Meeting Minutes

 Early  Summer Meeting Highlights And Actions 

Date: June 14, 2026 Attendees: Quorum present  

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 Main Topics Discussed

1. Welcome, Introductions, and Technology Update

• AI Note-Taking: The association is using "wave AI," an AI note-taking assistant. Positive feedback from prior use at the executive committee.
• New Residents: Jack and Mary Humphrey (in Denise’s old house) and Sally (now full-time) are new community members. Emphasis on welcoming them.
• Reminders for Beach Use:
  • No dogs, no glass, no fireworks on the beach.
  • Remove garbage, be a good neighbor.
• Facebook Groups:
  • Public Group: Used for general announcements/reminders.
    • (8) Facebook (click to follow generic page – I am the only one that can post here.  No photos – a place for meeting reminders, ect.  
  • Private Group: Approved membership; can post questions - Link shared via email.  
    

    2. Gate Code and Beach Security

• Gate Code:
  • Decision not to change the code at the executive committee due to recent stability, but after discussion about unauthorized use possibly related to fireworks on beach (incident ~10:20 PM previous night, girls/possible residents involved), a decision to change the code again was confirmed.
  • Gates and codes: Text is the preferred method to retrieve the code.
  • Incident clarified, but code will still change for security.
• Distribution reminder: When the new gate code is set, members will be reminded via email and private Facebook Groups.

3. Committee Updates

A. Town Happenings

• Old Mill Trail Work:
  • Pipes under the catch basins will be redone in fall, then the road will be repaved. Expect minor drainage improvement and some disruption after Labor Day.
  • No plans to extend new drainage to other parts of the beach area (no additional catch basins with pipes in community zone;).

  B. Council of Beaches

• Development at Westbrook Outlets:
  • Stalled due to ongoing septic issues. State and committees have not approved the developer’s wishes. Stuck for ~3 years.
  • Consensus: State slow to move on approvals.
• Police Staffing:
  • New officer ("Abby") added. Near round-the-clock coverage, not quite 24/7.
• Food Drive:
  • July 11, 2026, in downtown Westbrook. Associations encouraged to donate food/money; donations accepted via Tony or at the July 4th event. No door-to-door solicitation.
  • Last year’s drive raised approximately $14,000–$15,000.
  • Information and updates available on the Council of Beaches website.
• Upcoming Events:
  • July 11: Food drive & city-wide fireworks at the Elks.
• Speeding Concerns:
  • Ongoing problem addressed; self-policing encouraged.
  • Speed bumps requested but fire department objects due to vehicle damage concerns.
• Ambulance Association Issues:
  • Westbrook Ambulance Association has financial problems leading to three lawsuits.
  • Town needs "PSAR" certificate for ambulance operations; presently held by the Ambulance Association.
  • Current protocol: Delay of up to 6 minutes before a non-response prompts aid from neighboring towns. This is a concern for emergency coverage, especially given aging residents.
  • Various solutions being explored (fire department takeover; possible partnership with Middlesex Health). No resolution yet; high priority for the town.

  C. Finance & Tax Update (Lori)

• Tax Collection: Jim (absent) collects payments; Lori bills taxes.
• 2025 Actuals vs. Budget:
  • Total income budgeted: $32,364; actual: $31,744 (difference due to pending interest/dividends not yet recorded).
  • Expenses mainly on target; key under-budget items include beach supplies, goodwill, hospitality, property maintenance, repairs, and improvements.
  • Pending expenses: Beach plowing, July 4th hospitality, and some repair/improvements.
  • Total expenses: Budgeted at $32,364, actual $22,000 — resulting in ~$9,500 added to cash reserves.
• 2026 Budget Proposal:
  • Largely unchanged except:
    • Carting (trash pick-up): Rate increase from $8.80 to $10 per pickup, plus an extra pickup week.
    • Postage & property taxes both increased due to rate changes and higher mill rate.
  • CD maturing November 2026, T-bill maturing July 2026, another CD in 2027. Money market account also in use.
  • Current cash position: $109,000 (up $9,600 from previous year).
  • All budget items approved unanimously (motion/second/all in favor).
• Reevaluation Notices:
  • Discussion on whether property reevaluation affects association taxes — potentially minor, split among the 65 families, and only for non-buildable community land.
  • No association dues; only property taxes billed and paid.

  D. Infrastructure: One Way Street Signage

• Concerns about visitors/renters driving the wrong way up Sunrise.
• Requested possible addition of a "Do Not Enter" sign at the bottom near the beach.
• Reminders to ensure renters/guests follow one-way signage.

