For dates and schedules, please visit the Community Calendar
Heidelberg Beach Board Minutes (2017)

Board of Trustees Meeting
Heidelberg Beach Association
September 30, 2017

Present: Jane Chidester (President), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Jack Corrigan, Carol Dunkle, Aaron Hamilton, Richard Henderson, Jan Peer, Barbara Weber, Scott Welch

Absent: C. Springer

Called to Order: 10:05 AM

Opening Prayer: Rev. Richard Henderson

Approval Vote for prior Meeting Minutes: A motion passed (Welch/Hamilton) to approve the minutes of the September 4th Board Meeting.

Infrastructure:

  • The Board discussed the proposed 2017 Binding Resolution and Letter to Membership.
    • OHM suggested that the community should have $500,000 on hand before the design work begins. Does it tie our hands to state this as a requirement in the 2017 Binding Resolution? The consensus was that it should be kept in the resolution so that we all have a common understanding of when work will begin.
  • A motion passed (Corrigan/Weber) to approve the 2017 Binding Resolution and letter: 1) the 2017 Binding Resolution to levy an assessment in the amount of $15,000 per cottage for the Infrastructure Reserve and 2) the Letter to Membership describing the associated payment plans. The vote was unanimous.
  • The 2017 Binding Resolution is attached as Exhibit A.

Real Estate Report:

  • Leahy lease documents are ready for officers to sign.

Treasurer’s Report:

  • A letter was received from Jack Corrigan that the annual audit of the Treasurer’s books was completed and no problems were found. A motion passed (Peer/Henderson) to approve the audit letter.
  • Changes were proposed to the 2018 budget:
    • The Miscellaneous Grounds expense line (100.00) will be combined with the Beach and Bank Maintenance expense line ($700.00) and labeled Miscellaneous Grounds.
    • The Road Reserve expense line ($3,670 per year for the last 11 years) was reduced to $1000 for 2018.
    • $500 is estimated by M. Chidester for the Legal expense line in 2018.
  • Changes were proposed to the Summary of Cash and Reserve Activity:
    • The Creek Reserve (1,863.75) will be combined with the Donation category ($287.83) and renamed the Grounds Reserve. It will be used for the annual entrance landscaping expense.
  • A motion passed (Corrigan/Henderson) to approve the 2018 Budget with the proposed changes and a resulting Total Operating Expenses of $41,920.

Business:

  • Scott Welch and Aaron Hamilton will lead a work day the weekend before Memorial Day - Saturday, May 19, 2018. A community potluck is planned for 1:00PM. A Board meeting will be held at 3:00PM.
  • A motion passed (Dunkle/Hamilton) to add Jack Corrigan as an authorized signer on our Heidelberg Beach checking accounts.
  • The snaking of West Virginia will be done in Spring 2018.
  • Septic tank cleaning is now being done annually.
  • Tom Eshelman will pursue replacing our basketball rim and backboard.
  • The meeting was adjourned at 11:38AM (Henderson/Dunkle).

Next Meeting: Saturday, May 19, 2018 at 3:00 PM.

Exhibit A: 2017 Binding Resolution of the Board of Trustees of the Heidelberg Beach Association

Resolved,

1) The Board hereby levies an assessment in the amount of $720,000 for the primary purpose of funding the “Infrastructure Reserve” fund.

2) The Board of Trustees is levying this assessment for the primary purpose of maintaining, repairing and replacing the private water lines and infrastructure servicing Heidelberg Beach in approximately 5 years (2023).

3) This assessment is based on an estimated figure in 2017 dollars provided by the civil engineering firm OHM Advisors. The exact cost of the project will be determined after the detailed design phase, which will be implemented once the “Infrastructure Reserve” fund contains a minimum of $500,000 (estimated to be in approximately 3 or 4 years).

4) If the project cost is higher than estimated, an additional assessment or assessments will be levied.

5) If the project cost is less than estimated, the excess funds collected (or to be collected from those on payment plans) will remain in the “Infrastructure Reserve” fund for future repair or replacement projects.

Further Resolved and Reaffirmed,

1) This “Infrastructure Reserve” shall be collected equally from each of the 48 cottage leaseholders. Therefore, this is an assessment in the amount of $15,000 per cottage.

