CICA Board of Director's Meeting—Minutes

February 1, 2000

 

The meeting began at 7:30 p.m. at the Ullman’s.

 

BOARD OF DIRECTORS PRESENT: Barbara Barr, Dave Byler, Tom Cobley, Les Fritz, Andrea Gilde, Ken Knapp, Mike Szep, Sr., Dick Ullman, Jim Weber, Art Wood.

 

ABSENT: Rob Green, Frank Strimel

 

Committee Members & Guests Present: John Bates, Fred Keith, Barry Miller

 

PRESIDENT’S REPORT:  A memo was sent out to all board members encouraging them to consider becoming an officer next year.  It also encouraged those whose term is expiring to run again, if they are eligible to do so.

            Correspondence Report: The following correspondence was received:

·        A letter from Mel & Jean Norona, publicly thanking all the volunteers in our community

·        A letter from Ward & Sue Keever, thanking the community for chaining the beach road at night, as it has cut down on noisy and destructive activity.  He also volunteered to help place and remove the chain.

·        A letter from Michael Smigiel, a lawyer running for Circuit Court Judge.  He requested to address the civic association members.

·        Building plans, which were turned over to the architectural review committee.

 

SECRETARY’S REPORT:  The minutes of the January 4th meeting were approved as written.

 

TREASURER’S REPORT:  The monthly report for January 2000 was approved as submitted.  The report included the correction discussed last month, where the tractor fuel was billed to the wrong account.  Barbara Barr submitted the report for Rob Green.

 

COMMITTEE REPORTS:  (Contributor’s name and/or committee chairperson’s name shown in parentheses following report.)

 

Architectural Review:  Three projects are currently approved for construction.  John Bates mentioned that new constructions should include culverts, if required.  (Barry Miller)

 

Beach:  John Bates dug out a ditch to the marsh to prevent beach flooding.  (Jim Abel)

 

Email & Website:  Barry Miller is investigating the possibility of paying for the website domain name for 3 years in advance.  This will save 15%.  The last newsletter was sent by email to about 12 people.  There were a few problems, some of which were taken care of & some that need to be worked out.  (Ray Perry)

 

Erosion:  No report given (Frank Strimel)

 

Grass Mowing:  A discussion will follow under new business to about whether to raise mowing fees for CICA non-members.  (Dick Ullman)

 

Harbor:  Only 16 requests for moorings and 10 requests for dinghy rack spaces have been received to date.  A work day to repair the floating dock sections is still anticipated but has been delayed due to the inclement weather.  The Harbor Master will be calling members for this work effort when weather permits. (Bill Dryden)

 

Historical:  No report given (Audrey Buck)

 

Legal:  A discussion will follow under Old Business regarding the potential road maintenance agreement.  (Dave Byler)

 

Maintenance:  Nothing to report (John Bates)

 

Membership:  We have received about 58 memberships and 20 boat forms.  $122 was spent to photocopy & mail the membership forms.  (Les Fritz)

 

Newsletter:  Winter newsletter was distributed via tube, mail & email.  $272 was spent for photocopying & mailing.  John Bates noted that some still remain in the tubes.  (Les Fritz)

 

Roads:  We have salt & sand at the maintenance shed.  (Mike Szep)

 

Social:  We still need hosts for the progressive dinner.  (Barbara Barr for Sue Seeley)

 

Town Watch: A new schedule was issued in mid-January with the initial watches scheduled for Jan. 28 and 29.  Due to the inclement weather and the condition of the roads these watches were cancelled.  There have been no significant incidents since the last report.  There are still reports of racing vehicles on Turkey Point Road, and other vehicles driving around Chesapeake Isle at night but no one has been able to get a license tag number to report to the sheriff.  Jim Weber suggested that we start late night patrols on an occasional basis & will poll the volunteers to see who is willing.  Several board members volunteered.  (Jim Weber)

 

Tractor:  The tractor has worked great during the recent snowstorms.  The only problem is with low limbs on many lots interfering with plowing.  The tractor drivers need to submit “time sheet” bills for snow plowing.  (John Bates for Marty Smith)

 

 

 

OLD BUSINESS:

      Road Maintenance Agreement:  After some discussion, it was determined that the road maintenance agreement submitted by Attorney Jamie Sherrard will be recorded at the court house as our official agreement & should be sufficient for all mortgages.  Two minor changes need to be made.  Art Wood moved that we accept this agreement, Jim Weber seconded.  All approved.

