Shadow
Lake Village
Minutes [bah1]for Workshop Meeting
March 20, 2003
Call to order 9:00 am.
Roll Call:
Trustees:
Ø
Kevin Byrne
Ø
Mary Carhart
Ø Katsy Willey
Ø
Father Joe Quinlan
Ø David Howell
Ø
Lou Vaiti (absent)
Ø
Walter Lohmann
Ø
Raymond Johnson
Ø
Karl Strauch
Administration
Manager:
Ø
Richard Carpenter (absent)
Ø
Nicole Patterson
Resident
Attendance:
FINAL DRAFTS WILL INCLUDE
ATTENDANCE
Review of minutes:
Review of the minutes for the February 20th Workshop Meeting and the February 27th Business Meeting was completed. They will be prepared for acceptance during the March 27th Business Meeting.
Treasurer’s Report:
Ø
After the snowstorm, we are over budget $42,000 through February. $30,000 is due to snow, while the rest is due
to golf expenditures.
Ø
Ray distributed revised budget sheets to the Board of Trustees. There are three options to fix the
budget: a special assessment; use money
from the operating reserves; or reduce expenses (put off plans or find other
ways to do them.) The Board was
requested to submit potential reductions by April 11.
Ø
They will be presented at the April Workshop Meeting.
Ø
Mary Carhart will make a motion at the March Business Meeting to
approve snowstorm expenses. We want to
have $113,500 in this category. To date,
we have $59,000 and must put in $54,500.
Ø
Ray gave everyone a copy of the investments operating account. The account shows $417,000 in funds.
Ø
The reserve replacement account shows a total of $665,000.
Ø
There is a total of $1,082,000 in investments.
Ø
Ray gave the Board revised collection procedures with slight procedural
and date changes. He will make a motion
to approve the changes if they are endorsed by our attorney, Martin Barger.
Ø
Ray reviewed the balance sheet and chart of accounts.
Ø
He thanked the Board of Trustees for their hard work in making a chart
of accounts.
Ø
We have received the audit draft.
Some corrections were made. We
have not yet received the final draft, which should show a decrease in the
deficit.
Ø
Wilkin and Guttenplan will present the audit at the March Business
Meeting.
Action Items Reviewed:
Ø
Review of the functions and roles of Helping Hands and Condo. Reps. has
been added to the Action Items list.
Ø
We have received nothing in writing from the Department of
Environmental Protection. The issue has
been added to the Action Items list.
Committee Reports:
Ø
John Petracca presented the Architectural Control Committee’s
recommendation for garage
doors. The replacement of garage
doors currently has a budget of $30,000; however,
the
Committee’s proposal requires only $22,874, using the Clopay
1001
steel door from Ned Sickles.
Ø
The Board of Trustees will consider a motion to accept the proposal for
steel doors at the March Business Meeting.
Unfinished Business:
Ø
Walter Lohmann advised that the Architectural Control Committee is
progressing well with its work concerning garage doors, evaluation of the pros
and cons for the storage of bicycles under stairs, railings, and revising of
ACC guidelines.
Ø
Dave Howell advised that the Landscape Committee will meet to make
changes in their guidelines.
Ø
Kevin Byrne advised that Greg Anderson, of the Wentworth Group, came to
Clubhouse last Tuesday. He brought the
equipment to connect the Generations Online computer, but was unable to
complete the project due to painting in the Well. He will return next week to connect the
computer to the Internet.
Ø
Mary Carhart advised that for the first few months, Worthmore’s Helping
Hands program wanted to utilize their on-site Shadow Lake Village
employees. Mary will continue to
evaluate the program, but is not prepared to recommend it at this time. The Board of Trustees agreed that they are
interested in the program, but that SLV Worthmore employees should not be used.
Ø
Fr. Quinlan advised that work on the Clubhouse is progressing
nicely. Balanikas is currently painting
the Clubhouse. Kevin Byrne advised that
he would like a Long Range Plan to decide the decoration and renovation of the Clubhouse.
