A Pocono Country Place Property Owners Association, Inc. Board of Directors Meeting January 16, 2010
The Board of Directors meeting was held Saturday, January 16, 2010, in the E-clubhouse. The President called the meeting to order at 10:02 a.m. In the absence of the Secretary, Ms. Kristen O’Neil, Property Manager Assistant, called the roll. Present were Ms. Cooney, Mrs. Harris, Ms. Haase, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent was Mrs. Bruno and Mr. Herbert Also present was Mr. Schlaack, Property Manager, Ms. O’Neil, Property Manager Assistant, Robert Kimble, Controller.
Minutes Motion made by Peggy Cooney, seconded by Karen White, to approve the minutes of December 19, 2009. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno and Mr. Herbert Nay:None Motion Carried.
Treasurer’s Report – Presented by Mr. Robert Kimble Auditors Several auditors were brought in for consideration as the Auditors for the Association.Through this process it is the recommendation of Mr. Kimble that the Association grant a contract to William Owens and Co. for the 2009 audit. (Mr. Herbert arrived at 10:08 a.m.) Motion made by Karen White, seconded by Margaret Cooney, to accept William Owens Company as our new auditors for a three (3) year contract for years ending December 31, 2009, 2010, and 2011 at a fixed fee of $9,700, $10,000 and $10,300 respectively. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Remote Capture Mr. Kimble requested approval to use “remote capture” for processing checks with the Dime Bank beginning February 1, 2010.It is much quicker and funds are deposited the same day as the checks are scanned.This system is already in place with the Wachovia accounts and as the accounts are being transferred to the Dime Bank this system should be in place there as well.There was Board consensus to change this process. Health America The costs of the Blue Cross plan the Association offers to employees has become prohibitively expensive and would cost the Association and its employees much more than the current rate.The new plan under consideration is Health America.It is much cheaper but has a higher deductable.However, Mr. Kimble recommends setting up a health reimbursement account for employees.This will allow employees to keep their current deductable amount of $500.The Association should see a savings of $59K with 35% utilization of services.Mr. Kimble is requesting the Board pass a motion to create a separate bank account for this.Health America is the seventh largest health insurance provider in the country and is bigger than Blue Cross and provides an overall better plan.The employee contribution to the healthcare plan is 25%.This change will benefit the employees as well as the association. Motion made by Margaret Cooney, seconded by Karen White, to establish an account with the Dime Bank for exclusive use for the health reimbursement account. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried.
Repurchasing Accounts Mr. Kimble requested the Board consider investing Association funds in repurchasing accounts.These accounts are overnight accounts that give a 1% return on funds.Funds are swept from our accounts and invested in the repurchasing accounts overnight.This is a government backed program and has very little risk involved.If the government fails, then the money is at risk, but if the government fails there would be larger concerns in general so this program is a safe and sound investment opportunity.Mr. Kimble recommends this as it will earn increased interest and is proposing using the accounts for operating funds as a trial.As monies are being deposited to Association accounts in large amounts currently as annual dues are being paid, it is a good time to put the money in these accounts to realize good returns.The Dime Bank must post their assets to cover the repurchase accounts as well so the Associations money is protected in that way as well.Mr. Kimble recommends that the Association create an investment policy for long term investment planning.Mr. Kimble would like to sign the contract to begin utilizing this service.A trial basis using repossession accounts was recommended for three months so that the returns can be reported back to the Board to approve this process as an investment policy.Additionally Mr. Kimble can have someone from the Dime Bank come to present an overview of this process so the Board has a better understanding. Motion made by Karen White, seconded by Margaret Cooney, to establish a repurchase agreement account with the Dime Bank for operating funds only for a trial period of 90 days. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mrs. White Absent:Mrs. Bruno Nay:Mr. Rametta Motion Carried.
