SHADOW LAKE VILLAGE

BOARD OF TRUSTEES GENERAL MEETING

THE STATE OF THE VILLAGE ADDRESS

SEPTEMBER 20, 2005

7:30 P.M.

 

 

The President of the Board of Trustees, Roger Nicholson, called the meeting to order at 7:30 p.m.

 

Cathleen Sullivan, Board of Trustees Vice-President, led every one in the salute to the flag.

 

 

 

PRESIDENT’S REMARKS

 

Roger Nicholson, President of the Board of Trustees advised the audience that the mission of the Board was to uphold property values and provide services. He stated that the Board focuses on looking toward the future and will be addressing various issues throughout the community such as roadways, sidewalks and other areas cited in the Replacement Study.

 

 

TREASURER’S REPORT

 

 

 

 

Warren Van Nosdall began his presentation by thanking Jennifer Allen and Roger Nicholson for their assistance. He proceeded with his presentation (see attached) advising the residents that the Village should break even by the end of the year.

Capital Equity- Capital Improvements included:

Ø     the Andover Court Sewer Project

Ø     the Loch Arbor erosion problem

Ø     the golf shed expansion

Ø     the clubhouse brick stairs replacement

Ø     the truck purchase (loan)

Ø     the clubhouse refurbishing

 

Replacement Plan includes:

Ø     siding

Ø     street paving

Ø     roofing

Ø     garage doors

Ø     clubhouse air conditioning

Ø     swimming pool

Ø     tennis courts

Ø     shuffleboard

Ø     pedestrian walks

Ø     pathway lights

Ø     building renovations

Ø     building renovations (boathouse, greenhouse, gazeboes, gatehouse)

Ø     retaining walls

Ø     curbs

A member of the Village posed a question.  The resident wanted to know if a 2nd opinion had been sought on the engineering report. Walter Van Nosdall advised that a second opinion had not been sought, as it was not cost effective. He further advised that the report is not a moneymaker for the engineering firm.

 

 

TRUSTEE REPORTS

 

Roger Nicholson, President:

Roger Nicholson explained that there are many aspect the Board of Trustees face. Among them are challenges, accomplishments, and looking toward the future.  The challenges faced include:

Ø     the budget

Ø     management approach (maintenance and site management)

Ø     replacement programs

Ø     communications (work order process, Wentworth Connect, monthly articles, channel 21)

Ø     last years budget being stretched to address termite problems, water line breaks, and storm expenses, and this years budget facing the same hurdles

Ø     allowing room in the budget for uncontrollable events

Ø     changing management from reactive to proactive (periodic building inspections, preventative maintenance program, expansion of capital replacement program)

Ø     work order process (must be timely-30 days; communication-30 day notification, the use of door hangers and checking the status of work orders on Wentworth Connect; quality-do it right the first time)

Ø     site management: negotiations are underway for a transition to a future model wherein the Board of Trustees will set policy, create the budget, set goals and oversee management; management will be responsible for administration, maintenance, financials, capital projects, and operations.

 

Cathleen Sullivan, Vice-President:

Ø     Cathleen Sullivan explained that one of her roles, as the vice-president, is to assume the role of president if necessary.

Ø     She reported that she is the liaison for security, violations and safety.

Ø     As the liaison to the House Committee, she was glad to report the following:

1. In the past, some new furniture was purchased and there were numerous   

  donations

2. A commercial treadmill was purchased for the men

3.There are currently 26 clubs and only 2 meeting rooms in the

                  clubhouse. The clubhouse therefore needs to expand as the

                  Village population expands. Professional advice was sought

                  from six (6) vendors in relation to renovations, expansion and

                 relocation.  Three (3) vendors responded. The information was

                 returned to them with streamlined specifications. Currently the

                Board is awaiting their resubmission of bids. No commitment has

                been made at this time. Renovations must be phased in. The work       

                must be done in a sequential manner. Once all proposals have 

               been reviewed and a contractor selected, funding will be sought.                                                                                                  

            4. The current security contract expires December 31, 2005.The                           

                Board

               received three (3) sealed bids. These are currently being reviewed                  

              after having been opened at last week’s Board of Trustees      

             Workshop Meeting.

 

 

David Anderson, Trustee:

David Anderson advised the residents in attendance that he is the liaison for the By-Laws/Rules and Regulations Committee, the Elections Committee, the Condo-Reps Committee, the Golf Course Committee and the Golf Rangers.

