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Heidelberg Beach Board Minutes (2016)

Board of Trustees Meeting
Heidelberg Beach Association
October 3, 2016

Present: Jane Chidester (President), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Jack Corrigan, Dick Henderson, Jan Peer, Bill Richardson, Claudia Springer, Barbara Weber, Scott Welch.

Absent: Bill Hertzer (VP)

Opening Prayer: Rev. Dick Henderson

Treasurer’s Report: Dick Castele

  • Method of Assessment discussion.
    • Our current assessment method: 1/3 by cottage, 1/3 by lot, 1/3 by county tax evaluation.
      • At the August Board meeting, a handout showed that cottage tax valuations (determined by Erie County) are too haphazard to be useful in our assessment method.
      • At the August Board meeting, a motion passed to remove cottage valuation from the assessment method.
    • It was moved and seconded (R. Castele/J. Corrigan) that starting with the 2016-2017 fiscal year the method of assessment used for the Operating Budget shall be 1/3 by lot and 2/3 by cottage. The motion passed 11-0.
  • Budget discussion.
    • It was moved and seconded (R. Castele/J. Corrigan) that $3,500 will be deposited in the Road Reserve for the fiscal year 2016-2017. (Prior year budget for Road Reserve was $3,670). The motion passed 11-0.
    • It was moved and seconded (J Chidester/W Richardson) to approve the proposed fiscal year 2016-2017 operating budget. The motion passed 11-0.
  • Infrastructure Reserve discussion.
    • An open discussion of the infrastructure issues was held.
    • It was moved and seconded (R. Castele/J. Corrigan) that $25,000 will be deposited in the Infrastructure Reserve for the fiscal year 2016-2017. (Prior year budget for Infrastructure Reserve was $2,450). The motion passed 11-0.
    • The Infrastructure Reserve will now be separated from the Operating Budget.
    • In order to define the use of this new Reserve and the method of assessing for these funds, a Resolution was created and is shown in Exhibit A at the end of these minutes. It was moved and seconded (J. Chidester/W. Richardson) to adopt this Resolution. The motion passed 11-0.

Real Estate Report: Mary Chidester

  • The orientation of Don Bratton and siblings occurred October 2, 2016.
  • A motion passed (M. Chidester/C. Springer) to approve Donald W. Bratton, Colletta J. Lieber and Raymond H. Bratton as new members and to approve the transfer of the leasehold estate for Lots 41, 41A, 42, 42A and 43 on West Virginia Road from Harry H. Bratton to Donald W. Bratton, Colletta J. Lieber and Raymond H. Bratton. The President and Secretary of the Association are authorized to sign all documents required to effectuate the transfer.
  • The orientation of David & Jill Harmych occurred October 3, 2016, at the Board meeting.
  • A motion passed (M. Chidester/C. Springer) to approve David B. Harmych as a new member and to approve the transfer of the leasehold estate for Lots 4 and 5 on Pennsylvania Road from Margaret P. Chamlis to David B. Harmych. The President and Secretary of the Association are authorized to sign all documents required to effectuate the transfer.

New Business:

  • It was moved and seconded (M. Chidester/W. Richardson) that the Real Estate Officer shall file for Heidelberg Beach to receive its share of any award resulting from a class action lawsuit finding against ODNR with respect to the shoreline definition. The motion passed 11-0.

Next Meeting: Spring 2017

Respectfully Submitted,
Tom Eshelman
Secretary

 

Exhibit A: An October 2016 Resolution

Resolved, in 2017, the Board shall impose an assessment of $25,000 for an “Infrastructure Reserve.” By making this assessment, the Board of Trustees is affirming that we are beginning to collect funds with an eye towards replacing our 86-year-old (1930) infrastructure.

Further Resolved, this “Infrastructure Reserve” shall be collected equally from each of the 48 cottage leaseholders. The “Infrastructure Reserve” may only be used for any or all of the following purposes: repair of existing water and storm sewer lines; replacement of existing water and storm sewer lines; addition of sanitary sewer lines and a pump station; or fees for professional services, such as engineers, consultants, or attorneys.