Access Card System The current system used for the access cards was created to run off Windows 95 and is now obsolete.The vendor no longer supports updates of the product as is therefore an upgrade in the system is required.There are insufficient surge protectors at the gates and the B Gate is down frequently as the encasement of the reader is not sufficient.It is Mr. Kimble’s recommendation to upgrade the surge protectors and purchase a weatherproof enclosure for the reader at the B Gate, and additionally obtain a contract for software updates for the ugraded system.The upgrade will cost approximately $7,000, the surge protector upgrades will cost approximately $5,500, the enclosure for the B Gate reader is approximately $3,500 and the software updates are approximately $400.Additionally it is recommended a new computer be purchased to meet the new system requirements.The upgrade will be compatible with Ithicon.Additionally these upgrades will decrease the now frequent service calls required to repair the system when it goes down. Motion made by Giuseppe Rametta, seconded by Janet Harris, to upgrade and repair the Access Card System at a cost not to exceed $18,500 including taxes.Money to come from replacement account. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Oil Furnace Mr. Kimble presented a request for the purchase of a used oil furnace for the smaller maintenance building for Mr. John Rusbarsky, Maintenance Director.Three estimates were obtained.The installation will be performed by the maintenance staff.If this furnace works successfully, it can be used for the larger maintenance building.This furnace will run off our own oil supplies (residents can drop off used oil, as many are seeking proper disposal methods for oil) and used oil can be purchased inexpensively from places like Jiffy Lube.The return on investment for a new system would be about 2 years, and the return on investment in a used system would be seen within the year.It was questioned the quality of the used furnace and why we would be purchasing a used product, and the answer is that the used furnaces are likely available from companies that are upgrading to larger products.Part of the heating system in the maintenance building is currently inoperable, and it is the recommendation of Mr. Rusbarsky to hold off on fixing them to see how beneficial this oil furnace is and if it is deemed to be acceptable to install another used furnace in the larger maintenance building which will eliminate the need for the repairs.The areas employees currently work in are not affected by the inoperable system, only the storage area is. Motion made by Margaret Cooney, seconded by Janet Harris, to purchase a used fully warranted used oil furnace for maintenance.The cost of the used furnace should not exceed $5,000 installed.This money to come from the improvement account. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Financial Review Mr. Kimble reviewed the financials provided in the meeting handout and explained a discrepancy in the report due to a new process where the payroll time is broken down and the data did not transfer properly.Mr. Kimble is in the process of restructuring the accounting process, therefore the YTD numbers are accurate but the monthly numbers are off.There is additionally about $35K in legal fees that are pending justification.A line item regarding BOD expenses was questioned and Mr. Kimble indicated that this needs to be reallocated, which will be done next week.
Management Report – Jeff Schlaack Mr. Rusbarsky and Mr. Yeager are not present today so their portions of the management report will be omitted. Environmental The Environmental Committee submitted an RFP for analysis for the K Lake.The Board agreed to sending the RFP out to four companies for consideration.The four companies are FX Brown, TCI Environmental, Allied Biological and Virginia Lake Mangement.Natureworks is a company currently used for weed control only. Motion made by Norma Padilla-Riss, seconded by Margaret Cooney, at the recommendation of the Environmental Committee to submit an RFP to Allied Biological, FX Brown, Virginia Lake Management, and TCI Environmental regarding lake management for submission and return by February 28, 2010. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. It was requested that a meeting be scheduled with the Long Range Planning Focus Group.This meeting will be scheduled in late January or early February with a 5 p.m. start time. Committee Reports New forms were submitted to the Board for approval for use by committees. It was determined that a meeting of all committees would be held on February 18th and the Board liaison would contact all of their respective committee members to notify them of this meeting.This meeting will be used to establish regulations and processes for committees. Going forward, it was agreed that Board liaisons would give committee reports at all Board meetings.Additionally at all town hall meetings the committees would give a presentation. Budget Process Mr. Schlaack asked that the budget process submitted last month be reviewed and approved by the Board.The Treasurer is to meet with the Budget and Finance committee to approve the process. Workshop The Board determined that it would hold workshops prior to Board meetings which would be for preparation processes only.No business would be conducted and no motions would be made.These sessions would be brainstorming sessions. No minutes would be taken at these sessions.The Board agreed that these sessions were necessary in the course of properly conducting Association business and properly planning for Board meetings. Old