2) This assessment may be paid in installments. The requested and standard installment is $3,000/year for 5 years (the “Standard Installment”). If you can remit at a faster rate, it will help the community begin the detailed design phase faster and potentially also get the project started faster.

3) The minimum installment is $1,000/year for 5 years and then $2,000/year for the following 5 years. The full $15,000 assessment per cottage must be paid in full within 10 years. Paying at this rate is a privilege extended to existing leaseholders as of the date of the approval of this resolution.

Further Resolved, in accordance with our lease, any transfer of a leasehold interest requires the consent of the Board. If a leasehold interest in a cottage is sold during the time that installments are being collected for that cottage, all assessments due through the year of closing must be paid up to the level that would have occurred by remitting the Standard Installment (the “Make-up Installment”), and the new leaseholder(s) will be required to pay the Standard Installment going forward. The buyer and seller may determine who pays the Make-up Installment, so long as the Make-up Installment is remitted to the Association at closing. In the event this does not occur, the new leaseholder shall assume the remainder of the unpaid assessment. If a cottage is transferred to a family member (due to the death of a leaseholder or otherwise), the minimum payment plan noted above will be allowed to continue.

Further Resolved and Reaffirmed, the “Infrastructure Reserve” may only be used for any or all of the following purposes: maintenance and 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; road repair or replacement as a result of work done; road repair or replacement as a necessity of age; and/or fees for professional services, such as engineers, consultants, or attorneys, including costs of enforcement and collection of assessments.

Further Resolved, the Association has the right and responsibility to hold funds in reserve for the repair and replacement of the Heidelberg Beach infrastructure.

1) The Board of Trustees shall obtain a Fidelity Bond in the amount of $500,000 covering policyholders (the Association members) against losses from fraudulent acts by the Board. The estimated initial annual cost for such coverage is $294.00 per year.

2) The Treasurer shall segregate the “Infrastructure Reserve” from normal operating funds. Any investment of any portion of this reserve is limited to an account with no risk of capital loss (i.e. savings account or certificate of deposit) and shall require prior approval by the Board.

Further Resolved, once the “Infrastructure Reserve” fund accumulates more than $500,000, the Association will contract with a civil engineering firm to begin the detailed design.

Further Resolved, if at any time, new information comes to light that would change the direction or scope of the Association’s plans, the Board of Trustees shall have the right to reevaluate the Association’s course of action. The Board may respond with a modified plan to address changes desired or required to comply with any federal, state or local law, rule, regulation or ordinance or to address issues that arise during the detailed design phase that might change the planned approach. Any substantial changes to the Association’s plans will be communicated to the members at a community meeting, and unless the change is required by applicable law, rule, regulation or ordinance, it will be put to a community vote.


Board of Trustees Meeting
Heidelberg Beach Association
September 4, 2017

Present: Jane Chidester (President), Claudia Springer (VP), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Jack Corrigan, Carol Dunkle, Aaron Hamilton, Richard Henderson, Jan Peer, Barbara Weber, Scott Welch

Absent: None

Opening Prayer: Rev. Richard Henderson

Approval of prior Meeting Minutes: Motion passed (Eshelman/Welch) to approve the minutes of the previous three meetings:

August 19th (Volk Orientation)
July 15th Board Meeting
July 15th Annual Meeting

Select Executive Committee:

  • Automatic members of the Executive Committee are: president, vice president, secretary, treasurer, and real estate officer. Two others must be elected from the Board.
  • A motion passed (Springer/Hamilton) to elect Scott Welch and Carol Dunkle to the Executive Committee.

