Waterville Estates Board of Directors Meeting Minutes for August 15 2015
Regular Board Meeting called to order at 9am in WE board room.
Board President, Vice President, Treasurer, and Secretary were present.
Present at the meeting were;
Paul Axelrod, John Chase, Samantha Ciaston, Ed Culver, Chris Fagas, Mike Hering, Mike Mahoney,
Art Marks, and Brent Smith.
Also present, Corey Smith and Judy Kinney.
Samantha Ciaston made motion to accept minutes from last meeting. Motion Accepted.
Mike Mahoney reminded everyone on meeting decorum.
Samantha Ciaston – Violations
House on Hodgman Hill road cleaning problems. Issax Fox home with Gas tanks and laundry.
Property on Winterbrook Rd, junk on property, Letter sent. Still not cleaned.
Hodgman property is slowly adding plantings to hide driveway and tanks.
Mike Hering discussed a minimum wall cover for tanks. Three side coverage, no lattice.
Judy Kinney to produce a couple of examples of good tank coverage that can be used to show members.
Mike Hering – Building committee
No apps for new homes. Should be expecting a couple applications for new houses by years end. Currently mostly remodels, driveways, and tree work this year.
Corey Smith discussed the development of Weeping Birches. Advise Tom Avallone and Village District to discuss road ownership and maintenance. Village district desires to have road owned by Town of Thornton. Corey advised that the Association Building Committee work closely with the District and Tom Avalone to accomplish this task.
Art Marks mentioned the Village District discussed the District's plans to reroof the back roof over the lap pool. He passed along that the Village District would like to know if the board could canvas the membership as to what , if any, changes to the building color may be desired in the future.
New roof this fall. Painting is out a couple years.
Brent Smith suggested a 4 color scheme survey. Advised a new shingle with cooling properties.
Village District looking for BOD input.
Committee formed to give preliminary advice on building color and shingle color.
Brent - Entertainment update
Events are on track, No complaints. This winter there are more kid events.
Advance sign up is a positive change.
Pirate’s day went great, many volunteers.
This fall will incorporate kids events for the holiday events.
Corey Smith event recap
Cribbage slow going
Horseshoe Tournament was quiet.
Scavenger hunt big hit.
Candybar bingo , went well.
Tubing trip successful. Went smooth.
New bands went well.
Fishing derby need s adjustment. State will match fish count up till week before 7/18.
Luau went slow.
Pig roast on a rainy day, pig was still partially frozen, used alternate food
Golf Tournament a success.
Art Marks suggested Veterans Day event to show off ADA. Corey Smith reminded all that the paving for ADA spot will not be done till next year.
Brent Smith mentioned a couple wheelchair folks have been utilizing upper pool walkway and appreciate it.
Pat Learned – Beautification Committee update
Pat is asking for an additional $1500 for continuation of beautification projects.
Mrs. Ruters Donated 13 rose bushes from her rose nursery in Massachusetts..
$1500 approved from CIF.
Corey Smith – Long term planning committee.
Upper Tennis court has base cracks. Vibrating roller flattened some and cracks filled.
Product called Snapsport which is a floating tennis surface. One court $19000. 15 year guarantee.
Maintenance free product. Jim Murphy is advising. Trying to decide which court for future basketball court needs.
Mike Mahoney – Golf Tournament
Held at Jack O Lantern. Good deal for golf. Event Paid for itself and made profit of about $1300 for Campton Mountain.
Brent Smith mentioned the course was player friendly for Novice golfers.
Jack O lantern will hold a Breast Cancer fund raiser on 10/3/2015.
Art Marks – Weddings
2015 will have 4 weddings with gross of $57000.
2016 9 weddings (goal of 12) , estinmated gross of $109000.
Bar and breakfast offerings pull in additional monies.
One Recent wedding pulled in a profit of approx. $4000.
Heather Chamberlain has been doing fantastic job of gaining prospects at trade shows and providing full wedding service.
Ski area may be a possible venue for weddings.
Wedding web site and Wedding Wire advertisement is helping drive business so possible expo exposure will diminish. Video of a ‘walkthrough’ would be helpful to put a advertisement on youtube/internet.
Ed Culver discussed inexpensive summer ski lift insurance option for weddings.
Samantha Ciaston – Treasurer Report
Report read through.
Corey Smith – manager report
Water system pump upgrade on Taylor drive.
1000’ waterline on Snowwood Drive.
3 waterlines will be joined together for redundancy.
Paul Axelrod discussed a Israeli water monitoring system to minimize leaks.
Paul Axelrod compliments Corey Smith on water system service.
Corey Smith mentioned that our water system has about a10% leak rate.
Paving Taylor drive and ADA parking. Paving Ryan circle. Section of Donavan Farm road being paved.
ADA companion room nearly complete.
ADA pool lift has a usage log. Also has a cover.
Bank of America to released old leans for new land purchase which was started earlier in year.
Duarte Silva needs more time for reports and analysis.
There is mis-info on liquor commission/liquor license. State liquor commission and Campton PD
have indicated NO pending investigations or infractions to WE liquor licensing or conduct. Licensing permit issues resolved with state on 8/13/2015.
Corey Smith has an estimated projection that we are likely to end the year in the red due to only 4 weddings scheduled for this year, while the budget was for more . The are other capitol expenses to offset. Ie: POS system. Possible obtain monies from CIF. Corey suggested the projections are estimations and will become clearer with time.
Corey Smith suggested BOD treasurer meet with him and Judy Kinney during budget projections to better understand budget systems. Art Marks and Samantha Ciaston to meet with Corey and Judy Kinney on this issue.
Collette Carson discussed a caped based cost of living dues increase model for future. Discussion proceded to better introduce a COLA. Corey Smith, Paul Axelrod, Samantha Ciaston to committee a COLA proposal for BOD.
Collette Carson suggested the future wedding bookings should be presented in the budget.
Art Marks asked if people are sneaking in. Judy Kinney mention that owners are pointing out folks who are sneaking in.
Old Business
Chris Fagas to finalize SKI area pricing and ticketing committee. Deliver to BOD
Mike Mahoney – New business
Mike Mahoney discussed obnoxious renter at pool area in July. BOD voted to suspended all owner passes till after Labor Day. Offender banned from premises per BOD.
All owners and BOD are advised to be diligent to people breaking rules and take appropriate actions.
Ed Culver reported that a loud party was held late at night, Campton PD notified but did not respond.
Corey Smith to constant contact members to roadway responsibility. Excessive speeding and driving in middle of road been observed. Constant Contact being sent to remind members to drive safely.
Mike Hering asked about gift cards in new POS system. Corey Smith stated this is possible with new system.
Mike Hering discussed removing tree in the field to provide view from deck. All agreed to take it down.
Mike Mahoney dirt bikes on Abanaki.
Owner of dirt bikes are not on WE property. Noise can be heard from land owned adjacent to WE boarder.
Ed Culver made a motion to adjourn. Motion passed.
Samantha Ciaston made a motion to exit executive session. Approved.
Art Marks resigned from board secretary position.
Samantha Ciaston made a motion to name John Chase for board secretary. Approved.
END.