E. Beach Committee

• Update from Jeff (for Steve):
  • Beach plowed and ready.
  • Two prospective beach guards for weekends (for raking and cleaning).
  • New games to be added (unspecified).
  • Reminder: Kayak locks should not go through buoys as installation is imminent.
  • CT State Law: All paddleboards, kayaks, etc. require contact labels – $120 fine for non-compliance. Labels available from Tony/Gretchen.

  F. Beautification

• Update from Gretchen (for Joanne): Replacement of dead beach grass is underway.

G. Nominating Committee (Lynn)

• Review of Board Terms:
  • Board officers and at-large members listed.
  • Open to interested new volunteers; slate prepared for annual meeting in August.
  • Board nomination cycle is every two years. (see new business for update) 

  H. Social Committee (Bonnie, et al.)

• Recent Events: Cocktail party praised for success; strong community participation.
• Upcoming Summer Schedule:
  • July 4th Weekend ( Saturday/Sunday events):
    • Breakfast sandwiches and parade; donuts from Dunkin’ Donuts. tie-dye and pie-eating contest on Sunday.
    • Tie-dye shirts $2 each this year (survey sent for sizes; leftover shirts are free).
    • Lemonade available like last year. 
  • Fruit committee (Friday, 10 AM, for breakfast prep) and coffee cake baking (Wednesday, July 1 at 11 AM).
  • Pie Eating Contest: July 5, 10:30 AM; tie-dye begins at 9:30 AM.
  • August 1: Old World Pizza Truck and music for party (tickets same as last year).
  • End-of-Summer Party: August 22.
  • Beach Movie Night: August 15 (only one showing due to volunteer availability).
  • Community Band: Performance later in season.
  • Fundraiser: Limited-edition illustrated serving platters (24 available, each unique, blue on white, details TBA).
  • Other: Canoe race (Build for Westbrook), local performer Dylan Moran has various summer shows (Midsummer Night’s Dream in July, Madison).
  • “IVBA” bumper stickers: Available for interested members.

  
  

  4. New Business

• Fines:
  • Existing fine set at $25 since 1965 (equivalent to $223 in 2026 dollars).
  • Proposal and approval to raise fines to $100 to improve compliance (not excessively punitive but enough to be meaningful).
  • Applies to all fineable offenses in bylaws (dogs on beach, construction violations, etc.).
• Construction Window:
  • Clarification: No "major exterior construction" from July through Labor Day (previously ambiguous as "through September"). Emergency repairs are exempt.   
  • Discussion about keeping process informal – courtesy notifications encouraged, but no additional bureaucratic hurdles for residents besides the town permit process.
• Board Term Lengths:
  • Proposal and approval to change Board terms from 2 years to 4 years to improve continuity and reduce administrative burden. 

  
  

  5. Amendments to Bylaws: Motions and Votes

• Motions bundled and passed (with one vocal objection, but consensus held among remainder):
  • Fine Increase: $25 → $100 per offense (per day, where applicable).
  • Clarify Construction Ban: No outdoor construction allowed July through Labor Day except for emergencies; eliminates term "major" for clarity.
  • Board Terms: Shift to four-year terms for officers/board members. Next election will be 2028.  
• Process for Amendments: Confirmed from Association charter (1953): Any bylaw may be changed at the annual meeting by a majority vote of the membership; no external approval required.

6. General Beach Use Policies

• Beach Chair Policy:
  • Two chairs per house permitted on the beach; must be labeled with owner’s name or address.
  • Chairs may be locked to the fence (not to others' chairs).
  • Unlabeled or excess chairs discarded after October.
  • Not a fineable offense, but repeated abuse discouraged for neighborly courtesy.
• Beach Tags:
  • Tags – head over to Neal and Marilyn if you need one. Must not be left unattended or attached to chairs left at the beach.

  
  

  Notable Figures and Dates

• Meeting Date: June 14, 2026
• Meeting Start: 10:15 AM
• Next Key Events:
  • Coffee Cake Baking – Wednesday, July 1, 11:00 AM
  • Tie-Dye & Pie Eating Contest – July 5, 9:30–10:30 AM
  • Food Drive & Fireworks – July 11, downtown Westbrook
  • Pizza Truck Party – August 1
  • Beach Movie Night – August 15
  • End-of-Summer Party – August 22
• New Fine Amount: $100 per offense
• Board Terms Adopted: Four years (was two)