OCEAN PINES ASSOCIATION, INC.€¦ · 09/03/2019 · It is a time critical project and the...

OCEAN PINES ASSOCIATION, INC.

BOARD OF DIRECTORS SPECIAL MEETING

Saturday, February 23, 2019

9:00 am, Marlin Room, Community Center

Minutes

Call to Order - Doug Parks, OPA President. 9:00 a.m.

Present: Doug Parks, Steve Tuttle, Slobodan Trendic, Frank Daly, Colette Horn. By Phone: Esther Diller,

Ted Moroney; John Viola, OPA Treasurer. Also present: Colby Phillips, Director of Aquatics & Recreation,

and Stephen Phillips, Director of Finance. 1 member of the press. Approximately 20 Association members.

Pledge of Allegiance - all

Approval of Agenda - Steve Tuttle, Second Frank Daly; All in favor.

President's Remarks, Doug Parks. None.

Public Comments - none

Unfinished Business

Motion- Approve FY 2019-20 Budget & Assessment - Doug Parks. Second, Steve Tuttle.

Discussion: Based on discussion the following Friendly Amendment was offered by Colette Horn and

seconded by Steve Tuttle:

Be it resolved that the Board of Directors hereby approves the Recommended Budget for Fiscal Year 2019-

2020, which Budget was modified following presentation to the Membership at the Public Hearing on

February 2, 2019 and the discussions had during the 2/23/19 Special Meeting with the additional

modifications of removal of the proposed merit payroll pool of $72,000 and the addition of expenses of

$25,000 for an executive search process, and which Budget reflects Total Revenues of $12,836,866

$12,532,996 and Operating Expenses and Transfers of the same amount, a Basic Annual Assessment of

� $986, and Capital Expenditures of $5,472,079 $5,081,579.

All seven Directors voted affirmative to accept the Friendly Amendment.

The vote on the motion as amended above was as follows: Directors in favor: Tuttle, Horn, Diller, Daly,

Parks and Moroney. Against: Trendic.

Motion to Adjourn: Trendic. Second, Tuttle. All in favor.


PROPOSED MOTION

DATE: February 25, 2019

TOPIC: To vote by email regarding the recommendation regarding replacing the Yacht Club

upstairs deck.

FOR INCLUSION IN MEETING HELD ON: March 9, 2019

SUBMITTED BY: Steve Tuttle SECOND BY: ±:«co � Da \ �

MOTION: I move that the Ocean Pines Association Board of Directors agree to vote by email on

the matter of approval of the contract/bid from Wertz & Company for replacement of the Trex

deck at the Yacht Club.

PURPOSE AND EFFECT: The purpose is to allow the Ocean Pines Board of Directors to vote whether

to utilize email voting for approval of the contract to replace the existing composite "Trex," deck

at the Yacht Club

BACKGROUND: The Trex deck at the Yacht Club needs to be replaced. It is a time critical project

and the contractor can start the work on March 4 and be completed by approximately March 27

if this contract is approved.

MOTION OUTCOME: PASSED:�--- FAILED: ___ _

DIRECTORS IN FAVOR: DIRECTORS OPPOSED: DIRECTORS ABSTAINED:


PROPOSED MOTION

DATE: February 25, 2019 TOPIC: Motion to approve the recommendation to retain the firm of Wertz & Co, 20845 Costal

Highway, Rehoboth Beach, DE to replace the deck at the Yacht Club

FOR INCLUSION IN MEETING HELD ON: March 9, 29)19 \ t I � SUBMITTED BY: Steve Tuttle SECOND BY: LQ �€.,ite � [Q

MOTION: I move that the Ocean Pines Board of Directors approves the recommendation of staff to retain

the firm of Wertz & Company of Rehoboth Beach DE, to replace the existing composite "Trex" deck with a

woodgrain texture porcelain tile. This work is to be completed and at the cost specified in the proposal

number 636925 dated 02/20/2019 and made part of this motion. The contract amount is $63,796.

