** THERE WAS NOT A QUORUM FOR THE NOVEMBER BOD MTG.
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***PLEASE NOTE: BOD MTGS FOR AUGUST & SEPTEMBER WERE CANCELLED DUE TO LACK OF A QUORUM <Ţ>
POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING
SUNDAY, JULY 17TH, 2011
1. Call to Order
Ted Wetzel, President called to order the regular meeting of the board of the Pocono Mountain Water Forest Community Association at 9:11 am in the Pocono Mountain Water Forest Clubhouse.
2. Roll Call
· Laurie Accetta
· Nino Como
· Mary Lou Corbett
- David Curiale
- Bill Frobose
- Jane Opfer
- Sandra Penamonte
- George Radcliffe
- Bill Smart
- Ted Wetzel
- Frank Wydner
Absent were:
· Paul Cuccolo
· Joseph Fraggetta
3. Approval of Minutes
Motion to accept June minutes by Laurie Accetta. Second by David Curiale. Motion passed.
4. Presidents Report
Ted Wetzel stated that he has made some calls to the D.E.P. regarding the stone in back. He is still waiting for some return calls regarding that situation.
Also, Ted reiterated that the Lakefront property issue is going in front of a Judge at 9:30 am on July 25th. He had previously been told that this would be taking place in Monroe County but has now been informed that it will happen at the Pike County Courthouse. This hearing is open to everyone.
5. Treasurers Report
Mary Lou Corbett stated that we received $91,000 in current dues in the month of June and $9000 in past dues. There was some discussion regarding the collection of past dues. David asked about the service charge on the four and two payment plans. There was some discussion and it was decided that the first payment of the two or four payment plan should not incur a service charge, only the payments following.
Bill Frobose made a motion to accept the Treasurers Report. Second by George Radcliffe. All in favor, motion passed.
6. Committee Reports
A) Roads
Bill Frobose reported on the roads.
Bill has gotten proposals from two companies for Fern Drive and Woodland Drive. For Fern Drive, the prices are as follows: Cavage proposed a cost of $22,210, Wayco a cost of $35,812. For Woodland Drive: Cavage’s price would be $14, 472 and Wayco’s proposed price is $7,408. Bill said that perhaps we should consider splitting up the work and giving each company some of the work. He will ask for a motion later in the meeting for funds to cover this. Serena Janovsky inquired about Maple Ridge Road. Bill said he is aware of the condition of Maple Ridge and does plan on addressing it in the future. David mentioned that the tar on Lakewood Drive is bleeding through and causing difficulties for residents. Bill replied he is aware and Wayco has told him they will be placing stone and sand on Lakewood.
B) Maintenance
Bill Frobose reported on maintenance.
Bill said that Martin has done some repairs on the playground area. We are just waiting for sand to be delivered. Bill mentioned that Martin will be on vacation this week so if the Sand gets delivered before he returns; someone will take care of it.
Ted said he may have someone on the work force program that can help us out. It is a program for non-profit organizations and if we qualify, the work would be done for free by the person on the program. Ted and Mary Lou said they will check into it.
C) Building
Ted Wetzel reported on building
There is nothing to report.
D) Recreation
Laurie Accetta reported on recreation.
Laurie said that as every one is aware we are planning a clam bake and pig roast for August. She said she did not think it was necessary to only have members in good standing attend, that we should open the event up to all members and their guests since we are charging and asking that they bring a dish. Ted disagreed and said that when a member is not in good standing they are not allowed to use the amenities so they should not be allowed to participate. There was much discussion regarding this issue.
E) Security
David Curiale reported on security
David said that Martin will be replacing the pipe in the gate as soon as he is able. Ruth said she had spoken to our security company and in order to fix it properly and be able to activate the cards we would need to replace the system because the equipment is out of date and this could cost upwards of $15,000. Bill Frobose mentioned that Gate was attacked with an ax. When the association tried to get it fixed, we were told at that time that the parts were obsolete and now we are being told the same. There was some discussion on the issue and it will be looked into further. Bill Smart volunteered to work on trying to activate new cards.
David mentioned that we have put an ad in the Dispatch for security. He is interviewing two candidates tomorrow. He also mentioned that we have a community member who is willing to volunteer his time. He is a retired police officer. The resident did catch some kids taking items that did not belong to them.
The State police have been in a few times. There have been some break ins of vehicles.
Josef has been covering fuel expenses on the security vehicle and having to be reimbursed. Mary Lou will set up a card for gas so we have more ability to get fuel when it’s needed.
7. Old Business:
a) Credit Card
Ruth has not had a chance to check into buying terminals but will do so by our next meeting.
b) AOCA Meeting
Some of the things discussed at the most recent AOCA meeting were emergency action plans, which every community should have. We do have one but it has not been updated in some time. Another subject was house bill 202 regarding reimbursement for community associations. There is reimbursement for Associations in NJ.
Jane said the next AOCA meeting will be in Tanglewood. It is always the second Thursday of the month and all are welcome to attend.
8. New Business:
No new business.
9. Motions
Bill Frobose asked for a motion to allow up to $30,000 covering repair of Fern and Woodlands Drive. After some discussion, Mary Lou Corbett made the motion for up to $34,000 Jane Opfer seconded the motion. All in favor. Motion passed.
10. Comments from Community
No community comments.
11. Adjournment
The June 2011 meeting of the Board of Directors was adjourned at 11:15am.
Motion to adjourn: Frank Wydner, seconded by George Radcliffe.
POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA BOD MONTHLY MEETING
SUNDAY, JUNE 12TH, 2011
****08-04-2011 CORRECTION IN THE JUNE 12TH MINUTES: IT WAS STATED THAT MARY LOU CORBETT WAS NOT TREASURER IN 2008 AND 2009. THIS INFORMATION IS INCORRECT. MARY LOU WAS TREASURER DURING THAT TIME.
1. Call to Order
Ted Wetzel, President called to order the regular meeting of the board of the Pocono Mountain Water Forest Community Association at 9:10 am in the Pocono Mountain Water Forest Clubhouse.
2. Roll Call
· Laurie Accetta
· Mary Lou Corbett
- David Curiale
- Bill Frobose
- Michael Manheim
- Jane Opfer
- George Radcliffe
- Bill Smart
- Ted Wetzel
- Frank Wydner
Absent were:
· Nino Como
· Paul Cuccolo
· Joseph Fraggetta
· Sandra Penamonte
3. Approval of Minutes
Motion to accept May minutes by Frank Wydner. Second by Mike Manheim. Motion passed.
4. Presidents Report
Ted Wetzel stated that the boulders have been moved. The Pike County Conservation District has some concerns over the stone on the road in the back. Ted stated that we may do more damage than good if we move the stone so he is going to check with the D.E.P. and see what they think should be done.
Also, Ted received a letter from our Attorney Marshall Anders that the Lakefront property issue is going in front of a Judge in Monroe County at 9:30 am on July 25th. Ted will try to be present for this. The presence of our community is not mandated but would still be a good idea for him to be there. The judge may make a decision at that time or tell us that we will know in thirty days time. Jane will try to go as well.
5. Treasurers Report
Mary Lou Corbett informed the members present that we have had some difficulty with the IRS. The situation that they are questioning stems from 2008 and 2009. Mary Lou Corbett was not treasurer at that time. The IRS is showing that PMWF paid a total of wages in 2008 amounting to $112,760.27 all of the records that PMWF has reflect a total of $98,155.70. This includes W-2 forms and 941 forms along with all four quarters of the quickbook payroll records for that time period. We sent everything to the IRS and Mary Lou contacted them by phone. They are holding $11,073.19 of our (Wells Fargo) account hostage until they receive all of the documents that they were sent. For 2009 they simply never received payment of $475.81. Payment was sent to them (sent electronically and confirmed) as soon as we received their notice, and is now resolved. Also the IRS received $2500 from PMWF in payments at one point and they were unsure as to where to apply the payment. We have resent them supporting documents for that as well.
Mary Lou said that at the end of the fiscal year we had $29,830.95 left in the budget. She stated that this should have been $39,830.95 because we started on the roads in May and $10,000.00 came out of last years budget but should come out of the 2011-2012 budget instead.
Mike Manheim made a motion to accept the Treasurers Report. Second by Bill Smart.
6. Committee Reports
A) Roads
Bill Frobose reported on the roads
Bill has contacted Wayco about tar coming up on Lakewood Drive. They are going to spread sand on the road and this should help the situation. They will probably be doing it by hand. Wayco told Bill that it is actually a good thing for the road that the tar is seeping through. That shows that it is sealing well.
Bill has been getting bids for Fern in the area that is washed out. Also there is a damaged culvert pipe that needs to be replaced.In that area the road needs to be raised as well. He is loooking into seal coating Woodland Drive. He has gotten a price of $201/ton with approximately 250 tons of black top needed, he is estimating a cost of $2750 for Woodlands drive.
