A Pocono Country Place Property Owners Association, Inc.
Board of Directors Meeting
April 17, 2010
The Board of Directors meeting was held Saturday, April 17, 2010, in the E-clubhouse.
The President called the meeting to order at 10:08 a.m.
The Secretary called the roll.
Present were Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, and Mrs. White
Also present was Mr. Kimble, Community Manager, Ms. O’Neil, Director of Administration, and Chief Yeager, Director of Public Safety.
BOARD APPOINTMENTS
Mrs. Harris announced that there were three vacant Board appointments. The Board voted via anonymous ballot.
Motion Apr10-1
INTRODUCTION OF CANDIDATES
Elsie Kenny, Chairperson of the Election Committee, introduced the candidates for the election for the Board of Directors for 2010-2011: Michael Peterson, Phyllis Haase, CarolLee Kidd, Harry Williams, John Eden, Eileen Lawrence, and Cindy Rametta. Ms. Kenny stated candidate Gail Foster was not present due to family matters.
Candidate Norma Padilla-Riss arrived at 10:19 a.m.
The candidates picked numbers for the line up of presentation. The final line up was as follows:
1 - Eileen Lawrence
2 - Phyllis Haase
3 - CarolLee Kidd
4 - Harry Williams
5 - Cindy Rametta
6 - Gail Foster
7 - Norma Padilla-Riss
8 – John Eden
9 – Michael Peterson
Personal statements from each candidate will be in the newsletter and will be in the election package. Mrs. Kenny thanked the election committee members. It was also stated that a policy and procedure manual will be developed for next years elections due to the changes in the election process.
MINUTES
Motion Apr10-2
Motion Apr10-3
Motion Apr10-4
TREASURER’S REPORT – ROBERT KIMBLE
Mr. Kimble reviewed the financial reports and explained new breakdown of accounts. Collection efforts have been modified and cash collections have increased. Payment agreements are broken down into current year and past year’s balances.
A candidate for the seasonal Activities Coordinator will be hired soon.
Breakdown of supplies for all departments will be reviewed as some areas appear high.
It was requested that a breakdown of the increase in collections be broken down to illustrate what percentage is attributable to the $20 increase and what percentage can be attributed to the increased collections efforts.
MANAGEMENT REPORT – ROBERT KIMBLE
Motion Apr10-5
Motion Apr10-6
A motion was proposed by Mr. Kimble regarding the allocations of the refund of insurance premiums to be put into contingency accounts to keep the funds on the P&L and not on the balance sheets. This issue will be tabled until May’s meeting.
Maintenance Report – Robert Kimble for John Rusbarsky
RFPs are needed for the clubhouses, H Clubhouse being priority. There is concrete work that must begin as soon as possible at H pool. H pool/clubhouse will be done prior to the season and the other clubhouses will be reviewed post season.
A discussion regarding the concrete work needed for the H Pool resulted in the call for a special meeting on Thursday April 22, 2010, to accept a proposal once clarification is obtained regarding the work outlined in the proposals.
Proposals for a truck replacement were presented to the Board for review and discussion at next month’s Board meeting.
Public Safety – Chief Yeager
Chief Yeager reviewed the statistics in the membership packets.
Chief Yeager contacted the state dog warden and two of the dogs that were being held were removed and there are currently none.
The Association hosted a Public Safety workshop which has led to an increase in applicants for Public Safety.
During Safety Week at Dorney Park the Public Safety department has been asked to attend with a few of our officers and our vehicles. APCPPOA was the only private community invited to attend. Chief Yeager requested approval for officers to attend and the Board unanimously agreed. Chief Yeager will also make arrangements for activities in the community during Public Safety week.
Pocono Mountain Regional Police Department has increased their presence in our community.
COMMITTEE REPORTS
Liaisons presented committee reports.
It was suggested that a sub-committee of the Environmental Committee could be formed to assist with the animal issues in the community.
