Shadow Lake Village

Minutes for the Business Meeting

July 28, 2005

Call to order 9:30 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     Roger Nicholson

Ø     Cathleen Sullivan

Ø     David Anderson

Ø     Margaret Mary Bambury

Ø     Jane Beckett

Ø     Kevin Byrne

Ø     Walter Lohmann

Ø     Warren Van Nosdall

Ø     Angela Vullo

Administration Manager:

Ø     Richard Carpenter

Maintenance Manager:

Ø     Jim Sullivan

Security Manager:

Ø     Captain Albert Byrnes

Resident Attendance:

FINAL COPY WILL INCLUDE ATTENDANCE

Approval of Minutes:

Motions to approve preliminary drafts of the minutes for the June 16th Workshop Mtg. and the June 23rd Business Mtg. were made by David Anderson/Margaret Mary Bambury and David Anderson/Cathleen Sullivan respectively.  All board members present voted in favor.

Treasurer’s Report:

By Warren Van Nosdall:

Ø          Warren will make a recommendation that a separate fund be set up for storm expenses.  This will help to reduce variations in the Operating account.

Ø          Attached

Maintenance Report:

By Jim Sullivan:

Ø          Maintenance is currently at full staff.

Ø          461 work orders were placed in June, out of those 453 were completed and 8 remain open.

Ø          Siding is ongoing.

Ø          Ray Pollack stepped down from his supervisory position, Mike Hynes will be taking his position.

Ø          Clubhouse brickwork repairs will begin August 1st.

Ø          Andover Court sewer replacement is scheduled to be done the second week of August.

Ø          Installation of a retaining wall at 7 Loch Arbor Way is pending permits.

Security Report:

By Captain Al Byrnes:

Ø          25 incidents were reported this month.

Ø          First Aid providers are in need of volunteers.  Response time has been delayed as a result.

Ø          Al Byrnes recommends police reports are requested for all motor vehicle accidents. 

Ø          Speed indicator results will be supplied shortly.

Ø          Al Byrnes reminded residents that Maintenance does not remove bulk trash.

Administration Report:

By Richard Carpenter:

Ø          Roger Nicholson reminded residents that there is no commitment to expand or renovate the Clubhouse at this time.  The idea is in an exploratory phase.

Ø          Rich reminded residents that Wentworth Connect is available to the residents by going to www.wentworthconnect.com/shadowlakevillage.  Part of the Wentworth Connect program is resident alert, which allows management to send phone messages to all residents. 

Ø          Requests will be going out to Falcon Engineering and Berkowsky and Associates requesting they resubmit their proposals to provide Architectural design for the Clubhouse based on standards that were used by Construction Design Technologies.  This will help bring all three proposals into conformance.

Ø          Requests for proposals are going out next week to 6 security companies to provide 24-hour security.

Ø          A claim was submitted to our insurance company in reference to a minor accident involving a Maintenance truck and a resident’s car.

Ø          The reserve study from Falcon Engineering is ongoing.

 

Committee Reports:

Ø          Al Zaleski advised that the House Committee is getting estimates to replace the Library carpet and white lobby chairs.  Requests the Board make funds available to the House Committee.  The treadmill in the women’s room is in need of replacement.  Cathleen Sullivan advised that we would like to replace the treadmill with a commercial treadmill.  Al recommends a notice be put on channel 21 and a sign up sheet in the women’s room to survey what equipment is used.

Trustee Reports:

Ø          Walter Lohmann advised that the Architectural Control Committee is reviewing landscape, tree & shrub and ACC guidelines.  The Architectural Control Committee will put various articles in the Chatterbox to educate residents. 

Ø          Kevin Byrne advised the situation involving the Clubhouse air conditioning and Brown’s Heating and Cooling is in the hands of the Associations Attorney. 

Ø          Kevin Byrne advised the Board of Trustees will have ongoing meetings with Wentworth upper management to discuss future plans for management.

Ø          Jane Beckett advised that plans to reduce the costs for the bus contract are under review.

Ø          Angela Vullo advised the Socializers requested to hang banners in the Clubhouse to advertise an event.  Consensus of the Board is not to allow this. 

Ø          Warren Van Nosdall advised that he has submitted his budget recommendations to the Board.  Warren would like the Board to review their line items and prepare recommendations.

Ø          Cathleen Sullivan advised that garage inspections are ongoing.  There are no major problems at this time.

Residents’ Comments/Business:

Ø          Joyce Pfeiffer of 30 Dickinson Court advised that the lawn in back of Dickinson Court looks terrible.  The area was seeded, but moles have ruined the grass.  Jim will meet with a representative from Down to Earth and see what is needed to reduce the problem.

Ø          A resident from 34 Manchester Court advised there is a problem with 32 Manchester Court, including a broken window and mold.  Advised of a light being out.  Also concerned that house numbers are not visible from the street.  All issues will be checked by Management.  Roger Nicholson advised that Security guides emergency vehicles to homes within the Village.

Ø          A resident from 38 Manchester Court is concerned about the health issues and damage that mold can cause.

Ø          A resident from 40 Manchester Court has a complaint of lack of lighting in stairwells at Manchester Court.  Feels light that was recently installed is in the wrong place.  Also feels there is a need for new gutters on the building.

Ø          A resident of 34 Manchester Court advised their gutters need to be cleaned.

 

 

 

July 28, 2005 Motions:

Ø          Angela Vullo/Warren Van Nosdall made a motion to accept a $200 donation from the Pet Club to be used as the Board of Trustees sees appropriate.  All Board members present voted in favor.

Ø          Cathleen Sullivan/Angela Vullo made a motion to accept $555 from the MOMA trip to be used towards replacement of the Library carpet.  All Board members present voted in favor.

Ø          Kevin Byrne/Margaret Mary Bambury made a motion to approve payment in the amount of $2005.80 to purchase a performance bond for the Andover Court sewer replacement (attached).  All Board members present voted in favor.

Ø          Kevin Byrne/Warren Van Nosdall made a motion to terminate the Shadow Lake Village Endowment Fund Corporation.  All Board members present voted in favor.

Ø          Walter Lohmann/Dave Anderson made a motion to reaffirm the Shadow Lake Village interpretation of commercial vehicles policy.  Discussion followed referencing whether or not guidelines should be established.  Currently “overt signs” is the basis for our policy (attached).  6 Board members were in favor and 3 were opposed.

Ø          Cathleen Sullivan/Kevin Byrne made a motion to approve Pelco contract in the amount of $1590 to service the heat and air conditioning for the Clubhouse, Guardhouse and Maintenance from June 2005 until June 2006.  All Board members present voted in favor.

Meeting adjourned

Respectfully submitted,

Richard Carpenter                                                David Anderson

Administration Manager                                       Board Secretary