Bill stated that he is waiting to make any further decisions regarding the roads and patching until he gets the prices on the aforementioned projects.
B) Maintenance
Bill Frobose reported on maintenance.
Ted Wetzel mentioned that new light bulbs are needed in the clubhouse. Bill said he will get that taken care of. Jane inquired about increasing maintenance staff for the season. Bill mentioned that perhaps some of the lifeguards could help with cleaning up as they have in the past. Bill mentioned that PMWF does have a lawn-vac, perhaps that could be of use in cleaning up the property. Bill mentioned that Martin is still a working on the back room. The paneling is coming along. Bill mentioned also that the toilet in the mens room needs to be repaired. He will let Martin know. Jane said that the mailboxes need to be painted and the property needs some sprucing up. Bill said Martin is good about calling and asking what needs to be done and often has the job completed before he is asked.
C) Building
Ted Wetzel reported on building
There is nothing to report.
D) Recreation
Laurie Accetta reported on recreation.
Laurie said that PMWF may start movie night up again. She mentioned also the possibility of starting up volley ball some nights as well. She is looking at August 6th for the Clam Bake and may combine it with the Pig Roast. She said we will send out postcards to residents informing them of summer events.
E) Security
David Curiale reported on security
David informed everyone present that PMWF received payment for the breaking of the gate. We have sent a deposit to 1st Alarm and they will be setting up a date to repair it.
There is another court date on June 16th for which Josef and Ruth will represent the Water Forest again.
There have been several incidents of theft from vehicles. Most of these have been vehicles left unlocked. Ted mentioned that he is aware of some one close to him that had money taken from the vehicles. David said that he suspects that the thieves are casing the community and looking for opportunities to commit these crimes. He also thinks that they watch and wait for Josef to go off duty to begin their criminal activities. All present agreed that people should be more diligent in protecting their homes and vehicles by keeping them locked.
David suggested that PMWF hire an additional security officer, preferably ACT 120 certified. The new employee would be hired solely for nights. He suggested that if these criminals realized we had more security on at night the break-ins would diminish or stop altogether. There was some discussion regarding the hiring of a new security staff member and Josef’s hours as they stand.
David made everyone present aware of the fact that Josef is going to require serious surgery in August. He is going to need some time off and support from every one.
David stated that the office alarm went off on Saturday morning at approximately 9am. He and Josef could not shut it down and had to call the security company to shut it down.
7. Old Business:
a) Credit Card
There was some discussion regarding the pros and cons of having a credit card machine to process payments. Bill Frobose asked if there was any way that it could be done at a lesser expense for the community. He suggested for example that we could check into processing payments directly through the bank. This would save us having to buy a terminal which seems like it might be costly. Ruth said she will check in to this.
b) AOCA Meeting
Due to a severe storm, Jane was not able to attend the most recent meeting.
c) Pool
Jane inquired as to the hours of operation last year for the pool. Nobody was certain. Ted asked how many lifeguards will be hired. The answer was uncertain. There is to be a meeting of all of the applicants this afternoon and Laurie will know better at that time. There was some discussion regarding the pool and hiring of the lifeguards.
d) Playground
Bill Frobose showed the members present some of playground equipment that was ordered. He did a lot of research and obtained these pieces for very good prices. There are three spring riders (ponies) that he will put together. There is a “merry go round” powered by foot pedaling. The association already is in possession of a climbing wall, a tire swing and two tube slides which will be put together by Bill with some help.
Ted mentioned that Scott Schlegel will be helping with the playground as well.
8. New Business:
No new business.
9. Motions
No Motions
10. Comments from Community
No community comments.
11. Adjournment
The June 2011 meeting of the Board of Directors was adjourned at 10:45am.
Motion to adjourn: Mike Manheim, seconded by Bill Smart.
POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING
SUNDAY, MAY 15TH, 2011
1. Call to Order
Ted Wetzel, President called to order the regular meeting of the board of the Pocono Mountain Water Forest Community Association at 10:45 am in the Pocono Mountain Water Forest Clubhouse.
2. Roll Call
- Paul Cuccolo
- David Curiale
- Bill Frobose
- Michael Manheim
- Jane Opfer
- Sandra Penamonte
- George Radcliffe
- Bill Smart
- Ted Wetzel
- Frank Wydner
Absent were:
· Nino Como
· Mary Lou Corbett
· Joseph Fraggetta
· Laurie Accetta
3. Approval of Minutes
Motion to accept March minutes by Paul Cuccolo. Second by Frank Wydner. All in favor.
4. Presidents Report
Ted Wetzel stated that Laurie and he will be reviewing the Life Guard applications and interviewing the applicants. Bill Frobose mentioned that at least four that he is aware of will be returning to college before Labor Day.
Ted also mentioned that the Pike County Conservation District has told him that we need to pull back from the edge of the lake. He is going to check it out and contact the DEP for a second opinion. Ted noted concern that pulling back would do more damage than good.
He also mentioned that he had spoken with some residents regarding the repair of the roads, particularly Woodlands Drive and Fern Drive.
5. Treasurers Report
Mary Lou Corbett was absent today so the Treasurers report was deferred to the General Meeting set for this afternoon.
6. Committee Reports
A) Roads
Bill Frobose reported on the roads
Bill mentioned that there is some concern about oil coming up on Lakewood Drive. He said that last year Wayco used a product that may melt a bit more in the sun but over all is a much better product. He will ask Wayco to put more stone on Lakewood to absorb the oil.
B) Maintenance
Bill Frobose reported on maintenance
Bill reported Martin has been working on improving the back room with some new paneling and trim.
C) Building
Ted Wetzel reported on building
There is nothing to report except for the renovation of the home next door to Ted.
D) Recreation
Laurie Accetta was absent, no recreation report.
E) Security
David Curiale reported on security
David said that things have been pretty quiet. There have been some complaints about people seen driving around at four in the morning. Josef came in to investigate and found that there were newspaper deliveries being made at that time with the car that had been described. Also David said that there have been a few complaints regarding off road vehicles. He explained that Josef has been told that he cannot chase these people if they don’t stop when instructed to because it becomes a liability. If they stop only then he is able to approach them. David said that generally when residents call in to complain about these vehicles they unfortunately have not had enough if any information to follow up with.
Ted mentioned that speed bumps are going to be placed in front of the clubhouse and ball fields. This should help deter speeders through that area.
David let every one know that Josef and Ruth went to court on behalf of the Association. This was regarding the breaking of the gate in February. We did get results. First Alarm will get the office an estimate for the cost of the repair. The amount will be passed on to the offender and if they do not pay we will return to court.
Josef did have an encounter with a resident who was very nasty until she realized she was being recorded. She then changed her tune.
POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING
SUNDAY, MARCH 20TH, 2011
1. Call to Order
Ted Wetzel, President called to order the regular meeting of the board of the Pocono Mountain Water Forest Community Association at 9:12 am in the Pocono Mountain Water Forest Clubhouse.
2. Roll Call
- Laurie Accetta
- Paul Cuccolo
- David Curiale
- Bill Frobose
- Michael Manheim
- Jane Opfer
- George Radcliffe
- Bill Smart
- Ted Wetzel
- Frank Wydner
Absent were:
· Nino Como
· Mary Lou Corbett
· Joseph Fraggetta
· Sandra Penamonte
· David Sales
3. Approval of Minutes
Motion to accept January minutes by David Curiale. Second by Bill Frobose. All in favor.
4. Presidents Report
Ted Wetzel gave an update on the Lake Front property Lawsuit. He is has been working in conjuction with Marshall Anders towards a resolution. There have been no problems to speak of in the community lately. Ted mentioned that a decision needs to be made regarding the budget in preparation for the general meeting in May. He also brought up the unfortunate fact that David Sales must be removed from the Board of Directors.
5. Treasurers Report
Mary Lou Corbett was absent but did fax over a report for review.
In February we took in $8968.63 in community dues. We have a balance currently of $9,927.81 in our Wachovia checking account and $46,519.07 in The Dime account.
Motion to accept treasurer’s report by Michael Manheim. Second by David Curiale. All in favor.
6. Committee Reports
A) Roads
Bill Frobose reported on the roads
Soon after April 1st, patching should begin on roads. Bill anticipates that the community will be spending about $100,000 on the roads in the coming year. Bill has contacted Wayco and they have increased their price per tonage. He will reach out to other contractors but most likely we will continue with Wayco. The work that was done in the spring and summer of 2010 is holding up but there are other areas that need to be repaired.
B) Maintenance
Bill Frobose reported on maintenance
Bill reported that the pickup truck has had an estimate of about $1600 to repair from Kelly’s Automotive. We will bring it in for another estimate with Wrenches and see what they come up with.
