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DOCK COMMITTEE MEETING MINUTES (Pending Approval) Minutes of the HHYC Dock Committee Meeting of 5/2/2007 A meeting of the HHYC Dock Committee of the Hutchinson House Condo. Assoc. was held on Wednesday, May 2, 2007 at the West Club House, 1550 NE Ocean Blvd., at 4:00 p.m. Committee Members present: Bernadette Toner, Commodore Ollie Bessette, Treasurer Sam Franz, Secretary Steve Zimmermann Bob Stark Allen Hudson Committee Members absent: Jim Askew Bill Stockman Bob Baxter Also Attending: Mike McDonald, Manager Several dock owners Minutes: Minutes of the meeting of 4/09/07 were accepted as presented. Old Business: Mike McDonald reported on a conversation with Lee Brock in which Mr. Brock answered questions submitted by committee members. A written report of their conversation will be forwarded to the committee by Mr. Brock. Steve Zimmermann discussed two ways that dredging could be funded. From this the discussion evolved the concept of establishing a reserve for bottom debris removal. Permits were allowed after past hurricanes for such activities. This appears to be a most viable alternative in the near term for our problem. Motion: To delay application for a permit to dredge the marina this year. Vote on the motion is unanimous. Motion: To establish a reserve in the ’08 budget for sea bottom removal. The amount to be established at a future meeting. Vote on the motion is unanimous. New Business: Ollie Bessette reviewed a survey of maintenance issues at the dock completed within the last two months. - Light and outlet covers are missing - S landing needs hardware replaced in at least six areas It is available and a work party is to be recruited to do the work. - Dock fasteners have been tightened - Electrical conduit that is loosened needs to be reconnected. - Docks need labels. - Protruding screw fasteners on the older decking need to be reset. - A few older dock planks need to be reversed because of wear. - Electric panels on the dock need to be labeled at the shore panel. - The fish stations need repair and the donated station needs to be installed. - Dock boxes need to secured with fender washers and sturdier screws. - An additional ladder is to be deferred until next year. - Piling tops on W landing need to be epoxied. - 10/12 Fender pilings need to be wrapped. Estimates will be obtained. - Sign on the west landing C dock needs to be relocated - S dock bench has become loose and unglued. Repairs or replacement will be reviewed - Several dock boxes are loose and owners will be notified regarding repair. Many thanks to Lee Mann for removing the gangplank from "E" Dock. Herb Metzger requested permission to place a hand rail on his finger pier that would steady him in walking from the "F" dock to his boat. His request was approved unanimously. Steve provided a survey of four boats on F dock that are not secured. A dock party is to be held on Friday, May 11. A notice will be posted. There being no other business the meeting was adjourned at 5:15 p.m. respectfully submitted, Sam Franz (Approved 5/2/07) Minutes of the HHYC Dock Committee Meeting of 4/9/2007 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc. was held on Monday, April 9, 2007 at the West Club House, 1550 NE Ocean Blvd., at 1:00 pm. Committee Members present: Bernadette Toner, Commodore Ollie Bessette, Treasurer Sam Franz, Secretary Jim Askew, Bob Baxter Joe Busweiller Allen Hudson Steve Zimmerman Bob Stark (on phone) Committee Members absent: Bill Stockman Also Attending: Mike McDonald, Manager Several Dock Owners Minutes: Minutes of the meeting of 03/15/07 were accepted as presented. New Business: Ollie gave a very inclusive report of the meeting with Lee Brock, PE., on 4/5/07, at which time the question of dredging the marina was explored. In addition the results of a study done in 1998 in which the same problem was addressed and new cost estimates of dredging with several different scenarios were presented. . After much discussion it was decided to send a letter to the condominium association lawyer requesting advice on how such a project could be funded. Pending the response a letter will be sent to Mr. Brock advising proceeding with the feasibility study of the marina. There is a window in which the sea grass can be evaluated and we need to comply with this for a study to be done this year. Election of Officers: A discussion was held and it was proposed that the slate be comprised of four officers, Commodore, Vice Commodore, Treasurer and Secretary. The offices of Fleet Captain and Dock Master would be assigned as required. The vote was unanimous for: Commodore – Bernadette Toner Vice Commodore – Steve