An All-Volunteer, Self-Managed Community
Member: North Potomac Citizens Association Inc
MONTHLY BOARD MEETING MINUTES:
President Richard Schinner 301-977-5196 email@example.com Nov 05
VP Detached Homes Lisa Goodwin 301-963-3807 firstname.lastname@example.org Nov 05
VP Town Homes Eileen Solomon 301-330-2876 email@example.com Nov 03
ARCHITECTURAL REVIEW COMMITTEE (ARC):
Chairperson Kathy Wyatt
ARC Member Dennis Zepp
ARC Member Rita Becker (Absent)
ATTENDING TONIGHT: (All present unless so noted)
I. CALL TO ORDER: Eileen’s home (Thank You). Called to order .
II. MINUTES: (Posted on web at least one week before meeting. Copy made available to guests).
President called for changes if any. No changes. Motion made to accept. Seconded and passed unanimously
III. BOD HEARINGS: None Scheduled
IV. GUEST PRESENTATIONS: None Requested
V. ARCHITECTURAL REVIEW COMMITTEE :
ARC Change Requests – None Submitted. (Preliminary review of a near future submission).
Fall 2002 Inspection - Detached Homes, Non-Compliance Letters - Mailed certified. Next letter will come from our attorney. If still not compliant, HOA will contract to have repairs done.
Spring 2003 Inspection - Townhomes, Non-Compliance Letters - Mailed certified. Next letter will come from our attorney. If still not compliant, HOA will contract to have repairs done.
Fall 2003 Inspection - Detached Homes, First Notice - Letters mailed.
Storm Door and Awnings Standard Revised - ARC voted to revise two community standards in Architectural Guidelines. Master and our web page were updated:
1. Awnings: In general, exterior awnings at the front of the unit are prohibited. Exterior awnings at the rear of the property will be prohibited unless prior ARC approval is obtained. Awnings must be compatible with the architectural designs of the house and the color scheme of the unit.
Townhomes: Awnings are prohibited in townhomes. The
Architectural Review Committee's mission is to maintain uniformity and neatness
in townhome areas. Since awnings were not part of original townhome
design, even a few would interfere with appearance. Even with best intentions,
open awnings can break apart in high winds and storms. Townhome awnings are an
overall community safety issue. (Updated
by majority vote of ARC
2. Storm Doors: In general, storm doors will be approved if the following restrictions are met:
Style: Full-view style storm doors only (any frame edge around the
glass must not exceed 5-Inches in width) - with clear safety
(B) Material: Storm doors are to have an aluminum or vinyl exterior. Wood or other material requiring maintenance is not permitted.
(C) Color: All storm doors must be painted to match the color of the door trim.
Town Homes: Door and frame color must closely match trim of the Town Home (not the front door color), typically almond color for Town Homes. ARC has not objected to almond color storm door units for Town Homes
Detached Homes: Same as Town Homes except door and frame color must closely match trim of the home (not the front door color). Most manufacturers offer these doors in a close match color.
Two Storm Door Violations Granted Waiver – Two homes in violation of “Full-View” guidelines were granted waiver until current door needs replacement due to Guideline “full-view” ambiguity. Letters sent to owners this month.
VI. NEW BOD BUSINESS
Meeting Date Change -
Annual Meeting Preparation - Rick will prepare agenda and moderate. Eileen’s term has expired. She agreed to run for re-election. That position is open for nominations from the floor. Jerry will arrange with ABS for a list of owners for voting and prepare ballots. BOD will request community position on assessment increase. We will have handout copies of Balance Sheet, 2004 Budget, and Unfunded Community Improvement Projects. Jerry will review “Annual Replacement Reserves Funding Requirements” process and procedures. In addition, there will be handout copies of Behavior on Common Areas Rule 2003. We will put the sign out 6 days before meeting. Mohammad will contact ABS to send a mailing notice of Annual Meeting date and time.
