Minutes for March 8, 2014 Board Meeting

1. Welcome and Called to order by President Joe McGee. Pledge of Allegiance and Code of Conduct reviewed and he welcomed all new homeowners to the meeting. There were 4 new homeowners-William & Phyliss Farrell of Lot#276 and Steve and Jeanette Shade of Lot#240. There were 25 homeowners present and Joe McGee, Troy Purnell, Fred Verga, Keith Shoff and Valerie Sharp. 2. Property Manager’s Report-Troy Purnell said that we have had an eventful winter with lots of snow and everything is very wet. Most of the erosion control issues were taken care of last year. If you know of any erosion control issues, you can report those to the office. The grounds crew will be starting in about 5 weeks. When they return there are sign posts that need attention. After this meeting we will have to go the front entrance and look at the asphalt, it will need some attention. With the freezing and thawing it has created damage to the asphalt. We will also be getting the playground equipment painted. The marquis signs are now in proper working condition, it was a software problem. The end of the pier is very slippery when wet, so it will have to be fixed, It is closed for now. 3. Treasurer’s Report-Troy said the board and financial committee received the audit results, done by a third party accountant, yesterday. We will be sending that financial information out to every homeowner in the next quarter billing statements. We were about $27,000.00 over budget last year. We had nothing allocated for the WIFI system in the budget. We also spent $20,922.50 for erosion control that was not in the budget, and the electrical system maintenance expenses were over by $3,490.00. In our special project category, we did not spend anything. So they were our special projects. We have $88,000.00 in our reserve account. Keith Shoff made a motion to move $100,000.00 over to the money market account. Fred Verga 2nd the motion and all were in favor. 4. Old Business: A. Ceilings repairs to the Rec. Center and Clubhouse have been completed. B. 6 new umbrella stands will be bolted to the concrete. This is so they cannot be moved around and might prevent further damage to the tables. There were 18 lounge chairs and 36 regular chairs ordered for this year. C. Washer and Dryers will be used until they can’t be repaired any more. D. Insulation was added to the Rec. Center and Clubhouse-which should bring the efficiency up to approx...(R-30). E. 4 Camera’s for the pier-Dave said the current DVR isn’t large enough to record the 4 extra cameras, so he suggested using WIFI for the pier coverage and add an additional DVR. We are currently waiting on bids. F. Rec. Center cabinets, microwave, and refrigerator to be installed (some minor trim needs to be completed) was approved at the December 2013 meeting. Joe said at the last meeting they said to have a sink but have decided against that at this time. They are concerned about the drain issue and with kids playing in the water. So at this time it will not be installed. G. Rec Center Floor bids-We need 3 and only have 2 thus far. The board is going to try carpet tiles instead of roll carpet. . Joe made a motion to replace the carpet in the Rec. Center with carpet squares after we receive the follow up bid by the end of the week, and is looked at by the board. 2nd by Keith and all were in favor. This will be under the maintenance category. H. Painting Playground equipment- Spectrum Painting Co. bid the job, for $2,820.00 to be done sometime in the spring. This will be under the maintenance category. I. Paving the front entrance-the board is to go after the meeting and access the asphalt. J. Mandatory hard bordering deadline is 2015. Reminder from the board and the ECC committee. 5. New Business: Special Projects-1. Bathrooms-install tiles up walls to 4 foot, install automatic flush toilets, secure stall partitions with Azek board, patch holes and repaint them. The board decided to hire a painter and come in and repaint the bathrooms, repair the holes and secure all the partitions in the bathrooms. Joe explained to new homeowners that we usually have $20,000.00 put in the budget each year to keep the community up to date and maintained. 6. Committee Reports: Storage Yard- Dale Verga said thank you to the board and to the grounds crew for cutting and trimming back all the trees and brush that was in the yard. She also asked if people were turning in their signed paperwork about the rules of the storage yard. Valerie explained that people are mailing everything in and are not getting a copy of their storage yard agreement. Joe said that ALL paperwork is to be turned in or you could lose your slip. The storage yard committee will be placing stickers on everyone that has turned in proper paper work. Please check behind slip #158 at the fence-might need repair. 7. ECC-Cathy Ortel-said that everyone is off to a good start. There have been several homeowners who are getting approval ahead of the season to get their projects done early. Cathy is asking for more volunteers for this year. She said they must be in good standing with the Board and rules and regulations of the deed book. Cathy has asked the Board for a secretary to do copy work, stuffing envelopes, responding to e-mails, making telephone calls and correspondence. Joe said that is a personnel issue and the Board will discuss in private. Joe said the responsibilities of being on the ECC include inspecting properties, maintain your own, sending out violation letters after the inspections. Follow up inspections and checking correspondence that the violations were corrected. The first round of inspections will be in April. Letters will be sent out prior to Memorial Day. If you would like to volunteer, you can contact Cathy or leave word at the office. Beautification Committee-Joe introduced the new chairperson for this committee- her name is Missy Clark, April 26 is the Annual Clean Up Day and Ray Howard will still help, if his health allows. Missy would like to add planters by the front gate and plant wave petunias under the sign, and down at the pier, she would like the yucca plant removed. She would like to plant something on the side of the Rec. Center that has color. The Adopt a Daisy program is still in need of people who can take care of a small flower bed in the community. You have to weed, water and just keep it spiffy. If you would like to volunteer, you may contact Missy. Volunteers save our community money, you get to meet people in the community, and everyone has a great time. 8. Entertainment Committee-Mike & Kay Whaley have added a few extra events to the schedule. They will be adding movie nights on a Wednesday and one on Thursday. Shorebirds night on July 18, 2014. Mike and Kay also wanted everyone to know that if you have thought about chairing an event, they have printed sheets of instructions for you. They would like more volunteers, and you may contact them directly. 9. Paddle boat committee- Admiral Mike Whaley said he wants to have the work done on the fleet. He will need some volunteers to help out on the maintenance. He said he would like the fleet in the water by the beginning of May. If interested please contact Mike. 10. WIFI-Barry King is not present, but Joe McGee said that its working fine and Troy said he will be calling to increase the broadband before the season begins. 11. Open Discussion- Elaine Galeone-Lot#447 asked about the amount of money that was transferred to the reserve fund. The board members received the documents the day before and had not gotten a chance to review before the meeting. She also inquired about who Kay Parks is and what she does? Kay Parks is not a person but the company that we buy the paddle boat parts from. Kay Whaley-Lot#90 said that we will need new flags for the entrance roadway sides for Flag Day on May 14. Stacy Ernst-Lot#129 announced that Berlin was named “Coolest Small Town in America”. She also mentioned seeing a small water spot on the ceiling in the clubhouse. Troy will check. Stacy does the face book page for Assateague Pointe and she reminded everyone to look at most recent posts by others.