Business Property Acceptance If the Association begins accepting properties from homeowners seeking to give the properties back, the property owner would be responsible for all expenses involved to transfer the deed.The property also would need to be free and clear of any liens.The property would then be offered to the adjacent homeowner for purchase or it would be maintained as “green space”.There was an old policy to this effect from possibly the 90’s.This old policy will be researched and reviewed and a new policy will be presented at the next Board meeting. Bus Shelter At the K section, the existing wooden structure can be replaced with a clear structure.At the J section a structure could be placed at the turn around area.The Welcome Center structure remains an outstanding issue.It is the feeling of the membership that the Association should not be responsible for any funding regarding this proposed shelter.There is already a bus stop existing so the question outstanding is that of placing a shelter in that location.If a shelter is erected trees or other environmentally and aesthetically pleasing greens can be placed around the shelter to better blend it to the environment.It was determined that the Association would need a guarantee that it would not be responsible for any permits and that indemnification for the Association would be granted.Additionally there would need to be a maintenance agreement established whereby the county assumes all maintenance responsibility for the shelter. It was also questioned whether the Association would need to be co-applicants for any required permits.The property manager will meet with the MCTA to review the above concerns. Combination of Properties This topic is tabled until February. Action Item Checklist The action item checklist maintained by Administration was reviewed by the Board.No changes were made. Environmental Committee Questions Ms. Padilla-Riss presented some questions that the Environmental Committee would like addressed by the Board. What is the projected date to install the louvers?When the weather is warmer they will be put up. What is the mission statement for the committee?This will be addressed at the February 18th meeting. What should be done about garbage containers left at vacant lots?Contact maintenance for removal. What can be done about the feral cat population?This was addressed at the December meeting. What is the status of directional signage in the community?50 signs and street signs have been received.The biggest issue regarding maintaining the signs is they are often being stolen.Maintenance is looking into ways to eliminate this issue. What will be done about the magnolia trees around the pond?These trees will be replaced in the spring; likely sometime in April. What is being done about leaf recycling?Options are being reviewed for this. What are the rules for totes being left at the roadside?There is currently no fine in place for this. Will the brush chipping program resume?Weather permitting this is an ongoing project and service maintenance will provide. There was a break taken at 11:43 a.m. and the meeting resumed at 12:04 p.m. B&A Committee Motion made by Karen White, seconded by Margaret Cooney, to rescind the motion of December 19. 2009, to make Phyllis Haase liaison and chairperson of the B & A Committee. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Motion made by Margaret Cooney, seconded by Janet Harris, to appoint Giuseppe Rametta as the liaison to the B & A Committee Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mrs. White Abstain:Mr. Rametta Absent:Mrs. Bruno Nay:None Motion Carried. The following motion was amended as follows: Motion made by Norma Padilla-Riss, seconded by Margaret Cooney, at the recommendation of the Environmental Committee to submit an RFP to Allied Biological, FX Brown, Virginia Lake Management, and TCI Environmental regarding lake management for submission and return by February 28, 2010. Amended:to extend the date to March 31, 2010.Additionally the RFP to be sent out to more than the above listed companies if necessary. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Board Goals Mr. Schlaack set some preliminary goals.The President requested that all Board members submit to Mr. Schlaack goals they have for the Board.It was the consensus of the Board to review and revise these goals and submit them to the Property Manager next week.Revised goals will be presented at the February Board meeting. Recreation Committee A projected budget for the Recreation Committee was submitted by Ms. Padilla-Riss.Mrs. White recommended accepting the draft as a first reading as time has not been given to allow appropriate consideration of the numbers.Ms. Cooney asked that the March and April events be approved so that marketing of them could begin to ensure a positive turn out for these events.It was noted that the St. Patrick’s party would be contingent on the outcome of the application for the liquor license for the Association.The Easter Egg hunt would not require funding.There was a discussion about the budget and the status of activities for the Association and whose responsibility it should be to request monies for events.The Association is currently looking for a part time individual for the activities department to oversee the staffing and planning needs of the warmer months.There was additional discussion regarding the breakdown of activities funding in the budget.A lengthy discussion was had regarding responsibilities and finances.Mr. Kimble recommended that when making a budget for activities there be monies included for catering services, because although residents often