2023-10-16-Board Meeting

Present: Mindy Stark, Eli Schwartz, Pat Harris, Lance Kuba, Alan Wachman, Antonio Martins, Chiara O’Connor, Henry Schnierer

Call to order: 7:16 pm by Lance Kuba via Zoom

 Financial Accounting Update

Mindy Stark, CPA gave a financial update and shared the challenges her office has had, is having with regard to gathering the documents and files from HCMC and Island East. It was decided that the cost/benefit of doing a full audit for the fiscal year of 2022 would be negligible. Discussion about what documents were needed and the amount that is not fully auditable was determined to be minimal. The board discussed if there would be this issue next year as the records would still be from two different managing companies. Mindy felt we would not have this issue again. Mindy estimates that in about 2 weeks time her firm would have a financial review ready. Mindy left the meeting at 7:35

Motion to approve a financial review statement unanimously approved.

 Presidents report

President’s report. The President and Treasurer spent time explaining the balances of our current bank accounts. We have funds in several accounts and two banks – M & T and Capital One. The President and Treasurer are working together to streamline accounts, remove signatories and maximize interest rates while keeping all funds protected and insured. The goal is to move all accounts to M & T, however, we may utilize a credit union as well. Banks no longer have dual signatures on checks. The President, Treasurer and John King will be signatories.

Brief discussion of master plan assessment arrears and common charge arrears. More information to follow at next meeting.

A full budget and perhaps a reserve study are needed before we can appropriately discuss our monthly charges. A budget should be ready in November.

Island East transition – it was noted that we should provide guidance to Danette on how we would like expenses categorized and journaled upon payment.

Groundbreaking ceremony and invites – a discussion about when this might be appropriate. The board agreed at the completion of all work we would have a “ribbon cutting” of sorts to thank the town for their grant and to celebrate our sewer hookup.

HCMC’s outstanding invoices were sent upon their termination. A letter contesting the charges was sent. Further discussion and analysis as to specifics was tabled for the next meeting.

 Aluminum wiring-(i) update on electrician’s work in the first test unit and inspection of  a second unit; and (ii) communication with insurance carrier to  update progress on removal of stray aluminum wiring.

 Fire alarm update-(i) discussions with electrician; (ii) install new wire conduit from meeting house to junction box when we excavate for sewer/MP and then install new fire alarm wire vs. utilize existing conduit but install new waterproofing; (iii) discuss Farenhyt system (Discussion with Farenhyt system specialist); (iv) awaiting proposal from Jerry/Protec for wiring and/or to replace the Farenhyt boxes in meeting house

 Master Plan/Sewer project update The Board was given an update. Suffolk County DPW will send its release to WHB this week and the expectation is to have a permit end of this week or next. There can be no sewer tie in before December of 2023. Sand Pebble has proposed a few changes that could work better for budget and timing. Specifically the concrete wall by buildings 1 and 6. This could be cement block now and may be better looking. Sand Pebble will have a specific budget available by the next meeting. The schedule (tentative) is October 23 to April 24, 2024. Some landscaping will take place over the Summer of 2024. Calendar and updates to timing will be communicated via Island East to all owners. By the end of this week expect to have all remaining bids and budget.

 Buildings and Grounds – communication of winterization suggestions to be posted to website. Snow plowing contract with Espana will be renewed. The sprinkler irrigation system will be discussed with Sand Pebble this week.

Fire Marshall inspection of property and her discussions with Ryan King and the President. She is pushing to remove all propane BBQs or relocate the propane tanks until used, citing  one unit and the location of their grill. Research will be done regarding Fire Marshall’s position.

Pool cover replacement – bids to be solicited and reviewed. Pool furniture and umbrellas – inventory received. 8 new umbrellas are needed. We will search for invoices from when these were purchased to help in long term budget planning.

Dock repair and dock fencing – boat lift. We will communicate with South Shore Docks.

A unit owner has patio condition violations and has been notified. The unit owner has not responded. Next step is discussed for compliance including but not limited to daily

fines and clean up costs.

Renovation packet was received from a unit owner – the package will be reviewed and placed on agenda for next meeting.

Minutes from last several meetings to be reviewed and if no objections by 5 pm 10/17/23 they will post to website.

Garbage cans – Discuss with Sand Pebble to coordinate into schedule for installation.

New Business:

  1. Cleanup around meeting house – an action plan for property used during the big dig.

b.  Kayak rack-numbering and storage

  • Use of meeting house

Meeting adjourned at 9:22 pm.