Shadow Lake Village

Minutes for the Business Meeting

September 22, 2005

Call to order 9:30 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     Roger Nicholson

Ø     David Anderson

Ø     Margaret Mary Bambury (excused)

Ø     Jane Beckett

Ø     Kevin Byrne

Ø     Walter Lohmann

Ø     Cathleen Sullivan

Ø     Warren Van Nosdall

Ø     Angela Vullo

Administration Manager:

Ø     Kate Barrett

Maintenance Manager:

Ø     Jim Sullivan

Security Manager:

Ø     Captain Byrnes

Resident Attendance:

FINAL COPY WILL INCLUDE ATTENDANCE

Approval of Minutes:

Motions to approve preliminary drafts of the minutes for the August 18th, 2005 Workshop Mtg. and the August 25th, 2005 Business Mtg. were made by Dave Anderson/Warren Van Nosdall and Dave Anderson/Warren Van Nosdall respectively with corrections.  All board members present voted in favor.

Treasurer’s Report:

By Warren Van Nosdall:

Ø          Attached

Ø          Advised that the 2006 budget is due October 10th.

Maintenance Report:

By Jim Sullivan:

Ø          Maintenance is currently at full staff.

Ø          256 work orders were placed in September. 227 were completed. 29 remain open.

Ø          The Andover Court sewer project is complete.

Ø          We are still awaiting permits from Falcon Engineering for the retaining wall project at 7 Loch Arbor.

Ø           Gutters and leaders will be cleaned after Thanksgiving.

Ø           Maintenance will assist in making residents aware of plans for units left unattended for the winter.

 

Security Report:

 

By Captain Byrnes:

Ø          Advised there were 29 incidents reported in September.

Ø          Advised that all residents should be cautious when walking due to the leaves, acorns and other debris falling from the trees.

Ø          Advised residents to beware of detours being posted due to the installation of new light poles.

Ø          The speed indicator will be on Western Reach so watch your speed throughout the Village.

Ø          Will request that the office put a brief message on Channel 21 concerning Snowbirds.

 

Administration Report:

By Kate Barrett and Jennifer Allen:

Ø     All trustees, with the exception of Warren Van Nosdall and Jane Beckett will be attending the CAI Conference.

Trustee Reports:

 

Ø          Angela Vullo advised that a resident of the Village is requesting permission for an art show at the pool next season. Anna Yurko approved the request.

Ø          Walter Lohmann reported that the ACC is recruiting new members/volunteers. He will place an announcement on Channel 21.

Ø          Cathleen Sullivan reported that garage inspections have been moving along successfully. There are 25-26 left to complete. The chairman will be present at next month’s meeting to give a final report. There are a few garages to which the committee has not been able to gain access.  The violations committee will fine these residents if they do not comply.

Ø          Al Zaleski reported that the House Committee is working on acquiring new carpeting for the Clubhouse library. The Clubhouse carpeting outside the ballroom was also discussed at this time. The carpeting was soiled due to the water pipe break and now looks stained. Jim Sullivan will call Service Master, who responded with fans to assist in drying the carpeting, and request a bid from them for cleaning.

Ø          Walter Lohmann congratulated Roger Nicholson and Kevin Byrne for their excellent work on negotiating the problems with the Clubhouse air conditioner.

Ø          Warren Van Nosdall advised the Board that their budget numbers were due by September 13, 2005. He advised that he was still missing numbers and they were needed immediately so the budget process could proceed.  He further stated that the Board had hired an engineering firm to devise a replacement plan. He then advised that the Board was in the process of analyzing their contract with Wentworth and were meeting with their executives tomorrow at 8:00 to discuss physical implementation and finances.  He reminded everyone that the Budget meeting, to review the budget, is scheduled for October 10, 2005 at 9:00 A.M. and that all residents are welcome.  He also announced that the annual budget meeting will be held on December 13, 2005.

Ø          Cathleen Sullivan advised the Board of the problem the Kiwanis Club had with the kitchen. Unopened food had been left in the refrigerator to be returned for credit but had been removed by person(s) unknown.  She also advised that there had been reports of food from the refrigerator located at the other end of the Clubhouse missing.  The question was posed as to the changing the locks on both kitchens and leaving keys with security and the administration office. Roger requested the motion be tabled and recommendations be made to the Board by the House Committee.

 

Residents’ Comments/Business:

 

Ø          Resident from 34 Manchester Court complained about the unit at 32 Manchester. Since this unit was “abandoned” the window has been left open and rain is entering the unit.  Jim Sullivan advised that the window had been closed. The resident advised that apparently the window had been reopened. Jim questioned this as he stated that the door to the unit is locked. Captain Byrnes advised that the owner’s daughter comes to the unit approximately once a month but does nothing. The water and electricity in the unit have been off for approximately 3 (three) years. Concern was that the unit is a health hazard. The resident advised that she called the Board of Health and they advised her what to do concerning the residence. Roger Nicholson stated that he would check the unit personally and pursue the problem within 1 (one) week and call the resident noting the conditions. Walter Lohmann advised that the Board of Health was already involved as Rich Carpenter had spoken to them and they had sent a letter. The Board of Health advised that the problems with the unit were a condo issue. Jim Sullivan and Kevin Byrne will check the unit and contact the Board’s attorney should they need further advise as to how to proceed with this matter.

