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Heidelberg Beach Board Minutes (2003 - 2012)

The minutes on this page are in the old format from the previous incarnation of this Web site. There is a fair amount of work involved in converting them to the new format; this will be addressed as time permits.

Board of Trustees Meeting
Heidelberg Beach Association
October 18, 2003

Present: Barclay Rohrbaugh (president pro tem), Dick Beck, Carol Dunkle, Linda Glaviano, Bill Hertzer, John Macko, Jim Schneider and Char Schuman.

Absent/Excused: Harvey Foote, Rick Herwerden, Craig Peer and Sheila Henderson

Guest: Willard Pretzer

Prayer: The meeting was opened with silent prayer.

Minutes of the previous meeting: Minutes of the previous meeting were approved as read.

Treasurer’s Report: Char Schuman presented the proposed budget for 2003-2004. She discussed changes in several line items. They included a reduction in the budget for Grounds (based on fewer mowings during the past season), an increase in the tree committee budget, a reduction in water rates (lower usage), the reduction of the sewer maintenance rate ($5,054.79 already in reserve) and an increase in the snow removal budget.

Schuman asked for input as to other items that might need adjustment. John Macko suggested adding to the Beach and Bank budget. This committee has been considering several projects that may need funding. It was decided that $1,000 would be added to this fund. A motion to approve the budget with the addition of the $1,000.00 for Beach and Bank was approved.

Real Estate: Schneider presented information concerning the transfer of lots 50 and 78 from the Jane Arnold Family Trust to Linda and Cliff Glaviano. Lot 77 B would also be transferred to Linda and Cliff. A motion to approve the transfer was passed.

Old Business:

Board meeting with the Margards: A Board meeting will be held on November 8 at 11:00 a.m. with Joan and Werner Margard. Joan and Werner will bring a representative to clarify information concerning their tabled request to use Lot 55 as a backup leech bed.

Spraying: John Macko reported that he has heard that several cottage owners are interested in signing up for pest spraying. For the next meeting, he will contact the company and have specific information about how many have signed up.

Committees:

Committee assignment: It was felt that there might be a need to change the makeup of several committees. It was decided that this would be discussed at a future meeting.

Social Committee: Board members had received favorable comments about the coffee time held after each church service. The Social Committee was thanked for taking care of arrangements. It was suggested that the committee continue to have at least one all Beach function a season.

New Business:

Construction Trash: A letter expressing concerns that large items including construction materials have been placed in the dumpsters was read. These larger items make it difficult for other Beach members to place their trash in the dumpsters. Large items may also not be collected by the trash service and are removed from the dumpsters. This leaves other Association residents with the responsibility of trying to find ways to get rid of the items.

A motion was passed to place appropriate signs at the side of each dumpster. The signs will read: “NO TIRES, NO APPLIANCES, SUCH AS DRYERS, MICROWAVES, TOILETS, ETC., NO DISCARDED BUILDING MATERIALS, NO YARD WASTE, NO CARPETING.” This information will be included in the next Sandscribes. It was also brought up that it is the responsibility of the cottage owner to inform workers of this policy before a job begins.

Dirt Removal: It was decided that enough dirt is available for projects and that dirt from any construction projects should be removed from the grounds.

Next Meeting and Adjournment: November 8 will be the date for the next Board meeting. The meeting will begin at 11:00 a.m. and be held at the Kramer cottage, 12 Pennsylvania.

The meeting was adjourned at 2:45 p.m.

Respectfully submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
April 24, 2004

Present: Craig Peer (presiding), Dick Beck, Harvey Foote, Linda Glaviano, Rick Herwerden, Bill Hertzer, John Macko, Barclay Rohrbaugh and Char Schuman.

Excused: Carol Dunkle, Sheila Henderson and Jim Schneider.

Guest: Rev. Paul Rohrbaugh

Prayer: Rev. Rohrbaugh opened the meeting with a prayer.

Minutes of the previous meeting: Minutes for the October 18 and November 8, 2003 Board meetings were approved as read.

Treasurer’s Report: Char Schuman reported that tax statements would be sent out at the beginning of June.

Old Business:

Pest Control: John Macko distributed a report concerning the proposed “package plan” for 15 cottages or more to get a special rate for pest control. Pest Patrol has agreed to go ahead and give cottages a rate of $90.00 (or $80.00 if signed up in 2003) even though the 15-cottage commitment was not attained. The service will include 4 exterior sprayings in April, June, August and October, free ant control and termite inspection (upon request) for the first year and four free sprayings of all six Heidelberg Beach community structures.

ODNR House Bill 218: Harvey Foote distributed literature concerning the on-going effort to pass House Bill 218. He reported that he has attended several meetings in the area and that the Lake Front Group continues to lobby strongly for this bill that clarifies the demarcation between public and private property consistent with property owners' deeds (most of which use the low water mark). Many issues are involved and there is heavy lobbying by several environmental groups against passage. It is important that members send letters to their state representatives concerning passage of Bill 218. Literature can be obtained from Harvey or from the ohiolakefrontgroup.com.

Committee Assignments: Craig Peer read a letter from Joan Margard. Joan indicated in the letter that she wished to resign as chair of the Publicity Committee and editor of the Sandscribes. The Heidelberg community has appreciated Joan’s work with the Sandscribes and her resignation was accepted with regret. Craig appointed Jane Chidester and John Macko on an interim basis.

Rick Herwerden was added to the Beach and Bank Committee.

Committee Reports:

Trees: A detailed report compiled by the Tree Committee Chair, Jane Chidester, was distributed. The report summarized the Tree Maintenance schedule for 2003-2004 and 2004-2005.

New Business:

Rev. Paul Rohrbaugh presented an idea for an addition to worship services. At the end of last year, he had proposed to the Worship Committee that a bell be placed near the pavilion to be rung before services. The bells would not only announce services, but would also remind members of the rich history of Heidelberg Beach. Since then, he has received offers for three different bells from other Heidelberg Beach members. Rev. Rohrbaugh asked if it was possible to find a way to use all three bells. He also suggested that it would be a good idea for a Board member to be on the committee that coordinates the placement of the bells if his idea was approved.

Rev. Rohrbaugh’s proposal was approved unanimously. Barclay Rohrbaugh was appointed to sit on the committee. It was suggested that the bells be placed on the northwest corner of the pavilion. The committee will decide on the correct language (according to Heidelberg donation policies) for a plaque that goes along with the bells.

Vermilion Township Spring Cleaning Day: John Macko let members know that Vermilion Township spring-cleaning day is set for May 7-8. This is a chance to get rid of large items that are no longer wanted. This information is available on the Web site. To get to the disposal site, take Route 6 east to Barnes Road. Go right on Barnes. Go over the railroad tracks and over Route 2. Turn left on Stanley Road and look for the big white barn.

Spring Workday: Spring Workday Day was scheduled for Saturday, May 22. It will begin at 9:30 am with coffee and donuts in the Pavilion. Work assignments will be arranged at that time.

Nominating Committee: Barclay Rohrbaugh, Bill Hertzer and Linda Glaviano were appointed to serve on the Nominating Committee. Craig Peer reported that Jim Schneider does not wish to run for another term. This will mean that a new Real Estate Agent will need to be appointed.

New Benches: Jane Chidester and John Macko offered to donate two more plastic lumber benches. The benches would be the same as the one donated last summer. The two new benches would replace the benches that are presently in the Sunset Bench area. Jane and John volunteered to take care of all the arrangements and coordinate the project. If other members would also like to donate benches, they can contact any Board member or John and Jane. Char Schuman (Barclay Rohrbaugh) moved that their proposal be accepted with thanks. It was accepted unanimously.

Next Meeting and Adjournment: The next Board meeting will be held on May 22 at 1:00 pm.

Respectfully submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 22, 2004

Present: Present: Craig Peer, Carol Dunkle, Harvey Foote, Sheila Henderson, Rick Herwerden, Bill Hertzer, John Macko, Barclay Rohrbaugh, Jim Schneider and Char Shuman.

Absent: Linda Glaviano (excused), Dick Beck.

Treasurers Report: Char Schuman reported that taxes will arrive around June 10th and that the amount will be the same as it was in January.

Old Business:

ODNR House Bill 218 and Ohio Lakefront Group: Craig urged us all to write, keep ourselves as informed as possible, write to our representatives, and talk up the importance of these issues to other members of the community. Recognizing the utmost importance of these issues to the future of Heidelberg Beach, Craig will be contacting individuals to be official representatives to keep us informed and recommend specific actions.

Nominating committee: Nominees will be finalized in June in plenty of time to get the ballots out to the membership.

New benches: John Macko reported that four benches had been donated so far. Jane and John will be traveling until June 10th. At that point they will see if any additional donations have come in and will place the order.

New Business:

Trash pickup: To accommodate the increased volume of refuse during July and August, we will have twice weekly emptying of the dumpsters beginning July 1st and ending after the Labor Day holiday

Dumpster signs: New dumpster signs will soon be emplaced stating what should and shouldn't be put inside. Residents and guests are reminded that all refuse should be placed in plastic bags, and that the following items are specifically prohibited: construction materials and scraps, yard waste (lawn clippings, leaves, sticks, etc.), tires, large appliances such as television sets, and oil and other flammable materials.

New Buoy: The Board approved funds for a new chain and anchor so that a third buoy (currently in the boathouse) can be used to delineate the swimming area.

Annual Meeting: The Heidelberg Beach Annual Meeting was set for July 17th at 10:00 A.M. in the Pavilion. (The Annual Meeting is customarily the third Saturday in July.)

Next Board Meeting: A tentative meeting, subject to cancellation, was set for Saturday, June 26th at 10:00 A.M., in the Pavilion. In case of inclement weather, Barclay graciously offer the use of his cottage (#4 Pennsylvania).

Respectfully submitted,
John Macko
(substituting for Linda Glaviano)

Annual Membership Meeting
Heidelberg Beach Association
July 17, 2004

Opening Prayer: President Craig Peer called the Annual Meeting 2004 to order at 10:05 a.m. Rev. Paul Rohrbaugh opened the meeting with prayer.

Membership Roll Call and Distribution of Ballots: Secretary Linda Glaviano called the roll of leaseholders by lot numbers. Ballots for the election of Board of Trustee members for 2004-2007 were distributed with one ballot handed out per lot. Association members representing 67 lots were present and proxies were turned in for an additional 24.5 lots. 91.5 lots were represented.

Minutes: Motions to dispense with the reading of the summary of minutes for 2003-2004 and the July 16, 2003 Annual Meeting were approved.

Treasurer’s Report: Treasurer, Char Schuman, distributed printed financial statements for the last twelve months ending June 30, 2004. Ray Schuman reviewed and explained the material. Ray was thanked for his work with a round of applause.

Report of Nominating Committee: Linda Glaviano presented nominees for the Board of Trustees for the 2004-2007. They were Mary Chidester, Harvey Foote, Rick Herwerden, Roger Nehls, and Charlene Schuman. There were no nominations from the floor.

Barclay Rohrbaugh, Carol Dunkle and Dick Beck were appointed as tellers. Mary Chidester, Harvey Foote, Rick Herwerden and Charlene Schuman were subsequently elected.

Committee Reports:

Christian Work and Worship: Barb Tereshko presented the report. She stated that the purpose of the committee is to plan summer worship services, receive and manage all religious and memorial funds and donations, to strengthen the family life of the Association and to promote a Christian community. These goals were accomplished during the 73rd year of worship services. Ten worship services were held during summer of 2003 with increased weekly attendance. The 2003 offerings totaled $2298.02. A tithe of $200.00 was sent to Care and Share in Sandusky. 128 non-perishable items were collected at the Christmas in July service and were given to the Harvest for Hunger Food Bank in Vermilion. Barb thanked committee members for their work and the Social Committee for the fellowship time that followed each service. Committee members include Carol Dunkle, Char Schuman, Jane Eshelman, Paul Rohrbaugh, Joan Margard, Bill Richardson and Janet Peer.

Barb (Char Schuman) moved that Paul Rohrbaugh, Joan Margard, Bill Richardson and Janet Peer be re-elected to the committee for another two-year term. The motion was passed unanimously.

Special events: Margaret Schuman reported that this committee was again providing refreshments for the fellowship time following each service. She thanked committee members Charlene Schuman, Harriet Ossman and Linda Glaviano for their work. The committee would welcome ideas and suggestions for special events.

Utilities: Harvey Foote reported that re-paving of streets would occur after most heavy construction projects are finished. He also reported that the water problem at the corner of Indiana and Ohio had been taken care of.

ODNR Report: Rick Herwerden presented a report concerning the on-going efforts to reverse the legislation passed by the state of Ohio to change land ownership along the lake front to the high watermark. Bill 218 would reverse this decision and again define land ownership according to the low watermark. Bill 218 has been passed by the House and is now before a Senate Committee. A class action suit stating that it is unconstitutional to claim private property has been organized by the Ohio Lake Front Group (OLG).

The Board has formed a committee to monitor this situation and to make recommendations as appropriate. Committee members are Harvey Foote, Rick Herwerden, and Jack Kramer.

Members were urged to individually join OLG. Forms were made available. It is important to also write district representatives. Questions may be directed to any committee member.

Safety and Recreation: Joe Tereshko thanked Harvey Bratton for helping get the playground equipment ready for another season.

Pavilion: Carole Dunkle thanked members who helped with the cleaning of the pavilion before each Sunday service. She also thanked the Nehls for donating the red, white and blue banners to decorate the pavilion.

Real Estate and Insurance: Jim Schneider who has been on this committee since 1987 was thanked for his many years of service as Real Estate Trustee. He received a round of appreciative applause.

Jim reported that three transfers since the July 2003 Annual Meeting. They included: The transfer of lot 18 from Jim and Lynne Reutener to the Mary K. Chidester, Trustee under Trust Agreement between Mary K. Chidester as Grantor and Trustee; lots 30 and 31 from Jennifer Sullivan and David Rohrbaugh to Jennifer Sullivan and David Rohrbaugh, Trustees of the Rohrbaugh-Sullivan Family Trust, and Lots 78 and 60 from the Linda Glaviano, successor trustee for the Jane Arnold Family Trust, to Linda and Cliff Glaviano. Lot 77 B was also transferred from Linda Glaviano to Linda and Cliff Glaviano.

Zoning and Building: Will Ossman reported that the additions to the Nehls and Montgomery properties were complete. He reminded all members to run any exterior changes through this committee.

Trees: Jane Chidester reported that last October the Board of Trustees approved $4000.00 for annual tree maintenance work. This work was completed on budget on February 20, 2004. Work for this upcoming winter has already been identified and estimates are being gathered. Lists of work are detailed on the Heidelberg Beach website.

The committee is also developing a comprehensive plan for tree plantings and hopes to include several replacement trees in the winter budget. Jane encouraged members to discuss thoughts, concerns or suggestions with committee members.

Benches: Jane Chidester also reported on the addition of new benches to the Promenade area. In spring of 2003, the Board began to address the issue of the deteriorating and high maintenance promenade benches. It was found that the current benches and their supports were not up to code. It was decided to replace benches with boards and supports that met code. A committee was formed to investigate materials and companies.

The first replacement bench was installed last summer. Feedback was favorable and the Board decided to move ahead with further replacement benches and requested donations. At this time, donations have been received to replace all existing promenade benches. An order will be placed and a $60.00 deduction per bench has been negotiated.

Jane thanked the Glaviano family, several friends of Jane Arnold including Pam and Don Seymour, the O’Dougherty family, the Corrigan family, the Stone family, the Margard family and three Chidester families for their donations.

Grounds and Creek: Bill Hertzer thanked Joyce and Harvey Foote for their hard work in maintaining Beach grounds. Bill also added further thanks to those who help out with the flowers and other Beach projects.

Beach and Bank: There was no committee report. Bob Koester was thanked for all the work he has done improving the bank area.

Recycling: Don Seymour reported that things were proceeding as usual. It was emphasized that trash receptacles are labeled as to content. No construction materials, appliances, etc. are to be put in the dumpsters. All trash must be bagged. The issue of broken dumpster tops was referred to the committee.

Communication: John Macko began his report with thanks to Joan Margard for all her years of service as editor of the Sandscribes. She was thanked with a round of applause. John reported that news and other items are updated regularly on the Web site. The same news is then published in the Sandscribes. Members can email John or Jane (see the e-mail address at the bottom of this page) and be added to a notification list when new items are added online. Loretta and Harry Bratton were thanked for their help in hand delivering the Sandscribes to save postage costs.

Tennis Club: Ruth Schneider reported that $2000 had been spent to add drain tiles to the tennis court area and to fix cracks. Dues for 2004 will be $25.

Boat Club: Joyce Foote reported that the club continues to help with the storage of boats and other Beach equipment.

Old and New Business:

Pest Spraying: John Macko reported that several more cottages have signed up for treatments through Pest Patrol.

Community: Craig Peer extended condolences to the Ken Stone family for the recent loss of Maggie Stone. Nineteen Beach members attended her memorial service. Harry Bratton reported on events occurring in the area.

Adjournment: There was no further old or new business. The meeting was adjourned with the Lord’s Prayer.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 17, 2004

Present: Craig Peer (presiding), Dick Beck, Mary Chidester, Carol Dunkle, Harvey Foote, Linda Glaviano, Rick Herwerden, Bill Hertzer, John Macko, Barclary Rohrbaugh, and Char Schuman.

Absent: Sheila Henderson (mission trip in Poland).

Election of Officers: Jim Schneider opened the nominations for president. Craig Peer was nominated and elected unanimously.

Barclay Rohrbaugh was elected as VP, Linda Glaviano as secretary, Char Schuman as treasurer, and Mary Chidester as Real Estate Trustee.

Old Business:

Dumpsters: Char Schuman reported that signs are being made for the dumpsters and should be ready soon. She will contact Browning Ferris concerning the damaged dumpster lids reported at the Annual meeting. Twice a week trash pick up during summer months seems to be working well. It will continue through Labor Day. Pick up is on Monday mornings and Thursday afternoons.

Annual Audit: Bill Hertzer reported that the books for the past financial year will be audited.

Water mark: A copy of the 1965 deed for Heidelberg Beach was distributed. The original deed from 1924 reads that Heidelberg property is bounded on the north by Lake Erie. The deed from 1965 also contains the same statement. According to common law practices for older documents, this should mean that the north boundary along the lake would be defined by the low water mark. Board members continued on-going discussions concerning Bill 218 and the possible consequences for Heidelberg Beach.

Next Meeting and Adjournment: The next Board meeting was scheduled for August 14 at 10:00 a.m. in the pavilion area. The rain location is the Barclay Rohrbaugh cottage.

Respectfully submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
August 14, 2004

 Present:  Craig Peer (presiding), Mary Chidester, Linda Glaviano, Sheila Henderson, Bill Hertzer, John Macko and Char Schuman. 

Absent: Dick Beck, Carol Dunkle, Harvey Foote, Rick Herwerden and Barclay Rohrbaugh.

Guest:  Will Ossman, Chairman of the Building and Zoning Committee.

Prayer:   The meeting was opened with a prayer given by Craig Peer.

Minutes of the previous meeting:  The minutes for the July 17 Board meeting were approved as written.

Treasurer’s Report:  Schuman reported that $13,728.06 needs to be invested in a CD.  She wanted to get the Board’s opinion as to whether it should be invested for 3 or 6 months.  The consensus was that this should be done at the discretion of the Treasurer.

Real Estate: 

Will Ossman presented drawings for the remodeling of Jane Chidester and John Macko’s cottage.  The plans met all building requirements.  A motion was made to approve the plans with John Macko excusing himself from discussion.  The motion was approved unanimously. 

There was discussion concerning enforcement of Heidelberg’s Building Rules and Regulations.  Peer stated that he plans to contact a member of the Vermilion Zoning Board and request a meeting regarding the relationship between the Vermilion Zoning Board and the Heidelberg Zoning and Building Committee.  Several other Board members also plan to attend the meeting.

Old Business:

ODNR update:  Peer appointed Joyce Foote and Carol Dunkle as two additional members to this committee.  Other members on the committee include Rick Herwerden (Chair), Harvey Foote, and Jack Kramer.  It was reported that the Ohio Lake Front Group plans to hold a meeting in Sandusky and several committee members plan to attend. 

Audit Report:  Hertzer submitted a limited audit report of the Association’s financial records for the period of July 1, 2003 through June 30, 2004.  The report was dated July 27, 2004.  It was reported that all taxes had been paid by that time and bank accounts reconciled with bank statements.  William Hertzer and Willard Pretzer completed the audit.

Next Meeting and Adjournment:  It was decided to hold Fall Workday on Saturday, November 6.  Coffee will be available in the pavilion at 9:00 A.M. with workday beginning at 10:00 A.M.  A Board meeting will be held at 1:00 P.M.

The meeting was adjourned at 11:45 A.M.

Respectfully submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
November 6, 2004

Present: Craig Peer (presiding), Dick Beck, Mary Chidester, Carol Dunkle, Harvey Foote, Rick Herwerden, Bill Hertzer, John Macko, Barclay Rohrbaugh, and Char Schuman.

Absent: Linda Glaviano and Sheila Henderson (both excused).

Minutes of previous Meeting (August 14, 2004): There were no corrections to the minutes.

Treasurer’s Report: Char Schuman proposed a new budget of $34,068.97. Bill Hertzer (Barclay Rohrbaugh) moved to accept the report and proposal as written. The motion passed unanimously.

Old Business:

Variance for 8 Pennsylvania: Valerie Yeager Murray submitted a variance for her cottage at 8 Pennsylvania, requesting permission to construct a front deck extending beyond the conventional building boundaries. Bill Hertzer (Barclay Rohrbaugh) made a motion to accept the variance under protest, since an architecturally accurate drawing was requested but never received. The motion passed unanimously.

ODNR update: Rick Herwerden reported that there was not much news concerning ODNR H.B. 218 aside from tiny changes to the bill as it moved along. The Board agreed to address our next contribution to the OLG (Ohio Lakefront Group) at the next meeting, and renew our membership at the one year anniversary.

Promenade Bench Report: John Macko reported that all of the promenade benches have now been assembled and installed on the promenade. All of the cement pads were power washed (including the stone work at the sunset bench) and the holes left from the removal of the old benches were filled with cement. The two bench cover structures were fully sanded, washed, primed, and painted with two coats of paint computer matched to the color of the new bench supports.

Thanks to Pam Seymour and Carol Dunkle, who helped with the painting, and especially to Dick Beck who provided manpower, hauling, and did all of the power washing. Most of all, many, many thanks to all of the donors of the benches!

Tree Committee Report: Jane Chidester reported that this Fall the Tree Committee re-opened the bidding process for our winter tree maintenance to ensure that we were getting good prices and good service. We gave each service the same list to work from; though each also had some additional suggestions. Three firms were interviewed and responded:

  • Leimeister Crane & Tree Service $3630
  • Sitterly's Tree Service $5590
  • Baxter Tree Service $4300

We recommend staying with, and accepting the Baxter Tree Service bid.

We have also been investigating locations for new plantings, specifically making use of our memorial tree fund of $600. The desire for these funds is to have some large replacement trees in place in the shuffleboard court area for the eventual removal of the silver maples. We had considered getting one large tree and planting it centered on the west side of the courts. We are now also considering waiting until the old trees are down and planting two new trees to the west (these would be in too much danger from falling limbs if we planted now). There are also several other candidate locations around the property for new trees, but we will wait until next season to address these.

New Business:

Spring Work Day: Scheduled for Saturday, May 14th, 2005.

Next Meeting and Adjournment: The next Board meeting was scheduled for Saturday, April 9th, 2005 10:00 A.M. at the Kramer cottage, 12 Pennsylvania.

Respectfully submitted,
John Macko
(substituting for Linda Glaviano, Secretary)

Board of Trustees Meeting
Heidelberg Beach Association
April 9th, 2005

Present: Craig Peer (presiding), Mary Chidester, Harvey Foote, Sheila Henderson, Rick Herwerden, John Macko, and Barclay Rohrbaugh.

Absent: Dick Beck, Carol Dunkle, Linda Glaviano, Bill Hertzer, and Char Schuman.

Minutes of previous Meeting (6 November 2004): There were no corrections to the minutes and they were approved as written.

Treasurer’s Report: Since Char Schuman had a commitment teaching, there was not Treasurer’s Report. Craig Peer had received a bill for insurance; John Macko volunteered to deliver it to Char. (Note: the bill was delivered that afternoon.)

Old Business:

Variance for Lots 99 and 100 Ohio: Craig reported on the request for an easement on the Richardson property to install a gas line. The plans have been dropped and the easement is no longer needed. No further action from the Board is required on this item.

Progress on Lots 39 and 40 West Virginia: Before the meeting, Craig telephoned the Erie County Health Department to check on the status of the Margards’ case to build a new cottage at Heidelberg Beach. There has been no activity on the case since 23 September 2003.

ODNR update: Rick Herwerden and Harvey Foote gave reports on H.B. 218 and related matters. The following were the main points:

  • H.B. 218 has died. There is some discussion among Ohio representatives to create a new bill, but there is no definite news on that front yet.

  • The ODNR is moving ahead with levying leases on structures that fall within their claim to the high water mark. Many people, communities, and corporations are begin blindsided with fees.

  • The class action lawsuits have been moved to Federal court.

  • The ODNR is engaged in “stalling” tactics for all legislation designed to provide relief to lakefront property owners. Their intent is to “bleed” the OLG (Ohio Lakefront Group) out of money, since the ODNR has very deep pockets thanks to our taxes.

  • The situation seems dire. Similar “reclaiming” initiatives are escalating internationally; it seems that anyone, anywhere who owns lakefront or oceanfront property can expert to lose their rights to it before too long. It is probably just a matter of time before Heidelberg Beach is hit with fees.

  • It was stressed that we need to get more Heidelberg Beach residents involved. A couple of ideas in this area involved signing up all residents to receive the OLG newsletter, or contacting the OLG for permission to copy their newsletter and mail it as part of the Sandscribes.

  • Due to personal commitments, Rick would like to step down as chair of this committee. Craig suggested that Carol Dunkle would make a good replacement and will approach her.

  • The OLG continues to ask for funds to enable it to continue the fight.

Rick (Barclay Rohrbaugh) moved to make a donation to the OLG the same size as last year. The motion passed unanimously.

Building Rules and Regulations: As discussed at the last meeting, Will Ossman submitted some suggestions for changes and improvements to the Heidelberg Beach Building Rules and Regulations. Craig asked that all Board members study the documents and bring suggestions for improvements and changes to the next meeting.

New Business:

Spring Cleanup Day: Scheduled for Saturday, May 14th, 2005. There was some confusion regarding startup times: the official skinny is that coffee and doughnuts will be served beginning at 9:30 A.M. in the Pavilion, with work beginning at 10:00 A.M.

Lot #91: Susan and Dale Kreke informed the Board that Lot #91 (the easternmost Promenade lot) is for sale. After a brief discussion, Barclay (Mary Chidester) moved that the Association officially express no interest in purchasing the lot. The motion passed unanimously.

Lot #34. Currently, Will Pretzer is listed as the sole leaseholder for Lot #91, while all of the other Pretzer lots are listed in both Betty and Will’s names. As an estate planning matter, they requested transfer of the leasehold interest from Will to both Betty and Will. The Real Estate Trustee, Mary, prepared a document for the transfer and answered questions concerning it. Barclay (John) moved to approve the transfer and have the President sign the document. The motion passed unanimously, and Craig signed.

Dumpsters. Two pending items from previous meetings concerned the dumpsters. First, early last year, the Board approved new signs to be installed on or near the dumpsters indicating those items allowed and disallowed for disposal. Specifically, the signs were to indicate that no construction waste was allowed.

Second, the change to semiweekly (twice a week) pickups during the busy summer months seemed to work well last year and Board members received several “thank yous” from residents. The Board wanted to put this practice into place every summer.

Both of these items required input from Char, who, as was already mentioned, could not be present at this meeting due to a teaching commitment. John volunteered to meet privately with Char about the two items.

(Addendum: John met with Char later that afternoon. Unfortunately, the supplier that Char customarily used for signs no longer offers the service. John and Char are investigating other alternatives. For the more frequent pickups, Char can initiate and cancel them at any time, with just a telephone call. Based on the Board’s direction, at a minimum the semiweekly pickups will occur July 1st through September 30th. Depending on the weather--warmer weather brings more people to the Beach--and usage, which Char will monitor, June may be added as well.)

Nominating Committee. This year, four Board members’ terms will expire: Bill Hertzer, Sheila Henderson, John Macko, and Barclay Rohrbaugh. Barclay has served two consecutive terms and is ineligible for re-election; the other three are all eligible. Craig appointed Barclay as head of the Nominating Committee, and Harvey and Mary volunteered to be on the Committee as well. The Committee is charged with contacting the three members whose term is expiring to see if they have any interest in running again, and then filling out the remaining slate. The Board requested a minimum of six nominees for the four open positions.

Pavilion Services. As a representative of the Council on Christian Work and Worship, Barclay reported that ministers have been retained for all scheduled Pavilion Services this coming summer.

Real Estate and Erie County Board of Health. John and Craig spent some time informing the Board members of recent happenings regarding new construction at Heidelberg Beach. Basically, Ann Rule, chairperson of the Erie County Board of Health, has officially informed us that because of septic tank considerations, no new construction will be approved anywhere in Erie County where no sewers exist. In this ruling, “new construction” is defined as either erecting a structure where none exists, or expanding the footprint of an existing structure, including attaching a garage. Remodeling is permitted as long as the footprint is not expanded. This ruling effectively puts an end to the building of new cottages, or the enlarging of existing cottages, at Heidelberg Beach until sewers come in.

At this point in the meeting, we lost our quorum due to a Board member needing to leave for an important commitment. Without voting rights, the meeting continued in “discussion only” mode.

Craig opened the floor for new agenda items.

Grub treatment. John relayed that a mole infestation was becoming a concern, particularly on the Promenade. Other Board members cited other problem areas, such as the “Ball Field” (area north of the tennis courts), and portions of the paths. The customary treatment to get rid of moles is to treat for grubs (the moles’ food supply). Once the grubs are gone, the moles move out. John volunteered to obtain price quotes and bring them to the next meeting.

Storage on Community Property. John relayed residents' concerns regarding the storing of personal items on Heidelberg Beach community property. Several Board members magnanimously agreed to help clean up some of the larger areas, and much progress has already been made. Certainly, all residents are encouraged to only store personal items on their own property, recognizing that some exceptions must occasionally occur in the interest of the Beach. Since a quorum was absent, further discussion and action was pended until the next meeting.

Next Meeting and Adjournment: The next Board meeting was scheduled for the afternoon of Work Day, Saturday, May 14th, 2005 at 1:00 P.M. at the Henderson cottage, 62 Kentucky.

Respectfully submitted,
John Macko
(substituting for Linda Glaviano, Secretary)

Board of Trustees Meeting
Heidelberg Beach Association
May 14th, 2005

Present: Craig Peer (presiding), Mary Chidester, Carol Dunkle, Harvey Foote, Linda Glaviano, Sheila Henderson, Bill Hertzer, John Macko, and Char Schuman.

Absent: Dick Beck, Rick Herwerden and Barclay Rohrbaugh

Prayer: The meeting was opened with a prayer given by Craig Peer

Minutes of the previous meeting:  The minutes were approved as written by Secretary Pro Tem, John Macko.

Treasurer’s Report: Charlene Schuman, Treasurer, distributed copies of the Current Year’s recommended budget for July 1, 2004 through September 30, 2005. She reviewed several budget items:

  • Joyce and Harvey Foote have requested to be changed over to summer water rates.

  • Summer 2004 pavilion service offerings totaled $2,133.75. The current balance for pavilion services is $4,889.09.

  • The road repair reserve fund totals $17, 480.93. Schuman suggested that it was time to consider repaving the roads. She has received requests for repaving from several Association members.

  • There was discussion concerning what materials to use for the re-pavement process. John Macko presented an estimate for blacktop. The quote of $41,354 included leveling all roads, applying asphalt to an average depth of about two and a half inches (about 3 inches on the outsides where most tires run), and milling out the road next to driveways for flush finishes. Macko will contact Barclay Rohrbaugh and ask him for an estimate for chip and seal, and also collect further information regarding the pros and cons of each surface type. The estimates will be discussed at the next Board meeting.

  • Schuman mentioned that the roof of the storage barn may need replacing. This information will be referred to the proper committee for a recommendation.

  • There is a debit in the snow removal fund. It was suggested that this should be addressed during the November budget meeting.

  • Mary Chidester expressed her concern that the amount in the Sewer Reserve Fund would be inadequate to cover the costs for adding sewers to the Beach. She will study the costs for such a project and report back to the Board. Any additions to the budget for the Sewer Reserve Fund can be made during the November meeting. Peer asked Char Schuman to also check on what financing structure Erie County might use when sewer installation is required.

The Treasurer’s report was approved.

There were no committee reports.

  Old Business:

ODNR: Rick Herwerden can no longer serve as the chair for this committee. Carol Dunkle has agreed to the chair the committee and Rick will stay on as a member. Dunkle reported that there will be a bus available through the Great Lakes Group for members who would like to attend the May 18 hearings in Columbus. She continues to get email reports concerning the status of this issue and will update the Board regularly.

Addendum to Heidelberg Beach Building Rules: The discussion concerning additions and changes to the HB Building rules presented at April’s meeting was continued. Peer asked for input from members who received the proposed changes at the last meeting for comments. Mary Chidester distributed a document she developed based on the ideas presented in April. In the document, Mary had updated some of the wording contained in the current Building Rules and Regulations. She also made the proposed new additions to the rules more specific for different situations that might occur. Mary was thanked for the work that she put into developing the proposal. Hertzer (Dunkle) motioned to table further discussion, so members would have time to study and review the ideas. The motion was approved unanimously. Will Ossman, Chairman of the Building and Zoning Committee, will be sent a copy for his input.

Nominating Committee: This committee will report at the next Board meeting.

Dumpsters: John Macko and Char Schuman are checking on companies to make permanent signs for the dumpster area. Browning and Ferris has been notified about changing to two weekly pickups for the summer season.

Moles and lawn care on Association Grounds: At the last meeting, John Macko was asked to obtain estimates for treating the grounds for moles and lawn care. He solicited bids from three companies. Two showed up to make estimates. He felt that the estimates from Ohio Lawns, LLC, most suited the needs of the Beach. Treatment is based on environmental correctness: the firm stays away from liquid fertilizer completely (which leach off quickly) and emphasizes patience to do the job the right way rather than just dumping chemicals. The estimates were:

  • Grub treatment (one time) for the Promenade and front ball field: $700.00

  • Weed and Feed treatment (fall and spring):

    • Front (ball field and fields surrounding the main entrance drive): $800.00

    • Promenade area: $800.00

    • Housing area: $2000.00

  • Total: $3600.00 plus tax

The actual charges will be based on the amount of granular materials actually used. The estimates were based on square footage and coverage calculations.

