2013: Notices/Minutes

 

Candlewood Isle Tax District

Board Meeting Minutes

May 16, 2013

Clubhouse

 

Board Members Present: David MacGown, President; Brian Wargin, Vice President; Patrick Johnson, Maintenance; John Glynn, Marina; Mike Mocarski, Roads; Tim Larkin, Security; Kevin Kovesci, Clerk.

Board Members Absent: Gonzalo Santos, Treasurer; Vivian Mocarski, Junior Recreation.

Public Present: Cathy Ashe.

 

CALL TO ORDER

President, David MacGown called the meeting to order at 7:30 pm.

 

APPROVAL OF THE APRIL BOARD MEETING MINUTES

Pat motioned to approve the April minutes. John seconded, and the motion was unanimously passed.

 

PUBLIC DISCUSSION

There was no Public Discussion

 

TREASURER REPORT

In Gonzalo’s absence, David presented the Treasurer’s report.

 

The Cash Position & Tax Collections as of May 16, 2013

Total Cash: $421,000

Taxes Collected: $417,422

Taxes Delinquent $11,178

 

John motioned to accept the report of the Treasurer. The motion was seconded by Pat, and was unanimously accepted.

 

LIFEGUARD/WATERFRONT REPORT

Pat reported that all lifeguard positions for the summer season have been filled. In addition, the committee will be extending the swimming area in an effort to keep fishing boats from getting too close to the swim areas.

 

The beach sand project continues. Pat plans to move the current beach sand into the swim area, and will have approximately 50 yards of new sand delivered to the beach. All should be complete by mid June.

 

Mike motioned and John seconded to accept the report of the Lifeguard/Waterfront Committee. The motion was unanimously passed.

 

 

JUNIOR RECREATION REPORT

In Vivian’s absence, David read the report of Junior Recreation.

 

The hiring process has been completed, and all Camp positions have been filled. The ads for the Directory will be due June 1st, and the Committee hopes to have the directory in the residents’ hands by the July 4th weekend.

 

Kristin Hart will be the Camp’s paddle board specialist counselor. Activity sign ups start the week of May 20th, and all registrations (late residents and sponsored guests) will be closing June 15.

 

Mike motioned, and Pat seconded to accept the report of the Junior Recreation Committee. The report was unanimously accepted.

 

 

SECURITY REPORT

Tim reported that there were no calls or incidents since the last meeting. He also informed the Board that Secure America had completed the interview process to hire new guards, and presented Tim with a new contract, which will be reviewed and executed.

 

Mike reported that there was a car parked for several days on Cove Lane. He would track the car via the sticker number, and would see about having the car moved.

 

John asked if the New Fairfield Police shared police reports or incidents with the Security Committee. Tim reported that it was not common practice for the Police to share reports with him. David confirmed that The Police Department did not share reports with the Isle, and that Tim would only know about incidents directly reported to him.

 

Pat motioned, and Mike seconded, to accept the report of the Security Committee. The motion was passed unanimously.

 

 

MAINTENANCE REPORT

Pat reporting that the locks to the Clubhouse will be changed, and new keys will be available for the Board members who needed/wanted them. The keys will be made with unique identifying numbers which could be tracked to the person to whom the key was assigned. David reminded Pat that a key needs to be placed at the guardhouse.

 

Pat suggested that the bushes and shrubs around the entrance of the Clubhouse have reached the end of their manageable life. They have become overgrown, and can’t be trimmed without killing them. He will look into a plan to replace them.

Pat received a few bids from maintenance vendors and confirmed that our current maintenance vendor was charging a market rate. In addition, he expressed confidence in our current vendor as one who will continue to service the Isle’s needs properly.

 

A motion was made by Mike to accept the Maintenance report. John seconded, and the motion was passed unanimously.

 

 

ROADS REPORT

Mike informed the Board that the roads will be marked for repair, bids will be solicited from three vendors, and the work on pothole repair and patching will take place in June.

 

Mike will be investigating options for speed bumps. As part of the agreement to remove the Ridge Road speed bump last year, the Board already approved the installation of a temporary speed bump on Ridge Road. This speed bump will be placed on the road for the warmer months, and will be the removed in the winter months. Mike will also look into the necessity of an additional installation near 63 Lake Drive South near a blind corner.

 

David expressed concern that speed bumps alone do not resolve speeding issues. It has been his experience that people speed up between bumps to make up the time lost by slowing down. He also expressed concern that speed bumps cause particular problems for emergency vehicles.

 

David presented the Board with a request from the residents of 64 Lake Drive South, who are requesting an additional signage at or near the intersection of Hemlock and Lake Drive South. Following much discussion, it was determined that Mike will review the area of concern the Board will make special remarks in the monthly update to remind residents that we are entering the busy season, and that the Isle speed limit is 20 MPH.

 

Pat suggested that the current speed bumps be painted, and Mike informed everyone that paining and striping would take place after the patching and repairs were complete.

 

Brian motioned to accept the report of the Roads Committee, seconded by John, and unanimously accepted.

 

 

MARINA/GOLF CART

John informed everyone that the docks will be installed on May 18th. Volunteers are always welcome.

