Aug 7th Board meeting minutes 07-25-17

Lakeview Terrace Association, Inc.

Meeting Minutes

July 25, 2017

Meeting took place at Town Hall

Call to order-Meeting was called to order by President, Christina Pierce, at 6:35 pm at the Coventry Town Hall.

Roll Call-Board members present were Christina Pierce, Bob Allison, Marcia Roy and Mike Martin.

Secretary’s Report-Minutes from the June 14, 2017 Lakeview Terrace meeting were handed out and read.  A motion was made by Pat Halpin and seconded by Bob Allison to be accepted.  Motion passed.

Treasurers report-The treasures report was handed out and read.  The checking account balance is $36,813.58, savings account $292.52, for a total of $32,725.57.  The motion to accept was made by Bob Allison and seconded by Pat Halpin.  Motion passed.

Tax Collector’s Report-Stuart Pratt could not be there.  Christina Pierce report that tax bills along with newsletters and beach passes have been mailed out.  No tax report at this time.

President’s Welcome-Christina welcomed all members for attending and also Jim from James Blair Construction for coming. He will do his presentation and then there will be a brief question and answer time.  Thank you to Pat Halpin for taking the minutes to tonight’s meeting.

Old Business

Beach committee:  Jim from James Blair Construction gave a presentation of his plan for the beach improvement project.  He handed out an estimate for the project (see attached), and multiple sketches.  His plan addressed drainage issues, and the list of things we as members had wanted improved, such as the area behind the boat rack, stairs, more beach area, etc.   Members had a chance to ask question and Jim answered them.  Jim talked briefly about his experience over the years and how he got his start from working around the Columbia lake area doing beach improvement projects and going through wetland commissions there.  His presentation was informative, organized and detailed.  It was also discussed that some details still need to be made and chosen for a more detailed price and design.  After Jim left the next meeting was discussed. Matt from Andover Landscaping will be doing a presentation at the next meeting on August 7^th at 6:30 pm at the town Hall, much like this meeting.

Boat Stickers- Boats that are on the shore without stickers have been moved.  If your boat is one of them please get a sticker ASAP so that we know it has an owner and please move it to an appropriate location.

Bulletin Board at Beach-tabled until next meeting for a date to install.

Ramp to Dock-  tabled until next meeting for a date to install.

Bank Accounts-Marcia Roy reported that the Bank will be waiving fees so we will not need to change banks.

Picnic Tables-Bob Allison got the 2 new picnic tables and they are at the beach.  He will be marking two that need to be removed.  Two members will be taking the old ones.

Guard Rails along Lakeshore Drive-Marcia got two bids: $8,924.40 for wood and $12,067.69 for galvanized, and second being wood at $10,950.  A discussion was had about other options that may be available.  Future research needs to be done.  Tabled until next meeting when more information can be presented.

New Business

Buoys refastened- Thank you to those that have helped getting the buoys back in shape.  With some added and replaced anchors hopefully they will last the rest of the season and many more.

Mowing, Brush, Tree removal and future bids-Mike Martin asked about these items.

Mowing-Who is doing it, and how was the choice made?  The bids were fully looked over by the board at previous Lakeview Terrace meetings, discussed and chosen.  We choice to go with a member that had years of experience, was willing to provide the quality of service we wanted and was willing to do it the cheapest.

Brush removal-We have money allocated to clean up brush but no quotes have been received so far and still needs to be done.

Tree Removal-Why was it done and why it was discussed by email.  A member reached out to the board the day after the annual meeting.  There was a tree on the paper road by her house that was dead and dangerous and could fall at any time.  Most of the damage was from wood peckers and bugs.  It was discussed by the board through emails because the next meeting was a month out and the tree was unsafe and would damage her house if it fell causing damage Lakeview Terrace would be responsible for.  Christina Pierce worked on getting three quotes. Companies where picked randomly from an internet search.  One company never showed.  The other two companies came in with the same bid of $500.  One company wanted a fence removed and replaced after cutting, the other company was willing to work around it.  Online reviews of the companies were also looked at.  In the end, the board choose to go with the company not requiring the fence to be removed.  It was voted on through email with board members with a majority vote to do it.

Future Bids-Mike asked that future bids be in sealed envelopes and should be opened at the same time and then the lower bid is the one that we go with no matter what. Concerns were brought up that they are other factors that should be looked at when hiring someone to do work like experience, reviews, knowledge and quality.  No agreement was found but this could be discussed at a future meeting.