It was announced that the Brunch Bunch would be held at the J Clubhouse at 11am on May 16th.
Ms. Kenny announced that there were some changes with the candidates scheduling. Meet the Candidates will be May 17th from 7-9 and May 22nd from 6-8. There will be no meeting with the candidates and the Judge of Elections, the election committee will meet with the JOE.
The format for the Meet the Candidates will be determined and Mr. Kimble announced that candidates can be filmed and put on Channel 80.
There was a break at 12:08 p.m. and the meeting resumed at 12:26 p.m.
NEW BUSINESS
Field Day
This year marks the 35th anniversary of the Association and the theme for Field Day will be a throwback to the 70’s. Plans will be made to have rollback family friendly prices and a wide assortment of games and entertainment. Mr. Kimble will be looking for sponsors from local vendors and banks for this event. All committees were welcomed to take part in assisting with the planning of this event.
Committee Code of Conduct
Motion Apr10-7
Directed Proxy and Voter Member Designation Forms
Motion Apr10-8
Clubhouse Reservation Form
Motion Apr10-9
RFPs on Clubhouses
This issue will be revisited next month.
E Clubhouse - Pennoni will be meeting with Administration regarding drawing up a plan for the E Clubhouse bathrooms to bring them into compliance.
H Bathouse - Depending on cost factors of repairing the damage at the bath house, a new bath house may be built. Estimates will be obtained for both.
J Clubhouse – No work will be done this year.
K Lake Proposals
Will be presented at the May meeting.
Revised Fine Structure
This will be presented in May.
Welcome Center Sign
Mr. Kimble explained the plans for the new structure to house and protect the new sign. Bids will be obtained for this work.
Motion Apr10-10
Water Lines
Administration will work with PAW regarding water lines for the landscaping at the front gate area.
Motions
Motion Apr10-11
Deedback Policy
Ms. O’Neil presented a policy created by Attorney Haros for properties that the Association is interested in taking back when residents have expressed interest. If properties are free and clear of any liens, they can be considered for deedback and the property owner will assume any costs involved.
Board Correspondence
Motion Apr10-12
Bus Tickets
Ms. O’Neil presented a service Pocono Pony is offering to the youths of the community. They will offer a pass for $35 that will be good for the months of June, July and August. They would like to have a bus on premises available to our residents to sell these passes. It was the consensus of the Board to allow the use of the parking lot by Administration May 19th and 20th and this service will be advertised on all available media outlets.
Committee Requests
There was a request for a phone line for the President of the Association. This will be addressed.
There was a request for a complaints phone line. Mrs. White recommended we keep this process in writing and that the complaintant remain confidential. There are already forms for this process.
There was a request for a residential informational page similar to classifieds for the website. This would not publicize outside events, only events of residents. It would be password enabled and real names/lot numbers for access. It was the consensus of the Board to start this.
Fun Bingos were requested by the Recreation Committee for use for food and prizes. There could be a reduced rate for food bought from the kitchen for these dates as well. Mr. Kimble will work with the committees regarding fun bingos.
Public Safety SOP
This is being reviewed by legal and will be presented once legal makes recommendations.
Motion Ratification
Motion Apr10-13
Bylaw Amendments
The Board will accept written comments from homeowners regarding the proposed Bylaw Amendments.
Member Comments
A period for member comment was held for members to make comments to the Board.
Motion Apr10-14
The meeting was ended at 2:25 p.m. The meeting reconvened at 6:07 p.m.
The Secretary recalled the roll.
Present were Mrs. Bruno, Ms. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan and Mrs. White
Also present was Mr. Kimble, Community Manager and Ms. O’Neil, Director of Administration.
Motion Apr10-15
The meeting was adjourned at 6:10 p.m.
Respectfully submitted:
____________________________
Bernadette Bruno, Secretary
As prepared by Ms. O’Neil
Motions April 17, 2010
Motion Apr10-1 made by Bernadette Bruno, seconded by Karen White, to appoint the following individuals to fill the three (3) vacant Board positions for the remainder of the term until June 2010.