volunteer to do the cooking and the shopping if there is a problem there are funds available.If people are available to cook then that will be a savings.There was a detailed proposal for costs that was prepared by the former Activities Director.The President noted that the Volunteers party should be designated as an Administration expense and that each department should be responsible for its share of the employee party and charged back accordingly.A line item budget should be prepared for activities income so the numbers can be reviewed.The income from Activities was $12,000.It was suggested that supplies for holidays be purchased following the holiday at sale prices for the following year.There was a discussion of the groups that use our facilities.The scouts use the clubhouse and the Association advertises for Tobyhanna little league. It was agreed that this proposed budget would be accepted as a first glance acceptance.The information for the liquor license should be in soon.It was noted that Mr. Rusbarsky and Mrs. Yvonne Cain would be obtaining their food handler’s license.Summer staffing is actively being recruited. Member Comment Ms. Kidd As important as the work the committee does is, she feels that there is a need for more members for this committee.She also noted it appears the committee is working at the pleasure of the liaison and not the Board itself. Mrs. Rametta Indicated that the Committee meeting minutes need to be in the correct location on the website.She also noted that at the Town Hall meeting there was verbage regarding picking up Christmas trees.Mr. Schlaack indicated that we would rather people drop them off to maintenance but if people are unable to get the trees to maintenance they would then pick them up.Also noted that Mr. Schlaack said he would have the answers to her previously submitted questions regarding a breakdown of activities expenses at the next meeting.Stated that committees should be permitted to make reports at Board meetings as it is important for communication and there is a lack of communication currently that needs to be addressed.The Chairperson should be able to work alongside the liaison for this.Also asked if committee members that resigned from certain committees would be permitted to attend the meeting on February 18th .It was determined that the Recreation Committees members that resigned would have a separate meeting with the Board to resolve outstanding issues with the committee.As we will be allowing residents to drop off oil for the new oil furnace, she expressed concern that homeowners drop off the oil in environmentally approved containers.She also suggested that wireless mikes be considered for Board meetings. Ms. Benjamin Winter Asked how many homeowners attended meetings and how they are funded.Also noted that totes are often left in the street. Mr. Vargas Asked why the K Lake is being addressed but the K clubhouse remains unresolved.No new information has been given to the membership and would like to know what is happening.Asked what is being done with regards to speed limit signs. He commended the controller for looking at new ways to invest money to produce additional revenue and indicated that given this dues should not be increased.He stated he’d like to see Channel 80 discontinued as not everyone has cable.He also indicated that the activities budget is “overflated” and why are we not having activities for Veteran’s Day and other such holidays if we are having celebrations for St. Patrick’s Day. Mr. Frank Recommended re-activating the Bylaws committee to do some fine tuning of the new Bylaws. Mr. Cooke When he built his house it was built on an angle and the adjacent lot was purchased and the lots were combined.He is now being charged an additional $94 for that lot and he would like to know why the Board is doing this.He has not been able to determine if this is a legal thing to do and was told that he could make an appointment with Mr. Schlaack. Mr. Massaro He does not understand how while it is explained that money is being saved in different areas why two more employees are being hired.How is this saving the Association money when new staff is being hired?Asked why we are only looking to have the K lake studied and not investing time in studying the E lake as that is the lake people use.Indicated that the bus shelter will cost the Association money for the ground work involved. Ms. DiPasquale Thanked the Board members that took the time to attend the CIC meeting held the week prior.Requested an additional meeting this week regarding outstanding issues for this committee.Requested that the Board read the statement she prepared (handed out to Board by Ms. O’Neil).Additionally requested that the resigned members of the newspaper be permitted to attend the meeting on February 18th.She stated that the guidelines being presented for committees should be for both sides, and while no one is opposed to Board members being on committees she stated that when Board members are on committees they are in the role of committee member only, not a Board member as it becomes intimidating when Board members are on committees and hold that position over committee members. Ms. Kidd At the October meeting questions were asked and unanswered and at the November meeting they remained unanswered.At the Town Hall meeting no Board members were available to answer questions so she would like to know how to get questions answered.Legal counsel said to call a special or Town Hall meeting but questions don’t get answered at meetings. Mrs. Frank Asked why the previous records of the Recreation Committee are not available.When the social committee was in