Shadow
Lake Village
Minutes
for the Business Meeting
September 25, 2003
Call to order
9:30 am.
Karl Strauch, Board Sec., to serve as Chairman in the absence of the President and Vice-President.
Flag Salute: Dave Howell
Roll Call:
Trustees:
Ø
Kevin Byrne (absent)
Ø
Mary Carhart (absent)
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
Ø
Jim Sullivan (Maintenance Supervisor)
Security
Manager:
Ø
Captain Harold Taylor
Resident
Attendance:
FINAL COPY WILL INCLUDE
ATTENDANCE
Approval of Minutes:
Motions
to approve the minutes for the August 21st Workshop Meeting and the August 28th
Business Meeting were made by Dave Anderson/Walter Lohmann and Ray
Johnson/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 $41,000.
Ø
Ray Johnson/Dave Howell made a motion to approve the revised budget
dated 9/18/03. All Board members present
voted in favor.
Ø
Ray Johnson/Walter Lohmann made a motion to approve overbuget items,
Insurance, bad debt, and Clubhouse Maintenance.
All Board members present voted in favor.
Ø
Ray announced that the next BOT budget meeting is scheduled for 10/9/03
at 10:00 am. Further meeting dates will
follow.
Maintenance Report:
By
Will Boyce:
Ø
Maintenance is currently at full staff.
Ø
3384 work orders have been received to date. 395 work orders were received in August. 193 orders were completed within 24 hours
after Maintenance was notified and 123 were completed within one week.
Ø
Siding is ongoing.
Ø
Concrete replacement will begin today.
Ø
The sprinkler system will be turned off November 1st.
Security Report:
By
Captain Harold Taylor:
Ø
Security responded to 11 medical emergencies, 1 disorderly person, 1
irrigation leak in August.
Administration Report:
By
Richard Carpenter:
Ø
Rich reminded residents to fill out Snowbird forms in the
Administration Office before leaving for the winter.
Ø
Rich reminded residents that chimney inspection forms are due in
December.
Ø
New steel trash bins will be purchased and placed in the rear of the
Clubhouse. Groups will be expected to
put their trash in them.
Ø
Lapinski Landscaping never came back after reviewing necessary repairs
for the water fountain. Fountains run
anywhere from $250 to $2000.
Ø
Al groups should have received Clubhouse Reservation Forms. Please return to the Administration Office as
soon as possible.
Ø
The Newcomer’s Reception will be held on October 28th, from
2-4, in the Ballroom. Newcomers, Condo
Reps, Committee Chairs, and Trustees will receive invitations.
Ø
The Clubhouse will be closed this weekend (Sept. 27 & 28) for floor
refinishing and carpet cleaning.
Committee Reports:
Ø
Dave Howell advised that Beverly McKiernan has resigned as Co-Chair of
the Landscape Committee. Rosalie Lohmann
will continue as Chairperson.
Ø
Ned Hammond advised that Sunfarms will come to the next Workshop
meeting to discuss their solar assistance proposal for the Clubhouse
electricity.
Residents’
Comments/Business:
Ø
Jim Ham, of 24 Danbury Ct., requested that the Board of Trustees allow
him to have branches blocking view of the lake removed. Walter Lohmann advised that the Association
policy is not to trim branches for “a view”.
Karl Strauch advised Mr. Ham to send a description of what he wants to
do in writing to the Board.
Ø
Edward Sherman, of 19 Andover Ct., advised that he was sent a letter,
dated 2/5/01, from the BOT stating that routine maintenance will be done to the
sewer system on Andover Court. Walter
Lohmann advised that engineers’ recommendations are being followed. Ned Hammond advised that the sewer system is
cleaned out every four months and this will continue until we have a permanent
solution. An engineering firm will
provide specifications to complete this project. We will get estimates for a proposed
permanent solution.
Ø
Mr. Sherman advised that he has noticed many residents using their
garages for storage. Cars must be put in
garages. Security will check into this
issue.
Ø
Richard Dolan, of 137 Lexington Ct., advised that Down to Earth is not
picking up branches that have fallen, “decoration” is falling off of door, and
gutters are causing water problems in flowerbed. Mr. Dolan and his neighbors reported their
difficulty in getting work orders completed.
Maintenance will address these problems with the contractors.
Ø
Beverly Dubose, of 175 Lexington Ct., requested BOT assistance in
reference to having billboards removed from the fence at the park behind
Lexington Court. Karl Strauch advised
Mrs. Dubose to bring a letter to the Administration Office. Administration will send letters to
Middletown Twp.
Ø
Kitty Pease advised that the new concrete on Lexington is not set
correctly. Water is not draining off and
is causing mud problems. Will Boyce
advised that drainage work has already been scheduled.
Ø
Anna Yurko requested that the BOT provide for recognition of residents
who have given many years of volunteer help.
Ø
Al Weiskopf advised that proposals have been supplied to the BOT to
have the billiard tables refurbished.
Unfinished Business:
Ø
N/A
New Business:
Ø
N/A
Trustee Reports:
Ø
Walter Lohmann advised that the Architectural Control Committee’s
resident contractor control procedures have been implemented.
Ø
Walter Lohmann advised that pool contract proposals are being
accepted. The pool drain is in need of
repairs.
Ø
Walter Lohmann advised that 5 BOT members attended the CAI Conference.
Ø
Fr. Joe Quinlan advised that he is considering replacing 1 pool table
with a ping-pong table. Billiards table
refurbishing will be in next year’s budget.
Ø
Dave Howell advised that the golf course yellow lawn mower has broken
down. He recommends the purchase of
attachment for the red lawn mower and not to repair the yellow mower.
Ø
Ned Hammond advised that he is waiting on specifications for repair to
7 Loch Arbor Way.
Announcements:
Ø
N/A
September 25, 2003 Motions:
ü
Karl Strauch/Dave Anderson made a motion to amend the minutes of July
24th to read, “BOT is going to CAI” not CAU meeting. All Board members present voted in favor.
ü
Karl Strauch/Walter Lohmann made a motion to approve Walter and Dot
Erosh as the Election Committee Co-Chairs.
All Board members present voted in favor.
ü
Ned Hammond/Walter Lohmann made a motion to approve a 3% increase for
the landscaping, snow removal, and clubhouse area contracts with Down to
Earth. All Board members present voted
in favor.
ü
Ned Hammond/David Anderson made a motion to approve change in 2003
budget to include a new expenditure of $37,000 for replacement of
concrete. The original amount was
$25,000. All Board members present voted
in favor.
ü
Dave Howell/Walter Lohmann made a motion to accept a small plaque
donated by Socializers to be placed in a planter outside the Clubhouse as a
memorial to Emma Siegal. All Board
members present voted in favor.
ü
Ned Hammon/Walter Lohmann made a motion to accept a proposal from
Marpal Disposal, in the amount of $195 a month to rent the compactor and $175
for each disposal, pending approval from our attorney. All Board members present voted in favor.
ü
Ray Johnson/Ned Hammond made a motion to accept Loori Bus’ proposal for
bus services with an increase of 3% in 2004.
All Board members present voted in favor.
ü Fr. Joe Quinlan/Dave Anderson made a motion to adjourn. All Board members present voted in favor.
Meeting adjourned 10:45 AM
Respectfully
submitted,
Richard
Carpenter
Karl Strauch
Administration Manager Board Secretary