CICA Board of Director's Meeting—Minutes
February 11, 2002
The meeting began at 7:30 p.m. at the pavilion.
BOARD OF DIRECTORS PRESENT: Jim Abel, Dave Byler, Rob Green, Harry Hite, Ward Keever, Ken Knapp, Verne Orndorff, Mike Szep, Sr., Art Wood.
ABSENT: Barbara Barr, Tom Cobley, Andrea Gilde
Committee Chairs Present: Barry Miller, Les Fritz, John Bates, Bill Dryden
Guests Present: Dave Washko
The following correspondence was received:
· Cecil County School Board Nominating Committee – a letter was received soliciting nominations to fill an opening.
· North East Fire Co. sent a letter describing installation of “dry hydrant” at the boat ramp plus an authorization form.
· Mr. Lerro sent a request to apply his unused 2001 mowing fee to his 2002 membership
· Legal settlement – a release was signed accepting $750 as settlement for overdue mowing fees
· S.G. Lewis – we received a revised bill for $1800, for disputed repair bills for tractor; it was paid as a settlement
No correspondence was sent
SECRETARY’S REPORT: The minutes from the January 7, 2002 meeting were approved as submitted.
TREASURER’S REPORT: The monthly report was approved as submitted.
The monthly report was approved as submitted. Balance on hand total for all accounts on was $15,939.21. The Treasurer highlighted expenditures and income as follows:
Expenditures: $466 secretarial for copying and postage, $1800 to S. G. Lewis for tractor repairs, and $274 f for crusher run stockpiled at bath-house. 30 tractor payments have been made; there are 30 left.
Income: Membership activity brought in over $4,000 in January (dues, user fees, and a $30 donation).
COMMITTEE REPORTS: (Contributor’s name and/or committee chairperson’s name shown in parentheses following report.)
Architectural Review: Nothing to report. (Barry Miller)
Beach: Tom Cobley took samples of algae/grass accumulated at waterline on Elk River to U. of Md. Little useful information learned so far. Efforts to remove material using power rake and tractor are planned. Nothing new to report on the berm. (Jim Abel)
Email & Website: Nothing to report. (John Reber)
Erosion: Nothing to report. (Ken Knapp)
Grass Mowing: Mowing invoices are prepared and are being mailed. Driveway snow plowing -- one snow this winter was light and was followed by warm weather and rain. It did not trigger driveway plowing. There is plenty of winter left. (Mike Szep.)
Harbor: To date, 27 mooring placement requests have been received. A work party will be called to apply some TLC to "Bill's Barge" (the mooring puller). The community outboard will be overhauled. A crew is needed to drag the harbor for two lost moorings in late March. Wally Bullwinkle is making metal tags and stainless "S" hooks for mooring identification; a stamping group will be needed. Remember dates -- Mooring inspection day is 3/23 and Mooring Placement is 4/6. (Bill Dryden)
Historical: Nothing to report. (Audrey Buck)
Legal: Regarding the overdue mowing fees case, the lot owner's legal representatives offered a settlement, which the Civic Association has agreed to. In addition to avoiding further unpleasant legal wrangling, our legal representative returned $200 of the $500 fee, which the CICA had paid. (Dave Byler)
1) Spring workday project will be replacing some T 111 siding on the pavilion.
2) Chairman is working on ideas to enlarge the maintenance building to better fit the tractor and mower.
3) The Berkeheiser shed may be available to CICA in June/July.
4) Verne Orndorff volunteered to organize maintenance tree pruning on Jacob's Nose.
Membership: Dues payments are overdue after 3/1. 95 memberships returned so far. The Board agreed to apply the unused Lerro 2001 mowing fee to their 2002 membership. (Les Fritz)
Pavilion: Nothing to report. (Gaye Turner)
Roads: Art Wood and Mike Szep reported on Roads Committee special meeting with Don and Sue Schooley attended also by John Bates. The goal was to establish a short-term plan for the roads. The committee recommended to the Board that the balance of the 2002 fiscal year road budget be used to apply millings to Diana Way in the late spring. This would be done in a way intended to test our ability to improve on methods currently used. Piles of millings would be placed every 25 feet down the center of the road. Using a landscape box, the material would be spread 20 feet wide by 3.5 to 4 inches thick before being rolled. Diana Way was selected because: 1) all lots have houses on them, 2) it is short enough to be doable under test circumstances, and 3) that end of the community has been promised road improvements for several years. The committee also recommended that the CICA resume projects to pave hills as soon as CICA finances permit them. The paving that was done on Bennett and Caldwell Avenues and on the boat ramp road for about $1/square foot were cited as the kind of projects envisioned.
