Heidelberg Beach Association Board of Trustees Meeting via Zoom
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Heidelberg Beach Association
Board of Trustees Meeting via Zoom
October 1st, 2020
Call to Order: 6:10 PM by President Aaron Hamilton.
Attendance: Don Bratton, Brice Chidester, Mary Chidester (Real Estate), Carol Dunkle, Aaron Hamilton
(President), Dick Henderson, Penny Martin-Shultz, Tom O’Dougherty, Jane Rohrbaugh, Char Schuman,
Claudia Springer (Secretary)
Absent: Jeff Belmont
Adjunct trustee: Dick Castele (Treasurer)
Prayer: Rev. Dick Henderson
Minutes: Minutes of the previous meeting were approved (Claudia Springer/Penny Martin-Shultz).
Pending business:
The Board approved the proposed modifications to the Tereshko cottage (Carol Dunkle/Char Schuman).
The Board approved of adding $300.00 to the contract with Josh Koelsch to move the pumphouse to include
disposal of the old concrete pad (Mary Chidester/Jane Rohrbaugh).
Grounds concerns:
Carol Dunkle brought to the Board concerns over the state of the bridge abutments which are eroding,
causing the railroad ties there to move. Carol Dunkle has asked three sources for prices to replace the ties
with concrete bank reinforcement. She is waiting for the quotes. The Board will take up this issue at the next
meeting.
Beach and bank erosion:
The beach erosion committee has ordered sandbags to be filled to stabilize sensitive areas. The Board
moved (Char Schuman/Claudia Springer) to use $1,000.00 voted at the last meeting for engineering advice
to cover extra sand and other materials to allow us to fill bags without endangering our own supply of sand
to protect the central beach. James Rohrbaugh will contact volunteers to fill the sandbags and will begin
reinforcement with the south end of the east pier and work east from there.
The committee will also approach Ben Norton about reinforcing the area behind the boat house.
The Board moved (Brice Chidester/Dick Henderson) to add Jeff Springer to the committee to supervise
beach erosion mitigation, bringing the membership on that committee to Brice Chidester, Carol Dunkle,
James Rohrbaugh, and Jeff Springer.
Engineering advice:
Aaron Hamilton is waiting for a proposal for engineering advice to address the entire problem of bank
erosion. The Board should have a proposal by the time of the next meeting. The engineering advice will
help the Association to use the sandbags to best advantage and give the Board an idea of what other
measures will help in both the short and long term.
Finances:
Dick Castele spoke about the financial resources available 1) to repair the retaining walls on the east side of
the bridge; 2) to cover tree removals in excess of our original budget; 3) to cover an engineering report on
potential measures to protect the beach bank; and 4) to pay for any recommended beach bank work. He pointed out that some unencumbered funds are available for contingencies like this. Dick also spoke to the possibility of revising the budget for tree and bank projects in the future before we send out the next round of dues and assessments. Adjournment: The Board voted to adjourn (Dick Henderson/ Brice Chidester) at 7:15 PM. Next meeting: Tuesday, October 20, 2020 at 7:00 PM by Zoom.
Heidelberg Beach Association
Board of Trustees Meeting via Zoom
September 15th, 2020
Call to order: 7:10 PM Board president Aaron Hamilton
Prayer: Rev. Richard Henderson
Attendance: Jeff Belmont, Don Bratton, Brice Chidester, Mary Chidester (Real Estate), Carol Dunkle, Aaron
Hamilton (President), Dick Henderson, Penny Martin-Shultz, Tom O’Dougherty, Jane Rohrbaugh, Charlene
Schuman (Vice-President), Claudia Springer (Secretary)
Guest: Dr. James Rohrbaugh
Approval of August 11th, 2020 Minutes: (Penny Martin-Shultz/Charlene Schuman) Unanimous.
Beach Erosion Presentation: Dr. James Rohrbaugh
James Rohrbaugh presented an overview of all lakefront from Vermilion to Huron and specifically the
erosion of lakefront property and beaches similar to Heidelberg Beach. The overview came from statistical
analysis of the height of the lake in recent history, Google Earth photos, knowledge of the geological
composition of our lakefront area, drone footage, and photos and videos of erosion abatement practices
along the lakefront taken from Dr. Rohrbaugh’s kayak in the lake. The large majority of lakefront property
owners have taken one of several steps to prevent erosion: installation of hard materials (large rocks,
cement-filled caissons or barrels, or positioning of preformed concrete blocks), grading of the largely clay
escarpments to slope gently to the level of the rock or concrete installations, and/or the installation of piers
to break the force of waves. Three areas that have not taken these steps, Sherod Park in Vermilion,
Heidelberg Beach, and the Norton property, have experienced significant slippage of the bluff escarpment
and erosion of beach sand.
Dr. Rohrbaugh suggested several possible responses to the damage: (1) do nothing and wait to see if the
lake recedes, (2) explore cooperation with neighboring properties, i.e. Ben Norton and the DeGeronimo
Company, developers of the former Brown property, (3) consult with construction companies who have had
experience with lakefront properties about the installation of molded concrete forms and regrading of the
bank, (4) seek immediate relief through the placement of sandbags and/or logs and repositioning of fallen
trees along the vulnerable areas (the 260 foot frontage east of the east pier and the 40 foot frontage to the
west of the boathouse), (5) cutting off the tree at the top of the bluff near the Pavilion to avoid disturbance
of the root ball which could take out a sizeable chunk of bluff dirt if the tree were to fall, (6) move the
storage shed away from the bluff.
