Shadow
Lake Village
Minutes
for the Business Meeting
August 28, 2003
Call to order 9:30
am.
Roll Call:
Trustees:
Ø
Kevin Byrne
Ø
Mary Carhart
Ø Karl Strauch
Ø
Walter Lohmann
Ø Father Joe Quinlan
Ø
Dave Howell
Ø
Raymond Johnson
Ø
David Anderson
Ø
Ned Hammond
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 July 17th Workshop Meeting and the July 24th
Business Meeting were made by Karl Strauch/Ned Hammond and Karl Strauch/Walter
Lohmann, respectively. All board members
present voted in favor.
Treasurer’s
Report:
By
Ray Johnson:
Ø
Ray advised that to date income exceeds expenses by $12,000.
Ø
ACH has been completed allowing the electronic transfer of Association
fees from the First Trust Lock Box to the Shadow Lake Village Wachovia bank
account. This should help alleviate
future cash flow problems.
Ø
Ray will have budget projections for the Board of Trustees this week.
Ø
The Board of Trustees should begin preparing next year’s budget
preparations.
Ø
Ray advised to use care not to go over budget for the remaining four
months of 2003.
Maintenance Report:
By
Will Boyce:
Ø
Maintenance is currently at full staff.
Ø
356 work orders were received in June.
162 orders were completed within 24 hours after Maintenance was
notified, 109 were completed within one week, 64 were completed in more than
one week, and 21 are pending.
Ø
Siding and painting are ongoing.
Ø
Concrete replacement will begin shortly.
Ø
Two water line leaks will be fixed shortly.
Security Report:
By
Captain Harold Taylor:
Ø
Security responded to 10 medical emergencies, 3 leaks, 1 smoke alarm,
and issued 3 vehicle violations in July.
Administration Report:
By
Richard Carpenter:
Ø
Rich reminded residents to clean the kitchen after use. The Board of Health indicated several areas
that needed improvement.
Ø
We are currently looking for volunteers for the Generations Online
program.
Ø
Rich advised that the pool will close on Monday, September 1st.
Committee Reports:
Ø
Walter Lohmann advised that in an effort to oversee contractors’ work
on property, the Architectural Control Committee will implement a program to
control outside contractors. Walter
Lohmann reviewed the procedures, which will be implemented shortly.
Ø
Fred Ruscio advised that the Maintenance Committee has received two
proposals for solar electric assistance for the Clubhouse. The proposals use different approaches, and
the Maintenance Committee will continue to review options.
Ø
Dave Howell advised that the Movie Committee requested that the movie
night be moved to the First Friday of every month. Dave Howell will implement this.
Residents’
Comments/Business:
Ø
Kathleen Sullivan expressed concern about mold in the Village. Will Boyce advised that mold outside the unit
is not dangerous. He advised Mrs.
Sullivan to put in a work order to have the area cleaned.
Ø
Pat Crowley, on behalf of Madeline Organek and herself, thanked the
Board of Trustees for allowing the Sunshine Committee to run their annual fund
drive.
Ø
Al Zaleski inquired as to how residents are advised about handling
contractors. Walter Lohmann advised that
education is through the Welcome Packet, Chatterbox, etc.
Ø
Al Zaleski inquired on what groups are not cleaning the kitchens after
use. Marlene Ellman recommended a
cleaning checklist for groups. Rich
Carpenter will prepare a checklist to review with the Board of Trustees.
Ø
Al Zaleski asked Will Boyce to explain the procedure for work
orders. Will Boyce advised that work
orders are done by priority and to call him if there is a concern.
Ø
Marlene Ellman asserted that the policy in regards to Chatterbox
inserts is unfair. Dave Anderson advised
that there has to be some control over the time for preparation and the number
of inserts.
Ø Marlene Ellman voice
disappointment with the BOT decision to remove a memorial sign from the
planters donated by Socializers. She
expects an apology from the Board of Trustees.
Walter Lohmann advised that the procedure was not followed in reference
to placement of the sign. Fr. Joe
Quinlan advised that prior meeting minutes stated Socializers requested to
place 2 planters in front of Clubhouse and no plaque would be displayed.
Unfinished Business:
Ø
N/A
New Business:
Ø
N/A
Trustee Reports:
Ø
Ned Hammond advised that the Isuzu truck lease is coming due January 5,
2004. Ned is reviewing options to
include the possible purchase of a new truck.
Issue tabled pending 2004 budget request.
Ø
Ned Hammond advised that Falcon Engineering has prepared specifications
to correct erosion problem at 7 Loch Arbor Way.
Ned will make a motion to accept the report.
Ø
Kevin Byrne advised that the Newcomer’s Reception will be held on
Tuesday, October 28th from 2-4pm.
Trustees, committees, groups, condo reps, and newcomers will be sent
invitations.
Ø
Ned Hammond advised residents that we expect a 5.2% increase in the
cost of commercial electric. Residential
increases have not yet been prepared.
Ø
Dave Howell advised that a golf cart is in need of repairs and may
cause for overbudgeting.
Ø
Dave Howell advised that dead trees are in the process of being
removed.
Ø
Dave Howell advised that proposals are pending for paving of access
ramps for golf course.
Ø
Karl Strauch advised that Alice Kreider is no longer the Election
Committee Chairperson. A new chairperson
is needed.
Announcements:
Ø
Kevin Byrne announced the September Board of Trustees meetings:
-September “State of the Association” meeting: 9/16/03 @ 7:30 pm in the Ballroom.
-Workshop Meeting:
9/18/03 @ 9:00 am in the Shrewsbury Room.
-Business Meeting:
9/25/03 @ 9;30 am in the Ballroom.
-BOT Conference:
9/20/03
-Budget Meeting:
9/2/03
-BOT agenda meeting:
9/12/03
August 28, 2003 Motions:
ü
Ned Hammond/David Howell made a motion approve a $2250 proposal from
Worthmore Maintenance and Construction to replace panels at 7 Loch Arbor
Way. Funding for project from Capital
Equity Fund. All Board members present
voted in favor.
ü
David Anderson/David Howell made a motion to allow no more than two
inserts in the Chatterbox. The inserts
must be submitted and approved by the BOT liaison by the 25th of
each month. The BOT is exempt from this
policy. All Board members present voted
in favor.
ü
Karl Strauch/Kevin Byrne made a motion to approve David Shupsky’s rules
for record keeping of Association records.
All records not required will be destroyed. All Board members present voted in favor.
ü
Karl Strauch/Ray Johnson made a motion to remove and destroy records by
Accurate Records Destruction Company.
All Board members present voted in favor.
ü
Dave Howell/Walter Lohmann made a motion to approve Rosemarie
Troianello replacing Frances Bubenheimer as the Movie Committee Chairperson
beginning Nov 1st 2003. All
Board members present voted in favor.
ü
Mary Carhart/Ned Hammond made a motion to approve the Worthmore
Maintenance proposal to provide maintenance and related services to Shadow Lake
Village during 2004-2006. The totals,
not including applicable sales tax, are:
1/1/04 – 12/31/04 $598,604 160
bonus man hours
1/1/05 – 12/31/05 $616,562 180
bonus man hours
1/1/06 – 12/31/06 $628,893 200
bonus man hours
The motion also waives the requirement that three bids be received for anything over $5,000. All Board members present voted in favor.
Meeting adjourned 11:30 AM
Respectfully
submitted,
Richard
Carpenter Karl
Strauch
Administration Manager
Board Secretary