6:30      Call to order

In attendance:  Susan Licalzi, Neal Kilbane, Amy Rosenthal, Kathleen McLaughlin, Brian Arellano (Touchstone).  Bob Kant participated by phone.

Review and approval of minutes from December 11, 2018.

Administrative:

  • Touchstone Management report on transition from LIMS. Discussion with Brian Arellano  of some early problems with payment coupons and web access for Board Members.  Problems have all been addressed. 
  • Bank accounts have been transferred to Chase; Peoples United accounts have been closed.
  • Board members to become better acquainted with TOPS Software.
  • Homeowner files have been obtained from LIMS.
  • Homeowner matters re gutters, irrigation issues, other discussed
  • Touchstone to provide update on owners’ insurance coverages
  • Questions about tax abatement case handled by Schroder & Strom.  Set up meeting for firm with Board in coming months.
  • Touchstone to conduct a contract review: what contracts were received from LIMS, which need to be obtained.

Finance:

  • CPA preparing year end numbers
  • Discussed timeline for monthly reporting from Touchstone
  • Updated status of LIMS reporting and invoices

Buildings & Grounds:

  • Reviewed Touchstone initial site inspection 11/29/18; discussed followup
  • Reviewed Touchstone/HOA response to owners re raccoon sightings
  • Touchstone to follow up on repairs to fence, especially corner of Captain’s Walk & Bay Shore Yacht Club and between Captain’s Walk and Walker Beach
  • Gatehouse blind replacement is underway.
  •  Electrical outlet in pool closet to be repaired/replaced
  •  Clubhouse closet shelf needs supports
  •  Areas of wooden walkway to be replaced
  •  Boardwalk lights deemed safe and in working order
  •  Electrical panel deemed old but safe.
  •  Sampson does not offer maintenance contracts on furnaces.  Gallett advised that due to age of equipment, 2020 would be appropriate time to institute maintenance agreement
  •   Filter on air handlers need to be changed; a supply of filters has been purchased.
  • Need survey of east property line
  • Certificate of Occupancy for clubhouse still outstanding
  • address for clubhouse is listed with Secretary of State as NONE; needs to be updated.

Landscaping:

  • We are in year 2 of a three year contract with Giannini
  • Landscaping Committee to meet with Giannini to plan 2019 purchases
  • Landscaping Committee to meet with alternative company for comparison
  • Landscaping Committee to develop master landscaping plan and oversee tree and bush plantings in 2019, additions to pool deck landscaping
  • Board agreed that budget plan should be established for landscaping planning for year

Pool & Snow Removal:

  • Decision was made to hire Aquatech Management for 2019 to provide pool  management services including lifeguard coverage 6 hours/day.
  • Review of snow removal procedures, role of Touchstone, Board Members
  • Recommendation to replace life preserver rings, pool signage agreed upon
  • Safeguard performed inspection and maintenance on pool heater.  Found water in line.
  • R&W Engineers to prepare schematics for pool heater for Suffolk County. 
  • Touchstone searching for paperwork re pool and heater.  Brian will coordinate with Tom @ Aquatech to be sure all  paperwork is in order.
  • Reviewed reports from various sources re remediation necessary for pool and pool heater arrangement and functionality.  More to follow

Clubhouse:

  • Supplies have been removed from clubhouse without informing anyone.
  • Policy regarding homeowners’ use of clubhouse supplies to be developed
  • People have been using clubhouse without notifying Board member in charge.
  • Reminder that clubhouse is open to residents with prior notice.

Communications:

  • Website updates not yet completed.  Suggestions received for additional help.
  • Construction page needs to be updated;  documents to be sent to Touchstone.

Meeting Adjourned approximately 8:30 pm.

Board Meeting January 10, 2019 Summary