South East Tot-Lot Upgraded - Nearby owners, ARC and BOD members, and a host of children provided outstanding reviews of new equipment. Observations indicate the lot is nearly always in use with many children. Adult supervision is lacking. We are pleased at quality of equipment. There were abandoned trash and financial problems with supplier/installer. We paid others to have trash removed. All but $30 of the financial matter has been resolved. Supplier/Installer has yet to provide agreed-to matching paint, maintenance tools, and a repair kit for the steering wheel.
Blackberry Drive Sign Installed -We do not know who (SHA or
Blackberry/Rt 28 - Lack of Pepco Illumination - There have been many accidents since August – several at night. The original SHA proposal for our intersection included Pepco Illumination. Our sister community west past Safeway has new Pepco intersection lighting. According to SHA, illumination is not in the project for our (more dangerous) intersection. Rick will engage our attorney to investigate and prepare an effort to add Pepco light poles to our intersection.
State Highway Administration – Rt 28 Widening - We continue to apply pressure to SHA to install
white RIGHT-TURN-ONLY arrows on east bound Rt 28 pavement - before
Common Area Behavior Rule 2003-1 Complete, Final Document Approved by Attorney - The draft was mailed to all owners in July. Community suggestions were then edited into the final document. BOD will discuss adoption and provide handout copies for all members attending annual meeting.
2004 Landscape Contract RFP - Rick and Jerry will meet with owners of G&G Landscape tomorrow to review the good and poor performance issues of 2003. BOD plans to re-issue the 2003 RFP with a new “Addendum” to cover issues we became aware of in 2003. The RFP and Addendum will be out for bid within a week.
2003 Snow Removal – We have already had two plowings. JL also added “snow melt” to icy areas.
West Entrance Holly Trees and Hedges Overgrown – Will be on agenda for G&G discussions tomorrow.
New Communication Items to BOD:
Two responses to Inspection Letters. Jerry will review and respond.
VII. TREASURER’S REPORT, BOOKKEEPING AND FINANCIAL MATTERS:
ABS’ Financial Statement, November 1 thru 30:
2003 Operating Fund Deficit – There will be a small deficit going into 2004. BOD continues recommending no assessment increase, however BOD is open for further community direction at annual meeting.
ABS Passes Baton to BOD, to Manage Ahlberg & Co. Auditing Firm – ABS has gratuitously handled our interface to Orchard Knolls’ auditing firm (Ahlberg & Co.) since 1992. It has been a natural relationship, however not an efficient business practice for ABS. ABS has other HOA clients. Orchard Knolls is Ahlberg’s client. Ahlberg is contracted directly by BOD not ABS. ABS now desires to be removed from the Ahlberg relationship by having all Orchard Knolls’ auditing contract solicitations, awards, directions, questions, mailings etc come from BOD. ABS will continue all bookkeeping responsibilities and Orchard Knolls financial records will continue to be audited by Ahlberg. In summary, ABS has asked BOD to solidify this change, contact Ahlberg, and arrange for 2003 audit and tax preparation. After discussion to clarify this matter, BOD asked Mohammad (Treasurer) to contact Ahlberg and invite them to attend our next regularly scheduled meeting to meet BOD and establish protocol for future direction. Mohammad agreed.
Delinquencies - All significant delinquent accounts have been paid.
Missing Insurance Reimbursement - 2001-2002 Lightning Damage: Not Discussed
Mohammad reports that 2002 Property Losses from lightning are still not paid to us by State Farm. He has provided all receipts to State Farm. Mohammad will continue to pursue collecting these funds.
VIII. OLD BOD BUSINESS (Pending, Not Discussed)
Rick has begun steps to produce a new directory. He will contact Lisa Goodman and Rita Becker to arrange and schedule remaining logistics, reproduction and distribution work.
Vehicle Stored in
Violation of Posted Parking Restrictions. Needs to be posted with a 48 hour notice then towed
East Entrance Flower Bed Below Grade
Due to SHA’s increased elevation of Blackberry Drive/Rt 28 East – flower bed is below grade due new height sidewalk.
28 White Fence “Sinking” (East of
Due to increased elevation of Rt 28 East and the new sidewalk vs. the taper of our berm – about ½ of our white fence goes “downhill” and disappears behind the sidewalk. SHA says their surveyors noted that our fence is on their right-of-way. It is an unkempt appearance from Rt 28.
