Amston Lake District
Board of Directors Meeting Minutes
March 5th, 2008 7:00 P.M.
ALA Clubhouse, Woodacres Rd., Amston, Ct.
A. Roll Call of Officers and Directors
Present:
Dave O’Brien, President
Bill Witt, Director
Dave Arnold, Treasurer
Dave Martin, Clerk
Sherri-Ann Martin, Director
Ray DeCormier, Director
Margaret Roohr Rosati, Director
Mark Paul, Director
Absent:
Lynn Mika, Director
Greg Baier, Acting Lake Manager
Also Present:
Eileen Curtin, Tax Collector
Joanne Wool, Secretary
B. Call to Order
The meeting was called to order at 7:10 p.m by Dave O’Brien
C. Recognition Of Guests
Jerry Horan, 7 Rondaly Rd., Hebron
Suggested abolishment of Lake Manager position completely and the hiring of a professional lake manager for the lake. Dave O’Brien requested this be discussed under Presidents Report since he had additional information on this. Mr. Horan agreed.
Brett Harlow, 403 Deepwood Dr., Lebanon
Reviewed with Board escalating costs to repair and maintain Lebanon Roads. Also stated there is a problem with sump pumps directing water into roads and causing further erosion. Dave O’Brien suggested he meet with Greg Baier, visit roads, and provide information to the Board on their present condition. Also requested he provide BOD with proposal on current costs and BOD will review for possible further action.
Bob Blackmore, 5 Rondaly Rd. Hebron
Had questions on Lake Manager system. He feels Treasurers report is vague. Had concerns on the way we vote on budget. Suggested ballot system sent to residents. Wendell Snell and Dave O’Brien indicated to Mr. Blackmore that rules state budget must be voted on in person. Mr. Blackmore also suggested post card mailing to notify residents before budget vote.
Wendell Snell, 243 Deepwood Dr., Hebron
Stated that if the BOD wishes to vote on items listed in agenda, the agenda should show not just discussion and/or changes, but discussion, and/or changes and possible action to allow the residents to know that a vote might be taken. Also, he suggested the addition to the Agenda of a line item stating “Other Pertinent Business That May Come Before The Board.” The Board thanked Wendell for his input and will discuss at the next BOD meeting.
D. Approval of Minutes
Dave Arnold made a motion to approve the February minutes with the elimination of the sentence “This was voted upon and approved at a previous meeting.” under item K. Lake Manager. This was seconded by Ray DeCormier. No discussion. Approved by Mark Paul, Dave Arnold, Bill Witt, Sherri-Ann Martin, Ray DeCormier. Abstaining: Margaret Roohr Rosati, Dave Martin. Minutes approved.
E. Receive Clerk’s Report
Dave Martin stated he has information on an e-coli report from Greg Baier and will discuss with him and bring to BOD attention at next meeting.
F. Presentation of Correspondence and Communication
Dave O’Brien: CHARAO info to Elanah Sherman/Office of Protection & Advocacy Re: Nastasia
D. Arnold: Phosphorous e-mail from Maine State Government
D. Arnold: signage issue- cost exceeds budget – need district approval
Barley straw flyer from Reggie Miles
D. Arnold: Hebron sent correct assessment for beaches, higher for 2008
S. Martin: Rodeo info and internet herbicide info for BOD to review
J. Wool: e-mail re: LLC Concept to general public
L. Mika: Cl&P consent to cut trees
D. Arnold: Weed Control documents
M. Paul: committee mapping document
L. Mika: coupons for “O” phosphorous fertilizer
D. Arnold: Telecom w/Reggie Miles
D. O’Brien: Storm Drain Status w/ Hebron
Reggie Miles: producing fertilizer based on soil samples
O’Brien: Seeking Larry Zimmerman’s approval for us to use his policies and procedures manual for lake
B. Lederer & L. Hennebury opinion re: LLC Concept
D.OBrien: ALD legal conversation w/Pullman & Comley
D. Arnold: Telecom w/Reggie Miles
D.O’Brien: Insurance/Lake Mgr. Employee or Contractor
D. O’Brien: Ct. Dept. of Labor ABC Test for employee vs. contractor status, yes/no test
R. Decormier: Post card labeling & stamping/volunteers requested
E. Curtin: forwarded e-mail from new Hebron property owner, Peter Schmidt/Ames Rd.
D. O’Brien: State of Ct./ALD handicapped parking info
Bob Blackmore: Lake Manager position opinion, re: position and contract info
D. Arnold: budget e-mail to Karl Acimovic re: Duck Pond Dam Repairs
D. Arnold: quality Date estimate for 2008
M. Smith: Web update & costs
D. Arnold: Draft of Budget for 2008
D. Arnold: Name & Address List updated for Board
D. Arnold: board approval process
Report from CIRMA
G. Receive President’s Report
Dave O’Brien had several conversations with Attys. Pullman & Comley, regarding how the Lake Manager’s position is set up. It is their combined opinions that Reggie Miles does not qualify for contractor status and should be treated as an employee, with insurance and logging of hours being provided by the district. Dave O’Brien suggested a copy of the contract be sent to the Attys. and the contract be adjusted now to avoid any legal and/or monetary repercussions from the state. This was discussed. In order to vote on approval of funds to attys. to proceed with this, Margaret Roohr Rosati made a motion to place Lake Manager employment discussion & possible action under New Business. Ray DeCormier seconded. All in favor.
