September 2016 Minutes & Notices

Candlewood Isle Tax District

Board Meeting Minutes

September 18, 2016

Trading Post

 

 

Board Members/Officers Present: David MacGown, President; Kim Cronin, Vice President; Nathan Archer, Treasurer; Patrick Johnson, Maintenance; Joan Archer, Junior Recreation; Mike Mocarski, Roads; Gonzalo Santos, Technology; John Glynn, Marina.

Board Members/Officers Absent: Kevin Kovesci, Clerk; Tim Larkin, Security.

 

Public Present: Terry MacGown and Cathy Ashe  

 

 

CALL TO ORDER

President, David MacGown called the meeting to order at 10:00 am.

 

 

APPROVAL OF THE AUGUST 20th BOARD MEETING MINUTES

Kim motioned to approve the August 20th Board Meeting minutes. Patrick seconded, and the motion was unanimously passed.

 

 

PUBLIC DISCUSSION

Cathy Ashe spoke about the Clubhouse rentals and asked if the Board thought we should keep the policy we have had with a maximum of 10 rentals. This year as of now, we are up to 7. The Board agreed that retaining the cap is good policy. 

 

Kathy and Pat spoke about the rental expenses (window washing, cleaning, etc.) coming directly out of the rental fees. David noted that there is no need to apply that level of granularity to the clubhouse rental revenues and expenses, as both are general account items and the net amounts are presented transparently. 

 

 

TREASURER REPORT

Account Balances as of 8/31/16;

Cash on hand - $619,485

Tax collections FY 2016-17 - $346,827.31

2016-17 first installment to be collected $ 18,923.91

2015-16 taxes to be collected - $8119.87

Taxes to be collected from previous years – $17,086.01 (excluding 2015-2016)

General Fund Balance: $391,432.48

Committee Balances as of 8/31/16:

Junior Rec - $72,958.28

Marina – $56,939.61

Tennis - $3,632.98

Adult Rec – $4,403.25

Bocce - $120

Capital Improvements – $74,127.86

 

Nathan informed the Board that Administrative fees will be charged to each program in October.

Mike motioned to accept the Treasurer’s Report.  Patrick seconded and the report was accepted without dissent.

 

 

JUNIOR RECREATION REPORT

Junior Rec will be hosting a Halloween Party. Details to come!

 

Patrick moved, and Mike seconded to accept the Junior Recreation report.  The report was accepted without dissent.

 

 

SECURITY REPORT

It was brought to the Board’s attention that a neighbor on the South end was verbally harassing one of the contractor’s doing work to a residence on the south end of the Isle. The contractor reported this incident to the guard.

 

Tim received a call from the guards regarding motor bikes driven up and down Ridge Road. Tim reminded residents that any vehicle on Isle roads must be registered and the driver must be licensed.

 

Gonzalo reported that the original Security estimate for cameras was $9000 and Gonzalo asked for an additional $1,800.00 since the original bid needed to be revised to include additional equipment and installation work. Gonzalo also noted that installation of security camera equipment for the south marina would be an additional cost.  David noted that the south marina equipment was not part of the original proposal and not included in the budget, and thus should not be funded by the CITD. John offered for the Marina committee to pay for the installation. In response to the additional expenses required to complete the original proposal, Pat made a motion to allow for the expenditure of up to $1,800 in excess of the original $9000 proposal. John seconded. The motion passed unanimously. 

 

Tim reminded residents that the fall guards hours are now in place. If there are any questions or concerns please feel free to call Tim.

  

 

MARINA/GOLF CART REPORT

Both the Clubhouse and Tennis Court Marina will be removed on Saturday October 22, 2016 at 8:30am.  Volunteers are most welcome.  Coffee, donuts, and lunch will be served to all volunteers

 

The MC is involved w/the Candlewood Lake Authority, First Light, and DEEP   pursuing our intentions of exchanging moorings for boat slips, sent a map of our intentions and awaiting reply from all.  The MC is exploring every option possible in order that we don’t have to incur great expense to pursue this endeavor. 

A friendly reminder from the MC is; any resident that purchases a Golf Cart after May 16, 2016 must register the Golf Cart ASAP.

Pat moved, and Gonzalo seconded to accept the Marina/Golf Cart report.  The report was accepted without dissent.

 

 

ROADS REPORT

Mike explained the chip seal will be coming in the Spring since the weather was now becoming too cool to provide proper sealing of the new surface. 

 

Mike reported that the culverts on Ridge and Sunset are now being replaced and paving of that section will be completed shortly thereafter.

 

Patrick moved, and John seconded to accept the Roads report.  The report was accepted without dissent.

 

 

TECHNOLOGY REPORT

Gonzalo spoke about new website and asked Board members that haven’t seen it to please review and provide any feedback. Terry MacGown asked if there could be an option to opt in or opt out for a resident on the website?  Gonzalo did not think this would be a problem at all and advised everyone the site will be candlewoodisle.com as it was previously.

 

Mike motioned to accept the Technology Report.  Patrick seconded and the report was accepted without dissent.

 

 

LIFEGUARD/WATERFRONT REPORT

Patrick explained that college, high school, vacations, and sport commitments were to blame for the shortage of lifeguards at the end of the season.

Patrick reported that beach chairs are being abused by some residents, i.e. being left outside overnight and not being returned to the storage area. Until a plan can be devised to rectify the problem, Patrick did not believe that new chairs should be purchased. David disagreed, saying that residents appreciate a sufficient number of chairs in good working condition on the beach.  After much conversation, Kim volunteered to assist in trying to find some good deals to replace the aging inventory of beach chairs.

 

The swim docks and lines will be removed as soon as Tucker gets to it, hopefully in the coming weeks.

 

John motioned to accept the Waterfront Report.  Gonzalo seconded and the report was accepted without dissent.

MAINTENANCE REPORT

In preparation for the consecutive weddings at the Isle clubhouse, the following was done;
windows and eaves power washed and cleaned, floors cleaned and 3 coats of sealant applied, The Maids were hired to perform an extensive cleaning of Clubhouse except wood floors and windows overseen by Penny Poole, who also arranged the grey storage cabinets in the kitchen, solar lights purchased for stairs, three separate holes in walls were patched and repainted  

Kevin Kovesci arranged to plant 5 trees around the clubhouse grounds. As they grow, they will replace the existing trees, which seem to be dying a slow death.

Patrick expresses concern that vendors hired in June to do maintenance work for the Isle have still not been paid, this is also the case with some of the Isle life guards.

 

John motioned to accept the Maintenance Report.  Gonzalo seconded and the report was accepted without dissent.

 

 

OLD/NEW BUSINESS

Clubhouse Furniture.  Kim advised the Board that new furniture had been purchased for the  Clubhouse by herself and Kevin Kovesci. As of now, 2 couches have been delivered and 8 chairs will be delivered in the coming weeks. The total cost for the couches and chairs, which includes a 5-year protection plan, was $5,074.92.

 

Kim asked for an additional $600 for 2 sets of tables.  Pat made a motion to spend an additional $600 from the General Fund for end tables for the clubhouse.  Mike seconded, and the motion was unanimously passed.

 

                                         

Board Member replacements

The Board discussed possible Board replacements for President and Clerk when their respective terms are up in May.

 

ADJOURNMENT

David adjourned the meeting at 10:59am.  

 

 

Respectfully Submitted,

Kim Cronin, Vice President