 

This year a new diving company has been contracted to map the existing dock anchors and install new anchors where necessary. John explained that this work is important to the process of determining whether the addition of slips to the end of the existing docks would be feasible given the additional wind and water flow stresses placed on the structure. He suggested that there may be a need to change the current wood structure to one made of aluminum.

 

Only two residents are leaving the marina this year, which will do little to resolve the demand for slips. The current waiting list has 50 residents. John reported that the Committee will continue to seek formal approval from First Light for the one for one exchange of moorings for slips with the hope that approval will occur before the 2014 boating season. As a result, it is likely that residents with a mooring this year will not have one next year.

 

John renewed his suggestion that the Association pursue the purchase of the marina at the causeway. The Marina Committee will continue to investigate the feasibility and will present their findings when complete. The Committee is also looking into the possibility of building additional slips near the salt shed.

 

Pat motioned to accept the report of the Marina/Golf Cart Committee. It was seconded by Mike, and the motion was unanimously passed.

 

 

OLD/NEW BUSINESS

David reviewed the schedule for the meeting and asked that those who are scheduled to speak to be prepared to present clearly and allow sufficient time for resident questions. Aside from minor tweaks, the budget will be presented as it was at the Budget Hearing.

 

David announced that the annual meeting notice was sent in the Spring packet, and was available on line, was posted inside and outside of the post office, and was available at the office. In addition, there were a total of four notices placed in the Citizen News, all of which included the time, place and date of the meeting, but only the last one contained the business to be transacted. David will address this issue at the beginning of the meeting.

 

Pat moved to adjourn the meeting, Mike seconded, and the Board unanimously passed the motion to adjourn the meeting at 8:30 pm.

 

Respectfully Submitted,

Kevin Kovesci, Clerk

Last Updated on Thursday, 23 May 2013 09:33

 

Candlewood Isle Tax District

Board Meeting Minutes

April 18, 2013

Clubhouse

 

 

 

 

Board Members Present: David MacGown, President; Brian Wargin, Vice President (via phone); Patrick Johnson, Maintenance; Gonzalo Santos, Treasurer; John Glynn, Marina; Mike Mocarski, Roads; Kevin Kovesci, Clerk.

 

Board Members Absent:  Vivian Mocarski, Junior Recreation; Tim Larkin, Security.

 

Public Present:  Joy Scott, Cathy Ashe, Jim Hancock, Jerry Bielizna, Andrea Anderson, Felicia Calabro, Tim Oshann, Kathy Oshann, Bob Miller, and Karen Hanley, CITD Office Manager.

 

 

CALL TO ORDER

President, David MacGown called the meeting to order at 7:41 pm.

 

 

APPROVAL OF THE MARCH BOARD MEETING MINUTES

Pat motioned to approve the March minutes.  Mike seconded, and the motion was unanimously passed.

 

 

PUBLIC DISCUSSION

There was no Public Discussion

 

 

TREASURER REPORT

Gonzalo reported that we have begun the move to TAD accounting services and Karen Hanley has started working in the office.  In addition, he is in the process of setting up the accounts with People’s Union.  Gonzalo reported that this move will improve our ability to better serve residents at a lower cost.  Pat asked if there would be a cost for vendors (particularly lifeguards) to cash checks if they cashed the check at a People’s branch.  Gonzalo will investigate. 

 

Bob asked if there would be two tax bills, and Gonzalo confirmed that there would be two semi annual bills.  Bob asked how invoices were to be approved and paid.  Gonzalo explained that invoices are sent to TAD, and they will seek approval from the Board member responsible for the invoice.  Checks would then be signed by David, Brian or Gonzalo. 

 

David reiterated that this new process will be better for record keeping, tracking payments and budgets and far more secure than prior practices.


The Cash Position & Tax Collections as of March 31, 2013

            Total Cash:                   $410,731

            Taxes Collected:           $413,670

            Taxes Delinquent          $14,930

 

Gonzalo introduced Karen Hanley to the group and informed everyone that her current hours are Tuesday 10-2 and Thursday 11-2.  These hours are subject to change.

 

Bob mentioned that the Town of New Fairfield is currently foreclosing on an Isle property on June 10th.  He asked if the owner was in arrears with his tax obligations to the Isle, and if so was there a lien on the property.  David reported that Karen Yoho had recently placed several liens on properties, but that the Board would make certain that the Isle’s interest would be protected. 

 

David reminded everyone that the Budget Meeting will be held on May 11th at the clubhouse.  He asked if anyone had any questions about the proposed budget.  Kevin pointed out that $30,000 had yet to be spent from the roads budget.  Mike reported that several projects had yet to be performed, and reported that most, if not all would be spent by the end of the fiscal year.

 

Mike also reported that the plan for the roads going forward is to repair potholes and patch sections of the roads that need repair only.  The chip and seal method will not be used during the next fiscal year.

 

Bob expressed concerns over the condition of the roads and felt that recent Boards did not make roads a priority.  He believes the chip and seal method was a reasonable way to maintain the lesser used roads of the Isle.