Ø
Fr. Quinlan advised that renovation to the Boathouse is currently on
hold due to insufficient funds. The
Board of Trustees will continue to assess the need for repair to the Boathouse
deck.
Ø
Karl Strauch advised that the insurance report is not favorable to
SLV. We have investigated through
several brokers’ options and none were acceptable to the insurance
companies. No other insurance company
bid on our policies. Karl and Henry
Vullo, Insurance Committee Chairman, will continue to pursue other insurance
options. In the meantime, the policy
from QBE Insurance Company remains in force.
Ø
Fr. Quinlan advised that Marlene Ellman is not satisfied with the
Board’s proposal to place Emma Siegal’s plaque on the Wall of Honors. Dave Howell read Marlene’s letter to the
Board. Mrs. Ellman offered several
alternative suggestions, including placing planters by the bench in the rock
garden. Father Quinlan stated that the
Board of Trustees position is that the Wall of Honors is the permanent place
for such plaques. However, the Board
will consider the planter option if a proposal, including a sketch, is
submitted by the Socializers. The Landscape Committee’s input will then be
solicited by the Board before acceptance.
New Business:
Ø
Walter Lohmann advised that the Board of Trustees feels the Condo
Representatives are under utilized. He
stated that the Condo Reps. should have orientations to establish a working
knowledge of the Village and their job duties.
Walter submitted an initial proposal to Paul Ellman and the Board.
Ø
Mary Carhart submitted a request from Kiwanis to allow the Brookdale
Circle K access to the Ballroom for their installation dinner on May 10th. Mary will make a motion at the March Business
Meeting.
Ø
Ray Johnson advised that snow removal for the President’s Day storm
went over the budget allotment. We were
able to secure a bobcat rental at $80/hour.
Kevin Byrne reported that part of the cost was due to the tremendous
amount of calls (419) on Tuesday, Feb. 18th. Everyone was able to leave his or her homes
by Wednesday night. Mary Carhart advised
that there was an extra cost to move the snow from the Courts to the
Thimblecreek parking lot. Ray Johnson
will make a motion at the March Business Meeting to approve snow expenses.
Ø
Mary Carhart advised that funds for the Maintenance yard paving will be
acquired from the Capital Equity account.
Ø
Fr. Quinlan will make a motion to approve the 2003 pool contract with
American Pool Management Company at the March Business Meeting.
Ø
Dave Howell advised that replacement of the golf course sand traps will
be approximately $2400, which will be funded by donations.
Ø
Dave reported that the golf course will be closed until April 1st,
upon the advice of the manager, Robert Donofrio, for necessary maintenance. An announcement will be placed on Channel 21.
Trustees’ Reports
Ø
Katsy Willey advised that resumes and petitions of potential candidates
for the Board of Trustees election are due April 25th, by 5:00 pm, close of business day. An announcement will be placed on Channel
21. She also reported that all BOT
meeting agendas will be posted on Channel 21, starting with this month, March
2003.
Ø
Kevin Byrne advised John Petracca has produced a sketch of the
Clubhouse to use for long range planning.
The planning will include creating a color/decorating scheme in the
Clubhouse.
Ø
Kevin Byrne asked that a copy of all BOT correspondences be placed in
the Reading File.
Ø
Kevin Byrne advised that Will Boyce will follow the bill from
Middletown concerning SLV paving costs.
Ø
Kevin Byrne encouraged donations to Shadow Lake Village by residents,
their friends, and families.
Ø
Kevin Byrne advised that, according to legal advice, a generic blanket
indemnification clause cannot be placed in every contract. Each contract is unique and must have wording
that is appropriate to it.
The Meeting Adjourned at
11:00 am.
Respectfully submitted,
Richard Carpenter Katsy Willey
Administration Manager Board Secretary