WALLENPAUPACK LAKE ESTATES
PROPERTY OWNERS ASSOCIATION
HIGHLIGHTS OF THE UNAPPROVED MINUTES
BOARD OF DIRECTORS MEETING
October 31, 2009

The meeting 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 September 12, 2009 were read and accepted. 

A motion was made by Gina Florio and seconded by Jerry LaStella to accept the minutes as read.  Motion was passed.

Treasurer's Report - Dan Braun

Additions:  Camp Ground rules and fees are being reevaluated, which is open from May 15, to October 15

WLE POA Bank Accounts Totaling:   $ 1,867,967.63

WLE POA Equity (Cash Basis):  $3,043,899.71

Dues Assessments Collection Rate:  110.3% on a Budget Year-to-Date Basis (including pre-paids); Prepaid Dues Assessments were $46,970; $103,061 in cumulative annual prior dues (less than one year in arrears) collections made for 2009; Back dues (more than one year prior) of $711.50 were collected, court costs of $19.00 were recouped and a total of $5,035.77 in legal collections were made during the month.

Significant individual line item actual-to-budget variances as of September 30, 2009:  None

Studies and Projects: 

·        Study of alternatives to replace propane heaters at Beaver Pool – deferred.

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

·        The Finance Committee plans a review of the investment strategies and investment alternatives available to the WLE POA with particular emphasis on the reserve funds.

Treasurer and Finance Committee reviewed and spot-checked reports (General Ledger Trail Balance, Cash Basis, Balance Sheet, Budget Summaries) for the month ending September 30, 2009.

The Finance Committee completed review of all new liability insurance policy documents. 

In preparation for the winter season, a heavy duty pickup and snowplow were purchased with funds from the Capital Reserve Fund and in accord with the cash reserve study for 2009.  Both are used but in excellent condition.

Treasurer, General Manager and Finance Committee have reviewed and revised several iterations of the 2010 operations budget – work continues.  Significant increases are expected in the expense subaccounts associated with electric utilities and employee health insurance.    The 2010 Capital Reserve contribution was established by community vote at the June 2009 Annual Meeting.

Dan and John interviewed several insurance agents. EHD had excellent references, experience with all current insurance underwriters, represents many POAs in the region and is favored by the Finance Committee.

A motion was made to change insurance agent, Murray, to EHD as our new insurance agent, made by Dan Braun, seconded by Al Cucciniello. The motion passed unanimously

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 pavillion(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/Cabana (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

Security bldg/garage

Convenience bldg (rest rooms) at new ball field

Convenience (rest rooms) bldg at marina

Insulation and siding on the Adult Lodge

Expand West Gate Parking Lot

Section 6

Central Mail-Box Building(s)

Water Point at Marina

Swim Platform for Beaver Lake

General Manager's Report - John Carney

1. Four of the lots that were recently appraised were put into the newsletter. Most of the lots will be difficult or impossible to build on and the cost of the lot reflects that. One lot happens to be a desirable lot needing very little work to build a house. I was contacted by a Realtor who was interested in the lot for an interested buyer. The Realtor questioned if WLE will pay a commission to a Realtor for selling the advertised lots. She has a person interested in one of our lots who is interested in purchasing immediately. I relayed to the Realtor that by motion of the board a lot must be advertised in our newsletter and then remain available for 6 months before it can be sold.

2. The special meeting packet was sent out on Wednesday October 21. Included in the packet is the petitioners’ letter and resolution. Vote counting will take place the morning of the meeting and will be conducted by Riley and Company, Inc. Henry Cowen will act as Judge of Elections, Max Watkins, Property Owner, Sandy Aleckna and Debra Devine of the Administrative staff will assist Riley. The mentioned people will be the only people involved with the counting. When the voting is concluded at the meeting the same group will count those votes and deliver the total vote count to Henry Cowen to announce the results.

3. Agreements have been finalized between WLE, BSA and the LVFD for the land swap and the construction of the substation. Construction of the substation on Eskra Road has started and is moving along very well. The deeds for the land swap will be finalized soon and will be recorded in the Wayne County Courthouse. Before construction, road work was done on Eskra addressing drainage and installation of the water line under the road for the substation. Eskra Road has been paved, as mentioned in the Advisory Board Minutes, Security and Maintenance assisted with traffic control. The road contractor who paved is the same contractor that we use and for our assistance has seal coated an area of the road at the campgrounds that was in need of repair.

4. The fill material that was stock piled at the ski hill has been moved to the right corner of the ball field and the remaining portion of the fence was installed to complete the fencing at the ball field.

5. Dan and I have been preparing the 2010 budget which will be reviewed at the meeting. It is official that there will be no federal cost of living increase for 2010 and the budget is being prepared to reflect this.

6. Dan and/or I have interviewed a total of four insurance brokers who we will in a matter of time be switching to one of them. Dan and I were both impressed by one broker who represents many private communities. References have been checked and details will be presented at the meeting.

