Shadow Lake Village

Minutes for the Business Meeting

November 17, 2005

Call to order 9:30 am

Flag Salute:

Roll Call:

Trustees:

Ø Roger Nicholson

Ø David Anderson

Ø Margaret Mary Bambury

Ø Jane Beckett (Excused)

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 October 20, 2000 was made by Warren Van Nosdall and seconded by Margaret Mary Bambury. All board members present voted in favor. A motion to accept the minutes of the October 27, 2005, Business Meeting, with corrections, was made by Margaret Mary Bambury and seconded by Walter Lohmann. All board members present voted in favor.

Treasurer’s Report:

By Warren Van Nosdall:

Ø Warren Van Nosdall advised that due to the upcoming holiday, the Financial Meeting had been moved up a week. ( The same thing will happen next month due to the holidays.) Therefore, the financial report was just received Monday and there was not time for a comprehensive review.

Ø Warren did advise that there was one line item that was unusual and that was water line repairs. This expense has been moved from the Operating Fund to the Capital Equity Fund.

Ø Currently the Operating Fund is in the black in the amount of $58,000 but as items have been postponed, such as gutter cleaning and paving, this number is not a true reflection of the current financial state of the Village.

Ø Warren pointed out that sewer repairs are also an unusual item. Repairs have become very costly of late and seem to be climbing. RotoRooter has reported removing towels, etc. from resident lines and these problems are quite expensive. He reminded residents that they are responsible for the actions of their domestics, visitors, family members, etc. They must impress upon everyone the need not to put things down the drain that do not belong there.

Maintenance Report:

By Mike Hynes:

Ø Maintenance is currently at full staff.

Ø No report was available concerning the number of work orders received, etc. as there was no power in the Village this morning.

Ø Mike reported that gutter cleaning will begin the week after Thanksgiving.

Ø Mike stated that he will check with Jim Sullivan concerning garbage collection on the day after Thanksgiving and report to the Board of Trustees. (This is due to the fact the Maintenance is closed on Friday, November 25, 2005.)

Security Report:

By Captain Byrnes:

Ø Captain Byrne was not at the meeting initially. He was addressing problems occurring due to the power outage being experienced by the Village and parts of Middletown. Roger Nicholson requested a notice be put on Channel 21 to all residents reminding them not to call Security, Maintenance or the Administration Office when there is no power. Residents are to call JCP&L.

Ø Advised there were 22 incidents reported in November with a 13- minute response time.

Ø Captain Byrne requested that residents having family and/or guests for Thanksgiving remind them of the parking rules and regulations.

Ø The speed sign was posted on Western Reach by Loch Arbor Way It was noted that many residents do not come to a full stop at the stop signs as 21.6% were speeding as they approached the stop sign.

Administration Report:

By Kate Barrett and Jennifer Allen:

Ø Kate Barrett advised the Board, and residents present, that they should not enroll in the New Jersey Water Line plan. As water lines throughout the Village are the responsibility of the Village, they would not reap any benefits. Roger Nicholson requested the office send a letter to the company requesting they do not collect for services not permitted by law, and asking what controls they have in place for not collecting from residents of SLV.

Committee Reports:

Ø Al Zaleski: House Committee: Al reported that the Committee had revisited the issue of new locks and keys for the kitchen and attic. The committee decided to replace the cylinders on both locations. The new keys will be stamped, “Do Not Duplicate.” Three keys will be issued (2 to the Administration Office and 1 to Security). A letter from the President of the Board of Trustees will be needed for a duplicate key to be made. Al will be investigating cost options. He advised that the House Committee did not think this would solve the problem but was willing to try. Al also reported that the flag, which had been donated to the Golf Committee, who in turn donated it to the House Committee, would be displayed on the top of the breakfront. The flag was donated by Dave McPhee, and was from the US Arizona. He further advised everyone that the Committee would be decorating the Clubhouse on November 29, 2005 at 10:00 A.M. Volunteers are needed.

Ø Cathleen Sullivan: Safety Committee: The committee inspected 502 garages over a period of a few months. There are 25 that were deliberately not inspected as they belonged to residents moving in or out and were full of packing boxes. These still must be done though. Approximately 97% of the garages inspected were in compliance. Three garages failed final inspection. The Safety Committee is recommending that there be schedule for inspections, possibly once every five years. They further recommend that new residents be given 6-months from their move-in date to have their garage inspected. This will entail devising a tracking system and communication with the Administration Office. Also, there are a number of garages that are not numbered. This issue needs to be addressed as there is no way of knowing to which resident the garage is assigned if it is not numbered. It was also pointed out that some garages have their numbers on the door, not to the left of the door, which means the number cannot be seen if the door is open. Mike Hynes is to discuss this issue with the Committee.

Ø Kevin Byrne stated that the Safety Committee report should be archived for future reference. He advised that the Association is responsible for numbering the garage doors but that there was no money in the budget this year.