C) Building
Ted Wetzel reported on building
There is nothing to report.
D) Recreation
Laurie Accetta reported on recreation
There have been residents asking about an Easter Egg hunt. Laurie said she will set that up. Nothing else to report.
E) Security
David Curiale reported on security
David stated that the gate had been fixed and one night later, a renter of one of the homes in the community broke the gate. The police have pressed charges. The same offender also had some dogs running loose intimidating neighbors. The dog warden was called by a neighbor and also by the office so hopefully that situation will be resolved.
Josef had another encounter with an abusive resident. The video camera for Josef has been ordered. Ted said he will check with Mr. Anders (our attorney) to find out what if anything our responsibility is when it comes to recording residents’ interactions with security.
7. Old Business:
a) Billing:
The third and final notice to residents who have not paid any dues towards this fiscal year and beyond went out last month. We have gotten a very good response.
b) Mailing of Budget and Ballots
Ted said we will be sending out a brief letter with the budget, resumes and ballots. This will go out when the budget is ready.
8. New Business:
a) Use of Fields:
Ted said we do have requests for use of the fields but we don’t have proof of insurance yet. Those requesting use of the fields and tennis courts must have proof of insurance. Once we have proof of insurance we can approve use of the fields and tennis courts for two week days per week. The field can only be used for teams on weekdays so that they are open for use of community members on the weekends.
b) Want Ad for Lifeguards
Laurie Accetta mentioned that we should put an ad in to the Pike County Dispatch for life guards soon. The assembly was in general agreement on this.
c) Resumes for Board of Directors
Ted mentioned that we have five openings on the Board of Directors and we have received four resumes.
d) Playground and Pumphouse
Bill Frobose brought up the fact that the pumphouse will need to be repaired as the block house is being pushed off the foundation. Also we will have to get more sand for the playground, expand the playground and get more equipment for it.
e)New Budget
Ted brought up that we need to discuss to outcome of the budget committees findings thus far. The budget committee along with reccomendations from our accountant has come to the definitive conclusion that the dues this year need to be increased if we are to continue to provide current services. There was much discussion and the main consensus was that on the ballot should be two choices:
1) No increase with loss of services or 2) increase to $775 which would be a three percent CPI cost increase (CPI meaning Consumer Price Index which reflects increased cost of living)
9. Motions
Jane Opfer made a motion that the proposed budget be put on the ballots as the choices mentioned above. Michael Manheim seconded the motion. All in favor. Motion passed.
10. Comments from Community
No community members present.
11. Adjournment
The March meeting of the Board of Directors was adjourned at 10:55 am.
POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING
SUNDAY, JANUARY 16, 2011
1. Call to Order
Ted Wetzel, President called to order the regular meeting of the board of the Pocono Mountain Water Forest Community Association at 9:06 am in the Pocono Mountain Water Forest Clubhouse.
2. Roll Call
- Mary Lou Corbett
- Jane Opfer
- Bill Smart
- Frank Wydner
- Bill Frobose
- Ted Wetzel
- Michael Manheim
- George Radcliffe Jr.
- David Curiale
- Joseph Fraggetta
- Paul Cuccolo
Absent were
- Sandra Penamonte
- David Sales
- Antonio Como
- Laurie Accetta
3. Approval of Minutes
No Minutes to approve at this time. December meeting was cancelled due to icy conditions, November meeting was unofficial.
4. Presidents Report
Ted Wetzel has received a letter from the Conservation district regarding the road in back. They are requesting that we pull back some of the stone by markers A5 and A6 behind the line. Ted will be working on that right away to get that done. The Conservation District will re-inspect and that will be the end of this issue. Jane Opfer asked if it could wait until spring. Ted said he will have to see. He has to go back out and look at the markers to get all the exact details of what needs to be done and where. He will check into it. We should not need a permit. This will certainly save the community some money and time. Bill F. asked if that was marked when they did the delineation. Ted answered yes, everything was marked. We did two delineations, one pre-existing and one with the new one. They’re combining them and they are working with us on that.
Ted mentioned that the property next door to him is vacant. The property has been cleaned up; truck loads of debris have been removed. The bank is asking $17,000.
Ted has met with our attorney a couple of times since we have been together. Since the last meeting, he has done quite a few depositions regarding lake view properties. We are in good shape right now. We will need a motion to continue our course with regard to the lake view properties. Bill F. asked if all parties involved have been approached. Ted answered not all, the main few that started the whole thing have been approached and we’re waiting to see what happens with this and when we can take another step, if we need another step.
Ted also spoke with Mr. Anders regarding dues collections. He is recommending that we avoid hiring a collection company or attorney regarding this issue; we should take the ten to twelve property owners with the largest debt and bring them to the magistrate for a judgment.
Liens are not as effective as judgments; we would have to wait until property is sold.
Mary Lou mentioned that we’ve always gone through the magistrate in the past.
Ted explained that a Judgment gives us more leverage than a lien.
Tom Janovsky (Community Member) Asked if we would be going after every one that is delinquent.
Ted answered that is yet to be determined.
Mr. Janovsky inquired about some Board Members not being in good standing.
Ted replied that he spoke with Mr. Anders regarding this as well. He was advised that they cannot be removed from the Board of Directors if they are a little behind in their dues. He said if we can give everyone else the consideration to make timely payments, we can give that consideration to Board Members as well.
Jane Opfer read the section of the bylaws pertaining to Board Members being in good standing.
Ted answered that Mr. Anders knows what’s in the bylaws, he wrote them, has a copy of them and said we can give Board Members the same courtesy as our community members. It’s up to the Board if we want to give that courtesy or not.
Mr. Janovsky commented that as long as they have made arrangements and they are making attempts to pay, that’s understandable.
Jane said she was surprised how within five days there was a notice on the board,” why should we pay our dues, eight board members haven’t paid theirs’” If that’s going to be the attitude, that’s not going to help the association whatsoever.
Ted said, “I’m not surprised because I just find it absolutely unbelievable how people find things out before we even leave this room.”
Jane said she knows and she's heard other property owners say, "why should I pay my dues if the board members don’t?"
Mr. Janovsky said the question is from this side that you guys are setting the example of paying your dues and being on the board and serving the community. Other people are saying, hey I’m not going to pay my dues if some of the board aren’t paying their dues. You remember many years ago if you had a problem and you came to the board and said listen I can’t pay it in full, can I give you so much a month and that was the agreement, that was accepted by the Board but if you have board members that haven’t paid for months and now all of a sudden, it was their responsibility way back when to say hey Ted I’m having a hard time here not until it’s brought to everyone’s attention that there’s eight or ten Board Members delinquent
Bill Frobose: I think a few of those were because of discrepancies in the billing process. It wasn’t that they were just blatantly not paying.
M. Janovsky: Then what they should do is on the website or where ever the message can be seen that these issues have been resolved.
5. Treasurers Report
Reported by Mary Lou Corbett
For November and December, our main account balance is $59,000. We still have January payments to come in. Other than plowing we have had only regular monthly bills.
Bill Frobose mentioned that so far this year we’re ahead of last year, we have saved on anti skid. Hopefully that will continue.
Mary Lou said that we are using the Wachovia account to pay our bills and making deposits into the Dime account. Eventually Wachovia checking will be gone.
Tom Janovsky asked why we are changing banks.
Mary Lou answered because Wachovia is charging a lot in service charges.
Ted mentioned that he heard on the news that banks will soon be charging for teller use.
Mary Lou mentioned that we need to get a budget committee together.
Ted mentioned that we need to get a budget together for the new fiscal year.
Mary Lou said we should get the budget into the newsletter.
Motions to accept Treasurers report: Bill Frobose first, George Radcliffe second. All in favor.
6. Committee Reports
A) Roads
Bill Frobose reported on the roads.
The roads are being plowed. So far we are spending less on anti-skid than last year. Hopefully we won’t need to use too much more. Hopefully we will have a mild winter. The road repairs for this year have been completed. In the late fall a different grade of asphalt/tar was applied, a winter grade. Wayco has assured us that it is as good if not better than the material previously used.
Mr. Janovsky mentioned that it looks good and hopefully will hold up well in the spring thaw. He suggested if it holds up well maybe we should consider using it again next year.
Bill replied that that particular material can’t be applied until after November. What they usually use is a water based emulsion. This other product is new but it is supposed to hold up better.
Regarding the plan for next year of paving the roads that depends upon the budget. Woodlands Drive is a priority. There is a section of Woodlands Drive that has three or four holes in it and it is in very bad shape.
B) Security
David Curiale reported on security.
