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Heidelberg Beach Board Minutes (2013)

Board of Trustees Meeting
Heidelberg Beach Association
October 26th, 2013

Present: Bill Hertzer (President), Dick Castele (Treasurer), Barbara Weber (Secretary), Sharon Chidester, Tom Eshelman, Dick Henderson, Rick Herwerden, Nancy Lukens, Jan Peer, Bill Richardson

Excused or Absent: Mark Hayman, David Rohrbaugh

Adjunct Trustee Present : None

Opening: The meeting was opened with a prayer by Richard Henderson at 1:40 P.M.

Minutes: Minutes from the August 24th, 2013 Board Meeting were approved.

Treasurer’s Report:

Dick Castele presented the outline for our 2013-2014 budget based on the requests he’d received and information from past years. The Board approved a budget of $44,530 which is slightly less than last year’s assessments.

Notes from the budget discussion:

  • The Board approved discontinuation of the weed and feed of the Promenade.
  • The Board approved the addition of $500 to the budgeted $150 ($650 total) for Membership goodwill to be used for festivities to celebrate the upcoming 90th anniversary of the founding of the Beach.
  • Sharon Chidester has volunteered to collect information about refuse disposal and recycling.
  • The Board discussed dissatisfaction that individual cottage holders expressed about the service provided by Fred Yost and concerns about his maintenance of the bank. Further input will be pursued from Jane Chidester.

Old Business:

Shuffleboard Court: Discussion continued about the replacement of the shuffleboard courts. Tom Eshelman presented a written estimate of the cost to replace both courts. As a solution to the CCWW committee’s safety concerns about holding coffee hour on the uneven concrete, Bill Richardson will re-grade and re-seed an area to eliminate unevenness, for use in the social hour after church. He will also re-grade and re-seed a pathway from the parking area to the pavilion to eliminate unevenness.

Building Committee Report: The Board approves the proposed building project on Lot 8 (Murray) contingent on review of the plans and approval by the Building Committee. The deposit will be held and returned after the project has been completed.

Next Board Meeting: The next Board Meeting will be April 12th, 2014 and Spring Work Day (with a Board Meeting) will be May 17th, 2014. The next Annual meeting is scheduled for July 19, 2014.

The meeting was adjourned at 3:10 P.M.

Respectfully Submitted,
Barbara Weber
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
September 1st, 2013

Present: Bill Hertzer (President), Mark Hayman(Vice-President), Barbara Weber (Secretary), Tom Eshelman, Richard Henderson, Rick Herwerden, Nancy Lukens, Jan Peer, Bill Richardson

Excused or Absent: Dick Castele, Sharon Chidester, David Rohrbaugh

New Business: The Board voted on the Transfer of Lease for Lot 68 from Donald and Mary Anna Vondriska and to accept Angela Chidester and Aaron Hamilton into membership. The motion passed unanimously. We had nine Board members vote affirmative, so we had the “two thirds of the whole of the Board,” as required by the By-Laws. Angela and Aaron were able to meet with the Board today, acknowledged receipt of the Beach Orientation Booklet, and signed the “Agreement to and Acknowledgment of Materials” document (which will be stored with the lease records by our Real Estate Trustee).

Respectfully Submitted,
Barbara Weber
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
August 24th, 2013

Present: Bill Hertzer(President-presiding), Mark Hayman(Vice-President), Sharon Chidester, Tom Eshelman, Richard Henderson, Rick Herwerden, Nancy Lukens, Jan Peer, David Rohrbaugh

Excused or Absent: Dick Castele (Treasurer), Barbara Weber (Secretary), Bill Richardson

Adjunct Trustee Present : None

Opening: The meeting was opened with a prayer by Richard Henderson at 10:05 AM.

Minutes: Minutes from the August 3rd, 2013 Board Meeting were approved.

Treasurer’s Report: None

Real Estate Report: None

Old Business:

Real Estate Officer: A motion (D. Rohrbaugh, Herwerden) was passed to change Mary Chidester’s title to Real Estate Officer and Dick Castele’s title to Treasury Officer.

Bill Hertzer will pursue any bylaw changes that may be required as a result of naming them as officers (for example, the bylaws of the composition of the executive committee).

Craig Peer will be contacted to make sure that the Real Estate Officer and Treasury Officer are covered in our insurance policy, and that this is put in writing.

The Boathouse: There was a wide ranging discussion of boathouse issues.

