CICA Board of Director's Meeting—Minutes

May 8th, 2003


The meeting began at 7:30 p.m. at the pavilion.


BOARD OF DIRECTORS PRESENT: Jim Abel, Dave Byler, Bill Dryden, Andrea Gilde, Rob Green, Ken Knapp, Janet McKenna, Mike Szep, Sr., Elaine Weber


ABSENT: Verne Orndorff, Harry Hite, Ward Keever


Committee Members & Guests Present: John Bates, Les Fritz, Barry Miller




Thanks to all who worked on the roads, filling in potholes and spreading millings.  (John Bates, Glenn Culler, Sonny Hayes).  Thanks also to Charlotte Hallett and Karen Dryden for their work on the Spring Dinner; to Chris Ann Szep and all the “egg hiders” for the Easter Egg Hunt.

There was a call received in regards to ruts that were left on a lawn by the tractor.

There was a complaint made and responded to in regards to people fishing on the cliff between the swimming beach and harbor beach during the Easter Egg Hunt.  Their truck was parked on the grass and did not display a CICA sticker.  The fishermen were asked to move their truck to the parking lot, and they refused.  After a minor confrontation, the sheriff’s office was called and responded to the situation quickly and asked the offenders to remove themselves from the property, which they did.


Correspondence Report

The following correspondence was received:

·        A letter was received from a property owner requesting a refund of mowing fees that were paid during the 2002 season.  The refund was requested due to the fact that we could not mow the lot using the community tractor.  The property owners took care of the mowing privately, and plan to do so this year as well.  The property owners requested that $85 be applied toward this year’s membership dues, with the balance being returned to them.


SECRETARY’S REPORT:  The minutes from the March 27, 2003 meeting were approved as submitted.


TREASURER’S REPORT:    This month’s report covered both March and April of 2003.   Income and disbursements for this time period were about equal. The jetty loans were paid off and the only outstanding debt remaining is the tractor, scheduled for payoff in July of 2004. The report was approved as submitted. 


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


Architectural Review:  2 approvals for building/remodeling were granted.  A complaint was also received regarding road conditions on Bennett Ave. (Barry Miller)


Beach:  Clean up day on May 17th, a list of jobs will be prepared.  Beach grasses need to be replenished.  (Jim Abel)


CICA Clothing:  Plenty of clothing and burgees are available.  (Dotty Fritz)


Email & Website: There are some new items on the website, including a link to the North Bay project, schedule for construction in Elk Neck State Park.  (John Reber)


Erosion:  Nothing to report.  (Ken Knapp)


Grass Mowing:  The mowing bills were mailed out late this year, and so far 26 out of 45 have paid for this service.  (Ken Knapp)


Harbor:  86 mooring reservations so far this year, with one more soon to come.  This is higher than the estimated amount.  There is plenty of work for clean up day.  There is a continuing problem with people not using CICA stickers and parking at the harbor.  CICA residents should be encouraged to put stickers on their cars, or have a portable sticker on the dashboard.  Guest passes should be loaned out when appropriate.  Those not having stickers or guest passes should expect to have a reminder notice on their windshield.  (Bill Dryden)


Historical:  No report given. (Audrey Buck)


Legal:  Nothing to report. (Dave Byler)


Maintenance:  The committee has purchased a compressor, which is operational and ready for use.  The rear windshield on the tractor broke due to a stone being kicked up against it.  Cost was approximately $500 to replace it.  A drive shaft was damaged, and it was fixed by the committee.  The housing on the left mower blade needs to be replaced.  (John Bates)


Membership:  To date, there are 218 members.  Incoming memberships have slowed down.  The Property Owners Emergency Contact List has been prepared and distributed. to the president, secretary, harbormaster, and town watch chairperson.  Approximately 50% of those sending in dues sent a listing for an emergency contact person.  (Les Fritz)


Newsletter:  The Changes/Welcome page was not removed from the copy of the newsletter that is posted on the web page, as it usually is.  It will be removed.  Almost all mail tubes have been installed.  Copy for the July newsletter is due June 30th (Andrea Gilde)


Pavilion:  No report given. (Gay Turner)


Roads:  John Bates has taken over as the Committee Chairperson, and Glenn Culler will be assisting.  Don Schooley will continue to work on tree trimming and special projects.  Millings have been brought in, and most have been spread out as well as many potholes being filled in.  More millings will be bought, and the price has gone up.  Millings are short term stored in various areas of the community, in places where the tractor has good access to them.  A load of millings will also be stored behind the maintenance shed.  (Don Schooley)


Social:  Ladies Brunch is the next event.  Bingo is ongoing for the summer, and Harbor Socials are starting in June.  Maggie Parrott will be providing supplies for the upcoming Shuffleboard League.  A chalk board will be installed to keep score for the this activity.. (Sue Seeley)


Town Watch:  Nothing to report. (Harry Hite)


Tractor:  see earlier report under general maintenance.  (John Bates)






Nominating – 8 names were generated as potential candidates.  These people will be asked if they are willing to run/serve.  A final list of candidates will be announced at the next meeting.  Four directors will be elected to 3 year terms.  Elaine Weber will be resigning her position on the board effective July 31st, and an additional director will be elected to fill the remaining two years of her term.


Mandatory Membership – info was sent to lawyer, and we are still waiting to get information and recommendations back from him.  We are still planning to have an informational meeting later this spring for members of the association, and do a mailing before the annual meeting.  The committee will plan a timeline for sending out the information and planning a meeting.  The meeting will be open for all CICA property owners, but only paid members will receive ballots.  All current non-members will have the opportunity to pay their dues and receive a ballot prior to the vote.




2003-2004 Budget Request – the finance committee met and discussed all submitted budget requests.  A preliminary budget was submitted for discussion. 

Points of discussion

Dues income is estimated at 280 members at $85 per member in the working document.  After discussion it was decided that the revised budget estimate will use a more conservative estimate of 260 members at $85 per member, in expectation that some property owners will delay paying dues if mandatory membership is passed.  Even at the lower income, a slight budget surplus is forecast.


A revised proposed budget will be presented to the Board at the next meeting. 


4th of July committee will meet on May 13 at the pavilion.




CLOSE OF BUSINESS:  The next meeting will be held on June 10th  at 7:30 p.m. at the pavilion.


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