Further Resolved, that over the next year, the Board shall continue to gather information, get input from the community, and look for outside funding sources. At the 2017 budget meeting of the Board, we plan to set a target date for the next phase of this project. Using that target date, the Board will determine the amount needed to be assessed annually for our “Infrastructure Reserve” for 2018, and the years until the target is achieved.

Further Resolved, the Board will propose an amendment to the Building Rules and Regulations to be voted on at the 2017 Annual Membership Meeting to institute a “tap in fee” for any new construction on the Heidelberg Beach property.


Board of Trustees Meeting
Heidelberg Beach Association
August 28, 2016

Present: Jane Chidester (President), Bill Hertzer (VP), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Jack Corrigan, Jan Peer, Bill Richardson, Claudia Springer, Barbara Weber, Scott Welch.

Absent: Dick Henderson

Opening Prayer: Bill Hertzer

Real Estate Report: Mary Chidester

  • A letter to Kim Leahy has been mailed. The legal bill not yet been received. Receipt has been confirmed.
  • Mary is working on an infrastructure disclosure document for use in cottage sales.
  • The next full tax audit of the community will be in 2018 (payable in 2019).

Treasurer’s Report: Dick Castele

  • Jack Corrigan will audit the 2015-16 books.
  • The OHM bill (for re-investigation/estimation work) has been received and paid. $770.
  • A tree bill for work in August has been received and paid. $1,174.25
  • The pavilion rehab bills have been received and paid. $1,338.
  • A bill from Franklin has not been received, for re-snaking the south end of W. Virginia. It was partially clogged. The cost is expected to be around $600.
  • Items for the upcoming budget meeting:
    • $600 for annual W. Virginia clean out.
    • Move to annual septic tank cleaning.
    • No change to trees, communications, snow plowing, mowing.
    • $50,000 to infrastructure reserve.
  • Method of Assessment discussion.
    • Our current assessment method: 1/3 by cottage, 1/3 by lot, 1/3 by county tax evaluation.
    • A handout showed that cottage tax valuations (determined by Erie County) are too haphazard to be useful in our assessment method.
    • A motion (Springer/Welch) to remove cottage valuation from the assessment method passed (11-0).
    • The next meeting will discuss proposed new assessment methods.

New Business:

  • The street signs need to be renovated or replaced. A leader is needed for this task.
  • A box for flag storage to be placed by the flag pole has been suggested. A volunteer is needed to build this.

Next Meeting: Monday October 3, 5pm, with dinner provided, at the Peer cottage. This will be the budget meeting.

Respectfully Submitted,
Tom Eshelman
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
July 30, 2016

Present: Jane Chidester (President), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Bill Hertzer, Bill Richardson, Claudia Springer, Barbara Weber, Scott Welch.

Absent: Dick Henderson, Jack Corrigan, Jan Peer.

Opening Prayer: Bill Hertzer

Real Estate: An incomplete draft letter was reviewed concerning the documents required in order for the board to be able to approve the transfer to Kim Leahy.

Treasurer’s Report: None.

New Business:

Infrastructure project progress:

  1. Election of Officers:

    The incumbents agreed to serve again and Bill Hertzer volunteered to run for the open office of vice-president. A motion passed (Springer/Welch) to elect the slate of officers unanimously: Jane Chidester (President), Bill Hertzer (Vice-President), Dick Castele (Treasurer), Tom Eshelman (Secretary), Mary Chidester (Real Estate Officer).

  2. The annual budget will not be submitted for approval at the next board meeting, August 28.

Old Business: None.

