Shadow Lake Village

Minutes for the Business Meeting

February 27, 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 (Absent)               

Ø    Dave Howell 

Ø    Raymond Johnson (Absent)

Ø    Karl Strauch

 

Administration Manager:

Ø    Richard Carpenter (Absent)

Ø    Nicole Patterson

 

Maintenance Manager:

Ø    Will Boyce                 

 

Security Manager:

Ø     Captain Harold Taylor

Ø     Sergeant Sean Simmons

 

 

 

 

 

 

 

Resident Attendance:

 

 

FINAL COPY WILL INCLUDE ATTENDANCE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Approval of Minutes:

Motions to approve the minutes with corrections for the January 16th Workshop Meeting and the January 23rd Business Meeting were made by Walter Lohmann/Karl Strauch and Dave Howell/Walter Lohmann, respectively.  All board members present voted in favor.

                                  Treasurer’s Report:

                                              

Ø    N/A

                   

Maintenance Report:

By Will Boyce:

Ø    Maintenance is currently at full staff.

Ø    Worthmore has received 741 work orders since January 1st.  More than 50% were snow related.  Other work orders include lights, leaks, and general repairs and are on going where practicable.

Ø    Garbage pick-up for Friday, February 28th has been canceled due to impending snow.

Ø    The lake path is closed until further notice.

Ø    There have been 15 snow events since the fall of 2002.  A 1” snowfall costs approximately $2,000 to sand roads and salt walkways with an additional cost of approximately 90 man-hours to shovel and apply salt and sand.

Ø    The Presidents Day snowstorm resulted in 24”-27” of snow with drifts in excess of 8 feet in Shadow Lake Village. 

Ø    Snow removal operations began on February 16th and continued through Saturday February 22nd.

Ø    In addition to the SLV Maintenance Department, Down to Earth, Two River Tree, Whirl Construction, and Ed Bennett Landscape provided machines and labor to remove snow.

Ø    Larry Worger, Director of Public Works of Middletown Twp., visited Shadow Lake Village on February 19th and complemented the snow removal operation and Board of Trustees for their work during the storm.

Ø    Will Boyce thanked the Maintenance employees, subcontractors, Board of Trustees, and residents of Shadow Lake Village for their work, patience, and understanding during the storm.

 

Security Report:

By Captain Harold Taylor:

Ø    Security responded to eleven medical emergencies, one fire, one water main break, and issued three parking violations in January.

Ø    On behalf of the Board of Trustees, Karl Strauch presented Sgt. Sean Simmons, of Marion Security, with a plaque of commendation for his actions and dedication to duty during the recent snowstorm.  Sgt. Simmons refused to go home after completing his shift until a replacement arrived, which meant he was on duty for 24 hours.

 

Administration Report:

                                             

By Nicole Patterson in the absence of Richard Carpenter:

Ø    Nicole Patterson is now available to provide notary services in the Administration Office.

Ø    All residents should have received new 2003 coupons showing a $25.00 increase for the April, July, and October payments.  The Administration Office should be notified if coupons have not been received.

Ø     The 2003 Information Sheets have been mailed to all residents.  A substantial number of papers have already been returned to the Administration Office.  Residents are asked to return the sheets to the Administration Office, if they have not done so.

 

Committee Reports:

Ø    Architectural Control Committee:  John Petracca advised that the rewriting of the Architectural Control Committee Guidelines and the replacement of garage doors are on-going projects.

Ø    Dave Howell, reading a letter from Frances Bubenheimer, indicated that Frances will remain the sole Chairperson of the Movie Committee until September 30, 2003, at which point she will evaluate the program.  Frances Bubenheimer will also continue to write the “At the Movies” column in the Chatterbox on a regular basis.  It will be her only regular column.

 

 

 

Residents’ Comments:

 

Ø    Joyce Kucera questioned why garbage was not picked up on Tuesday, February 25th.  Will Boyce advised that the garbage was picked up at the curb and that residents should call Maintenance if their garbage was not collected.

Ø    Joan Friedrich reported that although her walkway was cleared of snow, two snowdrifts blocked her front door after the snowstorm.  Will Boyce advised that a work order must be placed with Maintenance in the event that a walkway or door is not completely cleared.  Kevin Byrne affirmed Will’s response and added that in the event of a snowstorm, all non-snow related work orders will be postponed until snow removal is complete.

Ø    Ned Hammond asked how residents and the Board of Trustees can make sure that all calls with true concerns are responded to in the future.  Will Boyce advised that residents can call his line only after work orders have been placed with Maintenance and not answered.  Walter Lohmann advised that 911 and Security are available in the event of an emergency.

Ø    Bruce Fowler, of Andover Court, advised that during the snowstorm, the plows cleared a single lane for traffic on the street and the garage driveways.  Two other plows came through and blocked the garages. 

Ø    Helvi Suominen, advised of a similar problem on Falmouth Court, where the walkways were cleared first.  Plows, cleaning the streets, blocked the entranceways to the front door from the garage and street.  Kevin Byrne advised that SLV’s first priority is to open the streets for emergency vehicles.  Once the streets are cleared, the parking spaces, garages, and then walkways are completed, in that respective order.

Ø    Marlene Ellman was happy with the job done by Maintenance in removing the snow; however, she agreed with Helvi that there was a duplication of efforts.  She cited a need for a master coordinator.  Walter Lohmann advised that Will Boyce is in command of snow removal.

