Emerald Lakes Board of Directors Open Meeting, January 25, 2020
by Kathy Leslie-Whelan
The meeting was called to order at 9:35 AM. Six board members were present. Ange Noonan was absent due to the flu. Following the pledge of allegiance, Buz Whelan started his President’s message saying that the meeting was being held in accordance with Robert’s Rules of Order except where local custom dictates otherwise and that the meeting was being recorded, archived and live streamed. He stated that he would talk about a special meeting being planned for a dues increase later on in the meeting when we got to the topic on the agenda.
Bill Baehr, Treasurer, stated that for the month of December the Association operated within budget. The Bar and Grill income was $4,426. Supplies were $$3,115. Payroll/taxes were $2,717.
CEO collections YTD are $73,800 while only $60K is in the budget.
Public Safety was under budget due to an open position. Maintenance was slightly over budget by $7,918 due to snow removal. Trash costs continue to go down. Administration was over budget YTD at $17,842. Benefit package for employees went down by 20% effective December 1st. Utilities went over for propane by $4,041 due to the opening of the pool and the extended hours. Total cash receipts are $75K while total disbursements was $159K. Capital income was $12,751 for the month of December, YTD is $348K. Dues collections are $677K YTD where 75% was collected in-house.
Delinquency collections are as follows for the month of December:
- Association Collections $954
- Sunrise collections $ 3,057
- In house collections $42,056
- Special Payment Plan $4,536
- Attorney collections $ 1,420
TOTAL – $52,024
Delinquency collections are as follows YTD:
- Association Collections $11,770
- Sunrise collections $ 68,427
- In house collections $677,286
- Special Payment Plan $63,089
- Attorney collections $ 86,855
TOTAL – $
52,907,429 (edited total 1/27/20)
Steve Kavanagh made a motion to accept the Treasurer’s report. It was seconded by Chris Claude and passed unanimously.
At this point in time, Whelan asked Earl Frank, Chairperson of Finance and Planning to give his committee report. Frank stated that the January meeting was cancelled due to snow, however, he revised the charts that were in the mail out for the special meeting and that the final numbers for December look good. Delinquency statements are good but reserves are low between $150K and $175K. New hires are needed in Public Safety and Maintenance. Frank has also started working on the next budget for the fiscal year.
Whelan called for discussion on the December minutes. After two corrections, Dave Borsos made a motion to accept the minutes. It was seconded by Bill Baehr and passed unanimously.
Under New Business four resolutions were passed (see bold faced area) and it was reported:
- Management recommended that fishing (both ice fishing and regular fishing require a permit from the Association. There will be a hanger for the car as well as a bright color plaque to wear on one’s back. Anyone wanting to fish will be required to register at the Administration building where they will be logged into the system. Only members in good standing with a valid fishing license or an individual affiliated with a lot will be allowed to fish. A $5 fee will be imposed on the permit to cover the cost of materials for printing the passes. This will help to identify people that are fishing on our lakes that are not members.
Resolution # 0125-2020-03
Registered Fishing – All fishing will require an ELA permit that can be obtained at the Administration Office with a copy of your valid Pennsylvania Fishing License and a $5 fee. The permit will be valid for the length of your fishing license. You will be required to display your ELA permit at all times while fishing our lakes.
Dave Borsos made the motion to accept resolution. It was seconded by Bob Leon and passed with a 5 to 0 vote.
Resolution # 0125-2020-04
Add Fishing Fine to Schedule – Rules and Regulations will add an unregistered fishing fine of $200.
Dave Borsos made the motion to accept resolution. It was seconded by Chris Claude and passed with a 5 to 0 vote.
- Management recommended compactor regulations putting a limit on the number of bags a member may bring to the compactor. Eight (13 gallon) kitchen bags or 2 (55 gallon) constructions bags will be allowed per visit. The purpose of the restriction is to avoid addition pick-up from the trash hauler which is costing us addition money.
Resolution # 0125-2020-01
Compactor Bag Limits. Discussion was on reducing the amount of trash and recycle pick-ups. Currently, our pick up schedule is 3 times weekly. There is an issue with owners making multiple trips with 10 plus bags each time. There is a possibility that some of this trash does not belong to current members in good standing.
- Owners/Tenants must present their ELA ID when utilizing the compactor.
- No more than 8 kitchen sized bags or 2 construction sized bags may be dumped during the course of the day.
- You may only dispose of your personal property’s trash.
- ONLY household trash will be permitted. NO construction refuse will be accepted.
- No electronics will be accepted.
- No wet paint cans will be accepted. Each can must be dry.
- No deceased wildlife will be accepted.
- No tires will be accepted.
- No bulk items will be accepted. (Bulk items include appliances. mattresses, box springs, toys, furniture, etc.)
- Recycling boxes must be broken down prior to arrival.
Dave Borsos made the motion to accept resolution. It was seconded by Chris Claude and passed with a 4 to 0 vote. (Dave Borsos voted “Nay”)
- Agenda was adjusted to add an item on Pool Rules. This rule will be in effect for the indoor and outdoor pool.
