The July 24, 2010 meeting of the Board of Directors was opened at 7:16 A.M. at the Administration Office with the Pledge of Allegiance. All members were present. In addition were the General Manager, John Carney and George McMullin, representing the Advisory Board.

The minutes of the May 29, 2010 were reviewed.

 

A motion was made by Alan Cuccinello and seconded by Ted Couillou to accept the minutes as read. The motion was passed unanimously.

 

The minutes of the June 12, 2010 Reorganization meeting were reviewed.

 

A motion was made by Ted Couillou and seconded by Peggy Kostyshyn to accept the minutes as read. The motion was passed unanimously.

 

Treasurer’s Finance Report – Dan Braun

Monthly Report as of June 30, 2010

WLE POA Cash in Bank Accounts Totaling:   $2,069,184.03

WLE POA Equity (Cash Basis):  $2,891,876.33

Dues Assessments Collection Rate:  99.7% on a Budget Year-to-Date Basis (excluding $111,071.56 in pre-paids); $70,520 in cumulative annual prior dues (less than one year in arrears) collections were made; Back dues (more than one year prior) of $7,046.28 were collected as a direct result of our collection policy; one judgment and ten civil complaints were settled yielding a total monthly collection of $32,957.74 with 10 civil complaints and 1 judgment filed and 12 hearings pending. 

Significant individual line item actual-to-budget variances as of June 30, 2010: 

·         None

Studies and Projects: 

·         Monthly financial reports will be reformatted and tailored for use by the Treasurer, Finance Committee, and Bookkeeping Staff in conjunction with the migration to the new TOPS software suite (now expected in August 2010).

·         Treasurer and General Manager reviewed and revised most recent 25-year reserve cash-flow study with a focus on systemic savings that can be derived.  Riley and Company have completed a draft revision which indicates that there are economies that can realistically be realized without reducing standards for replacement or major maintenance of the community’s capital assets.

Treasurer solicited WLE POA members in good standing to volunteer for appointment to the Finance Committee, reviewed background and qualifications, and will make recommendations for appointment at the next meeting of the Board of Directors.

Treasurer, General Manager, and Bookkeeping Staff reviewed the new features being made available, including integrated payroll functions for the first time, in the new TOPS software suite.

Treasurer and General Manager coordinated with commercial banks and abstract companies to get price quotes for consideration in the development of a proposal for the purchase of the Section 6 properties now owned by B&B Development Partners, LLC.

Treasurer developed a spreadsheet identifying options for financing and paying for the proposed purchase of the Section 6 properties now owned by B&B Development Partners, LLC.  Spreadsheet has been distributed for review and comment to experts within the community having financial expertise and to Riley and Company, WLE POA’s auditor and financial advisors.

Treasurer researched and acquired lawsuit documents from Lehigh County Courthouse involving the WLE POA and Finance America Credit Corporation pertaining to Section 6 and reviewed resultant deeds subsequently filed at the Wayne County Courthouse.

Used truck was acquired for the Sewer and Water Department to replace one that was identified in the Reserve cash-flow study and was at the end of its useful life.

 

Major Project Wish List

Amenities (Ranked Per Survey Results)

1. Miniature Golf Course
2. Walking trails in Section 7
3. Flat walking lane/track for elderly/handicapped
4. New Laundromat and Craft Shop
5. Picnic pavilion(s) (suggestions at Tennis Lane, new Ball Field, Beaver Playground)

 

Additional Amenities in no particular order (Not ranked highly in survey)

Additional Tennis Courts

Convenience bldg (rest rooms) at Tennis Lane

Expansion of MCH 

Community Garden Plots

Gazebo/Cabaña (suggestions at Ginessee Park and vicinity of the tot lot beside Kasper Lodge)

Create a park area in the vicinity of Deer Field Ct, Fawn Hill Ct, and Commanche Cir

 

Other Major Projects

Replace Snack Bar at Beaver Pool

Security bldg/garage

Convenience bldg (rest rooms) at new ball field

Convenience (rest rooms) bldg at Marina

Expand West Gate Parking Lot

Section 6

Central Mail-Box Building(s)

Water Point at Marina

Cover over generator at Pump Station 6 (Beaver Lake Parking Lot)

 

An updated version of the Associations accounting program, Topps, is being released in August. In essence it is a full service program as it is also used for the recording of property owner’s amenity badges, vehicles, golf carts/ATVs and many other functions.

