Shadow Lake Village

Minutes for the Business Meeting

January 25, 2007

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

Ø      Anna Yurko

General Manager & Community Manager:

Ø      Dan Cavalli

Ø      Jennifer Allen

Maintenance Manager:

Ø      Mike Hynes

 

Resident Attendance:

FINAL COPY WILL INCLUDE ATTENDANCE

Approval of Minutes:

Motions to approve preliminary drafts of the minutes for the December 14, 2006 Workshop Mtg., the December 19, 2006 General Mtg.  and the December 21, 2006 Business Mtg. were made by Dave Anderson/Cathleen Sullivan, Dave Anderson/Angela Vullo and Dave Anderson/Cathleen Sullivan, respectively.  All board members present voted in favor.

Treasurer’s Report:

By Margaret Mary Bambury:

Ø           Warren reviewed the Operating budget for the first 12 months of 2006. (attached)

Administration Report:

By Dan Cavalli:

Ø      Advised that JCP&L has been working on outages and repairs and as of Wednesday we have four lights still out (down from 20 in December).  They are also working to fix the pole that is leaning on Western Reach.

Ø      Advised that the 2007 maintenance schedule is a work in progress as items may be added during the year.  Mike and Dan stay coordinated on the tasks at hand and update the schedule on a weekly basis. 

Ø      Advised that the fire alarm installation is scheduled to begin shortly.

Ø      Advised that his and Mikes lighting walk throughs have been delayed until the weather warms up.  To date Manchester is the only court completed.

Ø      Advised that roof repairs have been completed on 27 Lexington, 10 Concord and 1 Auburn.  There are presently no active leaks to report.

Ø      Advised that the men’s room exercise machine has a broken wire and is being serviced by Sears.  The machine should be repaired within the next 2 weeks.

 

By Jennifer Allen:

 

Ø      Advised that there is currently $75,696.98 in delinquencies as of 1/10/2007. 

 

Maintenance Report:

By Mike Hynes:

Ø      Advised that the siding/painting for 2006 should be completed in 2 weeks weather permitting.

Ø      Advised that the waterline repair at 69 Western Reach has been completed. 

Ø      Advised that the Clubhouse projects have been completed.

Ø      Advised that gutter cleaning on all buildings is complete.

Ø      Advised that sand buckets have been given to all homeowners.

Ø      Advised that the drainage repair at 33 Western Reach has been completed.  There is currently a proposal in for a drainage repair at 89 Lexington.

Ø           Advised that the ice machine and water fountain in the Clubhouse lobby have been switched so the door does not hit the ice machine and destroy it

Ø           Advised that the court yard benches are all being taken to the maintenance yard and being refurbished

Ø           Work order report (attached)

Ø           Advised that all the candy canes, lights and the tree and menorah in the gazebos have been taken down and stored until next year

 

Presidents Report:

By Roger Nicholson:

Ø           Advised that in an attempt to be more proactive there is a new work order report which now includes backlog

Ø           Advised we now have a maintenance schedule for the year.  This will enable us to prevent things from falling into cracks

Ø           Reviewed an investment policy that was adopted in 1999 which only lists investments that can be made, but does not cover the terms of the investments.  Roger suggested adding something to cover the terms of investments.  Warren Van Nosdall advised that a bond was called and that he and Margaret Mary put the money in a money market fund allowing the money to be available immediately.

Committee Reports:

Ø           Al Zaleski of the House Committee advised that the committee is satisfied with the work that was done at the Clubhouse and asked Mike to take a look at the blinds in the Navesink Room.

Ø           Walter Lohmann of the Safety & Security Committee advised that the committee’s current focus is on garage inspections.  Walter also advised that even though the guidelines were tabled for the moment the committee is proceeding.

Ø           Cathleen Sullivan advised that the Clubhouse Committee presented the first phase of the proposed Clubhouse improvements.  The Board will review this proposal with the architect.

Ø           Margaret Mary Bambury advised that the Business Operations Committee discussed delinquency fees and will recommend changes.

