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07/12/2010 |
             
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Minutes
Minutes are published courtesy of the Board of Trustees
Go to most recent Approved Regular Meeting Minutes
Go to most recent Quarterly Informational Meeting Notes
Go to most recent Annual Meeting Minutes
LEISURETOWNE ASSOCIATION, INC. BOARD OF TRUSTEES MEETING APRIL 27, 2010 AT 10:00 A.M. IN SETTLERS HALL MINUTES
Members Present: Richard Stoetzer, President Dave Myers, Vice President Al Capri, Treasurer Barbara Polesir, Secretary Dick Weiner, Asst. Secretary Don Hetzel, Trustee Bob Quinn, Trustee
Members Absent: None
Also Present: Nancy Hastings, CEO MAMCO Management Carrie Poster, Community Manager Elaine Mendelson, Recording Secretary
The meeting was called to order by Richard Stoetzer.
Motion made by Dave Myers to approve the minutes of the March 23, 2010 meeting with changes. Seconded by Barbara Polesir. Motion passed.
Pledge of Allegiance.
Announcements and Communications Richard Stoetzer asked for residents with financial background to volunteer for the finance committee.
Trustee Reports Barbara Polesir, Secretary announced that the swimming pools will be open May 28. The pool management service is Sparkling Pool Services. At Settlers pool, the new solar panels should allow us to get the water temperature up to 80 degrees F. Replacement of the new deck should give us years of service. At Laurel pool, the plaster has been repaired and both pools have new covers for the drains. There will be a pool monitor’s meeting on May 5 at 2 PM in Settlers Hall. A chairperson is needed for the Beautification Committee. Please contact the office if you are available.
Al Capri, Treasurer reported that he is very pleased with MAMCO and the reporting of financials. Slight changes will be made as we go along. We will be consolidating the current expiring T bills into only two. This information can be found in the budget.
Richard Weiner announced the yard sale will be on Saturday, May 15, 2010. It will be from 9AM to 3 PM. Rain date is Saturday, May 22, 2010. The Meet and Greet Committee is planning a BYOB barbecue for Saturday, June 12 from 1-4 in Pineview Park. The Pool Party is scheduled for Sunday June 20th and the picnic scheduled for Sunday will be held on Saturday. There will be a cocktail party scheduled for Saturday, June 5th. All tickets have been sold. A return trip to Kutztown Folk Festival has tentatively planned for this year. The date will be Thursday, July 8. Watch for further details.
Don Hetzel reported that the Vincentown 129th Memorial Day parade will be held on the 31st of May. The veterans from Leisuretowne will be in that parade on floats. All are invited. We meet at the Township building at 9 AM. Buses will take people down to the Grange for a luncheon. On June 1st we will have our ceremony here at Leisuretowne. It will be at 11 AM with a luncheon following. Tickets on sale with Chelsea Woodward. This will be held inside.
Community Manager’s Report Carrie Poster the Community Manager reported that she has been on board for one month. The office staff is very helpful. We are going through a lot of changes. We are working on ways to streamline the accounting system. She has met with the engineers, the lawyers, and the Board. The budget and Manager’s contract were discussed. The accounts show a $14,000 profit for March.
Motions Motion made by Al Capri to approve the MAMCO Maintenance Supervisor contract effective May 1, 2010. The purpose of this is to provide maintenance supervisor services for the Association. This engagement is for a period of 22 months with a cost of not to exceed $$1,269 monthly through February 28, 2011 and $1,327 weekly beginning March 1, 2011 through February 29, 2012. The funds should be obtained from the fiscal years 2010, 2011 and 2012 operating budgets. Seconded by Dave Myers. The BOT was polled and the motion passed.
Motion made by Al Capri to reinvest half of project funds for a three month Treasury Bill as follows: Community Property $24,000.00, Parking Lots & Sidewalks $5000.00, HVAC $13,000.00 and Waterways $11,000.00 all maturing May 13th. Total reinvestment of $53,000.00. One Treasury for a total of $53,000 will be purchased. Seconded by Dave Myers. The BOT was polled and the motion passed.
Motion made by Al Capri for reinvestment of a T bill in the amount of $65,000. Community Property $17,000.00 maturing May 27th, Roof $15,000.00, HVAC $3,000.00, Motor equipment $30,000.00 all maturing May 20, 2010. Total reinvestments are $65,000 for one Treasury bill to be purchased. Seconded by Dave Myers. The BOT was polled and the motion passed.
