward to helping.Financial report – David Ciccanti
11 properties are substantially overdue on paying their dues. Typically, we recover the back dues and penalties after they sell their homes. For the latest batch of annual dues (due on June 1, 2024), David has received all but three. 121 have paid x $175 for a total of $21, 175. Dues run from May 1 – April 30.He is keeping an eye on the 11 for when they sell, because that’s when we’ll recover the back dues. We have authorized a $10 late fee.
Action: let David know when a property goes on sale.
Action: look at Google drive for the member roster access, per Michael’s question (Cathy)
Water Bill
The last water bill was for $541.64 and was larger than usual due to the water leak. David will pay the bill. There were no objections. Previous bill was $170.David purchased a CD for some of the money held in reserve for capital improvements.
He paid the Board insurance that was due July 11. Actual Beach Club insurance is due in March.
David files with the Secretary of State every April.
Vote
Background: when Perry England, former president, moved, John agreed to take over the President position for a year.Cathy is now willing to take the president role and John will stay on as VP until the end of his term.
Maria Golden is coming on board as a member-at-large.
David moved that Cathy be elected President and Maria be added to the board.
Orien seconded.
The motion was unanimously approved.
Landscaping/Bamboo Mitigation
The last lawn service stopped coming and went out of business. We used the service that the neighbors to our North used. As a stopgap, we held a work party on 8/6/24 but there’s still more work that needs to be done (e.g., ivy, overgrowth, bamboo).We need a volunteer (Emad) to call some landscapers and show them the property to get quotes.
Need:
What was the pricing last time? $250/month from Choice Gardens.
Who is Trina using? David will check.
Scope of Work (Emad and John will work on scope of work and will consult Merrilee)
Below is a starting point:
• Keep pathway from the tunnel to the gate weeded.
• Weed within the club.
• Keep bamboo controlled.
• Mow lawn.
• How often do we need them? We wouldn’t need them in the winter.
Note: Maria forwarded the name (Miguel) and number of her landscaper. Cathy forwarded this information to Emad.
Bamboo mitigation
Orien will do some research and present some options for Trina to consider.
BBQ feedback
Next year, possible mix of grilled items and pizza, plus side and desserts could be potluck. We provided the beverages.
Board Communication and Contact Information
Maria expressed a desire for a list of contact information for all board members to facilitate better communication. Cathy agreed to compile this information and share it via Google Drive. The group also discussed the potential use of a communication platform like Slack or WhatsApp for board-related discussions. John suggested establishing a board email address for forwarding communications. (Cathy to set up.) The team agreed to set up a group text chat for urgent matters.Next Meeting
A meeting is planned for September or October to discuss the summer activities and the tasks for closing down the club for winter. Cathy will send out a poll for availability in September.Summary of action items:
Who What
Emad start a document outlining the scope of work for landscaping services and work with John to complete it. Keep Hubert and Ariane in the loop.
David Contact Trina for the name of her landscaping service
Cathy Set up a board email address.
Cathy Create a shared document on the Google drive with board contact information and roles.
Orien Research bamboo mitigation options and present them to the board before sharing with Trina.
Cathy Schedule next board meeting for late Sept. or Oct.
Respectfully,
Cathy Relyea