Amston Lake District
Board of Directors Meeting Minutes
March 4th, 2009 7:00 P.M.
ALA Clubhouse, Wood Acres Rd., Amston, Ct.
A. Roll Call of Officers and Directors
Present:
Dave O’Brien, President
Dave Arnold, Director
Lynn Mika, Director
Sherri Ann Martin, Director
John Connor, Director
Ray DeCormier, Treasurer
Joanne Wool, Clerk
Absent:
Dave Martin, Director
Mark Paul, Vice President
Eileen Curtin, Tax Collector
Also Present:
Carl Wool, Off-Season Caretaker
B. Call to Order
The meeting was called to order at 7:01 p.m. by Dave O’Brien, President
C. Recognition of Guests
Anita Connor, Deepwood Drive, Hebron
She has conducted an audit of our budgeting system and expenses and will speak during the Treasurers’ Report.
Kevin Connor, 20 Deepwood Drive, Lebanon
First spoke regarding Northeast Cove’s high bacteria counts back in July, 2008. He wanted to know what the current plan is and suggested appointing a project manager to push this issue. He will peruse this issue as an individual if no action is taken. Since this issue is being discussed tonight under L-2, he will stay to hear what is discussed.
D. Approval of Minutes
Dave Arnold requested the proposed change listed below to the February minutes:
Dam – Dave Arnold stated that the permit for the Main Dam repair has been received by the DEP and will take several months for approval. A French drain system may be used at the Main Dam as a temporary repair. The DEP has requested an impact study of endangered species be undertaken as part of the application for the Main Dam repair. There will be a dam meeting on 2/10 with Karl Acimovic. Plans are nearly complete for repairs at the duck pond. A meeting will have to be set up with the DEP to explore breaching the Duck Pond spillway and dropping the water level (possibly a couple of feet), as a method to correct the leakage problem in the spillway sidewalls.
Dave Arnold moved to approve the minutes with amendments, and Sherri Ann Martin seconded. Dave Arnold, John Connor, Sherri Ann Martin, Joanne Wool, and Ray DeCormier approved. Lynn Mika abstained. Minutes were accepted.
E. Receive Clerk’s Report
Joanne Wool was voted in by the Board to become a director or the remainder of Drew Gibson’s term and Clerk to the Board. Jo stated she met with Dave Martin and the transferal of records and keys were made. Dave will also be turning over his e-mail address to avoid confusion.
F. Presentation of Correspondence and Communication
See attached correspondence listing (Exhibit F)
G. Receive President’s Report
Dave O’Brien wished to thank Anita Connor for her work to analyze our financial statements. Storm Drain Proposal almost completed. The executive summary will be sent to Board members soon. Julie Spencer from R.C. Know Insurance reviewed our insurance needs and costs and stated our existing carrier is providing the best coverage and price at this time.
John Connor made a motion to move up the discussion of item L2 to just before item J. Received standing and special committee reports. Ray DeCormier seconded. All were in favor.
H. Receive and Act on Treasurer’s Report
Ray DeCormier asked Anita Connor to give a summary on the accounting system. She also passed out financial statement booklets. Final correction to the Treasurers’ Report will be made this month and voted upon at the next Board meeting.
I. Tax Collectors Report
Tax Collectors report was read by Joanne Wool due to Eileen Curtin’s absence. (Exhibit I). The Board made one correction to the report, “materials for the annual audit” changed to “materials for the annual report”. A refund of $15.81 was approved by the Board to be returned to a resident.
L-2. Northeast Cove Status:
Dave O’Brien referred to the many correspondences, between the Board and our experts, sent and received over the last few weeks with no definite answers or suggested future steps to be taken on this issue. Dave O’Brien suggested a list of action items starting with a District meeting with the experts and residents so definite answers can be obtained. This will be set up no later than the end of April with notification to the residents before hand. Also suggested was a retention area at the site which will be discussed at the meeting. Mr. O’Brien requested Kevin Connor to contact all his neighbors in the area to have them attend the meeting. Mr. Connor and the other near by residents in the area will be advised of the next steps to be taken after the District meeting.
J. Receive Standing and Special Committee’s Reports
1. Dam – Dave Arnold discussed went over the new budget figures for 2009-10 for the dam repairs needed. (Exhibit J1) He also gave feedback on the meeting with Karl Acimovic on 2/10.
2. Storm Drains – Dave O’Brien already mentioned the Environmental 21 Proposal now being drafted. This report will be shared with the Town of Hebron since they own the infrastructure.
3. Lebanon Wastewater Study – Sherri-Ann Martin stated selection meeting will be in June to appoint members to the WPCA committee in Lebanon. Any interested Lebanon residents can contact her.
4. Drinking Water – No report.
5. Boats and Rafts – Lynn Mika stated drawing for dock rentals will be done at the next Board meeting. Date to set up docks and put back ramps will be discussed at the next meeting.
6. Weeds – No Report.
7. Communications- Ray DeCormier stated there are now 200 people signed up to receive the Announce Group announcements. They have been well received by the residents.
8. Ordinances – Mark Paul stated one change needs to be determined during the month, and then a vote will be taken on the ordinances during the January Board meeting.
9. Security – Lynn Mika did a draft of a Residents Handbook which would include rules, regulations, ordinances, and general lake information. Several suggestions were made for the title and she asked all Board members to proof read and make suggestions to this document during the month so a final draft can be viewed at the April meeting. Lynn will also obtain quotes for printing. The Board would like to have printing done by the Annual Meeting in May.
Ray DeCormier and Carl Wool will obtain quotes also.
K. Lake Management
Carl Wool gave his report including the tasks that were accomplished during the month.
Attached report (Exhibit K) Carl wished to express his apologies to BSA for an error made in the Caretakers Report. BSA did not charge for removing the signs from Main Beach and Lollipop this fall. Carl will be purchasing the material to put together four boat racks this month for instillation at Main Beach and ROW’s in May/June. Barley straw has been purchased and is being stored at the clubhouse.
L. Act on Remaining Items of Agenda….Old Business
1. Lake Goals Built into a Work Plan – Discussion deferred until the next meeting due to Mark Paul’s absence.
2. Northeast Cove Status: Already discussed.
3. Define Assets for Budget: Already noted in Financial Report under Treasurer’s Report.
4. Continued Budget Preparations: Ray DeCormier passed out the proposed budget with the figures that have been obtained so far. The Board went over this document and figures and Board members will check during the month for any other revisions.
M. New Business
N. Prepare Agenda for Next Meeting
1. Lake Goals Built into a Work Plan
2. Budget Preparation
3. Lottery Drawing for Dock Rentals
O. Adjournment
Sherri-Ann Martin moved for adjournment and John Connor seconded. The motion was approved unanimously. The meeting adjourned at 10:47 pm.
Respectfully submitted by Joanne Wool, Clerk