Discussion followed. A motion was made by Macko (Henderson) to treat the promenade area and ball field for grubs and to provide the Weed and Feed treatment for the Promenade on a trial basis for a total estimated cost of $1300.00. The motion was approved unanimously. Discussion continued as it was decided how to notify residents before each treatment. It was decided that an announcement will be placed on the Web site each time. Applications will also be scheduled to occur on either Monday or Tuesday.

New Business:

Peer asked if there were other items to be discussed.

Snow Removal: Char Schuman requested that the Board continue its discussion about an emergency snow removal that occurred in December 2004. A letter from by Norm and Karen Siebenhar pertaining to the same issue was distributed to each Board member at this time.

Schuman, who wasn’t present when the issue was brought up in April, explained why another snow removal firm had been contacted to plow the roads. She made clear that the alternate snow removal company had been contacted only after she received the go ahead from Peer as the Association President.

Members discussed what needs to be done to prevent the same issue from occurring again. Discussion included having a backup plan in place before the next winter season. The consensus was to finalize arrangements at the time when the next snow removal contract is awarded.

Tree Trimming: Macko reported that First Energy had notified the Tree Committee that it will be trimming trees away from the power lines. Baxter Tree Service, our normal tree maintenance contractor, has been contacted and will come to supervise the trimming.

Next Meeting and Adjournment: The next Board meeting is scheduled for May 28 at 10:00 am. It will be held in the Henderson’s cottage, 62 Kentucky.

Respectfully submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 28th, 2005

Present: Craig Peer (presiding), Mary Chidester, Harvey Foote, Linda Glaviano, Sheila Henderson, Bill Hertzer, John Macko, Barclay Rohrbaugh and Char Schuman.

Absent: Dick Beck, Rick Herwerden and Carol Dunkle.

Prayer: The meeting was opened with a prayer given by Craig Peer.

Minutes of the previous meeting: The minutes of the May 14 meeting were approved as written.

Treasurer’s Report: There was no Treasurer’s report.

Old Business:

Nominating Committee Report: At the beginning of the Nominating Committee report, Peer relayed to the Board Dick Beck’s request to not complete his term due to his inability to attend Board meetings. It was decided to accept Beck’s resignation at the meeting of the new Board following the Annual meeting. The new Board president will appoint someone to complete the one year left of Beck’s term. The appointee will then be able to complete the one year assignment and run for two more terms.

Chidester then presented the slate of nominees for the 2005-2008 terms. They are Bill Chidester, Dick Castele, Sheila Henderson, and Bill Hertzer. At least one more nominee is needed. Macko (Schuman) moved that the presented slate be approved and that additional candidate/s are to be selected by the Nominating Committee. The motion was approved unanimously.

Repaving Roads: The discussion started at the previous meeting continued as the Board discussed paving alternatives. Schuman reported that the roads were last paved in 1993 for a cost of $5800.00.

Opinions concerning paving alternatives were varied. The two main alternatives are either blacktopping or chip and seal. The merits for and against each type were discussed. It was decided that Barclay Rohrbaugh would get estimates for both blacktopping and chip and seal to present at the next Board meeting. The issue of repaving was tabled until this report is presented.

Addendum to Heidelberg Beach Building Rules: Members gave their input concerning the Amended and Restated Rules and Regulations of Heidelberg Beach Association that Mary Chidester had submitted at the last Board meeting. Mary was again thanked for the thoughtful work she had put into the document. Will Ossman, Chair of the Zoning Building and Zoning Committee also sent his input concerning this document. Members discussed and reworded several items.

 The Board began to discuss the possible removal of some regulations that are presently not enforced. Some members felt that the items need to kept, reworded and enforced. Others felt that the rules should not be included in the updated version. After extended discussion, it was decided that these issues needed to be examined at a greater length before a final draft can be presented to Association members.

At the Annual Meeting, Peer will let Association members know about the Board’s work on the Building Rules and Regulations. It will be emphasized that the newer version will have more understandable, updated language as well as including items that will be used on a regular basis.

At this point, it was decided to table this item until the next meeting.

New Business:

Real Estate Items: Chidester had two items that needed Board approval. Dale Kreke has accepted an offer from Dick Castele and Carolyn Leitch for Lot #91. Chidester (Foote) motioned that this transaction be approved when the necessary paperwork is completed.  The motion was approved unanimously.

Chidester stated that is time to submit to the state a renewal of our Continued Existence of a Corporation-Non Profit status. To do this, Chidester needed to be appointed as the Statuary Agent for the Beach in place of Jim Schneider who no longer wishes to hold the position. The change was approved.

Next Meeting and Adjournment: The next Board Meeting will immediately follow the Annual Meeting scheduled for Saturday, July 16, at 10:00 am.

Respectfully submitted,
Linda Glaviano
Secretary

Annual Membership Meeting
Heidelberg Beach Association
July 16th, 2005

Opening Prayer: President Craig Peer called the Annual Meeting 2005 to order at 10:00 a.m. Rev. Paul Rohrbaugh opened the meeting with prayer. Following the opening prayer, Peer introduced the current Board members.

Membership Roll Call and Distribution of Ballots: Secretary Linda Glaviano called the roll of leaseholders by lot numbers. Ballots for the election of Board of Trustee members for 2005-2008 were distributed with one ballot handed out per lot. Association members representing 41 lots were present and proxies were turned in for an additional 26 lots. 67 lots were represented.

Minutes: A motion was approved to dispense with the reading of the minutes for the July 17, 2004 Annual Meeting.

Treasurer’s Report: Treasurer, Charlene Schuman, distributed printed financial statements for the last twelve months ending June 30, 2005. Ray Schuman reviewed and explained the material. There were no questions. Ray was thanked for his work with a round of applause.

Report of Nominating Committee:

Barclay Rohrbaugh presented nominees for the Board of Trustees for the 2005-2008. They were Dick Castele, Bill Chidester, Sheila Henderson and Bill Hertzer. Peer asked if there were nominations from the floor. Bill Hertzer nominated Pam Seymour and Jack Kramer. Both candidates accepted and nominations were closed.

Barclay Rohrbaugh, Bill Richardson and Rick Herwerden were appointed as tellers. Dick Castele, Bill Chidester, Sheila Henderson and Bill Hertzer were subsequently elected.

Committee Reports were presented:

Christian Work and Worship : Barb Tereshko presented the report. She stated that the purpose of the council is to plan summer worship services and receive and manage all religious and memorial funds. During the summer of 2004, 729 people worshipped together. The 2004 offerings totaled $2133.75. A tithe of $200.00 was sent an organization called Backyard Gleaners Inc. Backyard Gleaners is a small nonprofit that harvests, bags and distributes fresh, after-market produce to nearby food banks and pantries.

Another purpose of the Council if to strengthen family life and promote a Christian community. She reported that members and guests continue to enjoy the fellowship time following each church service. During the Christmas in July service, 98 non-perishable items were collected given to the Harvest for Hunger Food Bank in Vermilion

She also noted that the summer of 2004 marked the year of the bells. The Rohrbaughs were thanked for conceiving the idea as were the many volunteers who helped make the idea a reality.

Special events: Margaret Schuman reported that this committee was again providing refreshments for the fellowship time following each service. She thanked committee members Charlene Schuman, Harriet Ossman and Linda Glaviano for their work. The committee welcomes ideas and suggestions for special events.

Utilities: Harvey Foote reported that septic tanks will be cleaned in spring 2006. They are presently cleaned every three years. However, the time period may possibly be changed to every two years.

ODNR Report: Harvey Foote reported that the state government and lobbyists are trying to wear down the Lake Front Group. It is best for our community to maintain a low profile.

Safety and Recreation : Joe Teresko thanked Harvey Bratton for setting up and taking care of the playground equipment.

Pavilion: Peer thanked members for cleaning the pavilion before summer church services and Dick Beck for cleaning the area for the Annual Meeting.

Real Estate and Insurance : Peer reported that the insurance policy for the Beach has been renewed with the current provider. The renewed policy includes insurance for all outside structures.

Mary Chidester, Real Estate Trustee, reported that three transfers had occurred since the July 2004 Annual Meeting. They included two transfers for estate planning purposes between husband and wife. The third transfer was that of lot 91. The lot was transferred from Dale and Susan Kreke to Dick Castele and Carolyn Leitch. Chidester reminded members that any transfer of property should be made through the Real Estate and Insurance Committee.

Zoning and Building : Peer reported that the Board continues to work with the rewording and changing of the Building Rules and Regulations. This is being done in order to have rules that are both enforceable and flexible.

Trees: Jane Chidester reported that Baxter Tree Service had been selected to continue the tree work for the Beach. She reported that Ohio Edison will be trimming trees away from high power lines. Baxter will be here to supervise the work. Jane was thanked for her hard work with a round of applause.

Grounds and Creek : Bill Hertzer thanked Joyce and Harvey Foote for their hard work in maintaining Beach grounds. Hertzer gave further thanks to volunteers who continue to help out with the flowers and other Beach projects. He added that snow removal concerns will be addressed during the November’s Board meeting when the budget is discussed.

Beach and Bank: Tom Lukens thanked everyone who had helped clean the beach during spring workday. The committee plans to continue keeping the banks in shape by trimming the top down.

Recycling: Pam Seymour reported that things were proceeding as usual. She requested that cans be crushed.

Peer emphasized that no construction materials, appliances, etc are to be put in the dumpsters. All trash must be bagged.

Publicity Committee : John Macko reported that the committee maintains the Heidelberg Beach website and distributes the Sandscribes letter. Any suggestions for improvements for both are welcomed.

John encouraged Beach members to contact the committee with news items (such as births, weddings and accomplishments) that add to the community.

He asked that members inform the committee of any address changes. Members may also request to be added to the electronic distribution list to receive notification when anything new has been added to the website.

Bug Spraying: Macko updated members concerning treatment of cottages for bugs. He reported that Pest Patrol agreed to extend the lower rates through this season even though the Beach didn’t meet the minimum number of 15 cottages. They also continue to treat common areas for free. It is doubtful that Pest Patrol will do this again unless the minimum number of cottages is achieved.

Lawn Care: Macko stated that an experiment is being tried this year regarding lawn care. Ohio Lawns, LLC has been hired to treat the front promenade and ball field due to their stance of environmental correctness. The firm stays away from liquid fertilizer and emphasizes patience to do the job the right way rather than just dumping chemicals on the lawn. A weed and feed was done early in the summer, with another scheduled for the fall.

In August, a mole treatment will be done on a Monday. There will be an announcement on the website in advance. Pets should be kept away from the area for a day or two.

Tennis Club: Jim Schneider presented the committee report. There is a balance of $2,585.95 in the Treasury. Dues for 2005 will be $25.00 and are due by August 15, 2005.

Boat Club: It was reported that the boathouse will be painted in the near future.

Old and New Business:

Herb Foote requested that members and their guests slow down and observe the speed limit. Harry Bratton reported on events occurring in the area. Peer thanked the Nominating Committee.

There was no further old or new business. The meeting was adjourned at 11:00 am.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 16th, 2005

Present: Craig Peer (presiding), Dick Castele, Bill Chidester, Mary Chidester, Harvey Foote, Linda Glaviano, Rick Herwerden, Bill Hertzer, Jack Kramer and Charlene Schuman.

Absent: Sheila Henderson and Carol Dunkle

Election of Officers: Barclay Rohrbaugh opened the nominations for president. Foote (Herwerden) nominated Craig Peer. Peer was elected unanimously.

Other officers elected were Bill Hertzer, vice president; Linda Glaviano, secretary, Charlene Schuman treasurer and Mary Chidester, real estate agent.

Old Business:

Peer presented a letter from Dick Beck requesting that someone else be appointed to complete his term. The resignation was accepted and Peer appointed Jack Kramer to complete the remaining year of Beck’s term.

Rohrbaugh and Beck were both thanked for the time they had given. Before leaving, Beck suggested that it might be a good idea to roll the promenade area. He will explore the idea further and will get back to the Board. Rohrbaugh will continue to work with John Macko to get bids for repaving Beach roads. The bids will be presented at the next Board meeting.

Paving of Roads: Peer asked Board members to look at the two paving alternatives, chip and seal and blacktop, before the next meeting. He requested that members try to know the differences between the two types of paving. It was suggested that after the bids are available that the Beach website be used to solicit input from community members.

Annual Audit: Hertzer reported that the books for the past financial year will be audited.

Fireproof Chests: The secretary requested approval to purchase a fireproof chest for the files and minutes dating back to the 1920’s. Schuman (M. Chidester) motioned that the secretary be authorized to do so. The motion was passed unanimously.

Next Meeting and Adjournment: The next Board meeting was scheduled for August 20 at 10:00 am in the pavilion area.

Respectfully submitted
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
August 20, 2005

Present: Craig Peer (presiding), Dick Castele, Bill Chidester, Mary Chidester, Carol Dunkle, Harvey Foote, Linda Glaviano, Sheila Henderson, Rick Herwerden, Bill Hertzer, Jack Kramer and Charlene Schuman.

Prayer: Craig Peer, president, opened the Board meeting at 10:00 am with prayer.

Secretary’s Report: The minutes of the last Board meeting were approved as written.

Treasurer’s Report: There was no Treasurer’s report. Schuman mentioned that Browning Ferris’ name has been changed to Allied Waste. There will be an increase in fees. However, the current rate so far remains the same for this summer.

Committee Reports:

Building and Zoning Committee : Will Ossman, the Chairman of the Building and Zoning Committee presented the proposed plans for the remodeling of 52 Kentucky by the Springers. The plans had been approved and signed by each of the 6 members of the committee. The proposed alterations are within the footprint of the cottage and meet all Building Rules and Regulations. Ossman read segments of a letter from the Erie County Board of Health giving the Springers general approval for the construction following an on-site review. Two restrictions were included in the letter. First, the Springers must make sure that the existing sewage area is cordoned off during construction to prevent damage to the system by heavy equipment. Secondly, if the present sewage area fails that some other means of a sanitary facility be furnished.

Following discussion, Hertzer (Castele) moved that the plans be approved with two conditions. All earth must be removed from Heidelberg Beach property and any future septic needs are the responsibility of the property’s leaseholders. The plans were approved with Peer and Kramer abstaining.

Will Ossman suggested that the Board consider defining the term "footprint" as it revises the Building Rules and Regulations. He also let the Board know that he would like to step down as the chair of the Building and Zoning Committee. However, he would like to remain on the committee as a member. Bill Hertzer was named as the new chair of the committee.

Orientation and Membership Committee: As a member of the Orientation and Membership Committee, Ossman proposed that an additional step be added to the orientation process for potential leaseholders. He suggested that prospective leaseholders be sent a packet of materials several weeks before the orientation interview. The packet would contain a copy of the Heidelberg’s mission statement, a blank lease, the By-laws and the Rules and Regulations. The packet would also include a form that the parties would sign stating that they agreed to abide by all rules and regulations. It was decided to table this idea until later in the meeting.

Charlene Schuman was added to the Membership and Orientation Committee.

Real Estate Committee:

Mary Chidester, Real Estate Trustee, reported that there were several leasehold transfers in process and that she would report to the Board when they were complete.

She next presented the documents to transfer Lot 33 from Ronald W. Pretzer and Sarah Grace Pretzer to Charlene Schuman. Mary motioned that this transfer be approve. The motion passed with Charlene Schuman abstaining.

Audit Committee: Hertzer presented a report from the Audit Committee certifying that on August 6, 2005 a limited audit of the Associations’ financial records from July 1, 2004 through June 30, 2005 had been completed. The Association’s checking account was checked against bank statements and the Certificates of Deposit at the Lorain National Bank were verified. The audit was signed by William Hertzer and Willard Pretzer. The Audit Committee report was approved.

ODNR: Carol Dunkle reported that the Lake Front Group is asking for owners to write letters urging that the issue of State ownership of Beach properties be resolved. Suggested information to include in the letter along with addresses will be available on the Heidelberg website. It is strongly recommended that leaseholders send letters.

Old Business:

Addendum to Heidelberg Beach Building Rules: Herwerden (Schuman) motioned that this item be tabled until the next Board meeting. The motion was approved.

Repaving Roads: Guests during this portion the meeting were John Macko and Ray Schuman.

Peer asked Foote, as the Chair of the Utilities Committee, to present the committee report. Estimates from 3 paving firms for chip and seal and asphalt were presented. Foote stated that the committee recommended that the paving of roads be put off and that nothing be done at this time and made a motion to this effect. One reason for this recommendation was the heavy equipment that is or will be used for two construction projects. His recommendation was seconded by Hertzer.

It was decided that the Board should still consider the estimates that had been presented and then vote on the motion. Estimates included:

Precision Paving (This company only uses asphalt paving.)

  • Asphalt: $41,354
  • Optional edge berms: $4,278

Hart Asphalt:

  • Chip and Seal only: $17,500
  • Hybrid Chip and Seal with leveling: $32,460
  • Asphalt: $49,900

Erie Blacktop:

  • Chip and Seal: $14,852
  • Asphalt: $31,602
  • Repair bad sections before paving: $5,346

Pros and Cons concerning the advantages and disadvantages of each pavement type, time frame, responsibility for damage during construction projects, required maintenance, future installation of sewers, aesthetics, snow removal and other issues were thoroughly discussed. There was a general consensus that the roads should be leveled and repaired before either paving type was used.

Peer again checked with the Finance Committee to make sure that the Board had the authority to make a decision about the paving. He was assured that the Board did have the authority to make the decision and that the previous paving job in 1993 had been based on the Board’s decision.

Ray Schuman was asked to talk to members about the funds available for pavement of the roads. Schuman reported that there are some funds available from the general account. The road reserve fund contains $17,480.93. An additional $20,531.31 from another reserve fund that could be utilized. These funds would be paid back using as assessment over the next 10 to 15 years. When asked by Hertzer if he felt that the expense for asphalt was justified, Schuman responded yes.

Following Schuman’s report, Hertzer removed his second from the motion Foote had made at the beginning of the meeting. With this motion no longer on the table, discussion continued. Foote was asked if the Road Committee would recommend that Erie’s estimate for asphalt, he said that they would. Hertzer (Schuman) motioned that the roads be repaired and paved with asphalt this fall using Erie Blacktops’ estimate for asphalt paving and repairs up to a total amount of $37,948.00 per the recommendation of the Utilities Committee. The motion was approved unanimously.

Peer asked Foote to contact Erie Blacktop to get the project started.

New Business:

Dumpsters: Schuman reported that she and Macko are still working on finding companies to make permanent signs for the dumpster area.

Rental of cottages: Ideas for making renters aware of Heidelberg’s Rules and Regulations before renting were discussed. Suggestions included sending the rules to renters in advance, having the owner present when renters arrive and setting up a committee to formalize procedures. It was decided to table this issue and continue the discussion at the next Board meeting.

Next Meeting and Adjournment:

Board meeting: The next Board meeting was scheduled for Saturday, September 3, at 10:00 am in the pavilion.

Fall Cleanup Day: Fall cleanup day was scheduled for Saturday, November 5.

The meeting was adjourned at 12:50 pm.

Respectfully submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
September 3, 2005

Present: Craig Peer (presiding), Dick Castele, Carol Dunkle, Harvey Foote, Linda Glaviano, Bill Hertzer and Jack Kramer.

Absent: Bill Chidester, Mary Chidester, Sheila Henderson, Rick Herwerden and Charlene Schuman.

Prayer: The meeting was opened with a prayer by Peer at 10:15 am

Minutes of the previous meeting: Minutes of the previous meeting were approved as adjusted.

Treasurer’s Report: There was no Treasurer’s report.

Real Estate: There was no Real Estate Report.

Old Business:

Addendum to Heidelberg Beach Building Rules: This item was tabled until the next meeting.

Repaving: Members discussed the feedback they had received about the decision to repave the roads. It was reiterated that the Board had been assured that by the Finance Committee that they had the authority to make the decision and that Fall was the best time to pave with asphalt.

Foote is still trying to contact Erie Blacktop to set a time for the project.

New Business:

Snow Removal Contract for 2005-06: The winter snow plowing contract was discussed. It was decided that Hertzer should solicit bids for both primary and backup contractors. The bids will be presented at the November budget meeting.

Beach and Bank: Bob Koester requested that members be reminded not to throw clippings and yard waste over the bank. Such items should be recycled instead behind the storage shed. He also asked the members contact him if they had any questions about the care of the bank area.

Review of Committee Assignments: Peer requested that members review committee assignments before the next Board meeting.

Next Meeting and Adjournment:

Fall Cleanup Day: Fall cleanup day is scheduled for Saturday, November 5. Coffee and donuts will be available in the pavilion at 9:30 am and cleanup will start at 10:00 am.

Board Meeting: The next Board meeting will be held on Saturday, November 5, at 1:00 pm.

Respectfully submitted
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
November 5, 2005

Present: Craig Peer (presiding), Dick Castele, Bill Chidester, Mary Chidester, Harvey Foote, Linda Glaviano, Rick Herwerden, Bill Hertzer, Jack Kramer and Charlene Schuman.

Absent: Carol Dunkle and Sheila Henderson

Prayer: The meeting was opened with a prayer given by Bill Chidester.

Minutes of the previous meeting:  The minutes from the previous meeting were approved as written. Peer (Schuman)

Treasurer’s Report: Charlene Schuman distributed the funding proposal for the 2005-2006 season based on the bills paid during the past season. Using this information, the proposed budget increases were in the following areas:

Water Usage: Water usage was up during the past year. Proposed increases were: Winter ($360.00), Medium ($180.00) and Summer ($120.00).

Snow Removal: Last years budget didn’t cover the cost of snow removal. The proposed increase covers this winter and the deficit from the previous season. Winter ($80.00), Medium ($60.00) and Summer ($40.00).

Other line item changes were based on funding derived from property values per $1000.00 of valuation.

Refuse budget: Proposed funding of $2600.00.

Blacktopping of the roads: It was proposed that this item be amortized over the next 15 years.

Beach maintenance fund: No monies had been spent from this fund. Schuman mentioned that the Board might want to consider not adding to this budget item.

CCWW: Schuman reported that summer church offerings were $2,358.98. A tithe of $825.00 was given to the Hurricane Relief Fund. The current balance in the fund is $4,112.06.

Other: Following the report, there was discussion concerning several of the items. The consensus was that funding for the Beach Maintenance Fund should continue. Several members were concerned that the funding for the blacktop didn’t include building up reserves for future use. Kramer (Hertzer) moved that the amortization be changed to 10 rather than 15 years based on the bid of $37,948.00 from received from Erie Blacktop. The motion was passed unanimously.

Real Estate: Mary Chidester let Board members know about the death of Elva Kessler, a long time member of the Heidelberg community.

Chidester reported that she had been contacted about reissuing leases for several current lot holders. The proposed leasehold for Lots 51, 52 would be held by Jeff and Claudia Springer, while the lease for Lots 12, 13 and 14 would be reissued in the names of Craig and Jan Peer and Jack Kramer. Chidester (Herwerden) moved that the leases be reissued for lots 51 and 52 and lots 12,13,and 14 upon receipt of the proper paperwork. The motion was passed with Peer and Kramer abstaining.

Old Business:

Road repaving: Foote reported that Erie Blacktopping was scheduled to begin paving on October 19. However, the paving was delayed by rain. He will contact Erie this week to get a firm start date for the project.

Snow Removal Contract: Hertzer presented a bid for snow removal from Harvey Foote for the upcoming winter. He also presented a bid from Douglas Keith for backup plowing on an as-needed basis. Foote was excused from the discussion that followed. Hertzer (Kramer) moved to accept the bid submitted by Harvey Foote for snow removal of 6 inches or less and to accept the contract from Douglas Keith for snow removal of more than 6 inches and as a backup for Foote when he is unavailable. The motion was passed unanimously with Foote abstaining.

It was decided that Charlene Schuman will be the designated person to contact Douglas Keith.

Winter snow management: M. Chidester distributed three proposals submitted by Jane Chidester for the management of drifting snow and plowing. They included the purchase and installation of snow fencing to place between the openings of the promenade houses north of Ohio Rd.; the installation of reflecting poles along beach roads to delineate the edges for driving and plowing during the winter season and the designation of a clear chain of command for communicating with the snow plow providers.

The Board addressed each of these requests.

Peer (Schuman) moved that a hundred feet of plastic snow fencing with the appropriate poles be purchased and placed on the promenade area in front of the openings between the homes north of Ohio Rd. The motion was passed unanimously.

M. Chidester (Hertzer) moved that two dozen reflecting poles be purchased to place along beach roads during winter. The motion was passed unanimously.

Charlene Schuman was appointed as the designated person to contact Douglas Keith as needed during the discussion about the winter plowing contract.

Schuman volunteered to purchase both the snow fencing with the appropriate poles along with the reflective poles. Several Board members offered to help with the placement of the fencing and the reflective poles.

Addendum to Heidelberg Beach Building Rules: This item was tabled and will be addressed at a later meeting.

New Business:

Christian Council of Work and Worship: The Board was asked to appoint two Association members to the Christian Work and Worship Committee. These appointees would be replacing Charlene Schuman and Carol Dunkle who were retiring from the committee. Kramer (Herwerden) moved that Jane Eshelman and Bill Chidester be appointed as members of the Christian Work and Worship Committee. The motion was passed unanimously.

Spring Mowing Contract: Hertzer presented a bid from Harvey Foote for the mowing contract for the next season. The bid was the same as it was during the previous season. Peer (Hertzer) moved that the bid be accepted. The motion was passed unanimously.

Spring Workday: Spring Workday was scheduled for Saturday, May 20. It will begin with coffee and donuts in the pavilion at 9:30 am. Work will start at 10:00 am.

Next Meeting and Adjournment: The next Board meeting was scheduled for 1:00 pm on May 20. The meeting was adjourned at 2:50 pm.

Respectfully submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 20, 2006

Present: Craig Peer (presiding), Dick Castele, Mary Chidester, Harvey Foote, Linda Glaviano, Rick Herwerden, Bill Hertzer and Charlene Schuman.

Absent: Jack Kramer, Sheila Henderson, Bill Chidester and Carol Dunkle (attended latter half of meeting).

Prayer: The meeting was opened with a prayer given by Craig Peer

Minutes of the previous meeting: The minutes of the previous meeting were reviewed and approved with one correction made by Schuman. The church balance is $5,344.26 rather than $4112.06.

Treasurer’s Report:

Schuman distributed the treasurer’s report. She indicated the change as noted above in the Summer Church balance. She also noted that the balance was affected by three speakers who didn’t take their stipend.

Schuman reported that there has been a major increase in the water bill with the amount of the bill almost doubling. One water leak has been repaired and Schuman is waiting to see how this impacts the next bill. Schuman requested that all cottage owners check their crawl spaces or basements for water and listen for any sound of running water. This request will be included in the next issue of the Sandscribes.

Committee Reports:

Real Estate and Insurance: Peer reported that the Beach’s liability insurance has been paid for the next year.

Real Estate: Chidester had several Real Estate items to report.

  • Lots 64 & 65 Kentucky (Kessler cottage): M. Chidester (Schuman) made a motion that a new lease be issued to Ken Kessler, Mary Lou Belmont and Verna Field as tenants in common for lots 64 and 65. The motion was approved unanimously.

  • Lots 9 & 10 Pennsylvania (Lydia Foote cottage):
    Lydia Foote’s two daughters, Mary Buemi and Beverly A. Morris, are now the successor trustees for these lots. They are in the process of providing the required letters of recommendation. After the letters are received, they will meet with the Orientation Committee.

  • 66 & 67 Kentucky (Mary Jane Chidester cottage): Anne Hamilton, John Chidester and Jane Eshelman will be the leaseholders for these lots. Jane Eshelman is already a member of the Association. John and Anne have submitted their letters of recommendation and are ready to meet with the Orientation Committee.

  • Lots 7A & 8 Pennsylvania (Yeager-Murray cottage): Chidester (Hertzer) made a motion to issue a new lease listing Valerie Yeager-Murray as the Trustee for lots 7 A and 8 Pennsylvania. The motion was approved unanimously.

ODNR: Foote circulated the information that he received from the Lake Front Group. They are trying to get the June 9 hearing for the class action suit moved from Columbus to Cleveland.

Utilities: Foote reported that all the septic tank work has been completed. He was able to hire a company that came in and cleaned the tanks in one day. All tanks were found to be in working order.

Roads: The repaving of the roads should begin soon.

Old Business:

Addendum to Heidelberg Beach Building Rules: It was decided that this topic and the Nominating Committee Report will be the main agenda items at the next Board Meeting. Board members were asked to review the proposed Building Rule changes in advance.

New Business:

Beach and Bank Request: A request was received from Tom Lukens, Chair of the Beach and Bank Committee, to look into the removal of several of the bank trees that obstruct the view of the Lake in the area behind the boat house. This committee along with the Tree Committee will develop a formal proposal to submit to the Board.

New Beach Snow Fence: Hertzer brought up the need for a new snow fence for the Beach. A motion to purchase up to 200 feet of orange snow fence was made and passed unanimously. Schuman will purchase the fence materials.

New Anchor and Chain for Buoys: Herwerden stated that there is also a need for a new anchor and chain for one of the warning buoys as well as a new chain for another. It was decided that Herwerden and Dunkle would look at the buoys and determine what materials are needed. Dunkle will purchase them.

Nominating Committee: Peer, Dunkle and Schuman will make up the Nominating Committee for new Board members. There are four vacancies. Peer and Dunkle are completing their second terms and cannot run for a year. Kramer can complete two more terms and Glaviano one. Nominees will be presented for approval at the next Board meeting.

Next Meeting and Adjournment: The next Board meeting will be held on Sunday, June 25, at 10:00 am in the pavilion. Hertzer (Herwerden) moved that the meeting be adjourned.

Respectfully submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
June 25th, 2006

Present: Craig Peer (presiding), Dick Castele, Mary Chidester, Carol Dunkle, Harvey Foote, Bill Hertzer, Rick Herwerden, Jack Kramer, and Char Schuman.

Absent: Bill Chidester, Linda Glaviano, and Sheila Henderson.

Prayer: The meeting was opened with a prayer by Peer at 10:15 am

Minutes of the previous meeting: Minutes of the previous meeting were approved.

Treasurer’s Report: Char Schuman reported that most taxes had been received.

Real Estate: There was no Real Estate Report.

Old Business:

Addendum to Heidelberg Beach Building Rules: The current regulations were reviewed and revised. Suggested changes have been made by the Building and Zoning Committee and the Real Estate officer at the request of the board. Discussion went on for the next hour. This work will be continued at a later meeting.

Utilities: Harvey Foote and Craig Peer reported that Barkley Rohrbaugh had been in contact with Erie Blacktop and that the company would provide berms and finishing material to complete the work on the new roads for $3500.00. They would use additional material, as well as the material on the northeast edge of the property, to complete the work. This was included in the price. Herwerden (Hertzer) moved that the work be done and the bid be approved. It passed unanimously. Barkley Rohrbaugh will contact Erie Blacktop.

Beach and Bank: Chair Tom Lukens requested a work day to clean up the bank. Castele (Dunkle) moved that a day be scheduled for July 29th. The motion passed. Work will begin at 9 A.M. for clean up only. More specific jobs will be addressed in the future.

Nominating Committee: A list of candidates who had agreed to run was submitted by the Nominating Committee (Peer, Dunkle, Schuman).

New Business:

Hertzer (Kramer) moved that a donation to the tree committee be accepted. The motion passed.

Next Meeting and Adjournment:

The next Board meeting will be held on Saturday, July 15 following the Annual Meeting. Kramer (Schuman) moved that the meeting be adjourned.

Respectfully submitted,
Char Schuman,
Substitute Secretary

Annual Membership Meeting
Heidelberg Beach Association
July 15th, 2006

Opening Prayer: President Craig Peer called Annual Meeting for 2006 to order at 10:00 a.m. Rev. Bill Chidester opened the meeting with a prayer.

Membership Roll Call and Distribution of Ballots : Secretary, Linda Glaviano, called the roll of leaseholders, by lot numbers. Ballots for the election of Board of Trustee members for 2006-2009 were distributed with one ballot handed out per lot. Association members representing 63 lots were present and proxies were turned in for an additional 21 lots. Eighty-four lots were represented.

Minutes: Hertzer (Kramer) motioned to dispense with the reading of the minutes for the 2005 Annual Meeting. The motion was approved unanimously.

Treasurer’s Report: Treasurer, Charlene Schuman, distributed printed statements for the last twelve months ending June 30, 2006. Ray Schuman reviewed and explained the material. He then asked for questions. Dan Warder asked if there was a spending cap for the annual budget. Schuman answered that there were no limits, but that the Board reviews and approves each and all items at the November meeting each year. Schuman was thanked for all his work. The report was approved.

Report of Nominating Committee:

Charlene Schuman presented nominees for the Board of Trustees for the 2006-2009. They were Jane Chidester, Linda Glaviano, Jack Kramer, Tom Lukens, Roger Nehls and Norm Siebenhar. Schuman asked if there were additional nominations from the floor. Hertzer (Foote) nominated Barclay Rohrbaugh. Kramer (C. Springer) moved that nominations be closed. The motion was approved.

Bill Hertzer, Bill Chidester, Rick Herwerden and John Chidester were appointed as tellers.

Committee Reports:

Christian Work and Worship:

Barb Tereshko reported that 729 people attended the 10 church services held the previous season. Offerings for the services totaled $2358.98 with a net balance of $536.96 after expenses. The council voted to send the annual tithe and the September 4 offering to the Firelands Chapter of the America Red Cross for the Hurricane Katrina Relief Fund. The total donation was $825.00.

The council voted to use some of the funds to also upgrade the audio system with the addition of several speakers. This work will continue as additional needs are evaluated.

The main focus of last summers’ services was the celebration of 75 years of the Heidelberg Community coming together for worship.

Last summer also marked the retirement of Paul and Marion Rohrbaugh. They have been the resident planning team for summer services for many years. Barb referred to the expression that “its takes a village to raise a child.” She stated that they are finding that it takes a village to replace the Rohrbaughs.

Next, Barb made a motion to appoint Paul Rohrbaugh, Joan Margard, Bill Richardson and Janet Peer to serve as committee members for a two year term. The motion was seconded by Harry Bratton and passed unanimously.

Special Events:

Margaret Schuman thanked committee members Char Schuman, Harriet Ossman and Linda Glaviano. She reported that the committee will continue the social time following each church service. The committee was also thanked by Peer for hosting a get together time before workdays.

Utilities:

Harvey Foote reported that the cleaning of septic tanks had been scheduled to take place before the roads were paved and was completed in one day. He also reported that Erie Blacktop will be back to add berms to the sides of the road and that it appears that the water leak has been taken care of. Peer added that Erie Blacktop will be using the left over asphalt for the berm that was removed from the roads before paving.

ODNR:

Since Rick Herwerden was an election teller, Peer summarized his report. He stated that the ODNR continues to claim land according to low water mark. The Great Lakes Group has been defined as a class in Lake County and will move forward with their class action suit against ODNR. The resolution of this suit will guide future decisions that may need to be made at Heidelberg.