Ø Warren Van Nosdall questioned whether the garage doors slated to be replaced this year had been replaced. Mike stated that all scheduled work had been completed. Warren then advised that there were a few dollars left in the budget to purchase numbers for the garage doors, but he and Kevin Byrne agreed that there was not enough man-power to do the job this year.

Ø Warren Van Nosdall asked if the paving had started this week as scheduled. Mike Hynes advised that they had started the prep work and curb repairs. The siding schedule was also discussed. Siding is on schedule.

Ø Margaret Mary Bambury advised that residents should be aware that garage inspections are for insurance purposes.

Ø The question was posed as to whether the Committee had a record of the location of the garage doors that are not numbered. Cathleen Sullivan will check with the Committee.

Ø Kate Barrett will send out letters to the owners of the 3 non-compliant units notifying them that they are subject to a violation if their garages do not pass inspection, and letters to the 14 that still need to be inspected to arrange a date and time for the Committee to inspect their garages.

Ø The Chairman of the Committee, Tony Organek, also recommended that a standing committee be formed to continually address the garage issues.

Ø Mike Hynes was asked about the interruptions caused by the paving. AS there are areas of sidewalk and curbing being ripped up as well as garage aprons, it was asked how and if residents were being made aware of where to park, when the work was being done, etc. Mike Hynes stated that flyers were being distributed and an announcement would be put on Channel 21.

Trustee Reports:

Ø Walter Lohmann reported that a form had been formulated for use by the clubs to report their expenses, income and nature of expenses. It will be sent to all club chairpersons under Warren Van Nosdall’s signature. Walter will put a copy in every Board member’s mailbox. He further stated that the Post Office on Shrewsbury Avenue had been closed. There was some scuttlebutt about placing a trailer somewhere on Shrewsbury Avenue, but there was nothing definite to report at this time.

Ø Kevin Byrne discussed the Listening Post and Condo Reps relationship with the Maintenance Department. He reminded everyone that resident concerns received by a Trustee at the Listening Post is to be written up and a work order request copied to Kevin and Joyce. Condo Reps are to ask the resident to write up their request. The Condo Reps are not to write up resident requests or write up work order requests as the result if their meetings. He further advised that the Association would not be replacing the downstairs carpeting on the multi-family condo units. They will be using epoxy paint or grooved concrete in these areas to make them safe. The stairways and the upstairs hallways will continue to be carpeted. Kevin stated that the roofing, paving and gutter cleaning projects are on target. As for snow removal, Kevin stated that the procedures were in last month’s Chatterbox. He reminded everyone that the contract states that they have 24 hours after the snow stops to remove it. This could entail 2 days depending upon when the snow stops. He also reminded everyone that the men are out at all hours of the day and night shoveling and clearing the snow.

Warren Van Nosdall asked Kevin Byrne if he knew in what year the leaking roofs had been replaced and who had done the work? Kevin did not have that information. Warren also asked if it would be possible for Maintenance to buy the required garage door numbers now with the money left in this year’s budget. Kevin will investigate.

Ø David Anderson reminded everyone that the Lakers are hosting their Annual Christmas Dance on December 12, 2005 at 6:00 P.M. Everyone is invited to attend.

Ø Cathleen Sullivan reviewed the flu vaccine distribution which occurred on October 28, 2005. The Visiting Nurse Association brought 200 doses of the vaccine and used every dose. Everything went smoothly and was a more comfortable process than last year. The reasons for the 200 dose limit was because the VNA had only received ½ of their yearly shipment and it was being dispensed by the average usage of each site they were servicing. Residents still in need of a flu shot can go to the VNA on Saturday’s through the end of this month. Cathleen also spoke of the partnership SLV has developed with Meridian Health. They will be providing a seminar on December 7, 2005 at 1:30 in the SLV Ballroom concerning Medicare Part D. This information has been posted on Channel 21, on the Clubhouse bulletin boards, and a flier will be inserted in the December issue of the Chatterbox. A Health Fair is in the planning stage for the spring, as well as future seminars on timely topics. Roger Nicholson asked Cathleen to share this information with Jane Beckett for a possible Chatterbox article.

Ø Angela Vullo reported that she had spoken to a representative of Deep Cut Park concerning the greenhouse. They are definitely interested in acquiring this and are searching for revenue to cover the costs of moving it, etc. Kevin Byrne and Walter Lohmann posed questions as to whether SLV wanted to get rid of the greenhouse, or maintain it for some future use. A discussion ensued. Kevin Byrne reiterated that he did not want to rush a vote to get rid of the greenhouse, or give it away, as newcomers may want to use this facility and considers it an asset to the Village. Walter Lohmann stated that the Board may want to consider using it as a storage facility such as the Boathouse is used. In other business, Angela also advised that she had spoken with Verizon concerning the installation of a cell tower on Village property. She is awaiting a call back, but advised that they will need a map with longitude and latitude among other things. Verizon will pay the Village for the land usage.

