The March 26, 2011 meeting of the Board of Directors was opened at 8:15 AM with the Pledge of Allegiance. All members were present with the exception of the Alan Cucciniello who was absent with an excuse. In addition were the General Manager, John Carney and George McMullin, representing the Advisory Board.

 

With sadness, Jerry made mention of the passing of Ed Weidler, a former property owner and dedicated volunteer. Ed has served WLE significantly. He was a member of various committees, initiated the CERT Team as well as a prominent cast mate of the Wally World Players for 6 years. Ed’s most significant service was being on the Board of Directors during which he held the offices of both Vice President and President. He will be deeply missed.

 

The February 19, 2011 minutes were reviewed.

 

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

 

The Board discussed the executive meeting held later the same day. They reviewed the 3 bids submitted for the construction of the new Beaver Snack Bar. The proposals had already been reviewed by Fran Raimo, the Building Compliance Officer who then submitted them to the Board with each one being anonymous.  The contract was awarded to Sollenne Homes whose bid was not only the lowest but included extras such as an additional 104 square feet to the cement slab, relocation and setting of the existing building at the barn area (for use by Neighborhood Watch), an upgrade to a more efficient hot water heater and the final grading, mulching and seeding of the disturbed area.  

 

At 8:30 Mick Henry, Jack Gilleeny and Steve Sollenne of the 9/11 Memorial Committee joined the meeting. Steve reported that he had spoken with Dana Gumble and Sam Wilmot in regards to the work on the proposed walkway. It would be a width of 6 feet with a 24 foot radius using interlocking pavers. The total is $7,500 which included Sam generously donating his time.  Steve and Nick Sollenne will be making and donating cement benches. The stone work will be done by Martin Caufield Monuments. We expect at this time that the entire project will cost approximately $17,000. The unveiling of the memorial is slated for some time during Labor Day weekend. The exact date and time will be announced as it nears.  

 

Treasurer’s Report – Dan Braun

Monthly Report as of February 28, 2011

WLE POA Cash in Bank Accounts Totaling:   $2,234,415.79

WLE POA Equity (Cash Basis):  $3,073,569.65

Dues Assessments Collection Rate:  100.8% on a Budget Year-to-Date Basis (excluding $159,485.41 in pre-paids); $24,001.47 in cumulative annual prior dues (less than one year in arrears) collections were made; Back dues (more than one year prior) of $6,231.73 and court costs of $197.50 were collected; 9 civil complaints were filed; five unimproved lots were sold at a Wayne County Repository Sale, thus improving the prospect for future dues income on those lots. 

Significant individual line item actual-to-budget variances as of February 28, 2011: 

·     Due to the number of snowfalls in February requiring snowplowing of the roads, Buildings and Grounds consumed more salt and cinders than budgeted, with a total monthly variance that was less than $2,000.

·     The increase in the price of heating fuel has caused Buildings and Grounds to have a monthly LP gas utility variance of $1,273.15 and Recreation/Pools/Beaches had a similarly caused variance of $2,184.30.

Studies and Projects: 

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

·     Treasurer has reviewed the aged owner balances report.  Final notices are being sent to property owners of lots, both improved and unimproved, having dues and fees in arrears before foreclosure proceedings are initiated.

·     Riley and Company has completed the audit of the WLE POA financial statements for 2010.

·     On February 22nd, Treasurer and General Manager attended the hearing of the Delaware River Basin Commission and heard testimony on the draft regulation regarding hydraulic fracturing of Marcellus Shale and gas wells.  A 30-day extension of the comment period on the draft regulation was granted and the Treasurer 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.

·     Treasurer and General Manager reviewed the insurance renewal proposal made by Engle-Hambright and Davies and, after considering alternatives, accepted the recommendation to change the package policy (property, inland marine, crime, general liability, liquor liability, and automobile) from the Resort Guard carrier to one underwritten by Philadelphia Insurance.  Coverages are substantially the same as that being replaced, the A.M. Best rating of underwriters increases from A to A+, and there is a total savings of $7,718 in annual premiums.

·     Treasurer and General Manager have completed input and have provided it to Riley and Company for incorporation into the model for the 2012 update/revision of the Cash Flow Study.