 

Mike asserted that certain sections of the roads have deteriorated to the point where chip and seal is no longer a viable maintenance alternative, and highlighted residents’ dissatisfaction with the chip and seal method.  The Board previously received an estimate to rebuild and repave the roads with asphalt which would require an expenditure of $2.4 million, or approximately $7,000 per household.  Mike believes that more attention to pothole repair and rebuilding poor sections of the roads will provide a better alternative without the need to raise taxes significantly.

 

Kevin asked why next year’s roads budget was $25,000 less than the current budget.  Mike and David were confident that the budget would be sufficient to satisfy next year’s roads needs, and that patching and pothole repair would continue to be the plan for the roads going forward.

 

Bob asked if there would be a tax increase.  David reported that he expects the budget that will be presented to include less than a 5% increase in taxes; this following a year where there was no tax increase.  Gonzalo reported that the budget included a plan for the Isle office renovation.

 

John motioned to accept the report of the Treasurer.  The motion was seconded by Mike, and was unanimously accepted.


 

LIFEGUARD/WATERFRONT REPORT

Pat presented the proposed 2013 pay scale for the lifeguards as follows:

 

Head Lifeguard: (Based on Experience)                        Full Time Life Guard:

 

1st Year:  $11.50 per hour                                            1st Year:  $10.00 per hour

2nd Year: $12.50 per hour                                           2nd Year:  $10.25 per hour

3rd Year:  $13.50 per hour                                           3rd Year:  $10.50 per hour

4th Year:  $14.50 per hour                                           4th Year:  $10.75 per hour

5thYear:   $15.50 per hour                                           5th Year:  $11.00 per hour

6th Year:  $16.00 per hour                                           6th Year:   $11.25 per hour

 

Part-time and Substitute Guards:

1st Year:  $9.50 with $.25 raise per year of experience

 

Gonzalo motioned and Kevin seconded to accept the pay scale as presented.  The motion was unanimously passed.

 

 

MAINTENANCE REPORT

Pat reported that there was a missing on Partridge Lane, which will be replaced.  In addition, he will have some of the trees on Lake Drive South cut back.  He also reported that he was working to obtain competitive bids to ensure our current service provider is charging a competitive rate.

 

David reiterated his concern that all vendors have the appropriate Worker’s Compensation coverage and General Liability coverage.

 

A motion was made by Kevin to accept the Maintenance report.  John seconded, and the motion was passed unanimously.

 

 

JUNIOR RECREATION REPORT

In Vivian’s absence, David read the report of Junior Recreation.  April 15 began the process of registering sponsored campers.  May 15th is the deadline for all registrations.  Registration for camp activities will begin May 15th, and the ads for the Directory will be due June 1st.  Based on the current number of registrants, Junior Recreation is on schedule to have the same number of camp registrations as occurred last year.

 

John motioned, and Mike seconded to accept the report of the Junior Recreation Committee.  The report was unanimously accepted.

 

 

SECURITY REPORT

In Tim’s absence David reported that there were no incidents since the last meeting.  He also reported that the new security guard hours have been in effect with guards handling morning and afternoon shifts.   Tim will be looking into the possibility of improving the lighting around the guard house and will have a report at the next meeting.

 

Pat motioned, and Mike seconded, to accept the report of the Security Committee.  The motion was passed unanimously.

 

 

ROADS REPORT

Mike informed the Board that road sweeping will take place on April 29th, with catch basin cleanout to take place shortly thereafter.  Following this, the roads will be marked for repair, bids will be solicited and the work on pothole repair and patching will take place soon thereafter.

 

Notice will be posted at the clubhouse to let people to know they can sweep their property before the 29th.

 

Pat motioned to accept the report of the Roads Committee, seconded by John, and unanimously accepted.

 

 

MARINA/GOLF CART

John informed everyone that the docks will be installed on May 18th.  Volunteers are always welcome. 

 

The annual golf outing with the Knolls will take place on July 26th.  The party after the outing will be held at the Knolls.

 

John approached First Light and offered to removal of our moorings in return for approval to add slips onto our existing marina.  He received a verbal approval to add one slip for each mooring we remove, but explained that formal approval would take time. Even if formal approval was immediate, the new slips would not be ready in time for the summer season.  As a result, no new slips will be added until next year.  Moorings will be offered again this year – first to those who had a mooring last year followed by the mooring waiting list.

 

John reported that there were 5 new requests to be added to the slip waiting list.  In summary, there are now 50 people on the slip waiting list, 6 on the mooring waiting list and 8 on the waiting list for the canoe/kayak racks.

 

The Marina Committee continues to investigate options to find relief for the residents on the waiting lists.  John again suggested that the Isle consider the purchase of the marina at the causeway.  Such a purchase would resolve our waiting list issues, while providing a valuable asset with income potential for the Isle.  The causeway marina currently has 115 slips and First Light would permit an additional 50 slips.  The acquisition could potentially provide nearly every house on the Isle with a boat slip adding value to each house.

 

Bob expressed concern that the CITD could not legally run a business, and added that there were too many issues on the table and little time to run a business as well.

 

David reiterated his concern from the March meeting that there would need to be serious legal and feasibility due diligence before the concept could be presented to the residents.