Ø Margaret Mary Bambury thanked Henry Vullo for his assistance and help with the Village’s insurance needs and requirements. She asked if a notice should be put on Channel 21 and new residents should be notified of outside contractor requirements. She will put an article in the Chatterbox.

Ø Roger Nicholson noted that the ACC applications state that a contractor must supply a copy of their insurance. He added that homeowners hiring contractors who perform work, such as painting the inside of a home, which does not require ACC approval, are strongly advised to make sure they have the required insurance for their own protection, as they are not covered by the Association.

Ø Warren Van Nosdall advised those present that he and Margaret Mary Bambury had met with the representative from Wachovia Bank concerning the interest rates on the Village’s investments. He advised that with the new plan, the Village would receive better interest income. Margaret Mary Bambury will deal with the office concerning the transfer of monies as needed. He then thanked Margaret Mary for her expertise and assistance with this matter. Warren also advised that a letter had been sent to the auditors confirming the Replacement Plan and its funding. There will be an insert in next month’s Chatterbox that contains a line-by-line detailing of the 2006 budget with written explanations, assessment calculations, and other pertinent information. A letter will be sent with the coupon books, for those residents not on direct debit, encouraging them to partake in this program. Warren also reiterated that the limit on inserts in the Chatterbox is 3 per month, it is on a “first come, first serve” basis, and is controlled by Jennifer Allen in the Administration Office. He again thanked Margaret Mary Bambury for all of her assistance.

Ø Roger Nicholson discussed reconfirming the existing policy concerning the filing of a Restrictive Covenants form. A notarized copy of this form will be filed, on site, for ACC approved replacement work completed on a unit. If the work is considered an alteration, (i.e.. a change in construction, a patio installation, etc.), the Restrictive Covenant will be filed, by the Administration Manager, in Freehold at a homeowner’s current cost of $40.00. He also discussed with the Board the collection of $250.00 for the installation of a skylight. This fee is due to extra costs incurred when roofs are replaced. He reminded everyone that roof leaks caused by skylights are the homeowner’s responsibility. A discussion then ensued concerning the installation of solar tubes. Walter Lohmann stated that the ACC policy states that a homeowner may install a maximum of three solar tubes, but is not charged the $250.00 skylight fee. He will check with maintenance concerning any possible fees associated with the tubes.

Residents’ Comments/Business:

Ø A resident stated that with the power outage she was unable to get her car out of the garage. She was advised that garages are an owner’s responsibility but she can have an emergency release installed at her cost.

Ø A resident complained about the landscapers. He stated that they don’t know what they are doing. He advised that they clear the area before they cut the grass, then don’t clean up after cutting the grass. He also stated that they push the garbage in but do not pull it out. Though he has tried to speak to them concerning their work, they do not speak English well enough to understand him. He further stated that he has been complaining for 8-9 years about the acorns from a nearby tree hitting his skylight which prevents him from sleeping, and is a constant concern as he is afraid they will break the skylight. He advised that he had spoken to Kate Barrett about these issues and has been advised that they will be investigated in the spring. Roger Nicholson stated that he would speak to Down To Earth at the next Oversight Meeting concerning the issues with the landscapers, but advised the resident that he is not to speak to the workers, but is to notify the office of any problems.

October 27, 2005 Motions:

Ø David Anderson made a motion that the $25.00 golf passes be eliminated, that the guest fees remain at $5.00 per guest on weekdays and $7.00 per guest on weekends, and that annual yearly passes for electric golf carts be issued at a cost of $100.00 for those members with a doctor’s note. Warren Van Nosdall seconded the motion with all those present in favor of the motion.

Ø Warren Van Nosdall made a motion that line item 72113, Water Line, be amended to include lines 72114 for concrete repairs associated with water lines, 72115 for land repairs associated with water lines, and 72117 for water reimbursement and water loss/repairs in the Capital Equity Plan. This would be an addendum to his original motion. Kevin Byrne asked where the monies would come from for carpet cleaning, house cleaning and other associated expenses. Warren advised that it would come from line item 72113. Roger Nicholson asked if these changes had been approved by the auditors, and if there should be a line in the Operating Fund for non-improvements associated with water lines. Warren advised that the additional line items had been approved, but that it was too late to add a new line item to the Operating Fund. Margaret Mary Bambury seconded the motion, and all members present voted in favor.

Ø Warren Van Nosdall made a motion for Angela Vullo to proceed with investigating options for the greenhouse. David Anderson seconded the motion. Walter Lohmann stated that he thought this action was premature and a complete picture was needed before any action was taken. The discussion continued until Roger Nicholson called for a vote. Members opposed to Angela Vullo continuing to pursue selling the greenhouse were Roger Nicholson, Kevin Byrne and Walter Lohmann. All other members present voted yes. Warren Van Nosdall abstained. The motion carried with a vote of 3 no votes, 4 yes votes, and an abstention.

Meeting adjourned

Respectfully submitted,

Kate Barrett David Anderson

Administration Manager Board Secretary