Eileen Lawerence
NatashaLazor
Donald Sullivan
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motion Carried.
Motion Apr10-2 made by Phyllis Haase, seconded by Karen White, to approve the minutes of the Board of Directors meeting of March 20, 2010.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mrs. Lazor, Mr. Sullivan
Motion Carried.
Motion Apr10-3 made by Phyllis Haase, seconded by Karen White, to approve the minutes of the Board of Directors meeting, Executive Session of February 20, 2010.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mrs. Lazor, Mr. Sullivan
Motion Carried.
Motion Apr10-4 made by Phyllis Haase, seconded by Karen White, to approve the minutes of the Board of Directors meeting, Executive Session of March 20, 2010.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mrs. Lazor, Mr. Sullivan
Motion Carried.
Motion Apr10-5 made by Karen White, seconded by Phyllis Haase, file for Class 6 status on the following lots: E333, G366, J325, J400, J446, J522, K508, L066, L418. These lots will be used for storm water management, snow removal and other Association needs.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Motions April 17, 2010 – Cont’d
Abstain: None
Motion Carried.
Motion Apr10-6 made by Phyllis Haase, seconded by Karen White, to accept the revised Employee Manual reviewed by legal counsel and updated to be compliant with the law and to include definition of full time employee to be employees that regularly work a 40 hour work week.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mrs. Lazor, Mr. Sullivan
Motion Carried.
Motion Apr10-7 made by Janet Harris, seconded by Phyllis Haase, to approve Administrative Policy No. A-04, Committee Member Code of Conduct
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motion Carried.
Motion Apr10-8 made by Janet Harris, seconded by Karen White, to approve the homeowner Directed Proxy and the Voting Member Designation Form.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mrs. Lazor, Mr. Sullivan
Motion Carried.
Motion Apr10-9 made by Karen White, seconded by Peggy Cooney, to approve the revised Clubhouse Rental Agreement that has been reviewed and amended by legal counsel to include a License Agreement.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mrs. Lazor, Mr. Sullivan
Motion Carried.
Motion Apr10-10 made by Bernadette Bruno, seconded by Peggy Cooney, to clarify the color stipulation in Motion Nov09-3 from the November 21, 2009 meeting. While repairing the community’s welcome sign, the color scheme will be opposite of the original color design and will be a maroon background with green trim with gold writing.
Motions April 17, 2010 – Cont’d
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Mrs. Lazor, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: Ms. Lawrence, Mr. Sullivan
Motion Carried.
Motion Apr10-11 made by Bernadette Bruno, seconded by Karen White, to rescind Motion Oct06-4 dated 10/14/06 regarding maintenance of motions (see attached). Motions will be maintained in annual folders to be kept in Administration in a safe. All motions will continue to be tabbed and indexed. Only one copy will be maintained by the Association.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motion Carried.
Motion Apr10-12 made by Karen White, seconded by Bernadette Bruno, to approve Administrative Policy No. A-06, Board Correspondence.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motion Carried.
Motion Apr10-13 made by Bernadette Bruno, seconded by Karen White, to ratify the motion of April 1, 2010, to appoint Robert Kimble as the new Community Manager.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motion Carried.
Motion Apr10-14 made by Peggy Cooney, seconded by Karen White, to recess and adjourn to Executive Session, to return to open upon completion.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motions April 17, 2010 – Cont’d
Motion Carried.
Motion Apr10-15 made by Bernadette Bruno, seconded by Phyllis Haase, to rescind all policy related motions made prior to January 1, 2005 at the recommendation of legal counsel.
Yea: Mrs. Bruno, Mrs. Cooney, Ms. Haase, Mrs. Harris, Ms. Lawrence, Mrs. Lazor, Mr. Sullivan, Mrs. White
Nay: None
Non Vote: Mr. Kirk
Abstain: None
Motion Carried.
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