OLSBA FALL MEETING
SATURDAY, OCTOBER 6, 2018
LYME-OLD LYME MIDDLE SCHOOL
MEETING CALLED TO ORDER AT 10:09 AM
ATTENDEES: MATT MERRITT, TOM ANNULLI, JOE HALLORAN, NORM YESTER, PAT BURNS, MAURA GRAML, MARY KATE REYNOLDS, BRYAN EVEN, JOHN CUNNINGHAM
WELCOME-MATT MERRITT
SHEFFIELD BROOK UPDATE-PAT BURNS
THE FEMA FLOOD PLAIN IS DESIGNED FOR THE 100-YEAR STORM WHICH IS NOT WHAT THE SHEFFIELD BROOK PROJECT ADDRESSES. THIS PROJECT IS DESIGNED FOR THE 10-YEAR STORM, DAILY FLOODING AND THE BROOK HYDRAULICS. THE 100-YEAR STORM WILL ALWAYS RESULT IN FLOODING. HOWEVER, 3 AND 10-YEAR STORM FLOOD PLAINS HAVE BEEN VASTLY IMPROVED. THE NUMBER OF HOMES CURRENTLY IN THE 10-YEAR FLOOD PLAIN HAS BEEN REDUCED FROM 32 TO 3. THE FLOOD PLAIN MAP WILL BE ON THE WEBSITE.
SHEFFIELD BROOK FLOOD INSURANCE UPDATES- PLEASE REFERENCE OUR OLSBA WEBSITE FOR INFORMATION PERTAINING TO POSSIBLE FLOOD INSURANCE RELIEF ELIGIBILITY. www.oldlymeshores.org
THE TOTAL COST FOR THIS SUCCESSFUL PROJECT WAS 1.3M. OLSBA PAID 53K OF THIS TOTAL.
WPCA UPDATE-JOE HALLORAN
THIS PROJECT WAS STARTED IN 2010. IT INVOLVES 3 DIFFERENT BEACH ASSOCIATIONS, 4 TOWNS AND THE STATE OF CONNECTICUT. EACH ENTITY HAS THEIR OWN AGENDA AND POLITICAL ISSUES.
THE WPCA CURRENTLY HAS 3 POSSIBLE LOCATIONS FOR THE PUMP STATION. OPTION #1 IN OLS, OPTION #2 IN SOUNDVIEW (72 PORTLAND AVENUE) AND OPTION #3 IN MIAMI BEACH (73 PORTLAND AVENUE). THE OWNERS OF 73 PORTLAND AVENUE HAVE A MEETING WITH THE ZONING BOARD OF APPEALS ON OCTOBER 16TH. THIS THIRD LOCATION GIVES US ADDITIONAL OPTIONS TO DETERMINE BEST LOCATION FOR THE PUMP STATION.
THIS PROJECT HAS 4 STAGES: PLANNING, DESIGN, CONSTRUCTION AND OPERATION. WE ARE CURRENTLY IN THE DESIGN STAGE. THE WPCA HAS SIGNED AGREEMENTS WITH NEW LONDON AND EAST LYME AND HAS SUBMITTED THE APPLICATION TO THE CT DEEP FOR THE CLEAN WATER FUNDS (CWF). THE WPCA IS NOW WAITING FOR CT DEEP TO REVIEW AND FORWARD THIS APPLICATION TO THE ATTORNEY GENERAL FOR APPROVAL.
WATERFORD IS CURRENTLY TRYING TO NEGOTIATE A BUY-IN FEE. THIS IS ONGOING BUT WILL NOT AFFECT THE CWF APPLICATION.
THE PRIORITY OF THE DESIGN PHASE IS THE FORCE MAIN DESIGN AND HOW TO BEST LEVERAGE THE CT/DOT PAVING OF ROUTE 156 IN 2019. THE OTHER MAJOR PRIORITY IS THE STORMWATER MANAGEMENT PLAN. MEMBERS OF THE WPCA MET WITH FUSS AND O’NEIL FOR A COMMUNITY WALK THROUGH. THE DRAINAGE PROBLEM AT OLSBA IS MUCH LARGER THAN ORIGINALLY THOUGHT. AN ANALYSIS WILL BE DONE AND WILL INCLUDE 3 PLANS TO DETERMINE WHICH STORMWATER MANAGEMENT PLAN WILL BE BEST FOR THE ASSOCIATION.
TIMELINE FOR THE PROJECT- THE CLEAN WATER FUND APPLICATION HAS BEEN SUBMITTED AND WE ARE WAITING FOR THE STATE’S APPROVAL WHICH SHOULD TAKE ABOUT 2 TO 3 MONTHS. THE WPCA HOPES TO HAVE THESE FUNDS AVAILABLE BY JANUARY 2019. IT WILL TAKE ABOUT 9 MONTHS FROM THIS APPROVAL TO HAVE THE DETAILED PLAN COMPLETE -SEPTEMBER 2019. CONSTRUCTION BIDS WILL THEN GO OUT. WE ARE HOPING TO START CONSTRUCTION IN JANUARY 2020. WE WILL START CONNECTING PIPES TO INDIVIDUAL HOMES BY THE END OF 2020. THIS TIMELINE WILL BE ON THE WEBSITE.
