Seascape Board Meeting

April 12, 2023

  

Attendance:

 Art Schick

Bernie Loughran

Joan Boyer

Marianne Beardsley

Ellen Clark

Michael Shea

John Beigel

Michele Sax

John Honey

Warren Fish

Brian Murphy

 Committee Attendees:

 Tim Gallagher-Beaches

Terry Gallagher-Hospitality

Jane Shea-Tennis

Rob Hardy-Dock

Jack O’Connor-Nomination

 

Opening

 President Art Schick recognized a quorum and called the meeting to order at 7:06 pm.

 

Meeting Minutes

 The meeting minutes of the previous board meeting dated September 27, 2022, were reviewed, corrected, and approved.

 

Committee Updates:

 Security

 Art contacted Penny Fleming from New Silver Beach about Tom Griffin and they agreed with maintaining the same security procedure as last summer including the $60 fee for Tom split between New Silver Beach and Seascape.

• Art will follow up with Tom and propose the same routine as last year unless Tom has requests to change it.

 Roads

 

• Michael Shea reported the estimate to repair the large pothole in front of 180 and 185 Waterside Drive will cost $1525.

• A contractor established an extensive list of pavement cracks that needs sealing at an estimated cost of $7500. 

• The stretch of road that needs paving is from 169 Waterside Drive to the Tennis Courts, where the pothole is located.  A member pointed out that the stretch of road from 25 to 75 Waterside also needs paving. We do not have estimates yet for the paving.

• The question of the Waterside Drive berm at the Tennis courts came up again. The Board agrees that diverting water toward and under the tennis courts is an issue, but at this point we have just lived with it for years.  Discussion resumed regarding a better solution to the water flow suggesting taking up the berm, removing a section of it, and moving it further down the road to divert the water to the left of the circle and many of the possible consequences.  These questions will be discussed with a contractor.

• A member noted that an unusually large amount of salt was put down on the roads this winter before one of the storms that appeared to be unnecessary.  If sand will suffice, it might be less harmful for the road and the environment.

• The board agreed with Michael’s recommendation to clean out the drains for $1800 with the new contractor R. J. Gabriel. 

• Michael will further investigate clearing out the blockage on Highcrest Road.

• The board agreed with Michael’s recommendation to postpone sealing the road cracks and to wait on the pothole repair until after the paving plan is determined.

• Michael will further discuss the paving with the contractors and get estimates.

• Presently there is $46,000 in the road fund right now and there will be $56,000 in the road fund in the fall 2023.

 Beaches

 

• Tim Gallagher reported we should be on track this year with the budget. Hopefully there will be a little more money in the beach budget than we will use this year. The items that contributed toward lowering the expenses this year are: sand is not needed for the beaches, the snow fence was not installed, therefore there is no removal fee this spring, and we are not ordering new beach tags this summer.

• Tim reported that we are planning to have the accumulated sand on the right side of B beach pushed over to the left side. 

• The A beach benches need to be dug out.  Tim plans to ask for volunteers.

• Next year 2024 we may need new sand and spreading of it.  B beach will need some sifting.

• This year Tim will process the permit extension at $100 per beach.

• The next big expensive permitting process will begin in four years.  Tim has been doing the permitting process himself at the cost of around $6000. The greatest expense being new surveys.  If we hired someone to do all the paperwork and leg work required for the process it could cost around $16,000. The permit is good for three years. We get three extensions at three years a piece that gives us an additional nine years.

• Tim said he will update the beach regulation information on the website.

 Tennis

 

• Jane Shea and John Honey reported that one tennis net was put up this weekend and we are buying a new net for $300, which will be put up when it arrives. The pickle ball nets are in now. The cracks in the surface did not change because it was a mild winter. If the cracks get worse, we could put artificial grass over the first court as an option for the future. John will investigate power washing the courts but thinks we can live with the present condition as is for now. 

• Pickle ball went well this past summer on Thursday evening.  A round robin on Tuesday afternoon and Thursday morning is being considered for this summer.  Members can bring guests and friends.  This will be presented at the Annual Meeting.

• The sign-up book will stay in place because it works well.  

• John requested that the berm beside the courts be cut at the curb and the drain to the courts be blocked so that the water continues running down Waterside Drive.  This would be a trial to see the effect further down Waterside Drive.

• The question was raised regarding increasing the dues for the courts as we are looking ahead for the next resurfacing. Presently there is $11,237 in Tennis fund.  This suggestion will be evaluated.

• The tennis information on the website is updated.

 Dock and Ramp

 

• Rob Hardy reported the first stage of the dock replacement went very well with the volunteers. The purchased aluminum ramp should last a lifetime. The volunteers took up the pressure treated frame of the dock, shored it up, and put new trek decking  on it. On one floating dock the support boards underneath were damaged and needed to be replaced completely.  Rob purchased rubber gasketing to edge the dock as a bumper which will be done by the end of April. Repairing the stationary landing is postponed until next year, which will cost roughly $5000. There was $10, 000 allocated for the ramp at the 2022 Annual Meeting and the total actual cost was $10,886. The board expressed to Rob and the volunteers their appreciation for the excellent work done on the new floating dock and aluminum ramp.

