Shadow Lake Village

Minutes for the Business Meeting

October 25, 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

Ø     Anna Yurko

General Manager & Community Manager:

Ø     Mary D’ime

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 September 20, 2007 Workshop Mtg., September 20, 2007 Executive Session, September 20, 2007 Closed Mtg. with Wentworth and Worthmore, September 27, 2007 Business Mtg. and September 27, 2007 Executive Session were made by Cathleen Sullivan/Dave Anderson, Cathleen Sullivan/Peter Sgaramella, Cathleen Sullivan/Angela Vullo and Cathleen Sullivan/Peter Sgaramella respectively.  All Board members present voted in favor.

Treasurer’s Report

 

By John Herbert:

Ø          Reviewed the first 9 months of 2007 operating budget (attached).

Ø          Margaret Mary advised that after negotiations with Wentworth executives they came to a 2% increase in the contract for 2008, the Board will need to vote on this during motions.  Roger Nicholson advised that he doesn’t feel there should be any increase in the contract based on poor performance by Wentworth.  Roger advised that former General Manager, Dan Cavalli never received a performance review or salary increase from Wentworth. 

Ø          Advised that the only change to the 2008 budget since the review at the October Workshop is a 2% increase in the Wentworth contract rather than the 3% increase John had budgeted.

Administration Report

 

By Mary D’ime:

Ø          Roofing bids were received and distributed for review

Ø          Concrete project continuing to proceed quickly due to good weather

Ø          Western Reach berm drainage survey being prepared by Falcon Engineering

Ø          Fiber optic Installation began October 8, 2007: Completed as of 10/17/07- Conway, Concord, Claremont, Eastport, Medford

Ø          Clubhouse back kitchen repairs completed except for fence replacements. Fence proposals are under review (including the fence by Maintenance)

Ø          Pool repairs needed – 1 proposal received from American Pool – additional bids to be obtained.  Also soliciting pool management contracts for review.

Ø          A letter was sent to Down to Earth regarding the need for adequate notification when lawn applications are done.

Ø          50 – 60 Falmouth emergency storm drain repair completed and inspected

Ø          At the direction of the Township, T&M Associates, in conjunction with Lucas Brothers are scheduling paving and striping the end of Western Reach for the 1st week in November.  Tuesday/Wednesday is planned as that is between trash pick-ups.  On Medford, the line of demarcation is at the stop line, on Hanover, it is just past the handicap cutouts.

Maintenance Report

 

By Mike Hynes:

Ø          Work order report from 9/15/07 – 10/15/07 (attached)

Ø          Siding and painting are on schedule

Ø          Falmouth Storm Drain Repair – complete

Ø          Water Meter Repair – 169 Lexington: American Water is handling

Ø          Asphalt Repair – ongoing

Ø          Building Railings – All buildings have been inspected, repairs are being scheduled

Ø          Retaining Walls – Inspections are ongoing

Ø          Lake Path – Inspection complete; proposals being sought

Ø          Maintenance fence damage – Repaired by M&S’s contractor

Ø          12 Manchester – Structural damage-header replacement between sliders; complete

Ø          Epoxy – 2007 list is complete; on hold for 2008 pending review of alternatives

Ø          Two River Tree – Scheduled completion of 2007 schedule

Ø          Down to Earth – pruning is ongoing; beginning aerating and seeding on the incoming side of Western Reach

Ø          Cavanaugh – new process initiated; treatment sheets available for Board to review

Ø          Roger Nicholson questioned whether the open external work orders on concrete were included in the Shauger contract.  Margaret Mary advised they are included.

Ø          Roger Nicholson advised that there is a resident on Hampton that had a siding panel replaced 5 months ago but to date it hasn’t been painted.  Roger questioned why.  Mike advised he would look into it.

Ø          Roger Nicholson questioned if the termite treatment of the buildings missed in 2005 and 2006 has been done.  Mike Hynes advised that the re-treatment sheet was attached to his work order report.

                                                Presidents Report

By Margaret Mary Bambury:

Ø     Margaret Mary voiced her concern about safety within the Village, especially regarding the speed limit.  Margaret Mary advised that she is considering getting the police in with the speed radar again.  Roger questioned whether we could have Security monitor the speed sign and give violations.