Treasurer’s Report: no report

Business:

  • Several topics came up during an open discussion:
    • Should we try to get more first-time people on the Board in the future?
    • Should we put specific Board members in charge of follow-up on specific task list tasks?
    • Tom should send out task list reminders as in past years.
    • How should we be documenting “institutional knowledge”.
    • Some poisonous plants were found along the creek. Selective spraying will be done and the creek bank will be cut back annually each fall when the beach bank is cut.
    • With respect to infrastructure projects:
      • The Board has a responsibility to use bonded and licensed pros.
      • A “design-build” approach is not appropriate for our large infrastructure projects. A “design-bid-build” process must be used.
      • The Board must look forward and not just react to infrastructure problems.
      • The Board has scaled back considerably from the original concept of doing water, storm sewers, and sanitary sewers.
      • Some feel sanitary sewers should be done before water lines, but others oppose this.
      • If new water lines can be bored under the grass paths it is hoped that any future sewer projects will not be impacted by the water lines.
    • The Board received a letter from Henry Kishman, a lawyer for Valerie and Mike Murray. It stated their objections to the proposed water line replacement project, e.g. cost to leaseholders, the process used to obtain project estimated cost, the need to safeguard and segregate project funds, questionable Board procedures. It admonished the Board to consider these objections and follow the by-laws.
    • A motion passed (Welch/Hamilton) to send a reply letter. It reviews the history of the infrastructure investigation which resulted in the approval at the 2017 Annual Meeting of a proposal to move forward with just replacing our water lines. It stresses that quorums have been present at all meetings and the by-laws have been followed.
    • The proposed water line assessment method was discussed. Note: Posted Assessment Method Summary on the Web Site. Multiple payment plans will be offered to leaseholders.
    • The possible effect of bankruptcies was discussed.
    • The Board is considering an option to hold infrastructure funds in a separate savings account and have checks above a certain dollar figure to require two signatures.
    • A motion passed (Springer/Weber) that Jack Corrigan will pursue addition of a fidelity/bond rider (on the Treasurer) to our insurance policy.
    • The possibility of non-payment was discussed. The plan is to pursue legal remedy if that occurs.

Real Estate Report:

  • The Foote cottage sale to the Volks is complete.
  • The Warder’s lease change is complete.
  • The Leahy’s new lease is in their hands for signoff.
  • The Murrays were informed of the Lease Transfer procedures.
    Note: Posted Summary of the Lease Transfer Process on the Web Site.
  • A motion passed (Peer/Castele) to authorize a few more hours of attorney time to review our 2017 Binding Resolution.

Next Meeting: September 30 at 10AM.


Board of Trustees Meeting
Heidelberg Beach Association
August 19, 2017

Present: Jane Chidester (President), Tom Eshelman (Secretary), Mary Chidester (Real Estate), Jack Corrigan, Carol Dunkle, Richard Henderson, Claudia Springer, Scott Welch.

Absent: Dick Castele (Treasurer), Aaron Hamilton, Jan Peer, Barbara Weber

Opening Prayer: R. Henderson

Treasurer’s Report:

  • Karl and Susan Volk attended part of the meeting via phone and received their new member orientation.

  • A motion passed (M. Chidester/R. Henderson) to approve Karl F. Volk and Susan F. Volk as new members of the Association and to authorize the President and Secretary of the Association to execute any and all documents required to effectuate the transfer of Lot 6 & and the northerly one-half of Lot 7, known as Lot 7B on Pennsylvania Road, including but not limited to the termination of the existing lease to Herbert B. Foote and Kathleen M. Foote and issuance of a new lease to Karl F. Volk and Susan F. Volk.

Business:

None.

Next Meeting: Sunday, September 3, 2017, at 7:00 PM.


Board of Trustees Meeting
Heidelberg Beach Association
July 15, 2017

Present: Jane Chidester (President), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate), Jack Corrigan, Carol Dunkle, Aaron Hamilton, Richard Henderson, Jan Peer, Claudia Springer, Scott Welch.

Absent: Barbara Weber

Opening Prayer: R. Henderson

Treasurer’s Report: None

Real Estate Report:

  • Greg and Janice Warder attended part of the meeting and received their new member orientation.
  • A motion passed (M. Chidester/C. Dunkle) to approve Gregory S. Warder and Janice L. Warder as new members and to approve the termination of the leasehold estate for Lot 17 on West Virginia Road for David L. Warder & Linda C. Warder and Daniel G. Warder & Delores J. Warder and issue a new lease to Daniel G. Warder & Delores J. Warder and Gregory S. Warder & Janice L. Warder. The President and Secretary of the Association are authorized to sign all documents required to effectuate the transfer.