  • A motion was passed (Hayman, Herwerden) to appoint a committee of 6 to address issues of the boathouse consisting of the Board President (Hertzer), the Vice President (Hayman), the Boat House Commodore (Jack Kramer), Jan Peer, Rick Herwerden, and one other boathouse member.
  • The Board intends to send a letter to the Boat House Commodore expressing concern about safety and liability issues and asking for action. Hertzer/Herwerden will draft the letter.
  • There will be an effort to identify boat house members and possible other interested parties.
  • The Board feels safety issues must be addressed before any other issues are discussed. This probably means that the boat house structure must be professionally stabilized, followed by action to complete all needed maintenance.

New Business:

Shuffleboard Court: Tom Eshelman suggested that the broken concrete around the shuffleboard courts should be addressed. The Board has concerns about the broken concrete, the multiple levels of concrete, and the poor condition of the courts themselves. Tom will pursue an estimate to replace all the concrete structures with a single-level concrete pad suitable for two shuffleboard courts.

CCWW: Dick Henderson will pursue with CCWW whether they expect the Board to appoint a board member to the CCWW committee to replace Jack Corrigan.

Construction dirt: Some clay was trucked away when the Murray addition was dug. Some dirt was spread on the hillside along Route 6 to make the hill more gradual. It will be seeded. Some was piled by the dumpsters. The board expects it to be removed or spread and covered with topsoil and seeded.

Recycling: Bill Hertzer will speak with Roger Nehls regarding his interest in working on recycling since Roger currently handles trash. Sharon agreed to follow up on it if Roger wants her to.

Beach Junk: Tom Eshelman will put a reminder in the Sandscribes that:

  • Chairs and toys may not be stored outdoors on the beach.
  • Storage bins must be removed from the beach at the end of the summer season.
  • Boats must be removed from the beach at the end of the summer season.
  • Any items not removed by October 26th, 2013 (Fall Work Day) will be disposed of.

Fall Work Day: Set for October 26th, 2013 at 9:00 AM.

Next Board Meeting: October 26th, 2013 at 1:30 PM.

The meeting was adjourned at 11:30 A.M.

Respectfully Submitted,
Tom Eshelman
Secretary Pro Tem


Board of Trustees Meeting
Heidelberg Beach Association
August 3rd, 2013

Present: Bill Hertzer (President-presiding), Mark Hayman (Vice-President), Dick Castele (Treasurer), Barbara Weber (Secretary), Sharon Chidester, Tom Eshelman, Richard Henderson, Rick Herwerden, Nancy Lukens, Jan Peer, David Rohrbaugh

Excused or Absent: Bill Richardson

Opening: The meeting was called to order at 11:00.

New Officers: See chart below.

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 August 3, 2013.

Old Business: The Board voted to not replace the shed. Jan Peer will ask her husband to speak with the insurance agent to have it removed from the insurance policy.

Mary Chidester (Read Estate Trustee) has also asked that the Board affirm that she is covered by the Association’s liability insurance.

New Business: Valerie Murray has submitted plans for the addition of a sundeck to her property on Lots 7S&8. The prints have been approved by the Building Committee and she has made a $1000 construction deposit. The Board (Castele/Rohrbaugh) voted to approve this project.

Discussion was held relating to the concerns brought up at the Annual Meeting about the Boat House/Boat Club. Jan Peer has volunteered to do research on the history of the Boat Club and matters of liability that the Association might incur. The Board will continue discussion at our next meeting.

Next Board Meeting: August 24, 2013 at 10:00 AM at the Pavilion.

Officers Executive
Committee
Member Current Term
Expiration
Term (limit 2)
President * Bill Hertzer 2014 1
Vice President * Mark Hayman 2014 2
Treasurer * Dick Castele 2015 1
Secretary * Barbara Weber 2015 1
    Sharon Chidester 2016 1
    Tom Eshelman 2016 1
    Richard Henderson 2014 2
    Rick Herwerden 2016 2
    Nancy Lukens 2015 1
    Jan Peer 2016 1
    Bill Richardson 2014 1
    David Rohrbaugh 2015 2

** Real Estate Adjunct Trustee Mary Chidester

The meeting was adjourned at 11:45 AM.

Respectfully Submitted,
Barbara Weber
Secretary


Annual Membership Meeting
Heidelberg Beach Association
August 3rd, 2013

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 Barbara Weber recorded the roll of leaseholders by lot numbers. Ballots for the election of the Board of Trustees for 2013-2016 were distributed.

