The March 20, 2010 meeting of the Board of Directors was opened at 8:10 AM with the Pledge of Allegiance. All members were present.  Also in attendance were General Manager, John Carney, and George McMullin, representing the Advisory Board.

 

The minutes of February 20, 2010 were reviewed.

 

A motion was made by Jerry LaStella, and seconded by Elvin Quinones to accept the minutes as read. The motion passed unanimously

 

Treasurer's Report - Dan Braun

 

Monthly Report as of February 28, 2010

WLE POA Cash in Bank Accounts Totaling:   $2,261,458.17

WLE POA Equity (Cash Basis):  $3,518,060.54

Dues Assessments Collection Rate:  101.3% on a Budget Year-to-Date Basis (excluding $171,648.03 in pre-paids); $34,009 in cumulative annual prior dues (less than one year in arrears) collections were made; Back dues (more than one year prior) of $134.95 were collected and $2,314.79 in civil complaint collections were made during the month.

Significant individual line item actual-to-budget variances as of February 28, 2010:

·          Maintenance used 93.5% of their annual budgeted overtime in snow plowing operations during the snowstorm.

·          Maintenance is at 153% of its year-to-date budget and 30.7% of its annual budget for general equipment maintenance, largely due to a truck transmission repair which was damaged during snow plowing operations.

 

Studies and Projects: 

The survey of property owners included in the annual dues mailing resulted in:
    

Response of 504 property owners (a 28.0% response rate) about the same response as yearly voting for the Annual Property Owners Meeting

With a 95% confidence level in consideration of the response rate:

 

ü          A base rate of 33.9% +/- 3.5% (or 30.4% to 37.4%) are full time

ü          A base rate of 23.2% +/- 3.1% (or 20.1% to 26.3%) are seasonal

ü          A base rate of 34.1% +/- 3.5% (or 30.6% to 37.6%) are weekenders

ü          A base rate of 8.7% +/- 2.1% (or 6.6% to 10.8%) are both seasonal and weekenders

·          Study of propane usage by WLE POA facilities has been completed.

·          Study of cost benefits being realized by the Sewer and Water Department for having installed wireless water meters in each residential property is underway.

·          Study of heating and cooling alternatives for MCH, Indoor Pool, and Fitness Center Complex (including geothermal) – deferred.  

 

   

The Finance Committee has reviewed the 2010 Capital Budget and project funding projections.  Feedback from the committee has been good and is greatly appreciated by the Board.

 

The audit of the WLE POA financial statements for 2009 has been completed. 

 

Treasurer, General Manager, and WLE POA lawyer met with By-Law Review Committee to finalize recommended changes for submission to the 2010 Annual Meeting.

 

A Motion was made by Dan Braun and seconded by Elvin Quinones to modify the 2010 Operating Budget to:

(1) insert a budget line under Building and Grounds for Deer Management in the amount of $35,000.

(2) transfer $35,000 from the Contingency Fund to the Operating Budget to cover Deer Management

(3) transfer $19,000 from the Capital Improvement Fund to the Operating Budget to cover approved, discretionary capital projects

The motion passed unanimously

 

A motion was made by Dan Braun and second by Elvin Quinines to approve the 2010 Capital Budget and Project Funding.  The motion passed unanimously. 

 

Copies will be available at the office for interested property owners.

 

A view of the Board’s “wish list” is available in the February highlights

 

 General Manager's Report - John Carney

 

1.      On March 8 Dan Braun, Jerry Beskovoyne, Ted Couillou, Rocky Kizer, Bob Vadika and myself met with our insurance company’s adjuster and attorney in reference to the lawsuit brought by the person claiming injury on WLE property on January 19, 2008 while snow tubing. The insurance company is contesting the claim and is presently taking action in our defense. Details will be made available when the case is resolved, until then due to the case being under investigation our attorney requests that any conversation of this matter be directed to him only.

 

2.      The Association’s insurance packet has been renewed for the 2010/11 period. The premium for coverage is $137,435, approximately $6,000 less than last year due to  our workers compensation coverage, we were eligible for a discount. Our total liability coverage with the umbrella is $21 million.

 

3.      Dan Braun and I have been working with the By-law Review Committee, now that we are close to finalizing the revisions we invited our attorney to attend the last meeting, held on March 16. For the most part the revisions mainly deal with updating and clarification of the present by-laws. Some have been brought to our attention by legal counsel and others from our interpretation of the by-laws. As soon as the revisions are put in by-law form we will make them available for the members review.

 

4.      The USDA has been in contact with me to relay that information from our Deer Management Program is being finalized and when they complete their review a final report will be sent to us as they did last year. The USDA performed their duties very professionally, we did encounter some miscommunications of procedures with the USDA in the beginning of the process with certain baiting areas and reporting to members once the USDA were seen and/or shots were heard. We apologize for this, but under the direction of the USDA we will not post when they are in, we can give a general period of time when they will be in, but once reported to the Public Safety Dept that shots were heard property owners must be made aware the program is in progress.

