Shadow Lake Village

Minutes for the Business Meeting

December 18, 2003

 

Call to order 9:40 am.

 

Flag Salute:  Dave Howell

 

 

 

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 (absent)

Ø     Nicole Patterson (Administration Assistant)

 

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 November 13th Workshop Meeting (pending correction to delete Dave Howell’s statement concerning the Lakers and golf fees) and the November 20th Business Meeting were made by Karl Strauch/Walter Lohmann and Karl Strauch/Ned Hammond, respectively.  All board members present voted in favor.

 

                                  Treasurer’s Report:

                                              

By Ray Johnson:

Ø     Ray advised that income exceeds expenses by $23,225.

Ø     Some over expenditures of line items that were not part of the budget must be considered.  These include the painting of the buildings (with invoices for 2 buildings not yet received); tree maintenance (Ned Hammond will make a motion); and gas and oil expenses (an adjustment must be made to reflect the gas used by the golf superintendent.

Ø     Ray advised that a motion was needed to approve the Jim Davis snow removal purchase order.  (See Motions)

Ø     Ray advised that Clubhouse Maintenance is over budget.  The BOT tabled the issue for further discussion.

Ø     Kevin Byrne advised that the BOT is attempting to build a reserves, which would cover unexpected expenses in lieu of a special assessment to residents.

Ø     Ray Johnson advised that the Board of Trustees had a meeting with our attorney, Martin Barger.  They discussed delinquencies and the various processes used to collect money, including liens and foreclosures.

Ø     Ray advised that Cooperative Communications has assumed control of our phone lines.  In the past bills were charged to line items corresponding with the department of the phone number.  Ray suggested using one line item for all phone lines.  The Board liaisons will still receive a breakdown of all phone calls made from each line.  Ray Johnson made a motion to use one line item for the phone.  (See Motions)

Ø     Most of the delinquencies are being handled in house.  Few need the assistance of our attorney.

 

 

 

Maintenance Report:

By Jim Sullivan:

Ø     Maintenance is currently at full staff.

Ø     Siding and painting has been completed.

Ø     Concrete work is ongoing and should be finished by Christmas. 

 

Security Report:

By Captain Harold Taylor:

Ø     Security responded to 9 medical emergencies, 1 assist, and 3 motor vehicle violations to date for the month of December.

Ø     Residents should pick up passes for Christmas Day at the Security Gatehouse.

Ø     Capt. Taylor and Walter Lohmann, Security liaison, will tour the Village and decide where to install key stations on courts currently without them.

 

Administration Report:

By Nicole Patterson:

Ø     The Administration Office will be closed at 1pm on December 24th and all day December 25th.

Ø     Chimney inspection forms are due by December 31st.

 

Committee Reports:

Ø     N/A

 

Residents’ Comments/Business:

 

Ø     Jean Gilbert, of 26 Berkshire Court, advised that she requested gutter cleaning in November, but they have not been cleaned and the leaves are now frozen in the gutters.  Jim Sullivan advised that he will look into it and have the gutters cleaned.

Ø     Angelo Vullo expressed concern over the “lack of Security” in the Village.  She addressed the shortening of the resident gate arm, non-residents using SLV for walking and bicycling, and Security allowing her guest to enter without recording the name and license plate.  Walter Lohmann advised that Security’s attention is primarily on the incoming traffic and not on the exit, but that the problem of unauthorized entry will be examined.  In addition, the television set has been removed from the Guardhouse so that the guards’ attention will be focused on SLV at all times.  Kevin Byrne advised that logs are taken of all non-resident cars entering the property.

Ø     Elizabeth Marcellaro, of 10 Dickinson Court, inquired as to the employment status for the workers clearing snow.  She stated that the workers shoveled areas that were not walkways and did not adequately shovel the walkways.  In addition she stated that the roads were not plowed to her satisfaction.  She suggested that Channel 21 be used to give residents updates on the progress of snow clearing.  Jim Sullivan advised that the workers work for SLV’s landscaping contractor, Down to Earth, and that the workers cannot be responsible for knowing where every walkway is located.  He advised residents to call the Maintenance Department if the snow is not removed satisfactorily.  Mary Carhart advised that the use of Channel 21 was discussed at the December 15, 2003, Wentworth Oversight Meeting.  Karl Strauch commended Maintenance for their work in clearing the roads, which were “better than most side roads in Middletown.”