 

The Committee continues to plan for a Marina Day, but hasn’t chosen a date.  Bob opposed the idea of spending what he thought was Isle funds for a Marina Day.  David pointed out that the Marina Committee was a self sustaining entity, funded by marina and golf fees.  No taxpayer money is used in these events.  Bob continued his objection stating that the Marina uses taxpayer resources, and therefore a Marina Day event should not be acceptable.  David and Gonzalo explained that the Marina Committee pays annual administrative fees to CITD to cover these costs, and in addition, the Marina Committee has provided $5,000 in additional donations to the community in the last 12 months alone.  Most recently, the Marina Committee gifted the Isle with $2,500 to pay for a much needed security camera and DVR for the guard house.

 

Kevin motioned to accept the report of the Marina/Golf Cart Committee, seconded by Mike, and the motion was unanimously passed.

 

 

OLD/NEW BUSINESS

Joy Scott expressed concern about several property owner problems on Ridge Road.  Problems include encroachments on Association property, trees being cut down and debris being dumped on Association property and complaints that a house was being built higher than New Fairfield zoning regulations.  David expressed concern that this was happening, but reminded residents that the CITD does not have zoning enforcement powers, nor does it have ownership rights to the property owned by the Association.  He suggested that these are all issues for the Association to handle, and reminded the residents that the Association’s annual meeting takes place right after the Annual Meeting of the CITD on May 25th.

 

Joy asked if the Board could investigate whether a “POD” which has been in place for several months on Ridge Road violates any of the CITD ordinances.  Mike agreed to look into the situation.

 

Bob expressed concern for the number of large trucks that have been damaging the roads.  David informed attendees that past Boards have looked into the possibility of having residents who are working on their homes to post bonds for road damage created by large trucks.  This proposal was deemed impossible to manage and enforce.

 

In light of the upcoming elections, David asked if the Board members in attendance were planning to run for re-election.  All Board members present announced that they would be running for re-election at the Annual Meeting.

 

 

ADJOURMENT

Pat moved to adjourn the meeting, John seconded, and the Board unanimously passed the motion to adjourn the meeting at 9:06 pm.

 

Respectfully Submitted,

Kevin Kovesci, Clerk

Candlewood Isle Tax District

Board Meeting Minutes

March 21, 2013

Clubhouse

 

 

 

Board Members Present: David MacGown, President;  Brian Wargin, Vice President;  Vivian Mocarski, Junior Recreation; Patrick Johnson, Maintenance (via Skype); Gonzalo Santos, Treasurer; John Glynn, Marina; Tim Larkin, Security; Mike Mocarski, Roads; Kevin Kovesci, Clerk.

 

Public Present:  Joy Scott, Cathy Ashe, Jim Hancock, Jerry Belizna, Rick Mahoney, Andy Anderson, Cindy Taylor.

 

 

CALL TO ORDER

President, David MacGown called the meeting to order at 7:40 pm.

 

 

APPROVAL OF THE FEBRUARY BOARD MEETING MINUTES

Mike motioned to approve the February minutes.  Vivian seconded, and the motion was unanimously passed.

 

 

AMENEDMENT AND APPROVAL OF THE SPECIAL BOARD MEETING MINUTES

Pat motioned to amend the Special Board Meeting minutes previously presented.  Vivian seconded, and the motion was unanimously passed.

 

 

PUBLIC DISCUSSION

Pat addressed the concerns addressed in an email written by resident John Cotumaccio, who suggested that the Isle request to be part of CL&P’s tree trimming program.  Pat pointed out the CL&P spent close to 2 weeks last summer trimming trees on the Isle, and that most of the power related issues the Isle has been experiencing have been unrelated to downed trees on the Isle. Pat will call John to suggest that John head a task force to report problem trees, and Pat will have them dealt with.

 

Cathy Ashe, who is now in charge of Clubhouse rentals, reported that she met with her predecessor and has possession of the Clubhouse keys.  She had several questions regarding the process of approving rentals and who could rent the space.  Pat stated that the renter has to be an Isle resident or sponsored by an Isle resident, and that the Isle resident is responsible for the event.  David stated that the resident has to be at least 21 years old in order to reserve the space. 

 

Cathy pointed out that the licensing agreement requires the signature of a Board member.  It was a consensus of the Board that Cathy would present any proposed renters to the Board, and that the Board would review and approve potential renters on a case by case basis.  The licensing agreement must be signed by Gonzalo, Brian or David in order for any proposed renter to be approved.

 

 

TREASURER REPORT

 

The Cash Position & Tax Collections as of February 28, 2013

            Total Cash:               $415,667.

            Taxes Collected:      $420,526

 

Gonzalo reported that the choice for a new bank has been narrowed to Webster Bank and People’s Union.  Both are local Connecticut banks and are extremely interested in having our account.  Both can provide on-line banking important for paying bills as well as tax collection and ancillary collection of camp fees, marina fees and tennis fees.  All banking services they provide can be integrated with a service to be detailed later in this report.  In addition, both banks have expressed interest in loaning the Isle money for the office renovation.