A motion passed unanimously (Dick Henderson/Charlene Schuman) to authorize a committee of Carol
Dunkle, Brice Chidester, and James Rohrbaugh to contact Ben Norton about cooperation in erosion control
measures, seek engineering advice at a cost of up to $1,000.00, and apply for a permit to place sandbags and
other preventative measures at the immediately vulnerable portions of the bank.
The board also wishes to thank publicly Dr. Rohrbaugh for the excellent research and asked for permission
to post his work to the Association website for all the membership to see.
Real Estate: Mary Chidester
Mary Chidester reported that Tom Johnson, an attorney experienced in real estate law, examined the draft of
a new lease assignment document, and approved.A motion passed (Mary Chidester/Carol Dunkle) to approve the transfer of Brooke M. Benedict’s and Tiffany E. Benedict’s undivided ½ interest in the lease for lots 15 & 16 on Pennsylvania Road to Mark M. Hayman and Kathleen S. Hayman, upon execution of the appropriate transfer documents. The President and Secretary of the Association are authorized to execute any and all documents required to effectuate or consent to the transfer. Tree Committee: Jeff Belmont There are four large oaks that are showing signs of decay. They will have to come down in the near future. Jeff will get estimates for budgeting purposes and talk with our tree experts to see how to spread out this cost over time. Old Business: Building: The board moved (Claudia Springer/Penny Martin-Shultz) that the Lukens deck be allowed to continue, but with built-in benches on the east side only (not the northeast side), removal of the north steps, and landscaping to extend no more than 2 feet around the deck. Addition of a flagstone patio to the west that would face on the walkway was not allowed. Beach: Aaron Hamilton reported on the feasibility of building a kayak rack against the east end of the boathouse. He will post a notice on the website to gauge interest in the rack and willingness to share the cost of approximately $600.00. The Board once more discussed the necessity to license boats and take them off the beach for the winter. Piers: Don Bratton reported that in the next two weeks he will take advantage of lower water levels to patch the west pier using wooden forms and cement. Rules: Jane Rohrbaugh and Charlene Schuman, working from a revision of the rules by Dick Henderson and Aaron Hamilton, circulated a proposed one-page document to summarize the rules and regulations for guests and visitors. This can be posted in cottages more easily than the entire list of rules and regulations, many of which do not apply to guests. Discussion will continue this week on possible additions and revisions so that at the next meeting the board can approve a final version. This will not replace present rules, but rather provides a compact document for posting purposes only. Renting: Claudia Springer reported on discussions with leaseholders over guests who do not observe the rules of Heidelberg Beach and leaseholders who violate the “friends and family” guidelines. The Board feels that social media is not an acceptable venue for advertising. Those using social media or any other publicly accessed sites will be asked to take down listings. Conflict of Interest: Aaron Hamilton reported that in checking with state officials about a conflict of interest policy, he learned that they recommend having an attorney review it. Mary Chidester will ask Tom Johnson for advice on a conflict of interest document. Grounds: The Board moved (Charlene Schuman/Brice Chidester) authorize Josh Koelsch to go ahead with moving the pumphouse shed to the designated new location using the budgeted money to relocate with either a wooden floor or a concrete pad. Storm sewers: The Board discussed the ongoing project of clearing the Pennsylvania storm sewers. Obstruction of the line has caused damage to at least one cottage on the line. The hold-up of waiting for the Ohio Public Utilities Services to mark the gas lines so that Franklin can dig has been resolved, and Franklin said they can begin sometime in the next two weeks to clear the drain. Next meeting: October 20, 2020, at 7 PM by Zoom.
A motion to adjourn: (Claudia Springer/Aaron Hamilton) passed at 9:42 PM.
Heidelberg Beach Association
Board of Trustees Meeting via Zoom
August 11th, 2020
Call to order: 7:05 PM Board president Aaron Hamilton
Prayer: Rev. Richard Henderson
Attendance
Trustees: Jeff Belmont, Don Bratton, Brice Chidester, Mary Chidester (Real Estate), Carol Dunkle, Aaron
Hamilton (President), Dick Henderson, Penny Martin-Shultz, Tom O’Dougherty, Jane Rohrbaugh, Charlene
Schuman (Vice-President), Claudia Springer (Secretary)
Adjunct trustee: Dick Castele, Treasurer
Real Estate Trustee’s report: Mary Chidester
The Board met with Jocelyn and Ahmed Abonomah for the required orientation as prospective members of
the Association. A motion passed (Char Schuman/Tom O’Dougherty) to approve the transfer of Lot 58 from
Richard W. Beck and Barbara J. Beck, Trustees of the Beck Family Trust, dated June 16, 1999, to Jocelyn
and Ahmed Abonamah, and to accept Jocelyn and Ahmed Abonamah as members of the Association upon
execution of the appropriate transfer documents. The President and Secretary of the Association are
authorized to execute any and all documents required to effectuate or consent to the transfer.
