Minutes
for the Business Meeting
Call
to order
Flag
Salute:
Roll Call:
Trustees:
Ø
Roger Nicholson
Ø
David Anderson (arrived at
Ø
Margaret Mary Bambury
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:
A
motion to approve the Workshop Minutes for
Wentworth Presentation:
Michael Mendillo of the Wentworth Group spoke to the Board and the audience concerning their new proposed contract. Mr. Mendillo discussed the age of the Village, Wentworth’s experience with the Village, major projects Worthmore had been involved with, and meetings he and his team had held with Board of Trustee members in an effort to seek solutions.
Mr.
Mendillo pointed out that business in the Village is changing, but operations
have remained the same. He advised that
both sides had discussed the issues being faced by the Village and the
restructuring needed to become effective and efficient.
A
brief history of The Wentworth Corporation was presented. Wentworth has been in the industry for 19
years managing more than 800 associations in various states. the company is in the service industry with
training, a culture and a vision for its employees and the sites it
manages. Currently Wentworth manages 50
active adult communities providing its clients and personnel a wealth of resources.
Mr.
Mendillo stated that 70% of developments in the next 5 years will be active
adult communities.
Mr.
Mendillo then presented a brief overview of the Worthmore Group. He stated that
Worthmore is owned by Wentworth, and arrived on site 9 years ago.
Mr.
Mendillo advised the Village needs to be run like a business with the Board of
Trustees making the decisions. He displayed the following chart to demonstrate
the current arrangement:
Board of Directors
Administrative Manager Management Executives Assistant
Administration Manager/Customer Service Representative Staff
The new proposal would shift the balance to a more
streamlined and efficient business:
Board of Directors Management Executives General Manager Community Manager Maintenance Supervisor Administration Assistant/ Customer Service Representative Foreman Maintenance Staff
This new shift would assure more qualified people
working on site; people with more knowledge and experience who would
“gel” together to upgrade the services offered.
Their goal will be to answer every question and call.
Mr. Mendillo complimented the Board of Trustees on
seeing the business side of managing an Association and their openness to
change.
Roger Nicholson ended this part of the presentation
by advising all those present that with this new proposal, the Village would
receive daily professional management.
The floor was then opened to questions from the
Board and the residents.
Warren Van Nosdall asked if job descriptions would
be available to the Board before the signing of the contract. The answer was yes, and not just for the top
three positions, but for all positions on site.
Walter Lohmann asked if the General Manager would
oversee security. The answer was yes,
plus all outside contractors such as the landscaping company, the bus service,
the golf course, etc.
A resident asked if all, except the Management
Executives would be on site, and if the Board of Trustees was just to set
policy, goals, and the budget, and not be involved with the everyday
operations. The answer was that all personnel would be on site and that the
Board would be an integral part of the decision making process.
A resident asked if there was a conflict of interest
between the Board and the Management Executives. In response, it was stated that the General
Manager would have daily interactions with the Board and would rely on the
executives for guidance and training.
Currently there are too many layers to go through for residents to get
things done. Change is essential to
handle work orders in a timely fashion.
The General Manager will be behind the scenes and in the picture
interacting with residents and staff.
A resident asked if there would be changes in the
budget process. The answer was that
there would be more input from the General Manager with all aspects being
reviewed by the Board of Trustees.
A resident asked if there were guarantees as to who
will be working for the Village. The
answer was that Wentworth currently has 850 plus employees. These people may move either within the
company (promotions, movement to other departments, etc.) or they may feel
stagnant within the company and leave.
Wentworth strives to keep continuity on a site but this is sometimes
difficult to balance as issues such as this are not always under the company’s
control.
At this time Roger Nicholson complimented Jennifer
Allen for her fine work and her effectiveness when Richard Carpenter left the
site.
A resident stated that currently the Board
micro-manages the site and he welcomes change whole-heartedly.
A resident requested a bottom line cost for the new
proposal considering the talent and quality of the new people. It was reported
that the cost would be $50,000 or a 1 2/3% increase. The General Manager will be someone who has
been in the business field for 15+years with experience managing people. He will deal with the residents, the staff,
and the mechanical side (contract negotiations, contractors, etc.). The Management Executives will provide, among
other things, advice and guidance at no additional cost.
