The February 19, 2011 meeting of the Board of Directors was opened at 8:07 AM with the Pledge of Allegiance. All members were present with the exception of the Ted Couillou who was absent with an excuse. In addition were the General Manager, John Carney and George McMullin, representing the Advisory Board.

 

President Jerry Beskovoyne mentioned the tragic loss of property owner and former WLE employee Jeanine Maxson, former property owner Joseph Jones and former Board member Jack McIntyre.

 

The December 18, 2010 minutes were reviewed.

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

 

Treasurer’s Report – Dan Braun

Annual (Unaudited) Report as of December 31, 2010

WLE POA Cash in Bank Accounts Totaling:   $1,914,626.24

WLE POA Equity (Cash Basis):  $2,875,068.82

A Dues Assessments Collection Rate of 99.2% of budget was achieved and, in spite of significant proportional shortfalls in budgeted interest and building fees, an overall adjusted 99.5% of budget revenue was achieved; overall adjusted expenses were 100.1% of budget; internal fund transfers were made to accommodate the variances with a resultant reduction of equity on the balance sheet.

Monthly Report as of January 31, 2011

WLE POA Cash in Bank Accounts Totaling:   $2,218,796.71

WLE POA Equity (Cash Basis):  $3,253,247.53

Dues Assessments Collection Rate:  100.7% on a Budget Year-to-Date Basis (excluding $159,485.41 in pre-paids); $17,712.44 in cumulative annual prior dues (less than one year in arrears) collections were made; Back dues (more than one year prior) of $10,795.57 and court costs of $801.31 were collected; 9 civil complaints were settled and 12 were rescheduled. 

Significant individual line item actual-to-budget variances as of January 31, 2011: 

·         Due to the number of snowfalls in January requiring snowplowing of the roads, the Grounds line time consumed more salt and cinders than budgeted and Maintenance consumed more fuel than budgeted.  Total variance was less than $9,000 in a weather pattern that could not be characterized as typical.

Studies and Projects: 

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

·         Riley and Company has begun the audit of the WLE POA finances for 2010.

·         Treasurer and General Manager met with executives of Riley and Company (WLE POA auditors and financial advisors) regarding personnel changes, the audit of financial statements and tax preparations for 2010, budgets for 2011, and the cash-flow planning study for 2012.

·         A survey by the Community Associations Institute reflects that in 2010:

o   65% of POAs/HOAs have delinquency rates exceeding 5% (as indicated above, WLE POA is amongst the 35% exception)

o   30% have delinquency rates exceeding 10%

o    10% have delinquency rates of more than 20%

Additionally:

o   38% have postponed planned capital improvement projects (WLE POA has)

o   31% have reduced contributions to their reserve accounts, funds that are set aside for major maintenance and repair (WLE POA has maintained a contribution within the “constant capability” funding standard)

o   23% have borrowed from the association’s reserve account (WLE has and is repaying that internal loan from the Sewer and Water Reserve) 

·         Treasurer has gathered comparative information pertaining to dues, assessments, inclusive services and amenities of WLE and other POAs in the Poconos for presentation to the Finance Committee and the BOD.

·         The last remaining Schedule A (WLE Covenants) attached to a lot in Section 6 has been released.

·         As a portion of ongoing efforts of the Finance Committee and the Treasurer to identify and investigate alternative revenue streams for the community, the Treasurer has established contacts with two cellular telephone carriers to investigate the revenue potential of cellular retransmission facilities within WLE.

·         Treasurer has completed review of the draft regulations of the Delaware River Basin Commission regarding hydraulic fracturing of Marcellus Shale and gas wells and has drafted a letter for the BOD’s consideration expressing concern regarding the potential impact on safe drinking water and financial responsibility for potential damages to communities, both public and private.

·         General Manager and Treasurer drafted 2011 Projects Budget, it was reviewed and commented upon by Finance Committee, and it is being submitted to the BOD for approval.

·         An extensive investigation into the “flows” of the Sewer Treatment Plant (domestic and inflow/infiltration) and the Water System as it relates to projected capacity requirements is ongoing.  Results are being shared with the BOD as information becomes available.

