961 Arrowhead Drive Pocono Lake, PA. 18347

ARROWHEAD LAKE COMMUNITY ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
JANUARY 4th, 2014
THE LODGE – BANQUET ROOM
PRESENT: President Bill Lucas, Vice-President Pat Tierney, Secretary Tom Filla, Treasurer Gerry Burke,
Asst. Secretary Jerry Grlica, Asst. Treasurer Ruth Ann Murphy, Directors Barbara Zimmerman, Tony
Russo, and Joan Mullen
ABSENT: No one
President Lucas called the meeting to order at approximately 9:46 AM.
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Jerry Grlica moved to accept the December 7 , 2013 ALCA BOD Meeting Minutes and Barbara
Zimmerman seconded the motion. Motion passed 9-0.
TREASURER’S REPORT: Presented by Gerry Burke
For the eleven months ending November 30, 2013, dues collection of $3,786,000 is under budget by
$58,000 or 1.5%.
Other revenues for year-to-date November 2013 are over budget by $53,000 or 7.8%. This over budget
variance is due to collections obtained by Sunrise Credit Services and Attorney Wiesmeth and rental
wristband revenue, which exceeds budget by 23.0%
Overall, total Revenue is under budget by $5,000 or .1%
Operating expenses for year-to-date November 30, 2013 are under budget by $93,000 or 2.6%.
For year-to-date November, 2013 paid capital costs are $467,000. Paid capital costs primarily represent
money spent for roadside tree trimming, 2 new pick-up trucks for Facilities, new security vehicle, Lodge
Generator, the 911 Street Sign Project, equipment attachments for the Association’s backhoe, paving of
the trash center and creation of a mechanic’s shop in the Maintenance Building.
Overall, the Association’s profit on a cash basis for year-to-date November 2013 is over budget by
$88,000 or 58.3%.
Collections Update: For the eleven months ending November 30, 2013, Attorney Wiesmeth and Sunrise
Credit Services recovered $82,000 in past due amounts.
Jerry Grlica moved to accept the Treasurer’s Report as presented, and Pat Tierney seconded the motion.
Motion passed 9-0.
GENERAL MANAGER’S REPORT:
Bill asked Lonnie to explain the Community’s Gold Star Award from CAI (Community Association
Institute). Lonnie explained that the Gold Star Award from CAI means we as a Community are at the top
of our game and we are doing it right - everything from management, documents, insurance, and
financially. He explained it is exactly what consumer’s are looking for when it comes time to purchase in a
Community. Lonnie congratulated everyone in the Community as a whole. Bill congratulated Lonnie for
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helping it make it possible to be awarded this highest award from CAI. Bill announced that the next CAI
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event would be held on January 22 , 2014 at the Lodge. He explained the Lodge would be closed from
4PM on that day to host the event and more details to follow.
Gerry Burke inquired about the live feed in the Community. Brittany Ott explained it would be a webcam of
the lake or something similar to it.
Tom Filla inquired about whether the action suit involving the building of the Lodge was closed yet. Lonnie
explained it was still not complete that it is in depositions for the people being sued are trying to ride out
as long as they can. Lonnie explained there was a frozen pipe behind the coffee bar today and we have
hired a general contractor to help with the problems arising now. Lonnie assured everything that could be
in the claim was put in and there is nothing more for us to do at this point. Bill added we amended the
complaint at the eleventh hour by putting some more items that arose since the building opened.
Gerry Burke asked about the new hours for the Member Services Department, since the New Year began
and how everything was transitioning. Danielle Decker explained that so far, so good for the transition of
the gates system and the 24-hour availability of the Security Dispatch Department. She added it is
learning curves daily for small items are being found to help improve the system. For instance the buzzer
that is pressed when the Member Services Department is closed is located outside the front door and it
was found to be more helpful to Security Dispatch to have it outside the side door in the front (where the
bathroom is located), so one is being installed. Overall, Danielle stated the transition has gone more
smoothly than expected and a guest, renter, or anyone that has been given permission to gain entry has
not been denied.
OLD BUSINESS:
Chairperson w/Board Meeting following February’s Board of Directors Meetings: Bill Lucas
reminded all committee’s that the Committee Chairperson’s Meeting with the Board of Directors will take
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place immediately following the February 1 , 2014 ALCA Board Meeting. He added that if for any reason
a Chairperson could not attend that they send a committee representative in their place.