Zimmermann Treasurer – Ollie Bessette Secretary – Sam Franz There being no other business the meeting adjourned at 2:35 pm. respectfully submitted, Sam Franz (Approved 4/9/07) Minutes of the HHYC Dock Committee Meeting of3/15/2007 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc. held on Thursday, March 15, 2007 at the West Club House, 1550 NE Ocean Blvd., at 1:00 p.m. Committee Members present: Bernadette Toner, Commodore Sam Franz Secretary Jim Askew Joe Busweiller Bob Stark Steve Zimmermann Committee Members absent: Bob Baxter Ollie Bessette Alan Hudson Bill Stockman Also Attending: Mike McDonald, Manager Several dock owners Minutes: Minutes of the meeting of 02/26/07 were accepted following correction of the date on the title and changing the vote for the motion to lower social membership fees to 4 for vs. 2 against. Old Business: Social Member Update The Commodore reported that there are now seven signed up for social memberships with the possibility that two more may join. Lift Tie Offs Ollie wrote up a spreadsheet listing the current tie-off status of our lifts and what needs to be done. Affected owners will be contacted by the committee. Seaside quoted a $30 charge to tie off if 10 or more sign up. New Business: Maintenance Report; The striker plates on the dock gates have been repaired. U-Bolt Shackles; After several lift failures following repairs to shackles Hurricane Lifts is in the process of changing the shackles to a better grade SS. Lifts with boats on them will have to be removed while these repairs are being effected. Mike McDonald gave a report on his investigation of the problem of dredging the marina. He had contacted Mr. Lee Brock, AIA who had recently dredged the Green Turtle Marina. He indicated permits to do work on our marina would cost ½ to 1 times the cost of removal of the material. This cost would approach $ 25/30 per cubic yard. A previous estimate to clear the runways indicated there would be 698 yd³ of material to remove . His assessment was that dredging would run between $1-2 million and take 1-2 years to complete. As an alternative to dredging Mike was requested to explore the feasibility of extending finger piers west from dock A. There being no other business the meeting was adjourned at 1:55 p.m. respectfully submitted, Sam Franz (Approved 3/15/07) Minutes of the HHYC Dock Committee Meeting of 2/26/20007 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc, was held on Monday, February 26, 2007 at the West Club House, 1550 NE Ocean Blvd,. at 9:00 a.m. Committee Members present; Bernadette Toner, Commodore Oliver Bessette, Treasurer Sam Franz. Secretary Bob Baxter Allen Hudson Bill Stockman Joe Busweiller Committee Members absent: Jim Askew Bob Stark Steve Zimmermann Also Attending: Mike McDonald, Manager Dock Owners Minutes: Minutes of the meeting of 4/18/2006 were accepted after it was clarified that rule revision was meant to indicate that a conversion to .doc format was to be made available. Treasurer’s Report: The 2006 Financial report was presented. A variance of $160 over budget was due to legal expenses incurred against the contractors. The 2007 Budget was then explained. Dredging: The question of dredging is being looked into. It is expensive so a reserve may have to be created. Dredging would remove debris in and about the fairways and would include a portion of the silted bottom. The issue of the piling depth being compromised by this removal needs study. Lift Locks: Mr. Tracy Radcliff from Hurricane Boat Lifts introduced Lift Locks as a means of securing lifts and boats safely against the effects of wind and water in times of storm. The locks cost $749. Installation is $285. Preparation at the advent of a storm would be approximately $50. Additional tie downs are $14. Maintenance Report: Mike MacDonald reported that recoating the dock surface would exceed the $1000 budgeted amount. Last year five cans ( @$83/) and labor accounted for doing only a portion. The fittings are scheduled to be tightened on the whole dock as well as inspection and repair of utility conduits. The gate has been replaced, but needs extra striker plates. Social Membership: The present fee of $200 seems excessive. Membership has dropped to 4 ( at $100 membership was 9/10).Extends Jan. through Dec. Motion: made to reduce membership fee to $100. Those who paid $200 will be extended to a 2 year membership or a refund. Vote: Unanimous Fish Station: A new one has been donated by Richard Johnston and will be placed on C dock. Merchandise: It has been difficult to get support and now to get merchandise. No sale this year. Dock Party: The next scheduled party will be on 3/24/2007. Boat trip: TBA. Dock