7. The Rockledge Snack Bar/ Convenience Building is under construction and proceeding on schedule.

8. Requested information has been forwarded to OnDemand Energy Solutions to purchase bulk electrical power. Interested participants applications are being reviewed and shortly we should be hearing what our cost per kilowatt hour will be. Preliminary figures show we could save 10 percent of the anticipated 30 – 35% increase that PPL plans to relay to customers in 2010. OnDemand Energy Services is for commercial accounts only and they are hoping to get into the residential side for 2011. Even a 10% savings will be welcomed, monthly electric bills generally run right around $10,000 a month, sewer and water contributing to over half the total electric usage.

A motion was made by Jerry LaStella and seconded by Al Cucciniello that Henry Cowen will act as Judge of Elections, Max Watkins, Property Owner, Sandy Aleckna and Debra Devine of the Administrative Staff will assist Riley and Company.   They will count the votes at the special meeting on November 14, 2009.  The motion passed unanimously.

Buildings and Grounds - Ted Couillou

The Building Committee is now accepting applications for a new member to replace one member who has sold his house in WLE.  There will be a notice in the upcoming WLE Newsletter requesting applications.

There was discussion about the new state issued contractor registration numbers.  Builders of only new houses, or contractors doing less than $5,000 business per year in PA, are not required to have this registration.  Our Contractor’s List has been updated, with some names removed.

There were 2 new house permits (number now at 1329), and 4 other fee permits.  Also issued were 23 non-fee permits and 26 tree removal permits.

Additions:   

Poured concrete foundations on homes need to be painted or parged.

Permits issued to date number 1329.

Clarification:  Houses - colors which did not comply with current approved color chart, are not required to comply until they repaint exterior. A non-fee permit is required along with a color sample

Sewer and Water - Ted Couillou

Work is scheduled to take place in October on both pump station 6 and pump station 3; this will be routine pump maintenance. Some infiltration work will take place between now and winter. S & W has been valving the system to try to narrow down a few leaks, a few were found on property owner service lines. We have spent many countless hours on the wireless meter program. We have gone through the entire community and placed wireless readers on the homes. There are approximately 70 homes where notice was left stating that access was needed to their home to change the meter wire from a 2 wire to a 3 wire. The line insurance was up for renewal. October 31^st was the dead line. There were over 100 new sign ups putting our total number around 600 property owners who will be covered by the line insurance. We had approximately 11 homes with leaks this past year and thousands of dollars were saved because they had the insurance.

Additions: Letter attached to Brian Schan from Utilishield, Inc. encouraging property owners to get the water /sewer line insurance protection.

Security  - Elvin Quinones 

Additions:  

Discussion as to the number of security guards on each shift. Rocky has requested 1 additional full-time officer for 2010. Due to budget restraints, this will be considered at a later time.

The Board of Directors continues to encourage the Public Safety Dept to utilize Neighborhood Watch to assist in first responder duties, as needed.

Neighborhood Watch

The budget was reviewed and approved by Board. 

The Neighborhood Watch charter and procedures are currently being review by both the Board of Directors and the Neighborhood Watch themselves.

Maintenance and Marina -Jerry La Stella

A comprehensive report submitted by Maintenance was reviewed. The report included the cleaning of buildings and grounds, road maintenance and various repairs where needed

Additions: 

All docks are removed and being stored. 

Leaves left in bags in front of property owners homes will be picked up by maintenance if office is called  by property owner.

At 10:05 am,  Vinnie Settepani  reviewed the Recreation budget with the Board. The board approved the budget.

Legal and Administrative - Gina Florio

We have kept legal counsel busy the last couple of months, but legal counsel will address home renting situations as to the number of people renting and non-family members renting. The township is planning on addressing their ordinances with the same so we will be working along with the township and legal counsel to set our rules. We are looking to have something in place by spring.

Recreation - Al Cucciniello

A Fall Festival is being planned for 2010. The function is set to include hot air balloon rides, a petting zoo, make your own caramel apples, crafting and more. Also on the agenda are horse drawn sleigh rides.

Advisory Board – George McMullin

Minutes attached from October 4, and 29.  Questions answered by General Manager.

First Right of Refusal - reviewed by Board of Directors.  - 9 approved lots, 2 unimproved.

New Business

A motions was made by Gina Florio and seconded by Dan Braun that the Association will retain unbuildable lots to convert to green space or wet lands. All voted in favor. 

A motion was made by Gina Florio and seconded by Elvin Quinones to advertise WLE lots that are for sale in the community bulletin and to wait 14 days from date of the mailing before any offers are accepted. The motion passed unanimously

This rescinds the motion of 4/19/08 to wait 6 months on the inventory of WLE lots. No commission will be offered to realtors selling WLE lots.

Unbuildable lots and any new inventoried lots that can be can be deeded common area or designated as wetlands will be held by the Association and not sold for amenity use only.

John is to look into online payment for property owners to pay their assessments by automatic withdrawal. The Board still refrains from the use of credit cards due to the charges that would be relayed to WLE from the companies.

Unfinished Business

Lakeville sub-station/Boy Scouts property - agreement signed and work is in progress. 

Deer Management - first survey - 170 deer, another survey to follow. Alternative management procedures were discussed and will continue to be evaluated.

Development of walking trails continues.

Snack Bar - old one removed and at ball field. New building is being built at Rockledge Pool.

Meeting adjourned at 12:32 am.

Next Board Meeting scheduled on November 21, 2009 at 8 am

Respectfully submitted,

Ted Couillou

Secretary