July Board & Committee Chair Meeting

BOARD AND COMMITTEE CHAIR MEETING JULY 18, 2020

The meeting was called to order by President Jim Clark at 9 am. All stand for The Pledge of Allegiance. Board members present are Mark Ossont, Elmer Hertz, Ron Triani, Rose Kucharski, Sandra LaPorte, Brian Faller and Grace Zoccali. Bob Russo attended via telephone.

Motion by: Grace Zoccali - Second by: Ron Triani To approve the minutes of February 25, 2020 and June 13, 2020 as submitted. All voted and motion passes unanimously.

Treasurer’s Report - July 18,2020

The bank account balances as of July 1, 2020:

Dime Bank

- Money Market

- Operating $93,338

45,126

- Special Fund 40,000

- New Capital

- Contractors 107,085

12,860

Total all Dime accounts

PNC Balance

$298,409

$178,780

NBT Balance

Available Cash on 7/1 $230,792

$588,036

Vanguard $810,187

Chalet Mortgage Balance $257,714

Receipts for 2020:

Homes $969,713

Lots 149,310 93%

73%

Docks 114,983 100%

Cash Disbursements to date $396,058

Spending for Operations in June was $60,289, below the projected spending of $78,063 for the month. Large expenditures include $3,294 for insurance, $1,607 for BBQ grates, $793 for gasoline, $783 Ford Safety Car repair (the last one).

Reserve Spending: $2,313 Tanglwood Lake dredging permits. New Capital Income: $11,815

Motion by: Mark Ossont - Second by: Rose Kucharski To approve Treasurer’s Report as submitted All voted and the motion passes unanimously.

Community Managers Report to the Board of Directors July 18, 2020

The new 2020 Subaru is on property and in rotation. We are making repairs to the 2011 Subaru which has served the community well. The new vehicle has a full five year warranty.

The one- year extension of the existing trash contract has been signed as per the last zoom meeting. I will be bidding out for a three- year agreement next year.

The engineers will be surveying the area for the construction of the Fore Bay at the Indian Drive Boat Storage facility.

We are moving forward with securing all necessary information related to the proposed dredging of Lake Tanglwood.

The savings from the road paving budget will be utilized to address the condition of Rosewood and Myrtlewood Roads at the request of the Public Works Committee and approval from the Board. The savings is approximately $50,000.00. The saving results in approximately $17, 500.00 in not paving Westwood and $34,000.00 in negotiating a reduction from the original bid of approximately $200,000.00. The Guide Rail over the top of the Tanglwood Culvert is now in place. We will be placing a boulder at the top side at the request of the Public Works Committee.

We have the quotes for the reproduction of the Governing Documents and the Rules and Regulations. I want to thank Rose and Beth for all their efforts in completing the review process.

I hired a new maintenance employee, Richard Palmar. Rich comes highly recommended by David Miller. He can operate all maintenance equipment and has the necessary snow plowing experience.

Darrell Merkle is still under Doctors care and hopefully will be returning to light duty shortly.

We are currently short two Safety Officers due to medical issues.

The beach continues to be enjoyed by the membership. We did have to close the beach at the start of the season due to e- coli. The beach is tested weekly by an outside lab that reports its findings to the Board of Health. I met with a representative of the Geese Police to discuss their proposal for addressing the geese situation on the beach.

We have a proposal from Beth Lovejoy the proposed new host of the web site. The contract needs to be reviewed by the Board and signed.

Aqua provided the work schedule for Tanglwood Roads that was reviewed by the paving contractor.

We have a new leased copier in the office.

The Public Works Committee is exploring the possibility of constructing a storage building at the maintenance complex to get all equipment under shelter. Mark Ossont is following up. The committee supports the concept as keeping equipment under roof prolongs the useful life. The funds for this project if approved can come from the CIF Fees.

Motion by: Mark Ossont - Second by: Elmer Hertz To approve the Community Manager’s Report as submitted. All voted and the motion passes unanimously.

Motion by: Rose Kucharski - Second by: Ron Triani To approve new Rule 425, Outdoor Furnaces. All voted and the motion passes unanimously.

Committee Reports:

Arbitration: Camari Gaines

We are down to seven members. Two members are no longer on the committee. Arbitration hearing scheduled for August 1. Would like permission to use the Community Center to hear the arbitration or if the arbitration hearing will be simple in nature, to use Zoom.

POA Jim Clark agrees; administrative assistant will set up the Zoom meeting if necessary.

Budget & Finance: Ron Triani

Budget & Finance Committee Report

The committee reviewed the June Financials, noting that with a few specific exceptions (Public Safety Payroll, Community Center and Beach Maintenance) spending for Operations in all categories was below the projected spending for the month. As of June 30th, we have collected $1,284,785, with disbursements of $396,058.

Reviewing income and spending for the first half of the year, income was above the projected budget income for this period, primarily due the receipt of 93% of the annual assessment. Although income from other sources is on track, the economic impact of COVID19 has resulted in large variations across accounts. Income from CIF fees, license and permit fees and miscellaneous income are all significantly higher than projected, while income from penalty & interest, legal/collection fees and citations & fines are below projected amounts.

$481,950 has been transferred to the Reserve, exceeding the required approved budget

Forester Safety Car was purchased with a 0% loan at a cost of $464/month, which is $10 more than we had been paying for the Ford.

$28,651 has been added to the New Capital account. $27,093 has been spent thus far: $822 Bath House; $11,200 Community Center siding; $14,124 Leaf Vacuum and $887 Fore Bay construction.