Ø     Anna Yurko, of 18 Claremont Court, asked if 48 Claremont Ct. was included in the concrete repairs to be completed by Christmas.  Jim Sullivan advised that the work will be done.

Ø     Dorothy Sasson, of 152 Lexington Court, commended Will Boyce and Maintenance for their help in clearing the snow from Lexington Court.

Ø     Jean Gilbert inquired as to the status of a stump left after removal of a tree.  Jim Sullivan advised that the stump will be grinded.  Kevin Byrne reminded residents to not move stump grindings until spring.

 

Unfinished Business:

Ø     N/A

 

 

 

New Business:

 

Ø     N/A

 

Trustee Reports:

Ø     Ned Hammond advised that he and Jim Sullivan investigated the replacement of the 1999 Isuzu truck and decided to obtain another Isuzu in the amount of $461 per month.  The completed credit application was submitted, and the truck should be ready for January.

Ø     Mary Carhart advised that changes will take place within the Worthmore organization at Shadow Lake Village.  Will Boyce will be leaving as Project Manager to assume his new role as a Senior Project Manager with Worthmore but will attend the monthly oversight meetings.  Jim Sullivan is being promoted to Project Manager and Ray Pollack will assume Jim’s current position as Supervisor.

Ø     Ray Johnson advised that the coupon books and direct deposit letters were sent out to homeowners.  The Administration Office should be notified if you have not received a coupon book or letter.

Ø     Kevin Byrne encouraged residents to use direct deposit, as a manner of avoiding late fees.  He advised that assessments are due the 1st of each quarter and are considered “late” on the 2nd.  A grace period is extended until the 10th, but late fees applied due to a late sending of payment will not be waived.

Ø     Kevin Byrne advised that as of January 1, 2003, Mary Carhart will be the alternate liaison to the Maintenance Department.  Ned Hammond will become the Maintenance liaison.  Kevin thanked Mary for all her work as liaison, stating that she has one of the most difficult tasks of establishing the Maintenance budget.  He thanked Ned Hammond for assuming the responsibility.

Ø     Kevin Byrne addressed the quality of life in Shadow Lake Village, stating, “It is ongoing”.  The BOT is always looking for ways to improve the Village.

 

Announcements:

Ø     N/A

 

 

December 18, 2003 Motions:

 

ü     Ray Johnson/Ned Hammond made a motion to approve the Jim Davis snow removal invoice in the amount of $6,910.00.  All Board members present voted in favor.

ü     Ray Johnson/Karl Strauch made a motion to create a new budget line item to condense all current Association phone lines (Maintenance, Security, Administration) into one account.  Mary Carhart abstained.  All other Board members present voted in favor.

ü     Mary Carhart/Ray Johnson made a motion to accept Worthmore Construction’s roofing proposal for 2-10 Auburn Court in the amount of $19,184.  All Board members present voted in favor.

ü     Karl Strauch/Dave Anderson made a motion to accept the Boynton & Boynton insurance proposal at a total cost of $228,303.  All Board members present voted in favor.

ü     Kevin Byrne/Ray Johnson made a motion to establish a Bunco Card Club to meet in the Shrewsbury Room.  All Board members present voted in favor.

ü     Ned Hammond/Dave Howell made a motion to approve the tree maintenance over expenditure amount of $2,750.  All Board members present voted in favor.

ü     Walter Lohmann thanked Anna Yurko for her help as Pool Committee Chairperson.  Walter Lohmann/Ned Hammond made a motion to accept the pool proposal from American Pool Management in the amount of $19,985, to include a reduction in hours from Memorial Day to June 25th (to close at 4pm instead of 6pm).  All Board members present voted in favor.

ü     Walter Lohmann/Karl Strauch made a motion to deny Arthur Lindsay’s request to change his parking space at 14 Medford Court, from his designated space to a guest space, because it does not bring the space closer in conformance to the Master Deed.  Ned Hammond and Fr. Joe Quinlan voted against the motion.  All other Board members present voted in favor.  The motion was approved.

ü     Ned Hammond/Dave Anderson made a motion to establish a Site Wide Tree Survey Committee for SLV.  All Board members present voted in favor.  

ü     Ray Johnson/Fr. Joe Quinlan made a motion to approve the 2004 budget as prepared and presented (See minutes of the December 16th General Meeting).  All Board members present voted in favor.

 

 

 

Meeting adjourned 10:55 AM

 

Respectfully submitted,

 

Nicole Patterson                                                         Karl Strauch                                               Administration Assistant                                            Board Secretary