existence there was a ledger that had detailed accounting of all items purchased and what was left over for future events. Ms. Foster At the Town Hall meeting it was announced that wood would be made available for residents and she suggested that the Association charge for the wood too as they are doing for the screened dirt.Stated that if the bus shelter will be considered as an amenity then it needs to be looked at as an amenity and given the same consideration.She suggested committee chairpeople be permitted to present at meetings as well as the liaisons don’t always clearly present the desires of the committee members.Stated that while the idea of the Recreation Committee is great, having any one person or group of people in charge of, for instance cooking for the event, it puts the entire activity at the mercy of those individuals should there be a falling out and the success of the Association’s functions should not be hostage to that. Ms. Lawrence Stated that she has a financial background in investments and experience dealing with repurchasing accounts.She worked for a firm that did exclusive investing for two family groups and they always used repurchasing accounts as they were able to be gotten out of the next day and they were a great investment tool.Also reiterated that if the government goes down (regarding the risk factor) the banks aren’t going to be any better than the government. Mr. Vargas Agrees that the bus shelter as an amenity means it should be comfortable and would show that the Board is doing things for the members of the community.Indicated that the Crime Watch article should be re-instated in the community newsletter.Indicated that there were three youths running a burglary operation and that they were caught through the assistance of vigilant homeowners and should convictions be obtained those homeowners should be rewarded.Additionally suggested that there should be a reward program for reporting illegal tenants and the reward should be incorporated in the fines for the landlord. Mrs. Frank When the social committee existed it was never funded by administration.All the monies were through Bingo and door charges for events.Additionally the monies made by the social committee funded other things in the community. Mrs. Massaro A problem she sees with the Recreational Committee and hiring people is the Association needs to define what an amenity is.Before amenities are removed they should be reviewed as homeowners moved to this community as an amenity community.Are activities considered amenities? The meeting was adjourned at 1:30 p.m.The President announced after adjourning that the Board would be returning after Executive Session. The meeting resumed in Open Session at 4:15 p.m. Ms. Cooney, Mrs. Harris, Mr. Kirk, Mr. Rametta, and Mrs. White were in attendance for the purpose of officially adjourning the meeting.Mrs. White moved to adjourn the meeting and Ms. Cooney seconded the motion. Respectfully submitted: ____________________________ Bernadette Bruno, Secretary As prepared by Ms. O’Neil Motions January 2010
Motion made by Margaret Cooney, seconded by Karen White, to approve the minutes of December 19, 2009. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno and Mr. Herbert Nay:None Motion Carried. Motion made by Karen White, seconded by Margaret Cooney, to accept William Owens Company as our new auditors for a three (3) year contract for years ending December 31, 2009, 2010, and 2011 at a fixed fee of $9,700, $10,000 and $10,300 respectively. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Motion made by Margaret Cooney, seconded by Karen White, to establish an account with the Dime Bank for exclusive use for the health reimbursement account. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried.
Motion made by Karen White, seconded by Margaret Cooney, to establish a repurchase agreement account with the Dime Bank for operating funds only for a trial period of 90 days. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mrs. White Absent:Mrs. Bruno Nay:Mr. Rametta Motion Carried.
Motion made by Giuseppe Rametta, seconded by Janet Harris, to upgrade and repair the Access Card System at a cost not to exceed $18,500 including taxes.Money to come from replacement account. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Motion made by Margaret Cooney, seconded by Janet Harris, to purchase a used fully warranted used oil furnace for maintenance.The cost of the used furnace should not exceed $5,000 installed.This money to come from the improvement account. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried. Motion made by Norma Padilla-Riss, seconded by Margaret Cooney, at the recommendation of the Environmental Committee to submit an RFP to Allied Biological, FX Brown, Virginia Lake Management, and TCI Environmental regarding lake management for submission and return by February 28, 2010. Amended:to extend the date to March 31, 2010.Additionally the RFP to be sent out to more than the above listed companies if necessary. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried.
Motion made by Karen White, seconded by Margaret Cooney, to rescind the motion of December 19. 2009, to make Phyllis Haase liaison and chairperson of the B & A Committee. Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mr. Rametta, Mrs. White Absent:Mrs. Bruno Nay:None Motion Carried.
Motion made by Margaret Cooney, seconded by Janet Harris, to appoint Giuseppe Rametta as the liaison to the B & A Committee Yea:Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Herbert, Mr. Kirk, Ms. Padilla-Riss, Mrs. White Abstain:Mr. Rametta Absent:Mrs. Bruno Nay:None Motion Carried.