Minutes of the Long Cove Point Association
Board of Directors Meeting
April 10, 2021
1. Call to Order of Special Meeting
The virtual meeting was called to order at 9:05 am by John Mulcahy, Chairperson and President. Present in addition to John were Elizabeth Vercoe (Secretary), Mark Jones (Treasurer), Kevin Conway, Seymour Kagan, Tim Peele, Bonnie Potter, Kit Reno, and Amy Rolfe.
2. Approval of Minutes for Board Meeting
The minutes for the meeting on August 19, 2020 were approved.
3. Treasurer's Report (Mark Jones)
Mark confirmed that there was $11,806 in the checking account and $14,736 in the capital expense account at the beginning of the year.
4. Large Social Gatherings
After reviewing the guidelines for large gatherings from Maine and the CDC and noting the Christmas Cove Association's plans for the coming season, the board agreed there would be no large indoor gatherings this season. At the suggestion of the social chairs, the board approved a series of outdoor weekend events including Klondike bar Saturdays, cocktail parties, and porch concerts with the possible addition of a lobster dinner scheduled for August with the proviso that the dinner could be cancelled at any time due to COVID surges.
The board approved opening the clubhouse to members to pick up a book, use the bathroom facilities, or play shuffle board with the requirement that everyone entering must wear a mask and practice social distancing. Kit suggested having sanitizing wipes available and John agreed to post a sign with the mask and social distancing requirements.
There was a discussion about full use of the outdoor area including the tennis court and parking area for the weekend events.
5. Small Group Activities
The board approved indoor meetings of the book club, bridge club, and yoga with the proviso that everyone entering the clubhouse must wear a mask and practice social distancing. Seymour presented Marcia's plan to invite a club member to provide weekly yoga instruction at the same pay as the former instructor. There was considerable discussion of the wisdom of paying club members when so many members volunteer their time and expertise. The board decided to offer the prior yoga instructor the position as a courtesy, and if she declines to instruct indoors, to ask the club member if she would volunteer her time, and if neither was willing, to search for another instructor. John said he would discuss how to practice social distancing with bridge club chair, Jane Wallace.
6. Committee Reports
a. Tennis Committee (Martha Flannagan Hebert) John reported for Martha that the triples instructor will be paid $60 for about 12 sessions for a total of about $720 with Martha volunteering to fill in when she is not available.
Bill Wallace has reported that the cracks in the court can be filled by members and he will coordinate that project..
b. Membership Committee (Claire Mocarski) Reporting for Claire, John said that there the 4 new members and 2 children, 2 sets of Sanford Tennis Auction Winners for 2019 and 2020, and current Golden Parachute lifetime memberships extended to Bill and Jean Arnold, Sally and Dick Stebbins, Doug Craig, and Ed and Katherine Shepherd.
The Board agreed with Membership Chair Claire Mocarski's recommendation that communication to members regarding non-payment of dues be handled by email rather than snail mail as the response rate to emails has been much greater.
c. House Committee (Kit Reno) The clubhouse will need both a new water heater and repair of the kitchen pipes frozen last October. Also, the phone jack needs to be moved and a new faucet and toilet seat cover are needed in the rennovated bathroom plus a way of keeping the bathroom window open. Bonnie and Linda Mullen have volunteered to fill the flower boxes and will keep records for reimbursement for materials. Other repairs or additions include screening around the table tennis, completion of replacement of vertical slats on the right side of the clubhouse, and consideration of alternatives to the metal chairs which seem to rust soon after replacement.
There was also discussion of filling in the parking area to make it level and replacing the name tag boards with a more permanent arrangement.
d. Nominating Committee (Kit Reno) Terms for Kevin Conway, Seymour Kagan, and Kit Reno are ending in 2021and Bonnie Potter's first term is ending. Kit , Incoming Nominating Chair Kit Reno will work with the outgoing Chair, Ginny Conway, to provide the full membership with a slate of Board Members for their approval at the Annual Meeting. Amy Rolfe offered to provide Kit with the names of possible new members who might represent a slightly younger demographic. Seymour asked to provide input as well.
7. Other Business
a. Mark reported that we have changed insurance agents from Cheney to J. Edward Knight in Boothbay to obtain more attentive service. He stated liability insurance for the board, a separate policy with Travelers, will cost $665. This is in addition to the Liberty Mutual policy for the clubhouse of about $3,000. The board approved the additional expenditure for board liability coverage.
b. John indicated that the septic maintenance plan was free for the first two years. He recommended a change of company to Septic Preservation, twice a year for a total of $300 and the board approved the plan.
c. Kevin has kindly provided a suggested liability waiver for all club members on the new and renewal applications as follows.:
"I (we) the undersigned (s) is (are) aware that there are certain inherent risks involved in paricipating in Long Cove Point Association (LCPA) activities. The activities include, but are not limited to, social gatherings, tennis, yoga, and other club sponsored events. The risks include, but are not limited to, the risk of theft or of damage to my property and the risk of personal injury from participating in activites. In consideration of my being able to join and participate in these activites and to use the LCPA's facilities, I (we), on behalf of myself (ourselves), my (our) executors, administrators, heirs, next of kin, and successors, hereby covenant to hold harmless and indemnify the LCPA from any and all claims, losses damages, injuries, fines, penalties, and costs (including court costs and attorney's fees), charges liabilities, or exposures, however caused, reulting from or arising out of or in any way connected to my or my family's participation in the above described activities. Participation in an LCPA club activity presumes that you have read and agree to these terms"
It was suggested that "guests" be added to the waiver and Kevin said that was not a problem. Kevin added that we have $1 million in club liability coverage but that gross negligence is not covered. The board voted to approve the waiver as amended.
d. The board approved having cleaners come at the beginning of the season and thereafter once a month at a rate of $30/hour.
e. The Bruzelius wedding is scheduled for August 21 at the clubhouse. Inadvertently, the Connie Towne memorial has been scheduled on the same day. Bonnie will speak with John Towne about an alternative date as the contract for the wedding has already been signed..
f. The next board meeting will be sometime in June.
The meeting was adjourned at 10:40 am.