Black Point Beach Clubhouse - Sunset Avenue, Niantic, CT

1. The Chairperson called the meeting to order at 7:00 pm and a quorum was established.

Present: John Campion, Chairman, Joan Hayes, Vice Chairman, Jill Coscarelli, Roberta Jordan, Dan Lemieux, David Weiss.

Staff present: Mike Manifold, Association Manager, Mary Cahill, Tax Collector, Gemma Dowd, Secretary. Absent: Carolyn Boyle, Treasurer

 

2. Approval of Minutes, August, 28, 2008, Regular Meeting

MOTION to accept the minutes of the August 28, 2008, Black Point Beach Club Association Board of Governors Regular Meeting as presented, was made Mrs. Jordan and seconded by Mrs. Hayes. No discussion, all in favor, the Board VOTED unanimously to approve the minutes.

 

3. Treasurer’s Report

Mr. Campion noted that Ms. Boyle would not be at the meeting and any discussion or questions would be presented to her to respond. The Profit and Loss Statement for 2008-2009, 9-30-08 actual, and the Liberty Bank Check register from 8-28-2008 to 9-30-2008 were provided. The board had no questions for Ms. Boyle.

 

MOTION to accept the treasurer’s report as presented was made by Mr. Lemieux and seconded by Mrs. Hayes. No discussion, all in favor, the board VOTED unanimously to accept the treasurer’s report as submitted.

 

4. Tax Collector’s report, Mrs. Cahill

Mrs. Cahill provided the board with information regarding tax collection and liens. Some discussion followed.

 

5. Member Comments

No members were present, no comments were heard.

 

6. Chairperson’s report and Correspondence, Mr. Campion,

Mr. Campion and Mrs. Dowd identified correspondence received from members. Some discussion followed.

- Mr. McQuilken, e-mail regarding the parking lot. Some discussion followed, response from Mr. Manifold was given to Mr. McQuilken.

- Mrs. Pat Ward, email regarding the beautification program, Mr. Campion and Mr. Manifold commented.

- Mr. John Sullivan forwarded FOI information changes for municipal website postings; this was sent to the board. Some discussion followed.

- Mrs. Marianne Kenney, 29 Seacrest Ave, requested to use the clubhouse. Some discussion followed.

- Mr. John Sullivan, e-mailed the zoning permit application for Sept. 2008, copies were e-mailed to the board.

- Mrs. Esther Williams, e-mailed an invitation, copies were e-mailed to the board and receipt notification sent by the secretary to Mrs. Williams

- Wendy Honiss-Bourget, 1 Osprey Road, Sept. 6, e-mail to the board, responded to by Mr. Manifold regarding South Beach boat dock and raft items.

- Mrs. Barbara Johnston, 35 Seacrest Ave, Sept. 7, e-mail to Mrs. O’Neil and to the board requesting zoning application information for August and Sept. Replied to by Mrs. O’Neil, 9-9-08, e-mail copies sent to the board.

- Mrs. Barbara Johnston, 9-19-08, e-mail to Mrs. O’Neil, and the BOG, regarding Sept. zoning application question, e-mail response by Mrs. O’Neil on 9-22-08.

- Mrs. Barbara Johnston, Sept. 19, letter written to the registrar of voters requesting the latest active voter registry. The board discussed this item and the chair asked the secretary to reply to Mrs. Johnston.

          

7. Manager’s Report, Mr. Manifold

Mr. Manifold reported on activity and provided a written statement dated Oct. 2, 2008.

Discussion followed on a number of topics:

- Work on the section of the field next to the clubhouse has begun.

- Insurance agent confirmed coverage of some specific activities at the clubhouse

- New insurance package allows coverage of alcohol at BP sponsored clubhouse events

- Equipment was pulled from the water early due to weather concerns. It will be washed and stored under a tarp at the top of Billow Road.

- Working with Plaut and watching for a fortuitous time to harvest sand

- Approval requested to use sand fences on the beach this winter

- Whitecap lot has been locked

- Sprinkler system on clay courts has been winterized as of 10-2-08

- 2^nd quote to fix the lights came in at $1605, first quote was $1,460 this includes pointing 2 lights at the basketball court and one at the tennis court

- Working with DEP to get approval of our initial filing for kayak dock project

- Spoke with Pat Ward. Thanked her for beautification project. He’ll include $375. in the budget for beautification efforts and work with her to obtain estimates for the Whitecap lot frontage to recommend something to the board in the spring.

- Patti Williams asked to use the club house for Cub Scout meetings over the winter. The board discussed this and asked Mr. Manifold to respond to Ms. Williams.

- Purchased and sent restaurant gift certificates and thank you letters to the Murdoch, Cianci and Bain families for help with beach events this summer.

