Black Point Beach Clubhouse

6 Sunset Avenue, Niantic, CT

 

1. The Chairman called the meeting to order at 7:03 and a quorum was established.

 

Present:Andrew McKirdy, Chair; Matt Borrelli, John Campion, Brian Comer, Anita Schepker,

Ray Fitzgerald, David Weiss (late arrival)

Staff:Carolyn Boyle, Treasurer; Susan & Joe Daly, Co- Association Manager: Roberta Jordan, Secretary

Mary Cahill, Consultant

 

Chairman McKirdy asked the Agenda be amended to add Survey Update to Old Business. It was unanimously VOTED to approve the Agenda addition.

 

2. Approval of Minutes

 

June 23, 2005 Regular Meeting: It was noted by the Chair that the 6/23/05Minutes incorrectly identified the requestor of the Alex Lemonade Stand for the July 4^th activities(the proceeds being donated to a Cure for Childhood Cancer). The request came from the daughter of association member Jean Giannamore (Mary Beth Chinsky).

 

July 9, 2005 Special Meeting: It was noted by the chair that the 7/9/05 Minutes incorrectly identified Joe Daly as John Daly.

 

On motion of Mr.Campion, seconded by Mr. Fitzgerald, it was unanimously VOTED toapprove the minutes of 6/23/05 and 7/9/05 as amended.

 

3. Treasurer's Report

 

Ms. Boyle reviewed the Profit and Loss Statement for the period through July-26.A Year End Forecast column was added to the report as requested. on motion of Mr. Campion, seconded by Mr.Fitzgerald, it was unanimously VOTED to approve the Treasurer's report.

 

4. Members Comments

 

Ms. Johnson noted she was concerned about the way the Zoning Boards conduct their meetings with respect to public comment and that only what is on the agenda can be discussed.The Chair advised that there is no legal requirement for boards to provide for public comment. Therefore, it is within the discretion of the Zoning Commission to establish rules for how public comment is handled. However, the BOG is not contemplating a change to its current policy.

 

Ms. Ward commented that the weekend small flower and bake good stands on Billow Road cause congestion being so close to the corner curve. The Chair thanked members for their comments.

 

5. Preliminary Report - Engineering Study of Piers - George Torello Engineers

 

George Torello, along with Charles Ellis and Bill Doane did a thorough presentation tothe Board of their preliminary findings. There was significant dialogue regarding theindividual piers/launch, cost projections, permits, approaches, etc. The Board was appreciative of theefforts thus far. It was agreed that the Capital Improvement Committee would meet to go over the reportin greater detail and determine next steps and plan for the Annual Information Meeting to themembers.

 

6. Correspondence

 

The following letters that were received:

 

a. John Stone - Inquired as to the voting rights of members. The Chair advised and replied that the circumstance that prevents those who do not own property in the Association from voting or holding office is a function ofthe Charter and not the Boards' Bylaws. The Connecticut General Assembly chartered the BlackPoint Beach Club Association as a special municipal district within the Town of East Lyme in 1931, and that legislative act establishes much of the legal context within which we must function.

 

b. A note from Mrs. Cahill thanking the Board for their donation to the Cahill Celebration.

 

c. A note ofthanks from the East Lyme Police Explorer Post 45 for the Boards recent donation.

 

d. A note to Susan Crane answering her request for possibly getting the Black Pointer sent to her home.

 

e. A note to a member apologizing for an inaccurate statement in prior meeting minutes.

 

7. Chairperson's Report

 

Auditor's Recommendation Regarding Signatures on Checks- The Auditor indicated that there is no problem with requiring one signature on a check but suggested that there be a requirement that another party confirms invoices for payment so that not just the Treasurer is involved in the process. On motion of Ms. Schepker, seconded by Mr. Borrelli, the Board unanimously VOTED to adapt the following policy: The Treasurer is the authorized signatory on Association checks, provided that all invoices are approved for payment in advance by the Association Manager. The Secretary will be on the bank signature card in case of emergency and the Treasurer is not available.

 

Increased Fee for Tax Collection Liens - Ms. Cahill, Tax Collector, advised the Board that the state legislature recently enacted a new $30 tax on all real estate transactions (when placed and when removed). This affects the Association because those instances in which it is necessary to impose a tax lien on delinquent property tax payers represents a real estate transaction subject to the tax. Currently, BPfee is $26 (each time) of which $13 goes to the town, $13 goes to BP. Proposedis $50 (each time) of which $13 plus $30 (new legislature) or $43 will go to the town, and $7 will gointo the BP fund.