Statements from the audience for the good of the Association Jane Wheeler of 19 Finchley Court asked: “How many duties will be farmed out to MAMCO? How is that going to work out financially?” Richard Stoetzer answered that the budget is already on the plus side to approximately $41,000. Accounting will be handled primarily between our office and MAMCO. He described the workings of the community manager and the maintenance supervisor. Q: Will the reserve account still be funded individually? A: Yes.
Kenneth Hartman of 70 Mayfair Road. At the last meeting he gave the BOT a letter and he wanted it answered within 20 days. He has received a letter from the office stating that it was sent to the lawyer for an answer. When will he get an answer? A: Latter part of this week or next week.
Marilyn Maier of 34 Warwick Way inquired about the Association fee. She was told it had to be mailed to the lock box. There will no longer be a drop off box. Nancy Hastings of MAMCO answered that the fee would be going to a different bank. Beneficial used to send a courier for the contents of the drop box. Residents are encouraged not to drop off the fee at the Association office as those checks would have to be processed manually. Q: How is the maintenance supervisor paid? A: It will be based on 50% maintenance and 50% supervisor. Carrie then described how the new work orders will be used. There will be a short grace period for the drop box to be used for this month. Carrie reported that staff meetings have been initiated on Friday mornings The Maintenance Supervisor will be asked to attend these meetings.
Dave Myers indicated that there were 80+ applications for the position of Maintenance Supervisor. MAMCO is responsible for the supervisor. There will be a trustee liaison to the BOT.
Robert (Rocky) Johnstone, Dunstable Road asked if the new maintenance supervisor is supposed to start Monday. Is he going to be available 40 hours a week on the property? A: Yes to both. Q: Is he one of these applicants or is he from MAMCO? A: He was not an employee of MAMCO. Q: Any plans to retain the same law firm or are we going to make a change of that? A: Why would we change? Previous litigation with the Township regarding the waterways was discussed. Richard Stoetzer described how it would not be financially sound to change law firms because of the amount of background they have at this time. Vendors are reviewed on a timely basis. Mr. Johnstone also asked about the repairs to be made at Old Forge Lake and the dam.
A: We look forward to owning the lake that is presently owned by RealMark.
Barry Reingold, 755 Westminster Drive inquired about the closing of the books on March 31. What additional expenses occurred after that time? A: No bills have been received from the accounting firm. The firm of Ruotola and Spewak was hired by the association to do the books for the month of March. The financials that you have today are not the final version. They are the unaudited drafts. There are some additional changes to make. We anticipate they will be done in about the next week and a half. The overall fee was approximately $10,000 to change over. The Maintenance Supervisor’s salary was discussed.
Renee Dillon, 77 Huntington Drive asked, “Who pays the salary of the Maintenance Supervisor? Do we reimburse MAMCO for what they agreed to pay this person? A: A contract exists for the community manager and the maintenance supervisor with MAMCO. Q: How is the Recording Secretary paid? A: The secretary is paid at an hourly rate.
Jeanne McCord, 36 Kingston Way talked in response to the questions regarding MAMCO. She interviewed Nancy and Carrie a few weeks ago. In her column in The Watchdog she explains talks about the history of the company and what is involved in the cost, etc. The only thing she feels is changed in the community is having to mail the association fee to the bank.
Harry Offord, 41 Picardy Place is asking a question for one of his neighbors regarding the Compliance Committee. The Compliance Committee should be properly identified, or a courtesy call made before inspecting property. A letter was sent regarding bees on her property. Al Capri responded that at the last meeting members were told not to inspect property without notification. They do have the right to inspect and do it only when they feel there is a valid complaint. Nancy Hastings responded that one of the items on the list is to review the process internally and find a way to make an improvement. In most of MAMCO’s properties, the manager’s name goes on every violation letter that is sent. It is unusual for letters to leave the office without the manager’s signature on it. She asked Carrie to attend the Compliance Committee meeting. Dave Myers indicated that the Compliance Committee members are volunteers, trying to do their job without creating a problem in the community. They are trying to keep the value of the properties high. It is not an easy thing.
Jane Wheeler (identified above) states that the Compliance Committee should be paid.
Ray Maier of 34 Warwick asked who is going to cut the grass on the common area. Carrie responded that it will be L&M and this will be discussed at the next meeting.