Proposed ALCA Rules & Regulations Updates: Note and Boating Rules Article X: Bill Lucas stated
the Board is going to try and only update the Rules & Regulations twice a year this year and not every
month to help avoid any confusion from the membership. After some discussion, it was decided the Boat
Racks availability would not be added to the ALCA Rules & Regulations at this time.
NEW BUSINESS:
Safe Deposit Boxes: After some discussion, Barbara Zimmerman moved to add Lonnie Howard, Carl
Kochis, Charlie Hozempa, and Danielle Decker as signatories on the safe deposit boxes. Pat Tierney
seconded the motion and motion passed 9-0. Lonnie explained that the Board would be notified when any
of the managers went down to the boxes.
COMMITTEE REPORTS WITH BOD RECOMMENDATIONS:
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1. Maintenance Committee December 14 , 2013 Minutes: Al Mancini as Committee Representative
a. Maintenance Committee & EM&R Committee to receive status reports on the Lake Reclamation
Project as reclamation of Lewis Creek and repair of the Clubhouse affect each other. Ruth/Al –
unanimous
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Bill Lucas asked Lonnie to keep the committees on any updates of the Lake reclamation Project and
Lewis Creek. Lonnie replied he would.
b. Recommended remote control ceiling fans in Great Room Banquet Room and Fitness Room to
assist with temperature control and save heating & cooling costs. Unanimous approval
Bill Lucas explained that he sat through many meetings when the Lodge was being built and it was
decided not to place ceiling fans in the building for esthetic reasons.
c.
Recommend exploring fan inserts in all Lodge gas fireplaces to circulate heat as well as draft fans
in chimneys. Stanley/Ruth – unanimous
John Cardiello explained he was already working on fan inserts for the fireplaces.
d. Recommend ALL plumbing, electric, temperature control; landscaping, etc fall under the
responsibilities of the Facilities Maintenance Manager. Sheila/Ruth – unanimous
Lonnie explained that John does do all of the above, except for the temperature control, for that
responsibility falls under Kristin – the Lodge Manager. Tom Filla recommended that the heating needs to
be tweaked by turning on 2-3 hours before an event to help warm up the rooms.
e. Recommend ALL REPORTS released to committees be e-mailed to committee members at least
1 week before the said committee meets. Sheila/Ruth – unanimous
John explained this is already being done.
f.
Motion: BOD to confirm Linda Mancini as a member of the Maintenance Committee.
Stanley/Sheila – unanimous
Barbara Zimmerman moved to accept Linda Mancini as the newest member of the Maintenance
Committee and Tom Filla seconded the motion. Motion passed 9-0.
COMMITTEE MINUTES WITH NO BOD RECOMMENDATIONS: None
Jerry Grlica moved to adjourn the business portion of the meeting and Pat Tierney seconded the motion.
Motion passed 9-0. The meeting ended at approximately 10:16 AM.
Respectfully submitted,
Thomas Filla
Secretary
MEMBERS COMMENTS: (took place before the ASC Meeting):
Barry Tiven of Maxatawny Dr. commented on a fantastic New Year’s Eve Party. He explained the food
and DJ was good.
Rich Isphording of Maxatawny Dr. seconded Barry’s comments. Rich thanked Kristin and her staff for
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doing a great job!
MEMBER COMMENTS: (took place after the ALCA BOD Meeting):
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Elmer Money of Fala Ct. commented on the new business of the December 7 , 2013 ALCA BOD
Minutes that a note should be made that the Chairperson Meeting with the Board was changed to
after the February 2014 Meeting and not the January 2014 Meeting.
Linda Mancini of Maxatawny Ct. inquired if ALCA was going to make arrangements as they had done
in the past to get a group discount on septics being pumped. Jerry explained this use to be done and
Tony added there were some requirements. Barbara explained the checks were actually made
payable to ASC or ALCA for Arrowhead paid the pumper. Bill suggested that people get together with
their neighbors to work on getting theirs pumped together and ask the pumpers themselves for the
discount.
Sal Paladino of Wechquetank Dr. thanked Bill for making sure the food was hot on New Year’s Eve.
Sal thanked Bill for the pictures he took too. Bill added he gave Brittany a disc of the pictures he took
and he stated they would be up on the website in the near future.