A motion passed (Mary Chidester/Claudia Springer) to consent to the transfer of Jane C. Eshelman’s 1/3
interest in the lease Lots 66, 66A & 67 Kentucky Road to Jonathan G. Eshelman, and to accept Jonathan G.
Eshelman as a member of the Association upon execution of the appropriate transfer documents. The
President and Secretary of the Association are authorized to execute any and all documents required to
effectuate or consent to the transfer.
The board asked Mary Chidester to circulate a draft of an updated lease transfer document for review.
Secretary’s report: The board approved the minutes of the previous meeting (Martin-Shultz/Schuman)
Treasurer’s report: Dick Castele
Financial statement for year ended June 30, 2020 (See Attachment 1)
Proposed Budget July 1, 2020 through June 30, 2021 (See Attachment 2)
After discussion, the board passed a budget of $48,735.00 and approved assessment of members for a net of
$42,000.00. (Claudia Springer/Brice Chidester)
A motion passed to ask Jack Corrigan’s firm to conduct a yearly audit. (Char Schuman/Tom O’Dougherty)
As Jack Corrigan is no longer a leaseholder, this constitutes no conflict of interest.
New Business:
CCWW reported five successful worship services and one called for rain. All services followed the state’s
COVID requirements and recommendations without difficulty.
Social Committee will restart events to include leaseholders and guests when restrictions on group
gatherings are lifted. The budget for next year will stay the same.
Trees Jeff Belmont reported that Leimeister has been contacted to take down some limbs that threaten
houses.Infrastructure Jane Chidester and John Macko have agreed to serve as contact points with Franklin
Plumbing on the clearing of storms drains and maintenance of the water distribution system, and Charlene
Schuman agreed to represent the board in these matters.
Conflict of Interest Dick Henderson pointed out that we do not have a conflict of interest statement. Dick
will send out a sample policy statement for discussion at the next board meeting.
Old Business:
1. The board decided to relocate the storage shed on the lakefront near the Pavilion to a place farther from
the edge. The work will be done by Josh Koelsch and the cost will come out of the Pavilion fund.
2. The board also included in the budget line items to cover the costs of plowing and mowing by Harvey
Foote, as well as clean-up done by Josh Koelsch and repositioning of the pump house.
3. The completion of storm sewer work on Pennsylvania Rd. is scheduled by Franklin, but they are waiting
for the Ohio Public Utilities to locate the underground gas and water lines before doing any digging.
4. Jane Chidester and John Macko have agreed to continue to maintain the website and to edit the
Sandscribes.
5. The board has heard complaints about the theft of both kayaks and paddles from the beach and the
inconvenience of watercraft taking up limited beach space. Carol Dunkle reminded the board that any
watercraft without current licenses and the appropriate tags are treated as abandoned property, and that
the county sheriff can confiscate them. The board moved to remind leaseholders that portable kayaks
and watercraft should be brought back to their cottages, rather than left on the beach (Claudia
Springer/Jeff Belmont). Aaron Hamilton has inquired about the possibility of building Kayak storage
against the east end of the boathouse, and he will look into the feasibility and cost of providing storage
there, probably at cost to those using it.
6. The board reminds leaseholders to instruct anyone using their cottages that boats on the beach are
private property and are not available to them. The board also discussed the problem of renters and
guests who do not comply with the rules and regulations of Heidelberg Beach. The board discussed
ways to remind leaseholders that it is their responsibility to instruct anyone using their cottage about
compliance with the rules. Tom O’Dougherty and Claudia Springer will contact leaseholders who have
had guests or renters about whom there have been complaints.
7. The board also authorized Aaron Hamilton and Claudia Springer to post on the website a reminder to
leaseholders and renters regarding rules and regulations, including the duty of leaseholders to speak up
about preventing speeding and noise. Carol Dunkle reported non-members coming onto the grounds to
fish from the piers and reminded the board that we all must police our grounds.
8. Claudia Springer and Aaron Hamilton will also investigate a new and more prominent sign posting
general conduct required for beach and pier use, which will replace the weathered sign at the top of the
beach path.
9. The board approved Jane Rohrbaugh and Char Schuman to edit a one-page statement of the rules to
propose to the membership. This document will be similar to the one-page rules statement that at one
time was posted in every cottage.
10. Don Bratton followed up the board’s request for information from Cranberry Creek about how they
maintain their pier and found that the company that worked for them is no longer doing pier work. Don
reported that the last pier work was done in 1962-3 when a concrete cap was put on both piers and aniron band was put on the west pier. Don and Carol Dunkle recommended that we patch crumbling areas
on the pier this fall when the water is at a lower level and watch for further signs of deterioration.
Next Board Meeting: Tuesday, September 15, 2020, at 7:00 PM by Zoom.
Adjournment: Motion to adjourn (9:12 PM) (Jane Rohrbaugh/Brice Chidester) passed.
