Hidden Harbor

Minutes of the Organizational Meeting of the
Hidden Harbor Board of Directors
On November 5, 2015, in the onsite clubhouse


Call to Order:  
Bill Allen called the meeting to order at 6:00 p.m. 

Establishment of Quorum:
Board members present were Bill Allen-President, Mary Dillon-Vice President, Sam Bovalino-Treasurer/Secretary and Directors Butch VanGraafeiland, Richard Marquis and Frank Carotenuto.  Director Ken Lewis attended by speaker phone.  Director Bob Philbrook was not able to attend.  Kathy Watts represented Dragon Property Management.  

Approval of Minutes from October 1, 2015:
Butch VanGraafeiland made a motion to approve the October 1, 2015 Board Meeting minutes.  Mary Dillon seconded the motion and the motion passed by unanimous voice vote.

Treasurers Report:
Sam reported that as of October 31, 2015 the Association has $31,161.01 in the Operating account and $252,790.55 in Reserves.  The Association is in good shape and all bills are paid.  Frank Carotenuto made a motion to accept the Treasurers report.  Richard Marquis seconded the motion and the motion passed by unanimous voice vote.

Unfinished Business:

Board Approval of the 2015 Budget:  Sam Bovalino made a motion to approve the 2016 Budget as presented.  The fees will be $381 for a 2 bedroom and $430 for a 3 bedroom.  Frank Carotenuto seconded the motion and it passed by unanimous voice vote.

Rec Room Refurbishing:  Bill stated we’re in the process of getting bids to refurbish the bathrooms and rec room and also to repair  and/or replacement of  the rotted wood found in the attic of the rec room.  The first bid was approximately $70,000 and are waiting for a second bid to come in.  In order to expedite matters, Bill requested the Board approve a cap on the amount for the rec room refurbishing since it may take a while for the contractor, pool company and fence company to schedule their workers so all three items can be accomplished at the same time.  This will keep the inconvenience to the residents at a minimum.  Butch VanGraafeiland made a motion for Bill Allen, Mary Dillon, Sam Bovalino and Management to have the authority to meet with the contractor and proceed with the refurbishing with a maximum of $70,000 to be used from the Pool and Deferred Maintenance Reserves.  Frank Carotenuto seconded the motion and the motion passed by unanimous voice vote.

New Business:  
Bike Racks:  Butch VanGraafeiland made a motion to table the discussion until the next meeting.  Richard Marquis seconded the motion and the motion passed by unanimous voice vote.

Future Projects (in order of priority):

  1. Pool Refurbishing:  The bid from McRoberts Pools has been received.  Butch VanGraafeiland  made a motion to table the discussion until the next meeting when it will be determined where  the funds will come from.  Richard Marquis seconded the motion and the motion passed by unanimous voice vote.
  2. Rec Room/Bathroom Refurbishing:  Bids are being compiled and the cap has been approved.
  3. Property Lighting:  New lighting will be looked into.
  4. Tennis Courts:  Varsity Courts has been contacted and has sent a bid for the repair of the tennis courts and add the striping for pickle ball.
Next Board Meeting:  The next scheduled Board meeting will be Thursday, December 3, 2015 at 6:00 p.m.

Adjournment:
With no further business to discuss, Butch VanGraafeiland made a motion to adjourn the meeting at 6:35pm. Mary Dillon seconded the motion and it passed by unanimous voice vote.

Respectfully submitted,
Kathy Watts
Kathy Watts, CMCA, LCAM 
Dragon Property Management
Board of Directors, Hidden Harbor Owners Association, Inc.