Keys: Vendors dock keys are available at the office. Unused Lifts; Unused lifts need to be hurricane secured year round. A notice regarding this will be sent out. Any docks not secured will be subject to a $100 charge to cover cost of the staff completing the job. Public Comments: None There being no additional business meeting was adjourned at 10:30 a.m. respectfully submitted, Sam Franz (Approved 2/26/2007) Minutes of the HHYC Dock Committee Meeting of 4/18/2006 A meeting of the HHYC Dock Committee of the Hutchinson House Condo. Assoc. was held on Tuesday, April 18,2006 at the West Club House, 1550 NE Ocean Blvd at 10:00 a.m. Committee Members present: Bernadette Toner Commodore Ollie Bessette Treasurer Steve Zimmermann Vice Commodore & Fleet Co-Captain Bob Stark Jim Askew Sam Franz Secretary Committee Members absent: Bill Stockman Joe Busweiller Bill Baxter Bob Baxter Minutes: Minutes of the meeting of 3/28/2006 were accepted with the correction of date on minutes of 2/28 to 2/16/2006. Submerged Land Lease: $4400 reduction was awarded on this years lease because of inability to use certain docks because of hurricane damage. Outside Vendors: a report on the progress of current vendors was received indicating that the inoperative lift at Dock #72 has been removed. A piling at Dock # 61 is being straightened and driven down and the lift is being rehabilitated. Clyde’s dock has more work to be done. The electrical work is progressing with the priority to get the hoists powered up. The goosenecks and bases of the eight new lights sent back to correct support and goose neck problems. Four original/ spare goosenecks and bases are being installed with new shades. Signs: New signs have arrived. The smaller ones will be installed by the maintenance crew. We will work out the placement and do the installation of the larger signs. Fish Station: An effort will be made to locate and install a fish station recovered after the hurricane. Keys: 31 dock owners have picked up new keys. Rest will be placed in envelopes to await retrieval. Ollie will handle distribution. The spare keys will be held by the Commodore. Vendor keys will be attached to a large paddle and can be obtained from the office. New locks will not be installed until the gates are fixed. Maintenance: Bob Stark agreed to get wedge anchors for those lamp poles that are loose. Rules: A revision of the rules is under way. Hurricane Readiness: Marina recommendations include reinforcing bench brackets and adding screws to hold the tops of the fish cleaning stations. Trash cans and ladders will be removed. The flag pole will be dismounted and moved to a safe place. All electric power will be disconnected to the docks. Members Comments: Jim Askew reminded everyone to remove or conceal all fishing equipment on boats to discourage loss from stealing. There being no additional business meeting adjourned at 10:50 a.m. respectfully submitted, Sam Franz (Approved as Amended 4/18/06) Minutes of the HHYC Dock Committee Meeting of 3/28/2006 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc. was held on Tuesday, March 28, 2006 at the West Club House, 1550 NE Ocean Blvd. at 10:00 a.m. Committee Members present: Bernadette Toner Commodore Ollie Bessette Treasurer Steve Zimmermann Vice Commodore & Fleet Co-Captain Bill Baxter Fleet Co-Captain Joe Busweiller Bill Stockman Bob Stark SamFranz Secretary Committee Members absent: Bob Baxter Minutes: Minutes of the meeting of 2/16/2006 approved with the correction that Freck, not KMI had fittings for the water supply. It was reported that many more wave breakers were found and removed than were expected. Some concrete pilings were arranged under B & C docks to form fish habitats. A piling remains at # 79 which is visible at low tide, but will be submerged/removed in a final sweep. Minutes of the meeting of 3/3/2006 were approved as submitted. The pilings on Dock # 61 will be realigned. On Dock # 72 the remaining hoist will be removed at a cost to the owner of $500. Pressure washing of an adjacent dock will be done. Electric Service: The conduit is in place. Wire pulling is next followed by the installation of lights. Fish lights need to be purchased as well as illumination for the flag pole. It is expected that 1- 2 weeks will be required to complete the job. Committee Reports: Budget : No report. Members appointed are Ollie Bessette, Steve Zimmermann, and Bill Stockman. Maintenance : No report. Need to prioritize a list of necessary work. This will include replacement of the sub panel and shut- off switches. Quotes will be requested. Members are Ollie Bessette, Joe Busweiller, Bob Stark, Bill Stockman, and Sam Franz Rules: No report. Members