Minutes

Bethany Beach Landowners’ Association

Annual Membership Meeting

Saturday, June 28, 2008 at 11:00 a.m.

Town Hall

Council Meeting Room

Board of Directors members in attendance:

John Himmelberg, Steve Wode, Laura Marriott, Tracy Mulligan, Lois Lipsett, Dan Costello, Steve Trodden, Michael Horne, Janet Kennedy, Margaret Young

Welcome and President’s Report  - John Himmelberg opened the “official” annual meeting at 11:05 am and welcomed everyone, describing our purpose in keeping with the following excerpt from his June 2008 letter to a member.  ”As for the nature of BBLA, our goals are the same as the Town Manager and staff and the Town Council.   Both BBLA and the Town Council are concerned with the best long-term interests of the residents of Bethany Beach. Our collective desire is to bring people together, not to divide.  Our interests are broad.  Basically, we monitor what is going on and communicate information and sometimes opinions to our members and others.  We are interested in what is going on in Bethany Beach, with what is happening with associations around Bethany Beach, with what is happening with the Sussex County Council, with what is happening at the state level and with what is happening at the Federal level.  If it affects our members, we are interested.”

John further pointed out that our purpose is to make our voices known relative to issues important to Bethany Beach, especially if we disagree with Council or staff direction.  In our efforts to stay abreast of important issues, we had the BBVFD brief us in January on the ambulance situation to educate ourselves and provide all support possible to ensure continued service.  We also had Tony Pratt of DNREC brief us on the status and plans for beach re-nourishment and dune repair in May.

1.      Attendees numbered more than the required quorum for transacting business of the BBLA.

2.      Report from the Treasurer:  Tracy Mulligan provided hard copies and reviewed the following FY 2008 highlights:

BBLA invested in a new Certificate of Deposit with higher rate.

Only 28 checks were written this year.

All accounts have been reconciled.

Our end of year cash balance was $26k last year compared with $33K this year. Expenses primarily go to quarterly newsletters, annual candidate news letter and election night and the rest to charitable donations  (BBVFD, July 4 parade, library, etc) and bookkeeping fees (approximately one third each).  Not sure if that’s typical of other associations. 

We are a 501(c) (3) non-profit organization– A new web based tax filing with IRS has been completed.  Tracy explained that appropriate purposes for this type of organization clearly exclude lobbying for candidates politically.  Tracy will research to determine if dues are tax deductable (donations and gifts to BBLA clearly are). In response to a question about our expenditures, John H pointed out that the membership favors hard copy newsletters, even thought electronic media would be cheaper.

3.      Election of Directors – Frances Gravatte heads the nominating committee.  Steve Trodden presented the slate of candidates up for election as Frances was unable to attend.   

·        Nominations:  President John Himmelberg; Vice President Steve Wode, Secretary Laura Marriott, Treasurer Tracy Mulligan, Membership Cathy Phillips, Directors: Cal Baldwin, Dan Costello. Dave Evans, Jane Fowler. Frances Gravatte. Jerry Hardiman, Julia Jacobsen, Janet Kennedy, Lois Lipsett, Michael Loftus, John Vogt and Margaret Young

·        A motion was made and seconded to vote for the nominees; they were unanimously approved by attendees 

4.      A Communications  Report was not presented

5.      Approval of Donations by Board - As noted in the Treasurer’s report, the change in fiscal year impacted receipts and expenditure levels compared to 2007 – we donated $1,500 each to the Fire Department in Millville and Bethany Beach and the Coastal  Library in 2006, but held off on 2007. 

An attendee asked how much of total July 4 parade expense BBLA’s donation covered; John indicated that he will request information and get back on that question at a later date.

A discussion occurred regarding the donation to Millville VFD relative to the upcoming change in ambulance service since that service will end in December.  It was pointed out that Millville is also our back up fire service.  A consensus was reached to shift the relative donation amounts to reflect the change in ambulance service by giving more to BBVFD than MVFD.   

·        Motion to donate $2,000 to BBVFD and $1,000 to MVFD was made and seconded.  The motion passed with none opposed.

·        Motion to donate $2,000 to Friends of the Costal Library this year to help fund construction was made and seconded.  The motion passed with none opposed.

.

6.      Report from Committee working on Election Newsletter, Absentee Ballots, and Candidates Night:    John H highlighted the absentee ballot issues in prior years and wants to make sure all BBLA members especially have opportunity to vote.  Dan Costello reported that no election will occur if only four candidates run to fill the four positions available.   July 22 is final date for candidates to file their intentions. 

