Amston Lake District
Board of Directors Meeting Minutes
June 4, 2008 7:00 P.M.
ALA Clubhouse, Wood Acres Rd., Amston, Ct.
A. Roll Call of Officers and Directors
Present:
Dave O’Brien, President
Mark Paul, Vice President (7:12 pm)
Dave Arnold, Treasurer
Dave Martin, Clerk
Sherri-Ann Martin, Director
Ray DeCormier, Director
Margaret Roohr Rosati, Director (7:10 pm)
Lynn Mika, Director (7:20 pm)
Absent:
Bill Witt, Director
B. Call to Order
The meeting was called to order at 7:05 p.m. by Dave O’Brien
C. Recognition of Guests
Scott Forgue, Deepwood Drive, Hebron. Scott said a person was taking out a stringer of fish on 6-3-08. Scott gave the Board the DEP tip line: 800-842-4357 and said anyone could call to report this. Scott said he went to the Colchester wetlands officer on the new house being built at the Hebron Lebanon line in Colchester because there was no silt fence or erosion control. Scott said the Colchester Wetlands commissioner said he would bring the job site into compliance. Scott said that the woods on the other side of Deepwood in Colchester may be developed and we should monitor that. Scott said there were lots planned for development in Hebron at Meadowbrook and Francis Road.
Reggie Miles said that Mike Leary of Hebron said if the ALD adopts ordinances on development, Hebron will follow them.
Mark Paul said that in the ordinance work the Board is doing, we can draft changes to the town zoning regulations.
Eileen Curtin asked if the new house in Colchester is in the Amston Lake District. Dave O’Brien said this would hav be to be researched and addressed at the next meeting.
Kevin Grady, Deepwood Drive, Hebron. Kevin said a lot on Francis Road is being developed. Also on Elllsmere. Kevin also said that sump pumps are going into the Lake.
D. Approval of Minutes
Dave Arnold made a motion to approve the May 7, 2008 Board meeting minutes. Mark Paul seconded.
Dave Arnold requested that under Section H, Receive and act on Treasurer’s Report, that “Bonnie Gibson” be changed to Carolyn Bonnie Geysen” and that “2008- 2009 .” be changed to “FY 2007 – 2008”.
Dave Aronld requested that under item J5, Boats and Rafts, “will check the quantity of docks he has on hand and get back to Dave” be deleted and replaced with “who indicated that the docks were on hand and that he would get back to Dave to provide a quote for the modified configuration”.
Dave Arnold requested that under item L4, Board Positions for 2008 – 2009, “until he takes the Asistnat lake Manager’s position” be deleted and replaces with “and if our Assistant Lake Manager’s position becomes available, he would like to be considered for that role.”
Margaret Roohr Rosati asked that Joanne Wool’s title at the end be changed from “Secretary” to Recording Secretary”.
Dave Arnold moved that the motion to approve the minutes be amended as discussed. Mark Paul seconded. The majority were in favor, none opposed, with Dave Martin and Sherri Martin abstaining.
Vote to approved the minutes as amended: The majority were in favor, none opposed, with Dave Martin and Sherri Martin abstaining. Minutes from May 7, 2008 approved as amended.
Dave O’Brien asked for a motion to approve the minutes of the May 3, 2008 Special District Meeting. Sherri Martin moved to approve the minutes of the May 3, 2008 Special District Meeting. Dave Martin seconded.
The vote to approve use of herbicides was discussed. Dave Martin read the minutes from Section D, Consider and Act Upon a Weed Management Solution.
Vote on Motion to approve the minutes of the May 3 Meeting: Majority in favor, none opposed, Mark Paul abstains. Minutes of May 3 meeting approved.
E. Receive Clerk’s Report
Dave Martin discussed the contents of the director’s manual for distribution to the new Board at the July meeting.
F. Presentation of Correspondence and Communication
Dave O’Brien said that he spoke with Hebron town officials about email correspondence. Dave said that FOI and the courts generally require disclosure of email. Dave said that if five or more Board members participate on a particular topic in email, that there may be a quorum for a meeting. Margaret Roohr Rosati said that FOI should be researched about how to record correspondence.
Correspondence is on record with the District Clerk.
G. Receive President’s Report
Dave O’Brien read from a prepared statement which is attached as Exhibit G.
H. Receive and act on Treasurer’s Report
Dave Arnold said that he had hoped the agenda issue could be handled differently. Dave said that he will resign from the Board at the end of this month.
Dave Arnold read the Treasurer’s report. Motion was made to accept by Ray Decormier and seconded by Mark Paul. Motion unanimously passed.
Dave Martin asked for the floor. Dave O’Brien said that Martin could speak in New Business.
I. Tax Collectors Report
Eileen Curtin read the report attached as Exhibit I.
Eileen said that she had worked with Dave Arnold for the last three or four years and has always found him to be very professional, helpful and responsive and thanked him for his work.
J. Receive Standing and Special Committee’s Reports
1. Main Dam leak: Hydraulic cement was used but did not stop the leakage. They will continue to try to repair the leak with hydraulic cement. This is much less costly than building a coffer dam to work on the leak. Once the water is lower, more work will be done. Dave Arnold reminded the Board of the emergency dam procedures.
2. Storm Drains – D. O’Brien said he will meet with Andy Tierney on June 11 on the Storm Drain Study. Margaret Roohr Rosati said that Hebron is responsible for the roads and the storm drains.
3. Lebanon Wastewater Study - No updates.
4. Drinking Water - Sherri Martin said Cindy Gaurin sent an email asking about the outcome of the May 3 meeting. Sherri responded to Cindy.