CAUSE AND EFFECT: Approval of this proposal from Wertz and Company will allow the contractor to

proceed with this work in a timely manner such that the work is completed while there are no functions

scheduled for the 2nd floor of the Yacht Club and allows the work to be completed by the end of March.

BACKGROUND: The existing composite wood deck has failed and has created hazardous conditions resulting in

multiple tris by attendees at events/functions occurring on the deck. This condition is due to extreme temperatures

impacting the decking material as a result of reflection from the windows and walls of the building.

Wertz and Company has provided the requested warranty information and it is therefore recommended that the

Board of Directors approve this project. See attached proposal from Wertz and Company for further detail on the

actual proposal/contract.

Click or tap here to enter text.

MOTION OUTCOME: PASSED: ____ FAILED: ___ _

DIRECTORS OPPOSED: DIRECTORS ABSTAINED:

..

To:

From:

Ocean Pines Board of Directors

Doug Parks

Subject:

Date:

Request for Compliance Action

3/9/19

Member Name Angelo & Margaret Cannuli

Ocean Pines Address & Sec./Lot 1 Sandpiper Lane, 01/0650

Mailing Address Same as Above

Phone #(s) 443-397-6440

Violation Unregistered Vehicles & Debris

Violation Reference Section 1100.1 Vehicle Storage

Timeline 11113/18 Initial Inspection

11113/18 1st letter sent via regular mail

12113/18 Follow-up inspection completed

12/13118 2"' letter sent

Unregistered Vehicles & Debris remains, forwarded to ARC

1115119 Addressed at ARC Meeting - Final letter sent

Member Contacted (Yes/No) Attempted contact via registered mail - all returned unsigned

Member Notification of ARC 12/13/18 In 2"' letter to member Meetina

ARC Hearing and Results 1115/19 Addressed at the ARC Meeting; final letter sent

Notification to Member of BOD 1115/19 In final letter to member MeetinA Matters of Extenuation/Mitigation (history of violations, assessments not paid, foreclosure action, etc.) Recommendation of Management Send to OPA attorney for action as to Board Action

Board Decision

11-13-18

01-0650

1 SANDPIPER LN

UNREGISTERED VEHICLES AND DEBRIS

All vehicles parked on lots in Ocean Pines must have a current license and registration. You must obtain

these for the truck and boat trailer or remove them immediately.

Lots in Ocean Pines must be maintained to prevent them from becoming unsightly. The tires, wood, and

other debris must be removed immediately.

To:

From:


Doug Parl<s

Subject:

Date:


March 9, 2019

Member Name Robert Spano/Randi Meehan

Ocean Pines Address & Sec./Lot 9 Lookout Point, 04/0485


Phone #(s) 561-846-2382: from permit applicationNo number on file with OP Association

Violation Fence - No Permit

Violation Reference Section 200.5 - Fence

Timeline 8/23/18 Initial Inspection

8/23/18 1 st letter sent via regular mail

9/7/18 Follow-up inspection completed

9/7/18 z"d letter sent certified mail - returned unsigned

9/17/18 Owner came to CPI with incomplete permit annjication no further action

12/30/18 No permit obtained - Forwarded to ARC

1/15/19 Addressed at ARC Meeting - final letter sent -returned unsianed

Member Contacted (Yes/No) Attempted contact with certified mail - returned unsigned Member Notification of ARC 9/17/18 In 2"d letter to member - returned unsigned Meetina

ARC Hearing and Results 1/15/19 Addressed at the ARC Meeting: final letter sent

Notification to Member of BOD 1/15/19 In final letter to member - returned unsigned Meeting Matters of Extenuation/Mitigation (history of violations, assessments not naid, foreclosure action, etc.\ Recommendation of Management Send to OPA attorney for action as to Board Action

Board Decision

08-23-18

04-0485

9 LOOl<OUT PT

FENCE NO PERMITS

The fence on your property requires permits from Worcester County and Ocean Pines. You must obtain

these permits immediately.

