Minutes for April 5, 2009 Annual Members Meeting
(Minutes of the most recent board meeting appear below)
2009 Dues & RV storage fees are payable now
$15/lot and $120/space
Mail to PO Box 519, Port Townsend
Ocean Grove Association
April 5, 2009 Annual Meeting Minutes
Called to order at 1:40 pm by President Bill Simms who introduced the other board members in attendance (Eric Lucas, Ray and Denise Tapparo, Laura Souza, and Tom Lemmons, Ronney Stovall was excused) and the manager, Dan Näsman and welcomed the 29 members in attendance. The meeting was held at the Fort Worden Commons in Port Townsend.
President Simms noted the efforts undertaken at Adelma Beach and at the RV yard. A swing bench was installed, fresh paint was applied and some signage was placed warning against harvesting shellfish in our tidelands because of the risk of illness. He also reported on the storage shed that was installed at the RV yard. It houses gardening equipment as well as emergency equipment, which is operated periodically to confirm its capability. Simms also commented on the excellent condition of the trail and described the plan to refurbish the Adelma stairway. .The success of the community garden was also noted.
Manager Dan Näsman discussed the increased liability insurance coverage (to $12 million) as an important protection for Ocean Grove owners because they can be held individually liable for any awards in excess of Association coverage. He also reported on the stairway improvement project, noting that shoreline exemption permits will be sought and an engineering study will guide the replacement of the tilted cement landing and insure a secure anchoring of the stairway to the upper bluff. There was only one property sale in the past year and three homes are on the market. A summary of property listings is available at the Association web site.
Recreation committee chair Tom Lemmons announced that the greenbelt paths were well-maintained and that Adelma Beach was in good condition. One member expressed concern over finding human fecal material and toilet paper by the trail. Also some shooting activity of unknown source and location has appeared to be very near the green belt.
A financial report was provided along with the 2009 budgets for approval. The Association has $355,000 invested in long-term bonds that are paying 6.3%--$22,350 per year. It had $9,200 in cash deposits on March 1, 2009. The budgets were approved by the membership by the following votes (102.5 votes were cast; two owners’ abstentions excluded): Operating Budget 98%; Capital Improvement Budget 100%; Capital Reserve Budget 98%; Contingency Budget 100%.).
There was a special emphasis on the bond reports as the Ocean Grove investments held up well during the current financial downturn. Excess cash funds and income, after budget considerations, will need better placement for a higher return. The Edward Jones Money Market account is paying .01% (one one-hundreth percent.) Financial safeguards were also noted including the requirement for two signature on checks above $249 and the requirement that no capital funds--except for earned interest--can be spent without a vote of the membership. An independent reconciliation of the check register at the close of the fiscal year is an additional safeguard.
Simms opened the floor to nominations for two director positions. Two nominations, Susanne Horvath-Evert and Sean Stehura, were submitted after the board set the agenda and before the meeting convened. Incumbent Eric Lucas’s name was placed in nomination when the agenda was adopted. No additional candidates were nominated at the meeting. Lucas (90.5 votes) and Stehura (74 votes, including 34 votes from “open” proxies) were elected.
Members expressed their appreciation to Ray Tapparo, outgoing board member and treasurer, for his service and contributions to the Association. Appreciation was also expressed to Denise Tapparo for her service. Health issues may preclude her continuing in her director’s position.
During the open discussion, Sue Horvath discussed the possibility of raising chickens on individual lots, an activity that is now prohibited by the Covenants. She requested that the board give variances, if possible, for individual requests. Sue recommended that a three hen, no roosters limit be observed. She presented a model A-frame “chicken tractor” shelter that can be move about in the yard. Discussion ensued regarding predators, varmints, flies, odor, and whether the feeding trays would invite rats. A straw vote of those in attendance showed almost unanimous support for the proposal. The board will consider possibilities at a subsequent board meeting with consideration given to a limited number of pilot projects.
The board’s annual reorganization meeting will be held on April 9th at 1:30 PM at the manager’s home.
Adjourned at 2:55 pm.
Eric Lucas, Secretary
Ocean Grove Association Board
Special Meeting Minutes December 4, 2009 (unadopted)
Present: President Bill Simms, Vice president Ronni Stovall, Secretary Eric Lucas, Treasurer Laura Souza, Directors Don Kruger and Sean Stehura:
Manager Dan Näsman; Absent Director Tom Lemmons
Guests: none
1. Meeting convened at 10:00 AM
2. Minutes of the continued meeting of the July 10, 2009 special meeting were approved; Minutes of the special meeting of September 18, 2009 were approved..
3. Correspondence: An email questioning the unadopted minutes of the continued meeting of July 10, 2009, which reconvened on September 18, was noted.
Correspondence from an attorney for Ed Kirkpatrick questioning interpretations of the Settlement Agreement (2003) regarding the Association’s property at Adelma Beach was referred to the Association attorney, Richard Shaneyfelt, for a reply. A drafted reply was approved for transmission via Shaneyfelt.
4. Financial Report: Näsman distributed a financial summary of Association investments, noting that bond prices have continued their rebound. A year ago they were 23% below par and now are 0.6% below par. Prices do not affect the interest payments which average 6.3%. A $10,000 CD (value: $10,108) was redeemed in November.
The Association bond values totaled $352,943 (11/30/09)on an investment of $353,630.. Cash deposits totaled $13,415 (11/30/09) with no unpaid accounts. December interest income will total $1,150. Interest income in the first quarter of 2010 (the last quarter of the Association’s fiscal year) will total $5,251.
A summary of expenditures to date was also distributed. Income was on target and expenditures are running below projections and are projected remain below the total budget projection for the remainder of the fiscal year.
A budget committee (Simms, Lucas, Souza, and Näsman) to develop the Association budget for fy11 was appointed by Simms. They will meet on February 3rd at 2 PM at the manager’s home.
5. A contract with Brockman Builders (Kingston, Wash.) to construct a new stairway at Adelma Beach was approved and an initial payment of $1,600 was authorized. The builder’s contract will total $6,500. Sales tax on that amount, shoreline permit fees and building permit fees will add about $1,700. Additional costs for a gate and an extended railing for a viewing deck may add an additional $500.
The builder will develop plans to be submitted with the permit applications, which will be prepared by Souza and Näsman.
6. Recreation Report: (No report) A brief discussion by the board clarified that Ocean Grove renters may use the Association’s amenities (Adelma Beach and the Green Belt) at the pleasure of the board. If problems arise from the use by specific parties they can be denied access to the facilities.
7. The annual meeting will be held on April 11th 2010 at a location to be determined. Because the regular meeting day, the first Sunday of April, falls on Easter in 2010 the change was necessary.
8. A change in the Bylaws to drop the word “special” from board meetings that are held apart from the Board’s annual meeting was approved.
9. The Association’s winter party will be on December 20th at the manager’s home. It will begin at 4 PM. Members are encouraged to confirm attendance.
10 Next Board meeting on February 26th at 10 AM at the manager’s home
11. Adjourned 11:45 AM Eric Lucas, Secretary
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