Respectfully submitted,
Claudia Springer,
SecretaryAttachment 1
Attachment 1 (continued)
Attachment 1 (continued)
Attachment 1 (continued)
Attachment 1 (continued)
Attachment 1 (continued)
Attachment 2
HEIDELBERG BEACH ASSOCIATION
APPROVED BUDGETED OPERATING EXPENSES
For the period July 1, 2020 through June 30, 2021
Proposed
Budgeted
Expenditures
'20 - '21
-----------------
Street Lights 750.00 prior year actual was $720
Mowing 13,250.00 13 mowings / leaf mulching at $450 per mow plus sales tax of 6.75%
12 mowings / leaf mulching at $600
Road Reserve 1,000.00 prior year was $1,000
Grounds 2,400.00 $500 for beach maintenance; $300 for spring cleanup; $900 for
fall cleanup of bank, creek and woods; $700 yard waste hauling
Trees 7,500.00 3 year average $6,591; 5 year average $7,913
Water 8,300.00 used 3 year average of $8,159 rounded; prior year acual was $5,766 after credit
Snow Removal 350.00 used 5 year average of $320 rounded; prior year actual was $320
Refuse Collection 3,160.00 pickup 2x per week for 6 months, $306 per month; pckup 1x per week for
6 months, $220 per month.
Communication 0.00 this cost is donated
Postage, office supplies, etc. 325.00 (postage, office costs are donated); $38 for safe deposit box, $284 for
new checks/binder
Membership goodwill 350.00 budget same as last year; last year actual was $55
Insurance 2,300.00 prior year actual was $2,216
Legal 500.00 prior year actual was $50
Prior year income taxes 1,450.00 tax on interest income @30%
Common Property RE Tax 7,100.00 prior year actual was $7,059
-----------------
Total operating expenses 48,735.00
==========
Approved assessments 42,000.00
Other financial items:
Costs for the spring cleanup of the entrance landscaping will be taken partially from the "Grounds Reserve" ($436 available)
Costs for the annual snaking of the West Virginia and Pennsylvania sewers will be taken from the "Infrastructure Reserve"
Costs for moving the pump house will be taken from the "Pavilion Reserve"
Historical information:
Budget of operating expenses for the past five years ranged from $41,790 - $48,845 with an average of $44,153.
Actual expenses against the budget for the past five years ranged from $37,949 - $44,160 with an average of $41,804Heidelberg Beach Association
Board of Trustees Meeting via Zoom
July 5th, 2020
Call to Order 2:02 PM
Outgoing trustee and Board president, Jane Chidester
Attendance
Trustees: Jeff Belmont, Donald Bratton, Brice Chidester, Jane Chidester, Mary Chidester, Carol
Dunkle, Aaron Hamilton, Dick Henderson, Penny Martin-Shultz, Tom O’Dougherty, Jane Rohrbaugh,
Charlene Schuman, Claudia Springer
Adjunct trustee: Dick Castele (Treasurer)
Prayer: Rev. Dick Henderson
Outgoing Trustees:
The board voted unanimously to thank Scott Welch and Jane Chidester for a job well done. Scott and
Jane have each served two terms on the board. The members applaud their service.
Election of Board officers by unanimous vote:
Aaron Hamilton President (Tom O’Dougherty/Claudia Springer)
Charlene Schuman Vice-President (Jane Rohrbaugh/Carol Dunkle)
Dick Castele Treasurer (Char Schuman/Carol Dunkle)
Claudia Springer Secretary (Char Schuman/Carol Dunkle)
Mary Chidester Real Estate (Char Schuman/Carol Dunkle)
State of the Association:
See Attachment 1.
Election of Trustees:
Because of the COVID 19 restrictions, this election took place on July 3rd and 4th in person at 52
Kentucky Road. Every precaution was taken to keep social distancing and masking in place and to
accommodate those who felt they could not come to the actual site. Proxies were validated by email or
telephone call. The Roll Call of Leaseholders is included in Attachment 2.
Distribution and collection of ballots: Penny Martin-Shultz and Claudia Springer.
Tellers: Outgoing trustee Scott Welch, Tim Springer, and Grant Edwards.
New Trustees welcomed:
Welcome to new trustees, Jane Rohrbaugh and Charlene Schuman, and to returning trustees Carol
Dunkle and Aaron Hamilton.
Real Estate:
• Mary Chidester reported that the transfer of the Schneider property to the Schneider trust is complete.
• Approval of Dale Montgomery, Jr., as trustee for the Montgomery Family Trust is pending.
• A motion passed (Mary Chidester/Claudia Springer) to approve the transfer of Jack Kramer’s interest in
the lease for lots 49 & 50 on Kentucky Road to Craig L. Peer and Janet S. Peer, upon execution of theappropriate transfer documents. The President and Secretary of the Association are authorized to execute
any and all documents required to effectuate or consent to the transfer.
Business:
Storm sewer repairs: Questions regarding payment for storm sewer work on Pennsylvania Road were
discussed. The Board resolved the issue by referring to the 2017 Binding Resolution, available on the
Beach Web site.
Status of Pennsylvania clean-out: waiting for the gas company to mark their lines prior to Franklin’s
excavation of the blockage on that line.
Aaron Hamilton and Mary Chidester will approach Jane Chidester and John Macko to inquire about
their willingness to continue to act as contact people for the continued clean-out of the storm sewer
lines.
Communications: Aaron Hamilton and Claudia Springer will also ask Jane Chidester and John Macko
if they are willing to continue to maintain the Web site and publish the Sandscribes on behalf of the
Association. The entire community thanks Jane and John for their tireless work on our communications.