To:

From:


Doug Parks

Subject:

Date:


March 9, 2019

Member Name Tara Calabrese

Ocean Pines Address & Sec./Lot 21 Rabbit Run Lane, 06/0225


Phone #(s) No phone # on file

Violation Alteration - No Permit

Violation Reference Section 200.3 -Additions/Alterations to Existing Homes

Timeline 4/25/18 lnitia I Inspection

4/25/18 1 't letter sent via regular mail


5/10/18 2"° letter sent certified - signed for

5/20/18 No permit obtained; forwarded violation to ARC

11/6/18 Owner came into CPI with incomplete permit aoolication

1/16/19 Addressed at ARC meeting - final letter sent

Member Contacted (Yes/No) Contacted via certified mail

Member Notification of ARC 5/20/18 In 2°' letter to member Meetinr;i

ARC Hearing and Results 1/16/19 Addressed at the ARC Meeting; final letter sent

Notification to Member of BOD 1/16/19 In final letter to member Meetina Matters of Extenuation/Mitigation (history of violations, assessments not paid, foreclosure action, etc.) Recommendation of Management

Send to OPA attorney for action as to Board Action

Board Decision

-

04-25-18

06-0225

21 RABBIT RUN LN

ALTERATION NO PERMITS

The alteration of a screen porch to windows on your house requires permits from Worcester County and

Ocean Pines. You must obtain these permits immediately.

To:

From:


Doug Parks

Subject:

Date:


March 9, 2019

Member Name M. Charlotte Connell (Dinah Hoffmeister/Daughter)

Ocean Pines Address & Sec./Lot 43 Ocean Parkway, 03/0003

Mailing Address 1497 Algonquin Court, Finksburg, MD 21048 (Owner lives with daughter)

Phone #(s) 443-826-27 43 (Daughter: Dinah H.)

Violation Shed - No Permit

Violation Reference Section 200.4 - Outbuildings and Other Structures

Timeline 11/17/16 Initial Inspection - 1st letter sent via regular mail

1211116 Extension to 12/31116 by CPI Inspector

1113117 Inspector spoke to owner-extended to 3131/17

5116117 Follow up inspection - 2°" letter sent - signed for by son

12122117 Letter sent to daughter with permit application

211118 CPI spoke to daughter - they don't plan to obtain the permit

Member Contacted (Yes/No) Contacted via certified mail & telephone

Member Notification of ARC 5/16/17 In 2nd letter to member

Meeting

ARC Hearing and Results 5116117 Addressed at the ARC Meeting; Extended to 7/1117 bv Chair of ARC, Glenn Duffv

Notification to Member of BOD Meeting Matters of Extenuation/Mitigation (history of violations, assessments not paid, foreclosure action, etc.) Recommendation of Management Send to OPA attorney for action as to Board Action

Board Decision

11-17-16

03-0003

43 Ocean Parkway

Violation: Shed color doesn't match house and size does not match records, Need new shed permit, Need deck

screening, He move debris that your contractor left on neighbor's yard behind you.

To:

From:


Doug Parks

Subject:

Date:


March 9, 2019

Member Name Brian Snyder

Ocean Pines Address & Sec.flat 130 Teal Circle, 04/0364

Mailing Address 20 Clearwater Ct., Damascus, MD 20872

Phone #(s) 301-253-6036

Violation Deck Enclosure - No Permit

Violation Reference Section 200.3 -Additions/Alterations to Existing Homes

Timeline 12/5/18 Initial Inspection



12/20/18 2"' letter sent certified - signed for

12/30/18 No permit obtained - forwarded to ARC

1/16/19 Addressed at ARC Mealing - final letter sent

Member Contacted (Yes/No) Contacted via certified mail

Member Notification of ARC 12/20/18 In 2"' letter to.member- signed for Meeting

ARC Hearing and Results 1/15/19 Addressed at the ARC Meeting; final letter sent

Notification to Member of BOD 1/15/19 In final letter to member Meeting Matters of Extenuation/Mitigation (history of violations, assessments not paid, foreclosure action, etc.) Recommendation of Management Send to OPA attorney for action as to Board Action

Board Decision

12-05-18

04-0364

130TEAL CIR

DECK ENCLOSURE NO PERMITS

I ,,111

,.w

,'•(MIi,

· ·r ·r1 r@I;/11fii1.fJ.' v ,1{.11,f:, I/ Vl'JIJl_l_i I, I� I"

The deck enclosure on your property requires permits from Worcester County and Ocean Pines. You

must obtain these permits immediately.