Next meeting Monday, August 7, 2017 at 6:30 pm at The Coventry Town Hall.

jimsquote1-1
Meeting adjourned at 8:28 pm

Jul 14th Board Meeting minutes 06-14-2017

Lakeview Terrace Association

Board Meeting

June 14, 2017

 Meeting was called to order by President Christina Pierce at 6:35 pm at the beach. Board members present were: Bob Allison, Marcia Roy, Geoff Willis, Shelton Stewart, Scott Tweed, Stuart Pratt, Christina Pierce.

 Roll Call of Board Members took place.

 Secretary’s Report: Minutes of the May 7, 2017 Annual Meeting were handed out, read and accepted.

 Treasurer’s Report: Checking Account balance is $36,813.58, Savings Account balance is $292.52 for a grand total of $37,106.10

 Tax Collector’s Report: No change from May meeting

Old Business

• Boat stickers: Green Canoe on top of rack, Paddleboat chained to boat rack, and Red canoe on the side of the boatrack will be removed to upper parking area. Other boats without stickers will be removed on 7/15/17
• Beach committee: Representatives from Blair, and Andover will be present at the July & August meetings
• Bulletin Board Bob and Stuart will install the new bulletin board along Anderson Rd. 7/2 at 10:00am
• Ramp to dock build new one 7/2 at 10:00am
• Bank Accts. Tabled until July-August
• Ski club installed dock and buoys
• Secretary shall take care to spell Shelton Stewarts name correctly
• 2 New Picnic Tables. Remove 2 old ones – Bob Allison
• Buoys Volunteers to go through buoys – not enough volunteers
• Beach cleanup went well.
• Porta potty – Company put in same spot as last year, board voted to leave for now.
• Beach sand Delivered, and spread out.
• Plywood for sand delivery – complete
• Facebook page will be open to Members and Renters
• Boat launch combination will be changed when tax notices go out.
• Guard Rails Marcia Roy got 2 bids: $8924.40 wood/$12067.69 galvanized, and $10950 wood Christina will check with town for requirements.

New Business

• Coventryfest: 6-24-17 Work party Friday 6/23/17 7:00 pm, volunteers needed to check beach passes from 3pm 6/24/17. Cleanup Sunday 6/25/17 10:00 am.
• Donation to Knights of Columbus for Coventryfest $500.
• Brush/mowing $75 per mow for Field, hill, beach Start 7/1 $300 allocated for brush removal.

Next meeting will be Tuesday July 25, 2017 @ 6:30 pm at the town hall.

Meeting Adjourned 8:04 pm

May 16th Annual Meeting minutes 05-07-2017

Lakeview Terrace Association, Inc

Annual Meeting

May 7, 2017

Meeting was called to order by President Christina Pierce at the Coventry Town Hall at  2:04 pm  Board members present were Mike Martin, Stuart Pratt, Bob Allison, Marcia Roy, Christina Pierce, Geoff Willis, Scott Tweed, Shelton Stewart

Roll call of Board Members took place.

Treasurer’s Report: Checking Account Balance $38,735.75, Savings Account Balance $292.52, Total $39,028.27.

Secretary’s Report: Minutes of the May 1, 2016 Annual Meeting were handed out and accepted, and the September 6, 2016 Board Meeting were handed out, and accepted.

Shelton Stewart made a motion to waive the reading of the minutes, the motion passed.

Tax Collector’s Report:

Amount           Sums

2015 Outstanding Balance                                         $5,727.13

New Lien fees 2016                                                    $360.00

New Interest 2016                                                      $2,108.74

New Taxes 2016                                 $12,410.00      $20,605.87

Taxes paid to date 2016                     -$11,678.11     $731.89

Interest Paid 2016                               -$417.15

Lien fees paid 2016                            -$168.00          $146.74

Total Collected                                   -$12,263.26     $8,342,61

O.P. balance 2015                               -315.39

2017 New Interest                              $234.29

2017 Overpay                                     -$59.58

2017 New Interest Paid                      -$101.51

Balance Due                                                               $8,100.42

All Properties             163

Total Billed                157

Total paid                   139

Open statements         18

Coventry owned         3

LVTA properties        2

Nonmember                1

Delinquent 2015         9

Budget:

2017-2018 Budget passed at 1 mil with $2000 shortfall to come from reserves.