The committee continued to work on the 2021 draft budget for Operations. We had received financial inputs from all of the committees, groups, maintenance and the Community Manager in June and have incorporated that input into the plan. A public review of the draft budget is scheduled for the August Board meeting.

The committee makes the following recommendations to the Board: - Approve the 2019 External audit. (motion required) - Approve the transfer of $30,000 from the excess cash carried over from 2019, holding $10,100 to be carried over to 2021. (motion required) - Approve $2,500 for an additional part time employee to support Beth Muller through the remainder of the Summer. (motion required)

Variances:

- Approve $4,800 printing costs for Covenants and Bylaws ($1,200) and Regulations ($3,600). - Approve $3,000 for an additional part time employee to enforce building codes. (motion required) - Approve $2,000 for the “Geese Police”

Variances required after Board approved purchase:

- $3,500 for additional Mitsubishi HVAC in the Community Center. (motion required) Ron Triani - B&F Committee Chair

Motion by: Ron Triani - Second by: Mark Ossont To approve the hiring of additional part time employee for the office. All voted and the motion passes unanimously.

Motion by: Rose Kucharski - Second by: Elmer Hertz To approve the printing of 750 of both the new Rules and Regulations booklets for $3657.00 as well as the Bylaws and Protective Covenants booklets for $1293.00. All voted and the motion passes unanimously.

Motion by: Mark Ossont - Second by: Brain Faller: To approve a variance of $3500.00 for Mitsubishi HVAC system in Community Center. All voted and the motion passes unanimously.

Motion by: Elmer Hertz - Second by: Mark Ossont To approve $3000.00 for additional part time Building Codes Enforcement Officer. All voted and the motion passes unanimously.

Motion by: Rose Kucharski - Second by: Sandra LaPorte To approve the $2000.00 for the Geese Police at the beach All voted and the motion passes unanimously.

Motion by: Grace Zoccali - Second by: Rose Kucharski To approve $2500.00 for new website All voted and the motion passes unanimously.

Bylaws and Legal, Rick Gaines (PP): We need to get volunteers to help with calling the members who have not yet returned their protective covenants ballots. The office will send an email blast out first to alert the residents in the community.

Building Codes, Mark Ossont: We need to make sure the residents have proper permits and surveys where necessary. A part time code enforcement officer will help with this. We need to enforce Rule 212, Recreational Vehicle Exterior Winter Storage and inform the membership of the rule with email blasts.

Entertainment, Sandy Gulino – No report.

Environmental, Janet Sellitti and Jerry O’Connor (PP): Maintenance crew needs better training on all equipment - Indian Drive needs to be patched - Retention pond on Indian Drive needs to be treated. - Properties are beginning to look run down. A lot of trees are down and left to rot. - The issue of Public Safety was discussed: (Jerry O’Connor) We have only one full-time safety officer. We should have three. No one picks up the safety phone is the early morning hours. LSVs are being driven by youngsters and they go too fast.

Human Resources, Rosemary Kucharski (PP): No report.

Nominating committee, Jim Clark (POA) and Rosemary Kucharski (PP): There will be no Meet the Candidates meeting in September due to the virus.

Human Resources, Rosemary Kucharski (PP): Mentioned the hiring of new employees for Building Codes and the office.

Public Safety: Elmer Hertz agrees to be chair. - Sandee LaPorte: Should we hire an outside company to enforce the speed limit? - Elmer Hertz: They are usually armed. - Rick Gaines: We cannot hire an armed speed enforcement company. The liability is too great. - Sandee LaPorte: We need more parking at the Community Center. We should go ahead and enforce the Winter Storage permits for recreational vehicles.

Public Works, Mark Ossont: We would like a shed to house the Maintenance equipment over the Winter months.

Communications & Marketing, Tina Budd and Grace Zoccali: Grace Zoccali: passwords and logins for the new website will remain the same - Tina Budd: we need more specifics about the new website. Is the proposal an actual contract? If so, should the Legal committee take a look at it? For the next Newsletter, we can include an article about permits. - Discussion: the new website proposal was only approved as a proposal. It is not a contract.

Tanglwoolies, Rhoda Levine and Loretta Schofield: No report.

TEAM, Judy Hildebrandt: Due to the virus, we did not do much decorating. We need more men to help with heavy lifting and plantings.

Welcome, Joann Dedominicis: No coffee socials due to the virus. The new residents have not been met. Everything is on hold.

President Jim Clark: The December party is cancelled. The virus is here to stay.

Discussion:

Tina Budd: To inform the residents of the different committees, would it be a good idea to add an article in the Newsletter about the committees and provide the names and telephone numbers of the committee chairs? Not a good idea for privacy reasons. Perhaps people can inquire through the office. - Camari Gaines: No objection to hiring an outside company to enforce speed limits as long as they are unarmed. - Ron Triani: Can we use gates to stop non-residents from using the beach? - Grace Zoccali: The beach is our best amenity. We need to protect it. - Mark Ossont: Non-residents use our roads as cut-throughs. Speed bumps don’t work. Trucks, etc., are mistakenly directed into TLCA via their GPS devices. - Janet Sellitti: Perhaps Maintenance could cut back on the number of bulk pick ups they do, maybe once a month, to ease the amount of work they need to do. Can cars of non-residents at the beach be towed? - Grace Zoccali: Maybe we should install gates and use key card entry. - Rick Gaines: An evaluation of the use of gates was done some years ago. It may be a good idea to revisit the evaluation. - Motion by: Mark Ossont - Second by: Brain Faller To adjourn the meeting at 10:28 am.

Respectfully Submitted, Elisabeth Muller