Things are still pretty quiet. There is not much going on. Josef is till working a variation of five to six hours a day. David fills in sometimes if Josef is out. David got some community watch signs which are magnetic. These can be placed on the outside of a vehicle. He sometimes places these on his vehicle and drives around the community to keep an eye out. David also put up some more signs at the bus stop regarding the movement of vehicles while the bus is there. He hasn’t gotten any more complaints as far as people pulling away while the bus is in the parking lot.
The new dvr system will be installed in the office this week, replacing the old vhs surveillance system. This is part of what was approved and allotted for at the October meeting.
Regarding the gate situation, he has gotten no help from the State Police.
He has five instances of the gate being broken. These instances were caught on the dvr. David showed the State Police but we that has basically gotten us nowhere. Right now the gates are still in an up position; he just doesn’t have the time right now to keep running back and forth to show the police the recordings if they’re not going to do anything. He has some new leads, he
has a community association lawyer and some different groups that he did some research on. He will be following up on these when he gets a chance.
He just has been very busy lately so he has not been able to spend the time on this that he wants to. He will be making some phone calls to see if there is more we can do to help us enforce the gates. Some one had mentioned going straight to the magistrate with it. That may be one option.
Josef has been putting them down and keeping watch on them at times. If he thinks someone is going to bump them or break them he flashes his lights to let the offending vehicle know he’s there. They just back up and drive away when they see him.
Tom Janovsky said he saw him one night at around two am on his way home and thought it was a good thing that Josef was there. He said he has seen in some communities they have where the gate comes down, on the end –but our concrete pillar is not big enough- they have a stanchion that just holds it where it goes in so that if they go to break through it if they see that they might think twice.
Ted said that he spoke with someone at the school district. They told him that if somebody takes off while the bus is still in the lot the bus driver can get us the plate number if they see it. They did not think that the police could help us though as we are a private community.
David said most likely it would be a community member and we could issue a citation.
Ted said we’ll keep an eye out, maybe the signs will help. He’s noticed they’re all over the place.
Tom Janovsky asked why the police are not helping when they used to. What has changed?
David said he has nothing to show that they ever helped us.
George Manheim mentioned that they used to help in the past. We did get results from them in the past.
Ruth (office secretary) said she can vouch for David. She was in the office a couple of times when the State Police came and they basically said they couldn’t do anything.
Tom Janovsky asked is there anything missing that we’re not doing right? Like filling out the right form or something technical?
David replied no, it’s done in a timely fashion and the video is clear as day. He fills out the forms that need to be filled out.
Tom Janovsky asked if David has copies on file.
David replied he has copies he can pull it up on the dvr at any time. He has every thing noted and the troopers’ names.
Bill Frobose asked David: Do they give you a report when they come?
David answered that three out of five gave him a report. The other two, they actually came to his house that night. He showed them the video. They said they’d go out to the car to check and did not come back in, they left.
Bill Frobose asked about the three that David got reports from; did they give you an address from the license plate or anything?
Dave answered no they did not. He did get the plate numbers though. The officers told him what communities the offenders lived in but did not give full addresses.
Mike Manheim suggested that we could ask the magistrate why the State Police are not responding.
Ted said is it possible that they we’ve called them too much and that’s why we’re not getting their help?
David said that could be but he himself hasn’t called them except for these situations.
Jane Opfer offered to bring the situation up at the next AOCA meeting that she attends, and ask for suggestions.
David said if Jane could find out what their method is as far as how to proceed with the troopers.
Jane said they won’t be meeting again until March but she will bring it up.
They are always looking for topics.
Bill Frobose mentioned that it seems ridiculous when they tell you it’s private property. If somebody breaks into your home, that’s private property also but they do address it.
Paul Cuccolo said that the Magistrate has to give a decision based on a police report so you have to have that to proceed. So if we have three police reports, we can go to the Magistrate and at least we would know whether or not we would get anywhere with them. If Jane takes this issue to a meeting one of the questions that they might ask is what have you done. We can say that the State Police were not able to help but we brought it to the Magistrate.
David said also it is a question of the cost too. If he tells an officer the cost is around three hundred dollars for example, suddenly the officer is a lawyer questioning the cost. They also start asking why we only have one gate up, saying we’re causing people to come in.
Ted said we’re not causing people to come in, there are signs posted at 739 David said I’ve shown them the sign that says no outlet.
George Manheim said why not tell them to put that in their report that they don’t think they should enforce this because we don’t have a gate on that end.
David said that it does depend on the officer that responds.
Tom Janovsky suggested that we take that information when we go to the Magistrate and maybe he might tell us to do something differently. He may help us with the three that we have police reports on.
Ted said that they will trust David’s judgment in what he decides to do.
David said he would definitely like in the spring to look into braces for the gate to hold it in place.
Paul asked if someone breaks through the gate with the brace on, is it going to do more damage to the mechanism on it?
Ted answered it will probably do more damage to the car.
David said it won’t do damage to the mechanism, it might break the actual arm, snap it off depending how it sits in.
Ted said but it would damage their car more.
Dave said it would. He has spoken to some of the other communities for suggestions. There is a particular trooper that they said they work with. He helps them in these situations. David said he will make some calls to her this week and see if she can help us out with that.
David said as far as new business there have been some new citations issued.
There have been some situations where one side Josef is telling him and one side the community member is telling him. There has been abuse (of Josef). He is not a good person to be in the middle of that he will leave it up to the rest of the board when we get to that. David is requesting a two dollar an hour raise for Josef. He has been here over a year and was told he would get a raise in a year by Pat Grillo when he was hired.
Ted said we will bring it up under new business.
C) Recreation
Ted Wetzel reported on recreation in the absence of Laurie Accetta.
The Christmas parties were cancelled due to lack of response.
Bill Frobose suggested a cabin fever party to be held end of February or beginning of March. He suggested having people bring finger food. Ruth has mentioned she can do karaoke. Maybe we can do it on the Saturday of Presidents Day weekend. It would be minimal expense to the community. Ruth mentioned David Sales might DJ for it if we asked. Bill said we could do a 50/50 again.
Jane mentioned that if we do this we have to find a way to advertise better and be ahead of it. People don’t really look at the billboards by the mailboxes. She suggested a March party so we have more time to prepare and get the word out.
Ted said let us know what you want to do and we’ll put it together.
Bill said he will speak with Laurie about it.
D) Building
Ted reported on building.
Nothing to report
E) Maintenance
Bill Frobose reported on maintenance.
Bill asked Ruth what hours Martin has been working. Ruth said she did not know off the top of her head but could get that for him. It depends on the pay period.
Bill said he has gotten the garage straightened up and cleaned up finally. He has not put in a lot of hours because there’s not that much for him to do. He’s been keeping up with maintenance, what ever need to be done.
Ted said maybe we can get the tools in the garage marked
Bill said he believes most of them are marked.
Ted said maybe he can inventory what we have so that we know what we need and if there’s anything that we can donate.
Bill said he’s not sure if we need anything, he thinks we have everything we need. We have a lot of equipment.
Bill said Martin works hard, gets a lot done.
7. Old Business:
a) Ted said we spoke about the newsletter. It should go out as soon as possible so we can get the resumes in. Then we can work on getting a budget together and get that into the next one which will have to go out quickly.
b) Lakeview properties: Ted said we will need a motion to continue, to approve the next step with the attorney.
Michael Manheim made a motion to approve the next step.
Jane asked what that involves.
Ted answered basically looking to do the summary, going to the Judge to make the determination. If the Judge sees in our favor then we are all done with it.
Bill Frobose mentioned that he thought we had already filed for attorney fees to be covered.
Jane said the Board of Directors voted a long time ago to go ahead with the procedures, whatever it took.
Ted said he wasn’t here at the time and just wants to be sure everyone is on board.
Jane said she thought that it had been decided from the beginning that we were going to take this to the end.
Bill Smart seconded the motion. All in favor.
8. New Business:
a) Credit Card Payments: Ted said that Ruth had mentioned possibly accepting credit card payments. He asked if this is something we could do.
Mary Lou answered it will cost us. She said people pay their taxes by credit card and it does not cost the Township anything. The taxpayer pays an additional two and a half percent on the amount of their payment.
David Curiale asked if we would have to pay for the machine.
Mary Lou answered she thinks we’d get it.
Ruth said she thinks the bank supplies the machine.
Ted asked if it wouldn’t pay for us to do this.
Mary Lou answered probably. We have two ways of doing it. With the taxes, it’s called official payments. She is not sure if they would do that with individual companies. That might be one way to do it. The stores pay a certain percentage of the purchase.
George Manheim asked if we can have a fee for using the credit card. He said that it will bring in dues that you probably would not get otherwise.
Mary Lou said we will find out what it costs.
Ted said we’ll find out what it costs and take it from there.
