Shadow
Lake Village
Minutes
for the Business Meeting
March 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
Ø
Karl Strauch
Administration
Manager:
Ø
Richard Carpenter
Maintenance
Manager:
Ø
Will Boyce
Security
Manager:
Ø
Captain Harold Taylor
Wilkin
and Guttenplan:
Ø
Accountant Marie Mirra
Resident
Attendance:
FINAL COPY WILL INCLUDE
ATTENDANCE
Approval of Minutes:
Motions
to approve the minutes for the February 20th Workshop Meeting and the February
27th Business Meeting were made by Walter Lohmann/Karl Strauch. All board members present voted in favor.
Auditor’s Report:
Ø
Marie Mirra announced that the 2002 audit for Shadow Lake Village is
complete.
Ø
Each year, Wilkin and Guttenplan visit the Administration Office and
the Wentworth office to review the financials.
Ø
Shadow Lake Village ended 2002 with only a $3000 deficit in the
operating account, which demonstrated excellent financial planning in the total
budget.
Ø
We are earning a good amount of interest income and the Association is
in good financial shape.
Ø
The representation letter has been approved and signed by the Board of
Trustees stating that all necessary information had been supplied to Wilkin and
Guttenplan to finish the audit.
Treasurer’s
Report:
By
Ray Johnson:
Ø
The unexpected insurance premium increase has been compensated by the
special assessment of $25 in each of the remaining three quarterly payments.
Ø
Snow removal is over budget by $43,000.
The Board of Trustees will consider postponing proposed projects this
year to adjust the budget through February to cover these costs.
Ø
Two new short term cd’s with a return of 1.9% and 1.6% have been
purchased.
Maintenance Report:
By
Will Boyce:
Ø
Maintenance is currently at full staff.
Ø
Worthmore has received 1150 work orders since January 1st. Will Boyce reviewed how work orders are
processed.
Ø
Painting and siding replacement will resume shortly.
Ø
Residents should be alert for termites.
They will swarm for a short period of time and should be sprayed during
this time. Call in a work order.
Ø
Maintenance had to replace one water line this year.
Ø
The Down to Earth Landscape contract will be in effect from March 15 to
November 15.
Ø
Down to Earth has started spring clean up.
Ø
Residents are reminded that the garden boxes are for clippings and
branches only not garbage, sand, or dirt.
Ø
All cardboard should be broken down and left by the garbage bins to be
recycled.
Ø
Traffic lines will be redone as soon as the sand is cleared away.
Security Report:
By
Captain Harold Taylor:
Ø
Security responded to eleven medical emergencies, two water leaks, and
issued one parking violations in February.
Administration Report:
By
Richard Carpenter:
Ø
Rich reminded the residents to return the Resident Information Sheets
for 2003.
Ø
Installation of surge protection for the irrigation pump will be
scheduled shortly weather permitting.
Ø
Security lights in the Clubhouse will be put on a timer. Scheduling with the contractor will be done
shortly.
Ø
CSS has provided a proposal to install a fire alarm system in the
Clubhouse. It will be reviewed by the
Board of Trustees in the upcoming year.
Ø
We received a court summons last week for a ‘slip and fall’ on the
property.
Ø
We were advised by a representative of JCP&L that sometime in April
JCP&L will be repainting some of their utility boxes.
Ø
Thirty poolside chairs have been refurbished over the winter and will
be returned shortly.
Ø
Monmouth Medical Center will be here Friday, March 28th to
offer a seminar on sleep disorders. It
is open to all residents.
Committee Reports:
Ø
Architectural Control Committee:
John Petracca and the Committee are concerned that if we allow bicycle
storage under the stairs, residents will want other items to be stored there as
well. The Committee’s recommendation is
not to allow any storage under the stairs, as presently stated in our Rules and
Regulations.
Ø
The Architectural Control Committee also made a recommendation that a
receptacle be available to residents for recycling batteries.
Ø
Karl Strauch advised that the Safety and Security Committee is
currently in need of volunteers.
Ø
Dave Howell advised that Frances Bubenheimer would like to start a Walk
and Talk Club. She will put notices in
future Chatterboxes. If the group is
successful and continues to function, Dave Howell will make a recommendation
that it is sanctioned by the Association.
Ø
Anna Yurko advised that we have approved a contract with American
Pool. A meeting with the contractor will
be made in the near future to review procedures.
Ø
Ray Johnson has advised that Al Weiskopf has resigned as internal
auditor and we are looking for a volunteer to take his place.
Ø
Dave Howell advised that the Landscaping Committee would like approval
to place planters in the area of the Clubhouse courtyard in memory of Emma
Siegal.
Ø
Kevin Byrne advised that on May 26th, Kiwanis will hold a
Memorial Day service for all residents at the flag pole by the entrance of the
Village.
Residents’ Comments:
Ø
Residents were concerned with the conditions of the sidewalks, curbs,
and pavement. Will Boyce, with the
assistance of Bill Rigney, will conduct the annual inspection of the Village.
Ø
Residents were concerned that grass and cars could be ruined by the
sand being blown by the landscapers.
Will Boyce advised that the salt washes away harmlessly and he will
discuss procedures with Down to Earth.
Unfinished Business:
Ø
N/A
New Business:
Ø
N/A
Trustee Reports:
Ø
Karl Strauch advised that to date we have been unable to acquire
additional insurance proposals.
Ø
Katsy Willey advised that Alice Kreider has begun scheduling for the
Shadow Lake Village elections. Any
resident, who wishes to run for the Board of Trustees, must be in good standing
and acquire ten signatures on his/her petition.
Ballots must be returned to the Administration Office by 1pm on June 12,
2003. Condo Reps of odd-numbered condos
are due for election and need only five signatures.
Ø
Katsy announced that the Middletown School Board Election will be April
15th, from 4-9pm in the Ballroom.
Candidates Night for the School Board election will be April 10th,
Thursday, at 7:30 pm.
Ø
Dave Howell requested that the Board consider replacing the fairway
mower in the upcoming year (2004). It
was estimated that a new mower would cost between $30,000 and $40,000.
Ø
Mary Carhart advised that Worthmore
is to have a Helping Hands program it would be done by employees outside
of Shadow Lake Village contract and will operate from their Barrington office.
Announcements:
Ø
Katsy Willey advised that the Pet Club flea market will be held May 17th
from 9-2 in the Ballroom. If anyone is
interested in making donations to be sold at the event, please call Katsy
Willey.
March 27, 2003 Motions:
ü
Ray Johnson/Karl Strauch made a motion to approve the revisions to the
budget (attached). All Board members
present, with the exception of Dave Howell who had stepped out of the room for
a moment, voted in favor.
ü
Ray Johnson/Mary Carhart made a motion to approve increasing the
snowstorm budget to $113,500. This is $54,500 over the original budgeted
amount. All Board members voted in
favor.
ü
Ray Johnson/Dave Howell made a motion to approve collection procedures
dated March 19, 2003. All Board members
voted in favor.
ü
Walt Lohmann/Katsy Willey made a motion to approve the installation of
steel rather than wood garage doors on Claremont Court subject to financial
approval. All Board members voted in
favor.
ü
Mary Carhart/Kevin Byrne made a motion to approve Kiwanis’ request to
use the Ballroom on May 10th for the Circle K Annual Installation
Dinner. All Board members present voted
in favor.
ü
Fr. Joe Quinlan/Karl Strauch made a motion to approve the American Pool
contract for 2003 for $19,750. All Board
members present voted in favor.
Meeting adjourned 11:00
Respectfully
submitted,
Richard
Carpenter
Katsy Willey
Administration Manager
Board Secretary