A Pocono Country Place Property Owners Association, Inc.
Board of Directors Meeting
March 20, 2010
The Board of Directors meeting was held Saturday, March 20, 2010, in the E-clubhouse.
The President called the meeting to order at 10:00 a.m.
The Secretary called the roll.
Present were Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Also present was Mr. Schlaack, Property Manager, and Ms. O’Neil, Property Manager Assistant.
Controller/Treasurer’s Report (Mr. Kimble)
Dime Bank Presentation (Cheryl Smith, Melanie Seagraves and Maureen Bellman)
Representatives (listed above) from the Dime Bank made a presentation regarding the services offered and some of the services the Association is utilizing. An overview of the financial operations of the Dime Bank, which is a community bank operated only in Pennsylvania, was given.
An explanation of the repossession investments process was given. The Association’s accounts are swept (Operation Accounts only, not reserves) at the close of business and the funds are deposited in the repossession accounts overnight and are moved back to Association accounts by morning. The Association started this program March 1st, 2010. An overview of services available to homeowners was presented as well.
There was a break at 10:25 a.m. and the meeting resumed at 10:30 a.m.
Controller’s/Treasurer’s Report (Cont’d)
Mr. Kimble reviewed the financial information provided to the membership at the meeting. On March 1st, 2010, all accounts were transferred to the Dime Bank however a few accounts remain open with Wachovia until all outstanding items clear. Mr. Kimble explained all variances in the financial reports with explanations of causes of such (one time purchases, cost saving measures, etc). The financial reports provided will be more detailed in the future as the accounting systems are restructured to provide more accurate data to the Board and the membership.
The annual audit has been completed and the auditors are awaiting a WC refund to finalize the report however the field work has been completed.
The CPA firm to serve as the Judge of Elections was presented.
Motion made by Bernadette Bruno, seconded by Karen White, to appoint Debora E. Boyle, CPA, of Weseloh Carney and Company as our Judge of Elections for 2010 as per proposals dated March 4, 2010, and March 19, 2010.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstain: None
Motion Carried.
Mr. Kimble presented an overview justification on the additional 20% proposed fee added to all accounts which require court action to pursue resolving outstanding balances. As these accounts are substantially overdue, it requires filing a civil action in court. While the filing does not require an attorney (unless it is filed with the DJ) but there are costs associated with Association personnel to pursue collection on these balances. An amount fair to the owners that pay dues on time versus those that are in arrears was discussed to determine a fair assessment, and what the Association was likely to actually collect, especially once a property went into foreclosure or sheriffs sale.
Motion made by Bernadette Bruno, seconded by Phyllis Haase, to add 20% collection costs to all delinquent accounts when civil action begins and to add actual attorney fees that are incurred regarding collection efforts.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris
Nay: Mr. Kirk, Mrs. White
Non Vote: None
Abstain: None
Motion Carried.
Minutes
Motion made by Karen White, seconded by Robert Kirk, to amend the motion of February 20, 2010, to read, “to contract Integrated Technologies to replace and install surge protectors and Weather Enclosures for the installation fee. Cost not to exceed $12,000 and enter a three year maintenance agreement for an annual fee of $2,304 pending legal review.”
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Karen White, seconded by Bernadette Bruno, to rescind the motion of February 20, 2010, regarding Attorney Borden’s agreement.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Bernadette Bruno, seconded by Robert Kirk, to terminate the retainer agreement with Attorney Borden effective April 11, 2010. All property will be returned to Young and Haros by this date.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Phyllis Haase, seconded by Bernadette Bruno, to accept the minutes of February 20, 2010, Board of Directors meeting, as amended.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Management Report – Jeff Schlaack
Maintenance Report – John Rusbarsky
Mr. Rusbarsky discussed the recent snowstorms and the difficulties encountered with clearing the community’s roadways and keeping them cleared due to the many obstacles that owners place in the easements, which are the Association’s right of way. Many things, such as landscaping, satellite dishes, cars, totes, etc, are placed in the 10’ easement which is the Association’s right of way.
The chipper truck is being used again for clean up of storm clean up only at this time, rotations for homeowners will begin soon.
Line painting will be scheduled as soon as possible as the painting that was done last fall has already deteriorated. Reflective paints were prohibitively expensive to consider for Association roadways.
Pools are being prepared for opening this summer.
Road cuts by contractors are an increasing problem which is being addressed. The community should consider not allowing road cuts by contractors during the winter months while asphalt companies are closed. Additionally cuts should be inspected 90 days after repair (due to sinking) before surety is returned to the builder. The B&A Committee will address this issue.