Ø    Sandy Dwyer advised that snow blowers cleared paths then other equipment blocked paths.

Ø    Delores Cecere advised that there is an accumulation of water on the walkways in front of 43, 45, 47, and 49 Lexington Court in conjunction with gutter problems and “sinking” concrete.  Kevin Byrne will have Maintenance look into the problem.

Ø    Anna Yurko thanked the Board of Trustees and Maintenance Department for their work during the snowstorm.  She then suggested that residents call their Condo. Representatives to make them aware of problems.  The Condo. Reps. could serve as a connection between the Maintenance Dept. and the residents.  Mary Carhart suggested that the topic should be discussed at a Condo. Rep. meeting.

Ø    Harry Douty advised that fire hydrants and storm drains need to be higher on the snow removal priority list.  Karl Strauch advised and requested that Maintenance clear the fire hydrants and storm drains as soon as possible.  Fire hydrants and storm drains are a number one priority.

 

Unfinished Business:

Ø    N/A

 

New Business:

 

Ø    N/A

Trustee Reports:

Ø    Fr. Joe Quinlan reported that the Ballroom and kitchen floors are currently being replaced by Eberhard Flooring.  The work should be completed this week.  Fr. Quinlan advised that Don Keegan of Capital Environmental Services stated that the asbestos tiles have been removed, the concrete is sound, and that no additional work is necessary.  The construction to the Billiard Room is postponed.

Ø    Kevin Byrne advised that Monmouth Medical Center will hold its first seminar on “Sleep Disorders” on Friday, March 28th at 1:30 pm in the Ballroom.  Refreshments will be served.

Ø    Walter Lohmann informed the residents that the Emergency Management Manual is being formalized.  The purpose is to coordinate operations in the event of a situation that disrupts normal activity at Shadow Lake Village.  The Administration Office will serve as the Communications Center for the Village.  Kevin Byrne will discuss the manual with representatives of the Office of Emergency Management in Middletown for further recommendations.

Ø    Walter Lohmann advised that surge protection is not economically advantageous for use on the pool pump as the surge protection costs more money than a new motor.  He advised that protection is needed for the irrigation pump in the form a lightning arrester and relays, at a cost of $615.00.  The money will come from the Capital Equity account.

Ø    Katsy Willey announced that the ballots for the Shadow Lake Village Board of Trustees election must be turned in by Thurs., June 12, 2003, by 1pm.  The Pre-Election General Meeting will be held on May 20th at 7:30 pm in the Ballroom.  Candidates Night will be held on May 28, 2003.

Ø    David Howell announced that the Tree and Shrub Committee guidelines have been revised and are ready for ratification by the Board of Trustees.

Ø    Kevin Byrne reported that the Middletown Police Department would like to sponsor a seminar about pedestrian safety and phone scams for Shadow Lake Village residents in April.  Kevin will present the request to Kiwanis for further evaluation.

Ø    Karl Strauch asked about the status of the Worthmore Helping Hands program and if the Board or Maintenance has received feedback from residents.  Mary Carhart advised that the program has been placed on hold until further information can be obtained.

 

Announcements:

Ø    Katsy Willey announced that the Pet Club will hold its annual Flea Market on May 17th.  There will be a free luncheon and tour of Applewood Estates in Freehold on March 27th.  Bus transportation will be provided at no cost.

 

February 27, 2003 Motions:

 

ü    Walter Lohmann/Karl Strauch made a motion to approve the purchase and installation of a lightning arrester and relays for the irrigation pump at a cost of $615.00.  The money will be taken from the Capital Equity account.  All Board members present voted in favor.

ü    Dave Howell/Mary Carhart made a motion to accept the revised Tree and Shrub Committee Guidelines.  All Board members present voted in favor.

ü    Fr. Joe Quinlan/Dave Howell made a motion to ratify a unanimous phone poll of the Board of Trustees approving the opening of the wall behind the Ballroom television for the storage of chairs and tables.  All Board members present voted in favor.

ü    Fr. Joe Quinlan/Walter Lohmann made a motion to approve the placement of Emma Seigal’s plaque on the “Wall of Honors”.  All Board members present voted in favor.

ü    Karl Strauch/Fr. Joe Quinlan made a motion to award the 2003 pool contract to American Pools provided that the contract is amended to reflect the indemnification of Shadow Lake Village in the insurance clauses.  All Board members present voted in favor.

ü    Mary Carhart/Katsy Willey made a motion to approve $15, 968 for emergency carpet replacement and rescind the motion of August 2002.  All Board members present voted in favor.

ü    Mary Carhart/Karl Strauch made a motion to ratify the Board of Trustees unanimous phone vote of February 5, 2003, approving Selective Service Testing and Kiwanis to conduct Alzheimer screenings in the Shrewsbury/Navesink Room.  All Board members present voted in favor.

ü    Fr. Joe Quinlan/Karl Strauch made a motion to allow the Women’s Club to invite children from the River Plaza School to sing at its December 2nd meeting provided an updated insurance certificate is presented prior to the event.  All Board members present voted in favor.

 

Meeting adjourned 10:45

Respectfully submitted,

 

Richard Carpenter                                                         Katsy Willey                                               Administration Manager                                               Board Secretary