Business:

  • A motion (S. Welch/J. Corrigan) passed to retain the same officers as 2016-2017 except that the Vice President should be Claudia Springer in place of the outgoing trustee, Bill Hertzer: Jane Chidester (President), Claudia Springer (Vice President), Tom Eshelman (Secretary), Dick Castele (Treasurer), Mary Chidester (Real Estate).
  • A motion (R. Henderson/R. Castele) passed to have attorney Tom Johnson review the letter from the Murray’s attorney, H. W. Kishman.
  • A motion passed (R. Castele/C. Dunkle) to have Jack Corrigan audit the treasurer’s books for the 2016-2017 fiscal year.
  • A motion passed (C. Springer/ C. Dunkle) to appoint Aaron Hamilton as chair of the Building Committee.
  • The Board discussed possible community events. Aaron Hamilton and Scott Welch volunteered to bring back the Community Work Day at least once a year.

Next Meeting: Not set yet.

Respectfully Submitted,
Tom Eshelman
Secretary


Annual Membership Meeting
Heidelberg Beach Association
July 15, 2017

Opening:

  • The meeting was called to order at 10:15 AM. Rev. Richard Henderson opened with a prayer.
  • Members who passed away this last year: Marion Rohrbaugh, Ruth Schneider, Clarke Martin, Mary Lou Belmont, and Bev Morris.
  • New members joining this last year: Don Bratton, Ray Bratton, Colletta Lieber, Kim & Patrick Leahy, David Harmych, Molly Richeson.
  • A motion (J. Belmont/C. Schuman) passed to dispense with the reading of last year’s minutes and approve them.

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 2017-2020 were distributed.

Association members representing 79.5 lots were present and proxies were turned in for an additional 13 lots. Hence, a total of 92.5 lots were represented. 50 lots are required for a quorum.

Ballots were also distributed for:

Ballot Issue #2: Proposed change to Building Rule #12

Current Rule: All new buildings must be placed on at least two lots and must be constructed for the use of one family. Duplexes and multi-family dwellings are not permitted.

Proposed Rule (with new text underlined): All new buildings must be placed on at least two lots and must be constructed for the use of one family. Duplexes and multi-family dwellings are not permitted.

    The leaseholder must remit a “tap in” fee equal to the cost that each existing cottage leaseholder paid for the new infrastructure (starting with the collection of money for the new Infrastructure Reserve Fund in 2017). Building Committee approval of the new building plan is contingent on the up-front payment of this fee.

Ballot Issue #3: Approval to Replace the Water Line

The Board of Trustees has unanimously voted to focus on replacing the water line as our first infrastructure project. We ask the community for your approval as well.

Treasurer’s Report: Dick Castele presented the summary of the finances as of the end of the fiscal year (June 30th, 2017). Of the $135,369 total cash assets, $108,542 are reserved for specific uses and $26,827 are unencumbered. A motion passed (M. Hayman/C. Springer) to accept the report.

Report of the Nominating Committee: Chair of the Nominating Committee, B. Richardson, presented the slate of nominees for the Board of Trustees for 2017-2020: Jane Chidester (incumbent), Scott Welch (incumbent), Carol Dunkle, Aaron Hamilton, Valerie Murray. There were no additional nominations from the floor. Four Board positions needed to be filled.

A motion passed (M. Murray/V. Murray) to have each candidate present comments prior to the voting. The candidates then proceeded to do so. A motion passed (R. Henderson/J. Macko) after the first candidate comments to limit the comments to two minutes without entertaining questions from the members.

Thank yous:

The Board President presented a thank you message to the Footes:

With a 23-acre property to maintain, you would expect that we owe some pretty big thank yous to those who work hard all year round to keep up with all of the work necessary.

I know everyone has noticed our tidy property and well-groomed beach this year.

You also would probably guess that the Foote family is primarily responsible—and you’d be right. With our mild winter, Carol and Dean were down on the beach picking up the logs and limbs that washed up all winter long.

Dean also sculpted pathways on the beach bank to aide our efforts to better manage our stick debris and yard waste. With the return of the burn pile, we’ve been able to quickly get rid of the many logs and limbs that collect.

For those of you on email, you also just saw that Dean built a beautiful new chair swing for the beach.