But if we’re going to be able to get eight hundred dollars from somebody who might not have paid otherwise and it costs twenty dollars to get it, it’s worth it.
b) New Attorney: We are not going with a new attorney at this time for collections. We are sending out the three mailings and see what results we get.
Mary Lou asked if we are into the second letter yet. Ruth answered yes they are going out this week. Tom Janovsky asked if we got any response from the first letter. Ruth answered we did, one hundred and twelve letters were sent out in the first mailing. For the second mailing we only sent out ninety one.
Ted said little by little we’re getting results. Paul inquired as to what the first letter said essentially. Ruth answered the first letter basically said,” this is a courtesy letter to remind you that you have not paid your dues, perhaps you have overlooked …etc.“ Ruth described the second letter as basically saying, this is your second letter, you are now seriously behind. It says also if you have a problem please call the office. The second letter is a little bit more aggressive. On both letters email and phone for the office are given. Paul asked if a deadline was given on the second letter for when they have to contact the office. Ruth answered no but it’s usually about thirty days and I wait until (for example on the second letter) the beginning of January to see if I’ve heard from everybody.
Jane Opfer asked if that total of ninety one includes all outstanding dues.
Ruth answered no, those are just residents who have paid nothing towards their current dues and or current dues owed plus previous dues owed.
Jane asked if any time after February 15th we will send out the third letter or are we giving it thirty days from the mailing of the second letter?
Ted said the third mailing should go out thirty days after date of second mailing. This should be sent with a thirty day warning. The mailing should be sent by regular mail and certified. He will get an updated list of outstanding accounts and we will go to the Magistrate. He said the Magistrate will take he believes between ten and twenty at a time. So we have to pick out the ones that we want to go after first because once they see that we are really serious, more will start to come in.
Jane said but those ten if they’re for two thousand dollars, at this point we could do them now, do the first ten the ones that are three years owing or more.
Ted said he will get a current list and then he’ll start picking out the ones to take to the Magistrate.
Tom Janovsky suggested basing it on who ever owes the most.
Ted said if someone owes us four or five thousand, we would not go after them first, I would go after those who owe us two thousand or more and then once the others see what’s going on, we go after them separately.
Tom Janovsky suggested that the way people talk, they would say things like,” hey you know so and so owes four thousand but you owe a thousand, why are they going after you?” If you just start from the most owed, even though it will take a little bit, they have the most to lose, whoever owes the most.
Bill Frobose said the people who owe over four thousand, they’re not going to pay attention, they don’t care. They won’t respond or answer. Ted agreed.
Tom Janovsky said so you go and take what they’ve got and that’s that.
Jane asked if we have that many over four thousand? We may be able to get those in.
Bill Frobose mentioned he’s noticed that there are people living here five years that owe five years of dues.
Tom Janovsky said if you go by the amount then no one can say that you’re discriminating if you go right down the list.
Ted reiterated he will get an updated list and consult with Mary Lou and they will decide how to go from there.
Mary Lou mentioned that after we get the judgment, when you go to Sheriff’s sale you’re talking over a thousand dollars.
Bill Frobose asked if it has to go to Sheriff’s sale.
Mary Lou answered you do if you want to go after any of the property.
Bill Frobose said if you’re going to the Magistrate and you’re getting a judgment against them-
Ted said the way he understood it was that the association could go after them without getting the Sheriff involved.
Mary Lou said that’s not the case.
Bill Frobose asked does the Sheriff have to sell it or could you just claim it? Let’s say a resident owes five thousand dollars, on a house or a vacant lot.
Mary Lou said, a vacant lot, you can’t take the lot.
Bill Frobose inquired if you go to the Magistrate and they don’t pay it or make arrangements to pay it in a certain amount of time, then you’re just going to assume these properties?
Mary Lou answered no, you have to go through Sheriff’s sales to do that.
Ted said that if you have to pay a thousand dollars to get five or six thousand.
Bill Frobose asked if the sheriff would give the association the money the property sells for.
Mary Lou said but you wouldn’t want to go after a property that has a seventeen thousand dollar mortgage on it.
Paul said he’s handled this type of situation once before. He took every body that owed three years or more to the Magistrate and let him make the decision. For example, he may turn to you and say,’ I only want to handle ten at a time. The fact that we have so many that owe over two thousand may make him take twenty. I would just bring the whole list and show him the scope of the problem and let him decide what to do.
Ted responded, yes we can do that too. He will get an update and work on the list.
c) Website:
Ted asked Ruth about this. Ruth said she would like for every one to go to the web site and see all the changes and updates. The Clubhouse calendar is on there, a lost and found page, a FAQS page and a lot more.
Jane suggested that we put up a bulletin board on the website; people selling items or wanting to buy things.
Ruth said she could talk to Joe (Kentrus our web master) about getting that going.
Bill Frobose said of course, no personal ads.
Jane asked Ruth if she gets emails from people, questions, comments.
Ruth replied that she has and has either answered or deferred to the appropriate board members.
d) Citations:
David said he has brushed upon this before; the majority of the people that get pulled over live here. When they get pulled over whether for running the stop sign or speeding or something else, they are abusive to Josef. They say things like,” You’re not a cop, I don’t have to listen to you, I don’t have to give you my license”, they curse at him, one person actually ran over his foot. Is abuse something we can issue a citation for?
Bill Frobose mentioned that he had gotten a complaint from a resident that Josef was abrupt and got into a verbal confrontation with him. Bill said he doesn’t think an employee should put himself in that situation. If someone starts to curse and yell at him he should just say thank you very much, have a good day and let him go on his way. Then just do what he needs to do. He’s putting himself at risk. You’ve may have some crazy people who could jump out of their car and decide they’re going hurt him. The person that called Bill said Josef told him,” I know where you live, don’t worry about it” and the resident took that as a threat. It probably wasn’t meant that way it was probably a misunderstanding.
David said he asked him basically not to do that but it’s to the point where if someone is in his face, cursing and screaming at him, he is only human.
Bill Frobose said the police don’t get into a verbal conflict. He said he would have a hard time too. Maybe we should speak to him about it.
David said he has spoken to him but it’s to the point where he’s telling him one side of the story.
Bill Frobose said there are always two sides of a story.
David said most of the incidents have been with people who are hot headed and he personally knows how they are. It could just be one sided and Josef is walking away but how do we figure it out?
Mike Manheim said that’s why we have the process that we have of the grievance committee. He should kill them with kindness, no matter what they say he just says ok, thank you very much have a good day, write the citation and give it to us. Then if they want to go through the grievance process, the grievance committee can listen to both sides and decide.
David said if it gets to be out of hand, that’s what he’ll do, he’ll just drive away. He’ll issue the summons, call me and I’ll follow up with the property owner. David said maybe three times he has followed up with the property owner and right away they battle with him, cursing him out. So he knows where it’s coming from. He is in a position where he’s cool headed and explains to them we all live in the community, he (David) lives here too, Josef works for us he’s just looking out for us.
Bill Frobose said that’s what he says also, Josef’s looking to protect them and everybody that’s a member. He’s telling them that they’re speeding for their protection and the people that live around us. The person he spoke to said he knew he was speeding. He said he wasn’t doing forty five, he was doing thirty five. Bill said to him so you were speeding.
David said that Josef did tell him that when he was behind the resident, the resident jammed on his breaks so that Josef might have hit him from behind but he didn’t. He was far enough away but that’s one of our community members doing this to our security.
Bill Frobose said of course he only got one side of the story too and he has to take it with a grain of salt.
David said Josef’s in a tough spot, these rules have been in place for years. They have do be abided by. This is what David basically tells people It’s in the rules and regulations of the Association. You can’t speed.
Ted asked if David is basically questioning if we should give citations for abuse.
David answered an additional citation.
Bill Frobose mentioned that we do have that in our ACRS
David said but we have to hear both sides.
Ted said what he would do is just walk away, send them the citations and then just see where it goes.
David will tell Josef just to issue the citation and drive away. In the instance that is not able to obtain the information to write the citation, he might just trail the driver to see where they pull in. They might say then that he is harassing them.
Tom Janovsky said he is doing his job, he’s patrolling the area as long as he doesn’t go on their property that’s not a problem.
9. Motions
David made a motion for Josef to get a two dollar raise. Mike Manheim
seconded the motion. Seven board members were in favor. Three board members were against, one abstained. Motion passed.
David made a motion to reinstate the citations that were dismissed by the grievance committee, based on the fact that the decision was one sided and our security guard’s side was not heard. He also requested that a new method of grievance be addressed going forward.
Bill Frobose he doesn’t think it’s a good idea to go back on what was already decided.
Ted said we cannot reverse the decision but going forward we will do things differently. The grievance committee will only hear cases with both sides present.
Mike Manheim mentioned that he went to a grievance at another community. There were no board members on the committee, just community members. They listened to both sides and mailed the decision to the people involved.