Warren Szczepanski, 38 Scarborough Lane reported that when he was on the BOT there was an agreement with L&M that would be part of a 5-year contract given to them. That was in 2006.
Scheduling of next meetings The next regular meeting of the Board of Trustees will be held on May 25th, 2010 at 10:00 AM at Settler’s Hall.
Adjournment Motion made by Dave Myers to adjourn the meeting. Seconded by Robert Quinn. Motion passed.
Respectfully submitted,
__________________________ Barbara Polesir, Secretary May 11, 2010
Board of Trustees Open Board Meeting May 25, 2010 Minutes
Members Present: Richard Stoetzer, President Dave Myers, Vice President Al Capri, Treasurer Barbara Polesir, Secretary Dick Weiner, Asst. Secretary Don Hetzel, Trustee Bob Quinn, Trustee
Members Absent: None
Also Present: Nancy Hastings, CEO, MAMCO/Associa Property Management Carrie Poster, Community Manager Wade Donaway, Maintenance Supervisor Elaine Mendelson, Recording Secretary
Richard Stoetzer called the meeting to order at 10 AM.
Pledge of Allegiance.
Introduction of Dais.
Motion made by Al Capri to approve the minutes of the April 27, 2010 meeting. Seconded by Barbara Polesir. Motion passed, unanimously
Announcements and Communications Richard Stoetzer reported information received at the recent Township meeting. Taxes will go up two cents per $100 of assessed value unless there is some complication. There will now be a charge for Notary, replacement of blue buckets and disposal of old tires.
Trustee Reports Barbara Polesir, Pool Liaison, announced that the pools will be open on Friday, May 28, 2010. There are new umbrellas and chaise lounges. Please read your 2010 Rules and Regulations. Copies will be available at the monitor’s table at each pool. Pool hours have not changed. Laurel pool will be open from 10 AM to 7 PM and Settlers pool will be open from 10 AM to 6 PM. Children’s hours at both pools are 11AM to 2 PM. We are in need of monitors and substitutes at both pools.
Richard Weiner, Recreation Committee Liaison, reported on the Cocktail Party to be held on Saturday, June 5, the Meet and Greet function on Saturday, June 12, and the 40th Anniversary Celebration on June 19 and 20. There will be a bus trip to Kutztown, PA on Thursday, July 8. The garage sale held on May 15 was successful and a profit of over $ 1200 was made. The Wii club meets from 10 AM to 12 PM on the second and fourth Friday each month at Settlers Hall.
Don Hetzel reported that the Memorial Day on Main Street in Vincentown will start at 10AM. The LeisureTowne observance of Memorial Day will take place on June 1 with a celebration inside Laurel Hall. Tickets are $8 per person. The 40th Anniversary Party will have a band playing. He mentioned the Wii project that the Audio Committee worked on including bowling, tennis and golf. He also reviewed the Safe Streets Program which emphasizes the 25 mph speed limit in the community.
Community Manager’s Report Carrie Poster reported that the financial reports have been made available to the residents. Salaries and payroll taxes are lower than what was budgeted. The Maintenance Supervisor did not start until May 1st so these numbers are not included for financials. The auditor is working on adjusting entries; the utilities, gate house and professional fees will be high until the adjustments are made. The pool contract was not paid at all in April. Bus #7 was serviced in April. The business office will close at 12 noon on Fridays to enable the employees to work on the transition of the computer system and the files. The Board of Trustees would like to establish a Finance Committee and welcomes qualified volunteers. Wade Donaway, the Maintenance Supervisor, was introduced; he spoke briefly regarding his role at LeisureTowne, the staff and ongoing projects.
Motions Motion made by Barbara Polesir to accept the resolution regarding conduct at community events and/or common facilities. Dick Weiner seconded the motion. Motion passed unanimously.
Don Hetzel explained the motion and fielded questions. A resident asked if the Board of Trustees is the sole arbiter. The answer is “yes”. A copy of the resolution is on file in the Association office.
Motion made by Al Capri to re-invest Capital Projects Funds as follows: A Treasury Bill maturing on June 17, 2010, in the amount of $107,000 will be reinvested in two six (6) month Treasury Bills – one at $50,000 and the second at $57,000. Treasury bills maturing on June 24, 2010, in the amount of $83,000 will be re- invested - one six month Treasury Bill. Motion seconded by Bob Quinn. Motion passed unanimously. Motion made by Al Capri to re-invest as follows: Operating Funds maturing June 17th, 2010 in the amount of $75,000 will be re-invested in one 6 month Treasury Bill. Seconded by Bob Quinn. Motion passed unanimously.