To:

From:


Doug Parks

Subject:

Date:


March 9, 2019

Member Name

Ocean Pines Address & Sec./Lot

Mailing Address

Phone #(s)

Violation

Violation Reference

Tlmellne

Member Contacted (Yes/No)

Member Notification of ARC Meeting

ARC Hearing and Results

Notification to Member of BOD Meetinn Matters of Extenuation/Mitigation (history of violations, assessments not □aid, foreclosure action, etc.\ Recommendation of Management as to Board Action

Board Decision

Joseph & Marianne Francone

295 Ocean Parkway, 01/0501

8507 Loraine Ave., Alexandria, VA 22308

703-969-0941

Box Trailer

Section 800, Oversize Vehicle, RV & Trailer Regulations

11/6/18 Initial Inspection



11/21/18 2nd letter sent

12/1/18 Box trailer remains; forwarded to ARC

12/4/18 Addressed at ARC Meeting

Contacted via certified mail

11/21/18

12/4/18

1214/18

In 2nd letter to member

Addressed at the ARC Meeting; final letter sent

In final letter to member

Send to OPA attorney for action

11-06-18

01-0501

295 OCEAN Pl<WY

BOX TRAILER

Box trailers cannot be parked on lots in Ocean Pines. It must be removed immediately.


Proposed Motion

DATE: 2/27 /19

TOPIC: Revision of Candidate Verification form, Attachment B, Resolution M-09

FOR INCLUSION IN MEETING HELD ON: 3/9/19

SUBMITTED BY: Colette Horn

Motion: To approve revisions of Attachment B, Resolution M-09, Candidate Registration Form that

received a First Reading at the Regular Board Meeting on February 16, 2019.

Purpose and Effect: To approve changes to the Candidate Registration Form proposed by the

Association Secretary and the 2018 Search Committee. The changes include the following:

• modifications and reformatting of the Applicant Information section requesting information

that supports the candidate's application;

• addition of a statement of affirmation of eligibility and willingness to serve per Section 5.02

(a) of the Association By-Laws; (2) affirmation of provisions of Section 5.01 of the Association

By-Laws pertaining to Directors not being an employee of the Association;

• statement of requirements related to deadline for form submission;

• addition of boxes for use in documentation of the processing of the registration form by

OPA.


PROPOSED MOTION

DATE: March 1, 2019

TOPIC: Motion to take from the table the motion dated Feb. 8 and tabled February 16, 2019


SUBMITTED BY: Steve Tuttle SECOND BY: ___________ _

MOTION: I move to take from the table the motion tabled at the February 16, 2019 meeting of the

Ocean Pines Association Board of Directors

PURPOSE AND EFFECT: The purpose of this motion is to bring before the OPA Board of Directors the

motion regarding the recommendation to proceed with the engineering and construction of the

Craft Building as described in the motion dated February 8 and included in the Board Packet for the February 16, 2019 Board Meeting.

BACKGROUND: Taking the motion dated February 8 from the table will allow the Ocean Pines

Board of Directors to now consider the motion to move forward with the Craft Building project.