are Sam Franz and Bill Baxter. Submerged Land Lease: Bill has been paid. Efforts are under way to explore avenues of relief because of the hurricanes. Fish Station: Need to install station on the south end of dock B. Assessments: some insurance companies are paying a portion of the assessment as a casualty loss. Plaques & Benches: plaques will applied to the benches and the brackets will be reinforced on the benches. Signage: the larger signs need replacement. There are two smaller signs to be added. We hope to use Freck’s raft to accomplish this. Keys: A discussion was held regarding the cost and need for the dock security system. Many opinions were expressed regarding the cost and the necessity for the new keys. Gates: Joe, Sam and Ollie will look into repairing the gates before the new locks are installed. Social Members: Two new members have joined: The Turlow’s and Betsy Moore. Merchandise: The merchandise sale was held on 3/19/2006. Slip Valuations: Discussion was held regarding the current value of slips as a resale item. Comparable sales reveal they may command $70 – 80,000. KMI: Bill Stockman reviewed the issue with KMI. Mediation has been suggested to deal with the construction lien. A group of knowledgeable marina owners and board members will meet with a lawyer to discuss the problem and possible solutions. There being no other business the meeting was adjourned at 11:35 a.m respectfully submitted, Sam Franz. (Approved 3/28/06) Minutes of the HHYC Dock Committee Meeting of 3/3/2006 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc. was held on Friday, March 3, 2006 at the West Club House, 1550 NE Ocean Blvd. at 9:00 a.m. Committee Members present: Bernadette Toner Commodore Ollie Bessette Treasurer Steve Zimmermann Vice Commodore & Fleet Co- Captain Bill Baxter Fleet Co- Captain Joe Busweiler Jim Askew Sam Franz Secretary
Committee Members absent: Bill Stockman Bob Baxter Bob Stark Issues involving Unsafe and Unusable Hoists: A review of those docking spaces that have not been in compliance since 2000 was presented by Steve Zimmermann . Docks # 72 and # 61 remain with unusable and unsafe hoists. A discussion was held in regards to what options were available to correct the problems. Under the Rules and Regulations owners, once notified, have 10 days to respond. Motion: Dock owner # 61 will be notified that their hoist and pilings are unusable and represent a danger to the finger pier and its pilings. Passed unanimously. Dock owner #72 will be notified that his hoist has sustained additional damage to a structure that was already inoperative and will need to be removed. A contractor is presently working in the waterways on a clean up mission and would be able tio remove the derelict structure. Motion: That the expense to remove the above structure be listed as a separate line item in the contract. Estimated cost is $800. Passed: five to one. Discussion of Options and Response between Committee and Board: The difference and distinction between board and committee rules was reviewed. There was no need based on the Marina Rules and Regulations to request support from the Board at this point in the implementation of actions to clean up the dock spaces in question. There being no other business the meeting was adjourned at 11:10 a.m. respectfully submitted, Sam Franz (Approved as Amended 3/28/06) Minutes of the HHYC Dock Meeting of 2/16/2006 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc. was held on Thursday, Feb 16th, 2006 at the West Club House, 1550 NE Ocean Blvd. at 10:00 a.m. Committee Members present: Bernadette Toner Commodore Steve Zimmermann Vice Commodore & Co-Fleet Captain Ollie Bessette Treasurer Bob Stark Harbor Master Bill Stockman Sam Franz Secretary Committee Members absent: Bill Baxter Tom Parrish Art McLean Also present: Jim Shepherd, Manager; and several dock owners Minutes: Minutes of the 1/10/2006 meetings was approved. Elections: Motion made that the secretary cast one vote to reappoint the board members in their present position Accepted and voted. In addition Bill Baxter was nominated to fill the position of Co-Fleet Captain. A discussion was held to increase the board membership to nine (9). This will be accomplished through a request for new members from dock owners. Appointment will take place at the next meeting. Committee appointments will also be reviewed at that time. Finances: Ollie reviewed the current financial status as presented in a previous handout. Dock Keys: The supporting posts need reinforcement. The latches need rehab. Dock Signage: Arrangements have been made to replace the missing signs. Dock Water: A barge has been made available for use in installing the water