Shadow Lake Village

Minutes for the Business Meeting

December 15, 2005

Call to order 9:30 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     Roger Nicholson

Ø     David Anderson (excused)

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 November 10, 2005 was made by Walter Lohmann and seconded by Margaret Mary Bambury. All board members present voted in favor.   A motion to accept the minutes of the November 10, 200,5 Executive Session was made by Cathleen Sullivan and seconded by Kevin Byrne.  All board members present voted in favor. A motion was made to accept the minutes of the November 17, 2005 Business Meeting by Kevin Byrne and seconded by Angela Vullo.  All members present voted in favor.  A motion to approve the minutes of the November 17, 2005 Executive Session was made by Walter Lohmann and seconded by Cathleen Sullivan.  All members present voted in favor.

 

Treasurer’s Report:

By Warren Van Nosdall:

Ø      The November Operations were discussed. The bottom line is that there is a deficit of $21,740.00

Ø      The Year-To-Date figures for the past eleven months in the Operations Account shows a surplus of $63,978

Ø      Roger Nicholson asked what the Reserves would be at the end of the year. Warren Van Nosdall stated that there would be approximately $60,000 in the account.

 

Maintenance Report:

By Jim Sullivan:

Ø           Maintenance is currently at full staff minus the seasonal help.

Ø           Siding and painting is on going.

Ø           There were 247 work orders this month. Of those, 211 have been closed with 36 still open.

Ø           Gutter cleaning is less than half done.

Ø           Roof replacement is on going.

Ø           Down To Earth will do one more leaf cleaning this year.

Ø           Warren Van Nosdall asked if the Village had used any outside snow help.  Jim Sullivan advised that, “a couple of plow trucks had been used.”

Ø          Roger Nicholson advised Jim Sullivan that the downspouts are not being consistently cleaned as per resident complaints.  Jim Sullivan will monitor.

 

 

 

 

 

Security Report:

 

By Captain Byrnes:

Ø     Captain Byrnes reported that there had been 10 incidents this month with a 14 minute response time.

Ø     Snow removal went well in terms of safety issues.

Ø     Captain Byrnes advised everyone to be aware of the fact that the dumpsters are hard to see at night.

Ø     The Captain thanked the Board on behalf of Marion Security for renewing their contract for three years.

Ø     In conclusion, Captain Byrnes warned everyone that there has been an increase in the number of in-house slip and falls. He warned everyone to remove rugs without backing and to move furniture such as ottomans to create clear pathways in their homes for safe access.

Administration Report:

By Kate Barrett:

Ø      Kate Barrett advised the Board that the power to the Golf Shed would be turned off as it had been determined and documented by Bobby Donofrio that the electric golf carts do not have to be charged for December, January and February.  Kate will call JCP&L and have the service cut-off as soon as possible to save the demand charge.

 

 

Committee Reports:

Ø      There were no reports this month.

 

Trustee Reports:

 

Ø      Walter Lohmann complimented Kate Barrett on her follow up of the Golf Shed matter.

 

Ø      Kevin Byrne advised that there will be no more paving in 2005. The curb and prep work will continue, weather permitting, and he will obtain progress bills from the contractor. He advised that they will combine the 2005 and 2006 paving projects.  Kevin further advised that there were 5 roofs damaged in October due to the heavy rainstorms. As he did not have the exact figures number and money wise, he will ask for a phone vote when he has the information. Warren Van Nosdall stated that there was no money in the budget for these replacements. Kevin advised him that $62,000 had been approved from the reserves at a prior meeting. Roger Nicholson stated that the roofs that needed to be replaced would have to move up in the Replacement plan.

 

Ø      Angela Vullo discussed the cell phone problems the Village has been experiencing. She and Roger Nicholson met with Bill Perry, a representative from Verizon Cellular concerning the possible installation of a tower on SLV property.  Verizon would pick the location, provide the engineering assistance needed, and erect a tower that looked like a flagpole with access above the trees and with access for their trucks, all at no cost to the Village.  In fact, the Village would receive $25,000 for a five-year lease with increases for each year after that.  The Board must approve every step of the process. She advised that they had looked at various locations and decided on the maintenance yard. They would also need a shed, approximately 12’X30’,to house the generator.  As Verizon has been looking for a location, they feel that SLV is feasible for their needs. They would be responsible for obtaining all of the necessary permits, and approval from residents nearby. The project would take 6 months to 1 year for completion. Roger Nicholson interjected that the lease payments would commence with the use of the land and not after the tower is erected.  The nearest tower is on Normandy Road and is full, but does not have an antenna for Verizon. Also, Verizon may lease part of the tower to other cellular companies and SLV could get $12,000 from each additional carrier to use the antenna.  The Board would have to make sure that Verizon does not interfere with maintenance during the construction.  The contract will be reviewed by Martin Barger, the Association’s attorney.  Walter Lohmann stated that the plan should be contingent on what the tower looks like and would like to see drawings. Other than that, he thought it was a good deal.

 

Ø      Roger Nicholson advised that the new Wentworth contract had been received and agreed upon with the exception of the insurance issue.  He received the contract Tuesday evening and realizes that the Board members have not had ample time to read it but wanted them to be aware that at this time the issue of the insurance is being handled by the Association’s attorney and Wentworth’s attorney.  Therefore he recommends that the contract be accepted with the exception/deletion of section 5. He will be taking a phone vote.  Any Board members who wish to have input on the new contract, should contact Roger by Monday, December 19, 2005 and should also let him know if they concur that the requested changes were made correctly.