Jane explained that in our community, a grievance is heard and only if the residence filing the grievance has a problem, then it goes before the board of directors.
David Curiale asked who is on the grievance committee now.
Mary Lou answered that It is one board member, Jane Opfer and two community members; Charlie Sherman and Bill Mccarthy.
Mike Manheim said it makes sense that a board member over sees the grievance committee but doesn’t actually vote on it because it’s a conflict of interests.
Mike Manheim made a motion to give Ruth and Martin a two dollar raise.
Mary Lou seconded the motion. All in favor. Motion passed.
10. Comments From Community
Comments already noted.
11. Adjournment
Jane called for the meeting to be adjourned.
Seconded by Paul Cuccolo
Meeting adjourned at 10:35am.
****No meeting for December, it was cancelled due to inclement weather.
****No meting for November, insufficient quorum
POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING
SUNDAY, OCTOBER 17, 2010
1. Call to Order
Ted Wetzel, President called to order the regular meeting of the board of the Pocono Mountain Water Forest Community Association at 9:13 am in the Pocono Mountain Water Forest Clubhouse.
2. Roll Call
- Mary Lou Corbett
- Jane Opfer
- Bill Smart
- Bill Frobose
- Ted Wetzel
- Michael Manheim
- Antonio Como
- David Curiale
- Laurie Accetta
Absent were
- Sandra Penamonte
- David Sales
- Frank Wydner
- Paul Cuccolo
- Joseph Fraggetta
3. Approval of Minutes
Ted mentioned that the role call on the minutes for September needs to be corrected. The Recreation report needs to be corrected as well.
As long as these corrections are made, motion for approval of minutes made by Mary Lou Corbett, Second by Bill Smart. Michael Manheim abstained. All others in favor. Motion passed.
4. Presidents Report
Ted Wetzel has made numerous calls to our attorneys (Anders & Masington). They have not returned his calls. He called and asked for Mr. Schilling as well who has been somewhat helpful in the past. Still nobody has returned his calls. He will be calling tomorrow and letting them know, either we get some answers or we will look elsewhere for legal counsel.
Ted has sent correspondence to his neighbor whose home and property are an eyesore and a danger to the community. The neighbor did respond. He has some receipts for cleanup of trash but these are from 2009. The home is now in foreclosure. Ted will be following up with the realtor and the bank involved to see if the issues with the property can be resolved. Also Ted will be going to the health department about the issues concerning this property.
At the September meeting the question was brought up regarding a pesticide license. Ruth has contacted Strand and since we have a contract with them, we are not required to have a board member licensed.
5. Treasurers Report
Reported by Mary Lou Corbett
As stated in the past, we had differing recommendations when it came to purchasing a new software system for the office. We are staying with Quickbooks. However, for the treasurer’s report, Mary Lou consulted with Brittney of Gold Key Community Association who has been very helpful in these matters. Mary Lou has decided to use a separate format for the budget. This is more beneficial for the requirements of the Treasurer.
Please see Treasurers report attached.
Mary Lou suggested that we go back to Klemeyer for legal questions, as there are many financial issues that she would like help with and mentioned previously, we are not getting any where with Anders & Masington. Ted was not comfortable with this. Jane suggested Susan Beecher at Chelak, as she is very knowledgeable regarding community associations. Ted agreed.
The Dime bank account should be instated as our main account soon.
Laurie asked if we charge 1% transfer fee on property sales. Mary Lou explained that is something that the county does. Laurie asked if we charge a capital Improvement Fee. Mary Lou said yes we do that.
David Curiale inquired as to the amount on the treasurer’s report entitled “Wachovia Gate Reserve”. Mary Lou explained that is an insurance reimbursement from when the gate was destroyed.
Michael Manheim motioned to accept the Treasurers Report. Second by Laurie Accetta. All in favor. Motion passed.
6. Committee Reports
A) Roads
Bill Frobose reported on the roads.
Bill called Wayco about a week and a half ago regarding scheduling. He has not heard back from them. If they have not started yet, we will wait until Spring. We are not getting the attention to these matters is necessary. Jane suggested we put in writing our dissatisfaction. Bill said he will do that.
B) Maintenance
Bill Frobose reported on maintenance.
Boats on the lake had to be retrieved. The docks need to be taken in and the pool winterized.
There is a stop sign down on Water Forest Drive. Bill will ask Martin to fix it.
Mary Lou mentioned that there were two cars drag racing on Water Forest Drive last night. They crashed into a truck that was parked on someone’s property. The kids that were driving were intoxicated.
David Curiale asked if the pool was being winterized. Bill explained that he needs volunteers to help with this project. He is working on getting that done.
C) Building
Ted Wetzel Reported on building; nothing to report.
D) Recreation
Laurie Accetta reported on recreation.
The annual, “Trunk-R-Treat” is scheduled for Friday October 29, at 4:45pm
The Halloween party that was scheduled for October 23 has been cancelled.
For the “Trunk-R-Treat” Laurie needs help blocking off the parking lot, Ted said he may be able to do it.
Jane asked when the Tree Lighting is scheduled for. Laurie said it is usually scheduled for the first Saturday in December.
E) Security
David Curiale reported on security.
Josef’s Hours are fluctuating more, He is here earlier in the day now that the days are getting shorter.
Things have been quieter, except for the drag racing situation last night.
Also the gate was operational until Friday night. It was broken twice this week.
David requested a new security system as the situation with our current system is not working out. The cameras are working, the PC is not.
For the proposed new system, the cost would be just over $4000. This would include new DVR recorders for the clubhouse and the gatehouse. It would also include a new camera for the front with night vision.
Mary Lou mentioned that there was a complaint from a resident about a white van parked by the Log Tavern Road entrance. The resident complained to Josef. The resident said that she was told by Josef that the van belongs to a neighbor on Log Tavern Road who looks out for us. Ted said we should have it towed. We will send a letter first.
7. Old Business:
a) Insurance:
Donald Kayton of Milford Insurance gave his time today to explain our coverage to the B.O.D. and answer any questions presented to him.
Mr. Kayton started out by saying that Milford Insurance has been working with P.M.W.F.C.A for a little under two years. He is very customer oriented. He hand delivers any important documents and returns calls promptly. When he first came in, he found that the club house was not sufficiently covered. The pool building was not covered at all. That was remedied in March of 2009. The annual renewal date for the insurance coverage is August 28th. When Mr. Kayton first came in, the Association was insured with State Insurance Fund. This was very expensive coverage as it is an insurer that handles those accounts which won’t be handled by any other insurance. Mr. Kayton switched the plan to a private carrier. The renewal on the insurance if we had stayed with the State Insurance Fund would have been 30% higher.
Initially, there was a problem with payroll, whereupon the estimate was based on the previous years’ employees rather than the current years. The insurance companies use previous records to estimate new premiums. In the previous year, there had been a much larger payroll which led to a much larger premium. Also, there are two separate rates for employees: Clerical which would be about thirty nine cents per one hundred dollars of payroll and all other types at over five dollars per every one hundred dollars. In 2008 there were quite a few employees and that is what the 2009 audit and subsequent premiums were based upon. This year, however, when the new
audit came in, our numbers were significantly lowered so we should be receiving a substantial refund of about $3500 to $4000 and our premiums will be reduced significantly. The numbers have been sent in and our workman’s compensation carrier has requested more information so Don stated that he and Ruth (PMWF secretary) are working on it.
Don stated that another issue when his company first came in was that the Association property was underinsured. For example, the clubhouse was insured for $500,000 and is now insured for $1,000,000. The premium rate was much higher with the old coverage however so that the premium did not go up. As a matter of fact, with all of the changes, even though the coverage is better, the cost for last year was $38,000 and this year was $32,000. Don stated that there is no reason that should not continue and we may be able to get credits in the future as well.
Mike Manheim asked how the coverage works as far as claims go. Don explained that the insurance covers replacement with lifetime quality. We get what we use, but new products replace old. Obviously the fifty year old windows for example cannot be replaced with fifty year old windows. There is another $100,000 on the office and additional coverage on loss of records.
Nino Como inquired on the difference in price if coverage was lowered by $100,000 (clubhouse) to $900,000. Don replied that it would be a savings of about $500. 00 a year. All agreed that would not be worth the savings.
Bill Frobose questioned if we had gotten an appraisal done on the clubhouse. Don answered that he did the appraisal himself. If we would want an insurance appraisal done professionally, we could hire an outside company to come in and draw up diagrams, take pictures, etc. the company would go to court for us if ever necessary. Don does know of a company that is reputable if we would like a recommendation. Don only knows of one community that has done this.