Respectfully Submitted,
Tom Eshelman
Secretary


Annual Membership Meeting
Heidelberg Beach Association
July 30, 2016

Opening:

  • The meeting was called to order at 10:05. Jeff Springer opened with a prayer.
  • Members who passed away this last year: Verna Field, Harry Bratton, Marianna Vondriska, Barclay Rohrbaugh.
  • New members joining since last year: Heidi McClure.
  • A motion was passed to dispense with the reading of last year’s minutes and approve them. (C. Glaviano, J. Foote)

Membership Roll Call and Distribution of Ballots: Secretary Tom Eshelman recorded the roll of leaseholders by lot numbers. Ballots for the election of the Board of Trustees for 2016-2019 were distributed.

Association members representing 73 lots were present and proxies were turned in for an additional1 6.5 lots. Hence, a total of 89.5 lots were represented. 50 lots are required for a quorum.

Treasurer’s Report: Dick Castele presented the summary of the finances as of the end of the fiscal year (June 30th, 2016). Of the $110,267 total cash assets, $85,707 are reserved for specific uses and $24,560 are unencumbered. A motion passed to accept the report (C. Springer, H. Foote).

Report of the Nominating Committee: Rick Herwerden, Chair of the Nominating Committee, presented the slate of nominees for the Board of Trustees for 2016-2019. They were Brice Chidester (incumbent), Tom Eshelman (incumbent), Jan Peer (incumbent), Jack Corrigan, Harvey Foote, Aaron Hamilton, and Dick Henderson. There were no additional nominations from the floor. Four Board positions needed to be filled.

Accomplishments and happenings of this last year:

  • The Pavilion was repaired and repainted. Barb Weber organized the event. David Rohrbaugh led this project.

  • The Christian Council of Work and Worship, and specifically to the co-chairs Jane Eshelman and Claudia Springer, put together a full schedule of services for 10 Sundays. Linda Glaviano organized the social hours.

  • Thanks to the CCWW and the carpentry talents of David Lackey, we now have a new community bulletin board that contains the Pavilion Service Schedule and other general announcements.

  • Coming soon to the space below the bulletin board, is a new sign that Jan Peer is working on for us. We hope to better guide people to where and how to park on this side of the beach for maximum efficiency.

  • Jan Peer has improved the markings on the buoys in the swimming area.

  • Jeff Belmont painted and refurbished the pier benches and pier stairs over the winter. Also, the metal pier edging has been re-painted.

  • In our front entrance area, donors had 4 new evergreens planted, the white pillars and entrance bridge were whitewashed, the plantings in the Rt. 6 landscape bed were re-done, the big Heidelberg Beach sign was re-painted, and the formerly red Heidelberg Beach sign was re-painted to the blue and sand tone colors.

  • In the playground area, the Tereshkos, along with many generous donors, installed the new play set.

  • The tennis court was re-surfaced and re-painted under the leadership of Ruth Schneider.

  • A sinkhole near the Hayman cottage was repaired under the direction of Jane Chidester, John Macko, and Harvey Foote.

Ongoing Project: Infrastructure Renewal:

  • Two Town Hall Meetings were held in May and July.

  • A letter summarizing actions to date and future Board plans was made available in advance of this Annual Meeting. Its contents follow:

    The Board’s actions to date:

    1. Last fall we hired OHM Advisors to create a Feasibility Study, which was the document we used “to shop” for financing and grants. We commissioned OHM to give us a general plan, a preliminary estimate, and help us find the funds to accomplish this big task. These were our parameters:

      1. Give us a dollar figure to work with when approaching agencies ($2.5 million).
      2. Assume we will build using Erie County codes and regulations so that we could hand over maintenance of the system to them in the future.
      3. Labor would be calculated using prevailing wages.

    2. After much investigation and effort by many people, no outside funding was obtained.

      1. We are not eligible for grants or any other “free” money sources.
      2. We were unable to partner with Erie County and secure low-interest financing.
      3. Obtaining a regular bank loan has proven to be too expensive.

    3. The Board is now re-looking at this project knowing we will have to finance it and maintain it ourselves. We’ll have to break the project into stages to spread the cost out and make it more affordable. We are getting updated estimates from OHM based on this new direction. The expectation is that this will reduce the cost significantly.

