Shadow Lake Village

Minutes for the Business Meeting

June 28, 2007

Call to order 9:30 am

Flag Salute:

Roll Call:

 

Trustees:

Ø     David Anderson

Ø     Margaret Mary Bambury

Ø     Kevin Byrne

Ø     John Herbert

Ø     Roger Nicholson

Ø     Peter Sgaramella (excused)

Ø     Cathleen Sullivan

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 May 17, 2007 Workshop Mtg. and the May 24, 2007 Business Mtg. were made by Cathleen Sullivan/Angela Vullo and Cathleen Sullivan/Dave Anderson respectively.  All board members present voted in favor.

Treasurer’s Report:

 

By John Herbert:

Ø          John reviewed the Operating budget for the first 5 months of 2007.

Administration Report:

 

By Dan Cavalli:

Ø          We have had a few water main breaks that Mike will give you the info on in his report.

Ø          Marion Security reviewed the revised Post Orders with six of their staff members including Captain Al Byrnes.

Ø          We had a sprinkler line break just north of the pump last Tuesday.  Repairs have been made and we are up and running.

Ø          Verizon has finished the initial work to bring the conduit to the buildings.  The next phase is in process to bring the lines to the multi-dwelling units.

Ø          The lights around the parking lot area have been repaired.

Ø          Although we have not had many new concerns from residents, I asked Mario of M & S to visit and present us with some other containers for our consideration in the recycling area.  With the exception of changing the color, there are not many that can serve our needs.  We will continue to look for alternatives.

Ø          Presently we have one main pump for our sprinkler system.  Recognizing that the pump is a separate mechanism from the motor, there is a distinct possibility that given the number of years the pump has been in operation, we should consider alternatives should the pump fail.  There was a time I have been told when SLV had three pumps located around the lake that were originally used to irrigate the property.  For some reason they were abandoned in favor of the larger pump we have now.  It has been recommended by Roto-Rooter that we look into the possible reinstatement of these pumps as a backup to the main.  Perhaps the Board could discuss at the next Workshop Meeting.

Ø          We have been advised by the Safety/Security Committee that the Boathouse is in need of major repairs due to rotted wood, etc.  We are looking to have this problem inspected to determine if it is safe to allow activities on the 4th of July.

Ø          We have the results of the walk through inspections completed by Mike and Down to Earth.  Mike and I will be meeting to set priorities and will then share with the Board for discussion and action.

Ø          We have the bids in on the concrete project and hopefully a decision can be made shortly as I am advised by Falcon that we should begin work no later than August to allow the concrete to cure properly before winter sets in.

Ø          The specs on the roof work should be in this week, Falcon can then go out to bid.  Considering the bid process usually takes about 6 weeks you should have all the information necessary to plan for the 2008 roof project by mid August.

Ø          The sinkhole on Ellsworth Court has reemerged.  Up to this point we have been working with Roto-Rooter to try to remedy the problem.  It has become apparent that the problem is beyond their expertise and therefore we are calling in an engineering firm to assess the problem and make recommendations to permanently repair the problem.

Ø          I will be introducing John Herbert to our accounting staff at Wentworth on July 9th in West Long Branch.

Maintenance Report:

 

By Mike Hynes:

Ø          Work order report from 5/15/07-6/15/07 (attached)

Ø          Siding and painting are ongoing.

Ø          Waterline repairs:  Andover Court-American Waters responsibility; break at 17 Manchester Court – American Water responsibility and break at 34 Western Reach – Association responsibility.

Ø          Two River Tree removed a tree at 16 Berkshire Court that was struck by lightning.

Ø          Verizon has completed the exterior conduit installation and has started ground restoration.  Interior conduit and micro work will begin shortly.

Ø          Sauna signs, gazebo benches, linoleum in the ladies room and the metal stairs at 30 Dickinson Court have all been completed.

Ø          Repairs suggested by our insurance company were completed and inspected.

Ø          The a/c in the Clubhouse passed the plumbing and electrical inspection.

Ø          The concrete pad on the golf course is complete.

Ø          28 new stop signs have been installed.

Ø          An exhaust fan was installed in the pool shed.

Ø          The Boathouse exterior was power washed and a railing was installed on the small dock.

Ø          Gutter cleaning and repairs started on Lexington Court on June 18th.

Ø          Estimates are in on the 2007 common hallway epoxy list.

Ø          Balanikas stripped and sealed the Boathouse deck.

Ø          Roto-Rooter patched the asphalt on Ellsworth Court; repaired 2” break by the pump; will be replacing the water line at 34 Western Reach and repairing the broken pipe behind the wall at 87 Lexington Court.

Ø          Down to Earth will begin lime application the week of 6/25 and pruning is ongoing.