Safety and Recreation:

Joe Tereshko thanked the many volunteers who help keep the Beach a safe place. He particularly thanked Harry Bratton and Dick Beck for their recent work.

Pavilion:

Carol Dunkle was unable to be present to give her report. Peer thanked the cleaners who get the pavilion ready for worship services each Sunday.

Real Estate:

Mary Chidester, Real Estate Trustee, reported seven separate transfers during the past year. A majority of the transfers were for estate planning purposes, mainly from an individual to a trust. A few transfers rearranged percentage interests in the leasehold interest among the same owners for personal preference or due to the death of one of the leaseholders. Another transaction was the transfer of lot 33 West Virginia from Ron Pretzer to Charlene Schuman. Several transactions are pending including that of Lots 9 and 10.

She reminded all members that any transfer of a lease, including transfers to Trusts, must have prior written approval by the Board. Mary stated that she is more that happy to help any members who may have questions or need assistance.

Insurance:

Craig Peer reported that the carrier for Beach liability insurance remains the same. The amount of coverage is $1,000,000.

Zoning and Building:

Bill Hertzer stated that there was nothing new to report.

Trees:

Jane Chidester stated that there was nothing new to report since the Association has been kept up to date on new tree plantings and annual tree maintenance via the Web site and Sandscribes.

The Committee will continue to annually evaluate what tree maintenance needs to be done. She requested that members continue to report any issues that they may notice and let her know of any suggestions.

Grounds and Creek:

Bill Hertzer gave thanks to the many people who have helped add to the beauty of the grounds. He also thanked Harvey Foote for doing an excellent job with the mowing.

Beach and Bank:

Tom Lukens thanked everyone who helped during Fall and Spring Workday. He reported that a Beach and Bank Workday will be held on Saturday, July 29. It will begin with coffee and donuts in the pavilion at 9:00 am and work will begin at 10:00 am. Plans include the removal of weeds and brush behind the Boat House along with other tasks. Peer thanked Tom for his work and that of the committee.

Recycling:

Pam Seymour reported that recycling is going well with one exception. When the bins are full, recycling is being left in small bags around the containers. This attracts animals and ants and makes cleanup difficult. She requested that members use the large, black bags that are always hanging from the handle of the containers if bins are full.

She reviewed what materials are appropriate for the recycling containers. They include glass, cans and plastics. Plastics must have a recycling symbol on them and be either # 1’s or 2’s. No other plastics are accepted at the Recycling Center where they are taken. Materials may be mixed and it greatly helps if containers are crushed.

Newspapers cannot be recycled. These need to be taken directly to containers in the Vermilion Library parking lot or the Township Garage on Stanley Rd.

Communications (Publicity Committee):

John Macko reported that this committee maintains the Heidelberg Beach Web site and publishes and distributes the Sandscribes newsletter. Suggestions for improvements to either are always welcome.

All Heidelberg residents are encouraged to report news items. Contact information is available on the Web site and in the Sandscribes. In particular, he asked that members share personal items, such as a births, graduations, weddings, etc., with other members of the community.

It was also requested that the Committee be informed of address changes, both email and postal. There is an area on the site where members can make a request to be added to a list to get an email each time the site is updated.

Tennis Club: No report.

Boat Club: Jack Kramer reported that the Committee hasn’t met during the past season. They continue to maintain the Boat House.

Old/New Business:

Peer asked members for comments.

Marion Rohrbaugh thanked everyone for their work with the grounds and the community.

Harry Bratton reported on events in nearby communities that members might wish to attend.

Membership Rosters: Clarke Martin asked when an updated membership might be distributed. John Macko said that after their cottage is finished, he plans to develop an updated list online that will be changed on a regular basis. Hard copies of the list will also be made available as updates are made.

Election of new Board members: Peer reported that Jane Chidester, Linda Glaviano, Rogers Nehls and Barclay Rohrbaugh had been elected as Board of Trustees members for 2006-2009. Peer thanked all Board members for their work.

The meeting was adjourned at 11:05 am with the Lord’s Prayer.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 15th, 2006

Present: Craig Peer (outgoing president), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Harvey Foote, Linda Glaviano, Rick Herwerden, Bill Hertzer, Roger Nehls, Barclay Rohrbaugh and Charlene Schuman.

Absent/Excused: Sheila Henderson

Following the Annual Meeting 2006, outgoing President, Craig Peer called the meeting to order with prayer. He welcomed newly elected Board members and opened the floor for nominations for President for 2006-2007.

Election of Officers:

Bill Hertzer and Charlene Schuman were nominated for the office of President. Schuman was elected by written ballot. She then opened the floor for other nominations. Other elected officers were: Bill Hertzer, Vice President; Linda Glaviano, Secretary and Roger Nehls, Treasurer. Mary Chidester was reappointed as Real Estate Trustee.

Old Business:

Beach and Bank Workday (July 29, 10:00 am): The scope of what should be done during the Beach and Bank Workday was discussed. A list submitted at the last meeting by Tom Lukens, Chair of the Beach and Bank Committee, was reviewed. Castele (Rohrbaugh) moved that the list be approved with two exceptions. First, that the Pin Oak Tree (Item #2) not be removed and secondly, that the lower branches of the Tulip Tree (item #5) not be trimmed. The motion was approved with one dissenting vote. Schuman said that she will contact Lukens to let him know of the changes.

The need for a more comprehensive plan for the Beach and Bank area was discussed. A motion was made by M. Chidester (J. Chidester) to direct the Beach and Bank Committee to develop overall strategies and/or drawings for the whole Beach and Bank area with an emphasis on maintenance, beautification and erosion control. The plan and recommendations are to be presented to the Board for approval. The motion was passed unanimously.

New Business:

Christian Work and Worship: Bill Chidester and Barclay Rohrbaugh volunteered to be Board representatives on the Christian Work and Worship Council for 2206-2007.

Agenda Items for the next Board meeting: Several items need to be addressed at the next Board meeting. They include:

  • The continued revision of the Building Rules and Regulations.

  • Updating of Committee Assignments.

  • New members on the Orientation and Membership Committee. B. Rohrbaugh and L. Glaviano both indicated their interest.

Audit: A motion was made by Herwerden (Rohrbaugh) that Bill Hertzer and Will Pretzer be authorized to complete an audit for the books for July 1, 2005-June 30, 2006. It was approved unanimously.

Next Board Meeting: The next Board meeting is scheduled for Saturday, September 2 at 10:00 A.M. in the Pavilion. The rain location will be the cottage of Barclay Rohrbaugh.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
September 2, 2006

Present: Charlene Schuman (presiding), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Harvey Foote, Linda Glaviano, Sheila Henderson, Bill Hertzer, and Barclay Rohrbaugh

Absent/Excused: Rick Herwerden and Roger Nehls

Prayer: The meeting was opened with a prayer given by Rev. Bill Chidester.

Minutes of the previous meeting: Minutes from the previous meeting were approved as printed. Hertzer (Foote).

Treasurer’s Report: There was no Treasurer’s Report. Schuman reminded members that the proposed budget for the next fiscal year will be reviewed at the October 28th Board meeting.

Committee Reports:

Real Estate: Bill and Sharon Chidester have requested that their lease be transferred into their trust. M. Chidester (Hertzer) moved that the transfer be approved. The motion was passed unanimously.

Utilities:

  • Roads: Foote reported didn’t have any information about when Erie Paving will complete the work on the berms. However, he feels that it will be toward the end of the season when other paving work has been completed. J. Chidester asked how several drains that are lower than the road will be affected when the berm is added. Henderson (J. Chidester) moved that the Road Committee be authorized to spend up to a $1000.00 to have the drains raised before the berm is added. The motion was passed unanimously and the Road Committee was directed to check all drains and designate the ones that needed to be raised.

  • Electrical Work: Next, Foote reported that a pole near the barn needs to be replaced. The meter and wiring on the present pole will also need to be transferred. Hertzer (J. Chidester) moved that Foote be authorized to handle this project and contact an electrician to complete the wiring. The motion was passed unanimously.

New Business:

PA Systems: Schuman mentioned that she and other Board members have received numerous inquiries concerning the PA system. Board members on the Christian Work and Worship Committee were encouraged to talk with the committee to see what might be done to improve the quality of the system.

Recycling Program: It was reported that bags of recycling materials are still being left by the recycling barrels and are causing wildlife problems. Materials that cannot be recycled are also being still being left. This creates frustration and a mess for the members of the Recycling Committee. There may also be some illegal dumping by non residents.

Possible solutions were discussed including ending the recycling program and fencing in or locking dumpsters to limit access. Discussion will continue at a later date.

Fall Workday: Fall Workday was scheduled for Saturday, October 28. Donuts and coffee will be available at 9:00 AM in the pavilion and work will start at 9:30 AM. The Grounds & Creek Committee will provide information about what needs to be done. A Board Meeting was scheduled for the same day at 1:00 PM at the Charlene Schuman’s cottage.

Committee Members: A list of committees was passed around to be reviewed by members. Schuman requested that suggestions for changes and additions be emailed to her.

Audit: Hertzer reported that the books had been audited for the past fiscal year and were found to be in order.

Pavilion: It was reported that the walls in the pavilion are coming loose. B. Rohrbaugh (Castele) moved that David Rohrbaugh be asked to make repairs. The motion was passed unanimously. The need to scrape and repaint the pavilion was also discussed. The Board requested that the Christian Work and Worship Committee look into this and send a recommendation to the Board.

Old Business:

Building Rules and Regulations: The work on the revision of the Building Rules and Regulations continued. M. Chidester reviewed and summarized changes that were suggested during the June meeting and further revisions were made. M. Chidester requested that additional suggestions be emailed to her. She will add the revisions from this meeting to the document and distribute it to members. Discussion will continue during the next Board meeting.

Next Meeting and Adjournment: The next Board meeting will be held on Saturday, October 28 at 1:00 PM following Fall Work Day.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
October 28, 2006

Present: Charlene Schuman (presiding), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Harvey Foote, Linda Glaviano, Sheila Henderson, Rick Herwerden, Bill Hertzer, Roger Nehls, and Barclay Rohrbaugh

Absent/Excused: All members were present.

Prayer: The meeting was opened at 1:00 pm with a prayer by Charlene Schuman.

Minutes of the previous meeting:

The motion by Hertzer (Rohrbaugh) to accept the minutes as presented was approved unanimously.

Treasurer’s Report:

Financial Records: Charlene Schuman submitted a letter from Ray Schuman requesting that he be authorized to shred and/or destroy financial records prior to June 30, 1999, paying particular attention to any archival items, journals, pen posted ledgers and other similar materials that should be kept for future generations. A motion to approve this proposal was made by Nehls (Castele) and approved unanimously. The retained records will be stored at the residence of Ray and Margaret Schuman, 85 Michigan Road.

Board members expressed their thanks to Ray Schuman for his many of years of service to the Heidelberg community.

Budget: Roger Nehls, Treasurer, presented the proposed budget for next fiscal year. He reviewed suggested changes in line items. As a part of this review, he requested that a decision be made as to the approach to use to replace monies from the fixed asset and general funds that were used for the road re-paving project. Topics under discussion included:

  • The order in which funds should be replenished. Should the fixed asset fund be replaced before the general funds or should they be replaced concurrently?

  • The need to also build up further reserves in these funds for future projects.

Following discussion, a motion to replenish reserve funds first made by Glaviano (Henderson) was amended. The revised motion Glaviano (Rohrbaugh) stated that funds in both the fixed asset and the general funds be repaid proportionally and concurrently in the same way those funds had been used. The motion passed unanimously.

Nehls continued the review of line items. The variance of $4,150.01 in the water budget was due the leak found earlier in the summer. He suggested that the line item for Membership Goodwill might be shared with the Christian Work and Worship Committee since some of those funds were used for the coffee following church.

As the line item for trees was discussed, it was decided to hear a joint committee report from the Tree and Beach and Bank Committees. Jane Chidester, Chair of the Tree Committee, presented two estimates from the Leimeister Crane and Tree Service, Inc. The first was based on the yearly review of trees that is completed as a part of the on-going maintenance program for common property trees that are not on the bank. The proposed cost for the next year’s maintenance for these trees was $1620.00.

As the time that these trees were reviewed, J. Chidester (Tom Lukens, Chair of Beach and Bank Committee, was unable to attend) requested an estimate for the care of bank trees and undergrowth. The estimate Chidester received from the tree service for this project included maintaining the desirable trees (maples and pines) and removing others (ash, elm and box elder); removing the undergrowth; cutting down several trees (not the maples) behind the boat house and hauling away the brush. The total estimate for this project was $3950.00.

The combined total for the Tree and Beach and Bank Committee joint project for on-going tree maintenance and the Beach and Bank area proposal was $5580.00. Discussion concerning the proposal followed:

  • Members felt that it was a more than fair estimate for the cleanup of the bank.

  • It was felt that this project would bring the bank to the point where on-going yearly maintenance will maintain its appearance.

  • It was also felt that the Beach and Bank committee should start out with enough funding to possibly plant a ground cover on the cliff.

Jane Chidester (M. Chidester) moved that the joint project of the Tree and Beach and Bank Committee be approved and that funds for the project come from the current and proposed budget lines for the Beach and Bank and Tree Committees and from the reserve funds for Creek Maintenance on an as needed basis (thus no new assessments are required). The motion was passed unanimously.

Discussion of the budget continued. It was decided that the proposed amounts for the Tree and Beach and Bank were appropriate. Next, Bill Hertzer, Chair of the Grounds Committee, presented an estimate for the re-roofing of the barn. The estimate was from the same person who roofed the pavilion using the same quality and color of shingles. The estimate for the roof came to $850.00 with an additional amount of $60.00 for vents. Hertzer (B. Rohrbaugh) move that the Grounds Committee be authorized to complete the barn roofing and venting for a total cost of $910.00 and that the budget for this committee be increased by a thousand dollars. The motion was approved unanimously.

A proposal for grub control and weed & feed application for the promenade and front entrance area for the next season was given to the Grounds Committee with a request for a recommendation at the next Board meeting.

Hertzer (B. Rohrbaugh) moved that the proposed budget as amended be accepted. The motion was passed unanimously.

Real Estate: Mary Chidester reported that Joan and Werner Margard have requested a transfer of their two leases to their trust. A motion by M. Chidester () to transfer the leases of Werner and Joan Margard to the head Trustee of their trust was passed unanimously.

Next, Chidester reported that the new leaseholders for 9 and 10 Pennsylvania and the lots 66 and 67 Kentucky needed to meet with the Orientation Committee so lease transfers could be finalized. The required letters of recommendation for both leases had been submitted. Bill Chidester (M. Chidester) motioned that based on the letters of recommendation that had been received for Anne Hamilton and John Chidester (lots 66, 67 Kentucky) and Beverly Morris and Marilyn Buemi (lots 9 and 10 Pennsylvania that they be approved as members with the understanding that they are still required to meet with the Orientation Committee. The motion was approved unanimously.

Old Business:

Extra Mowing: Henderson (Hertzer) moved that Harvey Foote be authorized to mow an additional time to mulch the leaves. The motion was approved unanimously.

Further Committee Reports:

Roads: Schuman informed the Board that the final payment to Erie Paving was being held until they remove the remaining materials that have been left in the area near the barn.

Grounds: Hertzer presented a snow removal estimate from Harvey Foote for this winter season. The estimate was the same as the previous year for removing snow up to 6 inches. A motion by Hertzer (Herwerden) to approve the contract was approved unanimously. Next, Hertzer presented a mowing estimate from Foote for mowing for the next season. This estimate was also the same as the one for the previous year. Hertzer (Rohrbaugh) moved that the contract be accepted. The motion was passed unanimously.

New Business:

Committee Review: Schuman will appoint a Sub Committee to look at the possible revision of committees and their responsibilities.

Next Meeting and Adjournment:

Due to the agenda items that remained, it was decided to hold a Board meeting before Spring Workday was scheduled. The next Board meeting will be held in the C. Schuman cottage on March 10 at 11:00 AM . The meeting was adjourned at 3:20 pm.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
March 10, 2007

Present: Char Schuman (presiding), Roger Nehls, Barclay Rohrbaugh, Harvey Foote, Bill Chidester, Jane Chidester, Mary Chidester (acting as secretary) and Sheila Henderson.

Absent: Bill Hertzer, Dick Castele, Linda Glaviano and Rick Herwerden

Prayer: Char Shuman called the meeting to order. Bill Chidester offered a short prayer.

Minutes of the previous meeting:

The motion by Roger Nehls (Bill Chidester) to accept the minutes as presented was passed unanimously.

Treasurer’s Report:

Roger Nehls (Treasurer) presented the financial report through February 27, 2007. Adjustments to the allocation funds to certain expenses were discussed as well as the designation of cottages as Summer Residents, Half Year Residents or Full Year Residents. It was decided that no action was required at this time.

Further Committee Reports:

Real Estate: Mary Chidester (Real Estate Trustee) reported that the documentation for the consent to transfer lots 9 and 10 on Pennsylvania Road and lots 66 and 67 on Kentucky Road as approved at the last meeting, were still in process.

Utilities: Harvey Foote reported the next scheduled cleaning of the septic tanks would be in 2009. Those leaseholders requiring more frequent service will need to arrange for it on their own.

Trees: Jane Chidester reported that Leimeister completed the winter tree service, including the beach bank work on for the Beach & Bank committee.

Building/Zoning: Char Schuman on behalf of Bill Hertzer reported that Valerie Murray was going to submit plans to expand her cottage.

New Business:

The board members reviewed a signed a letter thanking Warren Henry, who spent considerable time and effort drafting sketch plans and calculating the estimated cost of installing a gravity sewer system and pump station at Heidelberg Beach. Mr. Henry is a friend of Bill Chidester and he has provided this information to the board for their consideration in planning for the long term financial needs of the community.

Jane Chidester reported that Rich Rommell of Pest Patrol is once again offering 4 exterior sprayings for $95.00. He can be reached at richr@idobugs.com or 1-800-847-4111. Mr. Rommell will spray our community buildings for free if 15 to 20 cottages sign up for his bug spraying service. The first treatment is scheduled for mid April.

Spring Work Day will be scheduled and coordinated by Tom Lukens. It was suggested that we should touch up the bank this spring to keep up with the work done by Leimeister.

Old Business:

Building Rules and Regulations: Mary Chidester led a discussion of the most recent draft of the revised Building Rules and Regulations. The board discussed many suggestions for improvement. A further revised draft will be prepared and circulated to the board members for review prior to the next board meeting.

Next Meeting/Adjournment:

The next meeting was set for May 5th at 10 am. The meeting will be held at Barclay Rohrbaugh’s cottage. There being no further business, the meeting was adjourned.

Respectfully submitted,
Mary Chidester
Secretary pro tem

Board of Trustees Meeting
Heidelberg Beach Association
May 5,  2007

Present: Charlene Schuman (presiding), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Harvey Foote, Linda Glaviano, Sheila Henderson, Rick Herwerden, Bill Hertzer, Roger Nehls and Barclay Rohrbaugh.

Prayer: The meeting was opened with a prayer by Char Schuman.

Minutes of the previous meeting: Minutes for the previous meeting were approved as written. (Hertzer, B. Rohrbaugh)

Approval of the Agenda: M. Chidester (R. Herwerden) moved that the agenda be approved as altered.

Treasurer’s Report:

R. Nehls reported on the Budget up through May 1, 2007. The water and electrical bills for the past month were not included. Nehls stated that he had received an unusually high trash bill that he would be checking on. Nehls suggested that the Membership Good Will funds that are used for the social time following church be funded through the Christian Work and Worship Committee rather than from General Funds. A motion by B. Hertzer (B. Rohrbaugh) to accept the report was approved unanimously.

Real Estate:

M. Chidester reported that the paperwork for the Chidester cottage (66, 67 Kentucky) had been finalized. Mary also mentioned that the Membership and Orientation Committee still needs to meet with several new leaseholders.

Other Committee Reports:

Beach and Bank: The list of jobs for Work Day on May 26 is ready. Coffee and donuts will be available at 9:30 am in the pavilion and work will begin at 10:00 am. Tom Lukens will be leading the work. Jane Chidester was thanked for including the list of suggested jobs in the recent issue of the Sandscribes.

Trees: Jane Chidester reported that she has received a request from Corrigans that some type of plantings be added to form an arboretum to screen the compost area. Funds are available to purchase new trees for this project and it may be possible to plant them during Work Day. Jane (R. Nehls) made a motion to approve the planting of 6 or 7 trees to obscure the compost area while still allowing for easy access to the area. The motion was approved unanimously.

Building and Zoning: Bill Hertzer reported that there was no business at this time.

Christian Work and Worship: Barclay Rohrbaugh stated that he is working on the church schedule for the upcoming summer. The Christian Work and Worship Committee have a meeting scheduled for 1:00 pm today.

Old Business:

Amended and Updated Building Rules and Regulations: Mary Chidester was thanked for all her work during the past year or more on the updating and revising the Building Rules and Regulations. The last change to these rules was made during the 70’s.

The most recent copy was reviewed. Suggestions for further changes included the need to provide the Building and Zoning Committee with more specific, detailed guidelines to define aesthetics and a clearer definition as to when a disposition from the Health Department is required.

R. Herwerden (B. Hertzer) moved that the Rules and Regulations be ready for approval at the next Board meeting on May 26. The motion was approved unanimously.

New Business:

Committee on Committees: The committee working on revising committees and their responsibilities will meet following the 1:00 pm Board Meeting on May 26.

Goodwill Fund: B. Rohrbaugh (S. Henderson) moved that the Goodwill Funds for the social hour following church come out the Christian Work and Worship Fund rather than the General Funds. The motion was approved unanimously.

New Directory: At last year's Annual Meeting, Jane Chidester and John Macko volunteered to update the Membership Directory. Jane presented the updated version. She reported that a print out will be available at this year's Annual Meeting. However, she and John will first send out individual leaseholder information to each member for approval. The directory will be available as a hardcopy and on-line. Any new changes will be updated on-line and will then be available to members. A motion made by R. Nehls (B. Rohrbaugh) to thank them for their work and authorize them to complete the new version of the directory was approved unanimously.

Certificate of Destruction: At a previous meeting, Ray Schuman had received Board approval to destroy past unessential treasury documents. A Certificate of Destruction certifying that 101 documents were destroyed on March 22, 2007 at 11:00 am for the records was given to the Secretary to keep with the records.

Next Meeting and Adjournment: The next Board Meeting will be held at 1:00 pm on Work Day, May 26. The meeting will be held in the pavilion.

Respectfully submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 26, 2007

Present: Bill Hertzer (president pro-tem), Dick Castele, Mary Chidester, Jane Chidester, Harvey Foote, Linda Glaviano, Sheila Henderson, Rick Herwerden, Roger Nehls and Barclay Rohrbaugh

Absent/Excused: Bill Chidester, Charlene Schuman

Prayer: The meeting was opened with a prayer by Sheila Henderson

Minutes of the previous meeting: R. Nehls (R. Herwerden) was made and passed unanimously that the minutes for the May 5, 2007 meeting be approved as written.

Treasurer’s Report: Treasurer, Roger Nehls, reported that Harvey Foote was paid for four mowings. Nehls also contacted the refuse company about the higher amount of the last billing. The contact person was also unable to find any reason for the change and the normal rate was paid.

Committee Reports:

Real Estate: Mary Chidester reported that she continues to work on leaseholds with several people.

Trees/Beach and Bank: It was reported that the arboretum to mask the compost area was purchased and planted during Work Day.

Christian Work and Worship: B. Rohrbaugh has ministers for all but one Sunday summer service. He is still looking for someone for July 22.

Old Business:

Revised Building Rules and Regulations: The updated final draft of the Building Rules and Regulations was reviewed. The wording for #18 was revised to read that a letter of disposition from the Erie County Health Department is required for the construction of a new building or any improvement to an existing building which include a bathroom. Discussion about this wording and change continued to be debated as it had been during previous meetings.

A motion was made by L. Glaviano (B. Rohrbaugh) to accept the final draft of the revised Building Rules and Regulations as written. The motion was passed with 7 for, 2 against and 1 abstention.

New Business:

Nominating Committee: The nominating committee for Board members for 2007-2010 was formed. Rich Herwerden will chair the committee. Sheila Henderson and Dick Castele will also be on the committee. Herwerden and Foote have served two consecutive terms and are not eligible for re-election. The report will be presented at the next Board meeting.

Taxes: R. Nehls reported that taxes will be due on July 6.

Regular Beach Raking: D. Castele reported that he has received requests from several members for weekly rakings of the beach during the summer season. Herb Foote has offered to do this for the cost of the gas. H. Foote can also do the same. D. Castele (B. Rohrbaugh) moved that either Harvey Foote or Herb Foote be authorized to rake the beach once a week beginning the first week in June through Labor Day with reimbursement for gas and other expenses. The motion was approved unanimously.

Letter: The letter that will be sent out with the revised and updated rules and regulations was approved with revisions.

Next Meeting and Adjournment: The next Board Meeting will be held on June 16 at 9:30 am in the pavilion. The rain location is B. Rohrbaugh’s cottage.

Respectfully submitted
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
June 16, 2007

Present: Charlene Schuman (presiding), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Harvey Foote, Rick Herwerden, Roger Nehls and Barclay Rohrbaugh

Absent/Excused: Linda Glaviano and Sheila Henderson

Prayer: The meeting was opened with a prayer given by Bill Chidester.

Minutes of the previous meeting: A motion was made by Bill Hertzer (Barclay Rohrbaugh) that the minutes for the May 26, 2007 meeting be approved as amended. The motion was passed unanimously. (Bill Chidester also absent).

Meeting agenda: Bill Chidester (Jane Chidester) moved that the agenda for the meeting be approved. The motion was passed unanimously.

Treasurer’s Report: Treasurer, Roger Nehls, reported that he is ready to close the year. Tax bills are due by July 6.

Committee Reports:

Real Estate: No report

Trees/Beach and Bank: No report

Christian Work and Worship: Bill Chidester reported that the purchase of a new sound system had been approved. Rosalie Nehls is acting as the liaison with the Social Committee for summer activities. A golf outing and a brat dinner are being looked at as summer events. Plans have yet to be finalized. A minister is still needed for July 22.

Old Business:

Nominating Committee Report: The nominating committee reported that they had five candidates for Board members for 2007-2010. Roger Nehls (Bill Chidester) moved that the committee be given the power to complete the slate. The final completed slate is Mary Chidester, Carol Dunkle, Jack Kramer, Charlene Schuman, Jack Corrigan and Tom O’Dougherty.

New Business:

Orientation Committee: Members appointed to the Orientation Committee were Charlene Schuman, Linda Glaviano and Barclay Rohrbaugh.

Audit: Jane Chidester (Barclay Rohrbaugh) moved that Bill Hertzer and Dick Castele be appointed to complete the annual audit. The motion was approved.

Next Meeting and Adjournment: The next Board Meeting will follow the Annual Meeting on July 21. A main agenda item will be the election of officers.

Respectfully submitted,
Charlene Schuman,
Acting Secretary

Annual Membership Meeting
Heidelberg Beach Association
July 21, 2007

Opening Prayer: President Charlene Schuman called annual meeting for 2007 to order at 10:00 a.m. Rev. Richard Henderson opened the meeting with prayer.

Membership Roll Call and Distribution of Ballots : Secretary, Linda Glaviano, called the roll of leaseholders by lot numbers. Ballots for the election of Board of Trustee members for 2007-2010 were distributed with one ballot handed out per lot. Association members representing 68.5 lots were present and proxies were turned in for an additional 25 lots. The total lots represented were 93.5.

Minutes: John Macko (Tom Eshelman) motioned to dispense with the reading of the minutes for the 2006 Annual Meeting. The motion was approved unanimously.

Treasurer’s Report: Treasurer Roger Nehls distributed printed statements for the last twelve months ending June 30, 2007. He reviewed and explained the statement. Nehls reported that water usage is back to normal after the leak was found and repaired. He also reported that taxes are up for most individual leaseholders and for the Association. The Road Reserve fund and general funds are being replenished. Nehls thanked Ray and Margaret Schuman for helping him during his transition to the office of Treasurer. A motion made by Bill Hertzer (Jack Kramer) that the Treasurer’s Report be accepted was approved.

Report of Nominating Committee:

Rick Herwerden presented nominees for the Board of Trustees for the 2007-2010. They were Mary Chidester, Jack Corrigan, Carol Dunkle, Jack Kramer, Tom O’Dougherty and Charlene Schuman. There were no additional nominations from the floor. A motion to accept the slate of nominees was made by Herwerden (C. Peer) and approved.

Tellers: C. Schuman appointed John Chidester, Barclay Rohrbaugh and Barb Tereshko as tellers.

Committee Reports:

Beach and Bank: Tom Lukens thanked Herb Foote for the weekly cleaning of the beach this summer. He thanked everyone who helps keep the grounds and bank looking so well. A need to place the buoys to mark the swimming area was raised. Lukens will coordinate their placement.

Building and Zoning: Bill Hertzer stated that there was nothing to report at this time.

Christian Work and Worship: Janet Peer reported that 659 people attended worship services during the summer of 2006. Offerings totaled $2348.45. The tithe of $200.00 from this offering was given to the Heifer Project and two inner-city churches received $150.00 each. She asked that members contact her with ideas for recipients of the tithe for the current season.

She reported that plans for a PA system have been put into motion. Currently, the amplifier, speakers and microphones are working. Other changes to the system are under consideration.

Several get-togethers are being planned including a golf outing and a Brat Fest on August 4. Peer thanked Jane Chidester and John Macko for compiling the new directory.

Grounds and Creek: Bill Hertzer reported that Weed and Feed had been used on the promenade area and that there will be one more treatment in the fall. He thanked Harvey and Joyce Foote and other members for their help maintaining the grounds. Members were reminded of the need to slow down and pay attention to the 10 mile an hour speed limit whether they are in a golf cart, a car or any other vehicle.

Insurance: Craig Peer reported that we are staying with the current carrier. There have been no rate changes or claims.

Membership Orientation: Schuman reported that the Orientation Committee needs to meet with several new leaseholders.

ODNR: Carol Dunkle that the ODNR is backing off from their claim of owning lake front property at the low watermark. Gov. Strickland supports this decision.

Pavilion: Carol Dunkle thanked all those who help with the cleaning of pavilion for church services and other events. Char Schuman can be contacted with requests to use the pavilion.

Real Estate: Mary Chidester reported that a majority of the transfers for this year were for estate purposes, primarily from an individual to a trust. Two transfers that have been in process for some time were finalized this year. Marilyn Buemi and Beverly Morris now hold the leasehold interest for Lots 9 and 10 on Pennsylvania Road and Anne Hamilton, Jane Eshelman and John Chidester jointly hold the leasehold interest in Lots 66 and 67 Kentucky.

Chidester reminded members that any transfer of a lease, including transfers to trusts for estate planning purposes; require the prior written approval of the Board of Trustees.

Safety and Recreation: Joe Tereshko thanked Harvey Foote and Harry Bratton for their work in the playground area. He also thanked Dan Warder for painting the car at the playground and the entrance posts.

Sandscribes/Communications: John Macko reported that the Publicity Committee maintains the Heidelberg Beach Web site and publishes and distributes the Sandscribes, The committee publishes 6 to 8 Sandscribes per year and the Web site is usually updated immediately. Any suggestions for improvement for either the Sandscribes or the web site are always welcome; and all residents are encouraged to report news items.

This year, the committee took on the added responsibility of creating a new Membership Directory. The Directory is produced from a database. Macko reported that there are two specially-formatted versions of the Directory that may be downloaded form the Website. One is for printing out the Directory and the other is an electronic copy to keep on individual computers. He requested that members let him know of any changes to addresses, phone numbers and email addresses.

Social: Schuman reported that the Social Committee is working with Christian Work and Worship to plan the Brat Fest. The committee continues to provide refreshments following the summer worship services.

Trees: Jane Chidester reported that the major effort during the past year was the coordinated work done with the Beach and Bank Committee to have the undergrowth and dead trees removed and the remaining trees trimmed along the entire expanse of the beach bank. There was also routine maintenance done on the trees around the community as a whole. Also, at Spring Workday, a row of Arborvitae was planted to obscure the compost pile behind the shed.

The committee will walk the whole property with the tree service in the fall to check for any visible issues. The committee relies also on feedback from members to let them know if anything needs to be looked at.

Following her report, several members commented that it is now difficult to get a vehicle into the compost area. Jane said that the Tree Committee will look into the matter.

Utilities: Harvey Foote reported that the next septic tank cleaning will take place in 2009. He requested that members follow the speed limit for the safety of other residents.

Boat Club: Jack Kramer reported that the Boat Club held no meetings during the past year. He stated that right now there are no vacant spots for new members. However, he can be contacted by those who interested in knowing when a vacancy comes up.

Tennis Club: Jim Schneider presented the club’s report for Ruth. He reported that everyone has paid their dues and that there are good reports about the work that was done to the surface of the court.

Old Business:

Building Rules and Regulations: Schuman opened discussion concerning the Amended and Restated Rules and Regulations that were approved by the Board.

She informed Association members that Board had tried to maintain the trust that was given to them when the Board was directed to update the Rules and Regulations. Hertzer added that the Board had spent many hours going through the Regulations.

In the discussion that followed, members expressed their concerns that the Board had gone beyond what had been requested and that the rewritten and reworded rules were too restrictive and did not allow members their individuality. It was felt that minor exterior changes should not require approval before being completed.

Richard Henderson (Nancy Lukens) moved that the Board be directed to rescind the document known as the Amended and Restated Rules and Regulations and block the enforcement of the said rules in the document. He stated that the document as it stands will breed mistrust among neighbors. Following discussion, the motion was passed.

A letter from Jennifer Sullivan and David Rohrbaugh expressing their concerns was read. Mary Chidester stated that it was not the intent of Board to “handcuff” people. The intent was to increase communication among members. She also added that most of the rules were taken directly from the previous Building Rules and Regulations.

Nancy Lukens moved that comments, concerns and suggestions regarding the former Amended and Restated Rules and Regulations should be directed to the Board in writing. Sheila Henderson (Claudia Springer) moved that this motion be amended to include town meeting/s at which leaseholders could express their suggestions. This motion was passed by the majority using a hand count. (Comments can be sent to Bill Hertzer, the Chairman of the Zoning and Building Committee).

Dora Richardson (Carol Dunkle) moved that the Board be directed to re-revise the previous Rules and Regulations and submit this document to the membership for a vote at the next Annual Meeting. Following discussion, R. Henderson called for a vote on the motion. It was passed using a hand count.

New Business;

Assessments: Will Ossman expressed his concerns that Ohio Road residents’ assessments for Beach operating costs are higher than other leaseholders due to fact that their Erie County tax rate is higher. Ossman stated that property taxes along Lake Road are 8 times higher than in 1994. He suggested that operating expenses should be divided in a different way.