John Bates reported that he has been talking with the State Roads people trying to gather useful information. He said that his contacts indicated asphalt paving can be had today for about $1/square foot (Squire). Blacktopping requires grading beforehand, equipment to apply it evenly, and rolling afterwards. His contacts estimate the cost of applying millings at about half this; the CICA has the equipment needed to do the work itself.
John believes that a truckload of millings will cover 25 feet of surface 20 to 22 feet wide at a thickness of 3.5 to 4 inches. He attempted to visit the county road commissioner and talked with an assistant who said the county was willing to supply "expertise". The state and county use something referred to as "slurry"; John will attempt to learn more about this method of treating roads. The state people told John we should forget about trying tar & chip because it is "environmentally challenged" and requires lots of after maintenance. Mike Lewis, state roads, told John that asphalt would cost about $91,000 per mile; Chesapeake Isle has about 3.5 miles of roads. Finally, John said that the committee had asked him to look into borrowing, renting, or buying a landscape box to use on Diana Way in the Spring but he believes we can modify our scraper blade to do the job. (Don Schooley)
Social: Progressive Dinner deadline is 2/20 and event is 3/23. The Annual Dinner (4/20) planning is under way; reservations deadline is in early April. (Sue Seeley)
Town Watch: Signs are back up. There are several new members joining town watch. The Chairman is always looking for more committee members. Some new magnetic signs will be purchased. (Harry Hite)
Tractor: Nothing new to report beyond what has already been reported in President's Correspondence and Legal Committee regarding settling an outstanding repair bill with S. G. Lewis Co. (Marty Smith)
Sign Contest: the single late entry which the Board received was returned to the submitter with appreciation, apologies, and an explanation that the interest in a handsome new sign for the community was not dead, but deferred due to higher priorities and Association finances. The submitter will retain her drawings and obtain an estimated cost through her work connections.
North East Fire Company: The proposed dry hydrant will consist of a 6 inch diameter schedule 40 PVC pipe attached to the pilings of the dock on the side away from the boat ramp. It will have a filter and flap at the inlet end. The outlet end -- hydrant -- will be on the last piling on the beach side. It was moved, seconded, and approved that Art Wood will sign the permission slip and return it to the NE Fire Co. Not required, but suggested, the Fire Co. would appreciate a $375 donation to offset the cost of the project. The Fire Co. contact said that regarding individual fire insurance policies, there exists the possibility that the hydrant will change (improve) our rating by the agency that rates communities for insurance purposes. It will be up to individuals to negotiate their insurance rates with their insurance carriers.
· Selection of "Persons of the Year" -- the Board accepted nominations and voted. Results not reported here to preserve the surprise at the Annual Spring Dinner.
· Finances -- a four-page handout was given to each Board member, which was intended as grounding material for a future special Board meeting dedicated to this issue. A high-spot review of the information provided is this: current annual income is about $32,000 a year ($15,000 from dues, $7,000 from mowing, and $10,000 from a host of other sources). Excluding tractor payments, beach loan repayment, and beach loan interest, our annual expenses run about $24,000 a year. If we do nothing except maintain income and control expenses at current levels, we can: 1) make the last tractor payment in July, 2005, 2) completely repay the over $17,000 borrowed for the erosion project at the swim beach during fiscal 2004, and 3) begin to have about $8,000 per year surplus cash to rebuild rainy-day fund and for projects in 2005.
CLOSE OF BUSINESS: The next meeting will be held on Monday, March 11th at 7:30 p.m. at the pavilion.
Having no further business to discuss, the meeting was adjourned at 9:30.p.m.
Andrea Gilde, Secretary
CC: Committee Chairpersons
Elk Neck State Park Rangers