Rich Ciarcia called to order the special meeting of the Fenwood District at 10:10 on 08/18/2012 in at the Old Saybrook Middle School, 60 Sheffield Street, Old Saybrook Ct.
Dee Regan conducted a roll call. The following persons were present: Rich Ciarcia (President), George MacLauchlan (Vice President), Jan Lehrer (Treasurer), Dee Regan (Clerk), John Galiette, Guy Martino, Sal Martelle, John Whitney. John Bayer was absent.
Guests: Dave Ferraris, Campbell Hudson.
Rich Ciarcia introduced the District lawyer and Dee Regan who replaces Dwight Dagenhart as the District clerk. Rich thanked Dwight for his dedication to the pier project and also the access ramp for the beach. Dwight stepped down due to health reasons and Rich thanked him for his efforts leading up to the pier repair vote.
Michael Canter motioned to approve the minutes from the 8-6 and 8-8 Board meetings. Bob Skeele seconded the motion. All were in favor, there were no objections.
a. Appoint a moderator-Dee Regan motioned to appoint Rich Ciarcia as moderator for the special meeting. John Galiette seconded the vote. All were in favor, there were no objections.
b. Opening statement concerning pier repair--Rich Ciarcia discussed the pier repair options. He outlined the purpose for the special meeting was to begin with the vote for option #1, since it was requested by the opinion poll at the prior informational meeting for the pier repair. He outlined the voting process as a step down process. He then explained that the first vote was for the full repair, if approved we would move on to the financing aspect of the vote. It resolution one was not approved we would then move on to resolution two.
c. Repair review by Dave Ferraris--Dave Ferraris explained the benefits of the full repair. Pictures were displayed of the current damage done by hurricane Irene. Dave detailed that the subcommittee for pier repair options has been working on the best solution since 2009. The Pier Committee worked with Race Engineering to design the structure that is currently Resolution #1. In 2010 it was unanimously voted to use RACE engineering and obtain this design. In 2011 the specific design was voted on and also unanimously approved of by the Board. Dave thanked Guy DeVito for his relentless efforts not only to get this design but also during the permit process with DEEP, OLISP and the Army Corps of Engineers. He explained that our pier is located in Federal waters and the formalities to approve work in such a location are endless.
Dave continued in his discussion of the pier and included descriptions of the rebar and gabions that would be placed. He described in detail the gabions and their location at the toe of the pier. He described the design in resolution #1 as one big massive pier that could withstand a category 3 hurricane.
d. Discussion and vote--Lynn Williams interrupted Dave Ferraris and made a motion to proceed to the vote. George MacLauchlan seconded the motion. With a show of hands the majority wished to proceed to the vote. A question concerning voter qualifications was answered by Campbell Hudson. He explained that voters must be legal homeowners or established resident (i.e. registered voters in the district). There was an objection by a resident to allowing renters to cast a vote. Campbell Hudson assured the resident that it was a matter of state statutes and preventing someone renting in the district was against Connecticut state law.
e. Read proposition and vote--Campbell Hudson read a detailed description of Resolution #1. Rich Ciarcia discussed the voting options. The options were by a show of hand or by paper ballots. It was determined that the majority wished for paper ballots.
f. Paper ballots were distributed and explained. The ballots contained the words "approve resolution" and the words "yes" and "no". If the voters wished to proceed with the full repair and approve resolution #1 they were to circle yes and place in ballot box, if no to circle no and proceed to ballot box. If approved we would then move on to approval of financing, if not approved we would proceed to Resolution #2. Each voter was asked to proceed to the front of the auditorium, check in with the 4 volunteers to validate that they were a qualified voter, place their ballot in the box and return to their seats. At the conclusion of the voting, Nancy Skeele and Dee Regan counted the votes. The votes were counted once by Nancy Skeele and a second time by Dee Regan. It was then determined that both counters had the exact same results and the vote was certified by Dee Regan. At this time the final tally was handed to Rich Ciarcia to read. The final tally was 77 for approval and 46 not approved. Resolution #1 passed without incident.
After announcing that Resolution #1 was passed by the great majority, Rich Ciarcia then proceeded to discuss the financing option.
g. Read proposition on loan and vote--Campbell Hudson read the resolution to be voted upon concerning the 15 year financing option. The proposition was greatly detailed. George MacLauchlan made a motion to use a show of hands rather than a paper ballot for this resolution. Dwight Dagenhart seconded the motion. All were in favor with no objections. Rich Ciarcia asked for a show of hands to approve the resolution for 15 year financing of the pier with Dime Bank. It was unanimously approved. Rick Ciarcia stated that any of the contingency money, left over, will be used for any necessary modifications to the pier and the remainder will be used to pay off loan principal.
h. Display actual budget for 2011-2012
i. Display and propose approximate budget for 2013-2014--Rich Ciarcia discussed the revision of the budget to use reserve monies for debt service. He described in detail the changes in the budget which included monies for epoxy for sea wall, attorney fees and debt service. Rich Ciarcia also posted a draft of the proposed 2013-2014 budget. He showed that, with the current typical costs and combined loans, the budget should increase to approximately $64,570 or a mill rate of 1.0101. He asked the District to think about how much money should be kept in reserve and this would be discussed again at the annual meeting. Dee Regan made a motion to approve the budget revision and John Whitney seconded the motion. All were in favor, there were no objections.
Rich Ciarcia explained that the work would begin on the pier sometime after Labor Day. It would take 2 weeks for the contract to be completed and there are restrictions concerning construction during certain months. At the latest the work would begin on October 1st due to shellfish restrictions.
Dwight Dagenhart announced that there was currently $700 in the ramp fund. He thanked everyone who has contributed but as more money was needed, the access ramp would not be completed this year due to lack of funds.
George MacLauchlan motioned to adjourn the meeting at 11:50. Guy DeVito seconded the motion. All in favor, there were no objections.
A message to the District was written later in the day announcing the decisions and thanking all that supported the Board.
Minutes submitted by: Dee Regan
Minutes approved by: Richard W. Ciarcia