Sal commented he was satisfied with the color scheme availability, but wanted to know if the permit
process could change. Sal suggested that Member Services be able to give out the no-fee permit. Bill
explained that Jim is the E.O. and in order to have control that Jim is the only one that could give out
the permit. Bill added that when he last asked Jim about the color scheme permit that Jim had told
him it was working smoothly and there were no problems.
Jo Schmidt of Lakeshore Dr. asked for clarification on Associate Member Wristbands for many
seniors have grandchildren and to pay $20 for their multiple grandchildren to use the facilities would
be a costly endeavor. Bill explained that last year the most abuse came from the non-members for
many people registered 10-15 Associate Members. Barbara Zimmerman explained that they could
use the member wristbands and that they only had to purchase an Associate Member wristband if
they needed an extra one.
Rita Roque of Onawa Trl. commented on the By-Law Ad-Hoc Committee starting up again and add
she hoped that they were not looking to change them for a third time because it costs $30,000 to
change them. Rita added the Board could change the Rules & Regs. without an expense, so why do
the By-Laws need to be changed. Rita continued to comment that the covenants/declarations to be
changed are a long drawn out process and why do they need to be changed. Bill stated the
covenants are not on the table. Pat added the Strategic Plan has some items that need to be
addressed in the By-Laws.
Sheila Calfayan of Kickapoo Dr. thanked Jo Schmidt for running 2 floral arrangements for the holidays
(one for Thanksgiving and one for Christmas). Sheila stated there was great attendance at both and
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announced the next one would be April 19 the day before Easter and there would also be an outside
container in the Spring.
Frank Cacchione of Bow Path commented that he agreed that changing the By-Laws every other
year is an expense, but this time the Strategic Plan has to be summed up.
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Frank added that the By-Laws Ad-Hoc Committee reached out to all committees and Frank explained
they only heard from some committees. He asked the committees to get their information to Danielle
and that she will make sure it gets to the By-Laws Ad-Hoc Committee.
Al Mancini of Maxatawny Dr. explained he has been hearing about the septic pumping for the past 30
years. Al added we have the power to have them inspected by the Townships. Jerry explained at least
now we can enforce violators with fines now. Ruth Ann added that 30 years ago we did not have DEP
to help enforce.
Barbara Russell of Safro Ct. asked why the car stickers were discontinued. Barbara explained she
bought in 2006 and has had a boat stolen from Beach 3 last year, her golf cart batteries were taken
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out and her 8 grandchildren was denied access to the Island Pool last 4 of July Weekend during the
Festival. She inquired what the stream crossing was about. Bill explained that DEP mandated repair
work on the stream crossing. Bill explained the Festival closed the Island Pool and that there were 2
other pools to go to. Bill stated if there were no other options, then the Island Pool would not have
been shut down.
Sharon Lee Heron of Safro Ct. commented on how her road was not plowed until 12:30PM yesterday,
which forced her to call out sick. Sharon inquired if there was a list that shows where people who live
here still work, so their roads may be plowed first. Bill commented when he arrived yesterday at 4PM
that his road was not plowed. Lonnie explained his road was not plowed yet, but he was able to get to
the office anyway. Lonnie continued by stating the plowing is being done differently than last year by
not using the grader and the main roads, emergency routes and the school bus stops are done first.
Lonnie apologized that she had a problem getting out and we will continue to work on the list.
Sharon inquired about where the increase of dues and sewer that equal $495 was coming from. Bill
explained we are playing catch-up to get back on the right footing. Ruth Ann added that a payment
plan could be set-up at anytime by contacting the Accounting office. Gerry explained how professional
advisors were contacted for the strategic plan and they ran numerous financial strategies to see how
to address the community’s financial needs for the next 5-10 years.
Chip Allen of Comanche Trl thanked Ruth Ann for her comments on how we are a gated community
and how people have run free over the last several years. Chip explained if someone has 30
grandkids using the facilities more, then who is using is what the fees are for usage. Every Property
Owner pays for the usage in their dues, but if you are using it more who should bear the costs. Chip
used for example a boat rack and who should bear the cost for one, which is the person using the
rack. The people who use them is the same as Associate Members, just like if you own down at the
beach you would need an badge to access the beach. Chip added we are playing catch-up for not
reserving money in the past.
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