The September 12, 2009 meeting of the Board of Directors was opened at 8:08 AM with the Pledge of Allegiance. There was also a moment of silence in remembrance of those whose lives were affected by the tragedies of September 11, 2001. All members were present.  Also in attendance were General Manager, John Carney, and George McMullin, representing the Advisory Board.

 

The minutes of August 15, 2009 were reviewed.

 

A motion was made by Al Cucciniello and seconded by Elvin Quinones to accept the minutes as read and corrected. The motion was passed.

 

Treasurer's Report - Dan Braun

 

Monthly Report as of August 31, 2009

WLE POA Bank Accounts Totaling:     $ 1,913,205.96

WLE POA Equity (Cash Basis):                       $3,205,128.57

Dues Assessments Collection Rate:  102.2% on a Budget Year-to-Date Basis (including pre-paids); Prepaid Dues Assessments were $45,470.26; $102,698 in cumulative annual prior dues (less than one year in arrears) collections made for 2009; Back dues (more than one year prior) of $2,848.56 were collected, court costs of $232.50 were recouped and a total of $7,761.30 in legal collections were made during the month.

Significant individual line item actual-to-budget variances as of July 31, 2009:  None

Studies and Projects: 

·        Study of alternatives to replace propane heaters at Beaver Pool continues – HeatSiphon (similar to heat pump technology) is significantly more cost effective when average cost of propane exceeds $2.00/gal. during the life of the system.  Assuming five-year system life, we should replace current propane burners at the end of their life-cycle (likely end of this season) and replace with HeatSiphon or competitor technology.  Operating costs are significantly less than alternatives, even while allowing for expected increase in electrical rates by PP&L.

·        Discussions continue with Jim Miller Plumbing and Heating (Thermo-Masters has completed a heat loss study of facility) and other potential sources regarding geothermal heating and cooling as an alternative for the MCH, Indoor Pool, and Fitness Center Complex.  Alternatives to in-ground wells are currently being explored.  Existing Federal Tax incentives for energy savings will not be advantageous to WLE POA due to our status as a “not-for-profit.”  Initial price estimates will be presented to the Finance Committee for consideration as to expected return on investment and other aspects of fiscal advisability.

·        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 August 31, 2009.

 

The Finance Committee continues to review all new insurance policy documents as they are received. 

 

Jack Gavin (member of the Finance Committee) reviewed the budgetary process with the Accounting Staff, General Manager and Treasurer and made recommendations regarding ongoing forecasting techniques.

 

 

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/Cabanna (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

Water Point at Marina

Swim Platform for Beaver Lake

Move/demolish existing Snack Shack at Rockledge

 

Additions to Report:

• Suggestion to add a swimming platform at Beaver Beach, (10x10).
• There is a need of 30 additional Boat racks.  Boats must be removed from racks by the first Saturday in November. They may be returned on the first Saturday of April, first come first served.
• The Board of Directors is pleased with Mr. Jack Gavin's input and help with Financial Matters.  He has extensive experience and knowledge in finance.
• Discussion of Snack Bar replacement. Received bids for moving existing  Rockledge snack bar to ball field. (cost approx. $2500.)
• Beaver Lodge snack bar to be replaced or expanded.

 

General Manager's Report - John Carney

 

1. In response to correspondence from Tax Assessor Nolan to Carney, I have taken a total of six lots, one which was previously valued to have appraised. As Mr. Nolan’s letter states for us to have any of our lots re-assed we would need to deed them to common area or have a wetland delineation done on each lot that we are deeming a lot that cannot be built on. From the list sent to Mr. Nolan there are four lots around the north section of Beaver Lake that will definitely be deeded as common area, these four lots are the most highly assessed lots on the list and they make the most sense to be common area. Having all the lots delineated to be re-assessed would not be cost effective, we would be better off having them appraised and sell or deeded to common area. The total amount of lots in question is 20. Of the 6 lots that will be appraised there are many that are comparable that we may be able to use the same appraised price.

 

 

2. With the Treasurers approval the contract to the USDA was signed for the 2009/10 Deer Management Program. The first step will be a survey of the existing deer that will take place in the next coming month. The survey will determine our management goal. Our first year in the program proved successful as to lowering the over population of deer per square mile. We have received positive feedback from property owners as to new undergrowth in the woods to much healthier looking deer.

 

3. Legal counsel for WLE and the Lakeville Volunteer Fire Department are finalizing the details of the deeds between all parties. As soon as the details are worked out LVFD will be starting construction of the sub-station.

 

4. Legal counsel is in receipt of the petitioner’s attorney’s letter and with the Board’s direction will answer it. The petitioner’s are aware that the special meeting for the purpose to vote arming security will be on November 14, 10am at the MCH. In a conversation with a property owner I relayed to him that it is probable that the petitioners will be asked to write the resolution, which is very common with a petition, which he responded that it is not a problem.

 

5. I have received one quote for moving the Rockledge snack bar to the ball field and I am expecting another one before the meeting. We plan to move or dismantle the snack bar this coming week and construction of the new building will start the following week.

 

6. Budget prep work for the 2010 budget is underway. On two occasions staff has met with Jack Gavin from the Finance Committee to review budget prep material. Year to date the 2009 budget is inline and favorable in both revenue and expenses.