Resolution # 0125-2020-02 Pool Rules
Change rule letter e. from “Children twelve (12) years of age or under, must be accompanied by a responsible person sixteen (16) years or older who shall be responsible for the child’s behavior and conformance to all pool rules while in the pool area.” to “Children under the age of sixteen (16), must be accompanied by a responsible person eighteen (18) years or older who shall be responsible for the child’s behavior and conformance to all pool rules while in the pool area.”
Dave Borsos made the motion to accept resolution. It was seconded by Chris Claude and passed with a 5 to 0 vote.
- Community Center Greeters was tabled due to Ange Noonan being absent due to the flu.
- All the material is completed for the Special Meeting Prep which is scheduled for March 7th at Pocono Mountain West High School on Route 940. Whelan stated that we have been informed that the high school has a function on February 29th and if it gets snowed out we will be bumped from the auditorium. In that case the meeting will be held at the Community Center. Notification of the meeting being moved will be done by website, official and unofficial facebook pages, email blast or for those that do not have access to these mediums, they can call the administrative office during normal business hours. (Please note that the staff cannot change our outgoing message. Per our contract only Frontier can do that. This contract will soon expire so this issue will be corrected. Chris Claude recommended that we look into having a system like the schools have where a recorded message can go out to the membership.) The call to meeting material for the meeting is prepared and should be mailed out sometime next week in order to meet the deadline of having the documents in the membership’s hands 30-45 days prior to the meeting. Direct proxy voting is part of the package. An envelope addressed to our accountant, must be used if you plan on voting using this method. Registration for members attending the meeting will be between the hours of 9:30 AM and 11:00 AM. At the close of the registration, our Secretary who is the Judge of Elections, shall officially announce the close of the registration and if quorum has been obtained. Following the pledge of allegiance Introductions of all present will be made. The Judge of Election will than give instructions on the ballot. The ballot box will be open for all to vote. The membership in good standing will be allowed 2 minutes to comment.
- Bob Leon was named Webmaster to keep our website current.
Save the Date Reminders:
- Super bowl Party – February 2nd at the Community Center. There will be a $5.00 fee, payable at the door. More information to follow.
- Trivia Night – February 21st at 8:00 PM in the Community Center.
- Karaoke Night – February 8th at 8:00 PM in the Community Center.
- Special Meeting March 7th at Pocono Mountain West High School. Registration begins at 9:30 AM.
(The pool and Community Center will now be opened for the 5 Monday holidays. The schedule will be that the Bar and Grill will be opened on Sunday between 5:00 PM and midnight. A special will be available on this night, possibly wing night. The pool hours on Sunday shall be 1:00 PM to 9:00 PM. On the Monday holiday the pool will be open between the hours of 1:00 PM and 7:00 PM. The next scheduled Monday holiday is President’s Day.
Bill Baehr commented that we have not had a dues increase since 2011 and the cost of road maintenance has increased tremendously. He complimented Darryl Gamble and the maintenance staff for doing a good job with their limited resources.
Chris Claude stated that due to the lack of needed income the board has to prioritize where the money is being spent. They are completing projects correctly instead of putting a band aid over them. He is asking people to be realistic. Saying that you will not vote for a dues increase since the roads are not done or the snow is not plowed is self defeating. In the future Claude would like to see money put aside for things that are needed in the future so that we are not scrambling around on how to pay for things.
Buz Whelan agreed with Claude and added that if the dues increase is granted it would net us $300K/year which will enable us to do more for the Association.
Bob Leon stated that although our delinquent dues collections are going well, that well will eventually run dry. He stated that the number of homes on sales is dropping which means homes are selling.
Dave Borsos commended the ladies at the administration office for how smoothly things are going especially with the new badging system. He also wanted to know why our reserves are so low. Reserves are used to do needed repairs.
No other committee present to report.
Louise Leon stated that Adult Water Aerobics was able to meet on the Monday holiday for Martin Luther King and she appreciates that the board and management are mindful of their schedule,
Mary Kavanagh inquired if there was a time line when the pass through between the bar and the pool was going to be completed since many people are using the emergency exits while in swimwear and getting the floor wet. In addition, she feels the area where the couches are needs more lighting. She saw some of the younger members getting somewhat intimate. She also stated that the saunas were being left on to heat the bathrooms. Gamble told her that there are no immediate plans for the pass through. He wants to schedule it when it would be least obstructive and at a time when the project can be completed all at once. Right now he and the maintenance staff are tied up with other tasks. As to the lighting, Gamble stated that it is installed on the wall by the couches. Gamble stated that the saunas may be removed from both bathrooms. At this point Louise Leon was not happy with that statement. Kavanagh further questioned whether we should hire Vector Security and do away with our one staff member. Whelan stated that the cost of in-house security is less expensive. Vector was very expensive and didn’t patrol as frequently as was in contract.
Five (5) new members were welcomed to the Community.
Steve Kavanagh made the motion to adjourn. It was seconded by Bob Leon. Meeting adjourned at 11:45 AM.
Reporters Note: I write these reports based on notes taken during the meeting. I get no special consideration or cooperation from the board. I try my best to report accurately, but occasionally mistakes will be made. I invite correction and have no desire to intentionally mischaracterize any comments or actions.