5. Boats and Rafts – the vendor is now going to provide the docks thanks to calls made by the Horans. The vendor is going to come over and look over the locations. Lollipop should not be a problem to install the docks. Main Beach may be a problem because of the slope. Dave O’Brien said that we have to do the best we can to accommodate handicap access. Dave Arnold moved for an addition to new business to discuss access to the main beach docks. Dave Martin seconded. The motion was approved unanimously.
Lynn Mike spoke about the lottery for the slots on the docks. A total of 16 requests were received. 8 requested main beach, 4 requested Lollipop and 4 requested either location. The consensus of the Board was to have the Boats and Rafts committee determine reasonable dock slip assignments and reasonable dock fees of about $55.
6. Weeds – Mark Paul discussed the areas to be considered for weed control: Lollipop cove by the shore and the causeway area; Lollipop Cove along Deepwood Drive where the hydro raking was done; and Francis Road Cove. Francis Road Cove also has a sand delta that the town of Herbon said they would help remove. Mark suggests using herbicide in August to remove 60% of the floating leaved plants in these areas along the shore and in boat lanes. The rest would be left for habitat for fish and wildlife. Mark suggested that hand pulling could be done until the herbicide application. Dave Martin requested the use of herbicide on as low a percentage of the plants as possible. Mark said the committee would be working on this and would use the 2002 Weed Management study.
7. Communications - Ray Decormier said about 160 people are registered on the website for email communications. Ray said a decision should be made as to who could use the mass mailing capability.
K. Lake Management
Lake Manager’s Report submitted by Reggie Miles is attached. Mark Paul asked about the barley straw. Reggie said that it had been put in.
L. Act on Remaining Items of Agenda.
1. Handicapped Parking – Discussion and Possible Action.
Dave O’Brien asked the Lake Manager to get the handicapped parking signs put up in the parking lots.
1. Ordinances. Mark Paul is working on the homeowners manual draft and is reviewing comments that have been submitted. Then it would go to legal review. Then a draft would be circulated and posted to the website. Then there would be District meeting(s) to discuss and comment prior to approval.
2. Fence (safety) at Main dam. Lynn Mika reported on options for fences and will work on getting bids.
3. Request written confirmation from ALIA for the use of the Clubhouse on Saturday, May 16th, 2009, 7:00pm, for the ALD Annual Meeting. An email from Joanne Wool confirmed it is on the ALA calendar.
4. Discuss Project Management Plan. Dave O’Brien said that the Board is to start working on tasks and assignments.
5. Lebanon Road Insurance. Margaret Roohr Rosati said she wanted to be sure the District is covered for the private roads. Dave Arnold said that CIMRA covers us for general lilability. Dave O’Brien said he would follow up with CIRMA.
6. Recording Secretary and By laws. Margaret Roohr Rosati said the wording of the by laws should be changed regarding the Clerk and Recording Secretary. No action was taken.
7. Request all contracts for 2008/2009 FY be submitted for ALD Board review. Dave O’Brien requested that all contracts be reviewed by the Board. Dave Arnold said this could be a problem if a contractor is on site and needs to make a change. The contractor will not wait for the next Board meeting. Dave O’Brien said that the intent is not to hold things up Dave O’Brien asked Reggie to provide more detail on the invoices.
8. Consider and act upon the purchase of QuickBooks accounting software for use by the ALD Treasurer. Mark Paul moved to purchase Quick Books for up to $500. Ray Decormier seconded. During discussion, Ray Decormier said he wanted to research the correct alternative. Dave Arnold said that the Board needs to keep up to date on new accounting rules. Mark Paul amended his motion to purchase the appropriate accounting software. Ray Decormier seconded. The majority voted in favor, with Dave Anorld opposed and none abstaining.
Dave Arnold moved to add an item to New business: have a letter sent to the town of Hebron requesting a moratorium on new development due to potable water problems. Core to add this item to the New Business agenda: Majority in favor, none opposed, Lynn Mika abstained.
9. Vote for executive session, requested by a Board member, to review Boat Inspection Contracts. Dave O’Brien said a 2/3 majority is required for executive session. Dave Arnold moves to go into executive session. Margaret Roohr Rosati seconded. Vote to go into executive session: More than 2/3 majority in favor, with none opposed and Ray Decormier abstaining.
Executive session begins.
Executive session ends. Dave O’Brien announces that all of the boat inspector applications were approved by the Board
10. New agenda item as voted previously in J5. Access to Main Beach Docks. Dave Arnold sadi we should get a quote from the vendor for installation of the new docks at Main beach due to the slope and have that approved by Dave O’Brien. Margaret Roohr Rosati said that in the meeting that approved the dock purchase, it was said that there would be no more cost. Lynn Mika moved to spend up to $700 if needed to get access to the new Main Beach docks. Mark Paul seconded. The majority voted in favor, with Margaret Roohr Rosati opposed and none abstaining. Motion approved.
11. New agenda item as voted previously in M8. Dave Arnold moved to have a letter sent to the towns Hebron, Lebanon and Colchester requesting a moratorium on new development due to potable water problems. Mark Paul seconded. Dave Martin said we should ask for Intervener status. Dave O’Brien said he would write the letters. The majority voted in favor, with none opposed and Lynn Mika abstaining.
12. Dave Martin requested the floor as noted previously in Item H. Dave Martin said that he does not agree with the actions Dave O’Brien took in his written President Report. Dave Martin said that Dave Arnold has worked tirelessly for the District for at least 5 or 6 years and has done great things. Dave Martin thanked Dave Arnold for his service to the Board and the District.
N. Prepare Agenda for Next Meeting
Dave O’Brien has gathered items for next meeting’s agenda.
O. Adjournment
Margaret Roohr Rosati moved for adjournment and Sherri Martin seconded. The motion was approved unanimously. The meeting adjourned at 10:00 pm.