 

Major Project Wish List

Amenities (Ranked Per Survey Results)

1. Miniature Golf Course
2. Nature/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 Commanchee 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)

RV/Boat/Trailer Parking Lot

Dog Run/Park

 

By consensus the Board of Directors approved the 2011 Projects/Capital Budget after having been reviewed by the Finance Committee. It is available to interested property owners at the Administration Office. 

 

Preparation on next year’s cash flow projections will begin next month.  The schedule for the replacement of Rockledge Pool is in need of adjustment. It was originally slated for 25 years which is now too long a time frame. Estimations will be prepared for possible replacement in spans of 5 and 10 years.  In addition, it was noted that alongside with the replacement we will need to expand the size of the pool. There will be much thought and care put into the pool and surrounding area to keep the character it has now.

 

Dan noted that currently the “wish list” remains just that, a list.   He suggested a 5 year timeline, depicting which of the items can be considered/projected/planned for within those 5 years due to financial constrictions.

 

In an ongoing effort to maintain minimal dues increases, the Board is looking into alternate means of revenue.  

 

By consensus, the Board has approved a $25 storage/usage fee for small boats docked at the interior lakes in WLE. Boats will be allowed to be stored as of First Sat.  of April NOT to be placed before 8 AM.

 

With the Association in need of a new wood chipper, the question arose as to whether we needed to invest in a new one or rent one for short stints which would be much more cost effective.

 

Dan presented a chart showing what a few of the other local POAs offer and their costs compared to ours. It establishes that the basic cost of living in WLE is of better value then other communities having similar amenities.

 

The Board is being preemptive in looking to ensure that there will be no chances for any drilling for natural gas in Section 6 that would adversely impact the quality of drinking water in our community.

 

General Manager’s Report – John Carney

 

1.      Since the December meeting, quite a bit of time was spent on finalizing the operating budget and preparing for the annual audit. The audit has been completed and we have received a draft copy of the financial statements.

2.      Both the Maintenance and the Sewer & Water Departments have had a busy winter season and are to be commended on their performance.  The Maintenance Department has done an excellent job on snow removal operations especially taking into consideration the very difficult winter we have been experiencing. Although we have managed to dodge the bigger storms that some other areas have seen, the multitude of small storms we have experienced required constant attention. With the new meter system, the Sewer and Water Department has been able to dramatically reduce the amount of time it takes to locate water leaks mostly due to a freeze. The majority of these leaks occur either within a house or in the waterline between the road and the residence. Freezes taking place inside a home can be avoided by proper winterization. In regards to experiencing frozen waterlines outside of the residence, obtaining waterline insurance through WLE will greatly reduce the repair costs.

3.      Dan and I met with Debbie Borger and Scott Miller from Riley and Company to review our financial practices, 2011 budget and the Association’s Replacement Study. We also took some time to discuss the delegation of responsibilities left open by the retirement of Sandy Aleckna, our bookkeeper of 32+ years. Paul Kuhn of our accounting department will be assuming many of her duties.

4.      A webcam has been purchased for placement on location in WLE.  Depending on its whereabouts, property owners will be able to monitor weather, road conditions and/or an activity taking place at a WLE amenity. 

5.      Lake Ariel Post Office is requesting that we add 4 parcel boxes to the Main Gate entrance and 2 to 3 at the West Gate entrance. The cost per box is $900.00. We will look into alternate ways to obtain additional boxes at a reduced cost.

 

Marina – Al Cuccinello

 

8 additional boat slips and 2 wave runner/jet ski slips are being added to the Marina for the 2011 season 

 

Building – Al Cuccinello

 

There is no Building Committee Meeting until April.

 

A draft for the Building Committee Charter was reviewed.

 

A motion was made by Dan Braun and seconded by Jerry Lastella to approve the new Building Committee Charter. The motion passed unanimously

 

Sewer and Water and Maintenance – Ted Couillou

 

In Ted’s absence, The Board reviewed the reports for the two departments.

 

Security – Jerry Lastella

 

Jerry mentioned that Rocky should look into the possibility of leasing the security cameras from a company that will also do maintenance on them. Prices for such will be researched as an alternative to an outright purchase.  