Oil is now being accepted by the Maintenance Department for use in the furnace. This will be announced on all media outlets.
Branches removed by PP&L was discussed and the contractors used by PP&L should be contacted to remove the brush left by their work or a reverse charge should be made if the Association performs the cleanup.
The E Clubhouse Bathroom compliance (with the ADA) plans must be drawn by a PA certified architect or engineer to make the proposed unisex bathroom handicapped accessible. Maintenance must provide a baseline sketch of how to renovate existing space to proceed.
Clubhouse decks are not handicap compliant and because the decks are in need of extensive repairs, replacing the decks entirely and bringing them into compliance is the best option.
The floors in the H bathhouses are rotting and are in need of repair. All repairs must take into consideration ADA compliance issues as the Association owned property is considered commercial use property.
Opening the kitchen for weekends for take-out service to the membership was discussed. A seasonal employee for the kitchen has been hired to prepare for the season and Administration would like to consider opening the kitchen on weekends. The service should be advertised and if successful, consideration should be given to making it a permanent service. Hours of operation and a phone number will be advertised. The Board agreed by consensus to open the kitchen to a trial basis to determine how successful it will be in the future.
Public Safety – Chief Yeager
An amendment to the statistics provided to the membership was provided. Chief Yeager reviewed the statistics in the membership packets.
Loose dogs continue to be an issue for which the Association is bearing costs. As the issue with the dogs and their costs, along with compliance with Act 119 because the Association kennels dogs due to no alternative options available at the township or county level, it was suggested that the issue be addressed at a township meeting (1st Tuesday of every month) or by contacting local representatives.
The grant requests for the First Responder funding are still pending. It was noted what a tremendous support these officers were during the snow storm.
There were arrests made from last fall’s vandalism spree.
Block watches are a useful community tool and the Chief would like to assign officers to active block watch locations (sections which hold meetings and have active programs). The block watch on Boardwalk is extremely successful as an example.
Management Report Cont’d – Jeff Schlaack
K Lake – RFPs have been mailed and one company has expressed interest and has done a field visit.
Aquatics – the YMCA has expressed interest in overseeing Association staffing for the pools and lakes. A complete proposal is expected next week. If the proposal is favorable and accepted, there are other services that can be investigated in the future.
Board Vacancies – there are five (5) letters of intent for the three (3) vacant Board positions. The Board choices for the vacancies will be announced at the open session Board meeting in April, and all members who submitted letters of intent should be prepared to attend.
Long Range Planning – this committee has met and it was suggested that the Association solicit a 3rd party company to assist with this endeavor. Proposals will be obtained.
Policy Resolutions – resolutions that were presented last month were reviewed.
Motion made by Phyllis Haase, seconded by Janet Harris, to approve Finance Policy Resolution No: F-01 (Budget Process) with amendments to page two (2) to read October 1st and November 15th.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Peggy Cooney, seconded by Bernadette Bruno, to approve Administrative Policy No: A-05 (Delinquency Board/Candidate Policy).
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Activities Building – it has been determined that the Activities building will be used for committee meetings. A schedule will be kept in administration. The building will be ready by April 1st, 2010. All media outlets will notify the change.
By-Law Amendments – the Board can propose amendments to the By-Laws 45 days prior to the annual meeting. The membership can petition for changes with 200 signatures 150 days prior to the annual meeting. The Board has some proposed amendments that it will present to the membership. Proxies and voter designation forms will also be reviewed by legal counsel prior to the April Board meetings.
Election Committee – the following members were submitted for approval for the Election Committee:
Angela Carboneri, Mike Coogan, Bonnie Coogan, Jeannette Cartalano, Gene Kenny, Elsie Kenny, Don Sullivan, Georgia Sullivan, Joan Teicher, Kathy Armanini, David Armanini, Barbara Zeh, Roland Zeh
Disapproval of names was made, but while names were not provided only the dissention was noted. As per the new By-Laws, a CPA firm will serve as the Judge of Elections which should minimize issues regarding partiality. It was agreed that on a go-forward basis the Election Committee signups and the entire process will be advertised on all media outlets, preferably starting in January.
K Guard House – awaiting final determination from insurance company.
Bingo – Mr. Schlaack clarified that a separate account is being set up for the sole purpose of accounting of Bingo costs/proceeds.
Liquor license – there are not many liquor licenses available for sale in Monroe County and the only one currently available is at the cost of $80K. Other options are being explored by Attorney Zeller, including the possibility of obtaining a club license. The previous Board motion of November still stands.
There was a break at 12:57 p.m. and the meeting reconvened at 1:12 p.m.
