The October 22, 2011 meeting of the Board of Directors was opened at 8:10 AM with the Pledge of Allegiance.  Excused was Dan Braun.  Also present were General Manager, John Carney, and Max Watkins representing the Advisory Board.

 

The September minutes were reviewed and accepted with corrections on a motion by Ted Couillou and seconded by Al Cucciniello.

 

Treasurer’s Report – Dan Braun (as submitted to John Carney)

 

Monthly Report as of September 30, 2011

WLE POA Cash in Bank Accounts Totaling: $1,856,098.64

WLE POA Equity (Cash Basis): $2,671,606.60

Dues Assessments Collection Rate (Cash Basis): 97.5% on a Budget Year-to-Date Basis (excluding $54,577.00 in pre-paids); $69,265.27 in cumulative annual prior dues (less than one year in arrears); legal/collections not available at time of Treasurer’s Report.

 

Significant individual line item actual-to-budget, cash-basis negative variances from the annual budget as of September 30, 2011: 

· Due to the increased price of motor and heating fuels, a total annual cumulative negative variance of approximately $7,500 was realized across multiple departments (holding steady for last three months).

· Maintenance expense in excess of $5,500 in Pools/Recreation, pertaining primarily to Beaver Pool.

·  Increased frequency of water testing as mandated by the EPA resulted in an approximate $10,800 excess cost.

 

Studies and Projects: 

· Finance Committee reviewed monthly financial statements and received clarification of questions.

· As a result of the recommendation of the Treasurer and members of the Finance Committee and the decision of the BOD at the September 2011 meeting, the investment accounts of the WLE POA (General Repair/Replacement Reserve, Special Assessment Reserve, Contingency, Capital Improvement, and Recreation) have begun being transitioned to Merrill Lynch/Bank of America.

· Investigation has been initiated as to the relative impacts of reducing the thermostat settings on the supplemental heaters of the outdoor pools and the liquid solar cover additives employed during the outdoor pool season.

· Treasurer and Finance Committee are conducting an ongoing investigation of alternative revenue sources to assist in the funding of our community.

 

General Manager’s Report – John Carney

 

1.    Budgets – Department Heads are presently forwarding their operating budgets to the office and we are putting together a draft budget for Dan Braun’s review when he returns next week. For 2011 the expense budget is online, but we are still lagging somewhat on current dues, we have seen some improvement the last couple of weeks.

2.    Drainage work continues with some problem areas that we experience mostly with a lot rain in short period of time. This year has been challenging with the amount of rain we have received experiencing drainage problems in areas that were never a problem in the past.

3.    Health Insurance premiums will be increasing 11% for 2012.  We are currently working with a broker for better quotes.  The broker is pricing premiums from three companies; we are currently with Blue Cross.

4.    For the Board’s review we have contacted five propane gas vendors for pricing of the POA’s gas and possible discount for members.

5.    All paperwork has been submitted to Merrill Lynch and Bank of America for      changing our accounts. 

 

Further discussed with the Board was the overall plan for 2012 to concentrate on maintaining the infrastructure of WLE, keeping the roads in good shape, attention to drainage issues, resurfacing of the tennis court area on Tennis Lane.

 

Regarding the propane vendor survey, it was discussed that among the five vendors surveyed, there was only a 3-cent per gallon savings for the community tanks if we switched to another vendor, which would necessitate having to have the present tanks removed and another vendor’s tanks brought in, plus our current vendor’s rates to property owners wishing to participate are the lowest.  So the decision of the Board was to remain with Locklin and put their community program into place. John will get information out to the POA regarding what the program rates are so any homeowners not currently with Locklin can determine if they want to switch, and homeowners already with Locklin will know what their rate will be for this heating season.  Also discussed was the option of purchasing our propane tanks outright and buying our propane from whoever has the best price at the time we want to purchase, but the decision was that the purchase cost per tank, and then the subsequent liability to WLE and repair costs should there be a problem, was not worth the investment.

 

Neighborhood Watch – Peggy Kostyshyn

 

Reinforced at the September 24^th meeting was the fact that it is okay for builders to have only their names on any signs at a property under construction, but phone numbers are not allowed.  The Board feels there may be some violations of that policy and Fran will be asked to recheck those locations.

 

The craft shop area has been cleaned and sanitized.  Neighborhood Watch will be on duty for Mischief Night.  There will be a blood drive on December 17^th.

 

CDC Committee – Peggy Kostyshyn

 

There were two letters submitted and one appearance before the Committee.  The first letter was from a property owner disputing a citation issued for parking in the marina without a WLE ID or guest pass.  After discovering the citation, she went immediately to the office and obtained a pass.  Several attempts were made to resolve the ticket that were unsuccessful.  The decision of the Committee is although she remains in violation of the regulation, the fine will be waived.

 

The second letter was from a property owner whose child admitted responsibility for flipping over an outhouse on another property.  This property owner asked for a penalty of community service in lieu of a fine.  The decision of the Committee was the violation stands and Rocky will determine and supervise community service for the child.

 

Lastly, there was an appearance before the Committee of a property owner who received a citation for not having a flag on his golf cart parked at the marina.  The property owner admitted he knew the flag was missing, but that he had spoken to Rocky about obtaining a new one prior to being issued the citation, which Rocky confirmed.  Since receiving the citation, the flag has been replaced.  The decision of the Committee was to waive both the violation and the fine. 

 

Recreation – Peggy Kostyshyn

 

Recreation now has three co-chairmen, Pat Mongalieri, Rachele Harmuth and Chuck Miller.  Fall Festival cost was $600.  Joe Mongalieri bought a popcorn machine.  Jane Miller will be handling the Thursday breakfasts.  Rachele Harmuth has scheduled a cookie exchange for December 9^th.  Volunteers are needed to help with the Christmas lights.  Children’s Halloween party will be October 22^nd.  Adults Halloween party will be October 29^th.