Old Business/New Business None.
Statements From the Audience For the Good of the Association John Urmson, 13 Narberth Place, thanked everyone for their interest in the 40th Anniversary Party. The bus will be available for the residents for transport to different events for that weekend.
Joe Byrd, 88 Gramercy Place, complained that the recycle pick-ups are leaving debris on the streets. Carrie told the resident where to find the phone number to contact the Township to report this problem. He also announced bocce is on Fridays from 10 to 12 please come out to play!
R. Johnstone, 48 Dunstable Road, questioned who is responsible for cutting the grass in Section 11. Carrie reported that there is a $3,900 charge for this service that is not part of the contract. Carrie and Wade will check with Landscape Maintenance Service. He also complained about the grass cutting around Lake 5.
Marshall Edelman, 71 Finchley Court, had the following questions; How can the Board Of Trustees have three motions on the floor that are opened and seconded and not open for discussion by the residents? The By-Laws cover this as this is a Trustees’ meeting as opposed to a general meeting. Secondly, he wanted clarification on the fiscal year for the budget. What happens when you have a budget shortfall? This is covered by the Contingency Fund. Also, who owns the Pinelands behind his home? This area floods. He can check with the office. The answers to his questions were given by the Board President, Richard Stoetzer.
Adjournment Motion made by Dave Myers to adjourn the meeting. Seconded by Don Hetzel. Motion passed unanimously. The meeting was adjourned at 10:45 AM.
_________________ June 28, 2010
LEISURETOWNE ASSOCIATION, INC. BOARD OF TRUSTEES QUARTERLY MEETING MARCH 23, 2010 Members Present: David Myers, Vice President Barbara Polesir, Secretary Al Capri, Treasurer Richard Weiner, Trustee Don Hetzel, Trustee Members Absent: Richard Stoetzer, President Robert Quinn, Trustee Also Present: Nancy Hastings, CEO, MAMCO Property Management Carrie Poster, Community Manager, MAMCO Property Management Donna Reinas, Recording Secretary, MAMCO Property Management Caroline Record, Esquire, Association Attorney
The Board of Trustees Quarterly Meeting was called to order at 7:07pm by David Myers, Vice President. He then introduced the Dias.
Pledge of Allegiance to the Flag.
David Myers administered the Oath of Office to Don Hetzel.
APPROVAL OF PRIOR MINUTES: Motion: Dave Myers requested a motion to approve the minutes of February 23, Al Capri made a motion to approve the minutes of February 23, Seconded by Don Hetzel. All members agreed. Motion passed.
LEGAL REPORT BY CAROLINE RECORD: Caroline reported on the status of collections on delinquent accounts. There are currently 25 units that are being pursued for collection in the total amount of $84,897.31. In the last quarter, two new homes have been added to the collections list. Five accounts have been paid in full. There was approximately $7,600 collected from those five accounts. Another approximately $7,000 should be collected by the end of this month. Currently there are 10 homes in foreclosure. Five homes are in foreclosure commenced by the Association and five homes are in foreclosure commenced by the lender. Several homes are on a payment plan and there are several homes where the constable will attach their bank accounts or wages. There are also fines, legal fees and late fees on these accounts. The Board is aggressively pursuing collections in the most cost-effective manner.
Caroline reported on the lawsuit with Township/Realmark to compel the Township to act on the bond money that is being held with regard to common areas. The undeveloped D1 common areas are owned by the Township. In the future, if the Township develops the land, then the common areas will be transferred to Leisuretowne.
A sink hole has developed on Dorchester which is an easement. Board very reluctantly decided to file a lawsuit to compel the Township to observe its responsibility to repair the sink hole. The Association is also seeking reimbursement from the Township for money paid to unclog a pipe in an easement.
Caroline has been in communication with the builder requesting ownership of some of the common areas. The builder’s reply was that Leisuretowne must take over the ownership of all the common areas or none at all.
