Shadow Lake Village

Minutes for the Business Meeting

October 26, 2006

Call to order 9:30 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     David Anderson

Ø     Margaret Mary Bambury

Ø     Kevin Byrne

Ø     Roger Nicholson

Ø     Peter Sgaramella

Ø     Cathleen Sullivan

Ø     Warren Van Nosdall

Ø     Angela Vullo

General Manager & Community Manager:

Ø     Dan Cavalli

Ø     Jennifer Allen

Maintenance Manager:

Ø     Mike Hynes

 

Security:

Ø     Captain Al Byrnes

Resident Attendance:

FINAL COPY WILL INCLUDE ATTENDANCE

Approval of Minutes:

Motions to approve preliminary drafts of the minutes for the September 21, 2006 Workshop and the September 28, 2006 Business Mtg. with an amendment to change the paving contractor from Roto-Rooter in the amount of $9000.00 plus tax to Angelo’s Paving in the amount of $5564.00 were made by Margaret Mary Bambury/Peter Sgaramella and Margaret Mary Bambury/Cathleen Sullivan, respectively.  All board members present voted in favor.

Treasurer’s Report:

By Warren Van Nosdall:

Ø          Warren reviewed the Operating budget for the first 8 months of 2006. (attached)

Ø          Warren reviewed the revised proposed 2007 Operations budget.

Ø          Margaret Mary Bambury reviewed the proposed 2007 Replacement fund budget.

Administration Report:

By Dan Cavalli:

Ø          Attached

Maintenance Report:

By Mike Hynes:

Ø          Attached

President’s Report:

By Roger Nicholson:

Ø          Reinforced what Margaret Mary stated in her review of the Replacement fund budget about the Replacement Plan being fully funded for 30 years.

Ø          Advised that great strides have been made in the work order process and we are now reinforcing communication for work orders that were previously submitted.

Ø          Advised the Board about an owner who has a leak in a modified unit that is looking to the Association to repair the problem.  Should maintenance repair it and charge the owner?  After discussion by the Board it was decided that leaks are of the same priority as plumbing issues and the Association should get them fixed without having to go out for bids.  Dan Cavalli will consult with our Attorney on how to take care of the payment issues.  Guidelines are needed from the Board as to how the General Manager should move on this issue.

Committee Reports:

Ø          Walter Lohmann of the Safety and Security Committee advised that the committee has had organizational meetings and would like a formal liaison.  The committee is leaning towards safety issues, particularly fire safety.  They will develop guidelines from the charter that can be found in the By-Laws.  The committee plans to write an article monthly for the Chatterbox.

Residents’ Comments/Business:

Ø          Norma Pratt of 80 Lexington Court advised that she lives in a leaky unit.  She stated that she has had 5 leaks in her closet that maintenance has been handling.  She was wondering why the roof was replaced on the unit behind hers but not on hers?  Roger Nicholson advised that the BOT has acknowledged the emergency nature of leaks.  Half roofs were done due to unanticipated leaks.

Ø          Ethel Hill of 146 Lexington Court advised that when the concrete work was done in the spring her lawn was dug up and nothing has been done to repair it.  Mike Hynes advised that the contractor repaired the lawn when the cement work was done.  Ms. Hill then questioned why we are paying contractors to sit around and do nothing like she observed the concrete contractors doing.  Roger Nicholson advised that we pay contractors a fixed price, not by the hour. 

Ø          Bruce Fowler of 25 Andover Court advised that he submitted a channel 21 form for a Democratic Club event on Monday and it still isn’t up.  Mr. Fowler advised he wants it up now.  Jennifer Allen advised she put it up the other morning as she is now handling channel 21.  Various residents in the audience confirmed they saw it. Dan Cavalli advised he would check on this when the meeting was over.

Ø          Walter Erosh of 67 Western Reach questioned whether garages are common property and if they are why non-garage owners are paying for garage doors through the quarterly assessment.  Roger Nicholson advised that the operations and replacement budget are based on square footage and although garages are not added into the square footage, smaller units do not have garages.

Ø          Michael Weber of 29 Andover Court questioned if the estimated one million dollars that will be spent on unanticipated roof leaks include certain units.  Roger Nicholson advised that we can’t predict which roofs will fail.  Mr. Weber asked if we have 1 contractor that handles all our roof work and what kind of warranty we get.  Roger Nicholson advised we go out for multiple bids.  Mike Hynes advised we get a 25 year warranty on shingles and 5 years on labor if roofs are installed to manufacturers specs.