MOTION OUTCOME: PASSED: FAILED:



PROPOSED MOTION


TOPIC: Motion to approve the GM's recommendation regarding the Craft Building

FOR INCLUSION IN MEETING HELD ON: February 16, 2019

SUBMITTED BY: Steve Tuttle SECOND BY: ___________ _

MOTION: I move that the Ocean Pines Board of Directors approves the General Manager's

recommendation to approve the Craft Building concept design and location, authorizing the staff to move forward

with developing construction plans based on the conceptual design. The plans developed by MAD Engineering (firm

that completed the WHP bathroom building) will be the basis for the RFP for the Craft Building. This motion directs the GM to issue the RFP as soon as the design work is provided to OPA. The craft building will be a similar footprint.

Bids for construction will be presented to the Board for additional action at the next scheduled Board meeting.

BACKGROUND: The proposal is for a new Craft building to be located north of the bathrooms across from the

administration building and adjacent to the Farmers Market. The exterior colors and finish will match the bathrooms

keeping with the new look of Whitehorse Park. An open floor plan allows for the placement of shelving and displays

in a fashion that best suits the needs of the club. Exterior Windows will wrap across the front and up each side

allowing for abundant natural light and displaying of merchandise, there will be a small 8'x6' storage closet behind a

4'x6' counter. Customers will enter through double doors located on the side facing the Administration building; the

rear of the building will have a small window and an access door. The existing craft building will be demolished and

will provide a place for additional parking that will hopefully help resolve the issues with parking and drop offs at the

community center.

The Pine'eer Artisan and Gift Shop was established in 1974. To date they have donated over $151, 182 to Ocean

Pines organizations. The club sponsors craft fairs, that brings hundreds of people into the pines to highlight our

community and what we have to offer. In 2018 the club donation was $5,500. Recipients over the years have

included EMS, the Library, Police, Public Works, Parks and Rec and considerable equipment for our parks and items

used within our buildings.

Pine'eer Artisan and Gift Shop pays an annual rent to OPA of $675.




CRAFT BUILDING

REPLACEMENT AND RELOCATION PROJECT

A. Current Status:

The proposal is for a new Craft building to be located n01th of the bathrooms across from

the administration building and adjacent to the Farmers Market. The exterior colors and

finish will match the bathrooms keeping with the new look of Whitehorse Park. An open

floor plan allows for the placement of shelving and displays in fashion that best suits the

needs of the club. Exterior Windows will wrap across the front and up each side

allowing for abundant natural light and displaying of merchandise, there will be a small

8'x6' storage closet behind a 4'x6' counter. Customers will enter through double doors

located on the side facing the Administration building; the rear of the building will have a

small window and an access door.

The new craft building will be designed by modifying the existing plans that are were

used for the construction of the Whitehorse Park Bathrooms. The building will have the

same footprint, exterior finish, and roof line as the bathrooms. MAD Engineering can

modify the existing plans they developed for the bathrooms for an estimated $4K. Once

the plans are completed an RFP will be released based on those plans. The building will

be approximately l 9'x25' for a total of approximately 475 square feet and include the

appropriate HV AC. Cost of upfitting the building ( carpet, display areas, etc.) are to be

borne by the Pine'eer Craft Club.

See attached schedule and drawings.

The existing craft building will be demolished and will provide a place for additional

parking that will hopefully help resolve the issues with parking and drop offs at the

community center.

B. Recommendation:

GM recommends at this time that the Board approve the concept design and location,

authorizing the staff to move forward with developing construction plans based on the

conceptual design. (Bids for construction will be presented to the Board for additional

action at the April meeting.)

Craft Building Project

Engineering, Drawings 42 2/18/2019 3/11/2019

RFP and Bidding 21 3/11/2019 4/1/2019

Contract Award and Start Date 30 4/6/2019 5/6/2019

Construction of Craft Building 92 5/6/2019 8/6/2019

Interior frtout 14 8/6/2019 8/20/2019

Craft Building Project

2/18/2019 4/8/2019 5/27/2019 7/15/2019 9/2/2019

Engineering, Drawings

RFP and Bidding

Contract Award and Start Date

Construction of Craft Building

Interior fitout

I

-

_,....

....

C: • -

-0 •

-

-

l I

I C:

0 ·-,.._,

Do �

en ·-

C: • -

□ 0

E <( 0 C: ·-

'

ro LL

(1) -0 ·-

------ -

'-' --

L....