And, Harvey has done great work in getting the east end of the Promenade cleaned up.

So, many, many, thanks for the incredible gift the Footes have given us, with their time, machinery, and energy, to make a beautiful Heidelberg Beach for us all to enjoy.

Ongoing Projects:

The Board President presented a message on the history and the status of the project to replace the water lines.

Let’s review a few events that have gotten us to this point:

It became clear last summer, and we reconfirmed earlier this year, that Erie County will not help us with the maintenance or replacement of our infrastructure. Without Erie County’s help, we cannot access any loan money from governmental agencies like the EPA or the USDA.

In truth, we may have dodged a bullet with Erie County. They are now embroiled in several lawsuits, including one for a botched 20-million-dollar job in another neighborhood—and two of the three people we’d been meeting with over the last few years, were fired for misconduct.

As the Board reviewed the survey results at our last meeting, we noted several things:

How grateful we were to get near 100% participation—thanks to all of you! How the majority did agree that we needed to address the infrastructure issues. And how coming up with a payment plan, that worked for everyone, was the key to keeping our community together.

We felt the one thing we could do right away, to ease the financial burden, was to narrow our initial focus—to the water lines—and therefore limit the upfront cost to a smaller amount.

As a quick refresher, some of the reasons that the Board feels it is important to replace the water lines now are:

  1. Our water main is greatly undersized for a community like ours. Our founders laid this line 90 years ago when only a handful of cottages existed. We have a very small 2” iron pipe that is probably soldered together with lead.

  2. Our water main was laid at a time when we were getting our water from Lake Erie—so the layout and design focused on that. When the community wanted to make the switch from lake water to public water, they voted to take that opportunity to re-lay the pipes with the proper slope, depth, size, and current plumbing codes. That was in 1964.

    In those first 35 years, plumbing standards had already evolved such that our original pronged layout, with dead end lines, was already shown to be a huge problem. I’m sure those of you around then remember the days of brown water.

  3. Not all roads have a complete plumbing circuit. When we did not follow through on replacing the water lines, but did connect to public water, we tried connecting some of the water lines together to try to fix the problems of our pronged layout. The plumbing fix to avoid stagnating water is to run the pipes in circuits, instead of dead end lines. We tried to simulate that by connecting a few of the roads together. To this day, we don’t think all roads run on a complete circuit.

  4. To do repairs on the water lines, or repairs at the connections to an individual cottage, we still must shut off the water to the entire neighborhood. And we can only do this by shutting the main valve by Rt. 6—which we are technically not supposed to be using because it is owned by the county. We cannot use our own internal shut-offs because they don’t fully stop the water because of our hopscotch of pipe connections.

  5. We still only have one fire hydrant for the entire neighborhood—located at the south end, by the playground.

  6. The condition of our lines today can at best, be described as fragile. You’ve seen that the pipes are filled with pinhole leaks—only being held in by the compacted clay around the rusted-out pipe. The pipe is so weak that anytime we touch it, to make a fix, we generally create another leak.

  7. And finally, and maybe most importantly, the full Board believes a proactive approach is best. The question is not “if” we need replace the water lines, but “when” we need to replace them—and we believe at 90 years old they’ve far outlived their life expectancy. It only becomes more expensive, the longer we wait to do it.

So today, the Board asks for your support, in approving the plan to focus on replacing our water lines. We also ask that you approve the new language in the Building Rules, to incorporate a tap-in fee for any cottages built in the future.

As I said earlier though, coming up with a payment plan that works for everyone, is the key to keeping our community together. This has been at the forefront of the Board’s investigations from the very beginning.

The Board has shared a Draft Proposal, which is exactly that, a draft. It is our best idea to date, on how to provide a path forward for everyone financially. These numbers are just for illustration—and I hope they are just high-end estimates.

The idea is made possible by the fact that we do have some money in our reserve, and the knowledge that there are quite a few leaseholders who would be willing to help us get a leg up on saving for this.

As you saw in the proposal, our expectation is that we would have enough money collected to start working with a civil engineering firm in about 3 years. At that time, we’ll develop the final, detailed plan. We’ll bring the engineers out to the beach for several meetings, so that anyone can participate in the process that wants to. And shortly after we begin the bidding process, we’ll have a better idea of the exact cost, and can adjust our assessments accordingly.