• $700 was moved from Mowing to a new line item for Brush removal at the beach.
• Discussion about the possibility of lowering taxes to ½ mil with the shortfall to come from reserves took place. Members present decided to keep the tax rate at 1 mil so the reserve would be available for the coming Beach improvements.

 Beach Improvements:

First load of sand has been delivered. Christina Pierce will arrange to have a second load of sand delivered on or by 5/19. Email from Todd Henderson read into the record regarding quotes for the Beach Improvement project.

Old Business

• Brush quote needed for beach
• Geoff Willis will check salvage requirements for abandoned vessels at beach.
• Boat stickers: Boats that have been abandoned on the beach and on the boat racks over the winter without boat stickers will be removed to the upper parking area during beach cleanup. Email notification to members will be sent by Geoff Willis
• Beach committee shall meet and report at the June Meeting
• Bulletin Board Bob and Stuart will install the new bulletin board along Anderson Rd.
• Bank Accts. Tabled until July-August
• Ski club will install dock and buoys on 5/21 for $250
• Secretary shall take care to spell Shelton Stewarts name correctly

New Business

• 2 New Picnic Tables. Remove 2 old ones
• Buoys Volunteers to go through buoys will meet at ballfield at 10:00 am on 5/20
• Beach cleanup will be at 5/21 at 10:00am at the beach.
• Porta potty Marcia will get quotes, the porta potty will be put back to the old location, and be secured with a chain by Mike Martin, and Geoff Willis
• Geoff Willis will send out request for volunteers to spread sand
• Bob Allison will purchase 3 sheets of plywood for sand delivery.
• Facebook page will be open to Members and Renters
• Boat launch combination will be changed when tax notices go out.
• Guard Rails Marcia Roy will get 3 bids, for the June board meeting.

Election of Officers: Scott Tweed, and Geoff Willis re-elected.

Board Meeting followed after a 10 minute recess,

Geoff Willis will continue as secretary.

President:                    Christina Pierce

Vice President             Bob Allison

Secretary                     Geoff Willis

Treasurer                    Marcia Roy

Tax Collector              Stuart Pratt

Board Members          Mike Martin & Scott Tweed

Alternate Board Members-Ray Chicoine, & Shelton Stewart

Next Board Meeting Wednesday June 7, 2017 6:30 pm at the beach. Rain date Wednesday June 14, 2017 6:30 pm at the beach.

Meeting adjourned 4:12pm

From Todd Henderson

Subject Re: Beach sand

Will not be able to get to meeting today. To recap where we are with the project. Blair Landscaping has met with Todd Penny and is preparing his drawing.  His work schedule is booked thru the late summer.  Andover has been contacted but I have not heard back from him recently, when last contacted he is agreeable to preliminary drawings.   To recap for todays meeting:Project scope1) Cleanup up around boat launch and drainage culvert, remove brush.  Clear brush around boat rack, reclaim beach, and establish clean edges so that it can be easily maintained in the future 2) Granite steps installed to provide access to both primary beaches.   My recommendation is that we ask both firms to each attend one of our monthly beach meetings.  That way all board members can address their concerns and finalize expectation directly with the contractors.   Todd

2017-2018 Budget Summary:

Taxes & Insurance

Property Taxes Town of Coventry                             $300

Liability Insurance & Bonding                                  $5,100

Tax Collector                                                                 $1,500

Subtotal                                                                      $6,900

Association Operations

Lien Fees                                                                       $100

Printing, Copies & Postage                                        $300

Postal Fees (PO Box)                                                  $55

Misc. Operating Expenses                                         $120

Subtotal                                                                      $575

Association Beach

Beach Improvements                                                  $2,400

Safety and Security                                                      $200

Mowing (Beach & Ball field)                                      $1,400

Brush Removal                                                             $700

Sani Can                                                                         $530

Subtotal                                                                          $5,230

Misc. Projects

Roads                                                                                $400

Subtotal                                                                      $400

Total Budget                                                                      $13,105

Budget passed @ 1 mil, $2,000 to come from reserves

Oct 14th Board Meeting minutes 09-06-16

Lakeview Terrace Association

Board Meeting

September 6, 2016

Meeting was called to order by President Christina Pierce at 6:06 pm at the beach. Board members present were: Christina Pierce, Mike Martin, Geoff Willis, Stuart Pratt, Marcia Roy, Scott Tweed

Roll Call of Board Members took place.