TRUSTEES’ REPORTS: Dave Myers reported that the concrete surface will be replaced in the Laurel Pool prior to the opening of the pool. Dick Weiner reported on ticket sales on April 9th, the Annual Spring Cocktail Party and the 40th Anniversary Celebration. Don Hetzel reported on the Recreation Committee’s Wii Program on Friday mornings, the Vincentown Parade, the Curtain Callers and the new keyboard equipment.
COMMUNITY MANAGER’S REPORT: Nancy reported that she has been the acting manager since March 1st. She reported an overview of the February Financial Statement (Written copy on file). February month-to-date income was $36,589 as compared to a projected budgeted amount of $22,335 which is 64% better than the budget for February. Year-to-date actual net income is $218,809.06 against a proposed budget of $100,348.00. Fiscal year ends on March 31, 2010. An annual audit will be done in the following month.
Nancy highlighted the very lengthy management report that was presented to the Board (Written copy on file).
Nancy reported that the information for all 2,255 unit owners has been transferred over to MAMCO’s new system. Also, ACH information has been transferred and new coupons have been ordered. The coupon payment deadline has been extended to April 20th. The lockboxes currently being serviced by Beneficial Bank will no longer be available for payments. Landscapers have started spring clean-up. Interviews for a Maintenance Supervisor have been scheduled, estimates to repair pipe blockage have been requested and bids have been received for repairs on fountains and spigots at Pine View Park. Storm damage has been cleaned up after the numerous storms and damages to light poles have been reported the PSE&G. A meet-and-greet has been scheduled on Wednesday, March 31st for residents to meet the new Community Manager.
Carrie Poster introduced herself to the residents and gave a brief background of her private life, education and professional experience as a Community Manager.
NOMINATING COMMITTEE REPORT BY JOHN HOPKINS: John Hopkins announced the Nominating Committee’s recommendations for the upcoming election in June. The following residents were recommended:
John called for nominations from the floor. There were no nominations. The nominations were closed for this year.
David announced that there is not a quorum, therefore, there will be no Quarterly Association Meeting following the Quarterly Board Meeting.
STATEMENTS FROM THE AUDIENCE FOR THE GOOD OF THE ASSOCIATION: Dan Ruddy, 2 Norwich Question: What are we getting that we did not have before by contracting with MAMCO and what is the cost of the contract for the first year? Answer: Nancy Hasting replied that the cost of the contract is $105,000 and copies of the contract are available. Basic services include a Community Manager for the hours of 8:00am to 4:30pm, plus additional evening hours for meetings. Contract also includes financial management services and performing accounting processes for the community. All fees will be processed through MAMCO’s lockbox services and the fees will be electronically transmitted to the Mt. Laurel office where all ledgers will be updated. All checks, processes and reconciliations will be done at Mt. Laurel. The Board entered into a separate contract with an accounting firm to close out the fiscal year due to the fact that the previous accountant left. In the first year, there will be a one-time set-up fee of $5.00 per unit. Every year there will be a $4.00 coupon booklet fee for units paying by coupon. There may also be some copying or postage charges. Nancy will supply the Board with a report of savings to the Leisuretowne Association in the near future.
Jon Minder, 5 Thames Court Question: May the residents have a copy of the MAMO contract or do they have to pay for a copy and sign a form? Answer: Nancy replied that the association has a policy that residents must pay for copies and also sign a disclaimer. Question: With reference to a letter sent by Caroline Record, were three bids obtained to replace Management? Answer: Caroline replied due to the time factor involved because of the resignations of Karen and Joanne, the Board interviewed two individuals on one management company.
Barry Reingold, 755 Westminster Question: If the coupon booklets are mailed out late, will that cause a cash flow problem in April? Will Leisuretown be able to pay bills on time? Answer: Nancy replied that there should not be a cash flow problem because 50% of fees are paid through ACH and the payment due date has only been extended until the 20th of the April. There is enough money in the checking account.
Marie Dunman, 22 New Castle Question: Over and above the transfer fee of $500 when residents sell their homes, will there also be another $165 charged by MAMCO for processing the sale? Answer: Nancy replied that MAMCO does charge a $165 settlement processing fee. Question: Will the Manager be paid $65 for every hour she works over 40 hours? Answer: Nancy replied that the Manager would not be paid $65 for every hour over 40 hours. The $65 per-hour charge is only for evening meetings that go over three hours. Question: What will the manager be paid for working over 40 hours? Answer: Nancy replied that the Manager is a salaried employee of MAMCO. If she works over 40 hours, it does not cost the association any more money because Leisuretown signed a contract with MAMCO for a fixed fee. Question: Will there be a fee for lockbox services by TD Bank? Beneficial provided the service for free. Answer: Nancy replied that there will be absolutely no fee charged by TD Bank. Question: How can MAMCO take money out of my personal Beneficial Bank account? Answer: Nancy replied that she gave Leisuretowne permission to take funds/fees from her account.