Committee Reports

Ø          Cathleen Sullivan advised that the House Committee purchased and had Down to Earth plant 2 new little trees to replace the dying ones at the entryway to the Clubhouse.

Trustee Reports/Business

Ø          Roger Nicholson questioned whether we are still paying for community wide cable.  Mary advised that we are not.

Ø          Roger Nicholson questioned when residents can hook up to Verizon.  Margaret Mary advised that residents could hook up to Verizon as soon as the building is wired.

Ø          Roger Nicholson advised that he is moving forward with the results from the forms that were distributed to the Board last week.

Ø          Cathleen Sullivan advised that the VNA would be in on Friday, November 9th from 1pm to 4pm to give the flu vaccine.  The vaccine is free for those with Medicare Part B.  The cost is $25 payable by cash or check for all others.  All information is on Channel 21.

Ø          Cathleen Sullivan advised that there is an insert in the November Chatterbox announcing Riverview Medical Centers next program.

Ø          Peter Sgaramella questioned the status of the printing of the By-Laws.  Jenn advised that she is still waiting on confirmation from Martin Barger, Esq.  that the changes have been filed in Freehold.

Ø          Kevin Byrne advised that the Township is moving forward on the lake issue.  Angela will work with Bill Myers on this issue and keep everyone informed.

Ø          Margaret Mary Bambury advised that Martin Barger, Esq. provided us with a name to contact regarding the erosion problems.

Resident Comments/Inquiries

 

Ø          Dave Howell of 60 Claremont Court advised that the benches in the courtyard on Claremont were taken away, Mr. Howell questioned if they would be brought back.  Mike Hynes advised that the benches are being refurbished and will be put back once completed.

Ø          Leo Carling of 10 Auburn Court advised the Board that he has heard of a battery operated monitor that clips on stop signs to read speed.  Mr. Carling suggested checking with the police.  Mr. Carling thanked the Board for all the work put into their volunteer jobs, especially regarding the budget.  Mr. Carling requested that all 4 pool tables be budgeted to be re-done in 2008 as, if we only do the 2 that were budgeted for those are the only 2 that will get used.

Ø          Walter Lohmann of 21 Claremont Court advised that he came with the intent to ask that the Board Meeting agendas be put back on Channel 21 but would like to thank Roger Nicholson for his position on the Wentworth contract.  Walter agrees with Roger that you do not reward for not doing a good job.

Ø          Carol Povich, owner of 10-A Andover Court questioned how the Board plans to get more residents to the Board Meetings.  Ms. Povich suggested putting a sign in the common hallways a few days before the meetings.  Ms. Povich questioned what kind of damage is being looked at for siding replacement.  Mike Hynes advised that they look for rotted siding, however they are not on her building yet.  Ms. Povich questioned if the wood is too close to the floor on the garage.  Mike Hynes advised that there is a 4’ minimum from the ground to the wood.  Ms. Povich questioned if maintenance or management do walk through inspections.  Mike Hynes advised that 2006 was the 1st time that walk through inspections were implemented.  Ms. Povich advised that the telephone box was off at her unit before she had to make the call to have it fixed; Ms. Povich questioned why maintenance or management didn’t notice this and fix it.  Ms. Povich advised that there was a pair of gloves on the grass near the pool area for over a week, she questioned why no one picked them up.  Ms. Povich questioned if there was something we could put on the storm drains stating they drain into a waterway so people do not throw cigarettes and animal waste in them.

Ø          Michael Weber of 29 Andover Court questioned when the cut off is for lawn cutting.  Mike Hynes advised that it is sometime in November but at the moment Down to Earth is concentrating on pruning and seeding and aerating.  Mr. Weber advised that American Water did a terrible paving job after the water main break on Andover Court.  Mike Hynes advised that he has been in contact with American Water to get the problem resolved.  Mr. Weber questioned when he could see the Falcon Engineering contract for concrete oversight.  Mary D’ime advised that she has had it ready for him since the day after he left his questions there for her; it is still available whenever he would like to stop by.  Mr. Weber suggested that the Board increase the Wentworth contract on a retroactive basis and only pay if Wentworth meets the Boards standards.  Margaret Mary advised the Board will consider it as an option.  Mr. Weber questioned why Mike Hynes is doing Falcon Engineering’s job and finding spots that were missed during the concrete project.  Kevin Byrne pointed out that the project manager from Falcon is here every day.  Mike Hynes agreed with Kevin and advised that Perry is here every day.