Ossman then moved that an Ad Hoc Committee be formed to review ways to divide up operating expenses according to a more equal basis and that this committee report be given back to the Board and then be presented at the next Annual Meeting.

Discussion followed. Tom Lukens called for a vote. The motion was approved using a voice vote.

By Laws: Craig Peer (Bill Hertzer) moved that the Board appoint an Ad Hoc Committee to amend and make changes to the By Laws particularly in regard to the term limits for Board members and that the committee report back at the next Annual Meeting.

Several people spoke to this motion. Questions were raised about how this would effect the positions such as Real Estate Agent and Treasurer which require specialized skills. Carol Dunkle (Dora Richardson) made a motion to include discussions about the By-Laws as a part of town meeting/s. The motion as amended passed.

Election of new Board members: Schuman reported that Mary Chidester, Jack Corrigan, Carol Dunkle and Jack Kramer had been elected to the Board of for 2007-20010. Schuman thanked outgoing Board members, Harvey Foote and Rick Herwerden, for their work.

Adjournment: The meeting was adjourned at 12:40 pm with the Lord’s Prayer.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 21, 2007

Present: Charlene Schuman (outgoing president), Mary Chidester, Jane Chidester, Jack Corrigan, Linda Glaviano, Sheila Henderson, Bill Hertzer, Jack Kramer, Roger Nehls and Barclay Rohrbaugh

Absent/Excused: Dick Castele and Bill Chidester.

Election of Officers: Charlene Schuman, outgoing president, opened the floor for nominations for officers for the upcoming year. The officers elected were:

President: Bill Hertzer
Vice President: Barclay Rohrbaugh
Secretary: Linda Glaviano
Treasurer: Rogers Nehls
Real Estate Trustee: Mary Chidester

Following the election, Bill Hertzer thanked Char for her hard work as president.

Next Meeting and Adjournment: The next Board Meeting was scheduled for Saturday, September 1, at 10:00 am in the pavilion. The rain location is Barclay Rohrbaugh’s cottage.

Respectfully submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
September 1, 2007

Present: Bill Hertzer (presiding), Bill Chidester, Mary Chidester, Jane Chidester, Dick Castele, Jack Corrigan, Carol Dunkle, Linda Glaviano, Sheila Henderson, Jack Kramer, Roger Nehls and Barclay Rohrbaugh.

Opening Prayer: The meeting was opened at 10:05 am with a prayer given by Rev. Bill Chidester.

Minutes: A motion made by Corrigan (Rohrbaugh) to approve the minutes for the July 21 meeting as written was passed unanimously.

Treasurer Report: Nehls reported that he will pay the income taxes during this next week. He also reported that there was a tree removal bill to pay.

Nehls asked about the Beach’s liability insurance. Craig Peer has been taking care of it during the past several years and he wondered if there is also a committee. It was decided that it was time to review the Beach’s coverage. J. Corrigan will ask Neil Corrigan to review the policy and N. Corrigan and Craig Peer were invited to present a summary at the next Board meeting.

It is the ultimate responsibility of the Treasurer to pay the bill for the liability insurance.

Committee Reports:

Real Estate: No report

Tree Committee: J. Chidester, Chair of the Tree Committee, reported that lighting damage to an Association tree near 8 Pennsylvania revealed extensive decay. After receiving a note from the leaseholder and consulting with the Board president and tree committee, a decision was made to remove the tree. The committee decided to have work done by the tree service which is used regularly for on-going Beach tree maintenance. This company is licensed and bonded. A motion by Rohrbaugh to approve payment of the bill for removal of the tree was approved unanimously.

Building and Zoning: Hertzer reported that Paul and Marion Rohrbaugh are adding a foundation to their cottage. There will no change in the footprint of the property.

There were no other committee reports.

Old Business:

Executive Committee: Hertzer requested that an Executive Committee (four officers and three additional members) be formed. This committee will be in place if an emergency meeting needs to be called. Members of the committee will be Bill Hertzer, Barclay Rohrbaugh, Roger Nehls, Linda Glaviano, Jane Chidester, Jack Kramer and Dick Castele. A motion made by Rohrbaugh (Henderson) to approve the committee’s membership was passed unanimously.

Ad Hoc Committees: The next item of business was the formation of the three Ad Hoc Committees voted on at the 2007 Annual Meeting. Before looking at membership, the logistics for keeping the Board and the Heidelberg community informed of the committees’ progress was discussed.

  • It was decided that committee chairs should regularly send detailed, updated reports to the Sandscribes/Publicity Committee so they can be published on the website and in the Sandscribes.

  • Suggestions, feedback and questions from members should be directed by either email or letter to the committee chairs.

  • The committees were charged with the responsibility of presenting their final product in draft form to the Board by Spring Workday, 2008.

  • The Board will review the drafts and the final documents will be then presented for vote at the 2008 Annual Meeting.

Ad Hoc Committee Members: Using the sign up lists passed around at the Town Meeting, Hertzer presented preliminary memberships and chairs for each committee. Revisions were discussed and the following committees were formed.

Ad Hoc Building Rules and Regulation Committee: Sheila Henderson (Chair), Don Seymour, J. David Hertzer, John Chidester, Will Ossman, Tom Lukens and Rick Herwerden. A motion made by Rohrbaugh (Kramer) to approve this committee was passed unanimously.

Ad Hoc By-Laws Committee: Jack Kramer (Chair), Craig Peer, John Macko, Dick Henderson, Dick Castele and Dora Richardson. A motion to approve this committee was made by B. Chidester (Castele) and passed unanimously.

Ad Hoc Assessments Committee: Jack Corrigan (Chair), Barclay Rohrbaugh, Bill Chidester, Roger Nehls, Joe Tereshko, Dan Warder, Will Ossman, Bill Richardson and Nancy Lukens. A motion to approve this committee was made by M. Chidester (Rohrbaugh) and passed unanimously.

New Business:

General Rules and Regulations: There was discussion as to whether it is also necessary to form an Ad Hoc Committee to look at General Rules and Regulations. After discussion, it was decided to postpone this due to the fact that residents were already involved with the three other committees. However, the secretary was asked to keep an updated list for suggestions and additions to the Rules as they are brought up.

On-going Committees: Bill Hertzer will review on-going committee memberships and report back at the next meeting. Members who are interested in volunteering for committees or who no longer wish to volunteer should contact Bill Hertzer.

The Orientation Committee made up of Barclay Rohrbaugh, Linda Glaviano and Charlene Schuman, still needs to meet with several new leaseholders.

Fall Work Day: Fall Work Day was scheduled for Saturday, October 20. Coffee and pastries will be available in the pavilion at 9:30 am and Work Day will start at 10:00 am. A Board Meeting will be held at Barclay Rohrbaugh’s cottage at 1:00 pm. Nehls requested that any new requests or changes in budget items for the next year be submitted to him in advance of this meeting.

Adjournment: The meeting was adjourned at 11:20 am.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
October 20, 2007

Present: Bill Hertzer (president), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Jack Corrigan, Carol Dunkle, Linda Glaviano, Roger Nehls and Barclay Rohrbaugh.

Absent/Excused: Sheila Henderson and Jack Kramer.

Opening: President Bill Hertzer opened the meeting with prayer at 1:00 pm following Fall Workday.

Minutes: The minutes for the September 1, 2007 Board meeting were approved as written. (Corrigan, Castele)

Treasurer’s Report: Treasurer, Roger Nehls, presented the proposed budget for July, 2007 to June 30, 2008. He reviewed each of the line items in the draft budget.

There were increases in several areas including mowing, trees, refuse, stationary and services. Decreases occurred in water. Membership Good Will funds were also less due to the transfer of the funding for church related social functions to the Christian Work and Worship Committee. Funds continue to be recouped from the road repaving project in the "Community Prop. RE Tax" area of the budget.

The floor was open for questions. Castele asked if enough funds had been budgeted for the Beach and Bank Committee to continue maintenance of the bank area. Nehls said that there would be enough funds to cover an estimate of $600.00 that Jane Chidester received from Leimeister Tree Service for this work. Nehls felt that the remaining funds would cover other miscellaneous maintenance costs. J. Chidester (Castele) moved that $600.00 from the Beach and Bank fund be allocated to maintain the bank area. The motion was approved unanimously.

J. Chidester reported that she received a request from Dan Warder concerning the maintenance of the entrance lights. He reported that he can no longer maintain the fixtures and requested that they be replaced. Nehls stated that the funding for new fixtures would be under miscellaneous ground funds. There was discussion as to which committee should follow up on this request. B. Rohrbaugh (Castele) made a motion that $120.00 be allotted for new fixtures and that J. Chidester be authorized to make the purchase. The motion passed unanimously. The Board thanked John Macko for his willingness to install the new lights.

Castele asked for further information concerning the assessments based on property values for the new budget period. Nehls stated that the proposed budget was based on the assumption that property values would remain much the same during this next year due to last year’s reassessments.

Dunkle (J. Chidester) moved that the budget be accepted and the motion was passed unanimously.

Committee Reports:

Real Estate: There was no report

Tree Committee: J. Chidester reported that she completed the annual walk through for tree maintenance with Leimeister Tree Service. This year, she received numerous requests from members concerning tree work. The estimate for the proposed maintenance totaled $4300.00. This estimate was reflected in the line item for this committee in the new budget. J. Chidester (M. Chidester) moved that the estimate for the proposed work be accepted. The motion was approved unanimously.

Grounds and Creek: Hertzer presented a proposal from Harvey Foote for the snow removal contract. The proposal is the same as the one for last winter. Dunkle will contact the alternate snow plow company on an as needed basis. Hertzer (Castele) moved that Foote’s proposal be accepted and the motion was approved unanimously.

Hertzer also presented Foote’s proposal for the mowing contract for the next season. It included a 10% increase due to the rising cost of gas. Hertzer (Glaviano) moved that it be accepted and the motion was passed unanimously.

Pavilion: Dunkle reported that Dan Warder was scraping and painting the pavilion columns and that he will be submitting a bill for reimbursement for the paint. Warder was thanked for taking on the project.

Old Business:

Audit Report: Hertzer reported that the books had been audited by both Hertzer and Castele and that all was in order.

Insurance Review: J. Corrigan presented a review of the Beach Insurance Policy completed by Neil Corrigan. The pavilion and shed are each covered. There is $1,000,000.00 of liability per incident and that the Board officers also are covered for liability. The premium is also in line with the coverage. He also mentioned that it is always a good idea for individual members to still carry individual liability insurance. Neil Corrigan was thanked for his work.

Committee Assignments: Hertzer presented changes made to Heidelberg committees. They included:

Coastal Legislation: Rick Herwerden had requested previously that he be taken off this committee due to time constraints.

Finance and Budget: Roger Nehls and Dick Castele were added to this committee and Nehls will be the Chair.

Grounds and Creek: Dan Warder, Mark Hayman and Jack Corrigan were added to this committee.

Membership and Orientation: Barclay Rohrbaugh, Linda Glaviano and Charlene Schumann will make up this committee with Rohrbaugh as Chair.

Council of Christian Work and Worship: Barclay Rohrbaugh was added to the committee list and Janet Peer will chair.

Real Estate and Insurance: Real Estate and Insurance were divided into separate committees with Craig Peer as Chair for Insurance and Mary Chidester as Chair for Real Estate.

Special Events: Charlene Schuman will chair this committee.

Trees: Jane Chidester and Bill Richardson will be co-chairs of this committee.

Zoning and Building: Bill Hertzer will chair this committee.

B. Chidester (B. Rohrbaugh) moved that the committee changes be accepted. The motion was approved unanimously.

Reports from Ad Hoc Committees:

Building Rules and Regulations: This committee will hold its first meeting on Oct. 27, 2007.

Assessments: Jack Corrigan has received information for this committee from several Beach members. After reviewing the information, the first meeting will be scheduled.

By-Laws: No report.

New Business:

Playground area: Bill Chidester reported that they will be replacing the bench in the playground area that was given in memory of his father with the same type of bench used along the front promenade.

Grounds Weed Treatment: The Grounds and Creek Committee will assess the effectiveness of the current lawn treatment program (2 treatments per year) and report back at the next meeting.

Next Meeting: The next Board Meeting was scheduled for March 29, 2008 at 10:00 am at the cottage of Barclay Rohrbaugh. Spring Workday will be scheduled at that time. Corrigan (Rohrbaugh) moved the meeting be adjourned at 2:30 pm.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
April 12th, 2008

Present: Barclay Rohrbaugh (president pro-tem), Dick Castele, Mary Chidester, Jane Chidester, Jack Corrigan, Linda Glaviano, Sheila Henderson, Jack Kramer and Roger Nehls.

Absent/Excused: Bill Hertzer, Bill Chidester and Carol Dunkle

Opening: Barclay Rohrbaugh, president pro-tem, called the meeting to order at 10:05 am. Sheila Henderson opened the meeting with prayer.

Minutes: The minutes for the October 20, 2007 Board meeting were approved as corrected. (Kramer, Nehls)

Treasurer’s Report: Treasurer, Roger Nehls, reported that all bills have been paid with the exception of a bill for $1500.00 for snow removal. It will be paid this next week. Nehls reported that the cost of snow removal for this winter was more than the amount included in the budget for 2007-2008.

Nehls also reported that millage rates were less than expected. This occurred because the Erie County Tax Office reassessed the rates for the nine lakefront cottages. Including these assessments with others at the Beach, the rate was approximately $100,000 less than last year.

A short discussion concerning reassessment followed. Nehls felt that it might be due to phone calls from enough lake front residents. The lake front promenade area was not included in the reassessment. A motion made by Kramer (Henderson) that the report be accepted was passed unanimously.

Committee Reports:

Real Estate: Mary Chidester reported that there were several real estate matters pending. She will report on these at future meetings.

Tree Committee: J. Chidester reported that maintenance is on-going.

There were no further committee reports.

Old Business:

Reports from Ad Hoc Committees:

Building Rules and Regulations: Sheila Henderson reported that the committee is close to having a proposal to present at the Workday Board meeting.

Assessments: Jack Corrigan has received information for this committee from many residents. He is gathering the data and the committee will meet within the next couple of weeks.

By-Laws: The first meeting for this committee is scheduled for today, April 12, at 1:00 pm.

Jack Kramer requested that an announcement be put in the Sandscribes requesting input and comments from Beach members for any of the ad hoc committees.

Entrance lights: Jane Chidester reported that the entrance lights have been replaced. New wiring was also needed since the older wiring crumbled when the lights were changed. The lights are different than what was originally planned. They are much studier and are made of cast iron aluminum. The lights also have a lifetime guarantee. Jane thanked Kathy and Mark Hayman for donating these lights as a memorial for several family members.

John Macko and Jane were thanked for their help with the installation of the lights. Board members also expressed their thanks for the donation from the Haymans.

New Business:

Nominating Committee: Sheila Henderson was appointed as Chair of the Nominating Committee. Members of this committee include Bill Hertzer, Dick Castele, Jack Corrigan and Linda Glaviano.

Spring Workday: Spring Workday was scheduled for Saturday, May 24. Refreshments will be available at 9:30 AM in the pavilion and work will begin at 10:00 AM. Bill Hertzer will develop a list of work projects.

A Board meeting will be held at 1:00 PM in the pavilion. The rain location will be the Henderson cottage.

Blue-Green Algae: Jack Kramer reported that problems with blue-green algae at Maumee Bay continue and that there may be some problems with it at Heidelberg this summer. The algae have increasingly become a problem due to nutrients running off into rivers that flow into the lake. Jack said that at this point, strategies as to how to handle the algae are still being developed.

Adjournment: Kramer (Rohrbaugh) moved that the meeting be adjourned.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 24th, 2008

Present: Bill Hertzer (president), Dick Castele, Bill Chidester, Mary Chidester, Jane Chidester, Jack Corrigan, Carol Dunkle, Jack Kramer, Sheila Henderson, Linda Glaviano and Barclay Rohrbaugh.

Absent/Excused: Roger Nehls

Opening: President Bill Hertzer opened the meeting with prayer at 1:00 pm following Spring Workday.

Minutes: The minutes for the April 12, 2008 Board meeting were approved as read. Jack Kramer (Henderson)

Treasurer’s Report: No report

Committee Reports:

Real Estate: No report

Trees: No report

Beach and Bank: There was no report. It was decided to have the beach groomed again during the summer season.

Grounds and Creek: Bill Hertzer reported that he is still trying to contact the service that is used for the weed application to the front promenade.

Nominating Committee: Sheila Henderson reported that the Nominating Committee is still contacting members to run for trustees. So far, three members have accepted.

Social Committee: A letter from the Social Committee was read by Linda Glaviano. Due to other obligations, the members of this committee tendered their resignations. The current committee members will be able to provide refreshments for the first church service scheduled for the last Sunday in June.

It was suggested that the Christian Work and Worship Committee might like to consider taking over the responsibilities of this committee. Bill Chidester and Barclay Rohrbaugh will ask the committee to consider this at their next meeting.

Board members extended their thanks to the current members of the Social Committee for providing refreshment for the social time following church services for the past several years.

Bill Hertzer will check with Char Schuman to find out if she wants to continue being the contact person for pavilion reservations.

Old Business:

Ad Hoc Committee Reports:

Building Rules and Regulation Committee: Sheila Henderson reported that the committee has met several times and is making progress. The committee will also meet after today’s Board Meeting. The committee plans to present their report at the next Board Meeting.

Assessment Committee: Jack Corrigan reported that he has met with Treasurer, Roger Nehls, several times and he continues put together information about assessments. The committee will be able to present their report at the next Board meeting.

By-Laws Committee: Jack Kramer reported that this committee is meeting today. This committee will be ready to report at the next Board Meeting.

Following the Ad Hoc Committee reports, there was discussion concerning how to make sure that all Heidelberg Beach members have the opportunity to study the proposals made by the Ad Hoc Committees. It was determined that more time was needed to make sure that members have the opportunity to provide feedback and suggestions before the reports are voted on at the Annual Meeting. The following motions were made:

Jack Kramer (B. Rohrbaugh) moved that the date of the Annual Meeting be moved from July 19 to Saturday, August 30, at 10:00 am with a Board meeting to following the meeting. This motion was passed unanimously.

Jack Corrigan (B. Rohrbaugh) moved that a Town Hall meeting be scheduled on Saturday, July 19, at 10:00 am to replace of the Annual Meeting. This motion was passed unanimously.

Time-Line for Ad Hoc Committee Reports:

Board Meeting: June 22 at 1:00 pm in the pavilion. At this meeting, reports from all Ad Hoc Committees will be presented and reviewed by the Board. Following this meeting, Linda Glaviano and Jane Chidester will work together to distribute committee reports in a timely manner to all Heidelberg members.

Town Hall Meeting to discuss the Ad Hoc Committees’ reports: Saturday, July 19, 10:00 am in the Pavilion.

Annual Meeting: Saturday, August 30, at 10:00 am in the Pavilion.

New Business: There was no new business.

Adjournment: The meeting was adjourned at 2:05 pm.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
June 22nd, 2008

Present: W. Hertzer, R. Nehls, M. Chidester, C. Dunkle, B. Rohrbaugh, J. Corrigan, J. Kramer, D. Castele, S. Henderson

Absent/Excused: B. Chidester, J. Chidester, L. Glaviano

Opening: The meeting was called to order by President Hertzer and opened with prayer.

Minutes: Nehls moved that the secretary’s report be approved as received. Castele seconded the motion and it passed unanimously.

Treasurers Report: Roger Nehls announced that all tax assessments have been paid. Rohrbaugh moved, Chidester seconded that the treasurer’s report be accepted. Motion passed unanimously. Roger asked that all outstanding bills due before the end of this fiscal year be forwarded to him. It was announced that D. Castele will oversee the yearly audit.

Committee Reports:

Real Estate: Mary Chidester announced that Ken Stone had assigned his lease to his trust. Ken is trustee with his daughters Beth Bodnar and Molly Richeson becoming trustees upon his death. Chidester moved, Kramer seconded the motion to consent to the lease assignment. Motion passed.

Grounds: Bill Hertzer announced that Liquid Weed and Feed had been applied to the grass on the Promenade.

Nominating Committee: Sheila presented the following slate of nominees for the board.

Dick Castele

Bill Chidester

Jim Dumke

Dick Henderson

Henderson moved, Rohrbaugh seconded that these nominees be presented for election at the Annual Meeting in August. Motion passed.

Christian Work and Worship/Social: Barclay announced that all preaching assignments for services from June 29th through August 31st have been filled. The committee has accepted the responsibility of providing ‘treats’ for the fellowship hour after the Sunday services. Rosalie Nehls will coordinate this. Anyone interested in helping should contact her. Upcoming dates for other fellowship activities are as follows:

  • Sunday, July 6th—Bring canned goods to church

  • Saturday, July 12th—2nd annual Heidelberg Beach Golf Outing—See Craig Peer for tee times

  • Sunday, August 3rd—Bring canned goods to church

  • Saturday, August 9th—Heidelberg Beach Chicken Roast and Pot Luck Picnic 5:30 p.m. Chicken and beverages will be provided. Leaseholders are asked to bring a side dish or dessert and table service. Donations will be accepted to defray costs

Old Business:

Ad Hoc Committee Reports:

Building Rules and Regulations: With sincere thanks and appreciation to the committee, Henderson presented the proposed Building Rules and Regulations to be presented to the membership at the July Town Meeting and Annual Meeting in August. After discussion, Nehls moved and Rohrbaugh seconded that the Building Rules and Regulations be accepted with additions and revisions. Motion passed. (It was suggested that at the Annual Meeting this document would be accepted or rejected as a ‘package’ and not approved item by item.) It was recommended that a letter be included with the ‘mailing’ of proposed Building Rules and Regulations. The letter would explain that any questions or comments would be welcome at the Town Meeting and/or people could contact Sheila Henderson.

Assessments: Jack Corrigan presented the current tax and assessment process as well as alternative options. Corrigan moved, Castele seconded that the current process and three alternate options will be drafted and mailed to the membership for presentation at the July 19th Town Meeting. Motion passed. From the discussion at the town meeting the two most viable options will be determined and those two options will be presented to the membership for vote at the Annual Meeting.

Bylaws: Jack Kramer gave much credit and thanks to the committee members. He presented the proposed Bylaw changes/amendments. Kramer moved, Castele seconded that the proposed bylaws be accepted with amendments.

The proposals from all three subcommittees will be mailed to all leaseholders prior to the Town Meeting.

Linda Glaviano and Jane Chidester will coordinate that effort.

Next meeting: The Board will meet following the July 19th 10:00 a.m. Town Meeting.

New Business: There was no new business.

Adjournment: Kramer moved, Rohrbaugh seconded that the meeting be adjourned. Motion passed.

Respectfully Submitted,
Sheila Henderson for Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 19th, 2008

A brief, informal meeting of the Board of Trustees followed the Town Hall Meeting that was held on July 19th at 10:00 AM.

Chairs of the Ad Hoc Committees for Building Rules and Regulations, By-Laws and Assessment were asked to have their committees meet to incorporate revisions to their proposals as suggested during the Town Hall Meeting. In order to have these revisions available to Association members before the August 30 Annual Meeting, a deadline of August 1 was established. Revised proposals will be sent to Jane Chidester.

Voting procedures at the Annual Meeting were also discussed. It was decided that the ballot normally used for voting for Trustees will also be used to vote on the proposals recommended by the Building Rules and Regulations and Assessment Ad Hoc Committees. The written proposal submitted by the By-Laws Ad Hoc Committee will be used as the ballot for this committee’s report.

The next Board of Trustees meeting will follow the Annual Meeting on August 30.

Respectfully Submitted,
Linda Glaviano
Secretary

Annual Membership Meeting
Heidelberg Beach Association
August 30th, 2008

Opening Prayer: President Bill Hertzer called Annual meeting for 2008 to order at 10:00 a.m. Rev. Dick Henderson opened the meeting with prayer.

Membership Roll Call and Distribution of Ballots: Secretary, Linda Glaviano, called the roll of leaseholders, by lot numbers. A ballot for the election of Board of Trustee members for 2008-2011 and the proposals recommended by the Ad Hoc Committees for Assessments and Building Rules and Regulations was distributed with one ballot handed out per lot.

The changes proposed for the By-Laws, as recommended by the Ad Hoc By-Law Committee, were handed out at the same time. Each member was asked to vote for or against each item as it was listed on the ballot. Association members representing 76 lots were present and proxies were turned in for an additional 19.5 lots.

Minutes: Jack Kramer (J. Macko) motioned to dispense with the reading of the minutes for the 2007 Annual Meeting. The motion was approved unanimously.

Treasurer’s Report: Treasurer, Roger Nehls, distributed printed statements for the last twelve months ending June 30, 2008. He reviewed and explained the statement. He reported that disbursements were up partially due to tree maintenance and snow removal. Nehls let members know that he plans to work with Dick Castele to make the Treasurer’s Report more user friendly before the next Annual Meeting. A motion to approve the report was made by Craig Peer (J. Macko). The motion was approved.

Report of Nominating Committee:

Sheila Henderson thanked the Nominating Committee members for their work and presented nominees for the Board of Trustees for the 2008-2011. They were Dick Castele, Bill Chidester, James Dumke and Richard Henderson. A motion was made by Jim Schneider (C. Schuman) to accept the slate.

Tom O’Dougherty asked for an explanation of the nomination process for new members of the Board of Trustees.

There were no nominations from the floor. Charlene Schuman (J. Kramer) to close the nominations was approved.

Hertzer appointed Rick Herwerden, Mark Hayman and Joe Tereshko as tellers.

Ad Hoc Reports:

Ad Hoc Committee chairs or members were asked for any comments before the voting began.

Building Rules and Regulations: Sheila Henderson thanked the Building Rules and Regulations Ad Hoc Committee for their work.

Assessments: Jack Corrigan thanked the Assessment Committee for their work and stated that the committee had settled on Option 2 feeling that it was the fairest for all members. Will Ossman also spoke in favor of the proposed change to assessments.

By-Laws: Craig Peer thanked the members of the Ad Hoc By-Law Committee for their work.

Hertzer thanked all committee members for their time and hard work.

Committee Reports:

Beach and Bank: Tom Lukens thanked everyone who had taken the time during the past year to help with the upkeep of the beach and bank. He specifically thanked Herb Foote for smoothing the sand every week.

Building and Zoning: No report.

Christian Work and Worship: Joan Margard reported that attendance for 2007 summer church services was 641. Offerings totaled $1965.00. In addition to the tithes listed in the Treasurer’s Report, a tithe of $200.00 was sent to the Navigators in June of 2008.

The PA system was the “Big Budget” item for the year and seems to be working out well.

The committee continues to offer new opportunities for activities to bring residents together. This summer, golf outings included several members. The Bratwurst Dinner was attended by 85 people and donations toward the event totaled $205.00. Donations will be used to fund future social get-togethers.

Joan thanked outgoing and remaining committee members for all their work. Joan asked Beach members for their support and help with such things as setting up and putting away the PA system and the Social Hour equipment. Anyone who would like to learn how to work the PA system just needs to ask. Vern Margard, who designs the bulletins for the church services, can also use help with the printing of the bulletins.

The committee requested that Joan Margard, Bill Richardson, Karen Herwerden and Kathy Hayman be nominated for four two year positions that come open on this committee in September, 2008. This slate was approved by members.

The committee also requested that Bill Chidester and Barclay Rohrbaugh be appointed by the Board for 1 year terms.

Grounds and Creek: Bill Hertzer gave thanks to the many residents who help keep the creek and grounds in great shape. He particularly thanked Joyce and Harvey Foote for all they do to keep the grounds up. Dora Richardson expressed her concern that the lawn service treating the promenade area is using the wrong spray which is killing flowers.

Insurance: Craig Peer stated that the committee plans are to continue with the same insurance carrier.

Membership and Orientation: There was no report.

Pavilion: Carol Dunkle thanked the members who had helped clean the pavilion to get it ready for church.

ODNR: Carol Dunkle reported that though progress has been made, this group still needs support. Governor Strickland has supported their side of the issue and so far their lawsuit has been approved as it has gone through the courts. However, it still needs to go to the Court of Appeals. Donations are still needed and work continues at all levels.

Real Estate: Mary Chidester, Real Estate Agent, reported that there was only one lease transfer this year and it was a current leaseholder to their trust. She reminded members that any transfer of a lease, including transfers to trusts for estate planning purposes, require the prior written approval of the Board of Trustees. Mary stated that she is more than happy to help anyone who may need assistance with a transfer.

Trees: Jane Chidester reported that the committee would like to move to a cycle of having tree maintenance completed every other year. The committee will still bring out the tree service to inspect the property annually. However, if there are no major problems and no expressed concerns from members, the tree maintenance will only be completed every other year. Money will still be requested for the tree budget annually, but in a smaller among to build up a reserve for the years when maintenance is required.

Clark Martin expressed his concerns about the growing tent caterpillar problem that is particularly noticeable near the entrance road. Jane said that the committee is contacting the tree service about what can be done.

The committee has also been working on the problem that trees growing on Ben Norton’s neighboring property are obscuring the view of the sunset. The committee has talked with him and he is not willing to have Tree Committee members trim them.

Bug Spraying: Jane Chidester also reported on bug spraying. A new service provider was used this year. Some residents had already been contracted by the previous service for this summer before it was known that a new service was being used. It is hoped that it will be possible to use one service next season. Jane asked members for their feedback about both services. After collecting it, an article will be printed in the Sandscribes with the results and the plan for spraying services during 2009. Pam Seymour suggested that it would be a good idea to ask the spraying service to treat the entrance pillars.

Publicity: Jane Chidester reported that the committee maintains the Heidelberg Beach website and publishes and distributes the Sandscribes. They also update the membership directory as needed. This year, the committee also helped with the printing and mailing of the Ad Hoc Committees’ proposals. She asked members to please let them know of any address changes. News about individual and family happenings is always welcome. The committee has also set up a public forum for comments and news.

Safety and Recreation: Joe Tereshko thanked Harry Bratton for his care of the playground area. He also thanked Dick Beck for his work on the swing set. Harry Bratton asked that no one stand on the swings.

Utilities: Harvey Foote reported that septic tanks will be cleaned early next spring. Dan Warder asked Harvey to let them know ahead of time when septic tanks will be cleaned. This way, other residents can assist him in getting ready.

Harvey asked if it was time to go back to having trash picked up once a week. Nehls reported that he has contacted the sanitation service and requested the change starting this next week. He has also requested a bar for one of the dumpsters, so only one dumpster can be used during the winter. He may need to make these arrangements a second time due to an upcoming company merger.

Boat Club: There was no report.

Tennis Club: Jim Schneider presented the report for Ruth. She thanked Norm Siebenhar for putting up and taking down the tennis net as well as storing the net during the winter. She also thanked Harvey Foote for putting up and taking down the volleyball net on the beach and storing it for the winter.

The balance in the Tennis Club’s account as of June 27, 2008 was $545.03. Dues for 2008 were $25.00. A current list of members was provided to be included in the Annual Meeting minutes.

Old Business:

Kate Foote asked members to please watch their speed and to tell any visitors to slow down. She asked if more speed signs are needed.

New Business:

  • Char Schuman let members know that David Rohrbaugh’s car had been broken into. She reported that there is apparently a group going around and entering unlocked vehicles. She reminded members to lock not only their cars, but their cottages.

  • Harry Bratton added that anyone seeing a paper in the driveway of someone who is not at home might put in their door.

  • Bill Hertzer thanked outgoing Board members (Sheila Henderson and Hertzer) for their six years of service.

Report of Election Results:

  • Since there were only four nominees for the four Board positions, a motion had been made before voting to accept the new Board members by acclamation. New Board members for 2008-2011 are Dick Castele, Bill Chidester, James Dumke and Dick Henderson.

  • The proposed changes to the Building Rules and Regulations as recommended by the Ad Hoc Committee passed.

  • The proposed changes in Assessment as recommended by the Ad Hoc Committee was not passed leaving assessments as they are.

  • At the close of the meeting, tellers were still tabulating the votes for the proposed changes to the By-Laws. The results were posted in the pavilion during the afternoon. All changes proposed by the Ad Hoc Committee except for using absentee ballots in place of proxies were passed.

The meeting was closed with the Lord’s Prayer.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
August 30th, 2008

Present: W. Hertzer, R. Nehls, M. Chidester, C. Dunkle, B. Rohrbaugh, J. Corrigan, J. Kramer, D. Castele, R. Henderson, B. Chidester, J. Chidester, L. Glaviano

Absent/Excused: James Dumke

The Board of Trustees met following the Annual Meeting 2008.

Election of Officers: Bill Hertzer, outgoing president, opened the floor for nominations for officers for 2008-2009. The following officers were elected:

  • President: Bill Chidester

  • Vice President: Barclay Rohrbaugh

  • Treasurer: Roger Nehls

  • Secretary: Linda Glaviano

  • Real Estate Trustee: Mary Chidester

The Board thanked Bill Hertzer for serving as president.

Old and New Business:

Future Meetings: Bill Chidester asked members for their input about what needed to be accomplished during the next meet and future meetings.

  • Bill stated that it was important to continue pursue the issues that had been voted on during the annual meeting and to keep them active.

  • It was suggested that committee membership be looked at. Revisions and clarifications also need to be made in committee responsibilities.

Christian Work and Worship: Bill Chidester asked Dick Henderson to take his place on the Christian Work and Worship Committee and he agreed.

Budget: The next Board meeting will be a budget meeting. Roger Nehls requested that committee chairs contact him ahead of time with any proposed increases or changes in their budgets. Nehls asked that these items be in writing so he can explain proposed budget changes to the Board. A reminder will be to committee chairs will be included in the Sandscribes.

Work Day: Work Day will be held on November 1 . Coffee and refreshments will be available at 9:30 AM in the pavilion. Work will begin at 10:00 AM. A Board meeting will follow at 1:00 PM.

Carole Dunkle reminded members that if they rake leaves away from their cottages that it will be easier for Harvey Foote to mulch them.

Rohrbaugh (Kramer) moved that the meeting be adjourned.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
November 1st, 2008

Present: Bill Chidester (presiding), Dick Castele, Jane Chidester (via speaker phone), Mary Chidester, Jack Corrigan, James Dumke, Carol Dunkle, Linda Glaviano, Richard Henderson, Jack Kramer, Roger Nehls and Barclay Rohrbaugh.

Prayer: The meeting was opened at 1:00 pm with a prayer by Bill Chidester.

Treasurer’s Report: Treasurer, Roger Nehls, presented the proposed budget for July 1, 2008 through June 20, 2009. He received a request from Bill Hertzer (the Grounds and Creek Committee) to add $400.00 to the budget for this committee in order to add a second weed and feed treatment. The Tree Committee also submitted a revised budget based on having regular tree maintenance completed every other year.

Nehls reviewed the line items. There was a deficit for the past year’s snow removal. He is also working with the trash removal company to monitor costs. One of the trash containers will be replaced with a new one that can be locked during the winter. This way, there will be a payment for only one dumpster during the winter months rather than two. There is a one time charge for the new receptacle. The amount for water usage has been increased from $21.00 per unit to $26.00.

