Monthly Archives: June 2020
Emerald Lakes Board of Directors Open Meeting, June 27, 2020
by Kathy Leslie-Whelan
The meeting was called to order at 9:41 AM. All board members were present. General Manager Darryl Gamble and Assistant General Manager Nicole Clemens were also present. Buz Whelan started his President’s message saying that the minutes from May’s open board meeting are not available at this time so the approval of the minutes will be done at the next open board meeting. The meeting was being recorded and strict physical distancing was being observed. Whelan stated that he expects a business-like decorum when entering the Administration building. He stated that an overwhelming number of people are observant and have been appropriate in their contact with staff. He is grateful for that, however, over the past couple of weeks several people have entered in a rage using ethnic slurs, vulgar language and abusive or condescending behavior. This will not be tolerated and the individual exhibiting this behavior will be asked to leave or be removed.
Whelan further complimented the General Manager and maintenance staff on the appearance of Pine Tree beach. He saw staffing gathering for work at 8:00 AM all week and working hard throughout the day even though it was hot and humid. Whelan stated that the stone wall is attractive and compliments the beach. It is a whole new look.
Whelan further stated that since the Memorial Day ceremony was cancelled due to Covid 19, there will be a small ceremony at the main entrance flagpole on July 4th at 9:00 AM to recognize those who gave their life and made our country what it is today. The ceremony will be a flag raising, pledge of allegiance and singing of a patriotic song.
Bill Baehr, Treasurer, started his report stating that for the month of May the Association operated within budget. Operating costs were at $110K and are within budget. Deposits are at $220K. Code Enforcement Officer (CEO) collections are at $16,440 and are on track to exceed the budgeted amount. Rental income is at $27K which exceeds last year by $11,751. Dues collections are currently at 47% since we extended the deadline of the first quarterly payment to June 15th. Income from dues is $467,500 to date, which includes delinquency collections. In-house collections are at $141K, attorney collections are at $250 and collections from Sunrise are at $1K. The Association is always moving forward against anyone that owes money on behalf of the membership. Currently Emerald Lakes has an A + rating with collections.
Dave Borsos made a motion to accept the Treasurer’s report. It was seconded by Bob Leon and passed unanimously.
Under Old Business:
- Gamble stated that they are using a map to tackle the pot holes in the community and have been working aggressively to address these holes. Two men are always working on pot holes when the weather is nice. Staff will also be using the rolled tar patching in more areas. Gamble is currently waiting for a report and pricing from a Contractor to do outside road work. Gap View down to Main beach roads will be repaired and Clearview will be taken care of. Under consideration is paving of the parking lots with gravel, chip and tar. He is currently looking to procure a tar buggy.
- The outdoor pool is doing okay. Last weekend was the first time the pool was opened due to Covid 19. On the first day 50 adults entered the pool area. The second day a total of 20 adults went to the pool. People are reminded to wear masks to the pool. The rules are as follows:
- you need to wear a mask to enter
- you must read and sign a waiver
- you are required to wear mask if you are not swimming, drinking or eating or in your small group
- you must social distance
- no arguing with the attendants
- IDs are required for entrance
Badging scanner on laptop will soon be in place to check IDs at both the compactor and the pool. Training is starting with 6 new pool attendant hires. 4th of July week the pool will be open on Friday, Saturday, Sunday and Monday. It is the intent to open the pool for more days once the new hires are trained.
- Community Center has a long range plan to open. The pool will open first and the number of people will be limited. More pool attendants will be hired. There will be no access to the restrooms, showers or sauna. Porta-Potties will be available.
- The bar and grill will soon start renovations. An opening from the bar to the pool and reconfiguring of the bar will soon commence.
- Basket ball courts will not be opened, however, the tennis courts are currently opened.
- Firework have become an issue in the community as well as nationwide. Most major news stations are carrying stories of this issue. If fireworks cannot be stopped it will try to be controlled. A public safety member will be patrolling between 10:00 PM and 3:00 AM. $500 fines will be issued. The violations will be posted in the Emerald Lakes newsletter. Last week 18 violations were issued for fireworks.