 

Unfortunately, Karen Yoho has tendered her resignation, effective at the end of March. As a result, Gonzalo has researched several alternatives to replace Karen, but has determined that engaging a bookkeeping service is the most appropriate alternative.  He looked into three such services, and received proposals from each.  In each case, the services can easily integrate our current systems into theirs through QuickBooks, can produce and send tax bills, and can easily create account ledgers for residents and vendors.  Gonzalo reported that having a professional service will improve the security of our accounts, improve our auditing process, will provide a longer term solution to our bookkeeping issues, and will provide for a better transition between incoming and outgoing Treasurers.  Of the three providers Gonzalo researched, he recommended the Isle engage the services of TAD.

 

Gonzalo also pointed out that there will still be a need for someone to staff the office for at least 4 – 6 hours a week to handle resident requests.  He had a referral from Karen of someone who would be interested, and he would meet with her to determine if she was an appropriate candidate.  John expressed concern that the hours needed to be consistent and that the residents be properly serviced.

David questioned how easy it would be to switch to another provider in the event TAD didn’t work out.  Gonzalo answered that everything would be on QuickBooks and easily downloadable.

 

Vivian expressed concern that camp registrations were underway, and she was concerned that the transition would affect the registration process.  Gonzalo and David both expressed that they wished Karen’s resignation came a better time, but that everyone would work to make the transition as seamless as possible.

 

Following the lengthy discussion, Mike motioned to accept Gonzalo’s recommendation to engage TAD to handle the Isle’s book keeping.  Vivian seconded, and the motion was unanimously passed.

 

David reminded everyone who had a role to play in the budget process to present their work immediately.  We plan to get the packet out one month before the Budget Meeting, therefore everyone’s report is due April 7th.

 

Mike motioned to accept the report of the Treasurer.  The motion was seconded by Vivian, and was unanimously accepted.

 

 

 

LIFEGUARD/WATERFRONT REPORT

                                                 

Rick reported that four full time lifeguards and 10-12 part time lifeguards will be hired for the summer season. Rick and Pat will schedule interviews for those who have not worked on the Isle in the past.  Gonzalo reminded everyone that the rates of pay had to be approved by the Board.

 

Mike motioned and Gonzalo seconded to accept the report of the Lifeguard/Waterfront Committee.  The motion was unanimously passed.

 

 

JUNIOR RECREATION REPORT

 

Vivian reported that Camp will be staffing 36 counselors for this year’s camp.  Vivian also reported that the registration for sponsored campers will begin April 15th. 

 

Vivian will send the proposed pay scale structure for camp’s staff to the Board.

 

Vivian and Gonzalo will work together over the coming weeks to come up with standard procedures for handling Camp finances with the new book keeping service provider, TAD.

 

Several potential gifts to the Isle have been discussed by the Committee, and Vivian will be able to provide more information when the committee makes its final decision.

 

Kevin motioned, and Mike seconded to accept the report of the Junior Recreation Committee.  The report was unanimously accepted.

 

 

SECURITY REPORT

 

Tim reported that a Deer Run resident had keys stolen from his car, and he reminded everyone to keep property locked up and secure.

 

Tim advised that there was a need for a second license plate camera to record license plate number in the outbound lane near the guard house.  He reiterated his concerns that our current inventory of cameras is insufficient to record cars both entering and exiting the Isle.  He also reported that there was a need for a DVR so that more and higher quality recordings from the cameras could be obtained.  Tim researched the cost of a DVR and new license plate camera and determined that $2,500 would be required to satisfy the current need.  David suggested that he include the cost in the 2013-14 budget, but Tim expressed concern over the immediate need for the devices.  John agreed to request funding from the Marina Committee so that adequate coverage could be achieved before the summer season began.  It was a consensus that subject to approval of the Marina Committee funding the purchase, the Board had no opposition to adding the additional camera and DVR.

 

During the February meeting, Tim agreed to look into the possible re-arrangement of security guard hours to increase the off-season hours.  Having looked at possible options, Tim determined that the summer season 12am – 2 am guardhouse shift could be eliminated because there was double coverage with the beach patrol during that same period.  By eliminating this shift of guards, we could increase the guardhouse shift to include 3-7pm Monday – Thursday for the off season months, which would increase the weekly winter hours from 47 to 63 hours, for minimal budget impact.

 

Mike motioned, and Vivian seconded, to accept the report of the Security Committee.  The motion was passed unanimously.

 

 

MAINTENANCE REPORT

 

Pat will obtain bids from other maintenance providers to ensure that our current contracts are competitive.  Even after this review, he expects the Maintenance budget to remain the same for next year.

 

Pat will also look into the cost of changing the clubhouse keys and will provide a report at the next meeting.

 

A motion was made by Mike to accept the Maintenance report.  John seconded, and the motion was passed unanimously.

 

 

ROADS REPORT

 

Mike and Brian performed a survey of the Isle roads, and have determined that there are 39 potholes which need to be repaired.  These potholes will be cut out, the loose material will be removed and the potholes will be refilled properly to prevent future failure at a cost of $450 per pothole.  Mike discussed a plan of minimal paving and patching to keep the costs under control, and confirmed that the budget he presents will not have any provision for chip and seal.

 

Mike informed the board that none of the road vendors were looking for price increases this year, and mentioned that the plowing vendor expressed their desire to enter into a three year contract.  Pat expressed his concern that Mike obtain bids from other vendors, and Gonzalo stated that there is a requirement that there be three bids from each vendor.