 

Legal and Administration – Gina Florio

 

The Employee Handbook still being reviewed.

 

Recreation – Peggy Kostyshyn

 

Free karate classes are being offered for kids. The instructor is donating his time and Recreation will be donating some mats and equipment.

Upcoming events (subject to change)

The Easter Egg Hunt is slated for April 23, St Patrick’s Day Dinner Dance, A Hillbilly Wedding, and a Black and Blue Ball. The Wally World Players is currently discussing the possibility of another production.

Beer sales can be included in events but all proceeds must be listed separately (as their own line item). Christy Navarra will not be returning as the Summer Recreation Coordinator for personal reasons. The Board acknowledged the great job she did last year.

The swim lessons offered every year had proven somewhat troublesome. Property owners sign up and then fail to show up. Perhaps charging a nominal fee would help alleviate that problem.  

 

Citation Dispute Committee – Peggy Kostyshyn

 

No meeting to report

 

Neighborhood Watch – Peggy Kostyshyn

 

No meeting to report

 

Mid-March there will be a meeting to begin the planning of WLE’s 40^th Anniversary Celebration. Kathy Sollenne is looking for photos from the Associations “early days” an anniversary DVD being produced for the occasion.

 

There was some discussion in regards to the WLE Museum. Since there is no ideal place to house it, perhaps it can be made to be more of an exhibit. It can be set up at certain functions and/or meetings such as Meet Your Neighbor or the Annual Meeting.

 

No minutes were submitted from committees

 

Correspondence

 

A letter to a property owner from John Carney regarding their lots

                                                 

A follow up letter to the same property owner from John Carney

 

A letter to the Recreation Tri-Chairpersons from John Carney and the Board of Directors regarding an increase to the Recreation budget

 

A letter to the Board of Directors and John Carney regarding plowing

 

A letter from property owners to Maintenance (via WLE E-mail) thanking them for the excellent job they do in regards to snow removal in the Association

 

Right of First Refusals

3 were reviewed  

 

Old Business

 

We have received a Release and Termination for the last property in Section 6 that had Schedule A attached.

 

At 12:00 noon Jerry Lastella was excused from the meeting

 

A colored map indicating 3 routes for the Section 7 walking trails was handed out. It is ready for distribution as well as posting on the WLE Website. A full sized sign showing the map will be posted at the entrances. It will also state that the trails are open “dawn to dusk” and seasonally (April 1 to Oct 31^st.)

 

A property owner has requested that a street light be placed on the corner by Kasper Lodge as they feel the area is too dark. It is not felt that one is warranted at this time. We need to maintain the country setting that WLE prides itself in.

 

New Business

 

Rescue Alive: we currently have a trailer housing equipment for rescue if someone should fall through the ice on one of the lakes. We need people who are specifically certified in this type rescue. One Security and all Maintenance vehicles have hitches attached so if the trailer needs to be moved in an emergency situation, we already have the capability. There was some discussion as to donating the equipment to the Lakeville Fire Department which is very interested in it. They have also made mention that they would make it a point to train some of the volunteer firefighters who resides in WLE in this type of rescue.

 

The penalty associated with water leaks was readdressed. The current penalty is based on man hours spent on discovery coupled with the water loss. With the new system in place at the Water & Sewer Department, leaks are discovered much quicker than they once were. A flat fee of $350 is now under consideration.

 

The ongoing problem with excessive water use was discussed. A membership vote to begin charging for excess water usage will be considered.

 

The charters for the Election Committee and Nominating Committee were finalized and approved.

 

A motion was made by Dan Braun and seconded by Peggy Kostyshyn to approve the charters for both the Election Committee and the Nominating Committee. The motion passed unanimously

 

The committees will be asked to schedule an appointment with the Board to review and implement their charters as soon as possible as the 2011 elections are closing in.

 

A Motion was made by Peggy Kostyshyn and seconded by Al Cuccinello to adjourn the meeting.

 

The meeting was adjourned at 2:03

 

The next meeting is scheduled for March 19^th at 8:00 AM in the Administration Building.

 

Respectfully submitted,

 

 

Nancy Settepani

Executive Assistant

 

January	February	March
April	May	June
July	August	Septemeber
October	November	December