B. Rohrbaugh (J. Kramer) moved that the budget be accepted. The motion was passed unanimously.

Committee Reports:

Committee Structure: Bill Chidester let Board members know that he is still working on formalizing committees and chairs. He will contact Char Schuman to get initial notes made several years ago by a committee formed to review the structure of committees and their responsibilities. He will also check on who should be contacted for pavilion reservations.

Grounds and Creek: He reported that Carol Dunkle will be added as co-chair to the Grounds and Creek Committee. As co-chair, she will be able to oversee snow removal during the winter. R. Nehls requested that she talk with the person who plows when either snow is over 6 inches deep or when Harvey Foote is gone. Charges and the number of plowings in a day need to be clarified up front. Nehls also requested that she determine if the present company is the best one to hire for this job.

Christian Work and Worship: B. Chidester read an email to the Board from Mark and Kathy Hayman. They have offered to provide home-made bologna for the August potluck. They also asked if there was a need for the Board to purchase a grill to use for this and other Beach events. The Haymans offer was accepted and they were thanked for their donation. The email will be forwarded to the Christian Work and Worship Committee which organizes the event. It was decided that enough members have grills that there is no need to purchase one.

Audit: Dick Castele presented his audit of Beach financial records. He reported that he reviewed all disbursements and found that they were all adequately documented. He also reviewed one billing cycle and found that all residents were invoiced and that all paid and the cash was properly deposited into the bank account. The allocation of assessments was also looked at for a sample group of residents and no errors were found.

He noted in the report that the current billing system is cumbersome, time consuming and does not contain the necessary input controls to ensure accuracy of data input. It was also suggested that the format of the annual Financial Statements can be improved. He and R. Nehls are working on this.

Bug Spraying: J. Chidester reported that an article was included in the last Sandscribes endorsing Dan of Pest Patrol for bug spraying for the 2009 season. This recommendation was based on feedback received from residents and the financial break that he is giving ($65.00 for three exterior applications). He has also agreed to spray community structures for free. Details can be found in the Sandscribes mailed out following the Annual Meeting 2008.

New Business:

Ohio Road Lake Front Assessments: A letter received from several Ohio Road lake front residents concerning assessments was discussed. It was decided that B. Chidester would send a letter to all Ohio Road lake front leaseholders inviting them to meet with the Board on November 22 at 10:00 am in Henderson’s cottage.

Real Estate: Mary Chidester reported on changes in leaseholds for lots 83, 84, 85 and 86. The Board approved a motion to put the lease for lot 86 in Ray Schuman’s name.

Next Meeting: The next Board meeting is scheduled for 1:00 am on November 22.

Adjournment: A motion made by J. Kramer (J. Corrigan) to adjourn the meeting at 3:00 pm.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
November 22nd, 2008

Present: Bill Chidester (presiding), Dick Castele, Jane Chidester, Mary Chidester, Carol Dunkle, Linda Glaviano, Richard Henderson, Jack Kramer and Roger Nehls.

Excused or Absent: James Dumke, Jack Corrigan and Barclay Rohrbaugh.

The November 22 Board meeting followed a meeting held with lakefront leaseholders. Lakefront leaseholders were invited to this meeting as a response to a letter sent by several lakefront leaseholders concerning their Heidelberg Beach assessments. The meeting was a listening sessions for both parties as concerns on both sides were discussed in order to develop a consensus and process for the good of the entire Heidelberg community.

Lakefront leaseholders attending the meeting were Dora and Bill Richardson, Charlene Schuman, Clarke Martin, Pam and Don Seymour, Tom O’Dougherty, Nancy and Tom Lukens and Dick Castele.

Following this meeting, the Board met to discuss the information covered during the session.

Informational Sessions:

It was decided that a series of informational sessions would be scheduled in order to allow residents to listen and be heard. Informational meetings were scheduled for:

  • Saturday, December 6, at 10:30 am, Carol Dunkle’s (2 Pennsylvania)

  • Saturday, December 27, at 10:30 am, Henderson’s (62 Kentucky)

  • Saturday, January 10, at 10:30 am, Kramer/Peer’s (12 Pennsylvania)

As a part of these informational sessions, it was decided that Dick Castele and Roger Nehls would develop a presentation to make at the beginning of each session. Following their presentation, President, Bill Chidester, will lead discussion.

Sub-Committee Formation:

It was also decided to form a sub-committee to further address the assessment issue. Board members will include Jack Kramer, Richard Henderson, Roger Nehls and Dick Castele. Ohio Road lakefront residents will be contacted and asked to assign two representatives to the committee. Bill Chidester will contact and appoint non-lakefront leaseholders to this committee.  Richard Henderson and Dick Castele were appointed as committee co-chairs.

Adjournment: The meeting was adjourned at 1:15 pm. The next Board meeting will follow the Informational Session scheduled on January 10.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
March 28th, 2009

Present: Bill Chidester (presiding), Dick Castele, Jane Chidester, Mary Chidester, Linda Glaviano, Jack Kramer, Roger Nehls, Barclay Rohrbaugh.

Excused or Absent: James Dumke, Carol Dunkle, Jack Corrigan and Dick Henderson.

The March 28, 2009 Board meeting followed the final informational meeting held to hear members’ ideas and concerns regarding Beach assessment. President, Bill Chidester, called the meeting to order at 12:50 pm and opened the meeting with prayer.

Treasurer’s Report: Roger Nehls reported a balance of $23,655.50 in the general fund as of March 10, 2009. He also reported that trash is now being picked up once a week. Nehls also expects an increase in the cost of water starting with the next billing period. The bill for Beach insurance has not yet been submitted.

Real Estate: Mary Chidester stated that she will have business to present at a later meeting.

Old Business:

Committees: Bill Chidester reported that there is still a need to look at the make-up of committees.

New Business:

Septic Tanks: It was reported that septic tank cleaning will begin on Monday, March 30. An announcement about the cleaning will be sent out via email and will be posted on the website.

Spring Work Day: Spring Work Day will be held on Saturday, May 23. Coffee will be served in the pavilion at 9:30 am and work will begin at 10:00 am. A Board meeting will follow at 1:00 pm.

Assessment Committee Report: Dick Castele presented the report developed by the Ad Hoc Assessment Committee. The committee’s proposal based assessments on four different factors. These included a lot fee, a cottage fee, a premium fee for the lot owners facing the front promenade area and a primary resident fee. A lengthy discussion followed the report. At the end of the discussion, Dick Castele was asked to work up several alternative assessment scenarios for the next Board Meeting.

The meeting was adjourned at 2:30 pm.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 23rd, 2009

Present: Bill Chidester (presiding), Dick Castele, Jane Chidester, Mary Chidester, Jack Corrigan, Linda Glaviano, Dick Henderson, Jack Kramer, Roger Nehls and Barclay Rohrbaugh.

Excused or Absent: James Dumke and Carol Dunkle

Opening: The May 23, 2009 meeting was opened with a prayer by Bill Chidester, President, at 1:10 pm.

Minutes: The minutes for the March 28, 2009 Board Meeting were distributed by the Secretary, Linda Glaviano. They were approved as presented with one correction.

Treasurer’s Report: Roger Nehls reported that this would be the last week with only one container open for refuse. Next week, both dumpsters will be open and pick up will be moved to twice rather than once a week. Nehls reported that approximately $700.00 to $800.00 had been saved by locking the one dumpster during the off season time.

He also reported that there will be a change in the electric rate. The minimum rate charged per month for the pavilion will go up to $30.00. It will also cost $15.00 to turn the electric in this area on again once it has been turned off. He suggested that members who may want to reserve the pavilion after Labor Day let Char Schuman know if they will be needing power. This way, the power can be turned off only once at the end of the season.

Nehls also let the Board know that one leaseholder has not paid the assessment due in January and another paid their assessment late. Each was charged the 10% penalty and the amount owed has been added to their next tax bill.

Jane Chidester thanked Nehls for his efforts to reduce the cost of refuse pick-up.

Real Estate: There was no report.

Committee Reports: There were no committee reports.

Old Business:

Non-Payment or late payment of Assessments: Nehls brought up the topic about procedures that may be needed if leaseholder assessments are in default. The current lease reads that after six months, the leaseholder is in default for non-payment of assessments and the leasehold can be revoked. Presently, there are no interim steps defined for the Board to use if this situation occurs. Following discussion, the consensus of the Board was that this may need to be brought up as an agenda item at the Annual Meeting. At the meeting, Board members would request input and suggestions from leaseholders about what processes the Board might decide to use.

Nominating Committee: B. Chidester reported that Jane Chidester, Roger Nehls and Barclay Rohrbaugh will be completing their first term as Board members and are eligible to be nominated for another term. Linda Glaviano will be completing her second term on the Board and is not eligible to run again. J. Chidester, R. Nehls and B. Rohrbaugh have indicated that they are interested in being nominated for a second term. At least one other nominee will be needed.

Linda Glaviano, the non-returning member, will chair the Nominating Committee. Other members completing their first term on the Board will be assisting. B. Chidester asked Jane Chidester to place an announcement on the website and in the Sandscribes to have any Beach members interested in running to contact him. He also indicated that one Board member has verbally indicated that a letter of resignation will be sent to the Board President. According to the By-Laws, the Board president will appoint a leaseholder to compete the Board member’s term.

New Business:

Assessment Discussion: Bill Chidester opened the discussion concerning the assessment issues and the proposals and ideas that the Board is considering. He stated that input from the three informational sessions, the Assessment Committee, letters that he has received and Board meetings have been considered. He also indicated that feedback received indicates that valuation needs to be used as one of the factors. Another factor to be considered is to create a policy that can be easily understood and preserve a sense of community and compromise within the Heidelberg community.

A lengthy discussion followed as the Board looked at various factors including whether land value should be included in the valuation of a cottage and the disparity in usage within the community.

Dick Castele (J. Kramer) moved that:

  • One-third of the budget will be raised by dividing that amount equally among the total number of cottages.

  • A second third of the budget will be raised by dividing that figure equally among the number of lots.

  • The final third of the budget will be raised based on the value of your cottage as determined by the Erie County Tax Assessor

The motion was approved with one abstention.

Next Board Meeting: The next Board meeting was scheduled for June 13, at 10:00 am, in the pavilion.

Respectfully Submitted,
Linda Glaviano
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
June 13th, 2009

Present: Barclay Rohrbaugh (presiding), Dick Castele, Jane Chidester, Mary Chidester, Carol Dunkle, Dick Henderson, and Roger Nehls.

Excused or Absent: Bill Chidester, Jack Corrigan, James Dumke, Linda Glaviano, and Jack Kramer.

Opening: The meeting was opened with a prayer by Rev. Henderson at 10:00 AM.

Minutes: Mary Chidester (Dick Castele) made a motion to approve the minutes of the May 23rd, 2009 Board Meeting as presented. Motion approved.

Treasurer’s Report: Roger Nehls reported that he has just a few more small bills to pay and the fiscal year July 2008 to June 2009 will be closed.

Real Estate: No report.

Committee Reports:

CCWW Funds: The Treasurer reported that there will be a minimum of $200 available as of July 1st for use by the CCWW for the summer's social activities.

Committee Restructuring: The task of Committee Restructuring and filling vacated positions will be a top agenda item for Board Meetings during the next fiscal year.

Old Business:

Unpaid Assessments: The discussion clarified the steps necessary for the executive committee to take if any association member should go into default of their lease.

Payment Options: It was also discussed and decided that due to the recent change in assessment policy that the offer would be extended to the membership to contact the Treasurer if anyone required a personalized payment plan to help ease cash flow.

Nominating Committee: David Rohrbaugh's name was presented for consideration. Jane Chidester (Mary Chidester) moved that his name be accepted as the nominee to fill the open Board of Trustees spot. The motion was approved.

With regret, Jim Dumke has submitted his resignation from the Board of Trustees. Bill Chidester will appoint a replacement to complete his remaining term at a later time.

New Business:

Annual Meeting: Possible agenda items were discussed.

Next Board Meeting: The next Board meeting will be July 18th following the Annual Membership Meeting.

The meeting was adjourned at 11:00 AM.

Respectfully Submitted,
Jane Chidester
Secretary Pro Tem

Annual Membership Meeting
Heidelberg Beach Association
July 18th, 2009

Opening Prayer: President Bill Chidester called the Annual Meeting for 2009 to order at 10:10 a.m. Rev. Dick Henderson opened the meeting with prayer.

Membership Roll Call and Distribution of Ballots : Secretary, Linda Glaviano, called the roll of leaseholders by lot numbers. A ballot for the election of Board of Trustee members for 2009-2011 was distributed with one ballot handed out per lot.

Association members representing 56.5 lots were present and proxies were turned in for an additional 29.5 lots. A total of 86 lots were represented.

Following Roll Call, Bill Chidester, President, opened the meeting with brief remarks. He stated that the focus of the Board during this past year centered on the assessment issue. Due to this, other matters, such as committee assignments and duties were not addressed. These items will be on the new Board’s agenda.

Minutes: Bill Hertzer (Jack Kramer) motioned to dispense with the reading of the minutes for the 2008 Annual Meeting. The motion was approved unanimously.

Treasurer’s Report: Treasurer, Roger Nehls, distributed printed statements for the last twelve months ending June 30, 2009. He reviewed and explained the statement. He reported that the disbursements totaled $34,729.37 leaving a balance through 6/30/09 of $12,174.53. Approximately $8000.00 less was spent during this last year due to lower costs for trees, snow removal, refuse collection and beach maintenance. Funds continue to be replaced for the road repaving.

Nehls reported that there will be an increase in the cost of electricity for the pavilion due to new billing procedures. The present cost of approximately $15.00 per month will increase to a minimum charge of $30.00 per month. To help limit the impact of this cost increase, electricity in the pavilion area will be shut off shortly after Labor Day. Nehls urged members to let Charlene Schuman know if they plan to use the pavilion area after this time frame so adjustments in the turnoff time can be made.

Nehls explained that the reduction of about $800.00 in refuse collection was due to using only one container that was collected once a week during the winter season.

President Chidester thanked Nehls for the work he has done as treasurer and his work to reduce the cost of refuse pick-up.

Report of Nominating Committee: Linda Glaviano, Chair of the Nominating Committee, presented the slate of nominees for the Board of Trustees for the 2009-2012. They were Jane Chidester, Roger Nehls, Barclay Rohrbaugh and David Rohrbaugh.

B. Chidester asked for nominations from the floor. Ken Stone (Jack Kramer) nominated Bill Hertzer. Nominations were closed.

B. Chidester appointed Tom O'Dougherty, Gayle Montgomery and Curt Schuman as tellers. Chidester let Association members know that James Dumke had submitted a letter of resignation for his Board position. Mark Hayman was appointed to complete his term.

Committee Reports:

Christian Work and Worship: Joan Margard (reporting for Karen Herwerden) presented the report for this committee. She reported that attendance for 2008 summer church services was 631. Offerings totaled $2,279.15. This amount included good will offerings for the 2007 Brats and 2008 barbeque events. A tithe of $200.00 was made to the Second Harvest Food Bank in addition to a canned goods donation. During this summer, the tithe and canned goods donations will also be given to a local food bank.

Margard reported that Susan Foote created a new podium cover to use during services and was reimbursed for the associated costs. The committee thanked her for the skill and time that she put into this project.

Vern Margard will again create the church bulletin for the Sunday services. The committee thanked him for continuing to do this.

The committee continues to offer a social hour following church services. The committee also continues to plan social events for the Association. However, they have asked the Board be reestablished a Social Committee to plan extra events starting in 2010. This summer’s extra events include Sundaes on Saturday to be held on later today, July 18. There will also be a 91st birthday celebration for Paul Rohrbaugh during this time. A potluck will be hosted by Mark and Kathy Hayman on August 8 as they grill their fresh bologna. Donations can be made at both events.

The committee also is looking for volunteers who would like to help with the PA system when it is used for Sunday services and social events. Training will be provided.

Utilities: Harvey Foote reported that septic tanks were cleaned earlier this spring. The cleaning company made the suggestion that tanks be cleaned every other year rather than every third year. This will help control any overflow that might cause pollution. President Chidester said that the Board will take this under advisement.

Safety and Recreation: Joe Tereshko thanked the volunteers who help maintain the playground area. In particular, he thanked Harry Bratton for all his work. He also thanked the Nehls for donating new playground swings.

Pavilion: Susan Foote presented the committee report for Carol Dunkle. Dunkle wanted to let members know that several cement areas around the columns are cracked and that there is also some wood rot in the columns. This means that there may be expenses associated with the pavilion area during the upcoming season.

Real Estate: Mary Chidester reported that there was one lease transfer during 2008-2009. This transfer was due to a death in the family. She reminded members that any transfer of a lease including those made for estate planning require the prior written approval of the Board of Trustees. Anyone wishing for help in making a transfer may contact her.

Insurance: Craig Peer reported that the rate for insurance went up marginally this year and that the bill has been paid.

Trees: Bill Chidester read a written report submitted by Jane Chidester, the Tree Committee Chair. In the report, Jane thanked Ben Norton for graciously cutting down his two trees that were obstructing our sunset bench view. As reported last year he’d initially balked at the idea. We are grateful he reconsidered.

During the winter, three trees that were threatening structures and had been severely damaged in storms were removed. This next winter the committee intends to do a more thorough trim of all the trees around the beach. The committee routinely tries to maintain a 15 foot separation of limbs from the roofs of cottages. A few helpful notices for dangling dead limbs were received from members. The committee appreciates any help noting things that need attention. The committee will probably request $4,000 to $5,000 in the next budget.

The committee will also ask our tree service to tend to the beach bank undergrowth this year. This was done 2 years ago and it is again time to keep up with our original investment in removing the undergrowth along the cliff expanse (which was done 4 years ago).

Grounds and Creek: Bill Hertzer reported that the front promenade area had been treated for weeds. He thanked Harvey Foote for the job he does with the mowing. Hertzer also thanked the many volunteers who help maintain the grounds and the flowers. Herb Foote was thanked for his work in maintaining the beach area.

Beach and Bank: President Chidester reported that there is presently no Chair for this committee. This will be addressed by the next Board.

Communications/Publicity (Sandscribes and Web Site): Bill Chidester presented a written report from the Committee Chair, John Macko. He asked members to make sure to keep mailing and contact information current with the Publicity committee. The committee will wait another year or two before producing another hardcopy directory. The most current information is available on the Web Site (http://www.HeidelbergBeach.org).

Tennis Club: Jim Schneider stated that the secretary will receive a written report from Ruth Schneider to include in the minutes. Norm and Karen Siebenhar were thanked for putting up, taking down and storing the tennis net during the winter.

In the report submitted by Ruth to the Secretary, she also thanked Herb Foote for putting up, taking down and storing the volleyball net used on the beach.

Dues of $25.00 are due by July 30.

Boat Club: Jack Kramer reported that repairs will be made to the Boat House. Locks are also being replaced.

At the end of the committee reports, Bill Chidester thanked the Christian Work and Worship Committee for taking care of social events during the past two seasons. He stated that there is a need to set up a Social Committee to organize special events. Volunteers may contact him if they are interested.

Old Business:

Finances (late payments): Bill Chidester outlined the procedures that the Board will follow when assessments are not paid or are paid late. First, after the initial due date has passed; the Treasurer will contact those responsible for payment and remind them that their assessment is late. The Treasurer will set a second date by which the payment must be made. If no payment is made by this second date, a 10% penalty will be assessed.

Board Members for 2009-2012: B. Chidester reported that Board members elected Jane Chidester, Roger Nehls, Barclay Rohrbaugh and David Rohrbaugh as trustees for 2009-2012.

Assessment Policy: President Chidester talked about the new assessment policy established by the Board. He stated that the establishment of new assessment procedures has been the major task of the Board since the last Annual Meeting. During this time, the Board has tried to develop a compromise that reflected the feedback and comments made during listening sessions as well as in letters and via the website. Throughout this process, the Board has tried to set procedures that are easy to understand and at least partially fair to all the community.

Assessments will now be based on the following:

  • 1/3 for the assessment will be made by the number of cottages.

  • 1/3 of the assessment will be based on the number of lots held by the leaseholder.

  • 1/3 will be based on the value of the cottage and will not include the value of the land that it sits on.

Chidester stated that the above will be used for Heidelberg Beach assessment starting with the next tax bill. When improvements are made to cottages and they are reassessed, the Heidelberg assessments may also be changed.

New Business:

Clark Martin thanked Bill Chidester for the leadership that he has provided throughout this last year. He also reported that an intrusive weed, Burdock, is growing in the area behind the shed and needs to be treated before it spreads any further. This was referred to the Grounds and Creek Committee for action.

Char Schuman thanked Linda Glaviano for her work as Secretary of the Board during the past several years.

Adjournment: The meeting was adjourned at 11:00 am.

Respectfully Submitted,
Linda Glaviano,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 18th, 2009

Present: Bill Chidester (presiding), Dick Castele, Jane Chidester (by phone), Mary Chidester, Jack Corrigan, Mark Hayman, Dick Henderson, Jack Kramer, Roger Nehls, Barclay Rohrbaugh, and David Rohrbaugh (by phone).

Excused or Absent: Carol Dunkle

Opening: The July 18, 2009 meeting was opened with a prayer by Bill Chidester, President, at 11:15 am.

Election of Officers: Bill Chidester, opened the floor for nominations for officers for the upcoming year. The officers elected were:

President: Bill Chidester
Vice President: Roger Nehls
Secretary: Jane Chidester
Treasurer: Dick Castele

Following the election, Bill Chidester thanked Linda Glaviano for her service as secretary, and Barclay Rohrbaugh for his service as Vice President.

Minutes: The minutes for the June 13, 2009 Board Meeting were approved as presented.

Treasurer’s Report: Roger Nehls reported that one leaseholder had not paid their full assessment in the last billing.  Nehls expects to receive additional payments from that leaseholder.  A discussion was held about the transition from Nehls to Castele as Treasurer.  Castele will spend most of his time in Cleveland and this may present some challenges with respect to banking.  Nehls reported that the Association’s accounts can have two signers and that he would be willing to help as necessary.

Real Estate: M. Chidester reported that James and Jane Rohrbaugh are purchasing the 5 lots owned by Will and Betty Pretzer.  No further information is available at this time, but Chidester expects the closing to occur in the near future.

M. Chidester reported that Tom O’Dougherty had inquired about the Association’s compliance with the Fair Housing Act which prohibits discrimination based on race, national origin, religion, gender, familial status or disability.  M. Chidester suggested that the Board look into this matter in the coming year. 

Committee Reports: There were no committee reports.

Old Business: None.

New Business:

Committee Restructuring: Bill Chidester opened the discussion concerning committee restructuring.  It was decided that in the coming year the Board should consider how to best consolidate and restructure committees and appoint new members to those committees which are now defunct.  B. Chidester suggested we reach out to the current committee members and ask for information on current membership, tasks and suggestions as to how we improve the function of the committee.  Nehls suggested each committee create a history of actions that committee had taken and prepare short and long term plans to facilitate committee transitions in the future. 

Jack Kramer gave a short history of the boathouse club and its membership.  The original boathouse contained 8 stalls and the one on the west end was used by Mr. Reutenick who had allowed us to construct the west peer in a manner that encroached onto his property.  In the 1950’s four additional stalls were constructed.  At some point a storm damaged part of the boathouse and several stalls were lost.  Current members of the boathouse are: Dick Beck, the Foote Family (2 stalls), Bill Richardson, and the Kramer/Peer/Springer Family (2 stalls).  When repairs need to be made, the members are assessed for the costs.  Nehls pointed out that the Association is not taxed on the improvement value of the boathouse.  While Nehls is not certain, he suspects it is because the state of Ohio believes it owns the beach and the improvements thereon. 

Nehls suggested the Board and the community owed a debt of gratitude to Pam Seymour, the Peer family and the Warder family for all their work maintaining the flowers by the entrance sign, the flagpole and the sundial.  It was suggested that this task needs to be assigned to a committee in the future.

Pavilion: D. Rohrbaugh alerted the Board to cracking in the cement that supports the posts at the pavilion.  It was suggested that the Board should consider setting aside funds for repairs. 

Signage.  It was noted that the Seibenhar’s had placed a Realtor sign on their lot and that a sign had previously been located on the common property along Route 6, but that sign was no longer there.  B. Chidester reported that Harry Bratton alerted him to a rule adopted by the Board of Trustees in the 1980’s which prohibited such signs, without prior Board approval.  The Board decided that it could not enforce rules which were not generally known without advance notice.  B. Chidester said he would locate a copy of the prior Board action and that the Board would reconsider this policy at the next meeting.

Next Board Meeting: The next Board meeting was scheduled for Saturday, August 22nd, at 10:00 am, in the pavilion.

Respectfully Submitted,
Mary Chidester
Secretary Pro Tem

Board of Trustees Meeting
Heidelberg Beach Association
August 22, 2009

Present: Bill Chidester (President-presiding), Dick Castele (Treasurer), Jane Chidester (Secretary), Mary Chidester (Real Estate), Jack Corrigan, Carol Dunkle, Mark Hayman, Dick Henderson, Jack Kramer, David Rohrbaugh.

Excused or Absent: Roger Nehls, Barclay Rohrbaugh.

Minutes: Minutes from the July 18th Board Meeting were approved.

Treasurer’s Report: Duties (and boxes of documents!) have transferred from Roger Nehls to Dick Castele. Roger will still manage the Pavilion service collections since he is here week-to-week.

Real Estate: Two cottage transfers are about to take place.

  • James & Jane Rohrbaugh will be purchasing the Pretzer cottage (36 W. Virginia). James & Jane are already members of the Association as leaseholders of lots 19-21. A motion was made (Mary Chidester/David Rohrbaugh) to accept James R. Rohrbaugh and Jane E. Rohrbaugh into membership as leaseholders of lots 34-38. The motion passed. The President and the Secretary were directed to execute a 99 Year Lease for Lots 34, 35, 36, 36A, 37, 37A and 38 and to deliver it to James R. Rohrbaugh and Jane E. Rohrbaugh, as joint tenants with rights of survivorship, upon the receipt of a release of the prior leases from Willard C. Pretzer and Elizabeth S. Pretzer.

  • Barbara Chidester will be purchasing James & Jane Rohrbaugh's cottage (19 W. Virginia). A motion was made (David Rohrbaugh/Carol Dunkle) to accept Barbara Chidester, Trustee, under the Barbara Chidester Trust, dated June 18, 1993 into membership. The motion passed. The President and the Secretary were directed to execute a 99 Year Lease for Lots 19, 20 and 21 and to deliver it to Barbara Chidester, Trustee, under the Barbara Chidester Trust, dated June 18, 1993, upon the receipt of a release of the prior lease dated September 18, 1998 from James R. Rohrbaugh and Jane E. Rohrbaugh. Barbara will meet with the Orientation Committee during her next visit to Heidelberg Beach.

Committee Reports:

Coastal Legislation: Carol Dunkle will prepare a report for the next Board meeting on the current status of the legal battle over ownership of our coastline. She will also determine if Heidelberg Beach is an actual member of the Ohio Lakefront Group (by having made a donation), and will make a recommendation as to whether we should either join their membership or donate any future funds.

Pavilion Committee: Our sincere gratitude and thanks to David Rohrbaugh and "his crew" who repaired the Pavilion's rotted support pillars this summer. Needless to say it was not an easy task. Carol Dunkle was alerted to a roof leak; she will coordinate its repair. Also, for Fall Work day she will organize the effort to sand, prime, and paint the currently painted areas of the Pavilion and re-seal the non-painted areas.

Old Business:

FOR SALE Signage: It was brought to our attention that there was a rule adopted in a 1984 Board Meeting that addressed "FOR SALE" signage. The relevant language is "Motion by Harry Bratton and seconded by Robert Reimsnyder that no signs can be placed on Heidelberg Beach Property without approval of the Board of Trustees. Carried."

To be consistent with this internal Board rule, a motion was made (Dick Henderson/Mary Chidester) to approve posting one sign on the leaseholder's lot and one sign on the common property at Rt. 6 for the sale of the Siebenhar's cottage. This approval is valid through the time period up to the next Board Meeting. The motion passed (with one dissent) and the issue will be re-evaluated at the November 7th Board Meeting.

Revisions to By-Laws & Mission Statement & Corresponding role of the Orientation Committee: As noted at our last meeting, there was inquiry as to Heidelberg Beach's compliance with the Fair Housing Act. Mary Chidester researched this topic. Her report is included as an addendum to these minutes.

The Board has agreed that Heidelberg Beach's Mission Statement, By-Laws, and Lease need to be modified for compliance with the law. We have also agreed that our documents need to be reviewed and updated by qualified attorneys. Dick Henderson will pursue an initial review by his brother, a Civil Rights attorney. If necessary, Mary Chidester will then work as a liaison with a local law firm to review the lease documents in relationship to real estate issues. The Board will then need the community's support at the next Annual Meeting to vote the revised (and newly compliant) documents into active status.

Related to the need to remove the faith-based membership requirement, the Board discussed how to handle accepting new members to the Association in general. The approval process and coordination with the Orientation Committee was discussed at length. The Board discussed eliminating the need to vote on new members as currently required in the By-Laws as there would be no legal criteria to refuse a lease transfer. Removing the requirement for a Board vote would also "clean up" the requirement in our lease that the prior written consent of the Board is required before the lease can be transferred “by operation of law” (i.e. upon someone’s death). If implemented, these changes would require a revision to our lease documents.

The future role of the Orientation Committee is seen as educating new members that they are not just leaseholders, but members of a community family. The role of the Orientation Committee will also be to share the story of our history, how we got to the present point in time, and to make sure the new member is familiar with our General Rules and our Building Rules and Regulations.

Committee Restructuring: This topic will be addressed more specifically in a future Board meeting. There was general discussion however as to overall philosophy of structuring committees; namely, whether to maintain many committees with lots of members, or whether to condense responsibilities into fewer, but highly proactive, positions.

Three specific committee situations were discussed:

  • The CCWW had been responsible for both the social hours after the Pavilion services as well as the community social functions. A new "Social Committee" is being formed to take over the general community social functions. A volunteer is being sought for the Chair of this committee. The CCWW will retain the responsibility for the social events following the Pavilion services.

  • The Building and Zoning committee (with Bill Hertzer as Chair) was re-affirmed to be handling the approval process for James & Jane Rohrbaugh's improvement plans to their new cottage. As stated in the Building Rules and Regulations, the Building and Zoning committee will first review and approve the plans and then present them to the full Board of Trustees for approval prior to the commencement of any construction.

    The Board wants to make sure they are aware of upcoming projects so that we can ensure meeting schedules that would not add undue delays to planned projects.

  • There was general discussion as to how to better manage and organize our bi-annual beach work days. The past tradition has been that the "leader" alternates between the Beach and Bank Chair and the Grounds and Creek Chair. In recent times not much work has been scheduled or completed. The possibility of a separate work day "manager" is being considered. This person would organize the event in consultation with the Board of Trustees and the appropriate committee chairs.

New Business:

Fall Work Day: November 7th at 10:00 AM. In addition to the regular Fall tasks (taking the benches off the pier, putting away the pathway signs and picnic tables, putting up the beach sand fence, turning off the promenade water, etc.), Carol Dunkle will be coordinating a variety of maintenance work on the Pavilion.

Continuity of Information: The Board recognizes and is concerned that much of our valuable "brain trust" information may begin to be lost. There are long term members of the Association who have managed various aspects of our beach's upkeep and maintenance for years. We need to ensure that as time passes and the next generation becomes responsible for our infrastructure items (electricity, storm sewers, septic tanks, water shut-offs, required playground equipment maintenance, etc.) that we do not loose the valuable insights and information that our longer term members have. To that end, Jack Kramer has volunteered to cull what knowledge he can, and provide the Board with some lists that we can then preserve (probably on the Web Site).

Beach Buoys: Concerns were raised that we are down to one functional beach buoy in our swimming area. This concern will be passed on to the Beach and Bank Chair to ensure three functional buoys for next summer season.

Next Board Meeting: The next Board meeting will be November 7th at 1:00 PM at the Pavilion. This will be the Annual Budget Meeting.

The meeting was adjourned at 11:45 AM.

Respectfully Submitted,
Jane Chidester
Secretary

Addendum: Heidelberg Beach and the Fair Housing Act of 1968

As I mentioned at the last Board meeting, Tom O’Dougherty, who is acting as the Seibenhar’s Realtor in the sale of their cottage, asked me about the Heidelberg Beach Association's compliance with the Fair Housing Act. That act, adopted in 1968 prohibits discrimination in housing because of race or color, national origin, religion, gender, familial status or disability. It also prohibits the making, printing or publishing of any notice, statement, or advertisement with respect to the sale or rental of a dwelling that indicates any preference, limitation or discrimination based on one of the protected classes of people, or even an intention to make any such preference, limitation or discrimination.

Our Bylaws and Mission Statement make many references to religion, including “It is therefore the desire of the Association that the membership will continue to be made up of those who believe in the Christian faith and its founder, Jesus Christ.”

I have spent some time reading the Fair Housing Act, and I believe we are in violation of the Act. It has been a long standing belief of some members of the community that we at Heidelberg Beach fall into one of the exceptions to the Act, but after a careful reading, I don’t think that is the case. There are two exemptions to the Act that could potentially apply to Heidelberg Beach. First there is an exemption for “a religious organization, association, or society, or any nonprofit institution.” However, the Act goes on to say that the association or nonprofit must be “operated, supervised or controlled by or in conjunction with a religious organization, association or society.” We do not fit into that exemption because we are not officially operated under the umbrella of the United Church of Christ or any other religious organization. The second possible exemption for Heidelberg Beach is one for a “private club not in fact open to the public.” We run afoul of this exemption because it goes on to say that the lodgings that the private club owns have to be “incident to its primary purpose.” In our case, owning and leasing the real estate IS our primary purpose and not just a secondary purpose. (This is this exemption that allows golf clubs and such to restrict access.)

The Act is administered and enforced by the Department of Housing and Urban Development (HUD). The penalties for violation of the Act vary from actual damages (money a person can prove they lost due to your actions), punitive damages (a monetary penalty to teach you a lesson and make an example of you), equitable relief (they can make you change your rules), and other fines and attorney fees. In terms of fines, one section mentioned $11,000 to $55,000. The action to make you comply with the Fair Housing Act can be brought by HUD itself if they discover your practices, by an individual citizen who has been discriminated against or by someone who just knows of an association or organization who is violating the Act. I think the reason this has not been an issue before is that generally speaking, people aren’t inclined to go to all the trouble of filing a private cause of action unless you have actually discriminated against them, and to the best of my knowledge, the Board has never rejected anyone for membership.