 

Brian suggested that the Board consider an assessment each year to pave small sections of roads with asphalt.

 

John motioned to accept the report of the Roads Committee, seconded by Gonzalo, and unanimously accepted.

 

 

MARINA/GOLF CART

 

John reported that there were no new golf cart applications, and no increase in the cost of the golf cart fee.

 

The annual golf outing with the Knolls will take place on July 26th.  The party after the outing will be held at the Knolls.

 

The Committee increased the fee for a slip by $50 this year.

 

John presented a plan to approach First Light to offer the removal of our moorings in return for approval to add slips onto our existing marina.  He will report back at the next meeting with a response from First Light.

 

John suggested that the Isle consider the purchase of the marina at the causeway.  Such a purchase would resolve our waiting list issues, while providing a valuable asset with income potential for the Isle.

 

The Committee is planning a Marina Day, and has asked Adult Recreation for a schedule of available days.

 

Mike motioned to accept the report of the Marina/Golf Cart Committee, seconded by Pat, and the motion was unanimously passed.

 

 

OLD/EW BUSINESS

 

David addressed an issue a resident had with a local service provider.  It was determined that the issue was a personal matter between the resident and the service provider and the Board had no role in resolving the issue.

 

Vivian expressed concern over personal and confidential information located in the office that was not secure.  Gonzalo suggested that all personnel information should be scanned and stored electronically, and the hard copies shredded.  Jerry added that the Isle had several boxes of archives and original documents that needed to be stored.  It was clear that scanning these documents would take too much time, and John suggested that some original documents must be kept and could not be stored electronically.  It was determined that the office renovation should include space to facilitate the storage of the Isle’s archives and important original documents.

 

In response to requests from residents, David requested that someone prepare a summary of each Board meeting which can be included in the newsletter. Kevin agreed to make a summary of the talking points from each meeting, and send to Amie for inclusion in the monthly newsletter.

 

Joy Scott requested that a list of Board Members be posted at the Post Office, and Kevin agreed to post a list.  Jerry asked if the minutes were being posted, and Kevin confirmed that the Special Meeting Minutes as well as the January and February Meeting Minutes were currently posted.

 

 

ADJOURMENT

 

Tim moved to adjourn the meeting, Brian seconded, and the Board unanimously passed the motion to adjourn the meeting at 9:45 pm.

 

Respectfully Submitted,

Kevin Kovesci, Clerk

  

Candlewood Isle Tax District

Board Meeting Minutes

February 28, 2013

Clubhouse

 

 

Board Members Present: David MacGown, President;  Brian Wargin, Vice President;  Vivian Mocarski, Junior Recreation; Patrick Johnson, Maintenance; Tim Larkin, Security; Mike Mocarski, Roads; Kevin Kovesci, Clerk.

 

Board Members Absent: Gonzalo Santos, Treasurer; John Glynn, Marina; 

 

Public Present:  Erin McCollam, Cathy Ashe, Jim Hancock, Joy Scott, Jerry Belizna, William Dionisio, Tricia Dale (via Phone).

 

 

CALL TO ORDER

President, David MacGown called the meeting to order at 7:40 pm.

 

 

AMENEDMENT AND APPROVAL OF THE DECEMBER BOARD MEETING MINUTES

Pat motioned to amend the December minutes previously presented.  Tim seconded, and the motion was unanimously passed.

 

 

APPROVAL OF THE JANUARY BOARD MEETING MINUTES

Pat motioned to approve the January minutes.  Tim seconded, and the motion was unanimously passed.

 

 

APPROVAL OF THE JANUARY SPECIAL BOARD MEETING MINUTES

Pat motioned to approve the minutes of the Special Meeting.  Tim seconded, and the motion was unanimously passed.

 

 

PUBLIC DISCUSSION

David welcomed the new Members to the Board of Directors, and expressed the goal of keeping Board meetings to the business at hand for the Isle, and committed to eliminating personal issues from the agenda.

 

 

TREASURER REPORT

In Gonzalo’s absence, David provided the Treasurer’s report:

 

The Cash Position & Tax Collections as of 31 January 2013

            Total Cash:               $432,242.22

            Taxes Collected:      $406,749.00

 

 

 

 

David also reported that Michael Zemaitis, the auditor, completed the audit for the Year ending June 30, 2012.  The Auditor suggested a few practices to be implemented, and reported that the balances are in check.

 

Gonzalo and David are investigating options for a new bank.  People’s Bank has been investigated and other options include Union Savings, Webster and Chase.  An additional consideration will be whether the bank is prepared to loan CITD funds to renovate the real estate office.

 

David reported that the budget process is now behind schedule, and he reminded the Board that the budget packet had to be sent out in April.  Any Member who has a role in the Budget process has to have their preliminary work completed in the next two weeks.

 

Particular attention was given to the Roads Budget.  David asked that Mike be prepared to present the various options available to the community at the Annual Meeting in May.

 

Pat motioned to accept the Treasurer’s report, Mike seconded, and the report was unanimously accepted.