·     Treasurer contacted postal authorities throughout northeastern PA and determined that used parcel lockers for installation at the West Gate and Main Gate postal shelters are not and will not likely be available.  Internet research has identified a number of sources for US Postal Service approved parcel lockers but at a significant unbudgeted cost.

·     Treasurer and Building Compliance Officer researched local zoning ordinances pertaining to cellular telephone towers.  After a thorough review, it has been concluded that cellular telephone towers and the associated potential revenue stream within the WLE POA community is impractical. 

·     Treasurer and Finance Committee have begun an assessment of alternate investment strategies from commercial investment sources that could yield a better return on WLE POA funds.

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

·     Treasurer has gathered updated 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.

·     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.

 

Dan noted that although we were over budget on road maintenance, it was the use of the fuel, cinder and salt that caused the overage. He commended Maintenance Supervisor Charlie Gioe on keeping the employee overtime to a minimum by scheduling overlying shifts. 

The Beaver Pool heating system is still being examined. Until such time arrives that a decision is made as to how best to repair or replace, we will continue to seek ways to keep costs of heating the pool to a minimum. It was discussed that utilizing the solar covers would be beneficial.

 

This led to some dialog in regards to enhancing the job duties of WLE lifeguards to include  keeping the beaches clean, vacuuming the pools and putting the covers on at closing.

 

Jerry Lastella suggested we should look into pre-purchasing gas (propane) before the cost skyrockets. The whole issue of pricing will be visited this summer/fall.

 

When discussion arose regarding the increase of the large package postal boxes it was suggested that in an effort to keep costs down, we construct our own structure which would be just large enough to hold the oversized packages that come for property owners.  

 

An alternate member of the WLE’s Finance Committee has formally excused himself of any investment decision making due to his affiliation to Morgan Stanley/Smith Barney. The Association currently uses MS/BS in Honesdale and although Brian is employed at a different branch he felt it best so as to avoid any conflict of interest.

 

Paul Kuhn was praised for the job he did with the financials. We have been fortunate to have had a smooth transition within the accounting department since the retirement of Sandy Aleckna.

 

General Manager’s Report – John Carney

 

1.      We have received information that three property owners have been renting their homes without contacting the office. Consequently we have not received any documentation and/or fees such as the the rental agreement and security deposit. This is a violation of WLE’s rental rules and regulations which results in a fine. All three property owners have been contacted.

 

2.      In an ongoing effort to keep delinquencies to a minimum, letters were/are continuously sent out to any and all property owners who are in arrears. Even with standard reminders and final notices, some accounts have reached the point of having their water shut-off and yet others have received notification of pending foreclosure. Although we do try to work with property owners who are having difficulties in these hard times, we insist an effort be shown on their part. Over the last two years we have experienced a spike in delinquencies especially in the fourth quarters. That, alongside with the decline we are seeing in building permit fees and capital improvement fees, meeting expenses is more challenging than it has been in the past.

 

3.      Maintenance is finishing up on the kitchen renovations at the Adult Lodge.  Once the microwave is installed the job will be completed. We have had a lot of positive feedback already.

 

4.      Despite the weather we have been experiencing, the progress on Beaver Snack Bar is moving along well. The footing foundation and concrete floor have been completed and framing will begin soon.

 

5.      As soon as conditions allow, work will be scheduled for the craft shop/Laundromat. Along with some interior work, the building will have its roof replaced.

 

6.      Dan and John have updated the Association’s reserve cash flow projections which have been forwarded to our accountant.

 

7.      In accordance with the 2010 by-law amendments, a Nomination Committee shall be appointed to review resumes submitted by property owners interested in running for the Board. Dan and John have met with Dorothy Tufano, Election Committee Chairperson to review charters for both the Election and Nomination Committees. It was discussed that perhaps Dorothy should serve on both committees for the continuity. Property owners Marilyn Mazzitelli and Carolyn Guy have both shown interest and are possible candidates for the committee.

 

As per John’s report the following property owners were unanimously approved to serve as members of the Nominating Committee: Marilyn Mazzitelli, Carolyn Guy and Dorothy Tufano who will serve as Chairperson.