When Heidelberg Beach was founded in 1922, our By-laws, Mission Statement and lease were perfectly legal. But since then, Heidelberg Beach has remained the same and the world has changed. Bill has proposed some revisions to our By-Laws and Mission Statement for discussion at the next Board Meeting. Another thought to consider, is that if we are not voting on the membership of a candidate based on religion or any of the other protected classes, what is it that would make us actually reject someone for membership? With the one possible exception of a sexual predator or a pedophile (which are not protected classes) I can’t think of a reason we would vote against any potential member. For me, it brings into question the requirement for the Board vote at all. Our lease prohibits the transfer of the leasehold interest by operation of law without the Association’s consent. “By operation of law” is a fancy way to say that you can’t die and leave your cottage to your heirs without the prior written consent of the Board. Enforcement of that provision would be problematic to say the least. Even if we do eliminate the requirement to vote on new members, I think there is still a place for a meeting with the Orientation Committee to acquaint new members with the rules and traditions of our community.

We have a lot to consider and I’d like to suggest that we hire legal counsel to review our By-laws, Mission Statement and lease documents for compliance with the current law. In addition, if we need to make changes to the lease they need to be prepared by an attorney. I think it is in the best interest of the Association and the community and would be worth the cost to the membership.

Mary Chidester (Real Estate)

Board of Trustees (Informal) Meeting
Heidelberg Beach Association
September 5th, 2009

Present: Bill Chidester (Pres-presiding), Roger Nehls (VP), Dick Castele (Treasurer), Jane Chidester (Secretary), Mary Chidester (Real Estate), Carol Dunkle, Jack Kramer.

Guest: Bill Hertzer.

Opening: The meeting was opened with a prayer by Rev. Bill Chidester at 10:00 AM.

Minutes: This was an informal meeting and no official business was conducted.

Discussions:

James & Jane Rohrbaugh's Construction Plans:  Bill Hertzer presented the architectural drawings for the planned addition and renovation of their soon-to-be cottage. They are going to increase their footprint with 16' x 20' porch addition on the north side of the cottage. They will also be extensively renovating the interior on both the first floor and by finishing and expanding the second floor. The second floor will have a shed roof bumped out of the existing roofline on the west side. Two bedrooms and two full bathrooms will be created on that floor, along with a walk-out deck to the north above the new 16' x 20' addition.

A letter from the Erie County Health Department stating their approval (as per Building Rules & Regulation #20) is required, as well as final agreement between the Zoning & Building Committee and the Rohrbaughs as to the amount of the bond required. A check for $5,000 has been received by the Treasurer. Bill Chidester will call an Executive Committee meeting when the plans are ready to approve.

Uneven Manholes in our Roads:  A request was made that we fix the uneven manholes around our property. The issue will be investigated by the by Utility Committee and a solution will be presented to the Board. Jack Kramer will assist the Utility Committee (Harvey Foote) in getting estimates from several paving companies for fixing the problem.

Committee Restructuring:

  • Consideration is being given to having each member of the Board be on (or chair) a different committee. The advantage would be that the Board would have better communication with the committees.

  • Jan Peer has accepted the chair position of the newly re-formed Social Committee. Consideration is being given to merging the pavilion scheduling task under the new Social Committee.

  • The task of scheduling the weekly Pavilion Cleaning is being transferred from the Pavilion Committee to the CCWW.

Painting: Dan Warder has completed much of the planned Pavilion painting and sealing work that was scheduled for Work Day. (Thank you Dan!) Dan has requested that Carol Dunkle buy some paint for him to refurbish the playground equipment.

Pavilion Electricity: The electricity is being shut off in the Pavilion as of Tuesday, September 8th. It will be turned on again for next summer. This is a cost saving measure.

Beach & Bank: Help was requested of the Beach & Bank Committee in removing the buoy from the lake at the end of Labor Day Weekend.

Grounds & Creek: Two issues were discussed:

  • Renewed interest has been shown in implementing the plan to install snow fence in strategic areas of the promenade to prevent the extensive snow drifting on Ohio Road in the winter. This task will be done on Work Day.

  • Other tasks appropriate for Work Day are also being considered.

Trash Pick Up: As of September 7th, our bi-weekly double dumpster pick-up will be reduced to once a week on Mondays. As of Work Day, November 7th, the service will be reduced to one dumpster once a week on Mondays.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
November 7th, 2009

Present: Bill Chidester (Pres-presiding), Dick Castele (Treasurer), Jane Chidester (Secretary), Mary Chidester (Real Estate), Jack Corrigan, Mark Hayman, Dick Henderson, Jack Kramer, Barclay Rohrbaugh.

Excused or Absent: Roger Nehls (VP), Carol Dunkle, David Rohrbaugh.

Opening: The meeting was opened at 1:00 PM with a prayer led by Bill Chidester.

Minutes: Mary Chidester (Jack Kramer) moved that the minutes from the September 5th, 2009 Board Meeting be approved. Motion passed unanimously.

Treasurer’s Report: Everyone is current with their assessments and all bills submitted, have been paid.

Real Estate: Nothing to report.

Committee Reports:

Finance and Budget Committee: Presentation of the 2009-2010 Budget. Dick Castele went over the summary of our financial status and then discussed each line item of the annual budget. The budget will be posted on the Heidelberg Beach Web site for all to reference. Highlights of the discussion:

  • As of June 30th, 2009 (the end of our fiscal year) we have a total of $89,756 in cash. $47,053 is in a checking account and $42,703 is in CDs. Of that $89,756—$12,175 is a surplus from our 2008-2009 budget, $48,848 is money reserved for specific purposes, and $28,733 is unencumbered cash.

  • Bill Hertzer (Grounds & Creek Committee) has requested that we hire Harvey Foote to mow the grass at the rate of $385 per mowing—the same rate as last year. The Board included in the budget $9,000 to cover 22 mows.

  • Bill Hertzer (Grounds & Creek Committee) has requested $650 for spring and fall weed and feed applications to the promenade.

  • The Board has decided to transfer the $5,000 Sewer Maintenance budget surplus from the checking account to the CD's to earn a higher rate of interest.

  • Jane Chidester (Tree Committee) has requested $8,000 for winter tree maintenance (details below under Tree Committee Report). Two tree companies bid on the project this year, Leimeister was chosen to continue as our service provider.

  • Bill Hertzer (Grounds & Creek Committee) has requested that we hire Harvey Foote to plow the snow at the rate of $100 per plow—the same rate as last year. The Board has included $1,600 in the budget, which is the average of the last 2 winter's costs. If the snow depth is greater than 6", an outside plowing service will be called in (current rate is unknown). Roger Nehls will oversee these services.

  • The Board has allocated $500 to address the issue of uneven manhole covers. Jack Kramer and Barclay Rohrbaugh have volunteered to work with Harvey Foote (Utilities Committee) to apply the asphalt patch. The asphalt patch is an interim measure while estimates are gathered for raising the manhole cover collars.

  • Jane Chidester (Communications Committee) has requested $600 for the Sandscribes and Web Site (details below under Communications Committee Report).

  • Dick Castele has declined the Treasurer's annual $750 stipend and is generously donating his financial and accounting services.

  • Tom Lukens (Beach and Bank Committee) has requested $1,800 for bank maintenance (details below under Beach and Bank Report).

Richard Henderson (Jack Kramer) made a motion to approve the 2009-2010 budget. Motion passed unanimously. The total approved assessments are approximately $1,000 more than last year, but are also approximately $1,000 less than the average of the budgets of the last 4 years.

Tree Committee: $8,000 was requested. This is approximately $5,600 additional assessment dollars (as there was a $2,400 surplus from last year). The cost is significant this year for two primary reasons; we skipped regular maintenance last year and we have just selectively pruned over the last several years. It is time now for a more thorough pass through the whole property. This estimate includes for all trees that are in need:

  • Remove deadwood larger than 2" in diameter

  • Prune for safety

  • Clear all roofs by 15'

  • Elevate low limbs up to approximately 10' or more

  • Vista prune promenade trees

  • Remove broken (and stuck) limbs

  • On select trees, thin canopies to improve structure

For this dollar figure we will also be removing a diseased maple and ash by 67 & 68 Kentucky, and will be grinding out a total of 6 stumps (4 were left from last year).

Communications Committee: $600 was requested.

  • $250 is the cost to publish (print and mail) the hardcopy Sandscribes. An average of 5 Sandscribes are done at an average cost of $50/Sandscribes issue.

  • $350 will go to improving the Web Site. The Web Site domain and hosting service has been donated since the inception of the Heidelberg Beach Web Site. It has been decided to acquire our own domain name (www.HeidelbergBeach.org) to simplify naming conventions and to allow others to take over Web Site management in the future. (NOTE: The new domain name will NOT take effect until sometime in 2010. There will be an announcement at that time.)

    This will turn into a continuing annual cost of approximately $300 to have this URL registered to us and have a hosting service for the Web Site.

Beach and Bank Committee: $1,800 was requested. All trees along the beach bank will be "vista pruned" and the "woody" and "shrubby" undergrowth will be removed along the entire expanse. All debris will be hauled up the cliff and disposed of by grinding.

Old Business:

Executive Committee: Bill Chidester (Mark Hayman) made a motion to officially approve the Executive Committee that had been approved via email in early September. The members are: Bill Chidester (President), Roger Nehls (VP), Dick Castele (Treasurer), Jane Chidester (Secretary), Carol Dunkle, Jack Kramer, Barclay Rohrbaugh. Motion approved unanimously.

Rohrbaugh Construction Plans: Jane & James Rohrbough's (36 W. Virginia) construction plans were approved unanimously by the Executive Committee in a prior email vote. They complied with all regulations and requirements.

Real Estate Signs: They will be removed over the winter.

By-Laws and Fair Housing Act: Discussion of options and possible actions. The Board will continue to look at the wording in the By-Laws. The discussion will continue in the spring.

New Business:

ODOT: Heidelberg Beach has been contacted by the Ohio Department of Transportation. ODOT plans to replace the culvert along Route 6 with a new concrete one. They are asking to buy an easement over a .0086 acre portion in the southwest corner of our property. Property appraisals are in process right now and shortly we will receive a letter with an offer and exact maps of the location. The work to replace the culvert will take place in the spring of 2011.

Grounds & Creek: Mark Hayman will be organizing a special Work Day to clear some of the debris and trees out of the creek to facilitate better water flow and prevent some of the flood jams.

Next Board Meeting: The next Board meeting will be held in late March. An exact date will be set via email.

The meeting was adjourned at 4:00 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 1st, 2010

Present: Bill Chidester (Pres-presiding), Roger Nehls (VP), Dick Castele (Treasurer), Jane Chidester (Secretary), Mary Chidester (Real Estate), Carol Dunkle, Mark Hayman, Barclay Rohrbaugh.

Absent: Jack Corrigan, Dick Henderson, Jack Kramer, David Rohrbaugh.

Opening: The meeting was opened with a prayer by Bill Chidester at 10:00 AM.

Minutes: Bill Chidester (Dick Castele) moved that the minutes from the November 7th, 2009 Board Meeting be approved. Motion passed unanimously.

Treasurer’s Report: Dick Castele reported that he anticipates we will end the fiscal year under budget by approximately $445.

The only unanticipated cost was $650 in sales tax that we paid to the tree company for their services for the year. In the past, they had not charged us sales tax. Both Jack Corrigan and Dick Castele researched the Ohio Revised Code and independently determined that Heidelberg Beach, unfortunately, is NOT eligible for sales tax exemption. This over budget item was offset by under budget items in other cost categories.

Real Estate:

Nehls Lease Transfer: Mary Chidester (Dick Castele) made a motion to consent to the transfer of the lease for lots 75, 76 and 77A located on Indiana Road, from Roger Nehls and Rosalie Nehls to Roger C. Nehls and May Rosalie Nehls, Co-Trustees, or the survivor as Sole Trustee, of the Nehls Family Revocable Trust UAD January 19, 2010. Motion passed unanimously. Roger Nehls remitted the $50 lease transfer fee to the Association.

Requested ODOT Easement: Roger Nehls (Barclay Rohrbaugh) moved that the Board of Directors of the Company hereby approve the donation of a perpetual easement for highway purposes to the Ohio Department of Transportation over a 0.0086 acre area more particularly described on Exhibit A and depicted on Exhibit B, attached hereto and made a part hereof; and further that the President of the Company, William Chidester, is hereby authorized and directed to take all necessary and appropriate steps to grant the easement, including but not limited to, execution of the easement, seller’s affidavit, closing statement and donation letter. Motion passed unanimously.

Corporate Standing with Ohio Secretary of State: Roger Nehls (Mark Hayman) moved that Mary Chidester be retained as the registered statutory agent with the Ohio Secretary of State and that the Association reimburse Mary for the $25 fee to file the Statement of Continued Existence for the Heidelberg Beach Association with the Secretary of State. Motion passed unanimously.

Committee Reports:

2010-2011 Nominating Committee: Mary Chidester completes two terms on the board. She will serve as committee chair to nominate her replacement. Jack Corrigan, Carol Dunkle, and Jack Kramer are all incumbents for re-election.

CCWW: Barclay Rohrbaugh presented the list of ministers for the 2010 summer season. All slots have been filled for the 80th season of Pavilion services.

Social Committee: The Social Committee will be hosting a lunchtime potluck following the Spring Work Day activities on May 29th, 2010. Meet at the Pavilion at 12:00 PM. The rain location is the Peer/Kramer cottage (12 Pennsylvania). Sloppy Joes and beverages will be provided. Attendees are asked to bring a side dish and your own table service.

Old Business:

Adoption of New Language in Association Documents: Bill Chidester (Mary Chidester) made a motion to recommend the following wording changes to comply with the Fair Housing Act:

Change the wording on Page 1 of the By-Laws document from

Heidelberg Beach Association desires to perpetuate the Christian spirit and character in which it was founded in 1922. It is therefore the desire of the Association that membership will continue to be made up of those who believe in the Christian faith and its founder, Jesus Christ. Prospective members are encouraged to declare the agreement with the Statement of Mission and Purpose adopted by the Association in 1990. Prospective members shall submit three letters of recommendation, one preferably by their pastor.

to

An orientation process for all new members will bring an understanding of the history, mission, rules and regulations of the Heidelberg Beach community and will set the tone for membership expectations and community involvement.

Change the current Mission Statement:

The beginning of Heidelberg Beach, Vermilion, Ohio goes back to 1922 when a group of ministers and lay people dreamed of a place along Lake Erie which would become a "playground for the Reformed Church". They envisioned a community where young and old might enjoy enriching friendships in a beautiful water-front setting with a well-designed physical layout including attractive homes and cottages and adequate public areas including the beach and promenade.

The greatest asset of Heidelberg Beach is found in the people who are over the years have helped make it the special place it is. The Heidelberg Beach family is made up of persons—who motivated by Jesus Christ—seek to reflect His presence and spirit. Believing in the ideals of the Heidelberg Beach traditions, many have found re-creation of the whole of life-body, mind and spirit. People have found mutual enrichment as they have played, worked and worshipped together.

Purpose

The purpose of Heidelberg Beach, from its founding days to present, is to provide a place and an atmosphere to foster Christian ideals and principles in individuals and families. Since 1928, Sunday Christian Church services have been held each summer season in THE PAVILION, an outdoor sanctuary built especially for that purpose. THE PAVILION is also utilized for other Church, family and Association meetings and gatherings.

Mission

The mission of the Heidelberg Beach Association is to continue in the spirit of its founder in operation and maintaining a Christian community of the highest moral standards. It is an Association where members and friends alike can be a part of Christ's Church and enjoy the personal fellowship and the natural beauty God has surrounded us with.

into a re-written “Identity Statement”

The beginning of Heidelberg Beach, Vermilion, Ohio, goes back to 1922 when a group of ministers and lay people dreamed of a place along Lake Erie which would become a “playground for the Reformed Church.” Their strong faith provided the source of their unity in envisioning, founding and building this association. They envisioned a community where all ages might enjoy enriching friendships in a beautiful water-front setting with a well-designed physical layout including attractive homes and cottages and adequate public areas including the beach and promenade.

The greatest asset of Heidelberg Beach is found in the people who have over the years helped make it the special place it is. The Heidelberg Beach family is made of persons who seek personal enrichment and renewal. In addition, people honor and build on this family tradition through active participation in the life of the community by forming new friendships, sharing in the work of this place and participating in social events and other offerings.

The founding purpose of Heidelberg Beach was to provide a place and an atmosphere to foster Christian ideals and principles in individuals and families. Beginning in 1928, Sunday Christian Church services have been held each summer season in the Pavilion, an outdoor sanctuary built especially for that purpose. The Pavilion is also utilized for other family and Association meetings and gatherings.

The mission of Heidelberg Beach is to continue to prosper as a community of high moral standards. It is an Association where members and friends alike can enjoy fellowship with neighbors and friends as well as the natural beauty that surrounds us. It is essential that the greater good of the entire Heidelberg Beach community will always be a priority in both personal and corporate decision making.

Motion passed unanimously.

The Board will call for a vote of these changes (as required by section IX of the By-Laws) at the Annual Membership Meeting (July 31st, 2010) and ask for the support of the community.

Clarification of the Orientation Process of New Members: The orientation of new members will occur prior to the Association’s granting of a new (or assigned) lease. Prospective members will be given copies of all Association documents and the history of Heidelberg Beach will be shared. The prospective members will be asked to sign an acknowledgement of receipt and agreement to these documents. The Board of Trustees will then vote on whether to grant membership into the Association, and then proceed accordingly with any actions regarding lease issuance.

Bill Chidester (Roger Nehls) moved that for simplification and expediency, the Board of Trustees will become the de-facto Orientation committee. Motion approved unanimously.

Roger Nehls, Barclay Rohrbaugh, and Jane Chidester will begin work on gathering appropriate orientation materials and organizing them.

New Business:

Association’s Safety Deposit Box: An inventory of the box’s contents is going to be created.

Pavilion Electricity: Dick Castele will coordinate with Ohio Edison to turn the electricity back on prior to the July 4th weekend.

Mailbox Key Management: Roger Nehls has volunteered to take over the Mailbox Key Management task from the Seymours.

Leasholder’s Lot Maintenance: A letter is being drafted to remind leaseholders about proper upkeep of their cottages and lots.

Reduction of the Number of Board Members: There was discussion on the pros and cons of slightly reducing the number of members on the Board of Trustees. The first point raised was making the number of members an odd number (vs. even number), as is more typical. The optimal number being discussed is 9 members.

Spring Work Day: Spring Work Day will be held Saturday, May 29th, 2010. Coffee and doughnuts at 9:30 AM, work begins at 10:00 AM, potluck is at 12:00 PM, and the Board Meeting is at 1:00 PM.

Andy Overly, the Brown property foreman, has kindly offered to help us this year with debris removal. For Work Day he will place a large flatbed trailer on our beach for us to fill with burnable debris (no metal, tires, etc.) and will come the following week to haul it to their burn pile (south of Rt. 6). He has also given Harvey Foote special permission to haul items to that burn pile.

Promenade Flowers: Rosalie & Roger Nehls have volunteered to transition the flagpole flower display to a perennial garden that does not require a large expenditure for annuals each year. The sundial area will be mulched to continue to provide ease of mowing. Help with watering is always appreciated!

Annual Membership Meeting: The date for this year’s Association meeting is set for Saturday, July 31st, 2010 at 10:00 AM at the Pavilion. Note that this is a departure from the “3rd Saturday in July” guideline. It was moved to the end of July to ease several scheduling conflicts.

Next Board Meeting: The next Board meeting will be at 1:00 PM at the Pavilion on Saturday, May 29th, 2010.

The meeting was adjourned at 12:00 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 29th, 2010

Present: Bill Chidester (Pres-presiding), Dick Castele (Treasurer), Jane Chidester (Secretary), Mary Chidester (Real Estate), Jack Corrigan, Mark Hayman, Dick Henderson, Jack Kramer, Barclay Rohrbaugh.

Excused or Absent: Roger Nehls, Carol Dunkle, David Rohrbaugh

Opening: The meeting was opened with a prayer by Bill Chidester at 1:15 PM.

Minutes: Barclay Rohrbaugh (Dick Henderson) moved that the minutes from the May 1st, 2010 Board Meeting be approved. Motion passed unanimously.

Treasurer’s Report: There are just a few bills to pay before the close of the fiscal year on June 30th.

Real Estate:

Electronic Scanning of Real Estate Documents: Mary Chidester reported that she is in the process of scanning in all of the leases and real estate documents for the beach.

Rohrbaugh Lease Transfer: Mary Chidester (Jack Kramer) made a motion to consent to the transfer of the lease for lot 59 located on Kentucky Road to Paul & Marian Rohrbaugh’s Trust.

Committee Reports:

Nominating Committee:There are three incumbents (Jack Corrigan, Carol Dunkle, Jack Kramer) and two nominees (Rick Herwerden, Tom O’Dougherty) to fill the four slots up for election to the Board of Trustees. Barclay Rohrbaugh (Jack Corrigan) moved to accept the slate. Motion passed unanimously.

Old Business:

By-Laws and Mission Statement Changes: Feedback was discussed. The community is encouraged to submit any concerns or wording changes prior to July 1st. This issue will be up for vote at the Annual Meeting on July 31st.

Real Estate Signage: Continued affirmation that signs are allowed on lots and on Rt. 6 for the duration of the summer.

Man-hole covers: Kramer is applying patch mix to several covers over Memorial Day Weekend.

Board Size: Agreement to bring up for discussion at the Annual Meeting.

New Business:

Culvert by the Tennis Court: Jack Kramer (Mark Hayman) moved that the culvert be removed from the creek because it is obstructing the flow of water and debris. Motion passed unanimously. Jane Chidester and Mark Hayman will determine the method of removal.

Fire Pit Picnic Table: The Board decided to have one of the picnic tables moved from the Pavilion to the beach fire pit area for use during the summer.

Dogs on Beach: Craig Peer requested the Board consider allowing dogs on the east beach. Mark Hayman (Jack Kramer) moved to allow dogs on the east beach (the east side of the east pier) for this summer only. This policy will be evaluated and determined if it should be made permanent. The dogs should use the east path to access the beach and the owners are responsible for cleaning up after their pets. Motion passed, with one nay vote.

Next Board Meeting: The next Board meeting will be July 3rd, 2010 at 10:00 AM.

The meeting was adjourned at 2:30 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Annual Membership Meeting
Heidelberg Beach Association
July 31st, 2010

Opening: The meeting was called to order at 10:05 AM. Rev. Bill Chidester opened with a prayer.

Membership Roll Call and Distribution of Ballots : Secretary Jane Chidester called the roll of leaseholders by lot numbers. Two ballots were distributed; one for the election of the Board of Trustees for 2010-2013 and one for the proposed By-Laws/Mission statement change.

Association members representing 63.5 lots were present and proxies were turned in for an additional 20.5 lots. Hence, a total of 84 lots were represented. 51 lots are required for a quorum and 57 lots (2/3+1 of 84) are required for a By-Laws change.

Opening Remarks: President Bill Chidester opened the meeting with brief remarks. He introduced the two new business items; the proposed changes to the By-Laws/Mission statement and the desire to discuss the number of members on the Board of Trustees.

Minutes: Jack Kramer (Bill Hertzer) made a motion to dispense with the reading of the minutes for the 2009 Annual Meeting. The motion was approved unanimously.

Treasurer’s Report: Treasurer Dick Castele distributed printed statements for the last twelve months ending June 30, 2010. Dick reviewed the Association’s total assets of $395,270.39; presented a statement of operations ($64,480.84 of property tax was collected); and outlined the budget ($39,185 of general assessments was collected), certificates of deposit, appraised land valuations, replenishment of the road reserve fund (currently in its 4th year of 10), and the Pavilion Services statements.

Jack Kramer (Jeff Springer) made a motion to accept the Treasurer’s report. The motion was approved unanimously.

Report of the Nominating Committee: Mary Chidester, Chair of the Nominating Committee, presented the slate of nominees for the Board of Trustees for 2010-2013. They were Jack Corrigan (incumbent), Carol Dunkle (incumbent), Rick Herwerden, Jack Kramer (incumbent), and Tom O’Dougherty. There were no additional nominations from the floor and nominations were closed.

John Chidester, Clarke Martin, and Pam Seymour were appointed as tellers.

Committee Reports:

Christian Council of Work and Worship: Joan Margard (reporting for Karen Herwerden) presented the report for this committee. Total attendance for 2009 summer services was 631 and offerings totaled 1767.50. $200 was tithed to Second Harvest. The end of fiscal year cash balance is $4,757.84.

Utilities: Harvey Foote had no report.

Safety and Recreation: Joe Tereshko had no report.

Pavilion: Carol Foote reported that the roof leak had not been fixed yet, but that she would continue to pursue this. She also indicated that the upper part of the Pavilion structure had peeling paint and needed to be re-painted. David Rohrbaugh will be fixing a few more areas of problem wood.

Real Estate: Mary Chidester reported that there were four lease transfers this past year. Two were sales; 19 W. Virginia to Barbara Chidester and 36 W. Virginia to Jane & Jim Rohrbaugh. Two were transfers to trusts for estate planning purposes. Please remember that any transfer of a lease, including transfers to trusts for estate planning purposes, requires the prior written approval of the Board of Trustees.

Insurance: No report.

Zoning and Building: Bill Hertzer reported that the one major construction project of the past year, the remodeling of 36 W. Virginia, was nearly complete.

Trees: Jane Chidester reported that Leimeister had a particularly challenging winter in which to get the tree work done. By the time the ground had frozen hard enough for their heavy equipment to come in, we had successive large snowfalls. They spent many extra days plowing snow through the promenade and between the cottages to get their equipment in to work. That said, they did an incredibly thorough job and trimmed almost every tree on our property. They also trimmed the woody overgrowth on the beach bank again this year.

Next winter the plan is to focus on trimming the Siberian Elms that run along Rt. 6. There will also be a minor maintenance sweep of the whole property.

Grounds and Creek: Bill Hertzer reported that he will ask the Board to consider adding money into the 2010-2011 budget for 3 additional springtime mowings and 1 fall leaf mowing. He reported that while the year got off to a rocky start due to the fast growing grass, he had received many compliments on the mowing job that was now being done. He thanked Harvey Foote for his hard work.

Beach and Bank: While there was no official report from the Chairperson, Bill Chidester enumerated a few general items.

  • Herb Foote was thanked for his weekly grooming of the beach.

  • The Brown property manager and crew were thanked in absentia for their springtime clean-up of our east beach and their help in disposing of our debris from Spring Work Day.

  • Bill noted that in the near future ODOT would be doing their culvert construction at the southwest corner of our property and that it was likely several trees would be removed in the process.

  • Jim Rohrbaugh asked about our beach erosion issues and inquired if the drain pipes that had been installed 10 years ago had prevented further erosion. Jack Kramer and Harvey Foote reported that they did, but they also conceded that the lake level has been low for the last several years and that also eased the erosion situation.

Communications: John Macko discussed the Web Site, Sandscribes, and Membership Directory.

  • John reviewed that this past year we transitioned to our own domain www.HeidelbergBeach.org and that it had been upgraded to use the latest Web standards. He reminded the community about the wealth of information that is out there:

    • Association documents such as the By-Laws, General Rules, and Building Rules.

    • Board minutes since 2003.

    • Thanks to the Brattons, Archival Records of the Board minutes and beach correspondence from 1920 to 2002.

    • Lists of Board and Committee Members.

    • Service Provider information such as Bug Spraying, Erie County offices, and local activities.

  • The Communications committee is still publishing about 5 or 6 issues of the Sandscribes each year, which contains the major news items from the Web site.

  • John explained that while it is time for a new Membership Directory to be printed, we will wait until the dust settles from the sale of the cottages that are currently on the market. In the meantime, a current copy of the Membership Directory can be downloaded electronically (and/or printed) from the Web site.

Tennis Club: Ruth Schneider reported that the Sycamore tree over the tennis courts had been trimmed and that it was a big improvement. She thanked Norm Siebenhar for putting up and taking down the tennis net, Herb Foote for putting up and taking down the volleyball net, and all of those who kept the grass trimmed around the fence. The club intends to have the cracks filled on the tennis court, which is a continual maintenance issue.

Boat Club: Jack Kramer had no report about the boat house, but did report to us on an issue to be aware of regarding Lake Erie. Grand Lake St. Mary’s and the Western Basin of Lake Erie are experiencing toxic algae blooms. These toxins are harmful to humans and animals. Our area is not currently in danger, but we should be on heightened awareness of this issue.

Social Committee: Jan Peer, the Chair of the newly reconstituted Social Committee, reported that there is an Ice Cream Social tonight (July 31) at the Pavilion at 7:30 PM.

Old Business:

New Board Members: Jack Corrigan, Carol Dunkle, Jack Kramer, and Rick Herwerden were elected to serve for 2010-2013.

New Business:

Proposed Changes to the By-Laws and Mission Statement: President Bill Chidester reviewed that we undertook this project to update the By-Laws and Mission Statement because the language in these documents was potentially in conflict with the Fair Housing Act. The Board did consult people in the legal field before arriving at the decision to revise these documents. Rather than pay someone to make these changes for us, the Board felt it best to show our intent to comply by removing the religious requirement for potential Association Members.

This was not done lightly because we value the strength that our religious heritage has provided the community and we do not wish to discard our heritage or belittle its importance to us. In the revised documents the Board tried to make clear our indebtedness to the founders and named their religious affiliation that gave rise to the Heidelberg Beach Community. In this way, we hope to impress upon future members of the Association that our founding values are still honored and desired as the basis for our community. At the same time we want to focus on the values of this community that we can share in common and not focus on religious requirements that, to the best of our judgment, are neither legal, nor in effect at Heidelberg Beach.

Claudia Springer complimented the wordsmith of the language changes.

Orientation Process: As a result of proposing these document changes, the Board has worked to revise and refine the orientation process. This process will take on greater importance in the acceptance of new members into the Association.

Will Ossman inquired if there would be a “signature component” to this process. Sheila Henderson questioned at what point in the sale process the Orientation would take place. Curt Schuman requested an outline of the plans for the new member Orientation.

Roger Nehls, who is coordinating the Orientation process for the Board, explained the outline of the procedures that are under consideration by the Board.

  • In order to simplify and expedite the acceptance process for a potential new member, the Board will take on the role as “Orientation Committee.”

  • The Board intends to continue to educate leaseholders that are in the process of selling of the Board’s need to meet with potential buyers prior to the execution of the purchase contract. Sellers are requested to alert the Board of a pending sale and get the parties involved in dialog prior to the close of the sale. Again, this is why the Board will take on the Orientation role so that they can meet with potential members, vote on their acceptance, and execute the lease in a timely fashion.

  • Prospective members will be given a set of materials (blank Lease, Identity Statement, By-Laws, General and Building Rules) prior to meeting with Board members.

  • The Board will share other materials during the meeting (Membership Directory, budget, financial report, Mission Statement of the CCWW, Web Site information, etc.). The Board will explain the history of the Association, emphasizing the shared responsibility for the welfare of the community, the privileges of membership, and the opportunities for fellowship in the Heidelberg Beach Association family. There will be many opportunities for questions and information exchange.

  • At the close of the meeting the potential member will be asked to sign a document acknowledging the receipt and understanding of these documents and acknowledge their request of the Board to grant them a lease.

  • The Board will then vote on their membership request (as is required in the lease document).

Vote on the Proposed Changes: Bill Chidester then directed everyone to vote their ballots. The vote to accept the proposed changes to the By-Laws and the new Identity Statement passed.

Reduction of the Number of Board Members: Bill Chidester presented the idea of considering reducing the number of Board members to 9 (from 12). This was just a discussion to gauge the community’s opinion. The major pros of reducing the number are to have an odd number of members for breaking ties in voting situations, making it easier to call and schedule meetings, and, it is hoped, to make it easier to get more work done with a dedicated group. The major con would be concern that not enough voices are being heard.

Bill Chidester began by reminding everyone that with one member per cottage being allowed to serve, and 48 cottages in the community, we were requiring one fourth of the community to be represented on the Board, a high burden for any organized group. He also shared his experience of being President for the last several years—that due to the amount of work we were trying to accomplish and the difficulty of getting everyone together, he frequently would try to gather input from the other Board members via email (and all do have this access). At any given time, he would receive feedback from only a small number of board members and he did most of his work with the executive committee.

Richard Henderson then spoke that he was very much in favor of maintaining the number at 12 as a way of assuring diversity of opinion. With a lower number his concern would be that one family may gain too much control over the community.

Mary Chidester raised the point that not all 48 cottages have viable candidates to serve and that it has been tremendously difficult in the years she has been on the Board to fill out a slate of nominees. In the end, we continue to rotate the same small group of people off and on the Board and are not gaining new diversity but tiring out the same people. She also shared that the large for-profit company that she works for has a much smaller Board than we do.

John Macko relayed his experience on a not-for-profit Board on which he serves. Within the community that Board serves, people are hoping to be chosen for the 8 member Board. It is considered a huge honor and all of the Board Members are treated like heroes, given respect, and given praise for their service. We seem to have lost that here at Heidelberg Beach and John hopes that we can all work together to change this.

Bill Chidester closed the discussion by asking the community to help us consider all of these ideas. For those who have served as he has on the Board, it is humbling what a large number of people it takes to run our community—not just the Board Members. We are a community of volunteers and we are all needed to accomplish the amount of work it takes. To that end, the Board is trying to organize better Work Days such that meaningful work can be done. He asks us to consider how we can pass this desire to help and serve along to the next generations. We also need to find ways to encourage non-leaseholders to respect the community and grounds as much as leaseholders. Heidelberg Beach is a treasure to those of us who have loved it for so long and the Board is open to hearing how we can preserve and enrich this.

Adjournment: The meeting was adjourned with the Lord’s Prayer at 11:15 AM.

Respectfully Submitted,
Jane Chidester,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 31st, 2010

Present: Bill Chidester (Pres-presiding), Roger Nehls (VP), Dick Castele (Treasurer), Jane Chidester (Secretary), Carol Dunkle, Dick Henderson, Jack Kramer, David Rohrbaugh.

Excused or Absent: Jack Corrigan, Mark Hayman, Rick Herwerden, Barclay Rohrbaugh.

Opening: The meeting was called to order by Bill Chidester at 11:30 AM.

Old Business:

Safety Deposit Box: The contents of the beach’s safety deposit box have been itemized and electronically scanned. The box contained what was expected—the deeds and title insurance to our property. It also contained various historical correspondence. A DVD of all of our electronic records will be created and added at a later date for safe-keeping.

Jane Chidester, Roger Nehls, and Char Schuman are the signatories on the box. Jane Chidester and Char Schuman each hold a key.

Orientation Packet: Roger Nehls shared a proposal for the outline of the new orientation process. Board members were asked to review it for further discussion at the next Board Meeting.

New Business:

Officers: Bill Chidester is stepping down as President due to health issues. Since some members of the Board were unable to attend, Jack Kramer volunteered to be acting President until our next Board Meeting. Vice President Roger Nehls, Treasurer Dick Castele, and Secretary Jane Chidester all agreed to continue serving in their current roles. Mary Chidester was (re)appointed to be our Real Estate representative.

Ground Hog Infestation: Five cottages (Hayman, Tereshko, Warder, Margard, J. Foote) and the beach’s barn have all been infested with ground hogs this year. Joe Tereshko was asked to investigate the options and report back to the Board with a proposal for their removal.