Under New Business:
- The annual meeting will be held on August 15th at the Community Center. A tent and chairs will be rented to have the meeting outdoors. A rain date was set of August 16th. The call to meeting will identify ways to contact the staff for notification of postponement.
- Meet the Candidates will be held on July 25th. It will be live streamed and the membership can ask questions of the candidates at that time. Since this is the date for the board’s open meeting for July, that meeting will be rescheduled to August 1st.
- Notification will be going out to the membership reminding them that enforcement of our Rules and Regulations referring to grass cutting will be enforced. It is the homeowner’s responsibility to cut the grass in the front of their property out to the roadway. There will be a 60 day courtesy grace period with warning going out to the members who do not comply with this rule.
Ange Noonan stated that she had good results from the police and AWSOM when dealing with loose dogs. She also noticed that properties are looking beautiful possibly due to people at home due to Covid 19.
Chris Claude stated that unregistered RVs and vehicles need to be removed throughout the community. Clemens stated that any identified vehicle should be reported to the CEO.
Bob Leon stated according to Zillow this morning 23 homes are available for sale, 10 properties are available for sale and there are 24 foreclosures in ELA. Leon also warned the members not to park on their septic mound. If they collapse it could possibly cost the homeowner thousands of dollars. Leon stopped at a house to tell a member that had a car parked on the mound. Finally, Leon questioned our phone system. Currently a new system is being looked at. Once our contract expires with our current vendor a new system will be installed.
Steve Kavanagh stated that the fire on Granite road was a kitchen fire and did not start from fireworks.
Bill Baehr stated that he is happy with the animal rescue crew (FURR) which is assisting the membership with feral cats. He also noticed more family members walking in the community probably due to Covid 19. People are working in their yard and everything looks nice.
Dave Borsos had questions and comments from the Real Estate committee that met via Zoom. They were annoyed that phone calls were not being returned. They were advised to utilize email instead. They wanted to know why the office could not be opened on Friday for weekend rentals. Currently we are down two staff members at the Administration office and Nicole Clemens is handling all issues. She sometimes works a 10 hour shift. Management is looking to hire a part time worker to replace a worker that quit. Another staff member is currently out on maternity leave. The committee inquired if they could pre purchase badges or seasonal badges for their tenants, ones that would last for the entire season and could be transferable. They were told no. The committee inquired about the training procedures for public safety. They were told that training was in-house and based on (Standard Operating Procedures) SOPs.
Buz Whelan stated that it is race weekend and since no spectators are allowed due to Covid 19, traffic shouldn’t be a problem. He stated that the raceway holds 350K spectators. Whelan also stated that a special annual meeting edition of the Emerald Lakes newsletter will be coming out and will contain the candidate bios as well as any information needed for the annual meeting. This will help streamline the annual meeting. Whelan further stated that after the pandemic is through he would like to move forward with a kayak/boat rental program and complimented Gamble and Clemens on the idea. In addition to these rentals there will be life vest rentals, basketball rentals and tennis racket rentals.
Four (4) new members were welcomed to the Community.
Bob Leon made the motion to adjourn. It was seconded by Steve Kavanagh. Meeting adjourned at 12:29 PM.
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.
Emerald Lakes Board of Directors Workshop, June 13, 2020
by Kathy Leslie-Whelan
Since Monroe County has gone into the yellow phase during the Covid-19 pandemic, the board had a workshop at the Community Center while maintaining physical distancing, having temperatures taken and wearing masks. Since the meeting was not recorded, I was invited in to document the meeting for the membership. President Buz Whelan called the meeting to order at 10:03 AM. All board members and General Manager Darryl Gamble were present. Nicole Clemens, Assistant General Manager was working at the Administration building handling in-person business. Since June 3rd, the office has been opened on Wednesday and Saturdays between the hours of 10:00 AM and 4:00 PM. CDC and DOH guidelines are being strictly followed. Only one person at a time is permitted in the office after their temperature has been taken. All that enter must be wearing a mask and keep a safe distance from the staff. All business that can be handled electronically should continue to be handled in that manner.
