Shadow Lake Village

Minutes for the Business Meeting

April 26, 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 March 9, 2007 Special Mtg.; March 15, 2007 Workshop Mtg. and the March 22, 2007 Business Mtg. were made by Dave Anderson/Peter Sgaramella; Dave Anderson/Cathleen Sullivan and Dave Anderson/Angela Vullo, respectively.  All board members present voted in favor.

Treasurer’s Report:

By Warren Van Nosdall:

Ø          Warren reviewed the Operating budget for the first 3 months of 2007. (attached)

Administration Report:

By Dan Cavalli:

Ø          Received a proposal for the ballroom kitchen range hood UL-300 Fire Suppressant System needed to comply with our insurance companies recent inspection/recommendations.

Ø          Currently on target with our maintenance schedule with the exception of garbage bin repairs.

Ø          Created a maintenance actions items reporting sheet that was attached to the weekly update.  This report should help in a continual update on some of the more recent action items that Mike and our maintenance team are addressing.

Ø          Also created a quality control checklist that is being reviewed by Mike.  This form also was attached to the weekly update and will be used by Mike or his designee to review the more major repairs to ensure the completeness of the job and also gauge the quality of the work being done.

Ø          Attempting to get documentation in to the township for snow/ice removal reimbursement with a request for reimbursement for street cleaning which I discovered is in the agreement with Middletown.

Ø          Our old irrigation pump motor will be taken to Pilot Electric for an estimate to rewind the motor and give us a spare ready to use if the need arises.

Ø          Line striping of the parking areas on Western Reach will commence on April 25th weather permitting.

Ø          We should have the proposal from Down to Earth for the entrance enhancement by May 15th.

Ø          Our sink hole on Ellsworth has been filled and the radar inspection was completed on Friday, April 20th.  We are awaiting the results.

Ø          We are looking for alternatives to make the recycling area a little better for the residents who have problems with the height of the bins.  Mario Schito of M&S will be visiting to discuss.

Ø          Our sprinklers were activated on Tuesday, April 17th to coincide with the Verizon Fiber Optic installation.

Ø          Power washing and wood treatment of the saunas in the exercise rooms should be completed by April 30th.

Ø          The lighting walk through inspections that started in November will begin again in the fall.

Ø          As we do not have money in the billiard budget, Mike will do the pocket repairs. We should however consider budgeting more money next year for other table repairs.

Ø          All Star Tennis arrived began repairs of the area that did not hold last year.  This should be completed by Friday.

Ø          We will be replacing the worn carpet in the ladies bathroom by the Ballroom with non-slip vinyl floor covering.

Ø          The HVAC system in the Association Office and the men’s locker room has been replaced.  The original figure approved by  the Board was $25,760.00 but, Brown’s advised after further review that they could do the job for $18,200.00.

Ø          Construction of the cabinet for the new TV in the Clubhouse will begin this week.  Once completed, we can then have Comcast install the HDTV box as we will then be able to secure the box.

Ø          Dave Anderson questioned the buzzing in the sound system and what would be done about it.  Dave feels it has something to do with the dimmer switch for the Ballroom lights.  Dan Cavalli advised we would have the electrician look into it.

Ø          Dave Anderson questioned why the tennis court and parking lot lights are not working at night.  Dan Cavalli advised that Charger Electric has ordered a new timer for the tennis court lights and will repair as soon as the part is in and JCP&L is expediting the parking lot lights.

 

Maintenance Report:

By Mike Hynes:

Ø          Work order report from 3/15/07-4/15/07 (attached)

Ø          Balanikas painting is currently working on painting the siding on Concord and the trim and doors on Eastport.

Ø          Waterline repair at 8 Manchester Court was completed 4/20/07.

Ø          Irrigation line leak repairs are ongoing.

Ø          There are 2 courts left on the Down to Earth walk- through.

Ø          Down to Earth has completed spring clean up; drainage proposals are coming in; sprinkler repairs on the main islands are done and a proposal for the front entrance enhancement will be received shortly.

Ø          A safety fence was installed on Ellsworth and Friendship Courts.

Ø          Gutter cleaning will begin in May.

 

Presidents Report:

 

 

Ø     Roger Nicholson advised that we have received the final roof evaluation report from Falcon Engineering.  The prime cause of the early failure of the roofs is improper ventilation.  We will be bringing someone to do the specs by building so a plan can be laid out on roof replacements.  The concrete inspection report will be by priority.