JOE STATED THAT WE, AS AN ASSOCIATION, WILL NEED TO DECIDE IF WE WANT TO DISRUPT THE SUMMER BY RIPPING UP THE ROADS-ALL ROADS WILL BE RIPPED UP AT THE SAME TIME. IF WE START AND STOP THE PROJECT, THE TIMELINE WILL BE EXTENDED AND THE PRICE WILL RISE. MOST EQUIPMENT WILL BE STORED ON THE BALLFIELD. THIS WILL ALL BE DISCUSSED FURTHER.
COMMENTS FROM THE FLOOR
WILL WE CONSIDER BURYING THE UTILITY LINES? YES. IT WAS DISCUSSED AND INVESTIGATED, AND THE COST WAS PROHIBITIVE AT 1.5M. THE MAIN FOCUS OF THIS PROJECT IS WATER AND SEWERS.
WHAT IS THE PLAN FOR WIDENING THE ROADS? ROADS WILL NOT BE THE SAME SIZE AS THEY ARE NOW, BUT THE ACTUAL SIZE HAS NOT BEEN DETERMINED AND THE UPPER ROADS WILL BE REPAVED AS WELL.
IS THERE ANY SAVINGS TO THE COMMUNITY IF THE PUMP STATION GOES FROM SOUNDVIEW (72 PORTLAND AVENUE) TO MIAMI BEACH (73 PORTLAND AVENUE)? YES. ESTIMATED TO BE ABOUT A 50% REDUCTION IN COST TO OLSBA TO HAVE THE PUMP STATION IN MIAMI BEACH VS. THE TOWN LOCATION OF SOUNDVIEW.
COST OF PROJECT- $2700 TO HOOK UP EACH EDU (HOUSEHOLD) IN OLSBA/TOTAL COST OF $39,600 PER HOUSEHOLD. JOE STRESSED THAT WE CANNOT COMPARE THIS COST WITH THE COSTS TO THE OTHER BEACHES BECAUSE THE SCOPE OF OUR PROJECT IS MUCH LARGER THAN THAT OF THE OTHER BEACHES. WE ARE DOING THE SEWERS, NEW WATER PIPES, STORMWATER DRAINAGE IMPROVEMENTS, FIRE HYDRANTS, NEW ROADS, SEWER AND WATER HOOK-UPS TO EACH HOME, ABANDONMENT OF EXISTING SEPTIC SYSTEMS. A COMMENT WAS MADE THAT EVERYONE SHOULD BE RESPONSIBLE FOR THEIR OWN SEWER AND WATER HOOK-UPS. HOWEVER, JOE STATED THAT IT WAS DECIDED LONG AGO THAT EVERYONE WOULD HAVE THE SAME BUY-IN. THE QUESTION WAS ASKED IF FUSS AND O’NEILL HAVE BEEN PAID FOR THEIR WORK YET. THEY ARE OWED OVER 200K. IN ADDITION, THE BOND ATTORNEY IS OWED 20K. THEY WILL ALL BE PAID WITH THE MONEY FROM THE CLEAN WATER FUNDS.
FINALLY, EVERY HOUSEHOLD MUST HOOK-UP TO THE SEWERS PER THE CT DEEP MANDATE. THIS IS NOT OPTIONAL.
SECURITY UPDATE-MATT MERRITT
MATT THANKED POLLY MERRITT-MAGLIO FOR HER DEDICATION TO THE BOARD OF GOVERNORS UPON HER RESIGNATION. HE STATED THAT THE BOG WILL NEED TO MAKE A PLAN FOR FUTURE GUARD OVERSIGHT. THERE WERE NO QUESTIONS OR CONCERNS ABOUT THIS 2018 SECURITY SEASON.
BEACH MAINTENANCE UPDATE-GEORGE FINLEY
GEORGE STATED THE OVERALL BEACH CONDITION AS VERY GOOD. THERE WERE MANY LOGS THAT HAD COME DOWN FROM THE CT RIVER THAT HAD TO BE REMOVED IN MAY. 8 TO 10 TONS OF SEAWEED WAS REMOVED IN JUNE. THE OVERALL WATER QUALITY WHICH WAS TESTED WEEKLY BY LEDGE LIGHT WAS GREAT AND THERE WAS A MINIMAL AMOUNT OF SEAWEED NOTED. THERE IS STILL GRADING THAT NEEDS TO BE DONE IN ADDITION TO SAND REMOVAL AT SEA SPRAY ROAD. THIS WILL BE DONE AFTER THE 2019 WINTER STORMS. WE HAVE OTHER BEACHES THAT WOULD LIKE TO PURCHASE OUR REMOVED SAND.