Ted Wetzel asked if a company came in and did this and found that our we don’t need as much coverage, could we lower our premiums. Don answered yes we could but as mentioned before the savings would be insignificant and the cost for such a company would be a large expense. Laurie Accetta mentioned that she knows of a company in Bushkill but Ted Wetzel said that it doesn’t seem worth it. All present agreed.
Jane Opfer queried as to whether Don feels what we have at this time for coverage is sufficient. Does he have any recommendations at this time? Don answered that he has no recommendations at this time.
Don went on to say that the Board members are covered by what is called peduciary coverage. Even though the board members are not paid employees, they do need to be covered. The total coverage on the association/community is $6,000,000 including liability, workman’s compensation, automobile, etc. Don’s only suggestion for renewal next year depending on the economy would be to bump up umbrella coverage to 15,000,000 at a cost of $200 to $300. Almost all communities are covered for at least that. Without sufficient umbrella coverage, every one in the community becomes responsible if there is any lack in coverage and something should happen. Ted Wetzel asked if we should not wait and just increase the coverage immediately. Don answered that that is completely up to the Association.
A motion to increase the umbrella coverage to $15,000,000 was made by Mary Lou Corbett and seconded by Jane Opfer. All in favor.
Don said that he will take care of the paperwork an the coverage will be effective October 18, 2010.
Ted Wetzel said that Don’s time is very much appreciated and thanked him for coming today.
b) AOCA
Jane Opfer shared with the board and members present the benefits of attending the meetings of this informative and helpful organization. PMWFCA joined the AOCA three to four years ago. The organization meets once a month on the second Thursday in the evening. This past Thursday meeting was the election of their officers. Some things that have been mentioned at these meetings are:
1)Regarding rental properties, the property owner is responsible to let the community association know ( Laurie Accetta mentioned that believes we do have this in place and Ruth Hadley, office secretary agreed that she has been informed by property owners of tenants moving in on several occasions.)
2) Justifying resale certificates.
3) Grants given to communities for removal of weeds.
4) A sustainable fishing workshop given by a PEEC representative in the spring combined with a kids fishing day. (Jane mentioned that the representative has limited availability so we might have to share her services on that day with one or more other communities) A community member, Serena Janovsky mentioned that a few years ago, the community did something similar.
5) Lake Management Plans; there are grants available for this as well. (Ted Wetzel mentioned that at the last state inspection, there were some concerns regarding vegetative growth. Although the inspection passed, we should look into these grants for the future.)
6) House bill in progress; House Resolution 350 (Copied directly from State of Pennsylvania General Assembly Page, http://www.legis.state.pa.us/cfdocs/billinfo/billinfo.cfm?syear=2009&sind=0&body=H&type=R&BN=0350 ): A Resolution directing the Joint State Government Commission to conduct a study on the impact of common interest ownership communities on local governments and the Commonwealth, the challenges facing the residents and governing bodies of these common interest ownership communities and opportunities for the Commonwealth to assist local governments and common interest ownership communities to deliver adequate services to their residents at an affordable cost.
7) Issues regarding infrastructure; if problems occur with the dam for example, that would fall upon the shoulders of all property owners in the association, there may be grants and funding available that we should look into. (Michael Manheim brought up that we should check to see if there is any funding available for gypsy moth spraying, after all we do still pay taxes to cover such services but the county sprayers don’t come into the communities)
c) Pesticide Training: Ted mentioned that the office did contact Strand regarding this issue and since they take care of the pool chemicals, we do not need a licensed member of the BOD.
d) Newsletter: Ted mentioned that the BOD members should get their articles in so that we can get the newsletter out to the residents. We have estimates for several printing companies; we should go with the Journal as we have in the past. Their pricing is best, their format is best and if we can get some advertisements in there, we could save on the cost. All agreed.
e) Bill Frobose asked if the DEP situation is moving forward. Ted replied yes it is. He has written a letter to them. There is a good chance of not having to spend more money and of having the issues resolved. There are two lines, one where the wetlands are today and one where it was initially. We may only have to pull some stones back.
8. New Business:
a) New Security System: David Curiale brought up the fact that we should at least upgrade our security system. The upgrade would cost a total of about $4000. Jane asked if this would include new motion lights Bill Frobose explained that would be maintenance.
9. Motions
a) David Curiale made a motion to upgrade the security system for the community. Second by Nino Como. All in favor.
b) Ted Wetzel mentioned that there is still an opening on the board. Jane Opfer reminded all present that Board members should always notify the President if they cannot make a meeting.
Mike Manheim made a motion to accept a secret ballot to accept George Radcliffe as the new Board Member for the Association. Second by Nino Como. A secret ballot was cast. Eight yes, one no. George Radcliffe was voted in.
c) Ted Wetzel mentioned that Bill Manheim has still not been paid for the stone provided for the road. Jane Opfer mentioned that this had not been voted on. Nino made a motion to pay Bill Manheim for the stone. Second by Laurie Accetta. Motion passed.
10. Comments From Community
Serena Janovsky raised some concerns about the school bus stop. Particularly in the mornings, we need to have some one out there to monitor the buses. David suggested that we paint lines, have signs, increase surveillance. We need to let violators know they will be prosecuted.
Mary Lou Corbett mentioned that if this is addressed it needs to be addressed throughout the community, including section six.
(NinoComo politely excused himself from the meeting)
Also Serena had concerns regarding progress of work on the roads. Ted Wetzel suggested that we recruit some volunteers to assist at the bus stop(s). Bill Frobose reiterated earlier progress report on the roads; he is waiting for a response from Wayco and will possibly get request an answer in writing.
11. Adjournment
Motion to adjourn was made by Laurie Accetta. Second by Michael Manheim. All in favor. Meeting adjourned at 11am.
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POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING MINUTES
SUNDAY, AUGUST 15, 2010
1. CALL TO ORDER
Ted Wetzel, President called to order the regular meeting of the Pocono Mountain Water Forest Community Association at 9:04 am in the Pocono Mountain Water Forest Clubhouse.
2. ROLL CALL
- Paul Cuccolo
- MaryLou Corbett
- Bill Smart
- Ted Wetzel
- David Sales
- David Curiale
- Joseph Fraggetta
- Laurie Accetta
Absent were:
· Bill Frobose
· Michael Manheim
· Jane Opfer
· Sandra Penamonte
· Frank Wydner
3. APPROVAL OF MINUTES FOR MAY 2010 AND JUNE 2010
Motion to accept minutes made by Paul Cuccolo. Second by Bill Smart.
All in favor.
4. PRESIDENTS REPORT
A. Soda Machines will be here next week and we will use the same vending company for a new snack machine. The soda machines that we currently have will be removed by Coca-Cola. The snack machine that we have will be replaced with one that is less apt to give us problems. The vending company will handle the restocking and any problems that do arise.
B. It is time to start looking for plowing contracts, this week or next an ad will be placed.
C. A lot of back dues are currently owed if they go to Sherriff’s Sales, we will lose a good deal of what is owed. There are six Sherriff’s Sales listed for this month alone. Paul Cuccolo will be checking balances on these and Mary Lou Corbett will check to see if we can still collect.
D. Regarding issues with delineation of the boat launch road, Ted Wetzel said that he has spoken with John Mason of the Pike County Conservation District and Lisa Sparnon of Sparnon Wetland Services. Because there have been two delineations; One in the 1970s and one very recently with new rules, John is leaning toward pre-existing lines. John and Ted are working cooperatively with the Pennsylvania Department of Environmental Protection to work it out. Ted will be drafting an official letter stating his involvement with the situation in the 1970s and Lisa Sparnon will be checking with engineers who may have records from that time period. We may only have to pull back a few feet. As Ted is in constant contact with the appropriate officials involved, the situation is leaning towards working in our favor.
E. Insurance: we need to knock down the cost if possible. Ruth (Office Secretary) mentioned that Don of Milford Insurance Services stopped by recently and he is working on lowering our premium for insurance.
5. TREASURERS REPORT
Reported by Mary Lou Corbett
Motion to accept treasurers report was made by Bill Smart. Second by Laurie Accetta.
All in favor.
6. COMMITTEE REPORTS
A. ROADS
Ted Wetzel reported on the roads in the absence of Bill Frobose.
1. After speaking with Bill at length last night he had the following to report: Bill has been in touch with Gary at Wayco. The most recent statement from Wayco is incorrect. Wayco will be sending us a new statement.
2. We may not do the new topcoat until next spring because the winter weather will damage the topcoat as it has in the past.
B. SECURITY
Dave Curiale reported on security.
1. Our security staff member; Josef is issuing citations for any motorist caught speeding at 35mph or more. He is receiving a great deal of abuse. There was an incident in which a car was travelling at 72mph.
2. We currently have about 22 residents waiting to receive gate key cards. Discover Security is working on activating these cards but is running into difficulty. Therefore at this time the gates are open. Paul Cuccolo suggested that we assign codes for these residents temporarily. David said he will try to do this.