• Clean-up of the dock and ramp area needs to be addressed.  It will involve removing the old and damaged dinghies, the old ramp, and the pressure treated wood.  Rob will investigate and decide on the disposal plan.

• It was noted the end of the boat ramp is covered with slippery algae, which has been the case for years.

• A proposal was agreed to change the dinghy allowance from ten feet to twelve feet.   

 Hospitality

 

• Terry Gallagher said we are planning on having the Fourth of July parade and the August cocktail party this summer. Both events have been well attended with lots of positive feedback.

• Terry asked about our insurance coverage regarding using a neighbor’s tent for the party.  Art responded that the members are covered under the policy, and he will confirm this information. 

• We decided to not sell t-shirts this year having offered them for two years in a row.

• Anticipated expenses for the parade and party will be around $600.

 Administration
 

• Joan Boyer reported no activity during this period.

 Nomination 

 

• Jack O’Connor reported that Bill O’Brien is interested in being on the board and that Brian Murphy volunteered to step down at the end of his term. Brian’s reason is to give space for the opportunity to bring a new perspective to the board. Brian made a motion to nominate Bill as his replacement. The board expressed their appreciation to Brian.

 Budget

 

• Marianne Beardsley reported that the budget is challenging, and we are presently borrowing from the road fund account to cover our current 2023 expenses prior to collecting the dues. The funds will be transferred back to the road fund as soon as the dues come in. 

• Last year we had unanticipated expenses that caused us to postpone some of the maintenance and rely on volunteers. Every effort was made to meet the budget, but it continues to be foreseeably unattainable without raising the dues. We need to raise the dues to $600 to meet the responsibilities of maintaining the roads, dock, beaches, common areas and the inflationary impact.  Discussion ensued about the value of the area, the responsibility to maintain it, the effort to reduce the costs through volunteers, and acknowledgement of the improvements that have been made regarding the beaches, dock, boardwalk, and landscaping.

• A suggestion was made to present an increase in dues to $650 for 2024 at this June’s annual meeting. Art added that there is a regular repeat expense amount of approximately $46,000 yearly.  We need to present the budget and the work planned for the next year along with what the dues need to be to accomplish the approved work. We are projecting the expenses for the next year 2024 and we will be asking for approval in June 2023.

  

Board Discussion Items

 

9 Waterside Drive

 

• Art reported that he talked to the realtor, and they have sold two shares with three more remaining shares to sell.  One share costs $416,000 for ten weeks, chosen by lottery, everyone getting to pick two weeks. There is a $20,000 yearly maintenance cost per share owner. Discussion ensued addressing a previous inquiry regarding the advisability of changing our by-laws to restrict homeowners to rent for no less than one week. This rental restriction would not be necessarily effective and therefore not advisable.  

 

Seascape Lane and Highcrest Road drains 

 

• The issue with the deteriorating Seascape Lane drywells overflowing was discussed and the board agrees this needs to be resolved as soon as possible, however at the present there are not sufficient funds. Discussion resumed regarding the need to raise the dues which would help to cover the estimated $20,000 to replace the Seascape Lane drains.

• The catch basins we have are old and a few have been evaluated as failing. 

• We most likely have other failing drains of the same age as the Seascape Lane drains and we need to financially plan to replace them as needed.

• It was noted that Seascape does not have a comprehensive drainage system.  We have catch basins that fill up and sometimes overflow and having catch basins is helpful, but it is not a solution to all water issues.

• Regarding the Highcrest Road drainage issues, the debris and overgrowth was cleared from the drains. 

• A contractor found under the manhole between 36 Highcrest Road and the Cove a 12-inch pipe blocked with cement with only four inches for an opening. The contractor recommended removing the blockage which should solve the drainage issue on Highcrest Road. The question was raised do we know for certain what the outcome of opening this line will be. Michael said he is still evaluating the situation with a contractor.

• Michael and Art are following up on the drainage issues with the contractors. 

  

Speed bumps near beaches or other measures

 

• Speeding is an ongoing issue.  A resident is asking for a speed bump in front of their property to help slow down the cars.  We have painted white road markings on the pavement, posted several 15 mph speed limit signs, and installed speed bumps throughout the neighborhood.  The board recognizes that we have a speeding issue, takes safety seriously, and recognizes it is everyone’s responsibility in the neighborhood. 

• This issue will be readdressed at the Annual Meeting.  

 

Volunteers needed for website updating
 

• Presently Art and Tim have been managing the website.  They are asking for a volunteer to update the site and manage the content, posting information such as photos of social events, the dues notice, changes in the rules, etc.

• Joan offered to discuss with Art the details of taking over this responsibility.

 

The Association Annual Meeting

 

The meeting will be on Saturday June 24, 2023.  Art offered to change the location to his yard this year.

 

Closing

 

The meeting was adjourned at 9:30 pm.

 

Submitted by,

Ellen Clark

Secretary