Ø          Bob Teeters of 4 Friendship Court commended the Board for the patchwork done for 102 Friendship Ct.  He stated that Angelo’s did it correctly as opposed to how it has been done in the past.

Ø          Ed Sherman of 19 Andover Court questioned if there is any literature given out to new residents when they move in.  Roger Nicholson explained the New Resident Committee and explained they would be personally meeting with new residents to review the rules and regulations.

Ø          Joyce Pfeiffer of 30 Dickinson Court questioned why there have been no reports from Security at the Board meetings lately?  Ms. Pfeiffer felt the information Security spoke about was useful.  Roger Nicholson advised that the Board felt the average response time for emergency vehicles and how many incidents there are monthly was not of great importance.  Bob Teeters stated he wants Security at the monthly meetings.

Ø          Jerry Ryan of 27 Hampton Court stated that he knows of a few cases where residents who are moving from the Village have not returned their id’s and car decals.  Cathleen Sullivan advised that it stated in the Rules and Regulations that they must be turned in to the Office staff or the Security Deposit will not be returned.  Jennifer Allen pointed out that the Rules and Regulations state Security is supposed to be receiving them. 

Trustee Reports:

Ø          Cathleen Sullivan advised that the Flu Vaccine will be November 10th from 1 to 4 pm in the Ballroom.  The VNA will be on hand with 200 doses of the vaccine.

Ø          Cathleen Sullivan advised Meridian Health will have a guest speaker here on November 17 to discuss arthritis.

Ø          Cathleen Sullivan reminded everyone that daylight savings time is this weekend.

Ø          Cathleen Sullivan reminded everyone that the November BOT meetings are earlier due to Thanksgiving.

Ø          Cathleen Sullivan reviewed Clubhouse maintenance items being done in 2006.

Ø          Peter Sgaramella advised that the Worthmore contract has been reviewed and Worthmore has been asked to revise it to include the General Manager.

Ø          Kevin Byrne reminded the Board about the CAI Convention on November 4th.

October 26, 2006 Motions:

Ø          A motion to accept the Real Estate Packet and Realtor letter pending review from the SLV Attorney was made by Cathleen Sullivan, seconded by Peter Sgaramella.  All Board members present voted in favor.

Ø          A motion to ratify phone vote to accept proposal from Budget Maintenance Concrete Services, Inc.to epoxy 10 common hallways in the amount of $23,060.00 from the Operations fund was made by Warren Van Nosdall, seconded by Kevin Byrne.  All Board members present voted in favor.(Attached)

Ø          A motion to ratify phone vote to accept a proposal from Down To Earth to install new sprinklers on 9 islands in the amount of $17,290.00 plus tax from the Capital Equity fund was made by Peter Sgaramella, seconded by Warren Van Nosdall.  All Board members present voted in favor.(Attached)

Ø          A motion to ratify phone vote to accept a proposal from Down To Earth to seed and aerate up to 12 acres of earth at a cost of $4,500.00 plus tax from the Operations fund was made by Warren Van Nosdall, seconded by Peter Sgaramella.  All Board members present voted in favor.(Attached)

Ø          A motion to accept a proposal from Frontier Fence to replace areas of fence throughout the Village in the amount of $1735.00 plus tax from the Operations fund was made by Warren Van Nosdall, seconded by Cathleen Sullivan.  All Board members present voted in favor.(Attached)

Ø          A motion to accept a proposal from Down To Earth to construct a dry well at 11 Western Reach in the amount of $1200.00 plus tax from the Operations fund was made by Kevin Byrne, seconded by Dave Anderson.  All Board members present voted in favor.(Attached)

Ø          A motion to accept Anna Yurko as Frances Bubenheimers replacement on the Board was made by Margaret Mary Bambury, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Ø          A motion to approve the 2007 Operations and Replacement budget as it was presented by Warren Van Nosdall, seconded by Dave Anderson.  All Board members present voted in favor.

Ø          A motion to waive the 3 bid system and to handle roof leaks as an emergency situation, contractor to be selected by the General Manager with consultation from the Treasurer was made by Peter Sgaramella, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Ø          A motion to authorize $53,000.00 plus applicable tax out of wither the Replacement fund or Operations fund for roof repair/replacement of 9 identified roof leaks was made by Margaret Mary Bambury, seconded by Warren Van Nosdall.  All Board members present voted in favor.

 

Meeting adjourned 11:50 a.m.

Respectfully submitted,

Jennifer Allen                                                        David Anderson

Community Manager                                            Board Secretary