 

5.      Rockledge snack bar/convenience building is near completion and the final inspection will be made shortly.

 

6.      The 2009 audit and Financial Statements have been completed and are available for the Board’s review.

 

7.      The Maintenance Department has started “spring cleaning” to remove the signs of snow removal operations. Roads are being swept and amenity areas are being tended to.

 

 

Additions:  Discussion with USDA about future culling of the deer herd.  Discussion of problems with property owners feeding the deer, which costs Association additional money. Please report any observed feeding of deer to the Public Safety Department. Reports will be kept strictly confidential. The Public Safety Department will assess each situation and determine the appropriate outcome.  Warnings will be issued and fines to follow if warnings are not heeded.  All property owners can and should do their part to help to keep costs down in relation to feeding the deer and subsequent population problems by adhering to this policy

 

The Deer Management Program scheduled at the PPL Learning Center that was postponed due to inclement weather has not yet been rescheduled.

 

 

Snack Bar at Beaver Pool will be serviced by Pete DiCarlo. 

 

Buildings and Grounds - Ted Couillou

 

No meeting this month. Suggestion made for Fire Dept to spray the roads before sweeping roads of winter cinders.

 

Sewer and Water - Ted Couillou

 

Melting snow has the flows up at the treatment plant. Infiltration research will begin with the increase of flows. Some trouble was had with one of the level indicators, it was not giving accurate information on the liquid level in basin #1. After trouble shooting the problem they were able to get it corrected by reducing electrical interference. 

 

The water system flows are climbing. Some leak detection was done which allowed the S&W Dept. to find 2 leaks, one on Commanche Circle and one on Beaver Lake drive both were on property owners service lines. Neither property owner had line insurance one of the leak repairs cost $1000 the other $600. We had a large water leak that caused loss of water and low water pressure in sections 4 and 5. The leak was a deteriorated galvanized fitting that broke off a property owner’s main tap. Luckily, they had line insurance, cost $32. The flows have come back down after these repairs.

 

Public Safety - Elvin Quinones

 

Public Safety Officers Ron Soltis, Wayne Seeley and John O’Conner were diligent and instrumental in discovering and investigating reported break-ins.

 

A motion was made by Dan Braun and seconded by Elvin to change the locks and codes on all amenities for security purposes. The motion passed unanimously

 

Access to the viewing of cameras in the amenities is to be limited

 

 

          2009                                       2010

Medical                       06                                            06

Domestic                     01                                            00

Police Assist                09                                            15       

Alarms                         39                                            18       

RV Accidents             00                                            00       

Auto Accidents           01                                            04       

Thefts                          00                                            03

Vandalism                   01                                            22       

Unlawful Entry           01                                            03       

Fire Calls                     01                                            00

 

Neighborhood Watch - Elvin Quinones

 

A letter will be sent to the members of Neighborhood Watch so as to answer their questions regarding changes to their Charter. The changes were completed on 12/16 and approved at the February Board Meeting. 

 

Citation Dispute Committee (CDC)

 

A letter will be sent to each member of this committee concerning whether or not they want to remain on this committee and to elect officers.

 

Recreation - Al Cucciniello  

 

Upcoming events planned:

 

v       Three bands were booked for Music in the Park to take place this summer. The dates are July 10^th, July 31^st, and August 21^st.

v       The Easter Egg Hunt, crafts and pictures with the Easter Bunny will take place on April 3^rd, 2010. It will be necessary to but a ticket for $1.00 at the office.

v       On April 24^th, 2010 an Open Mic Night will be held at the MCH at 7PM. Adults only, wine and cheese will be available. Tickets for $1.00 must be purchased at the office.

v       A new camera is being purchased

 

Maintenance – Jerry LaStella

 

Spring clean up has begun in all areas of WLE.  Lighting is planned to be installed by the Skate Park.

 

Legal - Gina Florio  

 

A property owner, through his attorney is requesting that the POA sign a Quit Claim Deed to clean up the difference of revised recorded maps pertaining to his property lines. The property in question is the road that diverts around the underpass and Lot 19 on Calypso Drive.

 

Unfinished Business

 

1. Lakeville Sub-Station
2. Deer Management - Under discussion
3. Walking trails- section 7 - on-going
4. Rockledge Convenience Building /Snack Bar is almost completed.

 

New Business

 

1. By- Law Rules - almost completed
2. Study of Propane Use

 

Correspondence

 

1. A letter from a property owner requesting a meeting with Jerry and John pertaining to her property in relationship to the Fire Substation
2. A letter from a property owner dated December 2, 2009 that has not been answered to date.

 

First Right of Refusals

 

9 were reviewed

 

A motion to adjourn was made by Alan Cucciniello and seconded by Dan Braun. Meeting adjourned.

 

The next Board meeting will be on April 17, 2010 at the Adult Lodge in place of the Main Clubhouse due to the Blood Drive. The meeting will be open to the membership from 11:00 am until 12:00 noon

 

Respectfully submitted,

 

 

 

Ted Couillou

Secretary

 

 

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