CCWW: Eighty people came to a service on July 5th honoring Rev. Paul E. Deppen and his ministry to
Heidelberg Beach. Those attending complied with the social distancing and masking requirements.
Basketball backboard: Aaron Hamilton reported a failure of the structure holding the basketball
backboard in place. He will work with several other members to repair it.
Recap of Brown property status for new members: Brice Chidester and Mary Chidester reminded the
Board that the property is zoned for single family dwellings. Mary Chidester, as Real Estate trustee, will
receive notice if that zoning has been appealed. If the zoning stays the same, we will receive no notice or
opportunity to speak.
Next Meeting: Budget meeting scheduled for Tuesday, August 11, 2020, 7:00 PM by Zoom.
Motion to adjourn (Claudia Springer/Aaron Hamilton) passed unanimously at 2:48 PM.
Respectfully submitted,
Claudia Springer,
SecretaryAttachment 1
Heidelberg Beach Non-Traditional Annual Meeting
July 4th Weekend, Summer of 2020
“State of the Beach” Address
Dear Neighbors,
This is my last year addressing you as President. I had hoped to talk to you in person, but due to the COVID-19
global pandemic, we decided to hold the Annual Meeting in a non-traditional way. The Board does not feel that
an in-person meeting is worth any amount of risk to our community, even if that risk is low.
Here is a summary of the main headlines:
1. We are in the third year of collecting funds to replace the infrastructure. In two more years, the majority
of the community will have paid their full assessment. In another year or two, the Board will start to
think about the design details.
2. We had one infrastructure maintenance effort this year—clearing the Pennsylvania Road storm sewer. It
had been cleaned 5 years ago, but roots encroached and contributed to the basement flooding at 8
Pennsylvania. As of a few years ago, we began regularly cleaning the storm sewer on West Virginia.
The Board will now have both roads cleared on an annual basis (along with flushing the fire hydrant
and cleaning the septic tanks).
3. The Board will continue monitoring the new development planned for the Brown property. Though the
condos are currently on hold, there will be a great deal of construction when they begin to build.
4. The lake level is at a record high again this year, and the sand continues to shift around with each
passing storm. Once water levels recede, the Board will be able to evaluate the suggestions we received
from the ODNR Coastal Management Engineer.
When I took office 6 years ago, I could not have predicted the sudden turn my Presidency would take a year
later. The water line breaks, storm sewer problems, sink holes, and high water bills were piling up. The spate of
unusually cold winters with heavy snowfall took their toll on our fragile system. Out of necessity, the Board’s
focus shifted into investigating and managing our aging infrastructure.
I didn’t imagine that my organizational and analytical skills, honed during my years as a computer systems
engineer, would be used here, working with county officials, state agencies, and engineering firms. For all of
us, it was a very unhappy conclusion that we need to replace our old system—and that we must do it at our own
expense. But—it is the right thing to do for our community. We are the stewards of this special place and we
owe the next generations the right decisions—even when it is hard.
And it has been hard, and very humbling, but I am still filled with hope. We still live in a neighborhood where if
you leave your cottage door unlocked while you are down on the beach for the afternoon—you have a much
greater chance of having someone put a homemade pie or a basket of fresh zucchini in your kitchen, than
having something taken. Let’s never lose that.
Thank you for the honor and opportunity to serve as President. I wanted to give back to the community that has
given me so much. Though it was a labor of love, I could not have made it through without the kind words and
encouragement I received along the way. You boosted my spirits when I needed it. Your outpouring of love
meant the world to me and I am truly grateful.
I leave a Board full of wonderful, smart, good-hearted people, who will serve our community with integrity and
intelligence—I now pass the baton to you.
Jane Chidester
President 2014-2020Attachment 2: 2020 Annual Meeting Roll Call
Address Street Lots Held Voting Members # of votes Present Proxy Held By
2 Pennsylvania 2, 3 Dunkle, Carol & Tom 2 P
5 Pennsylvania 4, 5 Harmych, David 2 phone Claudia Springer
6 Pennsylvania 6, 7B Volk, Susan and Karl 1.5 Jan Peer
9 Pennsylvania 7A, 8 Murray, Valerie 1.5 P
10 Pennsylvania 9, 10 Border, Mary 2 P
11 Pennsylvania 11 Herwerden, Karen & Rick 1 P
12 Pennsylvania 12, 13, 14 Peer, Jan & Craig 3 P
Hayman, Kathy & Mark
16 Pennsylvania 15, 16 Benedict, Brooke 2 P
Benedict, Tiffany
Warder, Delores & Dan
17 West Virginia 17 1 P
Warder, Janice & Greg
18 West Virginia 18 Chidester, Mary 1 P
19 West Virginia 19, 20, 21 Chidester, Barbara 3 Mary Chidester
Margard, Joan
22, 22A, 39,
22 West Virginia Margard, Guy 3 P
40
Margard, Vern
24 West Virginia 23, 23A, 24 Schneider, James C. 2
25, 26, 47,
25 West Virginia Foote, Harvey & Joyce 4 P
47B, 48
27 West Virginia 27, 28A Vitti, Sherry L. 1.5
29 West Virginia 28B, 29 Leahy, Kim & Patrick 1.5
30 West Virginia 30, 31 Rohrbaugh, David & Sullivan, Jennifer 2 Char Schuman
34, 35, 36,
36 West Virginia 36A, 37, 37A, Rohrbaugh, James & Jane 5 P
38
Bratton, Donald W.