 

Committee Reports:

 

Ø          Angela Vullo reported that the Safety/Security Committee is looking for volunteers to help with garage inspections.  Inspections will start after Labor Day. 

Residents’ Comments/Business:

 

Ø          Chris Merkler of Down to Earth was in attendance to address any questions or concerns of the residents.

Ø          Mark Coons of Fiber Engineering and Design was in attendance to address any questions and concerns of the residents.

Ø          Mark Coons advised that his company is the contractor handling the Verizon fiber optic installation.  Mark advised that the underground portion of the build is complete and now they will begin bringing the fiber into the units.  In the multi-unit dwellings entrance is needed into every unit.  30 units were completed last week. The typical amount of time spent on the interior installation is 15/20 minutes and the wires are not left exposed.

Ø          Anna Yurko questioned if Verizon is giving notice to the residents that they are coming into the units.  Ben Taylor of Verizon advised that they have been tagging doors ahead of time.  The 2nd tag gives 48 hours notice.  Ben advised that if they are not let into the prime unit in the multi-dwelling buildings Verizon can’t install in any unit in that building.

Ø          Margaret Mary Bambury commented that there needs to be better communication from Verizon to the residents.

Ø          John Herbert questioned if Verizon is giving a time bracket within that 48 hours so they resident knows what time they have to be home.  Ben Taylor advised that Verizon had been setting up individual appointments with residents in the first building to be installed but got backed up due to unit owners being late to the appointments.

Ø          Kitty Pease of 74 Lexington Court passed up a door tag for the Board to see what Verizon is giving out.  The tag said 48-72 hours but they showed up in less then 24.  Ben advised that they asked permission to get into that specific building early.

Ø          Michael Weber of 29 Andover Court questioned if the fiber optic benefit is compromised due to the existing copper wire.  Ben advised that Verizon is testing all coaxial and replacing it as necessary.

Ø          Harry Norton of 50 Friendship Court commented that since attics are considered common ground he feels the Association should make it clear to the residents that access has to be allowed. 

Ø          Barbro Barnes of 110 Lexington Court advised that her building was the second building to be done by Verizon.  Barbro feels that better planning by the Association and Verizon is necessary, there was no letter from the Association advising residents what was happening.

Ø           Kitty Pease of 74 Lexington Court advised that Verizon had no ID’s when they were knocking on the doors and their vehicles were not marked. 

Ø          Betty Callahan of 42 Medford Court questioned whether residents will have an option to stay with Comcast.  Margaret Mary Bambury advised that no decisions have been made as far as a contract is concerned however Comcast will be raising their prices on expanded service.

Ø          James Dennis of 58 Manchester Court questioned why no information was conveyed to the residents before Verizon started the install and advised that Verizon tore up the ground in many areas.  Margaret Mary advised that the Board did not know Verizon would need the amount of access that they need.

Ø          Kevin Byrne asked if there was anyone in the audience that doesn’t understand what is going on with the Verizon install at this point. 

Ø          Al Zaleski of 20 Falmouth Court commented that it is the people who aren’t in the audience that need to be informed.

Ø          Michael Weber of 29 Andover Court questioned why Verizon is spending so much money on the install without a commitment from Shadow Lake and why weren’t the resident polled whether they want Verizon in here.  Mr. Weber commented that damage was done to the common area and his building shook when the ditch witch was being used.

Ø          Sophie Matyiku of 30 Lexington Court advised that she had a water problem several years ago that they had to go into the attic to fix and the weight of the workers broke the ceiling beams.  Sophie voiced her concern over it happening again while Verizon is installing in the attic.

Ø          Jerry Ryan of 27 Hampton Court questioned what Down to Earth was spreading on June 27th and if sod will be put down where Verizon tore the grounds up.  Chris Merkler of Down to Earth advised that it was lime and weed control that was spread on the 27th.  Mike Hynes advised that Verizon has their own landscaping company following behind to do ground remediation.

Ø          Roger Nicholson questioned Verizon on when the single story units are going to be wired.  Mark Coons of Fiber Engineering advised that there is no exact date as of yet.

Ø          Michael Weber of 29 Andover Court commented that he is dismayed by the appearance of a lawn on Manchester Court and he doesn’t feel Down to Earth knows what they are doing.  Mr. Weber advised that he put down peat moss, soil and seed in front of his unit and it is growing better then where Down to Earth has patched.

Ø          Robert Stollwerck of 29 Eastport Court advised that Down to Earth hasn’t trimmed at his unit yet and he has been to the Association Office 7 times to advise them and still nothing has been done.  Mr. Stollwerck feels that Down to Earth did a bad job seeding.  Mike Hynes advised that he will find out when that area is going to be pruned.

