11 am
Owners present:
TAYLOR BAY BEACH CLUB
November 19, 2011
BOARD MEETING MINUTES
Open Meeting:
2
Board Members Present -
LeRoy Seeley (President), Steve Stemhagen (Vice
President), Alice Carey, Treasurer, Sue Hannah, Secretary,
Wilbur Dukes, Ron Ward
Board Members Absent -
Bob Robinson
•
Minutes from the Fall General Membership October 1, 2011 meeting
were accepted.
Treasurers Report:
Bank accounts:
Key Bank
Sound Bank
$12,232.06
8,848.35
$21,080.41
( 1,465.29) Pre-paid 2012 dues
( 8.311.98) Road repair Collected Balance
$11,303.14
8,177.87
Balance
Savings
Reserve Acct.
Road Repairs:
Assessment
Collected
Spent
Balance
To be collected
$53,361.00
43,769.82
35,457.84
8,311.98
10,175.03
*14 members owe total amount – 6 members making payments – 5 members in
foreclosure/bankruptcy
2011 Spending to date:
Nov/Dec ESTIMATED
$79,087.96
10,801.00
To date Operating Balance
Active Dues to collect
$11,303.00
710.46 4 owners
Alice stated that included in the balance of the year end expenses is the $600 which
had been approved for the beach erosion project.
Treasurer’s report accepted.
Special Committee’s Report:
The Policy Compliance Committee reported on letters which were sent out to
several owners in regards to their non compliance with By-laws and or Policies.
Several owners are receiving weekly fines for failure to comply.
A Policy Compliance Violation complaint form regarding a possible fencing
encroachment on TBBC right of way was received and reviewed. After discussion
and a visual inspection of the property; it is the decision of the committee and the
board that the complaint has no merit.
A letter will be sent to the issuer of the complaint with the decision.
From the President:
Thank you to Ken and Mavis Brown for allowing the board to use their home.
Welcomed all owners present.
Letters from an owner which had been received were read and discussed.
The pump house is near completion. The materials needed to complete the project,
wood trim, metal roofing and gravel, will cost approximately $200.00.
Ken brought up that the generator needs a new battery -approximately $50.00.
It was agreed to allocate funds for these items.
The propane level of the sewer plant tank is satisfactory. LeRoy will monitor.
Old Business:
•
The beach road speed bump: the removal or moving will be deferred until
spring.
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Sewer plant: blackberry vine removal –a work party will be scheduled for
early April.
Several questions were raised pertaining to the grounds keeping duties required in
the Water/Sewer plant operator contract.
Unfinished Business:
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Beach signs:
The plan is to install the signs in early spring.
Ken’s report:
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Beach erosion project:
Alice stated we should be (just barely) in the black at year’s end due in part to a
payment of $2,300 received from 1 owner. After numerous phone calls and
promises from this particular owner; liens were filed November 7, 2011 on her 3
properties. On November 15th monies were received. The amount received is not
sufficient to remove the liens however.
Alice stated that two (2) other owners will have liens placed on their properties in
December if no money is received.
There was discussion regarding the cost of filing liens and the best manner in which
to notify owners of their responsibility for payment of these costs. It was agreed to
add verbiage to the annual dues statement.
Alice reported on a fact finding trip she and Sue made when they met with a
collection agency to investigate the value in hiring an agency to collect on debts
owing.
•
•
Policy 09-01:
Paragraph 1: Revised the interest fee amount to comply with the Consumer
Protection law. Paragraph 3: Revised verbiage to reflect a flat collection expense fee
in lieu of a percentage of the balance so as to be in compliance with the Consumer
Protection law. Paragraph 3: Added verbiage stating the legal and lien costs which
will be added to delinquent dues account balances.
•
Motion made and approved to make changes to the policy.
Date of next meeting: No December meeting. A meeting tentatively
scheduled January 14, 2012.
Meeting adjourned.
Ken summarized his three (3)page report. He reported the work party on Nov 13th
was successful in securing beach logs.
Ken met with a Geo Engineer, Glen Coad P.E. owner of Development
Engineering,PLLC and Jeff Charbonneau, owner of Charbonneau Construction on
November 17th to get an assessment of the beach erosion and the process and
costs involved in pursuing major extensive repairs. The cost incurred for the Geo
Engineer’s consultation was $150.00.
Discussion followed regarding the costs and the permitting process. Ken is waiting
for an updated bid proposal from Charbonneau. Ken was told that the permitting
process is lengthy and difficult to obtain. The preliminary figures presented by both
men for the completion of the work were quite costly.
A question was raised about using the (emergency) reserve fund. Alice stated that
at this point in time there is no money left to add to the $8,100.00 in the reserve
(emergency) fund. Additionally, there is no money allocated in the 2012 budget for
the reserve account either. There are no extra funds.
Alice stated that in the past we’ve not established a contingency fund for
maintenance of the TBBC property.
It was suggested that we should pursue looking into what all is involved in the
permit process. Because the beach is such a vital asset to the community, it is
imperative that we pursue future major repairs in a lawful legal manner.
It was also discussed that the cliff at the highest points of the beach road will be the
most costly areas to be repaired. A question as to where some properties drain
from needs to be evaluated as well.
PL&G: Tony’s crew will be back in the spring unless we have need for landscape
services before then.
New Business:
•
Jeanne Weston’s request for removal of trees on TBBC property:
After much deliberation as well as a physical examination of the properties and the
fir trees in question by members of the board; the board’s conclusion is that the
trees are indeed on Taylor Bay Beach Club property. The trees in fact pose a
potential future hazard per licensed arborist, Steve Wortinger who conducted a
physical examination of the site and said trees and provided a written assessment
and bid for their removal.
There was extensive discussion regarding the need for the board to further address
potential similar issues.
•
Motion made and approved to allow the removal of the fir trees by a
licensed and bonded contractor, all costs to be borne by Jeanne
Weston, on TBBC property in front of Blk 1, Lot 10.