�

,,.,,,,,.-

I I

L-J

----------�---" ·· ··-·-·---·-·-···-·· ,.,_, ___ _

"r---..

I

Southside Facing Whitehorse Bathrooms

� I

I

I

�-I

I

----

-------- ...... -- -----------------

�

o-c1/

,,,_,,

'

□ 0

::,,.� -..;::

��

/

····------------ - ····---------

--r--_

-�I

I I

Eastside Facing Northgate Firehouse

��

-

a

·-· L _J

Northside Facing Farmers Marke!

- •,,_,.

,!l��INC.

� , ..... ,,. .........

--� ----

........ J.i::.::�!:r

' ��,;- J � ..,..,..=-:;:.

��

r.:� -·--'-=-�-:..

--

�a- .. -••

OIU1'H'10�<I

o1<111nn,.

PU.NS&F.U:VATIONS

l>llU!l<>i

A-1«it>,.mulm


PROPOSED MOTION


TOPIC: Management of the Association's Operations


SUBMITTED BY: Slobodan Trendic SECOND BY: ___________ _

MOTION: To assign the Association's President with an action to:

-Issue an RFP for management services of the Association's operations by a professional

community management firm by March 16, 2019; and

-Have the proposals reviewed and submit the Evaluation Report no later than April 5, 2019.

PURPOSE AND EFFECT: The purpose is to obtain pricing information and conduct cost-

benefit analysis on a 3rd party community-management option. This will enable the Board

to select the most flexible cost-effective solution for the overall management of the

Association's operations.

BACKGROUND: During the Association's long history, the Board's preferred approach was

to employ a general manager (GM) for managing day-to-day operations. The GM

approach produced various degrees of success. OPA By-Laws, Article V, Section 5.14 (b)

allows the Board to employ a professional community management firm to administer,

manage and conduct the operations of the Association. The Board wishes to determine if

using a 3rd Party professional community management firm is a better overall option for

the Association.




PROPOSED MOTION

DATE: March 1, 2019

TOPIC: Operations Assessment Study to Provide Guidance to the Board

FOR INCLUSION IN MEETING HELD ON March 9, 2019

SUBMITTED BY: Frank Daly SECOND BY: ___________ _

MOTION: To issue a RFP for the purpose of conducting an operations assessment of the Administrative,

Public Works and Amenity related departments. The Police and Food & Beverage operations are to be

excluded from this study.

PURPOSE AND EFFECT: The purpose of this assessment is to identify areas where improved structure,

communications, policies and/or procedures can be instituted to improve performance.

BACKGROUND: The operating performance of the Association over the past 30 months has indicated an

absence of embedded policies and procedures to effectively manage the association. In addition there

have been significant gaps in communication; in following directives and guidance, and in completing

projects in a timely manner. The intent of this assessment is to identify and correct the root cause of these

problems and to implement policies and procedures to prevent their future occurrence.




PROPOSED MOTION

DATE: March 1, 2019

TOPIC: Compensation Study to Provide 2020/2020 Guidance to the Board



MOTION: To issue a RFP for the purpose of conducting a compensation study for all Association Employees.

PURPOSE AND EFFECT: The purpose of this study is to establish wage and benefits guidance comparable to

similar positions within Worcester and adjacent Counties on the Eastern Shore.

BACKGROUND: Over the past two budget periods compelling evidence has been presented that indicates

a structural problem with the wages and benefits offered by the Association. This evidence indicates that in

some cases the wages may by above what would be expected on the Eastern Shore; in other cases the

wages may be below what would be expected. In the area of benefits evidence has been presented to

show similar inconsistencies. The purpose of this study will be to develop wage ranges for each position and

benefits that are comparable both in coverage and cost to those offered on the Eastern Shore for similar

positions.



wOCEAN PINES ASSOCIATION, INC.