Harry Offord, 31 Picardy Pl. Question: How many meetings did Caroline sit in on with reference to negotiations with prospective management individuals and/or MAMCO. Answer: Caroline responded that she did not sit in on any meetings. She gave her comments via e-mail after reviewing the contract. Question: Will each resident have to pay the $5.00 one-time set-up fee individually? Answer: Al responded that the Leisuretowne Association will pay that expense.
Ken Hartman, 70 Mayfair Rd. Ken distributed a letter to the Board and left copies for the audience. (Written copy on file),
Jim Kline, 3 Stanford Place Jim commented that there are many landscapers that work for residents riding their mowers on the streets through Leisuretowne. He also commented that he does not want his fees raised because of this problem. Answer: Dave responded that the former manager did write a letter to the landscaping companies requesting they do not ride their mowers in the street due safety concerns of residents.
David Myers thanked Mr. Dan Ruddy for his six years of service to the Board of Trustees and his continued interest in Leisuretowne.
Susan Costales, 21 Picardy Place Susan welcomed MAMCO and thanked the Board . Question: Susan requested a more detailed account of the monthly bills paid by the Leisuretowne Association (Written request on file). Answer: Dave responded that the Board will re-address this request at the next meeting. He also stated that there are some expenses, especially monies paid to individuals, that can not be divulged. He promised her request will be reconsidered.
Florence Zampko, 46 Chatham Place Question: Has a contract been signed with USDA Wildlife to address the geese problem and is it on the same schedule? Answer: Dave responded that a contract has been signed with USDA Wildlife to address the geese problem. Carrie responded that she will be meeting with the USDA representative on Friday of this week.
Bill Church, 46 Picardy Place Question: Would the Board please abolish the three-minute rule? Bill also requested the residents to give the new Management Company a chance. Answer: Dave requested the audience to raise their hands if they wanted to abolish the three-minute rule.
Fran Vennell, 27 Sheffield Fran commented on the duck problem in Leisuretowne. Fran requested that residents not feed the ducks. Dave requested that residents who live on the lakes call the Management Office if they see ducks causing a problem on the lakes. Question: Has MAMCO considered credit card payments for association fees? Answer: Nancy responded that she has discussed it with the Board and MAMCO does have a procedure to collect fees through credit cards. The Board has tabled it for another six months to get through the transition smoothly.
Ernest Montefusco, 896 Westminster Dr. Ernest commented at length on the responsibilities of MAMCO’s and Leisuretowne’s employees to maintain the Association.
Rocky Johnstone, 48 Dunstable Rd. Question: What is the reason for the litigation again with the Township over the waterways? Answer: Caroline responded that the litigation is to compel the Township to pay for removal of blockage in a pipe and repair to a sink hole that has developed. Question: Will new manager attend the Township Meetings? Answer: Nancy responded that there is no obligation for Carrie to attend evening meetings, but there are day meetings that are on Management’s calendar to attend.
Robert Quinn arrived at the meeting at 8:30pm. David Myers administered the Oath of Office to Robert Quinn.
Harry Offord, 31 Picardy Pl. Answer: Dick Weiner responded that it was changed due to a conflict in the scheduling of activities at the hall.
Motion: David Myers requested a motion to adjourn the meeting. Al Capri made a motion to adjourn the meeting at 8:45pm. Seconded by Don Hetzel. All members agreed. Motion passed.