TECHNOLOGY AND COMMUNICATIONS-JOHN CUNNINGHAM
QUICKBOOKS ONLINE FOR OLSBA ACCOUNTING WAS SUCCESSFULLY MIGRATED TO THE CLOUD. THIS WILL SIMPLIFY AND AUTOMATE MUCH OF OUR FINANCIAL MANAGEMENT WHILE ENHANCING TRANSPARENCY OF FINANCIAL REPORTING WITHIN THE BEACH COMMUNITY.
WEBSITE-ALL ENGINEERING IS IN PLACE, BUT WE CONTINUE TO NEED CONTENT AND UPDATING. www.oldlymeshores.org
JOHN IS ALWAYS LOOKING FOR VOLUNTEERS TO HELP WITH THE WEBSITE. PLEASE SEE JOHN OR ANY BOG MEMBER IF YOU ARE INTERESTED IN HELPING IN THIS AREA.
ALL POWERPOINT SLIDES WILL BE ON THE WEBSITE THIS AFTERNOON.
NOMINATING COMMITTEE UPDATE-TOM ANNULLI
MARYKATE REYNOLDS IS OUR NEWEST BOARD MEMBER. THERE ARE CURRENTLY 2 BOG OPENINGS. PLEASE SEE TOM OR ANY OTHER BOG MEMBER IF YOU ARE INTERESTED IN SERVING ON THE BOG.
TREASURER’S REPORT-NORM YESTER
BALANCE SHEET-AS OF SEPTEMBER 2018
ASSETS:
CASH-$232,931.31 ACCOUNTS RECEIVABLE-$21,021.06
TOTAL CURRENT ASSETS-$253,952.37
LIABILITIES:
ACCOUNTS PAYABLE-$45,117.52 PAYROLL LIABILITIES-$834.08
TOTAL CURRENT LIABILITIES-$45,951.60
TOTAL EQUITY:
TOTAL CURRENT LIABILITIES-$208,000.77
PROJECTING A BREAK-EVEN BUDGET WITH A SMALL SURPLUS.
TRAFFIC ROAD SAFETY CONCERNS– TOM ANNULLI
TOM STATED THAT THE BOG IS LOOKING INTO A SOLAR POWERED VEHICLE SPEED MONITOR FOR A 2019 SUMMER INSTALLATION. IT WILL CONTAIN AUTOMATED DATA COLLECTION AND STUDY VARIOUS TRAFFIC PATTERNS WHILE ALSO REMINDING DRIVERS OF OUR OLSBA SPEED LIMIT OF 15 MPH.
OLS ASSET ALLOCATIONS-BRYAN EVEN
THIS WAS DONE IN ORDER TO IDENTIFY AND ESTABLISH AN OLSBA OWNED PHYSICAL ASSET INVENTORY TO DETERMINE THE PRESENT VALUE OF ALL ASSETS WHILE CONSIDERING AGE, CONDITION AND USEFUL LIFE. THIS LIST CAN THEN BE USED TO PLAN AND BUDGET FOR REPAIRS AND/OR REPLACEMENT OF THESE ASSETS GOING FORWARD. THE CURRENT VALUATION OF ALL ASSETS IS 37K AND THE ESTIMATED REPLACEMENT COST OF ALL ASSETS IS 60K. THE USEFUL LIFE OF THESE ASSETS RANGES FROM 2 TO 30 YEARS.
NEW BUSINESS-MATT MERRITT
BEACH BOAT STORAGE-PLEASE REMOVE ALL BOATS LEFT ON THE BEACH BY NOVEMBER 1, 2018. IF NOT, THEY WILL BE REMOVED, THE OWNER WILL BE CHARGED A FEE AND WILL HAVE TO MAKE ARRANGEMENTS TO RECLAIM THEIR PROPERTY.
NEW STAIRS-WE ARE LOOKING AT OPTIONS FOR NEW, SEMI-ROUND 12 FT WIDE STAIRS DOWN TO THE SAND AT THE END OF EACH ROAD.
THE BOG WILL ALSO BE LOOKING INTO NEW SIGNAGE FOR OUR ROADS SIMILAR TO THOSE FOUND IN OLD COLONY BEACH ASSOCIATION. WE WILL BE GETTING QUOTES OVER THE WINTER.
GOLF CARTS ARE NOT PERMITTED ON OUR ROADS
BUY A STONE FUNDRAISER– MARYKATE REYNOLDS
THE BOG WILL BE INVESTIGATING THE POSSIBILITY OF CONDUCTING A BRICK PAVER FUNDRAISER IN ORDER TO BEAUTIFY THE BENCH/SEAWALL AREA AT THE END OF EACH STREET-APPROXIMATELY 500 SQ FT AND 2000 BRICKS PER ROAD. MARY KATE REYNOLDS WILL MAKE A FULL PRESENTATION AT THE SPRING MEETING WHICH WILL INCLUDE COSTS, INSTALLATION, ETC.
A MOTION WAS MADE TO ADJOURN THE MEETING BY TOM ANNULLI AND SECONDED BY ANNE CONWAY.
MEETING ADJOURNED AT 11:25 AM
MINUTES RESPECTFULLY SUBMITTED BY MAURA GRAML, OLSBA SECRETARY