Committee Reports
Committee reports of the Building and Architecture Committee, the Environmental Committee, the Budget and Finance Committee, the Recreation Committee, the Communications Committee and the CIC Committee were presented by the Board liaisons.
The following two names were submitted and approved for the Recreation Committee pending verification of good standing:
Betty Denton, Josephine Palmero, Darryl Diggs
Announcements – Mr. Schlaack spoke with Representative Scavello and informed the membership that Route 196 is scheduled to be repaved. The section of the roadway between the Main gate entrance and the K /L and J sections will be entirely repaved, including milling.
A membership questions form will be available starting next month for members to submit questions for the Board. All questions submitted each month in writing will be answered to the best of the Association’s ability in writing at the subsequent month’s Board meeting. This form will also be available on the community website.
Property Acceptance/Combined Properties/Fine Structure – all issues will be revisited at the next Board meeting.
Member Comments
A period for member comment was held for members to make comments to the Board.
Motion made by Karen White, seconded by Phyllis Haase, to move to Executive Session and will return.
Yea: Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstain: None
Motion Carried.
The meeting was ended at 1:48 p.m. The meeting reconvened at 6:31 p.m.
Motion made by Bernadette Bruno, seconded by Phyllis Haase, to approve Policy Resolutions No: A-01, A-02, A-03 (Confidentiality, Code of Conduct, Enforcement of Violations of the Association respectively).
Yea: Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstain: None
Motion Carried.
Motion made by Phyllis Haase, seconded by Peggy Cooney, to remove Joe Rametta from all committees
Yea: Ms. Cooney, Ms. Haase, Mrs. Harris
Nay: Mrs. Bruno, Mr. Kirk, Mrs. White
Non Vote: None
Abstain: None
Motion Failed.
A request to join the newspaper committee was presented. As there are currently no positions available on this committee, it was the consensus of the Board that this request would be denied.
The meeting was adjourned at 6:40 p.m.
Respectfully submitted:
____________________________
Bernadette Bruno, Secretary
As prepared by Ms. O’Neil
Motions March 20, 2010
Motion made by Bernadette Bruno, seconded by Karen White, to appoint Debora E. Boyle, CPA, of Weseloh Carney and Company as our Judge of Elections for 2010 as per proposals dated March 4, 2010, and March 19, 2010.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstain: None
Motion Carried.
Motion made by Bernadette Bruno, seconded by Phyllis Haase, to add 20% collection costs to all delinquent accounts when civil action begins and to add actual attorney fees that are incurred regarding collection efforts.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris
Nay: Mr. Kirk, Mrs. White
Non Vote: None
Abstain: None
Motion Carried.
Motion made by Karen White, seconded by Robert Kirk, to amend the motion of February 20, 2010, to read, “to contract Integrated Technologies to replace and install surge protectors and Weather Enclosures for the installation fee. Cost not to exceed $12,000 and enter a three year maintenance agreement for an annual fee of $2,304 pending legal review.”
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Karen White, seconded by Bernadette Bruno, to rescind the motion of February 20, 2010, regarding Attorney Borden’s agreement.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Bernadette Bruno, seconded by Robert Kirk, to terminate the retainer agreement with Attorney Borden effective April 11, 2010. All property will be returned to Young and Haros by this date.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Phyllis Haase, seconded by Bernadette Bruno, to accept the minutes of February 20, 2010, Board of Directors meeting, as amended.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Phyllis Haase, seconded by Janet Harris, to approve Finance Policy Resolution No: F-01 (Budget Process) with amendments to page two (2) to read October 1st and November 15th.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Peggy Cooney, seconded by Bernadette Bruno, to approve Administrative Policy No: A-05 (Delinquency Board/Candidate Policy).
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstained: None
Motion Carried.
Motion made by Karen White, seconded by Phyllis Haase, to move to Executive Session and will return.
Yea: Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstain: None
Motion Carried.
Motion made by Bernadette Bruno, seconded by Phyllis Haase, to approve Policy Resolutions No: A-01, A-02, A-03 (Confidentiality, Code of Conduct, Enforcement of Violations of the Association respectively).
Yea: Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, Mr. Kirk, Mrs. White
Nay: None
Non Vote: None
Abstain: None
Motion Carried.
Motion made by Phyllis Haase, seconded by Peggy Cooney, to remove Joe Rametta from all committees
Yea: Ms. Cooney, Ms. Haase, Mrs. Harris
Nay: Mrs. Bruno, Mr. Kirk, Mrs. White
Non Vote: None
Abstain: None
Motion Failed.
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