      1. We’ll probably do the water system first. We’ll consider running the lines down the grass paths, if it is cheaper. We’ll also stay on one water meter and not individually meter cottages, to save cost as well.
      2. We’ll probably delay the sanitary lines until we finish the water. For the septic tanks that are failing, we’ll try to work with the Health Department to get permission for cottage owners to replace them.

    The Board’s next steps:

    1. At the Board’s fall budget meeting, we plan to vote to approve a moderate increase in assessments using our standard assessment method. We need to collect enough money to cover the detailed design phase (generation of actual engineered drawings) of whichever component we decide start with. We need to initially raise approximately $50,000. This is roughly $1,000 per cottage, collected as a $500/per half assessment in 2017.

    2. Based on revised estimates from OHM, the Board will consider how to collect the needed money in 2018 and beyond. The Board is aware that the project cost remains a major concern to many—and it is a major concern of the Board. We want to keep the increases to a reasonable amount.

    3. When we get to the detailed design phase, the final decisions will be made about exactly where to lay the lines, the size and material of pipes, location of fire hydrants, etc. We will work together with the Erie County Engineer, OHM, and several contractors to come up with a plan that is both cost efficient and meets our needs.

    4. When we believe we have enough money to cover the cost of one component, we’ll bid the project out to at least three contractors. We expect this step won’t happen for a few years.

  • A handout was distributed showing revised estimates from OHM for the infrastructure projects (water, sanitary sewer, storm sewer) based on the assumption that we will fund the project ourselves and maintain the systems ourselves.

  • At this Annual Meeting there was a full discussion of the infrastructure renewal topic among the members present.

Voting: Don Bratton, Marilyn Chidester, Caleb Noel, and Ellen Nolan served as tellers to count the ballots. The following were elected to the Board for 2016-2019:

  • Jack Corrigan
  • Tom Eshelman
  • Dick Henderson
  • Jan Peer

New Business:

  • Joe Tereshko stated that more improvements are being considered for the playground area.
  • Dan Warder suggested that street signs should be straightened up.

Adjournment:

The meeting was adjourned at 11:37 A.M.

Respectfully Submitted,
Tom Eshelman
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
July 16, 2016

Present: Jane Chidester (President), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Bill Hertzer, Jan Peer, Bill Richardson, Claudia Springer, Barbara Weber, Scott Welch.

Absent: Rick Herwerden (VP), Brice Chidester.

Opening Prayer: Bill Hertzer

Real Estate: A motion passed 9-0 (J. Chidester/Welch) with one abstention, to have Mary spend up to $400 to have Tom Johnson, of Brosius, Johnson & Griggs, LLC, draw up a letter to the Leahys concerning the documents required in order for the board to be able to approve the transfer to Kim Leahy.

Treasurer’s Report: None.

New Business: None.

Old Business:

Infrastructure project progress:

  1. Two Town Hall meetings have been completed with 34 of 48 cottages represented.
  2. Jane reported that no low-interest loan is forthcoming at this time. Erie County has not been receptive to our efforts.
  3. At the annual meeting comments will be solicited on a plan to raise $50,000 from the community via assessments to continue the process of proactively addressing the infrastructure issues. Dick Castele will report on the total we are currently assessing our community annually for infrastructure such as roads and sewer improvements.

Annual Meeting Date: Saturday, July 30th.

Respectfully Submitted,
Tom Eshelman
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
May 21, 2016

Present: Jane Chidester (President), Rick Herwerden (VP), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Brice Chidester, Bill Hertzer, Jan Peer, Claudia Springer, Barbara Weber.

Absent: Bill Richardson, Scott Welch.

Opening Prayer: Bill Hertzer

Real Estate: Mary Chidester reported that she had a lawyer review our organizational documents. The lawyer, Tom Johnson, of Brosius, Johnson & Griggs, LLC, has extensive experience with homeowner associations. In his opinion our documents are minimal but adequate. Our bylaws could be improved in a number of areas, but the community can choose the appropriate time to address the issues. He recommended that they be recorded with Erie County. A motion passed 10-0 (Springer/B. Chidester) to have Mary draw up the necessary affidavit and proceed to get them recorded, with a limit of $300 to be spent on legal and recording fees.