41, 41A, 42,
42 West Virginia Bratton, Raymond H. 3 P
42A, 43
Lieber, Colletta
45 West Virginia 44, 45, 46 Tereshko, Barb & Joe 3 Ellen Nolan
49 Kentucky 49, 50 Kramer, Jack 2 phone Claudia Springer
53 Kentucky 53, 54 Green, Julie & Ehren 2
53 Kentucky 51, 52 Springer, Claudia & Jeff 2 P
56 Kentucky 56, 57 Richeson, Molly 2
58 Kentucky 58 Beck, Barbara & Dick 1 Don Bratton
Rohrbaugh, John
59 Kentucky 59 Vivona, Martha 1 P
Weber, Barbara
61 Kentucky 61 Theus, Yvonne 1
62 Kentucky 62, 63 Henderson, Sheila & Dick 2 P
Belmont, Jeffrey A.
Davidson, Ella M.
Destro, Judy A.
64 Kentucky 64, 65, 65A Kessler, Craig 2 P
Kessler, Scott A.
McClure, Heidi
Miranda, Linda
Chidester, John K.
67 Kentucky 66, 66A, 67 Eshelman, Jane C. 2 P
Hamilton, Anne C.
Chidester, Angela
68 Kentucky 68 1 P
Hamilton, Aaron
69 Kentucky 69 Chidester, Kara & Brice 1 P
70 Indiana 70, 71 Dumke, Dawn & James 2 P
73 Indiana 73, 74 Eshelman, Jane & Tom 2 P
76 Indiana 75, 76, 77A Gleason, Chris 2.5 P
Glaviano, Linda & Cliff
78 Indiana 60, 77B, 78 2.5 Jane Eshelman
Glaviano, Matt
79 Indiana 79, 80 Welch, Katie & Scott 2 P
82 Indiana 81, 82 Chidester, Jane & Macko, John 2 P
Corrigan, Nora K. & John P. III
89 Michigan 89, 90 2 P
Corrigan, Neil R.
92 Ohio 91, 92 Castele, Dick 2 P
93 Ohio 93 Lukens, Nancy & Tom 1 P
94 Ohio 94 O’Dougherty, Betsy & Tom 1 P
95 Ohio 95, 96 Newman, Georgia & Young, David 2 Claudia Springer
97 Ohio 97 Martin-Shultz, Penny 1 P
32, 33, 83, Schuman, Char
98 Ohio 84, 85, 86, Schuman, Beth & Curt 9 P
87, 88 Schuman, Cliff
Lackey, Linda
99 Ohio 99 1 P
Ossman, Wilbur
100 Ohio 1, 100 Richardson, Bill & Dora 2 P
Total Association Votes 98
Needed for Quorum 50
Quorum Present
Votes Present 88
Need vote of 2/3 + 1 of those present, for approval of Assoc. Doc. change. 60
Votes Present in Pavilion 69
Votes Present via Proxy 19Heidelberg Beach Association
Board of Trustees Meeting
June 7th, 2020
Call to order: 2:06 PM via Zoom meeting
Attendance: Jane Chidester (President), Scott Welch (VP), Claudia Springer (Secretary), Mary Chidester (Real
Estate), Jeff Belmont, Brice Chidester, Don Bratton, Carol Dunkle, Aaron Hamilton, Richard Henderson, Penny
Martin-Shultz, Tom O’Dougherty.
Prayer: Rev. Richard Henderson
Approval of minutes of May 3, 2020 Board Meeting: (Mary Chidester/Jane Chidester) unanimous.
Real Estate Report: Mary Chidester
• Waiting for documents regarding transfer of Schneider property to family trust.
• Waiting for documents and Board meeting with Dale Montgomery, Jr. to change membership on
Montgomery property.
Treasurer’s report: Second-half invoices have been mailed with a due date of June 26.
Matters of general interest:
Dumpster service: The cost has changed slightly to lower the base rate for two pickups per week but raise
the fuel recovery fee to arrive at the same price per month of the previous contract ($310). Jan Peer is the
new signee.
Storm Sewer: The annual snaking on W. Virginia was completed and the fire hydrant was flushed. The
section of Pennsylvania Road between the southern two manholes was roddered (cutting tool) to clear roots
that had occluded in the line. A camera was run between the southern manhole and the northern manhole,
allowing us to confirm that the line is clear and unobstructed. The camera also enabled us to visualize and
mark all storm sewer connection points (like the output of a septic tank or output of another drain
connection). There is still a partial blockage between the southern manhole on Pennsylvania Road and the
creek outlet. We are waiting for Franklin Sanitation to complete that work.
Development of the Brown property: Construction is on hold for a time. It is zoned single-family,
residential. We will be notified only if the new owners ask for a variance or change to the zoning. Mary
Chidester, as Real Estate trustee, would receive that notice.
July 4th Parade: Moved (Jeff Belmont/Scott Welch) to cancel an organized July 4th parade, due to COVID-
19 pandemic. Unanimous.
