Shadow
Lake Village
Minutes
for the Business Meeting
January 23, 2003
Call to order 9:30
am.
Roll Call:
Trustees:
Ø
Kevin Byrne
Ø
Mary Carhart
Ø Katsy Willey
Ø
Walter Lohmann
Ø Father Joe Quinlan
Ø
Lou Vaiti
Ø
Dave Howell
Ø
Raymond Johnson (Absent)
Ø
Karl Strauch
Administration
Manager:
Ø
Richard Carpenter
Maintenance
Manager:
Ø
Will Boyce
Security
Manager:
Ø
Captain Harold Taylor
Resident
Attendance:
FINAL COPY WILL INCLUDE
ATTENDANCE
Approval of Minutes:
Motions
to approve the minutes for the December 12th Workshop Meeting, the December 17th
General Meeting, and the December 19th Business Meeting, were made by Lou
Vaiti/Walter Lohmann, Dave Howell/Lou Vaiti, and Karl Strauch/Walter Lohmann
respectively. All board members present
voted in favor.
Treasurer’s
Report: by Kevin Byrne in the absence of
Ray Johnson
Ø
There was a $577 difference in the Security Deposit report.
Ø
Rich Carpenter and Ray Johnson will look into this matter.
Ø
We have gone over budget $12,499 for the year 2002.
Ø
Currently we have $75,318 in operating reserves.
Ø
The beginning year balance for the Capital Equity Fund was
$84,000.
We had
expenditures of $64,000 and an income of $71,000. The
money was
used for things such as paving and installation of a water
metering device for the
irrigation pump.
Ø
There is approximately $10,000 delinquent in association fees.
Approximately $7,000 is
under attorney review.
Ø
Chatterbox advertisers have approximately $3,700 in delinquent
accounts.
Maintenance Report:
By
Will Boyce:
Ø
Maintenance is currently at full staff.
Ø
Worthmore received 5,033 work order and completed 4,988 in 2002
Ø
Down to Earth spent approximately 400 man-hours on snow removal.
Ø
Gutter cleaning is on going.
Ø
Unit owners are asked to take necessary precautions to prevent water
line freeze up.
Ø
Marpal will supply a dumpster for recycling cardboard. Maintenance will pick up the cardboard when
left at garbage bin.
Ø
Walter Lohmann read a letter addressed to Will Boyce and his staff
thanking them for work they have done.
Security Report:
By
Captain Harold Taylor:
Ø
Security responded to sixteen medical emergencies, one fire, two assist
residents, and issued two parking violation in December.
Administration Report:
By
Richard Carpenter:
Ø
Last year, an enforcement officer from the DEP advised us by telehone
that we have been in violation for not having a water allocation permit for our
irrigation pump. We have since hired an
engineering firm to fill out the necessary papers for a permit. Despite our response the DEP advised by telephone
that we will be fined $5,000. We are
awaiting formal notification before taking action on this issue.
Ø
Nicole Patterson picked up the paper work accepting her notary
application. We are waiting on delivery
of her stamps.
Ø
The Generations Online system will be available after
installation. The Wentworth computer
technician will set up the network at no charge when he has extra time.
Ø
Rich had a meeting last week with an insurance auditor from our
insurance company who checked our insurance certificates. After review, the auditor found our files to
be complete and accurate.
Ø
On Monday, Rich will meet with a representative from the insurance
company, who will do a risk survey of the property. He will make recommendations to us on ways to
avoid injuries and property damage.
Ø
We are waiting on a proposal for surge protection installation from
Middletown Electric for the irrigation and pool pumps.
Committee Reports:
Ø
N/A
Residents’ Comments:
Ø
Joyce Kucera questioned if cardboard can be recycled. Will Boyce responded that any cardboard will
be picked up if placed by garbage bin.
Ø
Barbro Barnes advised that she was pleased with the sanding,
disappointed with the gutter cleaning, leaf clean up, and concrete
replacement. Walt Lohmann felt that rain
made it difficult to clean up the leaves.
Ø
Rich Carpenter advised the residents that new owners are given an
Information Guide, which includes Rules and Regulations and By-Laws by their
attorney at the closing.