 

 

LIFEGUARD/WATERFRONT REPORT

Pat reported that Brogan Dale would serve as the Head Lifeguard for the 2013 season.  Casey O’Connor will be training to take over the role for the 2014 season.  Pat assured that Casey’s involvement would not interfere with her obligations to the Camp.

 

Before the summer season begins, the clubhouse sand will be dumped into the kiddie swim area and new sand will be delivered to replace the clubhouse sand.  In addition, minor stone repair around the waterfront area will take place before the summer season begins.

 

Pat requested that any complaints about the waterfront or lifeguards be presented in writing to the Committee as a whole.

 

Mike motioned to accept the Lifeguard/Waterfront report, seconded by Tim, and the report was unanimously accepted.

 

 

JUNIOR RECREATION

Viv announced that Sean Macy has been appointed as Director for the 2013 Camp.  The committee has been working on the registration process, which will begin on March 15th. 

 

Viv and Pat will be meeting with the insurance carrier to review coverage for the Camp.  David expressed concern that every vendor used by the Camp must obtain the appropriate Workers’ Compensation and Liability insurance for their employees.

 

Pat motioned, and Mike seconded to accept the report of the Junior Recreation Committee.  The report was unanimously accepted.

 

 

SECURITY

Tim reported that there were three recent incidents that were cause for concern.  The first one occurred in January when three young people were trespassing at the McCullam residence.  The second occurred during a weekday evening when a man approached an Isle resident near the clubhouse and requested money or alcohol.  The man followed the Isle resident around New Fairfield, broke into the resident’s car and stole his wallet.  The police later arrested the perpetrator.  A third incident from August involved the theft of a now recovered golf cart and damage on his car from a hit and run driver. The incidents sparked lengthy discussion about whether the Isle’s security plan is thorough enough given what seems to be an increase in threats to security. In addition, Michael Glennon, owner of the damaged car, asked that we check into the reliability of our current resources and investigate ways to improve security.

 

William Dionisio expressed concern over these instances and suggested that the security guard hours be expanded to provide more security to the Isle.  Tim noted that the guard’s hours were approximately 40 hours a week during the “off season” months, as opposed to 140 hours a week during the summer months.  As a cost cutting measure years ago, the guard hours in the “off season” were reduced and cameras were installed, but Tim explained that the cameras are of insufficient quality and/or improper placement to record perpetrators as they enter and leave the Isle.

 

David suggested that Tim investigate the possibility of improving the cameras and/or expanding the hours of the guards and consider both in preparing his budget request.

 

Pat motioned, and Vivian seconded, to accept the report of the Security Committee.  The motion was passed unanimously.

 

 

MAINTENANCE REPORT

Pat reported that he will be purchasing solar powered lighting to light the walkway into the Clubhouse.

 

Pat informed the Board of a request by a resident to rent the clubhouse on June 22nd.  It was pointed out that the By-laws prohibit the clubhouse from being rented after mid June.  In addition, it conflicted with the beginning of Camp, so the Clubhouse would not be available for these two reasons.

 

A motion was made by Mike to accept the Maintenance report.  Viv seconded, and the motion was passed unanimously.

 

 

ROADS REPORT

Mike reported that he had not been able to get with Tim Ohsann to discuss his transition, but would do so.  Pat informed Mike that a CL&P needs to replace a pole on Lake Circle.  Apparently, there is a shortage of poles as a result of the recent storms, but Mike said he would follow up.

 

As a result of the Board turnover, it was determined that there was a need to close the roads to maintain the Isle’s private community status.  Kevin will follow up.

 

Kevin motioned to accept the report of the Roads Committee, seconded by Pat, and unanimously accepted.

 

 

OLD/NEW BUSINESS

David announced that Terry MacGown will chair the Adult Recreation Committee.

 

William asked about the plans for the real estate office. Mike reported that the space is unmarketable as it is and a renovation was more appropriate than reconstruction.  Pat expressed concern over the amount of money being spent to maintain the building and keep it warm.  The plan is to finance the renovation through a conventional loan, which will then be paid from the rental income of a new tenant.

 

Viv asked if a resident could use the clubhouse for a work related meeting of 15-20 people.  David stated that absent a policy for such use, the Board could not approve such a use.

 

Viv readdressed an old policy prohibiting residents from having birthday celebrations on the Clubhouse grounds.  Kevin noted that there were no published By-Laws or Ordinances that prohibited such use.  It was a consensus of the Board that such celebrations would not be prohibited, but that all attendees would be subject to Isle By-laws and Ordinances at all times.

 

 

ADJOURNMENT

Pat moved to adjourn the meeting, Vivian seconded, and the Board unanimously passed the motion to adjourn the meeting at 8:55 pm.

 

Respectfully Submitted,

Kevin Kovesci, Clerk

 

 

 

 

Candlewood Isle Tax District Meeting Minutes

January 20, 2013

Clubhouse

 

 

Board Members & Officers present: Dave MacGown, Treasurer; Tim Larkin, interim Vice President and Security; Pat Johnson, Maintenance; Vivian Mocarski, interim Clerk and Junior Rec; John Glynn, Marina and Golf Committee

 

Public attendance: Jeff Berman, Jim Crawford, Penny Poole, Alain Courtaud, Gary Chester, Michelle O’Connor, Bob Stella, Jim Foley, Sukey Foley, Tricia Dale (via Skype) 

 

DISCUSSION AND APPROVAL OF DECEMBER MINUTES

Dave explainedthat CITD counsel Ed Hannafin advised that the minutes should reflect what transpired at the meeting, but are not meant to be a transcript of the meeting.  The Board agreed to review previous draft comments for insertion into the the December minutes and tabled the approval of the minutes pending this review. 