Residents’ Comments/Business:

Ø           Bob Meyer of 1 Danbury Court questioned on what schedule are the garage doors replaced.  Roger Nicholson advised Mr. Meyer that there was a study done years ago that determined the schedule.  Margaret Mary advised that garage door replacements are delayed a year due to the early failure of some roofs.  Margaret Mary advised that the replacement schedule is in the office but she would get back to him with a year his door is scheduled to be replaced.

Ø           Joyce Pfeiffer of 30 Dickinson Court advised that her garage door was scheduled to be replaced in 2007, but it got pushed to 2008 due to the roof issues.  Ms. Pfeiffer questioned what would happen in 2008?  Roger Nicholson advised that a study of the roofs is being done in the very near future so that we will have a better idea of how to budget for next year.

Ø           Theresa Seitz of 4-A Andover Court advised that her request for a trellis surrounding her patio was denied by the General Manager.  Mrs. Seitz questioned if there was anything she could do to make it meet approval from the committee and the Board.  The Board will discuss the issue at the February workshop and get back to Mrs. Seitz.

Ø           Jerry Ryan of 27 Hampton Court recommended Ray and Bob from maintenance for employee of the month.  Mr. Ryan questioned the holiday schedule for garbage pick-up.  Dan Cavalli advised he would contact M & S and get the schedule.

Ø           Bill Myers of 30 Friendship Court complimented the Board on the plans for the marina area.  Mr. Myers questioned if there is a detailed plan available that he may have a copy of.  Jennifer Allen advised Mr. Myer to see her after the meeting and she will get him a copy.

Trustee Reports:

Ø           Anna Yurko advised that by the end of February she will have recommendations for a new violations procedure.

Ø           Cathleen Sullivan advised that Meridian Health will have a guest speaker at SLV on March 8th at 1pm to present a stroke prevention lecture.  Meridian will be doing a health fair at SLV on April 12th from 10-2.

Ø           Peter Sgaramella advised that the By-Laws Committee will present the proposed changes at the February Workshop. 

Ø           Peter Sgaramella advised that the Worthmore contract is still under review.

Ø           Angela Vullo advised that she and Cathleen met with the first newcomer since the Trustees started doing new resident orientation.  Angela advised that the ACC guidelines were the most important thing to cover.

Ø           Kevin Byrne advised that a donation was given to Kiwanis in memory of Phil Bragar.  Kevin and Anna will be taking suggestions on what to put the donation towards.

January 25, 2007 Motions:

Ø           A motion to accept a proposal from M & S for an 8 yard dumpster at $155.00 per dump to be used for bulk trash removal from the Operations fund was made by Dave Anderson, seconded by Cathleen Sullivan.  After some discussion about whether or not to charge the residents per pick up or not Peter Sgaramella made a motion to table the issue, Warren Van Nosdall seconded.  All Board members present voted in favor.

Ø           A motion to accept the donation of an American Flag from the Democratic Club for use in the Clubhouse was made by Cathleen Sullivan, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Ø           A motion to accept a proposal from Harter Equipment for a Kubota RTV 900 utility vehicle in the amount of $12,127.92 from the Capital Equity fund was made by Angela Vullo, seconded by Dave Anderson.  All Board members present voted in favor.

Ø           A motion to accept a proposal from CSAV Systems, LLC for a new ballroom sound system in the amount of $13,999.88 from the Operations fund was made by Peter Sgaramella, seconded by Angela Vullo.  All Board members present voted in favor.

Ø           A motion to spend up to $4000.00 to purchase a new TV for a new Ballroom from the Operations fund was made by Margaret Mary Bambury, seconded by Peter Sgaramella.  All Board members present voted in favor.

Ø           A motion to change the late fee schedule on assessments to increase it an additional $25 for each quarter the assessment is not paid, effective April 1, 2007 was made by Margaret Mary Bambury, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Ø           A motion to accept a proposal from Falcon Engineering for roof inspections in the amount of $17,995.00 was made by David Anderson, seconded by Margaret Mary Bambury.  All Board members present voted in favor.

 

Meeting adjourned 11:15 a.m.

Respectfully submitted,

Jennifer Allen                                                                            David Anderson

Community Manager                                                                Board Secretary