Ø
Mr. Miles, of 40 Manchester, was concerned about the lighting of his
walkway. John Petracca advised that
lighting and railings are under review.
Kevin Byrne hopes to have money in the budget in the future to address
the above problem.
Ø
Kitty Pease agrees that leaf clean up could have been better. Kitty was also upset about the concrete work
done on Lexington Court. Will Boyce
reassured her that the concrete is under warranty and will be fixed.
Ø
Fred Ruscio, with the permission of Kevin Byrne, asked how many people
were at the meeting due to Gerry McKernan's emails. Two people out of 40 attending indicated that
they were present due to the emails.
Ø
Eleanor Sweeney, of 35 Lexington Court, advised that the snow bank by
her unit caused her problems.
Ø
Anna Yurko asked if negotiating contracts earlier would help to save
money. Kevin Byrne advised the Board of
Trustees does this as soon as possible.
Ø
A resident of Falmouth Court requested that Maintenance check the area
because it has become overgrown..
Unfinished Business:
Ø
N/A
New Business:
Ø
N/A
Trustee Reports:
Ø
Walt Lohmann advised the residents that the Board of Trustees is
currently in the process of preparing an emergency management manual for Shadow
Lake Village.
Ø
Kevin Byrne advised that Chris Tensen from Worthmore will be at the
next Workshop Meeting to discuss the possibility of a "Helping Hands"
program for the residents.
Ø
Katsy Willey will have Administration post agendas for the meetings on
the bulletin board. Katsy will place
Monmouth Medical Center's folder with brochures in the lobby and available to
residents referencing their healthcare program.
Ø
Fr. Joe Quinlan will be scheduling replacement of the Ballroom floor in
February. He asked that all groups work
together with Administration to allow time to complete the project.
Ø
Fr. Joe Quinlan, Rich Carpenter, and Anna Yurko will be meeting with
three pool companies in reference to their proposals for 2003.
Ø
Dave Howell advised that the Tree/Shrub Committee guidelines have been
revised and will be introduced at the next meeting.
Ø
Karl Strauch advised that we have had two pipes break in the residents'
units and asks that residents to take appropriate measures to reduce any
risk. Kevin Byrne reminded the residents
that they are required to turn their water off if they are not going to be home
for more than 72 hours.
Announcements:
Ø
N/A
January 23, 2003 Motions:
ü
Kevin Byrne/Karl Strauch made a motion to allow Monmouth Medical Center
use of the Ballroom for healthcare seminars to be open to the residents. All Board members present voted in favor.
ü
Kevin Byrne/Lou Vaiti made a motion to assign Committee Chairmen for
2003 as set forth on the Committee Chairperson list attached. All Board members present voted in favor.
ü
Mary Carhart/Dave Howell made a motion to accept Worthmore's proposal
to do mold inspection at a cost of $225.
Any additional work will be charged at a rate of $45/hour. All Board members present voted in favor.
ü
Walt Lohmann/Katsy Willey made a motion approving an $850 proposal from
Falcon Engineering to prepare an engineering report to maintain maintenance of
the foundation for 7 Loch Arbor Way. All
Board members present voted in favor.
ü
Karl Strauch/Kevin Byrne made a motion to accept the donation of a
treadmill from Father Joe Quinlan. All
Board members present voted in favor.
ü
Karl Strauch/Lou Vaiti, after Karl read his report referencing the
insurance premium (attached), made a motion to increase the Association fees by
$25/quarter for the remaining three quarters of 2003, to cover the unusually
high increase in insurance premium. All
Board members present voted in favor.
ü
Dave Howell/Lou Vaiti made a motion to approve an addendum to Bobby
Donofrio's contract allowing him to be paid on a twelve-month schedule as
opposed to the current nine-month. All
Board members present voted in favor.
ü
Fr. Joe Quinlan/Karl Strauch made a motion to approve Eberhard's
proposals to replace the Ballroom floor for $13,337, the kitchen floor for
$2,605, and Capitol Environmental Services' proposal to remove the old floor
for $10,200. All Board members present
voted in favor aside from Mary Carhart, who abstained.
Ray Johnson voted by
proxy. See attachment.
Meeting adjourned 11:00
Respectfully
submitted,
Richard
Carpenter
Katsy Willey Administration
Manager
Board Secretary