 

Potential nominees for the Finance Committee and/or Section 6 Finance Committee are as follows:

Jack Gavin (strictly seasonal), Karen Moran, Tom Simansky, Tom Post (seasonal help), Pat Brown, Bruce Phillips, and Marc Scher.

 

In accordance with the newly approved By-Laws, the terms of the elected committee members will be staggered with 1, 2 or 3 year terms.

 

The ultimate recommendation was Marc Scher for 3 years, Pat Brown for 2 years and Karen Moran for 1 year.

 

A motion was made by Jerry Lastella and seconded by Peggy Kostyshyn to accept the recommendations in regards to the Finance Committee as proposed by Dan Braun. The motion was passed unanimously.

 

Discussion on the possible upgrading or rebuilding of Beaver Snack Bar. This subject will be tabled for the time being.

 

The generator at Pump Station 6 needs to be covered. The question is does it require only a roof or a full shelter. The condition of the generator will be checked as well.

 

General Managers Report – John Carney

 

The majority of time in this past month has been dedicated to the proposed purchase of Section 6. However there are a few items that were mentioned for discussion and/or consideration were:

 

1. The Campgrounds is in need of some more tables. Some of the campers have been taking several of the tables to their campsite, leaving other sites with none. Fire rings should be at each campsite if there is not already one there. We will look into purchasing fire rings or make sure any fire pits built with rocks are in a safe area.

 

2. We need to start adhering more to the policy of displaying badges at the amenities, this is always a bigger issue during the summer with the high volumes of property owners attending the pools. Some Board members have seen first hand that the employees are not paying attention to those signing in, others have seen them doing a good job. The subject of swipe cards was revisited, its still on the back burner as an eventual possibility.

 

3. Unsightly lots continue to be an issue and are still being addressed.

 

4. There have been many complaints about smoking at the pools. Generally smoking by the pool and/or snack bars is becoming a nuisance.

 

A motion was made by Ted Couillou and seconded by Peggy Kostyshyn to ban smoking within the fenced areas of Rockledge and Beaver Pools. For: Jerry Beskovoyne, Peggy Kostyshyn, Dan Braun, Jerry Lastella and Ted Couillou. Against: Alan Cuccinello. Abstained: Gina Florio. The motion passed, 5 to 1 with 1 abstinence.

 

5. We have rules in place forbidding open fires, however some property owners bordering Beaver Lake are making open fires by the shoreline. This situation will be more closely monitored. Fires are permitted in chimineas or in pits covered by a spark arrestor.

 

 

A question arose as to whether it was permissible to put 2 non-powered boats in 1 rack. If in cases such as kayaks, where 2 fit comfortably and do not in any way intrude with the neighboring boats, this practice is permitted.

 

Building and Marina – Al Cuccinello

 

A house on Evergreen was painted a color that is not approved. They claimed they were staining it the same color that it was, burnt sienna. However, the home was painted a gloss red. The Building Committee and Building Compliance Officer have deemed it not in compliance.

 

Jerry Lastella suggested that a “swatch” of each paint color be made and marked with the code number of that color. If a property owner comes in requesting to change the color and uses the code number for reference, the color can be matched with the swatch and accompanying code number. Approval can be decided from there. 

 

There is an open request for a variance for fencing. The Building Committee informed the property owner that they had 30 days to contact the committee or the procedures and paperwork for the variance will all have to be resubmitted. To date there is still no word from said property owner. The request is based on the drop off behind the property owners house that was created when a house was built behind theirs.