We have an opportunity, for all of us to come together—to make a needed project happen—to financially help those that need help—and to have everyone participate in a fair way.

The Board and I seriously do not want the need to replace the water line, to be the reason even one of you considers leaving. Let us help find a way to work things out.

Discussion of water line replacement:

Some comments from the community discussion of water line replacement:

  • The Board should consider lot-based assessments rather than cottage-based assessments.
  • The water lines are not worn out—they still have life left.
  • The estimated cost is inaccurate—it’s too high.
  • The cost is too high and will force people to sell their cottages.
  • Concern for the spirit of the community.
  • Concern for the community’s ability to administer the future repairs that will be needed if the lines are not replaced.
  • Empty lots should be assessed for water line replacement and should be assessed at a reduced rate (current plan calls for only cottage-based assessments).
  • The proposed financing plan was explained.
  • Most empty lots are not buildable.
  • The water pressure won’t change as a result of water line replacement.
  • The current water quality is good according to Erie County Environmental Services.
  • The OHM specs are a problem.
  • We should get contractor quotes now, and determine the exact price of the project before assessing the funds.

Voting:

  • A motion was passed (T. Lukens/S. Welch) to close discussion and vote on Ballot Issue #2: Proposed change to Building Rule #12. Text is shown above in the Membership Roll Call and Distribution of Ballots section of these minutes. Ballots were collected and the results reported after the meeting:

    • 80.5 Approve
    • 11.0 Do Not Approve

  • A motion was passed (J. Kramer/C. Dunkle) to close discussion and vote on Ballot Issue #3: Approval to Replace the Water Line. Text is shown above in the Membership Roll Call and Distribution of Ballots section of these minutes. Ballots were collected and the results reported after the meeting:

    • 68.5 Approve
    • 21.0 Do Not Approve

  • The result of the election of members to the Board of Trustees for 2017-2020 was announced: Jane Chidester (incumbent), Scott Welch (incumbent), Carol Dunkle, Aaron Hamilton.

  • All ballots were tallied by non-members Ellen Nolan and Elizabeth Moes. The Board sincerely thanks them for their help.

New Business:

  • None.

Adjournment:A motion passed (T. Lukens/J. Kramer) to adjourn.

Respectfully Submitted,
Tom Eshelman
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
July 2, 2017

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

Absent: none

Opening Prayer: Bill Hertzer

Treasurer’s Report: Dick Castele

  • End of Fiscal Year. No surprises. Actual expenses were under budget by $1273.73.

Business:

  • A motion passed (Hertzer/Castele) to approve the Welch patio project.
  • The slate of nominees was presented for the Board election at the annual meeting: Carol Dunkle, Valerie Murray, Aaron Hamilton, and incumbents Jane Chidester and Scott Welch.
  • The Board reviewed the Survey results. Those comments which did not indicate “approval for sharing with the community” were passed out to the Board for reading. A motion passed unanimously (Springer/Welch) to focus on replacing water lines. The Board intends to ask for a Y/N vote at the annual meeting on pursuing water line replacement.
  • The Board discussed how to fund a water line replacement project without creating hardship for those less able to afford an increase in the annual assessment.

Real Estate Report: Mary Chidester

  • Orientation of Kim Leahy and G. Patrick Leahy (29 W. Virginia) was completed.
  • A motion passed (Scott Welch/Tom Eshelman) to approve Kimberly R. Leahy and G. Patrick Leahy as new members and to approve the transfers of the leasehold estate for Lots 28-B and 29 West Virginia Road from Karen M. Reimsnyder to Kimberly R. Leahy, Emily Reimsnyder and Eric Reimsnyder, and the subsequent assignments of lease from Emily and Eric Reimsnyder to Kimberly R. Leahy. A new lease will be prepared for Kimberly R. Leahy and G. Patrick Leahy, and the President and Secretary are authorized to sign it upon completion.