 

 

 

 

 

 

 

 

 

 

 

Residents’ Comments/Business:

Ø      The resident from 12 Rutland Court asked how the contractor will be able to clean frozen downspouts.  Jim Sullivan advised that the cleaning hinged on the weather, but that the contractor was to remove the downspout and clean it properly.  The resident also asked that an issue with her gutters be addressed. She stated that when it rains the water cascades over the top causing flooding, and in the winter there is ice.  She was concerned that when the gutters had been replaced, they may not have been installed with enough slant.  Jim Sullivan will investigate.

Ø      Roger Nicholson advised Jim Sullivan that there was ice on the blacktop on the walkway by the lake toward the garden. Jim will have this matter addressed.

Ø      The resident from 27 Western Reach asked the Board to consider having the bus that goes to Path Mark, stop at the Middletown Public Library as it is only 3-4 blocks away.  Roger Nicholson stated that the Board needed to be careful concerning extension of services as residents would start asking that the bus stop at a vast number of places.  He further stated that the Village is not a facility to provide transportation and the Board needs to draw the line.  Angela Vullo stated that the bus driver is very friendly and helpful and if asked, as a courtesy, may take a more circuitous route to the store stopping at the library on the way.

Ø      The resident who manages the Library for SLV asked if it could be expanded into the Conference Room. She stated that the re is not enough room in the current facility and she has had to bring the overflow of books to the Middletown Library.  Roger Nicholson advised that he has had open discussions with the Board about this matter and it is included in the Clubhouse study.

Ø      The resident from 30 Dickinson Court asked if the sidewalk repairs would address an issue she has at her residence. It seems that when there is a lot of rain the water accumulates causing a small lake.  Roger Nicholson advised that it sounds like a drainage problem. Jim Sullivan will investigate.  Roger also advised that if it is a major problem it will be placed on a priority list, and if it is a minor problem SLV Maintenance Department will address the issue.

 

 

 

 

December 15, 2005 Motions:

Ø     Angela Vullo made a motion to approve the concept presented by Verizon. All members present voted yes.

Ø     Angela Vullo made a motion to donate the greenhouse, at no cost to the Association. Walter Lohmann asked that the fate of the plaque be decided upon.  Kevin Byrne stated that the plaque should go with the greenhouse and that he was disappointed that the greenhouse was being donated. He strongly felt that giving it away would discourage further gifts from Committees and was leery of repercussions from other groups. Cathleen Sullivan stated that since the greenhouse has not been used recently, and the Garden and Landscaping Committee had not used it for almost 7 years, it would be a good public relations move to donate it. Warren Van Nosdall that a member of the Gardening Club had described it to him as an eye-sore. Margaret Mary Bambury said that future donations from Committees could stipulate that the donation could not be given away and had to be used. Roger Nicholson stated that he was, “down the middle”, on the issue. It had been given to the Village as a gift, and could be used in the future so he may vote to keep it for future use. Angela Vullo said that the future could be 10,15,20 or 25 years from now and the greenhouse would be sitting there all that time doing nothing.  A vote was taken. Roger Nicholson, Kevin Byrne and Walter Lohmann voted to keep the greenhouse. All other members present, and David Anderson, who voted by proxy, voted yes. The greenhouse will therefore be donated. Warren Van Nosdall made a motion, seconded by Margaret Mary Bambury, that the Board accept a check in the amount of $200 from the Shadow Lake Village Auxiliary to Riverview Medical Center. This money is to be used toward repairs that will become necessary in the kitchen.  Warren commended all clubs that use the Clubhouse and share their money.  All members present voted in favor of accepting the donation.

Ø     Walter Lohmann made a motion, seconded by Kevin Byrne, to impose the $250 skylight installation fee and a $75. fee for each solar tube installed at a residence. He reported that in 1999 the Board had imposed a $225 fee that had then been increased to the current $250 that has never been implemented.  Kevin Byrne reaffirmed the need for these fees. Warren Van Nosdall stated that the motion should include the fact that only 2 skylight installation are permitted per unit and only 3 solar lights are permitted.  Walter Lohmann advised that he was not making a change in the number of installations, but was addressing the fees only. Margaret Mary Bambury asked if the fee was being charged due to roofing concerns. Walter Lohmann told her yes, and the difference in price reflected the difference in the shape and size of the installation.  Warren Van Nosdall asked if the Maintenance Department agreed with the fees as per the cost of roof repairs. Roger Nicholson asked if Walter had documentation from the roofers to substantiate the figures. Walter Lohmann stated that the figures had been orally received previously  and would be documented a the next meeting.  Kevin Byrne stated that he would obtain documentation from the roofers now working at SLV and advised that currently the roofers are charging, for flashing only for skylights, $55.00 and vents cost $75.00. He further advised that this is a one time charge and addresses the life of the roof.  Warren Van Nosdall and Margaret Mary Bambury moved to table the motion until documentation is obtained. All members present voted in favor.

Ø     Cathleen Sullivan made a motion, seconded by Angela Vullo, that the Board accept the proposal for the Clubhouse Master Plan from Berkowsky & Associates (see attached).Walter Lohmann asked if the Board should wait to get some input from the General Manager. He thought the Board should wait and see what his standpoint was on the scope of the work.  Warren Van Nosdall asked where the money was coming from. Roger Nicholson advised that there was $50,000 from the Capital Equity Plan slated for 2005. Kevin Byrne agreed with accepting the contract as long as there were no additional costs or if there were to be that costs for travel, etc. be approved.  Roger Nicholson stated that additional costs should not exceed $15,000 and the contract is to include one meeting with the Board.  Margaret Mary Bambury asked that the vote be postponed pending the changes in the contract, the addition of the $15,000, the review by the General Manager, and the addition in the contract of one meeting with the Board.  A vote was taken with all members voting yes, with the exception of Warren Van Nosdall who voted no.

Meeting adjourned

Respectfully submitted,

 

Kate Barrett                                                                            David Anderson

Community Manager                                                                          Secretary