The meeting was opened at 8:01 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 October 31, 2009 were read and accepted with the following corrections – In the General Mangers report (page 4) should read…the Special Meeting packet was sent to the printer on October 21 and mailed to the property owners on October 28^th. In the Recreation minutes (page 6) horse-drawn sleigh rides should read hayrides.

 

Motion to accept minutes as corrected made by Dan Braun and seconded by Elvin Quinones. The motion passed unanimously

Treasurer's Report - Dan Braun

 

Monthly Report as of October 31, 2009

WLE POA Bank Accounts Totaling:   $ 1,829,924.45

WLE POA Equity (Cash Basis):  $3,385,985.12

Dues Assessments Collection Rate:  95.7% on a Budget Year-to-Date Basis (including pre-paids) reflecting a slow-down in collection of last quarter assessments in the fiscal year; Prepaid Dues Assessments were $8,276.71; $104,738 in cumulative annual prior dues (less than one year in arrears) collections made for 2009; Back dues (more than one year prior) of $3,157.15 were collected, no court costs were recouped and no total legal collections were made during the month.

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

2010 Budget:  The WLE Accounting Staff, General Manager, Finance Committee and Treasurer have concluded their work on the 2010 Budget.  The 2008 cost of fuel and propane drove the budget deficit in that year resulting in an increase in the 2009 budget to cover anticipated fuel and propane costs.  Enhanced fiscal management and reductions in the price of fuel and propane in 2009 are projected to produce a 2009 budget surplus.  The 2010 contribution to the Capital Reserve Fund as approved by membership vote at the 2009 Annual Meeting will be $245,045. In 2010, expenses are projected to increase by 30% in electrical utilities and by 18.75% as the employer portion of employee medical insurance due to rate increases (both areas have been investigated for more beneficial alternatives).  It is assumed for 2010 that:  the economy will not rebound quickly; unemployment rates will continue to be problematic and wage increases will be sluggish, if at all; and inflationary pressures will continue to build but will remain in check until, at least, the end of the year.  Additionally, the federal cost of living allowance (COLA) for social security and other entitlement programs will be 0%.  Fee structures need to be adjusted in the areas of resale packages and campground operations in order to cover corresponding direct expenses.  After an extensive analysis, it is the concluded opinion and unanimous recommendation that:  repayment of the internal water and sewer loan be deferred for one year; all prudent effort be taken to control recurring expenses; and the 2010 lot assessments be held to the same level as that of 2009 (i.e. a 0% increase).

Treasurer and Finance Committee reviewed and spot-checked reports (General Ledger Trail Balance, Cash Basis, Balance Sheet, Budget Summaries) for the month ending October 31, 2009.

 

Addition:

A motion was made by Dan Braun seconded by Elvin Quinones that fee structures be adjusted in the areas of resale packages and campground operations in order to cover corresponding direct expenses; that repayment of the internal water and sewer loan be deferred for one year; that all prudent effort be taken to control recurring expenses; and that the 2010 lot assessments be held to the same level as that of 2009 (i.e. a 0% increase). The motion passed unanimously

 

General Manager's Report - John Carney

 

1. The agreement has been signed and sent to OnDemand Energy Solutions for the generation of our electricity. OnDemand Energy deals only with commercial accounts and is being run through the local chamber of commerce. PPL will still supply the transmission and distribution of electricity and the savings will be on kwh for the generation. It is estimated by our present invoices and what OnDemand Energy Solutions figures on purchasing the electricity for that we can offset PPL’s increase by 10%, PPL’s increase will be around 30%.
2. We have been in contact with Adams Cable TV for a cost comparison for telephone and internet service for the office and certain other buildings with phone and internet access. Our last meeting with Adam’s is looking favorable that we can save money and still be provided with good dependable service. We are presently with Choice 1 and we have no complaints about their service. We have been looking into different alternatives since our contract with Choice 1 has recently expired and we are under no pressure to renew at this time and for a period of time our monthly cost remains the same as the contract. Kathy Sollenne has been very instrumental on negotiating contracts with Choice 1 and Adams.
3. Dan and I along with the Finance Committee’s input have reviewed the October’s financials and revenue and expense projections to the end of the year. We are continuing our efforts to seek alternative investing that could possibly bring in more interest income, but still provide protection of the principle. I have been contacted by two investment institutions through the assistance of the Finance Committee to review our present investments. Both representatives of the companies have indicated that because we must remain so conservative to not risk principle that we do not have many alternatives from our present strategy, this has been Smithbarney and Riley’s Accountants recommendation for quite some time. Both companies referenced with the assistance of the Finance Committee are both interested in helping us anyway the can and will stay in touch. Both companies referenced with the assistance of the Finance Committee are interested in helping us anyway they can and will stay in touch.
4. The second deer survey has been performed and the average deer population per square mile is 100 which is down from 140 in 2008. Total deer population is estimated between 150 - 160 down from 210 – 220 in 2008. The USDA will be delivering a report soon as to their recommended action that should be taken for WLE to maintain a deer management program.

