Shadow Lake Village

Minutes for the Workshop Meeting

July 21, 2005

Call to order 9:00 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     Roger Nicholson

Ø     Cathleen Sullivan

Ø     David Anderson

Ø     Margaret Mary Bambury

Ø     Jane Beckett

Ø     Kevin Byrne

Ø     Walter Lohmann

Ø     Warren Van Nosdall

Ø     Angela Vullo

Resident Attendance:

FINAL COPY WILL INCLUDE ATTENDANCE

Review of Minutes:

Review of the minutes for the June 16th Workshop and June 23rd Business meeting was completed.  They will be prepared for acceptance at the July 21st Business Meeting.

Treasurer’s Report:

By Warren Van Nosdall:

Ø          Attached

Ø          Roger Nicholson advised the remaining 2005 revised budget has been distributed to the Board.  There is a potential for us to be $100,000 over budget this year.  Roger recommends $25,000 in cut backs be established.  Warren Van Nosdall requests that the Board review their line items and bring adjustment recommendations to him for review.  Roger Nicholson requests that all discretionary expenses be stopped.

Action Items Update:

Ø          Two changes were made to include, Cathleen Sullivan to oversee the security gate access procedures and Roger Nicholson to oversee the Wentworth contract.

Unfinished Business:

Ø          The Board of Trustees reviewed their new liaison assignments and made recommendations for the final draft.

Ø          Roger Nicholson will prepare guidelines for the signing of approved contracts.

Ø          With Attorney Martin Barger’s approval Kevin Byrne has prepared a letter for Brown’s Heating and Cooling in response to their request for information regarding the costs for the additional steps that were necessary for installation of the Clubhouse air conditioning units.

Ø          Cathleen Sullivan advised that due to the differences in the Clubhouse renovation proposals, new requests for proposals will go out requesting specifics.  This will help bring all 3 proposals into closer conformance. 

Ø          Walter Lohmann would like the Board to consider establishing rental limitations for Shadow Lake Village.  He is researching policies other Associations have utilized.  A recommendation will be made at a future meeting.

Ø          Warren Van Nosdall tabled discussion on past due letter procedures until further discussion with a Wentworth accountant.

Ø          Roger Nicholson advised that Board members met with upper level management from Wentworth to discuss future contractual arrangements.  The Board will meet with Wentworth Management again Friday, July 29th.

Ø          Kevin Byrne advised that a meeting was held with the contractor and residents of building #26 on Andover Court to discuss replacement of their sewer system.  The start of the project is scheduled for August 8, 2005.  One unit needs to be vacant for up to 3 days.  Two new lines are being installed.

Ø          Jane Beckett reviewed the changes being considered for the bus contract.  A recommendation is being made to contract with a taxi service to provide for the commuter runs.  The taxi service would bill Shadow Lake Village on a monthly basis.  Roger recommends the bus contract be bid on with and without commuter runs so actual savings can be determined when compared to the taxi’s contract.  Kevin Byrne reminded the Board that legally we must offer transportation service, however we can change the schedule.

Ø          Roger Nicholson advised that Insurance chairmen Henry Vullo has been in contact with insurance companies in reference to necessary repairs for the guardhouse.  We are waiting on their approval to go ahead with preliminary repairs.

Ø          Kevin Byrne advised that installation of the retaining wall at 7 Loch Arbor is currently pending Township approval.

New Business:

Ø          Kevin Byrne will make a motion to reaffirm a phone poll vote of the Board for the purchase of a performance bond in the amount of $2005.80 to cover the contractor’s performance for the replacement of the building #26 sewer line on Andover Court.

Ø          Cathleen Sullivan advised that the Library Committee has donated $555 towards replacement of the carpet in the Library.  Cathleen will make a motion to accept the check at the July 28th Business Meeting.  Additional costs for the carpet may be absorbed by the Association.  The House Committee is pricing carpets.

Ø          Walter Lohmann reviewed an article from the newspaper regarding the Township’s consideration of dredging Shadow Lake at a cost of 3 million dollars.

Ø          Walter Lohmann reminded the Board of Shadow Lake Village Emergency Procedures which have been recently updated.

Ø          Walter Lohmann opened discussion with the Board regarding the interpretation of commercial type vehicles and Shadow Lake Village’s policy and procedures for handling them.  A motion will be presented at the July 28th Board of Trustee meeting.

Trustee Reports:

 

Ø          Kevin Byrne will make a motion to terminate the SLV Endowment Fund Corporation.  The fund could not legally be utilized for tax-deferred donations to Shadow Lake Village.

Ø          Warren Van Nosdall advised that golf income is $1000 less this year than last year.  Reasons as to why are under review.

Ø          Roger Nicholson received a check in the amount of $200 from the Shadow Lake Village Pet Club.  A motion will be made to accept the check at the next Board of Trustees Meeting.

Meeting adjourned.

Respectfully submitted,

Richard Carpenter                                                David Anderson

Administration Manager                                       Board Secretary