 

It was recommended by the Board, and will be taken back to the Committee, that for 2012, tickets not be required for children’s events so that everyone can be included and property owners will not have to be told a deadline for tickets has passed and their children cannot attend.  It was also suggested that instead of trying to plan meals for a set number of attendees with advance tickets, we just offer snacks instead and buy enough to accommodate a reasonable turnout.

For next year’s Fall Festival, it was suggested by the Board that we not shut down all the roads around Deer Lake, but rather just those immediate to the Festival site, and maybe move the location of the hayride.  Copies of the DVD commemorating WLE’s 40^th Anniversary are available for purchase at the office.  The ceremony dedicating the 911 Memorial can be viewed on the WLE website.

 

Recreation has requested that the purchase of an industrial ice machine be included in the 2012 budget.  The Board will research the cost of either a new or used one. 

Also requested was approval of their 2012 budget, including payment of the Summer Recreation Program Director.  Motion made and approval was unanimous.

 

Building Committee – Al Cucciniello

 

The Committee discussed that the Building Compliance Officer should be notified of resales in WLE so that grandfathered situations, such as split-rail fencing, can be rectified, and a letter of compliance can be given to the selling property owner as part of an inspection process.  The Board’s suggestion was instead of our own inspection, to see if we can either require a copy of the home inspector’s report that would be ordered anyway, which should show if items such as sump pumps exist, or maybe even provide a WLE checklist of items to local home inspectors that we want examined and reported on as part of their inspection for a prospective purchaser.  Also suggested by the Board was that a reminder notice be included in the next community bulletin to request that all property owners check to see that their properties are in compliance with water meter and sump pump regulations.

 

Also discussed by the Committee were regulations regarding cutting down trees and whether they needed to be revised or reinforced.  At the suggestion of the Board, John Carney will check with other surrounding communities to see what their tree policies are.  Also of concern to the Committee is determining where water runoff is coming from and who is responsible.  The Board discussed whether all new construction should require an engineer’s plan be submitted showing where any runoff would go.  Fran will be asked to determine the cost of such a plan, and further discussion was tabled until the November meeting.

 

Also requested by the Committee for approval by the Board of Directors was the appointment of Allan Kenny as a new member.  Approval was unanimous.

 

Marina – Al Cucciniello

 

Docks are being removed on time.  Repairs to the ramps are being done with screws instead of nails, as our rough terrain causes the nails to pop, and steel sections are being extended to bypass some wooden sections.

 

Sewer & Water – Ted Couillou

 

The treatment plant has been running well and the heavy rains have helped to locate infiltration points.  There are plans for a retaining wall by the Indian Drive water tower, which will hold back loose stone and dirt that has been washing away.   Work is being done at Pump Stations 3 and 6, and a 10-inch main valve has been ordered for the force main which goes from Pump Station 6 to the sewer plant, which will allow flow to the plant to be shut down in an emergency.

 

Water system flows are up, with a few leaks detected, but nothing major.  Brian met with Jim Lubuz from the DEP and they went over the entire water system, as well as the new DEP mandates. Chlorine levels will be higher than first thought and we are mandated to monitor chlorine residuals at all wells every 15 minutes electronically. This information will be sent back to the main treatment plant computer, which then runs averages every hour.  If we fail to meet state compliances, we could be subject to fines.  These new regulations are having big impacts across the nation and some privately-owned systems are being sold due to both increased cost and lack of personnel needed to meet the new requirements.

 

Brian’s crew has also been involved in some culvert replacement and the rip raping of ditches at the intersection of Tomahawk and Rolling Hills Drive.

 

Reminder to all property owners that it is time to renew your water line insurance. The deadline is October 31^st.  Turn off your water when leaving home for more than 24 hours, and protect your water meter and plumbing with heat tape and/or heat over the winter.

 

Maintenance – Ted Couillou

 

Lots of drainage work is being done.  Walking trails need clearing.  The leaf removal program for this year has now begun.  Property owners can dispose of leaves themselves by bringing them down to the leaf drop area, but no plastic bags can be left there, so leaves must be removed.  If property owners wish the community to pick up their leaves, the cost is $1.00 per bag and must be paid for in advance at the office.  Consideration is being given to purchasing biodegradable paper bags for next fall and making them available to property owners so that leaves can remain bagged.

 

Security – Jerry LaStella

 

There was a call to Security regarding smoking in the Adult Lodge.  John Carney will include in the next newsletter a reminder that all facilities in our community are smoke free, including the outdoor swimming pools.

 

Rocky has just recently added a new officer to his staff.  Her name is Kerri O’Hara.

 

The speed control sign set up in our community for the past few months worked well.  Consideration is being given by the Board to utilizing it again next year and the cost is being investigated.

 

 

Advisory Board – Max Watkins

 

All questions to the Advisory Board are being answered at the meetings, there is nothing being forwarded to the Board of Directors at this time.

 

Correspondence

 

Letter to the Board from a Property Owner was discussed and will be responded to by Jerry Beskovoyne.

 

Old Business

 

Propane Project – Done

Cleanup & Repair of Section 4 (Tennis Lane) – Underway

 

New Business – None

 

Motion to adjourn, Jerry LaStella.  Second, Al Cucciniello.  Meeting adjourned at 12:00 PM.

 

The next meeting of the Board of Directors will be November 19^th at 8:00 AM.

 

Respectfully submitted,

 

Marge Kenny

Recording Secretary