Shadow Lake Village

Minutes for the Business Meeting

August 23, 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

Ø     Cathleen Sullivan

Ø     Angela Vullo (excused)

Ø     Anna Yurko

General Manager & Community Manager:

Ø     Dan Cavalli (excused)

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 July 5, 2007 Executive Mtg. , July 19, 2007 Workshop Mtg., July 26, 2007 Business  Mtg. and the August 2, 2007 Closed Mtg. were made by Dave Anderson/Kevin Byrne; and Anna Yurko/John Herbert; Dave Anderson/Kevin Byrne and Anna Yurko/Roger Nicholson respectively.  All board members present voted in favor.

Treasurer’s Report

 

By John Herbert:

Ø          Advised that he is going line by line through the 2007 budget looking for areas where we over budgeted heavily and can move funds around to make up for shortfalls in other areas.

Administration Report

 

By Dan Cavalli (Read by Margaret Mary Bambury):

Ø          Roofing project specs are in and we should go out to bid next week.  We are asking for 5 bids.

Ø          The concrete project will begin today starting on Lexington Court.

Ø          Falcon Engineering has presented proposals for both the drainage problem on the Western Reach berm and the Boathouse.  Motions are in the Board book for a decision today.

Ø          The matting and seeding of the Western Reach Berm will be completed this week.

Ø          The Board met with Comcast and has decided not to renew their contract.

Ø          We are exploring other options for the replacement of carpets in the common hallways of the multiple dwelling units.

Ø          We have drainage remediation proposals from Down to Earth for the following areas:  19 Andover Court, 17 Attleboro Court, 2, 22 & 38 Claremont Court, 17 Concord Court, 25 Dickinson Court, 8 Farmingdale Court and 38 & 113-129 Lexington Court.

Ø          The fiber optic install of the multi dwelling units has been delayed until we can put a plan in motion to guarantee access to the units.

Ø          The outside wall of the Clubhouse kitchen store room has been replaced as there was extensive water damage.  It now appears that the roof must also be replaced.  Our maintenance crew will be able to replace this small roof.  Once complete, the inside cabinets will be addresses as there is some rot from water on the bottom of some of the units.

Maintenance Report

 

By Mike Hynes:

Ø          Work order report from 7/15/07 – 8/15/07 (attached)

Ø          Siding and painting are on schedule

Ø          Water main break repair at 34 Western Reach is complete

Ø          Gutter cleaning and repairs are complete

Ø          The painting of the stair risers throughout the Village is ongoing

Ø          Clubhouse kitchen wall/interior/roof/cabinet repairs are ongoing

Ø          Roof repairs at 83 Lexington, 10 Farmingdale and 27 Medford are complete

Ø          Two River Tree has a proposal in to remove the pine tree behind the golf shed.

Ø          Cavanaugh: Inspections are ongoing with 26 buildings having been inspected of which 15 have termites and are scheduled to be treated and 11 were cleared with no termite activity.

Ø          Down to Earth: Friday work order/clean up is ongoing

Ø          Epoxy:  Prep work began 8/20/07

Ø          Kevin Byrne questioned when asphalt sealing will be done.  Mike advised it would be done in October.

                                                Presidents Report

By Margaret Mary Bambury:

Ø     Advised that we are looking at updating procedures for violations.

Ø     Advised that the Board would be voting on garage door replacement bids today

Committee Reports

Ø          There were no Committee reports at this time

Residents’ Comments/Business

Ø          Joyce Pfeiffer of 30 Dickinson Court advised that she is very upset that Captain Byrnes was let go and questioned if we could get him back.  Margaret Mary advised that it was Marion Security’s decision to move Captain Byrnes and some of the other security personnel were moved as well.

Ø          Anne Carpenter of 20 Berkshire Court advised that she has been doing some inquiring and found that the General Manager asked to have Captain Byrnes moved.  Anne commented she supports getting Captain Byrnes back and questioned if a petition would do any good.  Roger Nicholson asked Anne where she received her information as it is inaccurate.  Margaret Mary advised that Anne would have to petition Marion Security as they are Captain Byrnes employer.

Ø          Sophie Matyiku of 30 Lexington Court questioned why nothing has been done about the violations in existence around her building.  The canvas bag is still hanging on the grab bar outside the door of a lower unit and there is also a beach chair under the stairs of the same unit. 

Ø          Barbro Barnes of 110 Lexington Court advised that there is a resident in her building that has an electric wheelchair plugged in through his window.  Barbro is worried that the wheelchair is in front of the mailboxes not being used.  Peter Sgaramella advised that the By-Laws say nothing is allowed in the common areas unless petitioned to the Board and approved.

Ø          Michael Weber of 29 Andover Court questioned if the minutes for closed meetings are available for the residents to view.  Mr. Weber also questioned if we pay a concession to Middletown for their services.  Roger Nicholson advised that we are getting all services we are entitled to and no concessions are paid.  Mr. Weber advised that the Township says opposite.  John Herbert questioned if garbage pick up is considered a concession and if Villagers get it off their taxes.  Roger Nicholson advised that normally there is a line on the tax bill for garbage pick up, but Villagers do not have that garbage line on their tax bill.  Mr. Weber questioned when we will get rid of the T1-11 siding.  Margaret Mary advised that it is far too expensive to get vinyl siding. 

Ø          Warren Van Nosdall of 30 Falmouth Court commented that when he moved to Shadow Lake Village people used to be friendly and volunteer in the community.  Warren pointed up that the Board is also made up of volunteers.  Warren asked everyone there to work together as a Village once again and to stop the rumors.

Trustee Reports

 

Ø          Peter Sgaramella advised that the By-Law revisions are under legal review and will go to print soon.

Ø          Roger Nicholson advised that Falcon Engineering estimates the roofing project will cost $5 million.  We proposed $500,000 in 2008 and $400,000 every other year towards the roof project and Falcon came back with a total of 24 years if that is what we spend.  Roger has reworked the roofing schedule and will go back to Falcon with it.  Cathleen Sullivan pointed out that after the roof survey was done we found out that all 150 buildings need some form of work done.

Ø          Margaret Mary Bambury advised that the concrete project starts at Lexington Court, goes down Loch Arbor on the inbound side, up the right side of Western Reach, back down Western Reach and then continue on. 

 

 

August 23, 2007 Motions

 

Ø          A motion to accept a proposal from Falcon Engineering to prepare construction plans for drainage improvement project near the rear of 12-52 Western Reach in the amount of $4975.00 from the Security Deposit fund, to be repaid from the 2008 budget was made by Peter Sgaramella, seconded by Dave Anderson.  All Board members present voted in favor. (attached)

Ø          A motion to accept a proposal from Neptune Door Company for replacement of 48 garage doors on Dickinson Court, including removal of old door and weather seal in the amount of $494.00 per door (including release key) to be taken from the Replacement fund was made by Roger Nicholson, seconded by John Herbert.  All Board members present voted in favor. (attached)

Ø          A motion to accept proposals from Down to Earth for drainage issues as attached in the amount of $48,640.00 to be paid for out of the Operations Fund was made by Peter Sgaramella, seconded by Kevin Byrne.  All Board members present voted in favor.

Ø          A motion that the Board of Trustees allow the Treasurer to continue with proposed changes to reallocate current year budget funding based on projected spend plans through years end with reallocations to be coordinated with cost center managers and the Board of Trustees as well as to approve the proposed changes as attached was made by John Herbert, seconded by Peter Sgaramella.  All Board members present voted in favor.

Meeting adjourned 11:05 p.m.

Respectfully submitted,

Jennifer Allen                                                        Cathleen Sullivan

Community Manager                                            Board Secretary