Next Meeting: July 15th, after the Annual Meeting

Annual Meeting: July 15th @ 10 AM in the Pavilion

Respectfully Submitted,
Tom Eshelman
Secretary


Board of Trustees Meeting
Heidelberg Beach Association
May 28, 2017

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

Absent: Claudia Springer

Opening Prayer: Rev. Dick Henderson

Treasurer’s Report: Dick Castele

  • Nothing significant to report.
  • A motion passed (Jane Chidester/William Hertzer) to approve the 2015-2016 FY audit completed by Corrigan Krause.

New Business:

  • The orientation of Ken Stone’s daughter, Molly Richeson, was completed.
  • Roger Nehls requests permission to post a “For Sale” sign at Rt. 6 throughout the summer. He’ll remove all signs and take the cottage off the MLS on October 31st if the cottage has not sold. He’ll re-list in spring 2018, if necessary. A motion passed (Jane Chidester/Richard Henderson) to approve this plan.
  • Recreation:
    • Jan Peer will be setting up 2 Frisbee Golf posts in field NE of Tennis Court for the summer. She will maintain them and take them down each winter.
    • Should we reinstall Volleyball post on beach, or not? This is a moot point – the water is too high probably until next summer.
  • Still need a volunteer to handle re-vamping our street signs.
  • Recycling Dumpster: For 8 YD Every Other Week, cost is approx. $100/month. The Board does not want to pursue this.
  • Thank you to Jan who made us signs to help with the new compost pile management!
  • Bill Hertzer and Bill Richardson will be leaving the Board in July. Scott Welch and Jane Chidester are up for re-election. The departing Board members will create a slate of nominees for the Board.
  • Proposed Change to Building Rule #12.
    Current Rule:
    All new buildings must be placed on at least two lots and must be constructed for the use of one family. Duplexes and multi-family dwellings are not permitted.
    Proposed Rule:
    All new buildings must be placed on at least two lots and must be constructed for the use of one family. Duplexes and multi-family dwellings are not permitted. The leaseholder must remit a “tap in” fee equal to the cost that each existing cottage leaseholder paid for the new infrastructure (starting with the collection of money for the new Infrastructure Reserve Fund in 2017). Building Committee approval of the new building plan is contingent on the up-front payment of this fee.
  • A motion passed (Jane Chidester/Scott Welch) to approve the Proposed Change to Building Rule #12.
  • Proposed survey for infrastructure replacement discussed. Consensus was to send out one survey form to each cottage in early June with mid-June return deadline.

Real Estate Report: Mary Chidester

  • A motion passed (Mary Chidester/Scott Welch) to approve the proposed Association disclosure form for cottage sales.
  • A motion passed (Mary Chidester/William Richardson) to: consent to the transfer of Lots 56 & 57 Kentucky Road from Kenneth C. Stone, Trustee of The Stone Family Revocable Living Trust UAD September 4, 1997 to Kenneth C. Stone individually.
  • A motion passed (Mary Chidester/William Hertzer) to: consent to the further transfer to Molly S. Richeson pursuant to a Transfer on Death Designation Affidavit dated May 19, 2017, from Kenneth C. Stone; and to accept Molly S. Richeson into membership effective upon the death of Kenneth C. Stone. The consent to transfer and approval of membership for Molly S. Richeson shall not be effective until the death of Ken Stone and shall have no effect should Ken Stone revoke the Transfer on Death Designation Affidavit prior to his death.
  • A motion passed (Mary Chidester/Barbara Weber) to consent to the transfer of Martha L. Hammel’s interest in Lots 53 & 54 Kentucky Road to Martha L. Hammel, Trustee of the Martha L. Hammel Trust dated December 11, 1995, and to the Amended and Restated Lease effective June 1, 2017, to confirm and clarify the respective leasehold interests of William F. Hertzer, J. David Hertzer and Martha L. Hammel, Trustee. As to Lot 53, William F. Hertzer has a 2/3 interest, J. David Hertzer a 1/6 interest, and Martha L. Hammel, Trustee a 1/6 interest. As to Lot 54, William F. Hertzer has a 7/9 interest, J. David Hertzer a 1/9 interest, and Martha L. Hammel, Trustee a 1/9 interest.

Next Meeting: July 2nd @ 2 PM

Annual Meeting: July 15th @ 10 AM in the Pavilion

Respectfully Submitted,
Tom Eshelman
Secretary