lines. An inventory will be made of the piping in and about the premises. The fixtures are supposed to be with KMI and need to be retrieved. Dock Pilings: Two noted to be cracked . One has been replaced. The other (on the inside) has tie-down straps across the area in question. Social Members: The Dreschers’, Almquist’, Price’ and Dean’ have joined. One additional owner is expected. Special Assessment: The recent assessment is intended to cover losses incurred from Jean and not Wilma as indicated in an earlier communication. Flag Pole: Current plan is to place the flag pole on the base; later the base will be jetted down as far as possible. A new lighting fixture is to be purchased and then connected as the electrical installation permits. Looking Ahead: A Peck’s Lake trip is to be scheduled soon. A dock part is on for Feb 24. Bill Stockman: A report was made on the initial SBA allocation. The dock is to receive about $ 20,000 and this will be placed in an account to back up our reserve account. A report was made on the status of our legal action against KMI Construction. A hearing is scheduled for 2/27 2006 where we will be represented by Atty. David Earl. The status of KMI as an entity is still in question. Dock Maintenance: Ollie presented an outline of scheduled and one time items pertaining to dock maintenance Some have been completed so a review is needed to update the list. A discussion was held on the mechanism to fund these as well as other accounting expenses attributable to the dock. There being no other business the meeting was adjourned at 11:05 A.M. Respectfully submitted, Sam Franz, secretary (Approved 2/16/06) Minutes of the HHYC Dock Committee Meeting of 1/10/2006 A meeting of the HHYC Dock Committee of the Hutchinson House Condo Assoc. was held on Tuesday, Jan. 10th, 2006 at the west club house, 1550 NE Ocean Blvd. at 10:25 a.m. Committee Members present: Bernadette Toner Commodore Ollie Bessette Treasurer Bob Stark Dock Master Bill Stockman (on the phone) Bill Baxter Tom Parrish Committee members absent: Steve Zimmermann Vice Commodore & Co-Fleet Captain Sam Franz Secretary Art McLean Co-Fleet captain Also present: Jim Shepherd, Manager; and several dock owners Minutes: Minutes of the 4/18/05 and 11/29/05 meetings were approved. Maintenance Committee Report: Ollie reviewed the “Dock Maintenance Needed” list dated 10/23/05. This list is prioritized and was reviewed with Jim Shepherd in mid Dec. No work has been done on these items yet. Some items are over 6 months old. Action Item: Jim agreed to pressure wash and surface coat the old decking within the next week (approx). Cooper reported that there is a cracked piling on the north dock that aught to be replaced while the Freck barge is still here. Action Item: The maintenance Committee will check out the cracked piling. Dock Electric: We have received 3 bids and hope to receive a forth. Bids are in the 20-30K range. During the next week or so, we will select 2 or 3 bidders and review their bids with them. It will likely be at least 2 months before the electric is restored. In the meantime, use of generators is likely. Dock Water: We discussed and then decided that our in-house staff should do the water pipes. Jim guaranteed hat we would get 8 hours/ week of work from our in-house staff. Dock Keys: The committee decided to replace the locks on the dock gates and issue new keys. Jim will get this done. Social Members: The committee decided to set the Associate Member fee at $200, effective today. Signs: We decided to re-install the saved HH Marina sign from the outside of the marina (C dock) and buy a new one to replace the one that was lost with B dock. Sign-a-rama should still have the artwork. Benches: The new benches have been installed with steel brackets. Jim and Bob will look for ss straps to replace the steel. Flagpole: We want to replace it, where it was on B dock, like it was. Hopefully, before the dock party. Dock Re-opening Party: Committee decided to hold a dock re-opening party on Feb 3rd. Special Exception re maximum boat length: Bill Blasdale bought Charlie Mazzola’s boat. Charlie had a special exemption which allowed this boat in his slip to extend 2’ beyond the 25’ limit. Charlie did shorten the LOA of his boat some, but it still needs at least 1’ over the limit. The Committee approved, by unanimous vote, to allow this boat to be moved from Charlie’s slip (#24) to Bill’s slip (#19). The concerned parties are slips 16, 17 and 18. These three owners approved this move. Meeting adjourned at 11:40 a.m. Respectfully submitted Ollie Bessette, substitute scribe, for Sam Franz, secretary, HHYC
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