 

Committee Reports:

Ø          Al Zaleski of the House Committee questioned what work was done on the billiard tables.  Mike Hynes advised that he nailed the pockets in.  Discussion ensued about moving the location of the more frequently used table as it is getting worn and there is no money in this year’s budget to get it repaired.

Residents’ Comments/Business:

Ø          Bill Rigney of 25 Concord Court advised that the billiard tables have been moved and re-leveled in house in the past.

Ø          Sandy Dwyer of 1 Belmont Court stated that he feels the recycling bins are too close to the Clubhouse.  Mr. Dwyer suggested putting a wooden frame in front of the bins to conceal them.

Ø          Kitty Pease of 74 Lexington Court stated that she feels that Lexington Court cul-de-sac is being used as a dumpsite.  Mrs. Pease advised that there are piles of woodchips under the trees that have been there a long time without having been spread out.  Mrs. Pease also advised that there is a large pile of dirt on the parking area.  Mike Hynes advised that the dirt is left over from the fiber optic installation and will be removed by the end of the week.  Mike will have one of the maintenance men spread the wood chips.

Ø          Bob Gall of 50 Berkshire Court advised that on April 13th at the Kiwanis Fashion Show his wife’s jacket that was hung in the hallway at the Clubhouse was taken.  Bob suggested security cameras throughout the Clubhouse to stop future problems such as this.  Bill Rigney advised that this has happened many times before.  Anna Yurko advised that Kiwanians can make calls to fashion show attendees to see if someone took it without realizing they had the wrong jacket.

Ø          Bill Wheatley of 34 Berkshire Court complained about garbage collection and the frequency with which he is missed.  He questioned if we could fire the contractor.  Dan Cavalli advised we are keeping a spread sheet of missed garbage throughout the Village and the owner of M&S will be coming in to meet with us about it.  Dan advised that the percentage of missed garbage is diminishing.

Ø          Ed Sherman of 19 Andover Court advised that his garbage is missed at least once a month. 

Ø          Rich Capenegro of 73 Western Reach advised that garbage is left in the wrong spot on Western Reach all the time.  Mr. Capenegro commended the ice & snow removal during the St. Patrick’s Day storm.  Mr. Capenegro thanked for maintenance for the work done at the boat launch area and commented that is looks great.

Ø          Betty Callahan of 24 Medford Court questioned if in the future the resident comments portion of the Board meetings could be recorded.  Mrs. Callahan feels that one of the Trustees made a remark about her character.

Trustee Reports:

Ø          Cathleen Sullivan thanked everyone who came out to the 2nd Annual Health Fair.

Ø          Angela Vullo announced there will be a question and answer period with the Middletown tax assessor and the owner of the re-evaluation company on May 10th at 7:00 pm in the Ballroom. All residents are welcome and encouraged to attend.

April 26, 2007 Motions:

Ø          A motion to accept the Worthmore Maintenance Services Agreement was made by Peter Sgaramella, seconded by Dave Anderson.  All Board members present voted in favor.

Ø          A motion to accept the Marion Security Post orders with a correction to the pool hours was made by Angela Vullo, seconded by Peter Sgaramella.  All Board members present voted in favor.

Ø          A motion to accept the revised SLV Purchasing Procedures was made by Margaret Mary Bambury, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Ø          A motion to accept the SLV Mold/Mildew Policy was made by Peter Sgaramella, seconded by Angela Vullo.  All Board members present voted in favor. (attached)

Ø          A motion to accept the revised SLV Violations Process was made by Anna Yurko, seconded by Dave Anderson.  All Board members present voted in favor.

Ø          A motion to accept the 2007 Pool Rules was made by Peter Sgaramella, seconded by Margaret Mary Bambury.  All Board members present voted in favor. (attached)

Ø          A motion to allow a maximum of 3 (three) 2007 season golf passes per unit was made by Dave Anderson, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Ø          A motion to accept $300.00 payment from Middletown Township for the use of the Ballroom for Elections to be used towards the Clubhouse was made by Warren Van Nosdall, seconded by Margaret Mary Bambury.  All Board members present voted in favor.

Ø          A motion to accept the revised SLV Landscape Guidelines and also add the mulch paragraph to the A.C.C. Guidelines was made by Angela Vullo, seconded by Dave Anderson.  All Board members present voted in favor.

Ø          A motion to accept Rich Capenegro as Chairperson of the Violations Committee was made by Anna Yurko, seconded by Warren Van Nosdall.  All Board members present voted in favor.

Meeting adjourned 11:10 a.m.

Respectfully submitted,

Jennifer Allen                                                        David Anderson

Community Manager                                            Board Secretary