 Secretary’s Report: Minutes of the August 16, 2016 Meeting were handed out, read and.

 Treasurer’s Report: The treasurers report was handed out, read and accepted. Checking Account balance is $34,220.23, Savings account balance is $292.52

 Tax Collector’s Report: Tax collector’s report with July corrections handed out, read and accepted.

Amount           Sums

2015 Outstanding Balance                                         $5,727.13

New Lien fees 2016                                                    $360.00

New Interest 2016                                                      $2,108.54

New Taxes 2016                                 $12,410.00      $20,605.87

Taxes paid to date 2016                     -$9,467.22       $2,942.78

Interest Paid 2016                               $0.00

Lien fees paid 2016                            $0.00               $2,942.78

Total Collected                                   -$9,467.22

O.P. balance 2015                               -315.39

Balance Due                                                               $10,823.26

All Properties             163

Total Billed                157

Total paid                   116

Open statements         41

Coventry owned         3

LVTA properties        2

Nonmember                1

Delinquent 2015         15

Old Business

• Beach committee report: We have multiple options, if we wait until next year the permit will cost $75. Meet with Todd Penny to find out what falls under the umbrella of maintenance that does not require a permit.
• Special meeting no longer needed
• Picnic tables: 2 picnic tables delivered, stained, installed.
• Bulletin board: table until next meeting.
• Beach passes: table until next meeting.
• Road safety order signs in the spring.
• Savings table until next meeting
• Unoccupied homes: All were mowed except for Juniper

New Business

• Ski club – Christina will contact.
• Beach cleanup 9/17 10:00 am
• Facebook: table until next meeting.

Next meeting will be Wednesday October 19, 2016 @ 6:00 pm at the beach.

Meeting Adjourned 6:46 pm

Aug 31st Board Meeting minutes 08-16-16

Lakeview Terrace Association

Board Meeting

August 16, 2016

Meeting was called to order by President Christina Pierce at 6:35 pm at the beach. Board members present were: Christina Pierce, Geoff Willis, Stuart Pratt, Marcia Roy, Bob Allison

Roll Call of Board Members took place.

 Secretary’s Report: Minutes of the July 12, 2016 Meeting were handed out, read and.

 Treasurer’s Report: The treasurers report was handed out, read and accepted. Checking Account balance is $34,320.23, Savings account balance is $292.52

 Tax Collector’s Report: Tax collector’s report with July corrections handed out, read and accepted.

Amount           Sums

2015 Outstanding Balance                                         $5,727.13

New Lien fees 2016                                                    $360.00

New Interest 2016                                                      $2,108.54

New Taxes 2016                                 $12,410.00      $20,605.87

Taxes paid to date 2016                     -$7,531.58       $4,878.42

Interest Paid 2016                               $0.00

Lien fees paid 2016                            $0.00               $4,878.42

Total Collected                                   -$7,531.58

O.P. balance 2015                               -315.39

Balance Due                                                               $12,758.90

All Properties             163

Total Billed                158

Total paid                   89

Multiple accounts       3

Open statements         69

Coventry owned         3

LVTA properties        2

Nonmember                1

Delinquent 2015         15

Old Business

• Beach committee report: Permit application submitted to town. Todd Henderson and Christina Pierce presented to the wetlands committee. Next meeting 8/24 in the Annex.
• Special meeting needed to fast track moving rocks for reclamation of wall sides this fall. Sometime after hearing
• Picnic tables: Need to be stained once weather cools off.
• Bulletin board: New small bulletin board for the beach area: Bob and Peter will put up.
• Beach cleanup Brush will be cleaned up with LVTA volunteers at fall cleanup.
• Pine trees – The water company removed dying pine trees at ball field for no charge.

New Business

• Beach passes – Get volunteers to police the beach area for two weekends next year
• Dogs at beach: table until next meeting
• Boat moorings – Only members and renters may moor boats at the beach.
• Road Safety, speeding and children: Contact police to run radar. Have homeowners put up children at play signs.
• Savings account closure table until next meeting
• Unoccupied homes we will identify and contact current owners of unoccupied homes to mow the lawn.

Next meeting will be Tuesday September 6, 2016 @ 6:00 pm at the beach.

Meeting Adjourned 7:42 pm