 

 

Jane Beckett, Trustee:

1.     Jane Beckett stated that the “pool has been put to rest for the winter.”

2.     Work is currently being done on the bus contract. This is an expensive contract and there is only one vendor that can meet the current contract specifications.

3.     The Chatterbox communicates information to the residents. The committee is always open to new ideas to aid in getting residents of the Village the information they need.

 

Kevin Byrne, Trustee:

1.     Kevin Byrne explained that he is the liaison to maintenance.

2.     Recently he has been involved with the Andover Project which began with the receipt of engineering specifications and soliciting quotes. When this portion of the project had been completed, the bid was awarded and a site manager was appointed. The residents affected were met with to discuss the project and a resident was relocated temporarily. At this time, 95% of the job is complete. Tile for the residents unit is still needed as well as carpeting for the common hallway.

3.     The Lock Arbor Project has been in the works for over one (1) year. The retaining wall blocks were delivered over one (1) year ago. The Board, with the assistance of their engineering firm, is applying for permits.

4.     The 2004 concrete work has been completed. The Board is not satisfied with all of the work so will be seeking better performance this year. Sidewalk replacement is in the planning stage. Curbs will be redone when the paving is done.

5.     Trees and ground drainage are ongoing projects.

6.     Water line problems have been numerous. The Village has experienced quite a few breaks which were not included in the current budget. The new budget reflects monies for future repairs.

7.     Work orders are numbered and entered in the computer by maintenance. Residents can check their work orders on Wentworth Connect. The response time in addressing requests has been shortened this year. Residents are requested to provide input, positive or negative, as to how the system is working.

 

 

Walter Lohmann, Trustee:

1.     Walter Lohmann explained that there were three (3) condo documents that every one should be aware of: the Master Deed, the By-Laws and the Information Guide. The By-Laws will be revised in 2006. They are currently being reviewed and will be presented to the Board in March. A 2/3rd vote of over 50% of the membership (318) is needed for approval. The Information Guide was revised in the spring of 2005. It is imperative that all residents have a working knowledge of these three (3) guiding documents.

2.     As liaison to The Architectural Control Committee, the Landscape Committee and the Tree and Shrub Committee, it was reported that all guidelines are being revisited.

 

 

Margaret Mary Bambury, Trustee:

There was no report from Margaret Mary Bambury as she is recovering from surgery and was not able to attend the meeting. The Board of Trustees wishes her a speedy recovery.

 

 

Angela Vullo, Trustee:

1.     Angela Vullo advised the attendees that she is the liaison to almost all of the clubs.  All residents are welcome to and encouraged to join the clubs of their choice. The Women’s Club is the only restricted club and they are trying to increase their membership.  A new shuffleboard leader is needed as the previous chairperson has retired.

 

 

 

 

RESIDENT COMMENTS

 

 

1.     A resident announced that the Pet Club Holiday Boutique is scheduled for October 22, 2005.

2.     A resident questioned whether the opening and closing of the pool could be rescheduled to extend the season. She was advised that the problem with extending the season was getting lifeguards and swimming at your own risk was a great liability. The Board stated that they would take her request under advisement.

3.     The question was posed by a resident wondering if the sidewalks on Andover Court were being done this year. The answer from maintenance was, “No.”

4.     A resident questioned the cost of the expansion to the clubhouse. The Board responded that there was no cost estimate at this time but that the renovations would possibly include new lights and acoustics in the ballroom, converting the current office into an exercise area, creating a new office and new meeting rooms, expanding the current conference room and adding extra conference rooms, to name a few.

5.     A resident questioned garage door replacements and was advised by the Board that the Architectural Control Committee had evaluated all of the garage doors in the Village. They have set forth a sequence for replacement which will be completed in the next 4-5 years. The resident stated that Andover Court, which is an original court, does not have new doors but Western Reach has new doors. The Board advised the resident to call maintenance to check on the replacement schedule.

6.     A resident of the Village wanted to know when the macadam would be replaced. He was advised to check with maintenance for dates.

 

 

The meeting was adjourned at 9:05 P.M.

 

 

Respectfully submitted,

 

 

Kate Barrett                                                          David Anderson

Administration Manager                             Secretary