 

A property owner has erected a 4 foot pool on their property. They were approached by the Building Compliance Officer that this was not allowed. The property owner claimed it was a wading pool. This was brought up to the Building Committee who concluded that it is not a wading pool, it is a swimming pool. As it stands pools are not to exceed 12 inches or have a filter.

 

A motion was made by Al Cuccinello and seconded by Ted Couillou that children’s wading pools are permitted but may not exceed twenty-four inches (24”) in height and filter systems are prohibited and must be removed after the summer season (7/24/10) The motion passed unanimously                                                                                                                                                                                                                                                                                               

 

Some guidelines need to be created for the cleanup of unsightly lot. What exactly is the definition? The Building Committee will be brought into this discussion

 

The Marina is looking good this season. This years Dock Masters, Justin and Dan have been doing a very good job. Solar lights will be placed on the docks next boating season.

 

Sewer & Water and Maintenance – Ted Couillou

 

Brian has recommended that we closely monitor the building taking place. The plant is close to maximization. The wireless water meter readers have a limited battery life. The Board questioned as to the cost of replacement and who is responsible for it. It has been noted that there is some evidence of “water abuse”. Since water usage is included in the Associations dues, its viewed as ‘free’. 25,000 gallons per quarter is considered the norm. At times we have seen 3 times that amount. Is there a way to manage this situation? A mailing to the property owners with information on these circumstances and how to alleviate them is being considered.

 

Dan questioned as to whether it is state law that sump pumps be tied into the sewer system. John will check into any existing rules regarding this.

 

A comprehensive list was submitted by Maintenance. 

The Board is contemplating hiring an outside landscaping company to help with the upkeep. A consultant will be brought in to visit our amenity areas.

 

Security – Jerry Lastella

 

Security cameras –The cameras at the West Gate and Fire Substation need to be checked.

A reminder: all WLE ID’s and visitors must be easily visible.

 

Legal and Administration – Gina Florio

 

The work on the possible purchase of Section 6 is moving along. The packet for the special meeting is being prepared and will be reviewed by our attorney

 

Dan Braun along with office employees Nancy Settepani and Paul Kuhn will be going to the Wayne County Courthouse this week to do additional research on some the Section 6 deeds.

 

A motion was made by Alan Cuccinello and seconded by Ted Couillou to have Dan Braun and John Carney attend the August 27, 2010 Repository Tax Sale to purchase the Section 6 lots listed. The motion passed unanimously

 

 

Neighborhood Watch, Citation Dispute Committee and Recreation – Peggy Kostyshyn

 

• Neighborhood Watch

 

has asked that the plate numbers correspond with the flag numbers. The request was turned down. It would be difficult to coincide the flag and plate numbers especially because flags have to be replaced time to time.

 

• Citation Dispute Committee

 

John Rechinda has resigned from the committee with mention of being asked to step down by a Board member. Ted stated that was not the case, John was not asked to quit.

 

• Recreation

 

Future meetings will be held the 2^nd Saturday of each month at 10am at Beaver Lodge. The hope is to attract younger families with children.

There was a request to look into a closed station television channel to broadcast WLE events.

A profit of $2,500 was realized for the July 4^th picnic

Family Bingo started July 6^th. 11 people attended and a profit of $360 was made.

Some concerns were relayed regarding pets at amenities especially at Rockledge.

The WLE/Victory Games is in need of a chairperson or they will have to be cancelled.

Pat Mongeleri and Rachel Harmuth have been nominated to fill the spots left open by Vinny Settepani and Terry Cuccinello whose terms are up. Their term begins in September.

 

The next Recreation meeting will be held Aug 14^th

 

Advisory Board – George McMullin

 

The minutes were reviewed and all questions enclosed were discussed. John Carney will forward the Boards Reponses for the next Advisory meeting.