Association members representing 57.5 lots were present and proxies were turned in for an additional 20.5 lots. Hence, a total of 78 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: Bill Hertzer (Harry Bratton) made a motion to dispense with the reading of the minutes from the 2012 Annual Meeting and approve them as written. The motion was approved unanimously.

Report of the Nominating Committee: Jack Corrigan, Chair of the Nominating Committee, presented the slate of nominees for the Board of Trustees for 2013-2016. They were Sharon Chidester, Tom Eshelman, Rick Herwerden (incumbent), Jan Peer, and Scott Welch. There were no additional nominations from the floor and nominations were closed.

Jack Corrigan collected ballots and Linda Glaviano and Dan Warder served as tellers to count the ballots.

Jack Kramer thanked the current Board Members for their service.

Treasurer’s Report: Dick Castele presented the summary of the finances as of the end of the fiscal year (June 30th, 2013). Of the $111,421 total cash assets, $81,208 are reserved for specific uses and $21,913 are unencumbered.

In the fall of 2011 the Board of Trustees approved a budget of $47,000. In an effort to minimize the assessment increase from the prior year, assessments to the community were limited to $44,800. Surplus funds from prior years were to be used to cover the difference.

Actual expenses ended under budget by $2,916. 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.

The Treasurer’s report was approved unanimously.

Committee Reports:

Beach & Bank Committee Report (Tom Lukens): Many thanks to everyone who participated in Spring Work Day! Thanks once again as well to the staff at Mr. Brown’s property for removing the huge trees that washed ashore on our beach over the winter.

We continue to hire Fred Yost to maintain our beach bank twice a year. His crew comes in the late fall, and did our summer 2013 cut down on June 26th. He will come monthly through the summer to maintain the beach bank view by weed whipping the top several feet of the cliff.

Special thanks to Herb Foote who will continue to rake and clean the beach on a weekly basis again this summer! Please help with the beach maintenance by burying any dead fish you find—a shovel is located by the volleyball net post.

Swim buoys were placed in the water in mid-June and will be removed at the end of Labor Day weekend. Please keep our swimming area safe by anchoring any watercraft east of the east pier.

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 for the Web Site and the Sandscribes—just contact Jane Chidester or John Macko. We are a “family community” and very much share in each other’s happiness and sorrows.

The up-to-date version of the Heidelberg Beach Membership Directory is always available on the Web site. Note that there is a “quick access button” in the navigation pane on the left of all pages (and remember the password is “beach”). Please keep the Committee informed of all contact information changes: addresses (both E-mail and snail-mail) and phone numbers (both land line and cell). We try hard to keep the online version of the Membership Directory current.

CCWW 2013 Annual Report (Joan Margard):

Membership: Current members of the Council are: Jack Corrigan, Jane Eshelman, Rev. Dick Henderson, Joan Margard, Sharon Chidester (new), Claudia Springer (new), Vern Margard, and Bill Richardson.

Officers: Jane Eshelman and Joan Margard are co-chairs of the Council. Joan serves as secretary.

Meetings: The Spring Meeting of the Council was held on May 18, 2013 at Joan Margard’s home. Jack Corrigan, Dick Henderson, and Joan were present.

Worship:

Music Claudia Springer coordinated the music for the 2012 Sunday morning worship services and played the keyboard during the month of July. Gale Kramer and Laura Weber served as organists during the month of August. Claudia will coordinate organists for the 2013 season.

Ministers Nine Sunday worship services are planned for the 2013 season (July 7 through September 1st). Jane Eshelman recruited ministers to fill the pulpits. Each minister has been asked to submit his/her sermon title, scriptures, and hymn selections to Vern Margard for printing in the weekly bulletin. Joan will send reminders and thank-you notes to the ministers.

Communion Dick Henderson was the minister for the 2012 Labor Day weekend service. Communion was served. Dick will also officiate at the final 2013 summer service and will serve communion.

Bulletins and Greeters Vern Margard prepared bulletins for each week and sent them electronically to Jan and Craig Peer for printing. Jan and Craig also printed the list of services, ministers, and cleaners. Bill Richardson arranged for Greeters and Announcers.

Coffee Hour Sharon Chidester will coordinate the after-church social hour for the 2013 season.

Pavilion Jack Corrigan prepared the list of cleaners for the pavilion for Sunday services. He also sent a reminder to members so that someone would always be available or substitutes arranged for.

Funds: Dick Castele manages the Council funds in a separate account. Dick supplied Roger Nehls with banking supplies so that Roger could deposit the weekly offering and write a check for the tithe.