A resident wanted to know about the cost for the next
year of the contract. He stated that everything goes up every year and that
residents of the village are on fixed incomes. Mr. Mendillo advised that the
Board is very involved in decisions such as this and is very sensitive to the
economics of the Village. He stated that
everyone only wants what is fair and right to run
A resident questioned if the information presented
would be available to those residents unable to make the meeting. Would it be possible to convey this
information thru the Chatterbox? Roger
Nicholson said the Board would consider putting this information in the
Chatterbox but reminded everyone that the meetings are well publicized, in
advance, and all residents are encouraged to attend.
Walter Lohmann advised that there could be a
negative impact on the budget if the change is not made, as the Village needs
professional help to become more cost efficient in the end.
A resident stated that the quality of Wentworth
employees is exceptional and urged the Board to sign the proposal and get the
ball rolling immediately.
A resident asked if any other management company had
been consulted or sought to bid, how long the contract was for. Roger Nicholson advised that no other
companies had been sought to bid on the proposal as changes are only made when
there is a major cause for change and there is no cause at this time. He
stressed the need for continuity with good service and thought it unwise to
make two kinds of changes at one time.
Roger Nicholson thanked Wentworth for their time and
the excellent presentation.
Treasurer’s Report:
By Warren Van Nosdall:
Ø
See attached
Ø
Warren Van Nosdall advised that the budget was created by the Trustees,
line by line. He advised everyone that
the Board was preparing to vote on the budget numbers, and that contracts would
be voted upon separately.
Ø
He noted that Shady Oaks had instituted a “Special Assessment” for snow
removal last year, but that
Ø
He told everyone that the age of the homes, problems with termites,
painting of residences, and siding of buildings needed to be considered when
creating the budget.
Ø
He told the audience that he would be making motions to remove siding
and water line repairs from the budget.
Ø
Warren Van Nosdall then discussed the Replacement Plan. He stated that for years it only covered
roofs and siding. The Board then decided
to have a study done by Falcon Engineering as to what needed to be done over
the years. The total funding for the Replacement Plan is 54.8%
Ø
Therefore, Operating Expenses =5.2, Net Operations=5.1%, Replacement
Plan=22.9% for a total of 6.8% or $196,000.
Ø
A discussion ensued during which Walter Lohmann stated that 6.8% was
doubling the assessment in 10.6 years and requested that the Board look at the
budget again possibly cutting tree maintenance, garbage bins, or other items. Kevin Byrne stated that the Board can not
keep putting things off. He stated that
every year there is another reason to put things off, and important things do
not get done. He cited the need for tree maintenance and removal as being for
the good of the buildings (roofs, gutters, etc.), and asked that the budget be
kept as is at the moment. Walter Lohmann
stated that the budget was intolerable and said that the Board needed to keep
chipping away at it until the increase was more prudent.
Ø
Walter Lohmann then questioned the bus contract. He was advised that
this issue had been resolved. He
continued to ask the Board to continue looking for areas that could be chipped
away. He then made a motion to reduce
the tree maintenance line item by $3000 but did not receive a second.
Ø
Walter Lohmann then asked if the paving costs could be reduced by
paving fewer courts. He suggested that
one or more courts be postponed until next year. He also stated that the pool shell doesn’t
need to be replaced, just maintained and the caulking replaced when needed.
Ø
Margaret Mary Bambury explained
that the Replacement Plan funding declines after a few years but must be funded
for the work to be done so property values are maintained.
Ø
Warren Van Nosdall thanked everyone on the Board for their assistance
with the development of the budget.
Ø
Roger Nicholson thanked Warren Van Nosdall for all of his efforts. He
received a round of applause from the residents and Board members.
Maintenance Report:
By
Jim Sullivan:
Ø
Maintenance is currently at full staff.
Ø
352 work orders were placed in September. Of these, 305 were completed
and 47 remain open.
Ø
The maintenance department received 40-50 calls concerning roof
leaks. Jim Sullivan commended Mike and
the staff for their diligence in addressing these problems.
Ø
Siding and painting is on-going and will be completed this year weather
permitting.
Ø
Roofing will begin on
Ø
On
Ø
Gutter cleaning will begin after Thanksgiving.
Ø
Paving projects will begin mid-November.
Security Report:
By
Captain Byrnes:
Ø
Advised
there were 23 incidents reported in October with a less than 10 minute response
time.
Ø
Captain
Byrne advised that patrols would be increased for Mischief Night.
Ø
The
speed sign was posted by the 4th golf course hole. It was noted that
many residents do not come to a full stop at the stop signs.
Administration Report:
By Kate Barrett and Jennifer Allen:
Ø
A Resident Alert was posted prior to our last storm requesting that all
residents secure their outdoor furniture and the like due to expected gusting
winds in excess of 50 mph.