SCHEDULED MEETINGS Tuesday, April 13, 2010 - 8:30am, Executive Session Meeting Tuesday, April 27, 2010 – 8:30am, Workshop Session/Executive Session Tuesday, April 27, 2010 – 10:00am, Board Meeting Regular Tuesday, April 27, 2010 – Executive Board Meeting Continuation – if needed
Respectfully Submitted,
___________________ Barbara Polesir, Secretary
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DRAFT – NOT YET APPROVED
LEISURETOWNE ASSOCIATION, INC. ANNUAL ASSOCIATION MEETING JUNE 22, 2009
Present Absent Daniel Ruddy – President Betty Bresnen – Treasurer Thomas Coughlin-Vice President Evelyn Doherty - Secretary Richard Stoetzer – Asst. Secretary Albert Capri – Trustee David Myers - Trustee Karen Mesler - Community Manager Caroline Record, Esq. – Association Attorney
I. Call to Order and Welcome The Board Meeting was called to order at 7:40 P.M. by the Board President, Dan Ruddy. All of the Trustees were present, except for Betty Bresnen. The Community Manager, and Caroline Record, the Association Attorney were also in attendance. Although there was a Quorum for the Meeting, as the Ballots received counted toward the Quorum, there were not enough members present to vote on any issue.
II. Announcements There were no Announcements made at this time.
III. Proof of Notice-Annual Meeting/Waiver of Notice The Certification of the Proof of Notice of the Annual Election of June 2009 Mailing and the Annual Meeting of June 22, 2009 Mailing to the Members was read by Evelyn Doherty, Secretary of the Board.
IV. Legal Report Caroline Record, LeisureTowne Association's legal counsel, gave her Quarterly Report on the status of collections. Ms. Record stated that her firm is currently trying to collect on nineteen (19) accounts, which owe a grand total of approximately $63,500. One home is in foreclosure, and another may be going into foreclosure shortly. One homeowner has declared bankruptcy. There are currently thirteen lawsuits against homeowners, and the Association has placed liens on their properties.
Ms. Record stated that there is nothing to report on the Declaratory Judgment Appeal filed against the Township and Orleans regarding the bonds on Village Green Park and Lake 6 and the ownership of Section 1D. The Association is still waiting to be assigned an Oral Argument date by the Appellate Court.
Finally, Ms Record reported that her firm had prepared a Deed that encompasses twenty-six (26) parcels of common property that are currently owned by RealMark. The Deed and accompanying Title Searches were sent to RealMark’s attorney, and it is hoped that LeisureTowne will soon receive ownership of those properties.
V. Trustees’ Reports As the Trustees had given their Reports at the Board of Trustees' Meeting immediately preceding the Annual Meeting, there was nothing further to recount.
VI. Financial Report As the Treasurer, Betty Bresnen, was absent, the Community Manager reviewed the Revenue and Expenses versus the Budget for fiscal year ended March 31, 2009, explaining the variances between the amounts budgeted and the actual receipts and expenditures. In addition, the Community Manager reviewed and explained the Certified Financial Statements for the fiscal year ended March 31, 2009.
VII. Community Manager’s Report The Community Manager had nothing further to discuss, having already reported at the Board meeting immediately preceding the Annual Meeting.
VIII. Motions The Board President announced that no Motions could be made from the Floor, as a quorum at the meeting had not been achieved.
IX. Judge of Elections – Results June 16, 2009 Annual Election & 2008 Annual Meeting Minutes Vote Warren Pielli, the Chair of the Advisory and Election Committees, reported that 1,074 ballots had been returned. Twelve of them could not be counted because five were blank altogether, and seven others were invalid. There were 1,001 ballots cast in favor of waiving the reading of the Minutes, and 61 were against it.
X. 1. Waiver of Reading and Approval of Minutes of the Annual Meeting of June 23, 2008 Evie Doherty read the Waiver of Reading and Approval of Minutes for the Annual Meeting of June 23, 2008.
2. Secretary’s Casting of One Ballot for Two Trustees Evie Doherty cast the Official Ballot for Joseph Glowacki and Kenneth Hartman to become members of the Board of Trustees.
XI. Swearing in of New Members – Board of Trustees Caroline Record swore in the new Board Members, Joseph Glowacki and Kenneth Hartman. After the Oath of Office was completed, the new Trustees joined the Board on the dais.
XII. Unfinished Business / New Business There was no Unfinished/New Business to discuss at this time.
XIII. Open Forum – Questions/Comments from the Membership Jim Guthridge, 33 Liverpool Lane, mentioned that the Township had said to him that LeisureTowne owns the lakes. Dan Ruddy and the Community Manager clarified that, although the Association does not yet own the lakes, the Court had ruled that LeisureTowne is responsible for them. However, this does not change the fact that the problem is not with the lakes themselves; the blockage is in a drainage easement between the lakes. This pipe carries storm water and, according to the Court, remains the Township’s responsibility. Mr. Guthridge stated that the lake’s water is brackish. The Community Manager informed him that, when the blockage is removed, water flow will be increased, and the situation will be improved. However, portions of that Liverpool Lake need to be dredged, and the second lawsuit had to do with compelling the Township to exercise a $50,000 bond to dredge Liverpool Lake.