Tithe: The Council voted to donate our tithe for 2012 to the Vermilion UCC Food Pantry which serves the needs of the local community.

Grounds & Creek Committee Report (Bill Hertzer): Weed and Feed was applied to the promenade. The tool shed was destroyed as a result of a major wind storm and a tree falling on the building. The shed is not being replaced at this time.

Thanks to all for the many flower beds and help on the grounds. Thanks for painting the sign and the new planting at the entrance to Heidelberg Beach.

Many thanks to Harvey and Joyce Foote for all their work and help.

Insurance (Craig Peer): For the policy year ended April 22, 2013 Heidelberg Beach Association carried property insurance in the amount of $29,000 for the two buildings. First the open air pavilion and second the shed. We carried no contents coverage. In addition we carried liability coverage, to include officers and directors coverage, in the amount of $1,000,000 per occurrence with an aggregate of $2,000,000 and an additional $1,000,000 of business catastrophic coverage.

During this policy year we had a tree fall on the shed resulting in a total loss. Erie Insurance paid the claim in full, subject to a 90% co-insurance clause. Erie paid to remove the tree, removal of debris, and the cost of replacing the tree based on estimates obtained by Bill Hertzer. At this time the shed has not been rebuilt and the Board is considering their options.

In the current policy year ending April 22, 2014 Erie is still our insurance company at a modest increase in premium. We have changed the policy to include contents. We have $20,000 in building and $9,000 in contents. We have had some discussion concerning changing coverage based on not rebuilding the shed. After the Board makes a final determination of building or not building I suggest we review the coverage both for amount on whether contents coverage is appropriate. The pump house is not covered.

Real Estate Report (Mary Chidester): This year there were 2 lease transfers. Lots 4 & 5 on Pennsylvania transferred from Barclay Rohrbaugh to Margaret P. Chamlis and Lots 9 & 10 Pennsylvania transferred from the Lydia H. Foote Trust to Marilyn M. Border. We would like to welcome the newest members of our community. 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 a lease 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): There were no safety issues reported this year.

The committee thanks Harry and Don Bratton for removing and storing the playground equipment (car) for the winter. It was a big help to have Herb Foote and Dan Warder get the car back in place and safely operational.

Social Committee Report (Jan Peer): Despite the rain-out on the scheduled Fall Clean-Up Day, the Social Committee hosted a warm and inviting potluck luncheon. They are planning to host a movie night before the end of the summer and are eager for more suggestions of activities people would enjoy.

Tennis Club Report (Ruth Schneider): The tennis court is in need of some work. The last time it was resurfaced the cost was $4,100.00. I will get a quote from the company.

The bank account balance as of June 30, 2013 (end of Fiscal year) is $2686.27. $137.93 was paid in Real Estate taxes for 2012. Please pay dues ($25) by September 1, 2013 (checks made payable to “Heidelberg Beach Tennis Club”).

Tree Committee Report (Jane Chidester): This past winter we took down two major trees because of decay and safety issues. Otherwise, we focused the majority of our efforts at the east end of the promenade and tended to all of the issues given to us by leaseholders.

2012-2013 Winter Tree Work ($7,000 Budget, Spent $6,479.25)

  • September Storm Damage (Paid $479.25)
  • Remove Silver Maple SW corner of Shuffleboard court
  • Raise limbs on beach bank trees at the east end (Lakefront cottages)
  • Clean woods along east side of property
  • Prune Oaks by 85 (Schuman)
  • Dead limbs in tree NE side of 2 (Dunkle)
  • Remove tree SW corner of 58 (Beck)
  • Issues in Maple E side of 64 (Belmont/Kessler/Field)
  • Broken limbs in Walnut S of 69 (S. Chidester)
  • Tulip Poplar on W path of cliff bank: raise limbs
  • Limbs touching chimney SW corner of 78 (Glaviano)
  • Raise pine limb S of dumpster

Please continue to contact Jane Chidester with any tree issues.

Thank you to Harvey Foote for ringing many of the trees in the common areas with mulch this year. We appreciate everyone’s help with this work!

Utilities (Harvey Foote): The septic tanks were cleaned in the spring (2013). At that time, it was discovered that underground disintegrated tile was causing a blockage near lots 44-46.

Zoning & Building Committee Report (Bill Hertzer): The cottage of Mark and Kathleen Hayman was finished and their deposit was returned. This was the only building project of this year.