Ø          Rich Capenegro of 73 Western Reach advised that the sprinkler on the island at the end of Western Reach does not work.  Rich also advised that he has asked Dan for mulch 4 times for an area that was dug up for a waterline and still hasn’t received it.

Ø          Katsy Willey of 12 Danbury Court questioned what role in all of this does the General Manager play as no one has heard from him.  Katsy also questioned what the role of the Condo Reps is.

Ø          Joan Gardner of 27-C Andover Court advised that the lights are not on in the area of the golf course behind her unit, the garage doors and the concrete around them are crumbling, Down to Earth is not cutting the grass they are just flattening it,  there is debris along the roadway and the sewers are full of dry branches and clippings.

Ø          Natalie Beguelin of 1 Andover Court advised that Verizon filled in a ditch and placed blue chips down but nothing is growing.

Ø          Erika Slepinski of 42 Western Reach advised that she attended last months open meeting where she spoke of the condition around her unit and brought pictures and yet nothing has been done.  Erika advised that if nothing is done she is going to the Health Department.

Ø          Walter Lohmann of 21 Claremont Court questioned whether it is crystal clear that Verizon will restore the landscaping and who the contact at Verizon would be to report landscaping issues.  Margaret Mary Bambury advised to report any problems to the Association Office.

Ø          Kitty Pease of 74 Lexington Court advised that on Monday she had a to-do with Dan and she would like to advise the Board that he got furious with her and got in her face.  Kitty feels the General Manager should have more finesse with handling the residents.  Kitty will be writing to Wentworth to advise them of this issue.

Ø          Michael Weber of 29 Andover Court questioned what procedure is in place to count the election ballots and if there are signature cards to verify.  Mr. Weber feels that the resident alert that went out was electioneering.

Ø          Harry Norton of 50 Friendship Court advised that he did not take the call the same way.  Harry commented that it was not a request to vote for or against that it was just a request to cast a ballot.

Ø          Sophie Matyiku of 30 Lexington Court advised that she spoke at the open meeting last month about the Board allowing her neighbor to leave her chair under the steps and about the grab bar with a bag hanging from it at her door.  Sophie also commented that her neighbor does not put trash out on a regular basis and puts her recycling in with her trash.

Trustee Reports:

 

Ø          Cathleen Sullivan advised that there was an incident on Western Reach where a smoke detector went off and the fire department responded and found that lint from the dryer vent was the cause.  Cathleen suggested forming a sub-committee to write a policy on dryer vent cleaning.  Anna Yurko advised   speaking as a resident that she has the name of a contractor that can be used and if anyone wants it they may call her.  Margaret Mary said the Documentation Committee would be in charge of writing a policy.

Ø          Dave Anderson advised that the Golf Committee voted to spend $400 to install a paver walkway at the point of access from the parking lot onto the golf course between the 9th green and the tennis court.  Margaret Mary advised that the Golf Committee should bring this to the Board as the function of the Golf Committee is to make recommendations to the Board for the Board to vote on.

Ø          Angela Vullo advised that the current procedure Maintenance uses when repairing an interior as the result of a leak is to prime the area of the leak.  Mike Hynes advised Angela that Maintenance has never painted a whole ceiling or wall in the past.

Ø          The Board discussed the bids for the concrete replacement project.  Cathleen Sullivan questioned if sales tax should be paid as it is a capital improvement project.  Margaret Mary advised that sales tax will not be paid and we have the proper forms to file.  Roger Nicholson explained how the concrete project will be funded.

Ø          John Herbert commented that he would like to see a comprehensive letter to the residents put together regarding the Verizon installation as well as putting info in Chatterbox, on 21 and having Condo Reps hand flyers out.  Roger Nicholson and John will collaborate on this project.

 

June 28, 2007 Motions:

 

Ø          A motion to accept a donation from the Shadow Lake Village Pet Club in the amount of $200 to be used however the Board thinks best was made by Dave Anderson, seconded by Anna Yurko.  All Board members present voted in favor.

Ø          A motion to accept Frances Bubenheimers resignation as Chairperson of the Merry Musers was made by Dave Anderson, seconded by Angela Vullo.  All Board members present voted in favor.

Ø          A motion to accept concrete replacement bid from Shauger Property Services Inc. in the amount of $231,712.97 with Falcon Engineering as project manager and the total project not to exceed $285,000.00 to be take out of the Replacement Fund  was made by Cathleen Sullivan, seconded by Anna Yurko.  All Board members present voted in favor.

Meeting adjourned 12:02 p.m.

Respectfully submitted,

Jennifer Allen                                                        Cathleen Sullivan

Community Manager                                            Board Secretary