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(DRAFT)
MINUTES OF THE MARCH 12, 2008 MEETING
Members Attending: Rolf Andersen, Barry Barwatt, Dan Bergbauer, Chuck
Bracken, Lyle Carlson, Jerry Collins, Bill Cook, Bernie Dougherty, Mara
Graves, Jennie Hoagland, Ed Jarrett, Bill Kimball, M. J. Peters, Bill
Ramsden, Joe Rella, John Reiner, Jim Rudbeck, John Schafer, Jeff
Sutton, Bill Walker, Dave Wheelock, Charlie Moore (BOD Liaison), Tomi
Moody (CAM).
Members Absent: Keith Bassett, Bill Gilfillan, Kay Graham, Tom Graham,
Jerry Harris, John Kovaly, Jim Podgorny, Lou Rodrigues, Gerald St.
Jacques, Scott Moody (MT)
The meeting was chaired by Vice-Chair Dan Bergbauer in the absence of
Chairperson Kay Graham.
Minutes of the February 13, 2008 meeting were accepted by the members
without any additions / deletions.
Expenses and Budget Report: Jerry Collins (Financial Liaison)
February YTD expenses are ~$9700 under budget. Items under budget
include Lawn Landscape ~$2000, Wetlands Cutting $6300, and Grounds
Refurbishment ~$1000. Electricity was ~$1800 under budget and water was
on forecast.
Inspections Schedule – Jerry Collins
Jerry agreed to schedule dates for inspections of buildings (Bill
Ramsden), storage lots (Scott Moody), catch basins (John Reiner), and
storm water systems (John Reiner). Dates will be advised by emails.
Buildings, Storage Lots – Bill Ramsden/Bill Gilfillan
Building Repairs: Dan advised results of his review of the current Bay
Club main HVAC problem. In his opinion, and that of others contacted,
the compressor failure was not primarily due to insufficient cold-air
return capacity. He will review further with Marie Peeden of Wooten Co.
Bay Club Painting Contract: Contract has been approved. Work will likely
begin last week in March.
Bay Club Sidewalk Contract: John Reiner advised the HOA has agreed to an
18V system with spacing of metal lamps about every 15 ft. We are waiting
on a bid from Lighting by Design.
Landscaping & Services – Kay Graham (absent)
Woody Plant Refurbishment: Kay has recommended we replace the azaleas
with hardier plants at the Marina parking lot entrance and apron.
Landscape Contract: John Schafer advised that the new contract agreement
with Landscaping Unlimited will commence this month.
Horticultural Garden: Dan advised he and Kay had briefed the HOA Board
on the merits of establishing a horticultural garden site in CL. They
also advised the Board of concerns expressed by some committee members
that such a garden, and the maintenance thereof, should not be taken on
by B&G. Lengthy discussion in our meeting on the pros and cons then
followed, with numerous members expressing their opinions. A motion was
made and seconded that opposed such a garden. Twenty-one members present
voted in favor of the motion, and two against. Dan will advise the Board
accordingly.
Indian Hawthorne Removal: Rolf Andersen advised there will be a meeting
with Landscaping Unlimited after Kay’s return on the matter of removing
the Indian Hawthorne at the entrances to CL. Discussion followed on the
pros and cons of cutting them out versus digging them out.
Greening & Beautification: Bill Cook expressed his concern over apparent
duplication of the efforts of his Beautification Committee and the
efforts of the recent Regreening Community Assessment. He also expressed
concern as to how the $10k for Annual Grounds Refurbishment in our
budget is going to be spent. After lengthy discussion it was decided a
sub-committee meeting will be chaired by Bill before the next B&G
meeting to establish a list of priorities.
Tree Removal: Dead and diseased poplar trees on Potomac Drive by the Bay
Club parking lot where we planted Chinese Elms and Gingkoes need to be
removed. While there is nothing in the B&G budget for tree removal, it
was agreed funds for same can come out of the Beautification budget, in
conjunction with beautification plans concerning the same areas.
Storm Water System – Jeff Sutton/Jeff Sutton
ACC/B&G Inspections: Barry Barwatt advised there was one final
inspection in the last month, on Tred Avon, and it passed.
Ponds: Tomi advised there will be no more dyeing of the upper pond in
phase 2. She also advised all fountains are working. The fountains that
did not work after repairs by Pitt Electric have now been correctly
repaired at no additional cost to us.
Roadway Acceptance – Jeff Sutton
Jeff advised that boring samples will now have to be taken before
additional roads can gain final acceptance. Dan will contact Wooten Co
for assistance.
Chocowinity Sewer Study – Dave Wheelock/Jim Rudbeck
Dave provided details of the Chocowinity Sewer Study Project report that
he will present to the HOA Board on March 18. In summary, there are
several options to increase current capacity, ranging from a quick fix
at $400k to a best case scenario at $7M. Dave advised there is
sufficient capacity for all of the 722 lots in CL.
CAM Update – Tomi Moody
Wetlands Cutting: Tomi advised a meeting was held with the 14 lot owners
who have wetlands on their properties. She is trying to schedule a
meeting with the NC DWQ to get clarification on requirements and discuss
what options may be allowed for cutting of the wetlands and other
riparian buffers. Accordingly, any cutting of the wetlands will be held
in abeyance pending successful resolution with DWQ.
Storage Lots: There are still four people on the waiting list for a
space, two of which are upgrades. A member reported there is a car in
lot A/B which is against HOA guidelines for use of the lots. Tomi will
follow-up.
Records: Tomi advised she has located records for the sewer line
agreement, but has been unable to locate same for any road
certifications.
Pollard HVAC: Tomi is working to set up a meeting with Pollard on our
HVAC issues.
Work Projects
Sink Hole Repair: John Reiner advised that repair of the sink hole
between Fairview and Fair Oaks will likely be in April when the ground
is drier.
Lot B Swale Repair: Repair of the swale in Storage Lot B is scheduled
for Mar 27. Tomi has notified affected residents they will need to move
their items so the swale can be mostly filled in with crushed rock to
allow continued drainage while providing an elevated base to support the
trailers.
Pruning Trees and Shrubs: On hold.
Old Business
Amend Charter: It was decided there is no need to revise our charter.
Sub-Group Assignments: Members not yet assigned to a sub-committee were
encouraged to select one to serve on.
New Business
SWS Standards: Dan advised we have no standards and guidelines for
maintaining our storm water system (SWS), or a plan and policies in
place to enforce. Discussion that followed included opinions that the
State has issued storm water permits to the HOA, and that homeowners are
responsible for maintaining swales on their properties. B&G will
continue to be responsible for maintenance of road culverts. Late note
from Dan: In checking the Covenants, there does not appear to be
anything specific requiring lot owners to maintain swales/drainage
ditches on their property.
Bridge Over Pond: Regarding maintenance of the bridge across the pond
near the golf course club house, Barry Barwatt advised the golf course
has stated the bridge is not on their property so they are not
responsible for maintaining it. Charlie Moore agreed to follow-up on
this so it can be decided who is responsible.
LMC 03/17/2008
B&GMinutesMar2008
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