 

Dorothy Tofano was also appointed as chairperson of the Election committee chairperson. Part of her duty as such is to assemble the committee.

 

The Board discussed a possible Catch and Release Program for fishing at the interior lakes.  It was decided that it would be most effective if we implement our own rules for size limitations. By going this route WLE’s Security Officers can monitor the situation rather than being reliant on the Fish and Game Commission as the time they can spend on property is deficient compared to Security’s and when they are here for inspection, their primary concern is ensuring all those fishing have a license if required. 

 

Building and Marina - Al Cucciniello

 

Ted questioned whether the marina could be opened earlier than usual due to the premature closing in 2011. John explained that we can attempt it but we are dependent on the weather as to the installation of the docks. Notification will be given as each dock is readied for boats to be put in.

 

It was noted that 2 more jet ski slips will be added this season.

 

The Board is reaffirming the policy that you must be a member in good standing to maintain a boat slip.

 

The Building Committee has yet to schedule their April meeting.

 

Sewer & Water – Ted Couillou

 

Through the Treasurer’s research, the Board of Directors has decided that the community needs to be better educated regarding water management, specifically in regards to overuse. This will help the community as a whole avoid future costs that would be associated such.

 

Security – Jerry Lastella

 

It was stated that the radios in the cars will have to be replaced. They will be budgeted for 2012. Our current supplier, Northeast Security doesn’t have a lease program. However, there are companies that do offer a leasing option. This will be looked further into. Jerry is also reviewing the possibility of speed check signs.

 

Legal and Administration – Gina Florio

 

There is currently nothing to report

 

Citation Dispute Committee, Recreation and Neighborhood Watch – Peggy Kostyshyn

 

Citation Dispute Committee:

Marge Kenny has been approved as a member of the committee. 1 person slated to attend the meeting regarding their citation, however, they failed to show up.  There was no further business.

 

Recreation:

50 new chairs were approved and ordered. They will be put in the Adult Lodge. The Leprechaun Trap was cancelled due to lack of participation. The Hillbilly Reception has been rescheduled to May. Beer is now permitted to be served at dances, but the sales must be reported separately as directed by the Association’s insurance company. It was suggested that during Memorial Day weekend some type of tribute should be displayed to all service men and women. Perhaps we can post photos of property owners (in uniform) who have served in the military at each of the weekends functions.

 

Max Watkins has been named the honorary chairperson of 40^th Anniversary Celebration. It will be a yearlong celebration with small commemorations at functions, leading up to the big event taking place this summer. The committee discussed ways to offset the cost of all of this. One idea was to hold a raffle with the prize being payment of the 2012 dues. The money brought in will reimburse the Association first; the remaining amount can be donated to the celebration costs. Raffle tickets can be sold from Memorial Day weekend until the Fall Festival where the drawing can be held.

 

Neighborhood Watch:

The monthly meeting is being held today.

 

Advisory Board – George McMullin

 

The first Advisory Board Meeting for 2011 will be held next Sunday, April 2. 2011

 

Correspondence

 

The Board reviewed a letter from a property owner requesting that the chairs from the Adult Lodge that are being replaced be donated to the Cherry Ridge Carvers versus just disposing of them.

 

The request was agreed to.

 

Right of First Refusals

 

6 were reviewed

 

Unfinished Business

 

Section b) under Unfinished business will be reworded to read Wildlife Management to encompass all of the programs falling under this heading

 

New Business

 

A conversation regarding the possible obtaining of a club license, which better describes the type license a POA would require, was revisited in order to clarify the mention of such in the December minutes. It was noted that this type of license would cover any potential future restaurants and/or lounges that would be considered. Although the Board has no intention of pursuing one at this time, this would be the route taken should the membership like to see such an establishment in the future. Dan suggested that we perform a business case analysis.

 

A motion was made by Ted Couillou and seconded by Dan Braun to adjourn the meeting. The motion passed unanimously

 

The meeting adjourned at 2:03.

 

The next meeting is scheduled for April 16, 2011 at 8:00 AM at the Administration Building.

 

Respectfully submitted,

 

 

Nancy Settepani

Executive Assistant

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