Carol Carroll, 26 Newbury Drive, asked when the work on the lake would be done. The Community Manager replied that the Board authorized the removal of the blockage on Thursday, June 18, and the engineer was immediately contacted. As soon he can schedule the contractor, it will be done. It is hoped that the job will be completed within the next couple of weeks. Ms. Carroll also mentioned that there has not been a goose problem on her lake in many years, but now they are back. She thinks this is because of the Away with Geese devices that were installed on the other lakes. She wants some installed on her lake too. Evie Doherty replied that the geese are a real concern for those living on the waterways and, unfortunately, their numbers are growing. She also said that the U.S. Wildlife Service would be returning to capture and remove them, and that the problem is being addressed. Evie then asked if Ms. Carroll is a member of the Environmental Committee. She replied that she is not. Evie asked if she is interested in joining. She said that she is not.
Jean Cook, 27 Chesterfield Court, reported that she recently found twenty-three geese eating the new sod in her back yard and she would appreciate anything that the Board can do about it.
John Hopkins, 784 Westminster Drive, asked if the Association is exposing itself to any liability if it goes ahead and removes the pipe blockage. Dan told him that the Board had explicitly stated in their letter to the Mayor that this action does not indicate that the Association accepts responsibility for the pipes. Caroline added that, if the Association’s contractor breaks the pipe, then LeisureTowne would be liable for the repair. The Association’s insurance would cover it. Mr. Hopkins was also concerned that the Association would be blamed for any damage discovered when the pipe is scoped. He was told that everything would be videotaped. Evie Doherty added that the engineer and the contractor are also insured.
Rocky Johnstone, 48 Dunstable Road, mentioned not seeing any Trustees at the April and May Township Committee Meetings. Evie replied that three (3) of the Trustees were very sick in May. Mr. Johnstone said that it was his understanding that the Township had agreed to cooperate with the Association regarding the pipe blockage. The Community Manager told him that they had, initially, but they changed their position after stalling for two months. Now, they say they will only do so if LeisureTowne writes a letter taking responsibility for the pipe. Mr. Johnstone said that the Township claims that they are responsible for the storm drains, and the Association is responsible for all of the piping and conveyances. He was told that this is the Township’s interpretation, not the Association’s opinion. Caroline Record responded that, throughout the lawsuit, the Township acknowledged that they are responsible for the drainage easements and pipes, but now they are refusing to accept their responsibility. Mr. Johnstone felt that the Township and LeisureTowne should cooperate since the Association’s residents are paying for both sides’ attorneys, and that pipe could have been fixed by now. Al Capri stated that, because there is a dispute over who is responsible, the Board must address the emergency with the pipe. Afterward, if the Township cannot be reasoned with and made to take responsibility, the Board will have to bring them back to Court. This is expensive, and the Board does not want to do this, but there will be no choice.
Don Hetzel, 2 Wooton Drive, asked if the engineers had looked at the lakes and whether the Association plans to do anything about the valve on the dam. He was told that the engineers had examined the lakes, but nothing can be done with the valve until LeisureTowne owns it. Mr. Hetzel also felt that, if the Township is willing to work with the Board, the Board should meet them halfway. Dan and the Community Manager both told him that the Board has tried very hard to work with the Township, but the Township has been unwilling. The Community Manager detailed the past history of LeisureTowne receiving rude treatment, stalling tactics, or no response at all from the Township regarding their requests. She said that the lawsuit was only filed as a last resort because the Township had ignored repeated requests to meet and come to terms. The Board would like nothing better than to be able to work things out amicably with the Township. Tom Coughlin added that he did not think it would be possible to work with the Township until there is a new Town Council. He then relayed what was said at the June 16 Township Committee Meeting.
XIV. Adjournment There being no further business, the President called for a Motion to adjourn the Meeting. Joe Halber made a Motion to adjourn the Meeting at 8:40 P.M. This was seconded by John Hopkins. The Motion was approved by a voice vote. The Motion carried, and the Meeting was adjourned.
Respectfully Submitted,
Evie Doherty Secretary
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