Summer Worship: The CCWW presented a plan for summer Pavilion services that met with COVID-19
social distancing requirements and approval of the Board.
Beach Issues:
• The Board moved (Jane Chidester/ Claudia Springer) to authorize Tom Lukens to buy sufficient swim
buoys, chains, and anchors to mark the swim area. Aaron Hamilton proposed a plan to address the
hazard of the bench anchors that jut up from the pier surface by boxing them in with 2 x 4s and marking
the location with vertical flags that can serve both to warn boaters off from the pier and warn people on
the pier about the bench anchor points. The benches will not be installed until there is lower water levelsand less danger of slipping on the algae on the pier surface. Jan Peer is waiting for the wording of a sign
to be posted at the pier.
• The Board discussed a request to groom the beach, but decided to wait until the water went down, lest
mechanical activity result in loss of beach sand. Beach goers are encouraged to rake debris but not
actually move any significant quantities of sand.
• Carol Dunkle and Brice Chidester will investigate a new path for the east side of the beach for future
action.
Board Nominations:
A request for volunteers has resulted in six nominees for the four available positions on the Board. The six
members who have agreed to run are Carol Dunkle (second term), Aaron Hamilton (second term), Nancy
Lukens, Valerie Murray, Jane Rohrbaugh, and Charlene Schuman.
Structure of Annual Meeting:
The Board discussed four possibilities for the annual meeting format, in light of the COVID19 restrictions,
and eventually voted on two of the proposals:
11. Hold the meeting as scheduled at the Pavilion, using social distancing as necessary. (Dick
Henderson/Jeff Belmont) 4 yes, 7 no.
12. Hold off on the annual meeting until August in hopes of a change in the restrictions.
13. Explore the possibility of a physical meeting with a video component for those who wish to stay at home
yet participate.
14. Do not hold an in-person event. Communicate the Annual Meeting reports to the membership via the
Web site and through the Sandscribes. Hold an in-person vote for the new Board members by
distributing ballots and canvassing the grounds during the July 4th weekend. This insures anonymity in
voting. Any questions or concerns from members can be directed to any Board member or emailing the
whole Board. (Jane Chidester/Scott Welch) 8 yes, 4 no.
The Board chose #4 and approved holding a non-traditional Annual Meeting for this year only, in an
abundance of caution for our membership.
Building Committee:
Dick Henderson and Aaron Hamilton asked the Board to consider what the rules for improvements should
be, when the improvement encroaches into the defined easements. Currently these types of improvements
require a variance.
Over the last few years, the Building Committee and the Board, by way of their approvals, have defined that
a non-lakefront cottage may have a patio (cement or low deck) that reaches to 14’ from the pathway
setback. Said another way, this generally means that cottage owners can have a hardscape improvement 6’
in depth from the front side of the cottage. For lakefront cottages, the approved variance depth is 12’ from
the north wall of the cottage. The desire is to keep the improvement as low to the ground as possible, but the
height of the threshold of the door onto the improvement is a consideration.
The Lukens requested a deck for 93 Ohio that extends 12’ from the north wall of their cottage and has a
height of 16”, with 2 steps down off the deck (see Attachment 1). The Board unanimously approved this
plan (Claudia Springer/Scott Welch).Next Board Meeting: By Zoom July 5, 2020 at 2:00PM Vote to Adjourn: (Mary Chidester/Carol Dunkle) unanimous at 3:42 PM Respectfully submitted, Claudia Springer, Secretary
Attachment 1: 93 Ohio Deck Plan
Board of Trustees Meeting
Heidelberg Beach Association
May 3, 2020
Held by Zoom call in accordance with COVID-19 regulations.
Attendance: Jeff Belmont, Don Bratton, Brice Chidester, Jane Chidester (President), Mary Chidester (Real
Estate), Jack Corrigan, Carol Dunkle, Aaron Hamilton, Rev. Richard Henderson, Penny Martin-Shultz, Claudia
Springer (Secretary), Scott Welch (Vice-President).
Guests: John and Nora Corrigan, Jonathan Eshelman, Dr. James Schneider, Jeff Springer
Introduction of prospective members and board members took place while waiting for all to assemble on-line.
Call to Order: 2:17 PM
Prayer: Rev. Richard Henderson
Approval of minutes from August 17, 2019: (Belmont/Martin-Shultz) unanimous
Real Estate: Trustee Mary Chidester walked the board through the approval of the four guests as
representatives of various family trusts:
A motion passed (M. Chidester/Bratton) to approve the transfer of John P. Corrigan Jr.’s, one half interest in
the lease for lots 89 & 90 on Michigan Road to John P. Corrigan, III and Nora K. Corrigan, Co-Trustees of
The Corrigan Family Michigan Road Trust dated January 4, 2020, and to accept John and Nora as new
members of the Association effective upon execution of the appropriate transfer documents. The President
and Secretary of the Association are authorized to execute any and all documents required to effectuate or
consent to the transfer. (Board member Corrigan recused) None opposed.