3. Juveniles were suspected of putting boulders on Lakewood Drive by tennis courts. David did patrol the area the following night but it did not happen again and no offenders were caught.
4. Laurie Accetta suggested more patrols focused on foreclosed homes.
5. We may be able to give State Police more access to our community. If so, that may deter some of the activity that has been occurring. Laurie Accetta mentioned that she believes Birchwood Lakes has given access to the State Police. Ruth will call Birchwood and find out what we would need to do.
C. RECREATION
Laurie Accetta reported on recreation.
There will be a pig roast hosted by the Association on Saturday, September 18th. The Association will be supplying the pig. We are also supplying a deejay and band. There will be a cover charge and those attending are expected to bring a dish.
D. BUILDING
Nothing to report.
E. MAINTENANCE
Nothing to report
7. OLD BUSINESS
No old business
8. NEW BUSINESS
A. Newsletter should go out soon.
B. Email and website are up and running
C. Jane Opfer received sample letters,” friendly reminders” from A.O.C.A. meeting that we may be able to use for collections.
D. Operating Software in office needs to be replaced but balances need to be gone over and fixed first. Paul Cuccolo has volunteered to help with this process and he will be bringing in a resident with auditing experience as well.
E. Mary Lou Corbett mentioned that we need a volunteer from the B.O.D. for pesticide training.
F. An outstanding citation for a resident was brought to the attention of the board. This is an ongoing problem. We will send letters to the top five offenders in the community and take it from there.
9. MOTIONS
Motion to go with Tops Software by Paul Cuccolo on condition that office is satisfied with recommendations from communities that use it. Second by Bill Smart. Motion carried.
11. COMMENTS FROM COMMUNITY
No comments from community
12. ADJOURNMENT
Motion to adjourn was made by Laurie Accetta. Second by Joe Fraggetta. All in favor.
Meeting adjourned.
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POCONO MOUNTAIN WATER FOREST
250 LAKEWOOD DRIVE
MILFORD, PA 18337
BOARD OF DIRECTORS MONTHLY MEETING MINUTES
SUNDAY, SEPTEMBER 19, 2010
1. CALL TO ORDER:
Ted Wetzel, President called to order the regular meeting of the Pocono Mountain Water Forest Community Association at 9:09 am in the Pocono Mountain Water Forest Clubhouse.
2. ROLL CALL:
- Bill Smart
- Frank Wydner
- Mary Lou Corbett
- Jane Opfer
- Bill Frobose
- Ted Wetzel
- Antonio Como
- Sandra Penamonte
- David Curiale
- David Sales
Absent Were:
- Michael Manheim
- Laurie Accetta
- Paul Cuccolo
- Joseph Fraggetta
3. APPROVAL OF MINUTES FOR AUGUST 2010:
Motion to accept minutes made by Sandra Penamonte. Second by Bill Frobose.
Jane Opfer abstained. All others in favor.
4. PRESIDENTS REPORT:
Ted Wetzel has been trying to get in touch with our attorney, Marshall Anders regarding the delineation of the boat launch road.His office has not been returning Ted’s calls. He will try again next week. Hopefully the issue can be resolved with little cost to the community.
The vending machines are to be delivered this week definitely. There will be one placed outside and two inside the clubhouse. The vending company will take care of filling machine and all maintenance.
5. TREASURERS REPORT:
Mary Lou Corbett reported on the treasurers report.
Budget vs Actual Numbers are not actual and need to be recalculated on QuickBooks.
Reports for January 2009 through December 2009 and January 2010 through May 2010 have been given to our Accountant.
Per Ted Wetzel, no motions on Budget Report until figured out.
6. COMMITTEE REPORTS:
A) ROADS:
Bill Frobose reported on the roads.
Bill spoke with Gary of Wayco regarding the timing of the repairs. Bill’s concerns are that if we don’t start very soon, the new paving job will be ruined by the weather. Gary does not expect that to be a problem. If we can get a guarantee in writing that this would not be an issue, we’ll do it. If not, then they can just patch it for now. Bill will speak with Gary again this week. They are planning to start our roads after completing Birchwood.
B) SECURITY:
David Curiale reported on security.
There is a code that has been given in lieu of cards, for some it is not working properly. David will check into this situation. The gate is operational but cards cannot be read into the system. David is working hard with Discover to remedy this and tried to meet up with Adam of AB computers on Labor Day for help but Adam did not show.
David mentioned that Josef, our security officer is doing a great job.Abuse from members is down and incidents have decreased as well. It has been pretty quiet within the last week. Bags of garbage were found on Fern Drive but quickly cleaned up.There was one report of vandalism; pebbles thrown through siding but this could very well have been a weed wacker being used.
Crime is up in our area, people should be sure that their doors and windows are locked at all times. Juvenile pranks are down.
David suggested putting speed bumps on Water Forest Drive. Ted Wetzel and Bill Frobose said this would not be a good idea.
David will try to get a list of foreclosed homes so that security patrols can keep a closer eye on them.
Sandra Penamonte inquired as to how many hours security is now working. David answered: Josef is working four to five hours per night but the hours will be increasing when the days get shorter and dark falls earlier.
Sandra also inquired as to the pay rate of the office and security, are they the same. Ted answered, each position requires a different pay scale.
Sandra inquired as to whether or not we can ban the guests of residents if they behave in an unruly and or disruptive manner. Per Ted and Dave we won’t ban guests of residents.
David asked Ruth (Office Secretary) to hand out fliers at school bus stop to remind people of bus rules. This will be done this week.
C) RECREATION:
Ted Wetzel reported on recreation for Laurie Accetta.
The pig roast yesterday went very well.
D) BUILDING:
Ted Wetzel reported on building; nothing to report.
Nino Como inquired as to whether or not a permit is needed from the Association if a resident is building on ones property. Ted Wetzel responded, we only need a copy of the plans and the permit from the town given to our office.
Jane Opfer mentioned replacement of the slide in the playground when playground is expanded in the spring. All present agreed that this should be looked into. She will check into the cost.
E) MAINTENANCE:
Bill Frobose reported on maintenance
Martin has been taking care of various projects. Sandra Penamonte mentioned that Martin is doing a great job.
Bill Frobose mentioned that the pumphouse wall needs to be fixed before winter. He will arrange for rental of the machine necessary to make the repairs.
Jane Opfer mentioned that the road needs to be repainted.
7. OLD BUSINESS:
A) Snow Plow bids; we only received one.
B) Security applications; David will go through them again.
C) Newsletter; we may go through an outside company as we have in the past. This may prove more economical for us.
D) Topps software for office; We would like to try to make the software that we have work for us.
E) Insurance; Don of Milford insurance can come to a meeting and go over everything with the BOD.
F) AOCA metings; Jane Opfer has been attending these informative meetings. Any one who wants to attend is welcome. They are held on the second Thursday of every month.
G) The outstanding citation mentioned at previous meeting turned out to only be a warning after further investigation.
H) Pesticide training; per Mary Lou Corbett we do need a volunteer on the board to be licensed. It is possible to take the class on line. Nino Como volunteered to do this. It may not be necessary if our testing is being done by an outside company(Strand).
8. NEW BUSINESS:
A) Joe Puglisi for the Boy scouts has requested the use of the club house September through June from seven pm until eight thirty pm twice a month, every other Tuesday.
These “Bear Den Meetings” would start on September 28. Mr. Puglisi would be given a key for the club house, temporary code for the alarm and code for the gate specifically for his group. They would not eat or drink in the club house and will clean up after every meeting. Jane Opfer suggested that they might do some community service projects in return for the use of the club house. Mr. Puglisi agreed & has done so in the past.
B) Viridian Electric Company: Possible option if Met–Ed rates go up in near future.
C) Recycling(Clothing bin): not something the association is interested in.
D) New office hours: Wednesday through Fridays 9:15 to 3:15 and Saturdays 10am to 4pm. Also three hours on the days of BOD meetings. If things get very quiet, hours may be cut back further.
9. MOTIONS:
Motion to accept use of club house by Joe Puglisi for Scouts: Mary Lou Corbett, second by Sandra Penamonte. All in favor.
Motion to accept Pat Grillos resignation as Board President: Jane Opfer, second Bill Smart. All in favor.There is now a vacancy on the board and resumes for new board members will be accepted.
Motion to sidestep three bid rule on Snow Plow bid as there was only one bid and accept that bid: Skip Wydner, second Bill Frobose.All in favor.
10. COMMENTS FROM COMMUNITY MEMBERS:
No comments from community members.
12. ADJOURNMENT:
Motion to adjourn was made by Bill Smart, second Skip Wydner. All in favor. Meeting adjourned at 10:30 am.
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