Shadow Lake Village

Minutes [bah1] for Workshop Meeting

 February 19, 2004

Call to order 9:00 am.

 

Roll Call:

 

 

Trustees:

Ø     Kevin Byrne

Ø     Mary Carhart (absent)

Ø     David Anderson

Ø     Father Joe Quinlan

Ø     David Howell

Ø     Walter Lohmann       

Ø     Raymond Johnson

Ø     Ned Hammond

Ø     Roger Nicholson

 

Administration Manager:

Ø      Richard Carpenter

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Resident Attendance:

 

 

 

FINAL DRAFTS WILL INCLUDE ATTENDANCE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Workshop Meeting:

 

Review of minutes:

Review of the minutes for the January15th Workshop and January 22nd Business Meetings was completed. They will be prepared for acceptance at the February 26th Business Meeting. 

 

Treasurer’s Report: Ray Johnson

Ø                                         Favorable results of $37,457 to date.

Ø                                         Snow expenditures are $6,000.00 over budget to date.

Ø                                         The Worthmore insurance pre-paid account for the vehicles has not been set up.

Ø     Accounting system will automatically charge an additional ½ of 1% on accounts over $2,000.00 monthly.  A motion to amend the prior motion instating 6% a year will be made at the next Business meeting.

Ø     Maintenance, Security, and Administration phone expenses will be combined into one general ledger account.

 

Action Items Reviewed:

Ø     Implementation of a site wide tree survey and upgrading of the garbage bins have been added to the Action Items. 

 

Committee Reports:

Ø     N/A

 

Unfinished Business:

Ø     N/A

 

 

 

 

New Business:

Ø     Walter Lohmann advised that Article IV, Section 6 of the Shadow Lake Village By-Laws state that the Association can assign tenant rental payments when the owner becomes delinquent.  He will make a motion to approve a procedure at the next Business meeting.

Ø     Kevin Byrne updated the Association liaison chart (attached).

Ø     Ned Hammond received proposals from three companies to provide a bill of particulars for the sewerage system on Andover Court.  He will make a motion to approve a proposal at the next Business meeting.  Ned advised that the sewerage system will be videotaped by Roto Rooter.

Ø                                         Ray Johnson proposed to transfer interest income from replacement investments into operating income on a monthly basis.  The consensus of the Board of Trustees is to research this further.  Kevin Byrne recommended the Board meet with Shadow Lake Village’s accountant to review.

Ø     Ned Hammond advised that a water line leak at 8 Conway Court resulted in approximately $5,000 in damage.  A motion to approve the unbudgeted expenditure will be made at the next Business meeting.

Ø     Dave Anderson advised that the Pinochle Club would like to meet Thursdays in the Shrewsbury Room.  He will make a motion to approve the group’s request at the next Business meeting.

 

Trustees’ Reports

 

Ø     Ned Hammond advised that he is receiving bids for the installation of a retaining wall and replacement of the deck at 7 Loch Arbor Way.

Ø     Ned Hammond advised that the Tree Survey Committee will hold its first meeting at 9:30 am on Wednesday, February 25, 2004.

Ø     Ned Hammond advised that garbage bins may be replaced with another style that is under review.

Ø                                         Ned Hammond advised that street sweeping will be done in March.

Ø     Ned Hammond advised that Down to Earth will attempt to reduce the amount of time it takes to cut the grass.  More time will be utilized for perimeter cleaning this year.

Ø     Fr. Joe Quinlan advised that Jim Gill will be the chairperson for the Boathouse. 

Ø     Fr. Joe Quinlan advised that a resident would like to donate tools to Shadow Lake Village.  Fr. Quinlan has accepted the tools for the Maintenance Department.

Ø     Fr. Quinlan will make a motion at the next Business meeting to accept Kelly Building Service’s contract with a 5% increase.

Ø     Fr. Quinlan has received a request to install a bulletin board in the lobby for the groups.  The Board of Trustees will consider the matter.

Ø     Walter Lohmann would like to reopen Board of Trustees consideration to make the pool a non-smoking area.  The Pool Committee Chairperson, Anna Yurko, will prepare a recommendation.

Ø                                         Roger Nicholson advised that insurance certificates will be reviewed by an insurance auditor in February.

Ø     Kevin Byrne advised that 78 homes were sold in Shadow Lake Village in 2003, which resulted in $17 million dollars in sales.

 

Announcements

Ø     The Business Meeting will be held on Thursday, February 26th at 9:30 am in the Ballroom.

 

Meeting adjourned at 11:00 am with a motion by Fr. Quinlan/W. Lohmann.

 

Respectfully submitted,

 

 

Richard Carpenter                                 David Anderson

Administration Manager                        Board Secretary

February 19th 2004:  Executive Session Minutes

 

Ø                 In reference to a prior letter Peter Ciancimino received warning him to abstain from using abusive language directed at employees, he replied in writing that he has not insulted any employees.  He requested that the letter be removed from his file.  Martin Barger, Shadow Lake Village’s attorney, advised that the Board of Trustees should do nothing, and Mr. Ciancimino be advised to meet with the Violations Committee to discuss his request.

Ø                 Dave Howell advised that our golf superintendent, Bob Donofrio, requested to buy Shadow Lake Village golf equipment with a total cost of $9,940 to be paid over 36 months at a rate of $276.11 per month.  Dave Howell advised that an extension to the golf shed is expected to be built in 2005.  Dave recommended reducing the golf contract from five years to three years.  No other golf proposals will be requested.

 [bah1]