 

October 25, 2007 Motions

 

Ø          A motion to waive the requirement of a Security Guard being present at the Red Bank Regional Pasta Dinner/Dance fundraiser was made by Angela Vullo, seconded by Dave Anderson.  The Board voted as follows; Margaret Mary Bambury – yes, Dave Anderson – yes, John Herbert – yes, Kevin Byrne – yes, Roger Nicholson – no, Peter Sgaramella – no, Angela Vullo – yes, Anna Yurko – no, Cathleen Sullivan – yes.

Ø          A motion to allow Red Bank Regional’s School of Visual and Performing Arts to perform for the residents was made by Angela Vullo, seconded by Dave Anderson.  The Board voted as follows; Margaret Mary Bambury – yes, Dave Anderson – yes, John Herbert – yes, Kevin Byrne – yes, Roger Nicholson – no, Peter Sgaramella – yes, Angela Vullo – yes, Anna Yurko – no, Cathleen Sullivan – yes

Ø          A motion to accept a proposal from Harter Equipment for a new Kubota steel cab with steel doors and glass windshield, and windshield wipers in the amount of $3455.00 plus sales tax from the Operating Fund was made by Dave Anderson, seconded by John Herbert.  All Board members present voted in favor. 

Ø          A motion to accept a proposal for a 2% increase in the Wentworth contract for 2008 was made by Peter Sgaramella, seconded by Kevin Byrne.  Peter Sgaramella advised that he is 100% dissatisfied with Wentworth’s performance.  Kevin Byrne advised that he feels there are consequences of not increasing the contract amount such as employee dissatisfaction due to no raises being given.  Kevin advised that he is not dissatisfied with the workers, but with the company and how it deals with the Board.  Margaret Mary advised that she would like to see performance improve and that she plans to let Wentworth know what the Board is dissatisfied with.  Margaret Mary advised that she is generally not dissatisfied with the personnel.  Cathleen Sullivan advised that while she doesn’t feel that Wentworth is performing to the Boards standard, she feels that it is the Wentworth executives rather than the personnel that are not giving the Board what they want. The Board voted as follows; Margaret Mary Bambury – yes, Dave Anderson – yes, John Herbert – yes, Kevin Byrne – yes, Roger Nicholson – no, Peter Sgaramella – no, Angela Vullo – yes, Anna Yurko – no, Cathleen Sullivan – yes

Ø          A motion t o accept the 2008 total budget as presented to the Board with allowance that the Wentworth contract will be adjusted to reflect 2% increase was made by John Herbert, seconded by Kevin Byrne.  Roger Nicholson moved to allot the remaining 1% increase originally budgeted for the Wentworth contract be added to the billiard budget.  John Herbert made a motion to withdraw his prior motion, seconded by Roger Nicholson. All Board members present voted in favor. 

Ø          A motion to accept the 2008 Operations budget with an adjustment to the Wentworth contract to reflect a 2% increase and the funding remaining in the original contract be reallocated to recreation under the billiard line item as well as accept the 2008 Replacement budget as presented be approved was made by John Herbert, seconded by Roger Nicholson.  The Board voted as follows; Margaret Mary Bambury – yes, Dave Anderson – yes, John Herbert – yes, Roger Nicholson – yes, Peter Sgaramella – no, Angela Vullo – yes, Anna Yurko – yes, Cathleen Sullivan – yes

Ø          A motion to revise a motion from June 28, 2007 reading, “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 taken out of the Replacement Fund…” to read, “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 $251,000.00 to be taken out of the Replacement Fund” was made by Kevin Byrne, seconded by Roger Nicholson.  All Board members present voted in favor.

Meeting adjourned 1:07 p.m.

Respectfully submitted,

 

Jennifer Allen                                                        Cathleen Sullivan

Community Manager                                            Board Secretary