Announcement of New Board Members: Jack Corrigan presented the names of those who were elected to the Board of Trustees for 2012-2015. They are Sharon Chidester, Tom Eshelman, Rick Herwerden, and Jan Peer. He also thanked Jack Kramer for his years of service.

New Business: Jane Chidester asked that the Community and the Board discuss repurposing the boathouse so that it would be available for use by all property owners. Jack Kramer, Harry Bratton and David Rohrbaugh spoke about the building and the history of the establishment of the Boat Club. Jack Kramer reported that the Board will take up further discussion of this matter.

Sheila Henderson asked for clarification of the Water Quality signs now posted at the top of the west path to the beach. It was explained that these postings of bacterial count in the water are posted by Erie County and are updated within 24 hours of a sample being taken.

Adjournment: The meeting was adjourned at 10:45 AM.

Respectfully Submitted,
Barbara Weber,
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
June 29, 2013

Present: Jack Kramer (President), Bill Hertzer (Vice-President), Dick Castele (Treasurer), Barbara Weber (Secretary), Jack Corrigan, Mark Hayman, Richard Henderson, Bill Richardson, David Rohrbaugh

Excused or Absent: Carol Dunkle, Rick Herwerden, Nancy Lukens

Adjunct Trustee Present : None

Opening: The meeting was opened with a prayer by Richard Henderson at 10:05 AM.

Minutes: Minutes from the October 27, 2012 Board Meeting were approved (Rohrbaugh, Castele).

Treasurer’s Report: Dick Castele reported that final expenses for the year should be closer to the amount assessed to the community ($44,800) than the approved budgeted amount ($47,000).

Real Estate Report: There was no report.

Committee Reports: Individual committee reports were submitted to be printed in the Sandscribes before the Annual Meeting.

Beach and Bank: A request was made for funds to replace two tires on the beach dragger.

Old Business: The construction deposit has been returned to the Hayman family.

New Business: The Board declines at this time to replace the barn (shed) near the Pavilion. The Board discussed potential candidates and nominations for the new Board members.

Next Board Meeting: The next Board meeting will be after the Annual Meeting on August 3rd, 2013 at 10:00 AM.

The meeting was adjourned at 10:30 A.M.

Respectfully Submitted,
Barbara Weber
Secretary


Informal Board of Trustees Meeting
Heidelberg Beach Association
May 18th, 2013

Present: Bill Hertzer (Vice-President), Dick Castele (Treasurer), Jack Corrigan, Mark Hayman, Richard Henderson

Excused or Absent: Jack Kramer (President), Barbara Weber (Secretary), Carol Dunkle, Rick Herwerden, Nancy Lukens, Bill Richardson, David Rohrbaugh

(A quorum was not present so no formal business of the Board was enacted.)

Opening: The meeting was opened with a prayer by Richard Henderson at 1:26 PM.

Minutes: Minutes from the October 27, 2012 Board Meeting were not read.

Treasurer’s Report: The following was presented by Dick Castele:

  • Final expenses for the year should be closer to the amount assessed to the Community ($44,800) than the approved budgeted amount ($47,000).
  • During the year we received contributions in memory of Rosalie Nehls, Paul Rohrbaugh and Jean Hertzer totaling $4,435. These funds were used for the entrance landscaping, re-grading of the property south of Michigan Roadd and upgrading the electrical service to the pavilion.

Real Estate: There was no report.

Committee Reports: Bill Hertzer reported that the Hayman’s new cottage was complete to the satisfaction of his committee (Building and Grounds). The Hayman’s security deposit was returned.

Old Business: Dick Henderson volunteered to discuss with Char Schuman her letter to the Board of January 3, 2013.

New Business:

  • The Eshelman’s offer to maintain the shuffleboard courts was accepted.
  • Jack Corrigan offered to discuss with the outgoing Board members (Corrigan, Dunkle and Kramer) potential Board candidates to present at the next Board meeting.
  • The following was discussed for inclusion on the agenda of the next Board meeting:
    • Barn replacement – Do we need a new Barn and, if so, for what purpose? We should get the opinions of the community. This question needs to be answered before we can determine the size, style and materials of the replacement.
    • Trees – We have lost a few trees this past year. Are we replacing them?
    • Annual meeting – August 3, 2013 is a convenient date for the five members present.

Next Board Meeting: A suggested date for the next Board meeting is June 29th at 10:00 AM at the Pavilion.

The meeting was adjourned at 2:09 PM.

Respectfully Submitted,
Dick Castele