- Mr. Bill Hahn notified Mr. Manifold that he is no longer able to serve as our webmaster. Mr. Manifold is looking for a new volunteer and noted we may need to pay someone to provide this service if no volunteer is available. Some discussion followed. The board asked Mr. Manifold to speak with Mr. Hahn about a few things.

 

8. Board Meeting 2009 Calendar

Mr. Campion presented a 2009 board meeting calendar for discussion. Except as otherwise noted, all meetings of the Board of Governors are held at 7:00pm at the Black Point Beach Clubhouse, Sunset Avenue, Niantic, CT, 06357.

Thursday, April 2, 2009

Thursday, April 23

Thursday, May 21

Saturday, May 23, Association Annual Meeting, 9:00 AM

Saturday, May 23, Board Organizational Meeting, 10:00 AM

Thursday, June 25

Thursday, July 23

Thursday, August 27

Saturday, August 29 – Association Annual Informational Meeting, 9:00AM

Thursday, September 24

Thursday, October 22

MOTION to accept the meeting schedule of the Black Point Board of Governors for the 2009 calendar year was made by Mrs. Hayes and seconded by Mrs. Coscarelli. No discussion, all in favor, none opposed, the VOTE passed unanimously, and motion passes.

 

9. Committee reports

Social, Mrs. Hayes

Mrs. Hayes presented the new “Board of Governors Policy for the Recreation Program”, created by members to be attached as Policy Manual Section #8. (attached) She offered updates and a few items were discussed.

 

MOTION to accept the Board of Governors Policy for the Recreation Program, Section #8, as submitted was made by Mr. Lemieux and seconded by Mrs. Coscarelli. No further discussion, all in favor, none opposed, VOTE passed unanimously, and motion passes.

           

Capital improvements, Mr. Campion

Mr. Campion presented the board with a summary from his meetings or research with various persons regarding beach erosion and sand replacement. He noted his sources as NEMO (Nonpoint Education for Municipal Officials) Juliana Barrett and John Rozum at UCONN.

David Roach at All Habitat Services LLC

Roger Kinderman and Tammy Talbot at Hammonassett

Harry Yamalis and Michael Grywinski DEP

 

Beach Nourishment is a process where sand may be placed and graded on beaches to replace sand that is lost to erosion or as a non-structural method of erosion control.

 

Gary Sharpe of Angus McDonald Gary Sharpe Assoc. provided estimates for engineering and permit work for Beach Nourishment and long term projects.

 

Dr. Richard Orson of Orson Environmental Consulting did a sight visit to South Beach on Sept. 26, 2008 and recommended Beach Nourishment with sand either being brought in or harvested off the shore under a DEP permit. He observed that given the current rate of coastal erosion that the process of beach nourishment will be necessary every 1-3 years.

 

Mark Jackson of Coastline Consulting LLC did a sight visit to South Beach on September25, 2008. He recommended Beach Nourishment as the most cost efficient method of removing rocks from South Beach.

 

A good amount of board member discussion took place on the merits and suggestions outlined and associated costs.

 

MOTION from Mr. Weiss, seconded by Mr. Lemieux to ask Mr. Manifold to:

1. Harvest sand at South Beach over the winter and prior to spring

2. Contract with Coastline Consulting to bring in washed sand to South Beach by mid-June at a cost not to exceed $18,500. No further discussion, all in favor, none opposed, VOTE passes unanimously and motion passes.

 

Kayak Launch Mr. Campion presented cost estimates for engineering, permitting and construction of a kayak walkway and dock at the Black Point Beach Club property on Old Black Point Road. Participants responding to Mr. Campion included:

Angus McDonald Gary Sharpe Assoc., Old Saybrook CT.

Coastline Consulting LLC, Madison CT.

Sloan Danenhower

H.S. Plaut

 

The board discussed the proposal at length with Mr. Campion and Mr. Lemieux offering comments on the various proposal sections.

 

MOTION by Mrs. Hayes, seconded by Mr. Lemieux, to authorize Mr. Manifold to contract Angus McDonald Gary Sharpe Assoc., and Sloan Danenhower to permit and construct a kayak launch as described in the contract for no more than $14,000. No further discussion, all in favor, none opposed, VOTE Passes unanimously motion passes.

 

10. Member Comments

No member comments were heard.

 

11. Executive Session

On motion of Mr. Lemieux, seconded by Mrs. Jordan, it was unanimously VOTED to convene immediately into executive session for consideration of matters pertaining to personnel and pending litigation and to include the manager in the meeting.

 

The Board convened in executive session at 9:10PM

The Board returned to public session at 9:53 PM

 

12. Adjournment

On MOTION of, Mrs. Joan Hayes, seconded by, Mrs. Roberta Jordan it was unanimously VOTED to adjourn the October 2, 2008 Special meeting of the Board of Governors at 9:55PM.

 

Respectfully submitted,
Gemma Balukonis Dowd, Secretary