Ø          Resident from 35 Auburn Court was concerned about the recent water main break on Newman Springs Road. She questioned why the resident alert system had not been utilized. Roger Nicholson advised her that the problem was in securing the correct information from the water company. The information garnered was put on Channel 21. The resident alert system had not been utilized as the lines, which are in Florida, were being used to evacuate the Florida Keys due to hurricane conditions in that area.

Ø          The resident from 19 Andover Court thanked the Board for correcting the sewer problem in his area. He stated though that the slate work at the entrance had not been addressed, the water meter had been moved and not leveled with the contour of the earth, and the top was covered with silt and earth. He also advised that he had fixed the screen door and down spouts.  Kevin Byrne advised that the company was acquiring the slate and the problem should be addressed within a week. The delay was caused due to the fact that the tile was not in stock.  The Board withheld 10% of the total bill and will not issue a check until the job is complete.

Ø          The resident at 30 Dickinson Court was concerned about the landscapers adhering to their contract. She stated that they cut, trim and edge but do not address weeds, crabgrass, bare dirt and the area around the unit. She requested that the Board make sure that the landscaper is treating the property as prescribed in the contract. Roger Nicholson advised that he has reviewed the contract with the contractor and that all applications are taking place as outlined. He further stated that many of the problems being experienced throughout the Village are due to heat and a lack of moisture. He stated that needs throughout the community are being prioritized and addressed as permitted by the budget, but that there was no money in the budget for major renovations. He assured the resident though that the Village is getting everything it is entitled to according to the contract.  This resident also voiced concerns about the pathway by the pool being dark at night. Jim Sullivan advised that all light bulbs had been checked and were replaced as needed.  The resident then advised that the stairway of her unit was very dark and that the light comes on after dark. Jim Sullivan advised that the photocell had been replaced and the lighting depends on the placement of the photocell. He will check on the situation.

Ø          The resident at 34 Manchester advised that a tree had been removed from his property and a new tree planted. The new tree died and the resident sent soil samples from the area to Rutgers as it looked and smelled peculiar. They advised that there was fecal matter in the sample. Kevin Byrne will investigate.

 

 

 

 

September 22, 2005 Motions:

Ø          Cathleen Sullivan reviewed the sealed bids from three security companies. All of the bids met the requirements. A motion was made by Warren Van Nosdall to accept the bid from “Company C,” Marion Security, and was seconded by Angela Vullo subject to attorney review of the contract which is for 3 (three) years. The motion was carried by a role call vote with all those present in favor. (David Anderson and Margaret Mary Bambury were excused from the meeting.)

Ø          Kevin Byrne made a motion to accept the following roofing proposal:

Accept the bid from Worthmore Construction to replace shingle roofs as follows:

A. 15 Andover Court                   Bldg. #26    5 year warranty @$7,641.

B.1 Attleboro Court           Bldg. #24    5 year warranty @$2,719.

C. 42 Lexington Court       Bldg. #75    5 year warranty @$600.

D. 12 Concord Court        Bldg. #15    5 year warranty @ $3988.

E. 32 Augusta Court                   Bldg. #59    5 year warranty @$527.

F. 16/32 Berkshire Court   Bldg. 9        12 year warranty @ $36,248 (entire building)

 Warren Van Nosdall seconded the motion. All those present were in favor. (David Anderson voted by proxy- Margaret Mary Bambury was excused.)

Ø          Kevin Byrne made a motion to accept the gutter-cleaning proposal as follows:

Accept the bid from BKE Enterprises, Inc. to clean all gutters, leaders, downspouts, and appurtenances in each of the 150 +/- residential housing units in Shadow Lake Village during the period of late November and December 2005. The cost of this work is not to exceed $25,000.

       Warren Van Nosdall seconded the motion.  Initially three (3) Board                                                   

       members voted no, 2 were not present, and 4 voted yes. More discussion was      

       held on the motion and the final vote was all members present in favor.

Ø          A motion was made by Kevin Byrne and seconded by Warren Van Nosdall to add monies to line item 71303 to cover the expense of the gutter cleaning. After much discussion the motion was withdrawn.

Ø          Warren Van Nosdall made a motion which was seconded by Cathleen Sullivan to accept the proposal from Brown’s Heating and Cooling. The agreement states that all three (3) units will be replaced at no cost to the Village.  All members present were in favor.

Ø          A motion was made by Angela Vullo and seconded by Warren Van Nosdall to permit the resident requesting the art show to showcase her work and that of other residents, at the pool, on June 7, 2006. All members present were in favor.

 

Meeting adjourned

Respectfully submitted,

Kate Barrett                                                          David Anderson

Administration Manager                                       Board Secretary