 

 

Buildings and Grounds - Ted Couillou

 

Mike Difrancesco has been welcomed as the new member of the Building Committee.

The committee asks the Board to review the following items:

 

In regards to property owners having personal race tracks:

Suggested new regulation:  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. 

 

In regards to parging of foundations:

The regulation, as it now reads, includes concrete foundations, which cannot be parged: they must be stuccoed. 

Recommended regulation change: Article VI, Section  6Parging: Masonry block foundations exposed above the final grade shall be parged. Concrete foundations exposed above the final grade shall be finished, removing any tabs, and painted.)

 

There was discussion about house colors. Both Fran and George researched previous BOD minutes concerning ‘grandfathering’ of non-permitted paint colors.  Both found the precedent in the May 20, 2006 BOD minutes: “..when it is repainted it must then comply with the current color code.”

 

There were 4 new house permits (number now at 1333), and 6 other fee permits.  Also issued were 25 non-fee permits and 13 tree removal permits.

 

Additions: 

1. The Personal tracks are being discussed.

2. The parging regulation change was approved. (article 7, section 18)

3. It was agreed by all that "When it is repainted, it must then comply with the current color code." will continue to be adhered to.

 

Sewer and Water - Ted Couillou

The treatment plant is running well.  Some black top work was done around the new garage area and tanks. This was a recoat over old original black top. Work on some of the manholes is being done in preparation of winter.

 

S&W has been working with the meter software reading meters and trying to build a foundation of data to help get accurate numbers so we can compare flows between the property owners and the wells. We have been working with some property owners were high reading indicated that a leak was present. This has already allowed us to start making an impact on water loss in W.L.E.

 

Brian Schan, Director of Sewer and Water wanted to remind all property owners to disconnect their outside hoses from the spigots

 

 

Security - Elvin Quinones

 

Rocky Kaiser attended meeting at 10:05 to discuss the Wallenpaupack Lake Estates Public Safety Manual. 

 

This manual was discussed by the Board and changed accordingly and will be revisited at our next Board meeting. It was originally written in 1997, up[dated as needed and now revised at this meeting. It will be ready for approval the next Board meeting.

 

                                 2008                                        2009

Medical                        54                                            46

Domestic                      18                                            07

Police Assist                 37                                            35       

Alarms                         125                                          139     

RV Accidents               05                                            04       

Auto Accidents 06                                            09       

Thefts                           14                                            10       

Vandalism                    22                                            22       

Unlawful Entry  04                                            06       

Fire Calls                      09                                            03

 

 

Neighborhood Watch procedures will be reviewed by the Board of Directors.

Rocky has been asked to have his Officers watch for property owners that feed the deer, and issue summons.

 

Maintenance and Marina Report - Jerry LaStella

 

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:

Rock walls are being installed at the Main club house and Administrative office.

 

Legal and Administrative - Gina Florio

 

There was a discussion on home rentals.  We are still waiting for response from US Postal Inspector on misuse of WLE address.  Voting procedures will be reviewed, based on the success of the recent vote.

 

Recreation - Al Cucciniello

 

Both the tree lighting and lunch with Santa will take place December 5.  New Years Eve at Main Clubhouse, tickets $35. A Wine and Cheese will be held at the Main Clubhouse on November 21. December 12 will be the next Recreation meeting. 

 

Advisory Board - George McMullin

 

Various questions asked by property owners attending the meeting will be answered by General Manger, John Carney.

 

Correspondence

 

- A response letter was sent regarding the Association dues

- A letter was sent to all seasonal campers at the Campgrounds regarding the 2010 rates

 

In addition to submitted correspondence, the packet included 2 letters.

- A letter was received pertaining to the Board of Directors procedures vis-à-vis the responding of email.

- A letter was received claiming that the October GM report misdated the mailing of the Special Meeting packets

 

2 verbal suggestions were brought to the Boards attention as well

- A policy should be put in place for guests that attend amenities without property owners. An alleged incident took place whereas members of the Hideout were given 2 badges to use our indoor pool by a property owner.

- Increases in seasonal sites at the campgrounds should match the cost of camper/tent sites with water and electric hookups.

 

 

First Right of Refusal - 13

 

Unfinished Business  

 

1. Lakeville Sub-Station/Boy Scout property

2. Deer Management

3. Development of Section 7 walking trails

 

 

New Business - Rockledge Convenience Building /Snack Bar

The Board will appoint members to By-Law Committee to review by-laws.

 

The next Board Meeting is scheduled for December 5, 2009 at 8am.

 

A motion was made to adjourn the meeting by Al Cucciniello and seconded by Dan Braun at 2 pm.

 

Respectfully submitted,

 

Ted Couillou

Secretary