Committee Reports:
Ø
Al Zaleski: House Committee: Reported that the Golf Committee donated a
flag to the Clubhouse which will be displayed at a location to be
disclosed. It will not be displayed in
the breakfront as previously thought as it will be covered up and not seen to
its full advantage by the mullions. Mr.
Zaleski then thanked the Library Committee and all those who volunteered to
move all of the books from the library for the installation of the new rug, and
then returned all the books safely to their correct locations. He further
reported that replacing the locks on the kitchen doors has been discussed but
is in need of further discussion. The
Committee feels that the chairpersons of the various committees will want keys
instead of notifying security that they need the kitchen opened/closed. They feel it is a hardship for the Committee
chairs not to have keys. They are looking into keys that need authorization to
be duplicated. The recovering of the four chairs in the Clubhouse lobby is
being investigated, with all possibilities being reviewed, as money is an
object. Also being discussed by the
Committee is Christmas decorations.
Ø
Kevin Byrne asked that the Committee investigate the two tables by Shuffleboard
that are cracked and need to be replaced.
He advised that they look into better tables as the less expensive ones
don’t seem to last.
Ø
Walter Lohmann that the kitchen, attic and office are in need of
new locks as the integrity of their security has been compromised for 4-5
years.
Trustee Reports:
Ø
Walter Lohmann stated that he would hold his comments until the
executive session.
Ø
Kevin Byrne stated that he had voted no on the budget and was very disappointed
that he was not able to vote yes, but was not in agreement with certain
amendments.
Ø
Margaret Mary Bambury advised that the Board had lost its fight with the
Township concerning the interest on the repaving loan. She urged the Board to let it go and not
continue to fight.
Ø
Cathleen Sullivan reminded everyone that flu shots would be
distributed tomorrow from
Ø
Residents’
Comments/Business:
Ø
A resident questioned what constituted a full maintenance crew. Jim Sullivan advised that a full crew was 11
people. He further stated that residents
have to get out and vote 100% to get anything they want from the Board of
Trustees.
Ø
A resident asked what the maintenance fee increase would be. He was unclear as to whether it was 5.1% or
6.8%. He was advised that the rate
increase is 6.7%. He told the Board that
the Village needs continuity and advised they sign a long-term contract with
Wentworth, upgrading the current personnel without adding any new people. He thought the contract should be a 3-6 year
contract.
Ø
A resident stated that she found the Resident Alert System very
confusing as the first voice you hear is a male voice which sounds like a
tele-marketer.
Ø
A resident asked for clarification of the final maintenance fee
increase. She was advised that it was 6.7%.
Ø
Kevin Byrne made a motion to ratify the phone vote taken on
Ø
Cathleen Sullivan made a motion to accept the Worthmore Custodial
Contract in the amount of $32,277. Kevin Byrne seconded the motion. All members voted in favor of the motion.
Ø
Cathleen Sullivan made a motion to accept the3-year contract from
Class A Cleaners in the amount of $13,455. per annum. A second was received from Warren Van
Nosdall. All members present voted in favor.
Ø
Warren Van Nosdall made a motion to move line item #72113, Water Line
Repairs, which expense results in upgrading plastic water line pipes with
copper piping, be moved from Operations Expense to Capital Equity because the
expense really results in a Capital Asset upgrade. David Anderson seconded the motion. All
members present were in favor.
Ø
Warren Van Nosdall made a motion that the 2006 Operations Budget be
approved as reviewed today, together with any changes that were passed upon
today that resulted in a $137,732.or a 6.7% increase over the 2005 budget. All
members present voted yes with the exception of Kevin Byrne and Walter
Lohmann who voted no.
Ø
Warren Van Nosdall made a motion for approval of the 2006 Replacement
Plan (Plan E, Revised October, 26, 2005) a copy of which you all have, which
adds gutters, leaders, the swimming pool: concrete, shell, filter pump, the
tennis court reconstruction, paving and line striping, concrete curbing,
pedestrian walks and lighting, reconstruct driveway, entry street and traffic
signs, retaining walls, to the 2005 Replacement Plan approved in October 2004.
These items were recommended by the Falcon Engineering Capital Reserve
Replacement Analysis. The motion received a second from Margaret Mary Bambury.
All members present voted yes with the exception of Walter Lohmann who voted
no.
Meeting adjourned
Respectfully submitted,
Kate Barrett David
Anderson
Administration Manager Board
Secretary