PROPOSED MOTION

DATE: March 1, 2019

TOPIC: Public Works Advisory Committee



MOTION: To authorize a Public Works Advisory Committee.

PURPOSE AND EFFECT: The purpose of this motion is to establish a Board Appointed and Chartered

Committee for the purpose of advising the Board on matters relating to the construction and maintenance of

roadways, bridges, bulkheads, ditches and other infrastructure as well as new building construction,

renovation and maintenance.

BACKGROUND: No permanent, Board chartered committee exists for Public Works. The creation of this

committee would create one and enable the Association to tap into the wealth of knowledge that exists

within Ocean Pines related to construction and infrastructure.



DATE: March 1, 2019


Proposed Topic for Discussion

by Board of Directors

TOPIC: Golf Maintenance & Budgeting


SUBMITTED BY: Frank Daly

TOPIC: Golf Maintenance & Budgeting

CONCISE STATEMENT: To assign responsibility & accountability for maintaining the Golf Course

Assets and achieving budget.

BACKGROUND: At the Budget & Finance Committee meeting held on February 27, 2019 the

Director of Golf Operations was asked by the Association CFO and Chair of the Budget & Finance

Committee if he was responsible for Golf Maintenance or if Golf Maintenance was under the Public

Works Department. The response was 'I don't know'. This raises obvious issues as to who is

committed to achieving the budget numbers and who is responsible for completing the activities

necessary to maintain the Golf Course Assets in a proper and timely manner. Although this is

clearly an operational issue it now becomes an issue for discussion and resolution by the Board.

DATE: March 1, 2019




TOPIC: Expiration of Debit Cards for Aquatics



TOPIC: Debit Card expiration policy

CONCISE STATEMENT: Debit Card Expiration Policy

BACKGROUND: Debit cards now have an expiration date. The Board and TMT need to verify that

this change will be communicated to all association members in a concise, timely manner to

avoid any future misunderstandings.

DATE: March 1, 2019




TOPIC: Bulkhead Cost Reduction Program



TOPIC: Bulkhead Cost Reduction Program

CONCISE STATEMENT: To begin the process of evaluating methods and/or actions to reduce the

cost per lineal foot of bulkhead replacements.

BACKGROUND: As part of the FY19/20 budget process several it was suggested that certain items

be investigated to determine if they could reduce the cost per lineal foot of bulkhead

replacements.

One item was to investigate the use of stainless steel components to increase bulkhead life. This

would require to Board to direct Public Works to issue a RFP to marine engineering firms to provide

their recommendations and analyses regarding material changes.

The second item was to identify and secure (if required) a parcel of land within Ocean Pines to be

used as a staging area. This would require the Board to direct Public Works to identify potential

areas, secure the services of a zoning attorney, and possibly to secure the services of an

engineering firm to design the staging area to comply with all existing regulations.

If any resolution is to be included in the 20/21 Budget guidance these activities should begin

immediately.

DATE: March 1, 2019




TOPIC: Cost Reduction/Cost Savings Ad Hoc Committee



TOPIC: Creation of an 'ad hoc' Committee to identify potential cost savings

CONCISE STATEMENT: To create an 'ad hoc' committee to review potential cost savings.

BACKGROUND: As part of the FYl 9 /20 budget process the Finance Department prepared a

document titled "OPA 5 Year History by Department/Amenity". This document provided a line by

line comparison of expenditures and revenue compared to the Consumer Price Index.

A number of these line items showed increases in expenditures that were significantly higher on a

percentage basis than what would be expected.

The purpose of this committee would be to review this document and prepare a list of potential

cost savings actions that could be implemented to bring expenses in line with CPI projections.

These actions would be reported to the B&F Committee ( or Board) monthly with a final report due

in time for consideration to be included in the FY20/21 Budget Guidance.

The intent would be for this Committee to disband upon their final report to the B&F Committee.


DATE: 315119

TOPIC: Mosquito Control

PROPOSED MOTION


SUBMITTED BY: Doug Parks

MOTION:

SECOND BY:

The Board hereby approves the proposed single source contract through the MD

Department of Environment not to exceed $19,000.