 

NEW MEMBERS AND OFFICERS

Residents asked why there were only four Board members and one Officer left on the Board.  Questions regarding former President Tricia Dale’s eligibility to serve as President prompted her resignation and the resignation of three other Board members.  Dave also explained that Attorney Hannafin advised that the Treasurer is not a member of the Board.  He noted that the By-laws provide detail on eligibility for Board service.  

 

Mike Mocarski has volunteered to join the Board for the Roads position. In response to a question about the eligibility of married couples to serve on the Board simultaneously,  Jeff Berman mentioned that it has been a tradition of the Isle not to have two family members serve at the same time, but it is not defined on the By-laws, and John Glynn noted recent a recent precedent during which two members of the same household served on the board at the same time. Mike Mocarski’s position for Roads Board Member was approved by the board unanimously after John motioned and Pat seconded such motion.

 

Dave noted that the Board is entering a busy period, with upcoming budget work, Office renovation, Spring Packet, and summer preparation.  With two interim officers, the Board needs three officers and four additional members to be fully reconstituted.  Michelle O’ Connor and Jeff Berman kindly offered to assist with budget and office matters during this period.  

 

Dave also observed that office manager Karen Yoho plans to resign but has graciously agreed to extend her stay until the Board can find and train a suitable replacement.  Dave noted that Karen has complained about rude and abusive behavior on the part of some residents during office hours, and he stated that this behavior is unacceptable.  The Board plans to institute a policy for information requests for the office manager in order to manage her work hours and avoid future confrontation.  

 

PUBLIC DISCUSSION

Jim Crawford suggested that the Board review the ordinances and By-laws printed in the Isle Directory, as he believes that these may contain errors.  The Board and Attorney Hannafin will review the matter.  

 

Jim Crawford asked when Roads will be closed, as is done annually as a matter of course for the Tax District to maintain control of the roads. The Board will ensure that this is done as necessary.

 

Resident Bob Stella, owner of 91 Lake Drive South reported a problem with encroachment on both his property and the turnaround at the end of Lake Drive South.  Prior to his resignation, Tim Ohsann had been reviewing this matter for the Board, and had previously reported that the homeowner who had done the encroaching work had done so on the assurance of a prior Board member, although it appears the Board had not reviewed this matter in a meeting.  Dave noted that this matter will involve attorneys to resolve and the Board will revisit the matter with Attorney Hannafin, as it is likely an issue for the CIA, CITD, and the adjacent property owners affected by the encroachment.   

 

Jim Crawford asked if the CITD can force homeowners undertaking construction to post a bond to pay for the the wear and tear of the roads allegedly caused construction vehicles. Tricia and Dave responded that the Board has previously looked into this and found that this method would be difficult to enforce and potentially expensive and thus didn’t seem feasible.  

 

TREASURER’S REPORT

Dave reported that as of December 31,2012, there was $421,581.91 in the CITD’s accounts. Taxes collected YTD are $371,757.  Motion to accept the Treasurer’s report: Patrick. Second: John. Passed unanimously.  

 

JUNIOR REC REPORT

Vivian reported that Staffing ambassadors interviewed candidates for the Camp Director position and approved one of them. The offer letter will be send out this week. Vivian confirmed that Joy Scott will return as Tots Director.  Patrick motioned to accept Junior Rec report, John second, passed unanimously.

 

SECURITY REPORT

Tim has received one bid for the new security contract and is waiting for another bid. Mike Mocarski asked about the house on Lake Drive North where someone crashed their car into their stone wall last week. The police have found the responsible person, an Isle resident. Motioned to accept the Security Report: Vivian. Second: Patrick.  Passed unanimously.

 

MAINTENANCE REPORT

Pat had little to report, noting that it is a slow time in the maintenance cycle. John motioned to accept Maintenance Report, Vivian seconded, passed unanimously.

 

ROADS

No report as Mike has just stepped into the role.

 

MARINA AND GOLF CARTS

John is still working to get more docks for Isle residents, but there has been little progress on the Shoreline Management Program.  John reported no new golf cart registrations. This year’s Isle/Knolls golf outing will be held at the Knolls. The date will be posted in next months newsletter. 

 

Motion to accept the Marina and Golf Carts Report: Patrick. Second: Vivian. Passed unanimously.

 

OLD AND NEW BUSINESS

Noting a persistent negative program balance and inattention to Board requests to remove locks, Tricia explained that one of her final acts prior to her resignation was to task Erin McCollam, Kim Cronin and Dee Poquette with oversight of the Adult Rec program.  

 

Tricia had also requested the locks for the clubhouse be changed so that only board members will hold keys for security purposes.  

 

Patrick made a motion to adjourn the meeting. Vivian second. Meeting adjourned at 9:15am.