A motion passed (M. Chidester/Bratton) to approve the transfer Lots 23, 23A & 24 West Virginia from
James J. Schneider, to James C. Schneider, Trustee of the James J. Schneider Family Trust, and to accept
James C. Schneider as a new member of the Association effective upon receipt of the appropriate transfer
documents, which shall include an Assignment, Power of Attorney, and Memorandum of Trust. The
President and Secretary of the Association are authorized to execute any and all documents required to
effectuate or consent to the transfer. None opposed.
A motion passed (M. Chidester/Bratton) to consent to the transfer of (1) Jane C. Eshelman’s 1/3 interest in
the lease Lots 66, 66A & 67 Kentucky Road; and (2) Jane C. and Thomas G. Eshelman’s entire interest in
the lease for Lots 73 & 74 Indiana Road pursuant to Transfer on Death Designation Affidavits dated June 9,
2011, to Jonathan G. Eshelman, Successor Trustee of the Thomas G. Eshelman and Jane C. Eshelman
Family Trust, U/A dated June 9, 2011. This consent and approval shall not be effective until the death of
both of Thomas G. Eshelman and Jane C. Eshelman and shall have no effect should Thomas G. Eshelman
and/or Jane C. Eshelman revoke the Transfer on Death Designation Affidavit or transfer their leasehold
interest in the lots prior to their death. None opposed.
A fourth transfer and approval of new member Dale R. Montgomery, Jr., as Successor Co-Trustee of the
Montgomery Family Keystone Trust Agreement was tabled until another meeting as Dale Montgomery was
unable to meet with the board on this date.
Building Committee: Aaron Hamilton and Dick Henderson presented the plans for addition of a concrete patio
to the Green Property (53 Kentucky)—see Attachment 1. Jeff Belmont, on behalf of the tree committee,
expressed concern about the large hardwood tree close to the patio. He will ask the Greens about replacement ofthe tree if the patio encroaches on the root system and damages the tree. Moved and passed (Welch/B.
Chidester). None opposed.
Informational updates:
Process of water system replacement
As agreed in the voted plans at the early meetings, this project continues in phase one, fund collection,
until the end of 2021, when $500,000 will be reached and the design phase will start. Jeff Belmont
expressed a hope that the design phase might start sooner to save rising costs, and several other members
want to make sure there is at least one contractor involved in the design process in order to explore cost-
efficiency issues. Jeff Springer (guest), a retired construction project manager gave the opinion that there
should most certainly be a contractor or perhaps two on the design committee and that the timing of the
design should start about a year or two out from the start of construction. The timing of the design will
also involve membership input and town hall meetings. The board will explore the timing at another
meeting closer to the end of next year.
Sale of Brown Property
The Board will monitor this issue and work to open channels of communication with the new owners.
We have heard the plans are to develop high-end condominiums, but we have no further details at this
time.
COVID-19 accommodations
The spring workday and the annual potluck were cancelled to avoid group meetings.
Dick Henderson will work on the entrance upkeep and beautification, and work around social distancing
requirements. The cost will run at approximately $350.
Pavilion services are planned and ready to go when the Governor approves meetings. The seating will be
spread out to allow for the social distancing requirements, possibly using the area under the trees for
outdoor seating.
Moved and seconded (Henderson/Hamilton) to communicate to the members that the annual meeting
will be tentatively scheduled for August and will be reevaluated August 1, depending on the governor’s
mandates regarding meetings. None opposed.
Signs on the beach path
Claudia Springer will ask Jan Peer to make two signs (1) reminding beachgoers of the need to maintain
appropriate social distancing and (2) to caution people about the slippery surface of the pier due to the
high water.
New board members
Jane Chidester will insert a web post asking for volunteers for the two spaces opening up this year. Jane
and Scott Welch, the outgoing members, will serve as the nominating committee, suggesting two
nominees to replace themselves and providing for nominations from the floor. Carol Dunkle and Aaron
Hamilton have agreed to run again as incumbents.
Scott Welch (second Dunkle) nominated Tom O’Dougherty to complete the unexpired portion of Jack
Corrigan’s term. None opposed.Grounds and Beach
Don Bratton brought to the board’s attention the deterioration of parts of the west pier. Don will send to
the board pictures of the damaged places and ask Harvey Foote about whom to contact about repair of
the pier. Don also agreed to contact Cranberry Creek to find out how they repair their concrete piers.
Don will also ask about the necessity to fill in between the bank and the east pier.
The west pier is nearly submerged, so Aaron Hamilton will investigate putting rings, floats, or edge
markers that will warn off boats from running into it. He will talk to Jan Peer about reflective edging.
Miscellaneous
1. Jane Chidester will arrange for cleaning of the storm drain on West Virginia and flushing of the
hydrants.
2. Jeff Belmont will address the tree branch down on the east side of the lakefront.
3. Aaron Hamilton and Dick Henderson suggested the board review changes to the rules and
regulations for discussion at the next board meeting.
4. The board reminds members that the speed regulations apply to both cars and golf carts and asks
them to remember to make sure only responsible drivers operate vehicles of any kind on the
grounds.
Next meeting: June 7, 2020 2 PM EDT by Zoom
Thanks to Aaron and Jane for setting up the Zoom meeting.
Adjourned 3:45 (Springer/Hamilton)
Respectfully submitted,
Claudia Springer,
SecretaryAttachment 1: Plans for Green Patio Addition (53 Kentucky)
You can also read