Loose Wire on Pennsylvania: It was reported that Harry Bratton and Harvey Foote are looking into the repair for the loose wiring above the steep hill by the dumpsters on Pennsylvania Road.

Mowing Contract: Bill Hertzer has been asked to create a contract for our beach’s mowing services for the Board to review at the next meeting.

Audit: Jack Corrigan will audit the Treasurer’s books for the last fiscal year. The Board agreed that Dick Castele has discretionary power for the small expenses that arise throughout the year.

Next Board Meeting: The next Board meeting will be August 14th, 2010 at 10:00 AM at the Pavilion. Fall Work Day and the Board’s annual budget meeting have been set for November 6th, 2010.

The meeting was adjourned at 12:15 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
August 14th, 2010

Present: Jack Kramer (Pres-presiding), Dick Castele (Treasurer), Jane Chidester (Secretary), Jack Corrigan, Carol Dunkle, Mark Hayman, Dick Henderson, Rick Herwerden, David Rohrbaugh.

Excused or Absent: Roger Nehls (VP), Bill Chidester, Barclay Rohrbaugh.

Opening: The meeting was opened with a prayer by Rev. Dick Henderson at 10:00 AM.

Minutes: Carol Dunkle (Dick Henderson) moved that the minutes from the May 29th and July 31st Board Meetings be approved. Motion passed unanimously.

Treasurer's Report: None.

Real Estate: None.

Committee Reports:

Grounds & Creek: Special Guest Bill Hertzer presented the current mowing contract and made a proposal for modifications for next year’s mowing contract with H&J Mowing (i.e. Harvey Foote). Attached is the proposed contract for the 2011 season so everyone can see what is included and not included in our hired service. It was also noted that an “outside” mowing contractor would cost approximately $700 per mow, as compared to H&J Mowing’s rate of $385 per mow.

Grounds & Creek: Special Guest Bill Hertzer discussed the following construction issues:

  • Currently two cottage owners would like to have handicapped entrance ramps constructed for their cottages. The ramps would violate some of the set-back guidelines in the Building Rules & Regulations. It was decided that it was appropriate to issue variances for handicapped accessibility. The Building & Zoning committee and the Board of Trustees must still review ramp drawings before granting variances. Mark Hayman (David Rohrbaugh) made a motion to approve Joan Margard’s and Bill Hertzer’s request for handicapped ramps up to their cottage doors, contingent upon the Building & Zoning Committee’s approval of the submitted drawings. Motion passed unanimously.

  • Jennifer Sullivan & David Rohrbaugh are planning improvements to their cottage. They will be waterproofing their basement walls (this will entail excavating the perimeter of their cottage), enclosing the screened in porch in the northwest corner of their cottage, and adding a 24’ x 18’ master bedroom on the second story above the existing porches. Dick Henderson (Jack Corrigan) moved to approve their plans pending the approval of the Building & Zoning Committee. David Rohrbaugh abstained. Motion passed.

  • Dick Castele (Mark Hayman) made a motion to return the $5,000 bond posted by Jane & James Rohrbaugh for the remodeling of their cottage. Motion passed unanimously.

Old Business:

Election of President: David Rohrbaugh (Dick Castele) moved to elect Jack Kramer President for 2010-2011 and to have Dick Henderson, Carol Dunkle, and Mark Hayman on the executive committee (in addition to the four officers). Motion passed unanimously.

Orientation Process: The outline for the new process was discussed, as was the timing of the Orientation meeting with prospective members. Jane Chidester (David Rohrbaugh) made a motion to approve the proposed process.

To summarize and to remind everyone, our leases state that a transfer cannot occur without the prior written consent of the Board of Trustees.

  • Therefore, leaseholders should alert the Board when they have reached agreement on a price with a buyer. Most times this means they have signed a “Purchase Contract”. Because of the requirements of our lease, it is advisable that the Purchase Contract include a contingency for receiving Board approval.

  • The Board will then set up a meeting with the prospective member. In advance of the meeting, several of our Association’s documents will be mailed to them (Lease, By-Laws, Rules documents, etc.).

  • During the “Welcome and Orientation” meeting, additional materials will be handed out (Membership Directory, Calendar of Events, etc.). The Board will share the history and purpose of Heidelberg Beach. They will also share the privileges and responsibilities of membership as well as the character of our community. The Board will also answer any questions about the materials.

  • The prospective member will then request membership into the Association by signing an acknowledgement that they’ve received and reviewed copies of our Association’s By-Laws and other documents, and met with the Board for an Orientation.

  • The Board will then vote on accepting them into membership and give their approval in writing as required by the lease. The rest of the sale closing and lease transfer process can then take place.

New Business:

Septic Tank Cleaning: Last year Harvey Foote, Utilities Chairman, raised the question of cleaning the tanks on a two year cycle vs. a three year cycle. It was noted that quite a few tanks would benefit from a more frequent schedule, in addition to doing a better job keeping the creek clean for the whole beach. Mark Hayman (Jane Chidester) moved to have the Utilities Committee coordinate the septic tank cleaning on an every other year basis. Motion passed unanimously.

Fall Work Day Tasks: Some of the tasks for the November 6th Fall Work Day were reviewed. We have an aggressive agenda again and hope that we can have as wonderful a turnout of helpers as we did in the spring. An organized list of tasks will be published in the Sandscribes and on the Web site soon. Mark Hayman offered to look into the sand and snow fence issues.

Pier Repair: Carol Dunkle reported that several of the welds on the pier are deteriorating. Discussion will continue at the next Board Meeting as to how to address this after people have had a chance to go and look at the problems.

Next Board Meeting: The next Board meeting will be September 18th, 2010 at 10:00 AM at the Pavilion.

The meeting was adjourned at 12:30 AM.

Respectfully Submitted,
Jane Chidester
Secretary


Heidelberg Beach

Lawn Mowing Contract 2011 Season


Scope: The mowing will start from Rt. 6 (Lake Road) on the south and continue to the upper banks of Lake Erie, and from four feet west of Pennsylvania Road to four feet east of Michigan Road. The area south of the creek from the tennis courts east is not included.

Weed whipping will be done around all trees and telephone poles once a month.

Mowing will be done as close as possible around all cottages and the contractor will make sure that the grass is discharged away from the buildings. No hand mowing or weed whip trimming is included. (Any extra work performed for an individual cottage owner will be between the cottage owner and the mowing contractor.)

Cost: The rate is $385 (plus tax) per mow. It is anticipated that the number of mowings will range from 20 to 26 per year (this includes the Fall leaf mulching mows). When, and how often to mow & weed whip, will be at the joint discretion of the mowing contractor and Roger Nehls (Board Representative). It is also an option to do a separate mowing of the promenade for $100 (plus tax) per mow.

Time frame: Attempts will be made to have the full property mowing complete by Fridays during the summer season. In the springtime when more mowing is required and weather is variable, mowing may commence on any day of the week. During the summer, mowing will not be done on Sundays (and as mentioned, weather depending, the contractor will try to avoid mowing on Saturdays).

Other Considerations: Extra effort will be taken to have the property in good shape prior to major holiday weekends. Also, the Grounds & Creek Chairman will work with the fertilization service to coordinate weed applications and mowing times.

Insurance: contractor’s signature below indicates that he carries appropriate liability coverage.


_________________________________________________ Harvey Foote, Owner H&J Mowing
(Signature/Date)

_________________________________________________ Bill Hertzer, Chairman, Grounds & Creek
(Signature/Date)

_________________________________________________ Roger Nehls, Board Representative
(Signature/Date)

Board of Trustees Meeting
Heidelberg Beach Association
November 6th, 2010

Present: Jack Kramer (Pres-presiding), Roger Nehls (VP), Dick Castele (Treasurer), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Dick Henderson, Barclay Rohrbaugh.

Excused or Absent: Bill Chidester, Carol Dunkle, Rick Herwerden, David Rohrbaugh.

Opening: The meeting was called to order at 1:30 PM.

Minutes: Jane Chidester (Jack Corrigan) moved that the minutes from the August 14th, 2010 Board Meeting be approved. Motion passed unanimously.

Real Estate: Special Guest Mary Chidester attended this meeting to report on two real estate topics.

  • William & Sharon Chidester (69 Kentucky) have offered to donate to the Association Lot 69B (formerly Reserve D). The Chidesters purchased this reserve area at the time of the construction of their cottage because it was thought that the additional property would be required for the septic system. The additional property was not required and the Chidesters would like to return this area to its original status as a reserve for the use and enjoyment of all Heidelberg Beach members. Mary Chidester also suggested that since this was a donation back to the Association that the customary transfer fee be waived and that the Association pay to record the lease termination document with the Eric County Recorder’s Office at an approximate cost of $36.00. Barclay Rohrbaugh (Dick Castele) made a motion to accept the donation, waive the transfer fee, and pay for the recording costs. Motion passed unanimously.

  • Robert Koester would like to change the way he holds title to lots 49 & 50 on Kentucky Road. He currently leases them individually and he would like to lease them jointly with Jack Kramer, as joint tenants with rights of survivorship. Jack Kramer currently owns an interest in 3 lots on Pennsylvania Road. The interest in an additional 2 lots would bring his total to 5, the maximum number of lots permitted to be leased to one member by our bylaws. Dick Henderson (Barclay Rorhbaugh) made a motion to approve the transfer and authorize Roger C. Nehls, as Vice President and Jane E. Chidester to execute the required documents. Motion passed. Jack Kramer abstained from the vote.

Treasurer’s Report: Dick Castele presented the proposed budget for July 1, 2010 through June 30, 2011. Mark Hayman (Barclay Rorhbaugh) moved to accept the budget totaling $45,710. The budget will be posted on the Web site. This amount is roughly the same dollar figure as the last several years. The motion also included the plan to only assess the community $41,000 of that amount—which is a 4.6% increase over what was assessed last year. The difference will be funded from the cash reserves. Motion passed unanimously. Further budget details:

  • Septic tanks will be cleaned in the spring of 2011. This charge is not a part of the budget as it is billed directly to the cottage owner. We have moved to an every other year rotation. Our previous cycle of every third year was not keeping up appropriately. Historically this charge has been between $100-$125 per cottage.

  • We are halfway complete in replenishing our road reserves from the purchase of our blacktopped roads 5 years ago. At the 10 year mark the Board will review the condition of the roads for any needed maintenance, including a more permanent correction to the manhole cover problem.

  • The Board approved an increased mowing budget allowing for 23 (with an option of up to 26) mowings per year. Roger Nehls will be overseeing this service next year and we expect a smoother operation.

  • We approved spring and fall weed & fertilizer applications of the promenade again for next year, but are considering only having the spring application done. Jack Kramer and Bill Hertzer are following up on this as fertilizer costs have skyrocketed recently.

  • We had an unusually expensive water bill this past August (as compared to August 2009). We have no current explanation, but are on heightened awareness again watching the water bill.

  • Roger Nehls continues to manage closely the dumpster pick-up service, saving us much money. There was a very difficult time in June when our provider transitioned between services and did a very poor job of responding to us.

  • The tree costs will be down just slightly this year (from $8000 to $7300). We have decided to focus on addressing the large dead trees along Rt. 6 (4 Siberian Elms) and one dead Tulip Poplar on the promenade. Next year we will take another maintenance pass trimming and pruning throughout the property.

  • The beach maintenance costs remain steady at $2000, but we are working on plans to reduce this. Instead of hiring our tree service this year to cut the woody growth on the beach bank, we hired Harbourtown Lawn & Landscaping service to do a complete cutting of the beach bank for $1,050. We are considering plans to maintain this more routinely (see discussion under “New Business”).

Committee Reports:

Finance: Thank you to Jack Corrigan who audited our financial records for the last 2 fiscal years. Everything was found to be in order, accurate, and well presented. The memo and financial statement will be posted on the Web site.

Utilities: Thank you to Harry Bratton for overseeing the fix of the cable wire problem on Pennsylvania Road.

Pavilion: Thank you to Carol Dunkle for overseeing that the roof leak was fixed at the Pavilion.

Old Business: None.

New Business:

Reducing Property Maintenance Costs (while simultaneously improving the property!): Mark Hayman initiated a discussion about low cost options for keeping up with the maintenance of our grounds, beach bank, and creek area. We are working towards keeping all aspects of the property more routinely maintained. Several ideas were discussed, including how to channel the help of our own volunteers and how to hire more low cost workers.

(We also reiterated our desire to avoid becoming an employer of individuals. We need to only hire companies or self-employed contractors so that we do not introduce all of the additional financial and legal work involved in being an employer.)

  • Creek area: One of the ideas under consideration in regards to the creek area is to hire a professional to re-grade our creek bank for better water flow, easier maintenance, and to fix many of the tiling and input drain pipe problems. This expense would be in the nature of $5,000 to $10,000, but would improve the maintenance of that area for years to come.

  • Beach Bank: As mentioned above under the topic of beach maintenance, we are considering a plan to more routinely cut down the bank and keep up with the effort for lower cost. The proposal on the table is to hire someone to come in mid-spring, early summer, and late summer to take a pass at the beach bank expanse for less overall cost ($600) than coming just once a year.

  • Grounds: We have assigned more money to the mowing budget so that we may have more frequent mowings and have set up closer monitoring of the situation.

Free Dump Day in the Spring: The Free Dump Day at the Vermilion Township Recycling Center will probably be May 7th, 2011. Mark Hayman and Jack Kramer volunteered to be available with their pick-up trucks for Heidelberg Beach residents who would like to take large objects to the dump. Keep this in mind and give thought to anything you’d like to dispose of.

Spring Work Day: The decision was made to move Spring Work Day this year to the weekend prior to Memorial Day so that people may spend more time with their families on the holiday weekend. Spring Work Day will be May 21st, 2011. Thank you to all of those who have been turning up and working hard on the last few Work Day events—the Board is making a real effort to make these days more productive for the community.

Next Board Meeting: The next Board meeting will be May 21st, 2011.

The meeting was adjourned at 3:00 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 21st, 2011

Present: Jack Kramer (President-presiding), Roger Nehls (VP), Dick Castele (Treasurer), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Dick Henderson, Rick Herwerden, Barclay Rohrbaugh.

Excused or Absent: Carol Dunkle, David Rohrbaugh.

Opening: The meeting was called to order at 2:00 PM.

Minutes: Minutes from the November 6th, 2010 Board Meeting were approved.

Real Estate: Mary Chidester presented two lease transfers.

Bratton Lease Transfer: Barclay Rohrbaugh (Jane Chidester) made a motion to consent to the transfer of the lease for lots 41, 42, and 43 located on W. Virginia Road, from Loretta Bratton and Harry Bratton to Harry Bratton. Motion passed unanimously.

Chidester/Macko Lease Transfer: Rick Herwerden (Mark Hayman) made a motion to consent to the transfer of the lease for lots 81 and 82 located on Indiana Road, from Jane Chidester and John Macko to Jane E. Chidester and John L. Macko, Co-Trustees, or the survivor as Sole Trustee, of the Chidester - Macko Family Revocable Trust UAD November 24, 2011. Motion passed. Jane Chidester abstained and remitted the $50 lease transfer fee to the Association.

Committee Reports:

Building & Zoning: Bill Hertzer presented three upcoming projects.

  • Sharon Chidester is adding geothermal heating and cooling to her cottage. After work is complete, the only visible change will be a heat/ac pump on the exterior of the cottage. During the work, there will be drilling equipment parked on the cut over section of road to the south of their cottage. The drill will install piping underneath their cottage for the geothermal unit.
  • Rosalie & Roger Nehls are renovating the porch at the NE corner of their cottage. There is no footprint change. The roof line from above their kitchen (south of the porch) will be extended forward (north) to replace the current porch roofline. Jack Kramer (Dick Castele) moved to approve this plan. Motion passed. Roger Nehls abstained. No construction deposit is required.
  • Char Schuman will be installing a concrete driveway on lot 32. Mark Hayman (Rick Herwerden) moved to approve this plan. Motion passed unanimously. No construction deposit is required.

Trees: Recent straight line winds blew down a very large pine up by Rt. 6 in the SE corner of our property. The wind also took a 25’ chunk out of the top of another one. Andy Overly cleaned up the chunk for us; we’ll have Leimeister take care of the other tree next winter because it is not impacting anything.

Utilities:

  • Septic tanks were cleaned in April on the new plan of cleaning every other year. A copy of the map with the septic tank locations has been scanned and will be uploaded to the Web site for permanent storage.
  • Strittmather will soon patch the road where the February water main break occurred.
  • Jack Kramer gave maps of the water lines to Jane Chidester to get scanned into the computer.

Old Business:

Beach and Bank: Roger Nehls (Dick Henderson) moved to authorize Jane Chidester to further research the options for spraying the large areas of poison ivy and vine growth on the beach bank with a maximum budget of $300. Jane will contact Bill Richardson for consultation. Motion approved unanimously.

Jane Chidester (Rick Herwerden) moved to authorize Harbourtown (Fred Yost) to do an early summer and later summer cut down of the beach bank growth for a cost of $560 per time (4 people for 8 hours @ $17.50/hour). Motion approved unanimously.

Promenade Fertilization: After discussion it was decided to skip this spring’s application.

New Business:

Board Member Nominations: Outgoing Board members are Dick Castele and (the late) Bill Chidester. Members up for re-election are Dick Henderson and Mark Hayman. Dick C., Dick H., and Mark will work together to come up with a list of nominees prior to the next Board meeting.

Orientation: David P. Young and Georgia Newman met with the Board at 3:00 PM for their orientation. Jack Kramer welcomed them and discussed the history and purpose of the Heidelberg Beach Association, the shared responsibility for the welfare of the community, the privileges of membership, and the opportunities for friendship in the Heidelberg Beach Association family. Dick Castele explained the assessment process. Jane Chidester provided an Orientation Booklet with all relevant documents.

David and Georgia shared that they live permanently in Oberlin, Ohio and intend 95 Ohio to be their weekend home for gatherings with their family. They have three grown children and five grandchildren. David is a retired English Literature Professor from Oberlin College and Georgia is still practicing Internal Medicine. David and Georgia signed the “Agreement to and Acknowledgement of Materials” document, and it will be stored with their lease records with our Real Estate Trustee.

Vote on New Members: Roger Nehls (Dick Henderson) moved to accept David Young and Georgia Newman into membership of the Heidelberg Beach Association. Motion passed unanimously. We had 8 Board Members present (Rick Herwerden was not present), so we did have the “two thirds of the whole of the Board,” as required by the By-Laws.

Jane Chidester (Roger Nehls) moved to authorize the Board President and Secretary to sign all appropriate lease transfer documents to complete the sale of 95 Ohio Road. Motion passed unanimously.

Next Board Meeting: The next Board meeting will be June 25th, 2011 at 10:00 AM. The Annual Meeting has been scheduled for July 23rd, 2011 at 10:00 AM.

The meeting was adjourned at 4:00 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
June 25th, 2011

Present: Jack Kramer (President-presiding), Dick Castele (Treasurer), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Dick Henderson, Barclay Rohrbaugh, David Rohrbaugh.

Excused or Absent: Carol Dunkle, Rick Herwerden, Roger Nehls (VP).

Opening: The meeting was called to order at 10:00 AM.

Minutes: Minutes from the May 21st, 2011 Board Meeting were approved.

Treasurer’s Report: Dick Castele presented the summary of the finances as of the end of the fiscal year (June 30th). Of the $89,226 total cash assets, $67,912 are reserved for specific uses and $21,314 are unencumbered. The year ended $1,031 over budget due to the unexpected water main break in March.

Committee Reports:

Building & Zoning: Bill Hertzer presented the plans for Carolyn Leitch & Dick Castele’s deck renovation. Carolyn & Dick are grandfathered into the footprint variance received for the existing sandstone/railroad tie deck on the northeast corner of their cottage. They are removing the old sandstone/railroad tie deck and replacing it with recycled lumber materials. Jane Chidester (Barclay Rohrbaugh) moved to approve the presented plan. Motion approved unanimously.

Nominating Committee: The slate of nominees for the Board of Trustees are Mark Hayman (incumbent), Dick Henderson (incumbent), Bill Hertzer, Nancy Lukens, Tom O’Dougherty, and Bill Richardson. David Rohrbaugh (Barclay Rohrbaugh) moved to accept the slate. Motion approved unanimously.

Old Business:

Beach and Bank: Spraying for poison ivy and vine growth was done in mid-June. The undergrowth on the bank will be cut again in mid-July by Harbourtown Lawn & Landscaping.

Blueprints: Five blueprints were scanned into electronic format from Jack Kramer’s collection of old maps/prints. These will be posted on the Web site for future reference information. We are still looking for anyone that has any helpful maps of the property, particularly any that accurately depict the current water lines.

New Business:

Trespassing & Vandalism Issues: Options for handling these problems was discussed. It was decided the best course of action at this time is to ask leaseholders and their families to be diligent this summer in watching out for any unusual activity or people that don’t belong here. The Board needs your help in keeping our community safe.

Dogs on East Beach: The Board has agreed to allow the variance approved last year to permit dogs to access the east beach (via the east path and switch back only) to be continued for another year. The Board will re-evaluate this annually.

Annual Meeting Preparation: The Board will try a few new things to streamline the Annual Meeting this year. The Treasurer will post the Financial Report to the Web Site early for preview. We will also try to get written committee reports posted prior to the meeting.

Next Board Meeting: The next Board meeting will be July 23rd, 2011 immediately following the Annual Meeting (which begins at 10:00 AM).

A Board meeting has also been scheduled for August 20th at 10:00 AM at the Pavilion.

The meeting was adjourned at 11:15 AM.

Respectfully Submitted,
Jane Chidester
Secretary

Annual Membership Meeting
Heidelberg Beach Association
July 23rd, 2011

Opening: The meeting was called to order at 11:05 AM. Jack Kramer opened with a prayer.

Membership Roll Call and Distribution of Ballots : Secretary Jane Chidester called the roll of leaseholders by lot numbers. Ballots for the election of the Board of Trustees for 2011-2014 were distributed.

Association members representing 68 lots were present and proxies were turned in for an additional 18 lots. Hence, a total of 86 lots were represented. 50 lots are required for a quorum and 58 lots (2/3+1 of 86) are required for a By-Laws change.

Minutes: Bill Hertzer (John Macko) made a motion to dispense with the reading of the minutes from the 2010 Annual Meeting and approve them as written. The motion was approved unanimously.

Treasurer’s Report: Dick Castele presented the summary of the finances as of the end of the fiscal year (June 30th, 2011). Of the $92,482 total cash assets, $67,912 are reserved for specific uses and $21,320 are unencumbered.

In the fall of 2010 the Board of Trustees approved a budget of $45,710. In an effort to minimize the assessment increase from the prior year, assessments to the community were limited to $41,000. Surplus funds from prior years were used to cover the difference.

Overall, actual expenses would have been less than budgeted expenses except for the unanticipated cost to repair the water line. The year ended $1,031 over budget due to the $2,240 cost to fix the water main break.

Jack Kramer (Dan Warder) made a motion to accept the Treasurer’s report. The motion was approved unanimously.

Report of the Nominating Committee: Dick Castele, Chair of the Nominating Committee, presented the slate of nominees for the Board of Trustees for 2011-2014. They were Mark Hayman (incumbent), Dick Henderson (incumbent), Bill Hertzer, Nancy Lukens, Tom O’Dougherty, and Bill Richardson. There were no additional nominations from the floor and nominations were closed.

Dick Castele and Jack Corrigan were appointed as tellers.

Committee Reports:

Beach & Bank Committee Report (Tom Lukens): For those that saw it, this spring was a real challenge on the beach. We had more debris wash ashore over the winter than those with long histories here can remember. Thanks again to all of those who showed up on Work Day and made impressive efforts on the beach. We are also very thankful for the crew from Mr. Brown’s property in completing the task. They spent four hours on our beach hauling the huge logs and piles of debris away. They had a brigade of tractors, trailers, and dump trucks—truly an amazing sight.

Also, as you’ve been reading in the Sandscribes, the Board has hired Harbourtown Lawn & Landscaping to keep our beach bank cut back. The bank looks considerably better with these cuttings. There are still many areas to tame, but the hope is to get the undergrowth to a point where it can be managed with weed whips alone. Many thanks as well to Herb Foote & Harvey Foote who have been keeping the sand smoothed and sculpted on a weekly basis, particularly after the most recent storm.

The fire pit is relocated a bit west of its previous location to account for the decrease in our beach space since last year. We appreciate all of your efforts to keeping the area clean and maintaining the chairs in good condition.

Coastal Legislation Committee Report (Carol Dunkle): The Ohio Lakefront Group’s fight for shoreline owner’s property rights has reached the Ohio Supreme Court and a ruling is expected soon. To date, all of the previous lawsuits and appeals have been won by the OLG. If the court sides with property owners, the ruling would have no impact on the 164 public beaches and points of public access to Lake Erie, which averages one public area every two miles.

The case presents a fundamental property rights question: Do state bureaucrats have the right to take portions of land legally purchased by, and deeded to, private citizens for more than 200 years?

Communications Committee Report (John Macko): The Communications Committee maintains the Heidelberg Beach Web site (http://www.HeidelbergBeach.org); publishes and distributes the Sandscribes newsletter; and maintains contact information for, and publishes, the Heidelberg Beach Membership Directory. Any suggestions for improvement for any of these items are welcome.

All Heidelberg Beach residents and guests are encouraged to report news items. Contact information is available within the Web site and Sandscribes. In particular, please share your personal items such as births, graduations, engagements, weddings, accomplishments, and milestone birthdays and anniversaries.

We plan to publish a new hardcopy version of the Heidelberg Beach Membership Directory as soon as the sales of 79 Indiana and 95 Ohio are complete. In the interim, everyone is reminded that current, up-to-date copies of the Directory are always available on the Web site at http://www.HeidelbergBeach.org/HBdirect.html. Two versions are available: one formatted for hardcopy printing, and one softcopy version to store on your computer. If you haven’t downloaded the softcopy version, do consider giving it a try: it’s very handy to have a searchable local resource of all our member information that can be accessed without having to be connected to the Internet.

Please keep the committee informed of your address changes (both E-mail and snail-mail) and telephone numbers.

I’d like to personally thank Jane Chidester who does the bulk of the work for this committee, all flawlessly and with a great writing style and sense of humor. Thank you, Jane!

CCWW 2011 Annual Report (Joan Margard):

Membership: Current members of the Council are: Jack Corrigan, Jane Eshelman, Rev. Dick Henderson, Joan Margard, and Rosalie Nehls. The Council Constitution stipulates that there shall be 8 members with staggered terms. Shelia Henderson and Vern Margard will be asked to serve for two year terms. Karen Herwerden has requested a furlough from the Council and was thanked for her years of dedicated leadership as chairman.

Officers: Jane Eshelman and Joan Margard have agreed to be Co-chairs for 2010-2011. Joan will continue to serve as Secretary, and Rosalie Nehls will continue to arrange for refreshments to follow the worship services.

Meetings: The council is to have two meetings a year (Annual Meeting and Spring Meeting) and as many other meetings as it deems necessary. The Annual Meeting was convened on September 5, 2010, and the Spring Meeting was held on Work Day, May 21, 2011.

Worship:

Music It was suggested that because our hymnals are so old, we should update some of our songs, using selected praise music and choruses. Incorporating the praise songs and choruses on successive Sundays will help to familiarize the congregation with the music. Rosalie will contact Claudia Springer to help with the song selection. Traditional hymns from the hymnal will be used each week as well.

Ministers Barclay Rohrbaugh arranged for the ministers for the weekly services this year. Some members of the Council feel that property owners who are clergy should be asked first to supply the pulpit for weekly worship. Guest ministers or worship leaders will be asked for the remaining Sundays.

Communion Dick Henderson will be the minister for the Labor Day weekend service and is interested in knowing if there are any elders within the congregation who might help with serving communion.

Bulletins and Greeters Vern Margard has agreed to prepare the bulletins for each week and send them electronically to Jan Peer and/or Claudia Springer for printing. Bill Richardson will arrange for Greeters and Announcers for the season.

Funds: Dick Castele will manage the Council funds in a separate account. Roger Nehls will continue to make the deposits for Dick.

Tithe: Our tithe in 2010, $350.00 ($200.00 + one returned honorarium) was given to the Vermilion Food Pantry. The Council decided to contribute the 2011 monetary tithe to the Vermilion Food Pantry as well and will collect currently dated, non-perishable food items each week. Rosalie and Roger Nehls were thanked sincerely for their delivery of the food items and the check to the pantry last year.

Constitution: Council was asked to review and revise its constitution and submit the revision for publication in the Sandscribes. Following input from members of the Council, the final document was submitted on June 15th.

Grounds & Creek Committee Report (Bill Hertzer):

1. Weed and feed has been applied to the Promenade.

2. Thanks to Joyce and Harvey Foote for a fine job of mowing our lawn and working on the grounds.

3. Thanks to Joyce and Harvey for all the work they do all for us as we need help.

4. Thanks to all the folks who spend many hours working on the grounds.

Real Estate Report (Mary Chidester): This year there were five lease transfers. The one sale was the Seymour cottage which was sold to David P. Young and Georgia Newman. We would like to welcome the newest members of our community. The other transfers were for estate planning purposes. Please remember that any transfer of a lease, including transfers to trusts for estate planning purposes, require the prior written approval of the Board of Trustees. If anyone needs assistance with such a transfer I am more than happy to help.

Safety & Recreation (Joe Tereshko): Thanks to the many people who have helped with the playground this past year; particularly Harry Bratton, Roger Nehls, Dan Warder and Mark Hayman. Their help is greatly appreciated.

Social Committee Report (Jan Peer): The Social Committee hosted six events from May 30, 2010 through November 6, 2010 at a cost of $157.45. Donations of $54 were received to offset this cost.

The Social Committee requests reimbursement in the amount of $ 103.45 for 2010. This is the net amount of cost less cash donations. We would also like to thank Heidelberg Beach members who donated many items not reflected in the cost above.

For 2011, the Social Committee requests an expense account of $250 for this summer’s socials. In addition please add a budget item in the amount of $250 for the 2012 budget to be approved later this year.

Tennis Club Report (Ruth Schneider): Thanks to Roger Nehls for taking down and storing the tennis net and poles. Also thanks to Roger Nehls, Dan Warder, Jim Schneider, and Dr. Jim Schneider who put up and repaired the tennis net. And thanks to those who have kept the grass trimmed around the court.

The bank account balance as of June 30, 2011 (end of Fiscal year) is $1,714.73. $271.94 was paid in Real Estate taxes for 2009 & 2010, and $600 in dues was received in 2009 & 2010. Please pay 2011 dues ($25) by July 30th, 2011 (checks made payable to “Heidelberg Beach Tennis Club”).

Tree Committee Report (Jane Chidester): This past winter we focused our funds on having large dead and dying trees removed. We lost 4 Siberian Elms along Route 6, and a Tulip Poplar on the promenade. Next fall and winter we will have to address the Ash trees that have succumbed to the bore disease and the large pine that has fallen in the woods up by Route 6. We also hope to have enough money to do a minimal maintenance pass through the whole property.

Thanks to Dan Warder for his efforts to reestablish grass in areas where we’ve lost trees. Thanks also to John Macko and Harvey Foote who have been spending recent weekends ringing trees with mulch around the property.

Utilities (Harvey Foote): The septic tanks were cleaned this year by Abel Sanitation and costs were held to $110 per tank. Tanks will continue to be cleaned on an every other year basis.

Zoning & Building Committee Report (Bill Hertzer):

1. Sharon Chidester has just completed a new geothermal heating system for her cottage at 69 Kentucky.

2. Jennifer Sullivan and Dave Rohrbaugh are close to finishing major work on 30 West Virginia.

3. Rosalie and Roger Nehls are replacing their sun room with a more permanent sun room.

4. Carolyn Leitch and Dick Castele are replacing their front porch at 92 Ohio.

Old Business:

New Board Members: Mark Hayman, Dick Henderson, Bill Hertzer, Bill Richardson were elected to serve for 2011-2014.

New Business: None.

Adjournment: The meeting was adjourned at 11:35 AM.

Respectfully Submitted,
Jane Chidester,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 23rd, 2011

Present: Jack Kramer (President-presiding), Roger Nehls (VP), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Dick Henderson, Bill Hertzer, Rick Herwerden, Bill Richardson, Barclay Rohrbaugh.

Absent: Carol Dunkle, David Rohrbaugh.

Adjunct Trustees: Dick Castele (Treasurer), Mary Chidester (Real Estate)

Opening: The meeting was called to order at 12:00 Noon.

Minutes: Minutes from the June 25th, 2011 Board Meeting were approved.

Treasurer’s Report: Dick Castele gave Jack Corrigan the Fiscal Year 2011 books to audit.

Real Estate Report: The Seymour cottage sale of 95 Ohio Road to Georgia Newman & David Young was completed on July 11th, 2011.

Committee Reports: None.

Old Business: None.

New Business:

New Board Members: Welcome to Bill Hertzer and Bill Richardson.

Officiers & Executive Committee for 2011-2012: Barclay Rohrbaugh (Rick Herwerden) moved to retain the current slate of Officers and adjunct Trustees. The motion passed unanimously. For 2011-2012 Jack Kramer will continue to serve as President, Roger Nehls as Vice President, Jane Chidester as Secretary, Dick Castele as Treasurer, and Mary Chidester as Real Estate Trustee.

Roger Nehls (Mark Hayman) moved to retain the current executive committee with the exception of replacing Dick Castele, who is no longer on the Board of Trustees, with Rick Herwerden. Motion passed unanimously. The Executive Committee members are: Jack Kramer, Roger Nehls, Jane Chidester, Carol Dunkle, Mark Hayman, Dick Henderson, and Rick Herwerden.

Orientation of Matt Glaviano: Linda & Cliff Glaviano are adding their son Matt Glaviano to their lease. Matt has been an unofficial member of the Heidelberg Beach family his entire life, and is well acquainted with our community. He is thrilled to become an official member of our community. Matt and his wife Marissa live in Westerville, Ohio, and they have an adorable 2 year old girl named Harper. Matt was given the Heidelberg Beach Orientation Booklet and signed the "Agreement to and Acknowledgement of Materials" document (which will be stored with the Glaviano lease records with our Real Estate Trustee).

Vote on New Member: Barclay Rohrbaugh (Jane Chidester) moved to accept Matt Glaviano into membership of the Heidelberg Beach Association. Motion passed unanimously. We had 10 Board Members present, so we did have the "two thirds of the whole of the Board," as required by the By-Laws.

Barclay Rohrbaugh (Roger Nehls) moved to authorize the Board President and Secretary to sign all appropriate documents to complete the addition of Matt to his parent’s lease. Motion passed unanimously.

Next Board Meeting: The next Board meeting is August 20th at 10:00 AM at the Pavilion.