 

On motion of Mr. Fitzgerald, seconded by Ms. Schepker is was unanimously VOTED thelien fee would be increased to $50 (each time) effective 10/1/05.

 

8. Manager's Report

 

Susan Daly advised the transition is going very well. On behalf of the Co-Association Managers, Recreation Program and Security she requested the Board consider allowing these positions to secure an association credit card in three names to facilitate the purchase, reporting, and tracking of expenses related to the functions. An appropriate limit for each would be determined by the Association Managers. Onmotion of Mr. Fitzgerald, Seconded by Mr. Comer it was unanimously VOTED that an Association Managers could secure an Association card for use by the Association Managers, Recreation Program and Security at an individual limit to be determined by the Association Managers.

 

9. Standing Committee Reports

 

Administration- Mr. McKirdy and Ms. Schepker advised they are working on getting the by-laws and Charter in an electronic format. Additionally, the by-laws are being reviewed and policy areas needing revision or clarity will be communicated.

 

Capital Improvements - Mr. McKirdy presented a proposal to the Board for converting unpaved rights-of-ways to mini-parks as he had offered to do at a previous meeting.

 

Communications - Mr. McKirdy advised that the Black Pointer was being utilized to communicatenew board members, meeting dates and survey feedback. A Black Point specific website is also being looked into. Mr. Borrelli asked what the protocol was for Zoning related issues as he's been approached by members with questions. The Chair advised members should be directed to the appropriate Zoning official. The Secretary will republish on the town web-site the new 2005-2006 Board Members.

 

Financial Over-site Committee - The committee met recently to review the reporting format, standards and practices. The idea of putting activities out to bid was discussed but it was agreed process shouldbeleft as is for now. Alternatives to minimize expenses are being considered where possible (i.e., pay as you go phone cards).

 

Social Committee - Mr. Comer and Mr. Weiss reported all favorable feedback received regarding the Bond Fires on the Beach Saturday of East Lyme Days. All felt it was a great social event and recommended a repeat for the Labor Day weekend. Mr. Weiss and Mr. Comer will look into. Mr. Comer advised he was not being successful in getting the Annual Spaghetti Supper organized but hehad received an offer for a Pancake Breakfast. The Board authorized Mr. Comer to proceed if it was deemed doable.

 

10. Old Business

 

SurveyResults - Mr. Borrelli presented an overview of the findings to the Boardwith a reporting process proposal. It was agreed that an overview of the findings would be published in the Black Pointer and a more indepth analysis presented to the members during the 9/3/05 Information Meeting. The BOG will then develop responses to issues raised for discussion at the 2006 Annual Meeting (May 2006).

 

11. New Business

 

TemporaryExtension of Terms of Certain Members of Zoning - The terms of several members of the Zoning Commission and Zoning Board of Appeals expire on August 1. There has been no response to the advertised positions. On motion of Ms. Schepker, seconded by Mr. Campion it wasunanimously VOTED that the BOG temporarily extend the terms of members and alternates of the Zoning Commission and the Zoning Board of Appeals which expire on August 1, 2005 until such time as the BOG acts to formally fill the positions.

 

Process for Filling Zoning Vacancies - There was significant discussion regarding the length of the terms held by Zoning members and the qualifications for applying. It was discussed that these positions are such that participants gain knowledge as they serve. Mr.Daly, Mr. Borrelli, Mr.Weiss and Ms. Daly will meet and get back to the Board with a proposed process for filling the zoning vacancies.

 

Request for Information from Committees - Mr. Borrelli asked what support could be solicited from the staff members. The Chair advised that individual members can't make assignments. If the committee needs/wants information then the employee can provide.

Future Agenda Items - Evaluation Process for Association Manager, Employees- Deferred

 

 

12. Members Comments

 

Mr. Sweeney noted he enjoyed the Bonfires but would prefer to see them held in one location so more of the community could meet and get to know one another.

 

Ms. Veronica Casey in referencing the previous discussion about the ZoningMembers terms stated a one year renewable option should be considered. This way if a member isn't performing satisfactorily they can be removed, if performing well then renew.

 

13. Executive Session - Pending Litigation - Nothing to Report.

 

14.Adjournment

On motion of Mr. Campion, seconded by Mrs. Schepker, the meeting was adjournedat 10:30 PM. The next regular meeting is Thursday, September 1, 2005 at 7:00PM.