 

7. I am happy to report that recycling is doing very well. Brian Schan is looking into the recycling of steel items, such as mower decks, grills and etc.  Many items that would normally be bulk item pickups at a cost to the property owner will be able at no charge be brought to recycling. Property owners have been taking advantage of the area for leaves and branches. The branches are chipped and blown in the woods and property owners will be welcomed to take them for mulch. The leaves are picked up by a contractor at no cost for composting.

 

Additions to Report:

• U dock, on Lake Wallenpaupack, is being heavily used and enjoyed by PO's.
• Boat slip lists are posted on WLE web site. 
• Eskra Road will be paved by the end of October according to the last report
• Recycling at Sewer Treatment Plant is successful and will continue.

 

Building and Grounds - Ted Couillou

 

The committee would like the Board to address the issue of property owners having personal race tracks, and recommends these be prohibited.  They suggest a new regulation be added to the Prohibitions as follows: Article VII, Section 18: Any type of track (dirt, gravel, etc.)making a designated route to be used by any type of motorized recreational vehicle on the property or properties owned by one entity shall be prohibited. 

 

There was discussion about parging of foundations.  The regulation, as it now reads, includes concrete foundations, which cannot be parged: they must be stuccoed.  The recommendation for the regulation is to be changed to read as follows: Article VI, Section 6Parging: Masonry block foundations exposed above the final grade shall be parged.

 

There were again no new house permits (number still stands at 1327), and 2 other fee permits.  Also issued were 41 non-fee permits and 28 tree removal permits

 

Maintenance and Marina - Jerry LaStella

 

Maintenance submitted a comprehensive report. The report included the cleaning of buildings and grounds, road maintenance and various repairs where needed. In addition, new boat racks for the interior lakes were constructed

 

Boats in the Kempf Marina are to be removed from slips by October 13, 2009.

PPL continues to lower the lake, the lowest point will be begin October 1.

 

Sewer and Water - Ted Couillou

 

The updated booster pumps at the water towers helped keep the water pressure stable during heave usage peaks this summer. 

 

Several property owners that have the water line insurance request that the insurance be added to the yearly dues. Remember the property owners responsibility is from the house all the way to the W.L.E. water main in the road it does not stop at their curb valve.  This may be something the B.O.D. might want to consider putting out to vote by the property owners to have it incorporated in the dues.  Every property owners would then be covered and should they have a leak between their home and the water main. 

 

Installation of new meters in each property owners home is on-going.

 

The meeting was temporarily stopped to hear a property owner's request to address a fine.  After hearing, the Board will send him a letter of decision.

 

Security - Elvin Quinones

 

          2008                                        2009

Medical                        46                                            38

Domestic                      15                                            07

Police Assist                 24                                            32       

Alarms                         107                                          114     

RV Accidents               04                                            04       

Auto Accidents 04                                            09       

Thefts                           07                                            09       

Vandalism                    12                                            18       

Unlawful Entry  01                                            06       

Fire Calls                      07                                            02       

 

 

8 high resolution cameras will be purchased; they will be installed at entrances.

There was no report from CRC as their meeting is being held today.

 

Legal and Administration - Gina Florio

 

Postal concern about the unauthorized use of WLE’s address is now being reviewed in the Postal headquarters in Chicago Ill.

 

See General Managers Report section 3 and 4 for two additional legal matters.

 

Recreation - Al Cucciniello

 

The WLE Victory games were highest in attendance to date. They were a huge success. Many thanks to all the volunteers that made it so. The summer activities including Bingo and the Summer Recreation Program had another thriving season.

 

October events include scary movies, a scarecrow building contest and Halloween party for kids and an adult Halloween party. More information can be obtained on WLE’s website, the inform-a-phone or an activity schedule in the office.

 

Minutes of other Committees

 

Advisory Board - No September meeting.

 

Correspondence

 

1.      Letter from a property owner regarding citation verdict appeal

2.      Letter to a property owner, a response to his citation appeal

3.      A letter to a property owner, a response to his inquiries on voting policies

4.      An e-mail from Christina Masterson         regarding rentals

5.      A letter from a property owner regarding an update to an investigation

6.      A letter from John Nolan, Chief Assessor regarding the deeding green areas

7.      A letter from a property owner regarding WLE insurance policies

 

First Right of Refusals

 

Two lots unimproved and seven improved.

 

Unfinished Business

 

1. Deer management is being reevaluated.
2. Lakeville sub-station boy scout property on-going.
3. Public safety upgrade - ongoing.
4. Review of campground use, rules and fees.

 

New Business

 

1. Walking trails will be blazed on Saturday, September 19, 2009, 9AM, from Kasper Lodge through section 7.
2. Postal complaints on-going. For complaints, please call 1 800 275 8777. Postal employees name is Carla. You should receive a complaint number. The Board of Directors will forward a letter to the Postal Department that the reoccurring problems can not be tolerated and the situation must be rectified.
3. Lighting at adult lodge being checked for brightness.
4. In regards to future WLE elections for the Board of Directors, voting results will be posted the night of the counting where the committee meets on any given year. The election results are final as there is no voting for candidates at the Annual Meeting.
5. It was decided that we would look into our account firm, Riley Associates to perform the vote counting for the November Special Meeting. The mail in votes will be counted the morning of Saturday, November 14 and continue as the remaining ballots are submitted during the meeting. 

 

Motion to adjourn the meeting was made at 12:33 by Al Cucciniello and seconded by Jerry LaStella

 

The next Board meeting will be on October 31, 2009 at 8:00 AM.

 

Respectfully submitted,

 

 

Ted Couillou

Secretary