Treasurer’s Report: Dick Castele reported on the main overages and underages as we near the end of the fiscal year. The biggest item is an underage in the water bills from the county — we used less water than any year in the last ten years.

New Business:

  1. A motion passed 10-0 (B. Chidester/Peer) to return Dick Castele’s construction deposit.

Old Business:

  1. Rick Herwerden reported on his efforts to recruit Board nominees. One member is leaving (Rick Herwerden) and three up for re-election (Brice Chidester, Tom Eshelman, Jan Peer).

  2. Infrastructure project progress. Jane is preparing to lead the first Town Hall meeting scheduled for 1PM at the Ritter Library in Vermilion on Saturday, May 28th.

  3. Pavilion & Pump House maintenance options: We have $8,000 in insurance proceeds available for this. Three options were discussed. The Board chose the option that preserves the traditional look and minimizes the expense:
    A motion passed 10-0 (B. Chidester/Peer) to have Barbara Weber head the pavilion maintenance effort. The work is to be performed chiefly by volunteers. David Rohrbaugh will be asked to do carpentry and enlist a painter friend that could help volunteers by providing professional power tools (sander, paint sprayer, drop cloths) and some labor.

Next Meeting: Saturday, July 16th, following the 2nd Town Hall meeting which is scheduled for 1PM at Ritter Library.

Annual Meeting Date: Saturday, July 30th.

Respectfully Submitted,
Tom Eshelman
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
April 2, 2016

Present: Jane Chidester (President), Rick Herwerden (VP), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Bill Richardson, Claudia Springer, Barbara Weber, Scott Welch

Absent: Brice Chidester, Bill Hertzer, Jan Peer

Infrastructure Consultant Guest: Jeff Springer

Opening Prayer: Jeff Springer

Real Estate: Mary Chidester

There has been no progress toward establishing a chain of title for Lots 28B & 29.

Treasurer’s Report: Dick Castele

On February 27th, 2016 Jack Corrigan completed the Audit of our finances for the fiscal year ending 6/30/2015. He reported that everything was found in good order and professionally done.

Old Business:

  1. Infrastructure project progress.
    • A feasibility study has been completed and funding options have been explored.
    • Two Town Hall meetings were decided on, to discuss with the community. Dates were set for May 28 and July 16.
  2. Update on Tennis Court rehabilitation.
    • A new dues structure has been worked out.
    • Resurfacing and drainage repairs are expected to take place this Summer.

New Business:

  1. Email vote taken since last Board Meeting.

    1/21/2016: Voted to spend $2500 for OHM to represent us at the SCEIG meeting on February 9th. 11-yes, 1-no.

  2. The $500 donation from Rogan Wedding.

    The donation will be used on pier bench re-hab and Pavilion siding. The bench re-hab is well underway (by Jeff Belmont).

  3. The Kessler family would like to plant a tree as a memorial to Verna Field. Jane will be meeting with them on the 7th to pick out a location.

  4. Pavilion maintenance.

    Vinyl siding is being investigated as an alternative to painting. There will be a meeting with a contractor on April 3. Jane and Claudia will attend. Others are welcome.

  5. Trustee election.

    This year we have one member leaving (Rick Herwerden) and three up for re-election (Brice Chidester, Tom Eshelman, Jan Peer). The Board discussed who to ask and will also ask for volunteers.

  6. Authorization to pay OHM for latest work.

    S. Welch (C. Springer) moved to approve final payment of $2,310 to OHM for their services in representing us at the March 8th Erie County meeting and submitting the application for the water loan.

  7. Spring beach clean-up and regular grooming.

    There was a discussion of organizing the Spring cleanup. May 21 is the date.

Next Board Meeting: May 14 at 1 P.M.

The Annual Meeting is planned for late August to facilitate Town Hall on July 16th.

Respectfully Submitted,
Tom Eshelman
Secretary