 

      Beach Erosion:  We have received the plan from Dick Luttrell.  The plan calls for two 100 ft. groins to be placed with 75 ft. in the water & 25 ft. on the beach, at the average high tide lines.  We are asking for a minor clarification in the description, then we are sending the plan to the state Department of Natural Resources to receive the necessary permits.  Once the permits have been received, we can then put the project out to bid by local contractors.

 

      Once bids have been received, we can then put the entire project out to be voted on by the whole community.

 

      Art Wood moved that we accept Mr. Luttrell’s plans & proceed as described above.  Dave Byler seconded.  All approved.

 

      Dick Luttrell submitted a bill for $480, less than the $600 that had been initially approved.

 

      Chaining of Harbor & Beach Roads:  It was clarified that the beach & harbor road are currently being chained at night, but there are no plans to do so during the boating season.

 

      Road Millings:  Residents of Basin Dr. are discussing whether to wait on receiving the road millings until the process is worked out to get a better grade of materials.

 

      Brush Burning at the Beach:  Due to the danger, difficulty of getting permits, & variety of unwanted materials getting into the brush pile, there will be no more brush burning at the beach.  We will occasionally be getting a dumpster to deal with large amounts of brush, as we did earlier this year.  Residents are encouraged to bring their brush to the county landfill unless a dumpster is planned.  Small “recreational” beach bonfires are still permitted.

 

NEW BUSINESS

 

      Group Against the Deepening of the Canal:  Fred Keith informed us of a group which is against any further dredging and deepening of the C&D Canal.  He passed out and discussed a pamphlet, which described the plans for the dredging, the reasons it is being done, and the negative effects it will have on wildlife and business.  He has copies of the pamphlet & other information for anyone interested.  If members of our community are interested, he can arrange for a speaker to further discuss this issue.

 

      Driveway Plowing Policy:  In past years we have plowed driveways after all the roads have been cleared.  A fee has been charged for this service.  After the recent snowstorm, calls were received to have driveways plowed.  Since all the roads were not yet cleared, calls were referred to Frank Strimel & Allan Embon, who do this service privately using their own equipment. 

It is the feeling of the tractor & maintenance committees that we should no longer perform this service.  Reasons include: 

1.                We don’t have a lot of drivers for the tractor who are “certified” to plow snow & their services are needed to keep the roads clear.

2.                It is hard to find driveways in the snow, especially in a large tractor, and there is concern that a driver might damage a driveway, lawn, or landscaping and the CICA would be liable to repair or replace it.

3.                People want their driveways done immediately, when the road is done in front of their homes.  However, the priority is to first get all the roads open and passable in the entire community, and then make access to the mailboxes.  Any driveways would have to be plowed later.

 

After some discussion, Art Wood moved that we don’t plow driveways for a fee anymore.  Ken Knapp seconded.  All approved.  Emergency plowing assistance will still be performed.

 

Any calls for driveway plowing received should be referred to Frank Strimel, Allan Embon, or anyone else we know of who performs this service.

 

Mowing Fee Increase:  Dick Ullman proposed that we increase the mowing fees for non-CICA members to $140 per lot per year.  Reasons include:

1.      Cost of fuel for the tractor has increased.

2.      Due to increased construction, there are fewer lots to mow and a decrease in income.

3.      The difference in the mowing fees for members and non-members was created in part to encourage membership.  A non-member paying $125 to have his lot mowed would only have to increase that by $25 to become a member & have the lot mowed for $100.  This was particularly beneficial to those who have multiple lots.  With the recent increase in dues to $65, that difference has been increased & will no longer encourage membership to the Chesapeake Isle Civic Association.

 

Barbara Barr moved that we increase mowing fees for non-members to $140 per lot mowed per year.  Fees for members will remain at $100 per lot per year.  Jim Weber seconded.  All approved.  Motion carried.

 

 

CLOSE OF BUSINESS:  The next meeting will be held on Thursday, March 2nd at 7:30 p.m.at the Weber’s.  Having no further business to discuss, the meeting was adjourned at 9:55 p.m.

 

Respectfully submitted,

 

 

 

 

Andrea Gilde, Secretary

 

CC:  Committee Chairpersons

       Elk Neck State Park Rangers