The meeting was adjourned at 12:30 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
October 15, 2011

Present: Jack Kramer (President-presiding), Roger Nehls (VP), Jane Chidester (Secretary), Jack Corrigan, Dick Henderson, Bill Hertzer, Rick Herwerden, David Rohrbaugh.

Absent: Carol Dunkle, Mark Hayman, Bill Richardson, Barclay Rohrbaugh.

Adjunct Trustees: Dick Castele (Treasurer)

Opening: The meeting was called to order at 12:00 Noon.

Minutes: Minutes from the July 23rd, 2011 Board Meeting were approved.

Treasurer’s Report: At the last meeting Dick Castele gave Jack Corrigan the Fiscal Year 2011 books to audit. Jack Corrigan presented a Memorandum to the Board stating that Corrigan Krause staff had reviewed the financial statements and found they "provide a fair accounting for the fiscal year ended June 30, 2011." Bill Hertzer (Jane Chidester) moved to accept the audit. Motion passed unanimously.

Dick Castele also confirmed that he files annually IRS Form 1120-H (U.S. Income Tax Return for Homeowners Associations).

Dick Castele presented the outline for our 2011-2012 budget based on the requests he’d received and information from past years. After discussion, Jane Chidester (Bill Hertzer) moved to approve the budget. David Rohrbaugh (Jack Corrigan) made a motion to hold the assessment increase to 6% this year and make up the deficit of 4% (difference between approved budget and amount of assessments) from the unencumbered cash fund. Motion approved unanimously.

Notes from the budget discussion:

  • Harvey Foote has signed the Mowing Contract for 2012 and the Board has budgeted for 23 mowings.

  • Jack Kramer & Mark Hayman will investigate the cost of adding collars to our storm sewer manhole covers in the roads and present a report in the spring.

  • Jack Kramer & Mark Hayman will discuss what needs to be done to maintain the pier welds and report back to the Board.

  • Bill Hertzer will contract to have one springtime weed/feed application done on the promenade.

  • The Board voted to continue to hire Harbourtown Lawn & Landscaping to maintain the Beach Bank and money for Herb Foote to groom the sand in the summertime.

  • Jane Chidester will contract again with Leimeister Tree Service for our winter tree work.

Real Estate Report: Roger Nehls (Rick Herwerden) made a motion to accept the termination of the lease to Robert W. Koester and Jack Kramer, as joint tenants on lots 49 and 50 Kentucky Road—and to issue a new lease to Jack Kramer only. Jack Kramer abstained, motion passed.

David Rohrbaugh (Roger Nehls) moved to authorize Roger Nehls as Vice President to sign with Jane Chidester as Secretary on the new lease. Jack Kramer abstained, motion passed.

Committee Reports:

Zoning & Building: Bill Hertzer (Jane Chidester) moved to accept the Nehls construction plans. Motion passed unanimously.

CCWW: Jack Corrigan suggested that we move as many of the cleaning tasks as possible for the first Pavilion service to our Spring Work Day task list. These tasks include moving out the picnic tables and giving them an initial washing, cleaning the tarps, cleaning the Pavilion interior, moving out the lectern and chairs from the Pump House, washing the chairs, and weeding around the Pavilion landscaping beds. It was noted that we could do this, but would place the picnic tables on the Shuffleboard Courts for the weeks prior to the first service to make the springtime mowing easier.

Old Business: None.

New Business:

New Board Members: Welcome to Bill Hertzer and Bill Richardson.

Orientation of John Rohrbaugh: A request has been made to transfer The Pioneer at 59 Kentucky from the Trust of Paul and Marian Rohrbaugh to, John Rohrbaugh, Martha Vivona, and Barbara Weber, or to a trust naming the three “children” and their decedents as beneficiaries. All have been unofficial members of the Heidelberg Beach family their entire life, and are well acquainted with our community. John was able to meet with the Board today, was given the Heidelberg Beach Orientation Booklet, and signed the “Agreement to and Acknowledgement of Materials” document (which will be stored with the lease records with our Real Estate Trustee).

Vote on New Member: Pending resolution of how the lease will be held and orientation and approval of the other siblings, Roger Nehls (Bill Hertzer) moved to accept John Rohrbaugh into membership of the Heidelberg Beach Association. Motion passed unanimously. We had 8 Board Members present, so we had the “two thirds of the whole of the Board,” as required by the By-Laws.

Next Board Meeting: The next Board Meeting will be April 14th, 2012 and Spring Work Day (with a Board Meeting) will be May 19th, 2012.

The meeting was adjourned at 2:00 PM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 26, 2012

Present: Jack Kramer (President-presiding), Roger Nehls (VP), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Dick Henderson, Bill Hertzer, Rick Herwerden, Barclay Rohrbaugh.

Absent: Carol Dunkle, Bill Richardson, David Rohrbaugh.

Adjunct Trustees: Dick Castele (Treasurer) and Mary Chidester (Real Estate).

Opening: The meeting was called to order at 10:00 AM.

Minutes: Minutes from the October 15th, 2011 Board Meeting were approved.

Treasurer’s Report: None.

Real Estate Report: 10 Pennsylvania, which has been on the market and currently owned by Beverly Morris and Marilyn Border, Co-Trustees of the Lydia H. Foote Trust dated July 20, 2005, is now going to be transferred to Marilyn M. Border and taken off the market.

Committee Reports: None.

Old Business:

Sewer Covers: This summer Mark Hayman will replace one or two sewer covers in the road with extension collars to raise the level of the cover to the road surface. This will be a temporary fix until the roads are re-surfaced in the future. The expectation is that in 4 years, when the road reserve budget is replenished, the Board will consider resurfacing the roads. At this time, the Board will address leveling all of the sewer covers and deciding if the berm should be re-done. This is the most cost effective approach to the problems.

Review of Master Tree Plan: Jane Chidester presented the Board with the Master Tree Plan, the history behind developing the plan, the list of work done over the 2011-2012 winter, and a list of related beach projects. The Board will continue to discuss projects around the beach at future meetings. These projects revolve around the maintenance of the creek area, ringing trees with mulch, maintaining the woods area along Rt. 6, re-landscaping the Entrance sign, continued maintenance of the beach bank and the top of the cliff bank. The Master Tree Plan is attached as an addendum to these minutes (online only).

Welding the Pier: Mark Hayman will lead the effort to weld the areas of the pier that are in need of maintenance.

Weed/Feed Treatment of the Promenade: Bill Hertzer will investigate a new service to control the weeds in the promenade grass. In conjunction with this, he will investigate getting a group rate for anyone that wants weed/feed treatments for their lots.

Beach Bank: The Beach Bank will be cut down in mid-June by Harbortown Lawn & Landscape (Fred Yost). Money was reserved for this last fall.

New Business:

Construction Deposit: Jane Chidester (Bill Hertzer) moved to return the Nehls construction deposit. Motion approved unanimously.

Orientation of Martha Vivona and Barbara Weber: Martha and Barbara met with the Board today, were given the Heidelberg Beach Orientation Booklet, and they both signed the “Agreement to and Acknowledgement of Materials” document (which will be stored with the lease records with our Real Estate Trustee).

Vote on New Members: Roger Nehls (Jack Corrigan) moved to accept Martha Vivona and Barbara Weber into membership. They also moved to approve the transfer of the lease of 59 Kentucky to the Rohrbaugh Family Heidelberg Cottage Trust**, while reserving the right to approve future Trustees of this trust into membership at Heidelberg Beach. The current Trustees are John Rohrbaugh, Martha Vivona, and Barbara Weber. Motion passed. Barclay Rohrbaugh abstained. We had 8 Board Members vote affirmative, so we had the “two thirds of the whole of the Board,” as required by the By-Laws.

** The full name of the Rohrbaugh Family Heidelberg Cottage Trust is the "John W. Rohrbaugh, Martha E. Rohrbaugh Vivona, and Barbara L. Rohrbaugh Weber, Trustees of the Rohrbaugh Family Heidelberg Cottage Trust dated August 4, 2011."

The Board of Trustees has chosen to handle this Trust by just approving the Trustees for membership into the Association. This trust is designed to last for many generations, therefore when new Trustees are chosen by the family to serve in accordance with the trust, the Board requests that they apply for membership into the Heidelberg Beach Association.

It was noted that it would be a good idea to have the Heidelberg Beach By-Laws reviewed by an attorney and modified to address the complexities of the ownership structures that we now have in our community.

Next Board Meeting: The next Board Meeting will be Saturday, June 23rd, 2012 and the Annual Meeting is set for Saturday, July 21st, 2012. Both meetings will be at 10:00 AM at the Pavilion.

The meeting was adjourned at 11:30 AM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
June 23rd, 2012

Present: Jack Kramer (President-presiding), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Rick Herwerden, Bill Richardson, Barclay Rohrbaugh, David Rohrbaugh.

Absent: Carol Dunkle, Dick Henderson, Bill Hertzer, Roger Nehls.

Adjunct Trustees: Dick Castele (Treasurer) and Mary Chidester (Real Estate).

Opening: The meeting was called to order at 10:00 AM.

Minutes: Minutes from the May 26th, 2012 Board Meeting were approved.

Treasurer’s Report: The fiscal year will be closed in a week and projections are that we will be $1,500 under budget.

Committee Reports: None.

Beach & Bank: A request was made for a new buoy and chain for the swimming area.

CCWW:

  • The CCWW will be emailing or calling the members responsible for cleaning the Pavilion approximately 10 days in advance of their date.
  • The CCWW is still looking for volunteers who would be willing to help with the after service Social Hour refreshments. Please contact Joan Margard if interested.

Old Business:

Entrance Landscaping: We have agreed on a direction for landscaping around the sign at the entrance area to the beach. Donations will be solicited from the community to fund the project. The Henderson family will be re-furbishing the sign (and the matching “Private” signs) as a part of this effort.

New Business:

Nominees for the Board: Mark Hayman (Barclay Rohrbaugh) moved to accept the following slate of nominees for the 2012-2103 year: David Rohrbaugh (incumbent), Dick Castele, Nancy Lukens, Barb Weber. Motion passed unanimously.

Vote on Transfer of Lease for 10 Pennsylvania: Jane Chidester (Jack Corrigan) moved to approve the transfer of the lease of 10 Pennsylvania from Beverly A. Morris and Marilyn M. Buemi Co-Trustees of the Lydia H. Foote Trust to Marilyn M. Border. Motion passed unanimously.

Orientation of Katie & Scott Welch: Katie & Scott Welch met with the Board and were given the Heidelberg Beach Orientation Booklet. Katie & Scott signed the “Agreement to and Acknowledgement of Materials” document (which will be stored with the lease records with our Real Estate Trustee).

Vote on New Members: Jane Chidester (Bill Richardson) moved to accept Katie & Scott Welch into membership. Motion passed unanimously. We had 8 Board Members vote affirmative, so we had the “two thirds of the whole of the Board,” as required by the By-Laws.

Vote on Transfer of Lease for 79 Indiana: Jane Chidester (Mark Hayman) moved to approve the transfer of the lease of 79 Indiana from Karen & Norm Siebenhar to Katie & Scott Welch. Motion passed unanimously.

Construction Plans for 16 Pennsylvania: Kathy & Mark Hayman will be re-building their cottage in the fall. Architectural plans were presented and discussed. The Building Committee has approved the plans. David Rohrbaugh (Rick Herwerden) moved to approve the plans. Mark Hayman abstained. Motion passed.

Building/Bench Maintenance: David Rohrbaugh will be doing several woodworking projects around the beach this summer: Sunset Bench support repair, Pavilion repair, and Pier bench repair or replacement. Thank you!

Printing New Directories: Bill Richardson (Barclay Rohrbaugh) moved to approve a budget for printing 2 Directories per cottage. Extra Directories can be made at your cost—please contact Jane Chidester with the number you’d like. Motion approved unanimously.

Next Board Meeting: The Annual Meeting is on Saturday, July 21st, 2012 at 10:00 AM at the Pavilion. A Board Meeting will follow.

The meeting was adjourned at 11:30 AM.

Respectfully Submitted,
Jane Chidester
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
May 26, 2012

Present: Jack Kramer (President-presiding), Roger Nehls (VP), Jane Chidester (Secretary), Jack Corrigan, Mark Hayman, Dick Henderson, Bill Hertzer, Rick Herwerden, Barclay Rohrbaugh.

Absent: Carol Dunkle, Bill Richardson, David Rohrbaugh.

Adjunct Trustees: Dick Castele (Treasurer) and Mary Chidester (Real Estate).

Opening: The meeting was called to order at 10:00 AM.

Minutes: Minutes from the October 15th, 2011 Board Meeting were approved.

Treasurer’s Report: None.

Real Estate Report: 10 Pennsylvania, which has been on the market and currently owned by Beverly Morris and Marilyn Border, Co-Trustees of the Lydia H. Foote Trust dated July 20, 2005, is now going to be transferred to Marilyn M. Border and taken off the market.

Committee Reports: None.

Old Business:

Sewer Covers: This summer Mark Hayman will replace one or two sewer covers in the road with extension collars to raise the level of the cover to the road surface. This will be a temporary fix until the roads are re-surfaced in the future. The expectation is that in 4 years, when the road reserve budget is replenished, the Board will consider resurfacing the roads. At this time, the Board will address leveling all of the sewer covers and deciding if the berm should be re-done. This is the most cost effective approach to the problems.

Review of Master Tree Plan: Jane Chidester presented the Board with the Master Tree Plan, the history behind developing the plan, the list of work done over the 2011-2012 winter, and a list of related beach projects. The Board will continue to discuss projects around the beach at future meetings. These projects revolve around the maintenance of the creek area, ringing trees with mulch, maintaining the woods area along Rt. 6, re-landscaping the Entrance sign, continued maintenance of the beach bank and the top of the cliff bank. The Master Tree Plan is attached as an addendum to these minutes (online only).

Welding the Pier: Mark Hayman will lead the effort to weld the areas of the pier that are in need of maintenance.

Weed/Feed Treatment of the Promenade: Bill Hertzer will investigate a new service to control the weeds in the promenade grass. In conjunction with this, he will investigate getting a group rate for anyone that wants weed/feed treatments for their lots.

Beach Bank: The Beach Bank will be cut down in mid-June by Harbortown Lawn & Landscape (Fred Yost). Money was reserved for this last fall.

New Business:

Construction Deposit: Jane Chidester (Bill Hertzer) moved to return the Nehls construction deposit. Motion approved unanimously.

Orientation of Martha Vivona and Barbara Weber: Martha and Barbara met with the Board today, were given the Heidelberg Beach Orientation Booklet, and they both signed the “Agreement to and Acknowledgement of Materials” document (which will be stored with the lease records with our Real Estate Trustee).

Vote on New Members: Roger Nehls (Jack Corrigan) moved to accept Martha Vivona and Barbara Weber into membership. They also moved to approve the transfer of the lease of 59 Kentucky to the Rohrbaugh Family Heidelberg Cottage Trust**, while reserving the right to approve future Trustees of this trust into membership at Heidelberg Beach. The current Trustees are John Rohrbaugh, Martha Vivona, and Barbara Weber. Motion passed. Barclay Rohrbaugh abstained. We had 8 Board Members vote affirmative, so we had the “two thirds of the whole of the Board,” as required by the By-Laws.

** The full name of the Rohrbaugh Family Heidelberg Cottage Trust is the "John W. Rohrbaugh, Martha E. Rohrbaugh Vivona, and Barbara L. Rohrbaugh Weber, Trustees of the Rohrbaugh Family Heidelberg Cottage Trust dated August 4, 2011."

The Board of Trustees has chosen to handle this Trust by just approving the Trustees for membership into the Association. This trust is designed to last for many generations, therefore when new Trustees are chosen by the family to serve in accordance with the trust, the Board requests that they apply for membership into the Heidelberg Beach Association.

It was noted that it would be a good idea to have the Heidelberg Beach By-Laws reviewed by an attorney and modified to address the complexities of the ownership structures that we now have in our community.

Next Board Meeting: The next Board Meeting will be Saturday, June 23rd, 2012 and the Annual Meeting is set for Saturday, July 21st, 2012. Both meetings will be at 10:00 AM at the Pavilion.

The meeting was adjourned at 11:30 AM.

Respectfully Submitted,
Jane Chidester
Secretary

Annual Membership Meeting
Heidelberg Beach Association
July 21st, 2012

Opening: The meeting was called to order at 10:05 AM. Rev. Richard Henderson opened with a prayer.

Membership Roll Call and Distribution of Ballots : Secretary Jane Chidester called the roll of leaseholders by lot numbers. Ballots for the election of the Board of Trustees for 2012-2015 were distributed.

Association members representing 58 lots were present and proxies were turned in for an additional 19 lots. Hence, a total of 77 lots were represented. 50 lots are required for a quorum and 52 lots (2/3+1 of 77) are required for a By-Laws change.

Minutes: John Macko (Georgia Newman) made a motion to dispense with the reading of the minutes from the 2011 Annual Meeting and approve them as written. The motion was approved unanimously.

Treasurer’s Report: Dick Castele presented the summary of the finances as of the end of the fiscal year (June 30th, 2012). Of the $95,530 total cash assets, $74,649 are reserved for specific uses and $20,881 are unencumbered.

In the fall of 2011 the Board of Trustees approved a budget of $45,995. In an effort to minimize the assessment increase from the prior year, assessments to the community were limited to $43,500. Surplus funds from prior years were to be used to cover the difference.

Actual expenses ended under budget by $1,868. This was due principally to the limited amount of snow plowing required this last winter and to the apparent water bill savings after having the water main fixed last year.

Craig Peer (Harry Bratton) made a motion to accept the Treasurer’s report. The motion was approved unanimously.

Report of the Nominating Committee: Roger Nehls, Chair of the Nominating Committee, presented the slate of nominees for the Board of Trustees for 2012-2015. They were Dick Castele, Nancy Lukens, David Rohrbaugh (incumbent), and Barbara Weber. There were no additional nominations from the floor and nominations were closed.

Roger Nehls (Harry Bratton) moved to accept the slate of nominees and elect them via acclamation. The motion was approved unanimously.

Jack Kramer thanked the current Board Members for their service.

Committee Reports:

Beach & Bank Committee Report (Tom Lukens): Tom Lukens thanked Herb Foote for his weekly grooming of the beach sand; it has made a wonderful difference in the enjoyment of the beach. Tom also noted that he was going to submit a request for the purchase of new swimming area buoys.

Coastal Legislation Committee Report (Carol Dunkle): On September 14th, 2011 the Ohio Lakefront Group won the Supreme Court Decision upholding the property rights of private property owners. Further lawsuits are being filed now to recover attorney’s fees.

However, the fight with the state and the ODNR lingers on.

The state still thinks that we own the property to the ordinary high water mark and not the natural water line and is requesting that the Ohio Lakefront Group must prove further that we own to the natural waterline even though based on the Appeals Court and Supreme Court decision, the description of the boundary should be changed to read: “The natural shoreline is a moving boundary located at the line where the water would be on any given day, between the ordinary high and low water marks, except for natural disturbances such as storm surges, wind tides, seiches and harbor resonance. The natural shoreline is not an “ordinary” water line or a fixed line of elevation. The line moves throughout the year based on seasonal variations in lake levels. The line also moves based on long term changes to the land caused by erosion and accretion and long term changes to water levels caused by submergence and reliction. In other words, the natural shoreline is the line between what is usually non-submerged land and what is usually submerged land on any given day.”The state still thinks that we own the property to the ordinary high water mark and not the natural water line and is requesting that the Ohio Lakefront Group must prove further that we own to the natural waterline even though based on the Appeals Court and Supreme Court decision, the description of the boundary should be changed to read: “The natural shoreline is a moving boundary located at the line where the water would be on any given day, between the ordinary high and low water marks, except for natural disturbances such as storm surges, wind tides, seiches and harbor resonance. The natural shoreline is not an “ordinary” water line or a fixed line of elevation. The line moves throughout the year based on seasonal variations in lake levels. The line also moves based on long term changes to the land caused by erosion and accretion and long term changes to water levels caused by submergence and reliction. In other words, the natural shoreline is the line between what is usually non-submerged land and what is usually submerged land on any given day.”

Communications Committee Report (John Macko): The Communications Committee maintains the Heidelberg Beach Web site (http://www.HeidelbergBeach.org), publishes and distributes the Sandscribes newsletter, and publishes and maintains the Membership Directory. Any suggestions for improvement for any of these are most welcome.

All Heidelberg Beach members are encouraged to share news items—just contact Jane Chidester or John Macko. We are a “family community” and very much share in each other’s happiness and sorrows.

As promised, with the sale of the last of the cottages that had been on the market, we will be printing a new Membership Directory. The Board approved a budget of two directories per cottage. If anyone would like additional directories at their own cost ($3/each), please contact Jane Chidester.

Please verify and update your Membership Directory entry before August 1st. A draft hardcopy will be available at the annual meeting on which to mark any last minute changes.

New on the Web site is a “quick access button” for the Directory in the navigation pane on the left of all pages (remember the password is beach).

CCWW 2012 Annual Report (Joan Margard):

Membership: Current members of the Council are: Jack Corrigan, Jane Eshelman, Rev. Dick Henderson, Shelia Henderson, Joan Margard, Vern Margard, and Bill Richardson.

Officers: Jane Eshelman and Joan Margard are co-chairs of the Council.

Meetings: The Council is to have two meetings a year (Annual Meeting and Spring Meeting) and as many other meetings as it deems necessary. The Annual Meeting was convened on September 3, 2011, and the Spring Meeting was held on May 26, 2012.

Worship:

Music Rosalie Nehls coordinated the music for Sunday morning worship services. Claudia Springer played the keyboard during the month of July. Rosalie, Gale Kramer, and Laura Weber served as organists during the rest of the season.

Ministers Jane Eshelman recruited ministers/worship leaders to fill the pulpit for the 2012 season. Joan Margard sent reminders and thank-you’s to the ministers. Each minister was asked to submit his sermon title, scriptures, and hymn selections to Vern Margard for printing in the weekly bulletin.

Communion Dick Henderson will be the minister for the Labor Day weekend service when communion will be served.

Bulletins and Greeters Vern Margard is preparing bulletins for each week and will send them electronically to Jan Peer and/or Claudia Springer for printing. Bill Richardson will arrange for Greeters and Announcers for the season.

Funds: Dick Castele will manage the Council funds in a separate account. Roger Nehls will continue to make the deposits for Dick.

Tithe: Our tithe for 2011, which included one returned honorarium, was $310.00 and was donated to the Vermilion Food Pantry at the UCC Church.

Grounds & Creek Committee Report (Bill Hertzer): Bill Hertzer thanked Harvey and Joyce Foote for all of their work around Heidelberg Beach above and beyond their paid work for lawn mowing and snow plowing. Thank you to everyone who has helped with brush clean-up and bed maintenance.

Insurance (Craig Peer): Craig Peer reported that we still maintain our Insurance coverage for the Association through Erie Insurance. Premiums and coverage have remained steady.

Real Estate Report (Mary Chidester): This year there were 4 lease transfers. The Seibenhar cottage sold to Katie & Scott Welch. The Glavianos added their son Matt to their lease. The Pioneer transferred from Paul Rohrbaugh’s trust to a trust with John Rohrbaugh, Martha Vivona and Barbara Weber as trustees. And finally, the vacant lots owned by Bob Koester transferred to Jack Kramer. We would like to welcome the newest members of our community. We have one pending transfer and that is from the trust of Lydia Foote to her daughter, Mary Border. Please remember that any transfer of a lease, including transfers to trusts for estate planning purposes, require the prior written approval of the Board of Trustees. If anyone needs assistance with such a transfer I am more than happy to help.

Pavilion Committee (Carol Dunkle): Everything at the pavilion seems to be OK at this time and I want to thank those of you that helped weed and clean the pavilion and the shuffle board courts.

Safety & Recreation (Joe Tereshko): One of the safety concerns during the past few years was the increase in drive through traffic being attracted by the realty signs posted along Rt. 6. With the removal of the signs our hope is for traffic through Heidelberg property to be mainly leaseholders and guests more respectful of the speed limits, especially past the playground area. The committee hopes this will be taken into consideration when future requests are made to post anything inviting unnecessary traffic onto our association property.

Harry Bratton has been instrumental over the years in removing and installing the kiddie car on the playground as well as other things. Thanks to Harry for his continued help with the playground.

One request to anyone finding water accumulating in the kiddie car, there is a floor drain that becomes clogged from leaves and other debris. Please try to clear the drain hole with a stick if you observe this.

Please let me know if you have any concerns.

Social Committee Report (Jan Peer): The Social Committee hosted five events in 2011:

  • May 21, 2011 Spring Clean-Up Day Donuts and Coffee, Potluck Dinner
  • July 23, 2011: Bratwurst Potluck Dinner
  • August 13, 2011: Ice Cream & Games
  • September 6, 2011: Movie Night Singin’ in the Rain
  • October 15, 2011 Fall Clean-Up Day Donuts and Coffee

Due to generous donations we were able to cover this year’s expenses.

Tennis Club Report (Ruth Schneider): Thanks to those who helped take down the tennis net in the fall and then helped to put up the net on Work Day.

The bank account balance as of June 30, 2012 (end of Fiscal year) is $2,090.80. $137.93 was paid in Real Estate taxes for 2011. Please pay 2012 dues ($25) by August 15, 2012 (checks made payable to “Heidelberg Beach Tennis Club”).

This past winter we had to take down three major trees, had limb clean-up to do from last summer’s microburst storm, and a long list of other miscellaneous trimming around the beach. I continue to maintain a prioritized list of work .

In addition to our regular maintenance and tree problems that you report, we intend future projects that will improve the tree line along Rt. 6, to the south of the creek (including the creek), and along the east side of the property. We’ve also been making an effort to get more trees ringed with mulch to make mowing easier for Harvey.

As you saw too in the May 26th, 2012 Board Minutes, the Board reviewed the Master Tree Plan for the property.

Utilities (Harvey Foote): Septic tanks will be cleaned in the spring of 2013. Tanks will continue to be cleaned on an every other year basis.

Zoning & Building Committee Report (Bill Hertzer):

  • Roger Nehls’ construction is nearly complete at 76 Indiana.
  • Kathy and Mark Hayman will begin construction at 16 Pennsylvania this fall.

New Business:

Char Schuman asked if the Board had plans for road maintenance. She noted there were several areas that were showing a lot of wear. President Jack Kramer responded that the Board was aware of this and intended to act on road maintenance in 2015 when the road reserves had been fully replenished. At that time the issues of bringing the sewer collars to road level, water drainage over certain areas of the road (and underground pipes), berms, and general cracks and deterioration will be addressed. (Reference Note: This is discussed in the November 6, 2010 Board Minutes.)

Adjournment: The meeting was adjourned at 10:25 AM.

Respectfully Submitted,
Jane Chidester,
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
July 21st, 2012

Present: Jack Kramer (President-presiding), Bill Hertzer (Vice-President), Dick Castele (Treasurer), Barbara Weber (Secretary), Jack Corrigan, Mark Hayman, Richard Henderson, Bill Richardson.

Absent: Carol Dunkle, Rick Herwerden, Nancy Lukens, David Rohrbaugh.

Opening: The meeting was called to order at 10:40 AM.

Minutes: Minutes from the June 23rd, 2012 Board Meeting were approved with the addendum: The Building Committee approved the construction plans for 16 Pennsylvania on July 12th, 2012. The vote from the Board on June 23rd still stands as no changes were made to the plans between June 23rd and July 12th.

Treasurer’s Report: Jack Corrigan will review the accounting report and budget that was prepared by Treasurer Dick Castele and approved during the Annual Membership meeting of July 21st, 2012.

Old Business:

Mark Hayman reported that he and David Rohrbaugh worked on the pier to remove unnecessary attachments and repair edging and benches. He is looking for volunteers to scrape and paint bare metal on the pier. Progress continues on the plans and direction for landscaping and refurbishing around the sign at the front entrance to the Beach. Mark Hayman reported that he will do additional jobs for individual Members while he has the heavy equipment on the Beach property to do work on the front entrance. Donations are being collected to fund this project.

New Business:

The chart below indicates new Board Members, Officers, Executive Committee, and Adjunct Trustee:

Officers Executive
Committee
Member Current Term
Expiration
Term (limit 2)
President * Jack Kramer 2013 2
Vice President * Bill Hertzer 2014 1
Treasurer * Dick Castele 2015 1
Secretary * Barbara Weber 2015 1
    Jack Corrigan 2013 2
  * Carol Dunkle 2013 2
    Mark Hayman 2014 2
  * Richard Henderson 2014 2
  * Rick Herwerden 2013 1
    Nancy Lukens 2015 1
    Bill Richardson 2014 1
    David Rohrbaugh 2015 2

** Real Estate Adjunct Trustee Mary Chidester

Fall Work Day: Tentatively set for October 20th, 2012.

Next Board Meeting: August 18th, 2012 at 10:00 AM at the Pavilion.

The meeting was adjourned at 11:15 AM.

Respectfully Submitted,
Barbara Weber
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
August 18th, 2012

Present: Bill Hertzer (Vice-President), Dick Castele (Treasurer), Barbara Weber (Secretary), Jack Corrigan, Mark Hayman, Richard Henderson, Nancy Lukens, David Rohrbaugh

Absent: Jack Kramer (President), Carol Dunkle, Rick Herwerden, Bill Richardson

Adjunct Trustee Present : Mary Chidester

Opening: The meeting was opened with a prayer by Richard Henderson at 10:00 AM.

Minutes: Minutes from the July 21, 2012 Board Meeting were approved.

Treasurer’s Report: Dick Castele reported that there are sufficient donation commitments to cover the cost of the upgrades for the landscaping around the sign at the entrance area to the beach.

Real Estate Report: A motion was made to ratify the vote on June 23, 2012, accepting Marilyn M. Border into membership and to authorize Bill Hertzer, the Vice President of the Association and Barbara Weber the Secretary of the Association to execute any documents required effectuate the termination of the prior lease to Beverly A. Morris and Marilyn M. Buemi Co-Trustees of the Lydia H. Foote Trust u/a July 20, 2005, and to issue a new 99 year lease for Lots 9 and 10 on Pennsylvania Road, to Marilyn M. Border. The motion passed.

New Business:

Landscape Hazards: Members of the Board expressed concern about the recent addition of semi-permanent landscape features on Beach property. Discussion was held about the primary concern of the threat to the personal safety of Members and guests. The Board will further investigate the easement from the center of the road to determine the how far back from the property line these features must be placed. The Board also discussed concern about the personal injury and property damage liability created by the close proximity of aforementioned landscape features placed too close to the right of way and the potential blockage of emergency vehicles and snowplow equipment.

Repair to Electric Pole: Mark Hayman reported that he has been in touch with Ohio Edison concerning the necessary repair and replacement of the electric pole holding the meter to the pavilion. He and Harvey Foote will install a new pole and the electric company will move the meter at a minimal cost to the Beach.

Excessive Speed: A motion was made to have a reminder placed in The Sandscribes that the speed limit on all roads on Beach property should not exceed 10mph.

Promenade: Mark Hayman reported that he will use dirt from the reconstruction of 16 Pennsylvania to fill in holes in the Promenade. All spaces needing fill dirt can be marked by September 5 and will be reseeded after Labor Day.

Next Board Meeting and Fall Work Day: The next Board Meeting and Fall Work Day will be held on October 27, 2012.

The meeting was adjourned at 10:40 AM.

Respectfully Submitted,
Barbara Weber
Secretary

Board of Trustees Meeting
Heidelberg Beach Association
October 27, 2012

Present: Jack Kramer (President), Bell Hertzer (Vice-President), Dick Castele (Treasurer), Barbara Weber (Secretary), Mark Hayman, Dick Henderson, Rick Herwerden, Nancy Lukens

Absent: Jack Corrigan, Carol Dunkle, Bill Richardson, David Rohrbaugh

Adjunct Trustee Present : Mary Chidester

Opening: The meeting was opened with a prayer by Richard Henderson at 2:00 P.M.

Minutes: Minutes from the August 18, 2012 Board Meeting were approved.

Treasurer’s Report: After the last meeting, Dick Castele gave Jack Corrigan the Fiscal Year 2012 books to audit. By email, Jack Corrigan presented a Memorandum to the Board stating that Corrigan Krause staff had reviewed the financial statements and found they "provide a fair accounting for the fiscal year ended June 30, 2012." Bill Hertzer (Rick Herwerden) moved to accept the audit. Motion passed unanimously.

Dick Castele presented the outline for our 2012-2013 budget based on the requests he’d received and information from past years. After discussion, Dick Henderson (Nancy Lukens) moved to approve the budget. This budget holds the assessment increase to 3% this year. The deficit (difference between approved budget and amount of assessments) will be made up from the unencumbered cash fund. Motion approved unanimously.

Notes from the budget discussion:

  • Common area real estate taxes increased by 17% this year due to an increase of the property valuation. There were many changes (both increases and decreases) in individual property valuations, but there was not an identifiable pattern to these changes.
  • The Board approved the expenditure for a five year contract for Web Hosting, Domain Name, and Data Privacy for the Heidelberg Beach Web site.
  • The Board approved two springtime weed applications for the promenade.
  • Harvey Foote will continue to mow in 2013 and the Board has budgeted for 22 mowings.
  • The Board reduced the tree budget this year to $7000.
  • The Board passed a motion to encourage Jane Chidester to post notice of services available from Fred Yost to individual cottage holders with incentives that will provide benefits to the Association.
  • The Board recognizes the need to collect more facts about potential sources of revenue for water/sewer updates. Mark Hayman will begin research.

Real Estate Report: Mary Chidester reported the potential need to hire an attorney to aid in the research and completion of transfers and corresponding records for the leases on Lot 1 and Lot 29.

Old Business:

Mark Hayman reported on the grading he and his son have done on land around the front entrance and progress on the landscaping around the sign. He also reported on the installation of a new post and electrical renovations near the Pavilion. A gift was made in memory of Paul Rohrbaugh by Marian Rohrbaugh to contribute toward the completion of these projects.

A letter was sent to the leaseholder requesting the removal of semi-permanent landscape features at the corner of Ohio and West Virginia Roads stating that such features must be at least five feet from the edge pavement.

New Business:

Vote on Transfer of Lease for 4&5 Pennsylvania and New Member: Mark Hayman (Dick Castele) moved to approve the transfer of the lease of 4&5 Pennsylvania from Barclay Rohrbaugh to Margaret Chamlis and to accept Margaret Chamlis into membership. Motion passed unanimously. We had 8 Board Members vote affirmative, so we had the “two thirds of the whole of the Board,” as required by the By-Laws. Margaret (Peggy) was able to meet with the Board today, was given the Heidelberg Beach Orientation Booklet, and signed the “Agreement to and Acknowledgement of Materials” document (which will be stored with the lease records with our Real Estate Trustee).

Next Board Meetings and Spring Work Day: The next Board Meeting will be April 13th, 2013 and Spring Work Day (with a Board Meeting) will be May 18th, 2013.

The meeting was adjourned at 4:00 P.M.

Respectfully Submitted,
Barbara Weber
Secretary