Dave O’Brien also suggested that since we are now making a change, we consider splitting the Lake Managers position between two people along with the present salary.
H. Receive and act on Treasurer’s Report
Dave Arnold read the report. Motion was made to accept by Sherri-Ann Martin and seconded by Mark Paul. Motion unanimously passed.
Dave Arnold stated audit completed. There is unexplainable $2,000 additional money, which cannot be traced by audit, in our account. Dave Arnold is placing this amount under other income.
Dave Arnold present draft of 2008-09 budget items. Input from Lake Manager has not been received yet. Mike Smith has requested $330.00 be placed in budget for hosting fees. It was suggested we might want to out source employee payroll rather than have done by Treasurer.
I. Tax Collectors Report
Eileen Curtin presented her report. Deposit in February was $8,385.18. Total collected as of February 29, 2008 $150,001.86, which is 86.472% of the current budget. Notice to intent to lien will go out in April.
J. Receive Standing and Special Committee’s Reports
1. Dam – Dave Arnold e-mailed Karl Acimovic engineers report regarding leaks to dam. May have to go the DEP. Dave A. spoke to Greg Baier requesting removal of covers from spillway so engineers can gain access.
2. Storm Drains – Dave O’Brien spoke with Tom Fenton. Tom met with town on 2/27 to finalize recommendations and will get back to us as soon as they are available.
3. Lebanon Wastewater Study - No Report.
4. Drinking Water - No report.
5. Boats and Rafts - Dave Arnold stated still no response from Dennis Griswold regarding purchase of the dock.
Dave A. discussed Proposed Change for Lake Use Rules document. Dave Arnold moved to vote on proposed modifications for B6 and B7 under New Business. Dave Martin seconded. All in Favor.
6. Weeds – Mark Paul discussed plan to manage aquatic plants on lake using communication campaign, plus an informational meeting, with experts, scheduled for May 3rd. Information will include native plants deemed to be a problem. Newsletter is being sent to residents soon. Dave Arnold made a motion to approve newsletter as now written. Sherri-Ann Martin seconded. In favor: Mark Paul, Ray DeCormier, Bill Witt, Sherri-Ann Martin, Dave Martin, Dave Arnold. Opposed: Margaret Roohr Rosati.
7. Communications – Ray DeCormier stated post cards had been sent to residents requesting they sign up on our web site. He thanked all who helped with the labeling and stamping of the post cards. Ray also discussed ALD BOD Approval Process document. The BOD will check document already written by previous committee and discuss at later date.
K. Lake Management
Dave Arnold stated a bill for $1400.00 has been submitted for barley straw. Sherri-Ann Martin made a motion to approve the Barley Straw Flyer with the following corrections:
Remove “Draft” from top of page, and remove “I will need volunteers from the Board of Directors.—To Make This Happen” from the bottom of the page. Dave Arnold seconded. All in favor.
L. Act on Remaining Items of Agenda….
Old Business
Ordnances - Mark Paul states Adam Cohn was sent information on ordnances, no response as yet. This step is to implement putting ordnances in place. He says he should have more information from Atty. Cohn for the next board meeting. Suggested next step after ordnance phase could be putting together a booklet providing all lake information to be given to new and current residents.
.
M. New Business
1. Handicap access for parking lots and docks – Mark Paul discussed possibility for having handicapped parking spaces at parking lots. Review and vote on at next meeting. Also research requirements for providing handicap slips at docks.
2. Amston Lake Signs – Dave Arnold stated our line item for sign has been depleted. We have two lake signs at sign shop now for repair. He suggested we use some money from contingency line in budget. This will be reviewed and discussed with possible action at next meeting.
3. Already discussed
4. ALIA Requests: Tri Centennial & Sign Boards has been moved to April BOD agenda
5. Start tax district budget discussion for May annual district meeting – Place in newspaper request for bids for gate keeper’s position. Per his request, send notification to Scott Forgue that bids are now being accepted. Dave O’Brien will do a resume for this position.
6. Added Lake Management discussion from item G, Presidents Report – Dave Martin made a motion to have Dave O’Brien move forward to bring tax district in compliance with Lake Managers status which should be employee not contractor. Send present contract to Attys. Pullman & Comley for review and correction and to allow up to $1,000 for their fee. Seconded by Mark Paul. All in favor.
7. Roberts Rules informational document handed out to Board Members by Dave Arnold. Dave Arnold made a motion to present to the district at the annual meeting proposed changes B-6 and B-7 pertaining to docks. Mark Paul seconded. No discussion. In favor: Margaret Roohr Rosati, Ray DeCormier, Sherri-Ann Martin, Mark Paul, Dave Arnold, Dave Martin. Abstaining: Bill Witt.
8. Item J Number 6 Weeds – Dave Martin made a motion to approve the newsletter as written. Sherri-Ann Martin seconded. All in favor.
N. Prepare Agenda for Next Meeting
1. Tasks & Projects defined for next year – discussion and possible action
2. Work Plan – discussion and possible action
3. Ordnances – discussion and possible action
4. Budget for 2008-09 – discussion & possible action
5. ALIA request to discuss with possible action Lake Signs and present an update on
Tri-Centennial plans
6. Docks – newsletter/lottery – review and possible action
O. Adjournment
Ray DeCormier moved for adjournment and Bill Witt seconded. The motion was approved unanimously. The meeting adjourned at 10:05 pm.