Board of Directors Quarterly Meeting

Minutes

The meeting was called to order at 10:13. The meeting was held at the Reinhart’s house in Beachside Village. In attendance were Rick Burke, Harvey Michaels, Kim Reuse and Fred Wagner. Also in attendance were Bruce, Debbie and Austin Reinhart. Steve Schulz, the HOA attorney was also in attendance. Several property owners also attended: Lee and Anne Riley. There was a quorum.

The Board reviewed the minutes from the January meeting. Rick Burke moved to approve the minutes and Harvey Michaels seconded the motion. The minutes were approved. The financial statements for the 1st quarter were also reviewed. Kim Reuse moved to approve the financial statements and Fred Wagner seconded the motion. The financial statements were approved. The following balances were reported for the period ending December 31, 2018:

Operating fund	$18,130.26
Beach & Dune fund	$191,910.81
Construction Deposits	$54,911.22

The Board selected officers.
President – Rick Burke
Vice-President – Fred Wagner
Secretary – Bruce Bardwell
Treasurer – Kim Reuse.

Old Business:

Debbie reported that the Annual Meeting was well attended on March 23, 2019 at the Sea Star Base. She received 20 proxies, 12 proxy ballots and 46 people attended the meeting representing 48 properties. One of the property owners at the meeting asked whether or not the financial statements were ever audited. Debbie asked the Board if they wanted an audit and after discussion, it was decided that the Board would review bank statements at each of the quarterly meetings. Harvey reminded everyone that the financial statements are reviewed by the CPA each month and the CPA prepares the annual tax return for the HOA.

Debbie reported on the neighborhood improvements that have been completed recently:

• Removed the sand fences between the dunes
• Replaced the sand fence along the north toe of the dune for vacant beach front lots
• Replaced dune walkover #4 and installed landscaping and sprinklers
• Replaced walkover #2
• Replacing walkover #1 at this time and will do walkovers #5 & #6 next
• Installed bollards on vacant lots in Section 4 – will add chain to keep delivery trucks & dumpsters off vacant lots and greenbelts
• Installed bollards by the west gates and near the Holiday Inn
• Replaced art on the 10×10 sign at the entrance
• Painted entry sign and guard house
• Touched up paint on all neighborhood signs and fences in the common area landscaping
• Replaced motors for pond aeraters

Short Term Rentals

Debbie reported that there were 3 prom houses in the neighborhood several weeks ago. Debbie has spoken with all of the owners and let them know that they would be receiving violation letters. Debbie reminded the board that they needed to update the Rental Regulations and the Board discussed language to use in the Regulations. Steve Schulz will draft the revised Regulations and Debbie will file them.

Town Architect Audit

Debbie reported that Jim Hill performed an audit of 27 homes in Beachside Village. Debbie asked the Board to help her craft the language for the letter that would be sent to the 27 owners and establish a procedure to deal with owners. Debbie stated that she’d get the letters to the owners out the following week.

Beach Cleaning Update

Debbie shared with the Board the recent offer from the Parks Board to contract with west end neighborhoods to be the vendor to clean the beach in major seaweed inundations (such as occurred in 2014). The cost of joining the PB program is $10,000 and the funds will sit with the PB until needed. Harvey moved to approved the PB proposal and Rick seconded the motion. The Board agreed and the motion passed. The PB does not have a vendor to do any beach cleaning in any other situations. Debbie is looking into getting a proposal to hand rake the beach on a fairly regular basis which does not require working under the PB permit.

New Business:

Debbie will create a document that gives all owners a written statement of Beachside Village Quick Facts – this will be especially helpful for new owners

Debbie and Austin will also create an explanation of what is included in the budget categories so that all owners can better understand the HOA budget.

General Discussion:

There being no other business, the meeting was adjourned.

Future Events:

• Board Meetings
  July 13^th, October 26^th
• Splash Day
  June 15^th – date confirmed with the caterer