Buz Whelan handed the floor over to Darryl Gamble for an update on the projects that are currently underway. Gamble stated that there was new flooring at the Administration building and the office at the Community Center. The boat stickers are in so the membership can start to register their boats. The tags/hangers are in and fishing permits will start to be issued next week. Because of the virus and limited time allowed for Zoom meetings, Gamble set up an ELA account for a small fee which allows for longer meetings. Committees are encouraged to start up their monthly meetings utilizing this account. The Real Estate committee has already used this account and has had their first meeting since the pandemic occurred.
Currently Gamble has a map of the Association that identifies road issues. The problem areas identify what repairs can be done in-house and what repairs need to be contracted out. Anyone who knows of a pot hole that needs repair should report the area to Gamble to ensure that it is taken care of. Gamble is looking into tar and chip roads and pricing for next year. This method works best on a high traffic roads where there is cracking. The cost for asphalt paving is $1,275 per square yard. Please note in my last article, I mistakenly reported that figure as a square foot cost.
A resolution was put forth by Secretary Dave Borsos for a Tax Assessment Appeal. This resolution is for reclaiming property tax payments that were billed to the Association in error. This resolution was seconded by Bob Leon. It passed unanimously.
When the county goes green, the administration office will continue as it is running now. The outdoor pool will open with a limited amount of furniture and limited snack shack items. There will be scheduled groups allowed in for different time slots. The pool can allow a 75% capacity. The porta potties and railing will be sanitized after each group leaves. Pool attendants will be scanning IDs as well as taking temperatures. The membership will be required to sign a waiver before entering the pool area. Currently Gamble is looking to hire pool attendants for part time work. If interested, please email the Assistant General Manager at firstname.lastname@example.org.
Gamble stated that supplies are trickling in for sanitizing through the amenities.
Both Main Beach and Pine Tree Beach are okay to go. The bath houses will be sprayed down periodically by maintenance. Within the next two weeks, the retaining wall repairs at Pine Tree will be started. There will be a soft 6 foot slope to the beach and a drain will go to the right side. These items will not go to the water so special permits will not be required. Main Beach will be getting new sand and a few boulders.
Basketball courts and tennis courts will require the membership to sign waivers. There will also be signs posted to encourage the membership to maintain social distance and to wash hands.
The Community Center bar and grill will undergo some renovations to make thing more efficient and consistent. A cut out with window will be between the pool and the bar. A new bar will be reconfigured and needed electrical and plumbing work will happen behind the bar. There will be a three bay sink and dishwasher. The refrigerator will be moved to the back wall of the closet. The left hand side will have shelving. Cocktail makers will be procured so that drinks will be consistent. Soda will be canned/bottled soda. The bar menu will continue to be implemented.
A discussion was held on the grass cuttings. This discussion will be rehashed during the next meeting that will be live streamed. The discussion was on the possibility of the membership cutting the grass at the front of their properties.
Whelan spoke about the need to set a date for the Annual meeting. Since the high school will not be available for rental due to Covid-19, he discussed options for the board to consider. One option would be by way of an emergency by-law change and move the date of the meeting for a few months. A second option would be to rent a circus tent and have the meeting on August 15th, with a rain date of August 16th.
Whelan also stated that he usually puts out a paper before the open meeting but is holding off on the June issue so that whatever decisions the board makes at their next open meeting on June 27th can be covered and relayed to the membership. Whelan also stated that meet the candidates will be 3 weeks before the voting so that the membership has sufficient time to mail in their proxy voting if they decided to vote in that fashion.
Borsos requested that the voting ballots be corrected and that the reference to” any marks on the ballot will disqualify the ballot” be eliminated.
Bob Leon announced that according to Zillow we currently have 24 houses for sale, 8 lots for sale and 23 foreclosures.
Steve Kavanagh made the motion to adjourn. It was seconded by Bob Leon. Meeting adjourned at 1:14 PM.