 

Unfinished Business

 

1. Deer Management has been completed and will be evaluated for 2011
2. Development of Section 7 walking trails – ongoing
3. Lights at sledding area and skate park’
4. Section 6

 

New Business

 

The Craft Shop/Laundromat/Underpass is in need of work. The discussion was whether to renovate or rebuild. The Craft Shop and Laundromat are viewed as adequate sizes so rebuilding is deemed unwarranted at this time. Regardless of all other renovations to be considered, a new roof is a necessity.

 

Dan Braun reported on the research being conducted for financing the proposal to purchase the majority of Section 6:

 

The Sewer Special Assessment that was voted on by WLE POA in 1991 was originally established with a 25-year basis in order to pay for the initial Sewer Treatment Plant construction (completed in its current configuration in 1993) and to build a sufficient reserve for the next expansion phase.  This 25-year Special Assessment received its first payments in 1992 and will be last payments will be completed in 2016.  An amendment voted upon by the community in 1996 allowed that the funds in the Special Assessment Reserve could be used for the "betterment" of the sewer and water systems and the intent to have reserve funds available for the next expansion phase was lost as a result.  Therefore, if an expansion of the Sewer Treatment Plant is necessitated, a new Special Assessment will be needed to make up the difference between the cost apportioned to the WLE POA and the amount available from the then-current Special Assessment Reserve Fund. 

 

The General Reserves provide the funds for the replacement and repair/major maintenance of WLE POA’s capital assets.  Requirements are forecast and funding levels are projected over a 25-year year period with an annual update called a cash flow study.  The updated cash flow study is the basis for the capital reserve resolution at each WLE POA Annual Meeting, which focuses on the portion of dues to be contributed to the reserves in the following year.  The WLE POAS is currently in a period within the 25-year cycle of the General Reserves in which it is withdrawing more funds for capital asset replacement and repair/major maintenance than is being contributed.  The Treasurer and General Manager undertook an out-of-cycle revision of the cash flow study in the summer of 2010 in order to identify potential savings that could be beneficial in financing the purchase of Section 6.  The savings identified have not resulted in as much savings as hoped - there are no free lunches.  The savings that were identified will be used to reduce the annual reserve funding needs over the 25-year period of the study.

 

The General Reserves and the Special Assessment Reserves of the WLE POA, while not fully funded, are in a favorable financial posture to make this purchase.  There are no excess funds in the General Reserve or the Special Assessment Reserve but they are adequately funded to meet expected future needs. 

 

The Treasurer, financial advisors from within the WLE POA including last year's Finance Committee and Riley and Company (financial auditors for the WLE POA) have reviewed a variety of options for a resolution to finance and pay for the purchase of that portion of Section 6 currently owned by B & B Development Partners, LLC.  It has been concluded that:

·         Closing costs and initial payments will be paid for from the Capital Improvement Fund

·         Financing will be acquired from a combination of commercial (i.e. bank) and internal loans

·         Payment requires a special assessment to be set at $13.62 per quarter for a period of 10 years for each WLE POA lot (a discounted payment option will be made available to those who want to pay the special assessment “up front”)"

Correspondence

 

1. A letter from Property Owner regarding her alleged treatment by a Public Safety Officer
2. A letter from Property Owner appealing a citation
3. A letter signed by “Concerned Property Owners” regarding lot in section 2           
4. A letter to Bill Faro and the CDC members from Peggy Kostyshyn             regarding her  resignation from the CDC
5. A letter to Property Owner regarding the incident with an officer
6. A letter from Ronald Sebastianelli (VP - HNB) regarding proposed barrowing
7. A letter from Ronald Sebastianelli (VP - HNB) regarding a rate quote
8. A letter from John Rechinda from announcing his resignation from the CDC

 

Right of First Refusals

 

9 were reviewed and approved by the Board

 

A motion was made by Peggy Kostyshyn and seconded by Gina Florio to adjourn the meeting. Motion passed unanimously

 

Meeting adjourned at 1:45

 

The next Board Meeting is scheduled for August 14, 2010

 

Respectfully submitted,

 

 

Jerry Lastella

Secretary