BBLA traditionally sends a candidate Question and Answer newsletter to all tax-paying household bill payers (2,500) representing 4,500 voters.  Dan asked the Town for a list of all Deed holders to try to expand the BBLA mailings to all owners, but town only has the one list of 2,500 “primary” owners who receive mailings and bills from the town.    

BBLA would like to stimulate voter participation –the committee’s goal is a compressed mailing cycle to inform the electorate early this year.  From the July 23 filing date to the Sept 6 election, accounting for 6 to 7 days to send out mailing mechanically, leaves only a few weeks to gather inputs and execute the mailing to give voters a chance to make informed voting decisions.  BBLA will ask for statements from candidates as soon as possible after the filing deadline.

The communications committee has not yet formulated questions and Dan asks BBLA BOD and members to call or send him suggestions, (email Dan at Danofbethany@aol.com). 

Voters can request absentee ballot by mail and the Town will provide walk-in absentee voting service this year as well.  Details of the walk-in option are TBD.  BBLA will include absentee ballot request instructions in our newsletter, as well as other election procedure information.  Ballot instructions come with the ballot itself.  A BBLA member suggested our newsletter emphasize that recipients can help communicate election information to co-owners.  Dan suggested that the town include an absentee ballot request form in their upcoming mailing as well. Traditional Candidate’s Night Friday evening prior to election.

Voter turnout for the last 2 elections was only 17 to 18%.  .

7.       Approval of Minutes of 2007 Annual Meeting – Motion to approve actions of officers and directors and to approve minutes of annual meeting 2007.

·        Motion to approve minutes seconded and passed. None opposed.

·        Motion to approve actions of BOD over past year – seconded and passed. None opposed

A member suggested that we provide copies of the minutes at the meeting; they are generally posted on website as well.

8.      Miscellaneous discussion –

BBLA website is www.bbla.info.   Absentee Ballot request is on Town website – http://de-bethanybeach.civicplus.com/DocumentView.asp?DID=98.  Or email admin@townofbethanybeach.com.  The town is making improvements on website.  Extended business hours at Town Hall for dropping ballots will be offered this year.

Outreach efforts - Beach Re-nourishment as an issue that affects all suggested by John H as an important outreach topic. 

55 to 50 miles an hour issue.  Laura Marriott reported that Dave Alexander, President of Bethany Villages HOA, requests BBLA support for lowering the speed limit along Route 1 back to 50 miles per hour.  A lengthy discussion evolved including many safety issues of concern to the members including:   More signs to direct pedestrians and bicyclists especially as bikes go out into traffic around pedestrians.  Speed Limits and other safety measures should be stressed by HOA’s in their communities.  Renters need the information the most.  The Speed Limits and bike pedestrian rules must be enforced more strictly.  Crosswalks are dangerous and traffic does not slow down.  Since there are “Turtle Crossing” signs, why not people signs/children signs?

·        Lois L made a motion to support the lower Speed Limit – and suggested that we start another initiative on safety in general as an outreach issue. 

·        The Motion was seconded and passed (none were opposed; Tracy Mulligan abstained) to support Mr. Alexander’s request.  A draft letter for the President’s signature will be circulated to the Board of Directors for comment and approval.

Dr. Matt Fishel (sp?), a Pediatrician, brought up the lack of no-smoking enforcement on the beach and the establishment of the smoking areas on east side.  He noted anecdotal evidence of second hand smoke causing health issues for children outside, for vulnerable babies in particular.  Since we have adopted the law on beach, he voiced concern that it should be enforced.  He also noted that signs on the boardwalk are not fully visible either.  Steve Wode reported that enforcement on the beach has not yet occurred because of dune and snow-fence repair work still needed from the recent storm.  The beach should be ready July 4 per Town Manager (reported by Tracy) and designated smoking areas will be placed at 8 locations and signs will be posted then.  Matt asked about placement of the signs – they are not at crossovers currently but between them.

A question was raised as to how members can provide their email address to BBLA.  Members can send the information to BBLAinfo@bbla.info  or go to BBLA website BBLA.info and click contact.

9.      John announced that our next BOD meeting will be July 26 at 10am, probably in Town Hall.

10. The meeting was adjourned at approximately 12 noon.