BACKGROUND:

This is an annual expense, estimate exceeds GM authority therefore the Board needs to

approve.

DISCUSSION:

Historic costs are between $13,000 and $15,000, given the size of the estimate requires

Board approval.




PROPOSED MOTION

DATE: 3/5/2019

TOPIC: Issuance of Stock for Liquor License


SUBMITTED BY: Doug Parks SECOND BY: ___________ _

MOTION: To approve the issuance of one share of stock for the Yacht Club to and the issuance of

one share of stock for the Beach Club.

PURPOSE AND EFFECT: On advice from legal counsel the two shares of stock will serve to address

the corporate representative requirements for the liquor licenses at the Yacht Club and Beach

Club.

BACKGROUND: The management contract with the Matt Ortt Companies includes the provision

that there is a "Profit Sharing" bonus depending on the performance of the company. Therefore,

under Maryland Alcoholic Beverage law, they have a "pecuniary interest" in the sale of Alcoholic

beverages at the two locations. As representatives of The Matt Ortt Companies are not members

of OP A, and do share in profits, that circumstance requires that the company representatives be a

stockholder (of a single share) and named on each license. However, since the Yacht Club is a

"B" license, and the Beach Club is a "C" license, Matt Ortt and Ralph DeAngelus cannot have an

interest in both licenses, as they are different classes, and thus prohibited. It is for that reason

counsel has advised making each a separate corporate representative on each license.




MOTION TO ADJOURN TO

CLOSED SESSION

At a meeting of the Board of Directors of Ocean Pines Association, Inc., held on this 9th

day of March, at 9:00 AM in the Assateague Room at the Ocean Pines Community

Center the Board voted to adjourn to closed session for the purpose of Discussion of

matters pertaining to employees and personnel as permitted by the MD Homeowner's

Association Act, Section 11 B-111 (4) subsection (i).

Motion made by: Slobodan Trendic Motion seconded by: ___________ _

V OTE TO CLOSE SESSION for the above purpose only:

Director In Favor Opposed

Doug Parks

Steve Tuttle

Colette Horn

Frank Daly

Slobodan Trendic

Ted Moroney

Esther Diller

As allowed by the Maryland Homeowner's Association Act, Section 11 B-111 (4 & 5).

(4) A meeting of the board of directors or other governing body of the homeowners association or a committee of the homeownersassociation may be held in closed session only for the following purposes:

(i) Discussion of matters pertaining to employees and personnel;(ii) Protection of the privacy or reputation of individuals in molters not related to the homeowners association's business:(iii) Consultation with legal counsel on legal molters;(iv) Consultation with staff personnel, consultants, attorneys, board members. or other persons in connection with pending or potentiallitigation or other legal matters;(v) Investigative proceedings concerning possible or actual criminal misconduct;(vi) Consideration of the terms or conditions of a business transaction in the negotiation stage if the disclosure could adversely affectthe economic interests of the homeowner's association:(vii) Compliance with a specific constitutional, statutory, or judicially imposed requirement protecting particular proceedings or moltersfrom public disclosure;(viii) Discussion of individual owner assessment accounts; and

(5) If a meeting is held in closed session under paragraph (4) of this section:(i) An action may not be token and a molter may not be discussed if it is not permitted by paragraph (4) of this section: and(ii) A statement of the time, place, and purpose of a closed meeting, the record of the vote of each board or committee member by

which the meeting was closed, and the authority under this section for closing a meeting shall be included in the minutes of the nextmeeting of the board of directors or the committee of the homeowners association.

Colette C. Horn

Secretary, Ocean Pines Association, Inc.

Closed Sessions.doc (Rev. 9/15)

Date post:	07-Oct-2020
Category:	Documents
Upload:	others
View:	0 times
Download:	0 times

OCEAN PINES ASSOCIATION, INC.€¦ · 09/03/2019 · It is a time critical project and the...

Documents