(Editorial Comment): HOA should relocate fence higher on berm, or remove the section east of Verizon switch unit.
(Editorial Comment): This month, the fence has become damaged. A rail has split and fallen out.
Dead and Wind Damaged Trees Cut and Not Replaced; Stumps Remain
Probably our most frequent complaint. There are three costs for each tree; Tree Removal, Stump Removal, Tree Replacement. For several years, various contractors have been expeditiously cutting dead trees above grade leaving exposed ugly and dangerous stumps. The benefit to that approach is that it is fast and keeps initial cost low. The trees have not been replaced. There are now many exposed, unsafe and ugly stumps in the common areas.
(Editorial Comment): This situation will become a very expensive future project if not undertaken soon. BOD needs to revise tree cutting policy to include removing stump – unless in a remote area. Further, if a tree is cut down, it should be replaced or grass over the area. Not every tree needs to be replaced, but the location should be restored
Citrus Grove Cul-de-Sac Needs Trees Replaced
Restore East Entrance Zone 1 Sprinkler System along Rt. 28
SHA damaged this zone beyond repair and agreed to replace it.
New Streetlights for
Quote received for $2,750 to accomplish this project by
bringing power through our conduit under
Fully Loaded Townhome Streetlight Circuit Upgrade Delayed
Capacity on this circuit is needed for 3 proposed future
projects: 1) Additional uplights for
center island trees, 2) Two new center island streetlights, 3) New colonial
lamps at entrance to Townhomes. Circuit starts
Blackberry Drive Crosswalk at Playground
Lisa is working with
Blackberry Drive & Terrace Stop Sign to Replace Yield
Lisa is working with
Most Common Area Lawns Adjacent to End-Unit Townhomes are Neglected
Inequity in common area landscape. End unit townhomes own only 4-feet from side brickwork. Remaining side lawn is community responsibility.
Community lawn care is neglecting
weeding, feeding and trimming these areas.
Most have become eyesores. However, an exception is
Inefficient Townhome Curb Parking
Limited curb parking is permitted and posted by signs on
Cul-de-Sac Upgrades Delayed
BOD agreed in principal to make this a priority. This is a $4000 project. Decision was made to add this project to community “wish list” for review at 2004 annual meeting.
Unlicensed Business in
Owner recently rented a townhome to ARC of Montgomery County: According to our attorney, this
Dog Waste Sign Intentionally Smashed - Citrus Grove Cul-de-sac
In-ground sign has been intentionally smashed as if by a heavy hammer, beat, split and wrapped around the steel pole. Some members of the board wanted to remove it. BOD decided to replace it.
Gazebo Mailbox Unit Damaged by Children
Gazebo & Mailbox unit needs painting again. Need to construct a defense against children climbing to top of unit.
ABS Requests Disposal of Orchard Knolls’ Pre-1996 Records
Last month, BOD declined, requesting that Mohammad obtain ABS’s storage costs.
No Method to Save or Escrow Funds for Future Community Improvements
There is no fund from which monies may be drawn for new improvements. Townhome and General Reserves are mortgaged for replacement of existing assets. The current budget does not have any line items setting aside capital monies for new asset projects. Until now, any new assets must be paid for from surplus operating funds. A routine allocation process should be implemented to provide an escrow fund to save for identified community approved projects.
Should HOA Mail (Distributed by ABS) go to Owner’s Alternate Addresses?
Some owners have “blind” addresses for their actual residence. Their assessment bill is mailed to and paid by another financially responsible agent. ABS continues to ask BOD - Should HOA mail, prepared by ABS, be mailed to owner’s “alternate” address? Should it be duplicated for resident’s HOA property?
Old Communication to BOD : (BOD has not Responded)
Continued Multiple Firelane Parking Violations -
Owner wants BOD to take action with
multiple illegal parking on sidewalk along firelane curb often all night. Board is considering whether to tow or ask
residents to call police. A $250
citation is issued if police are called.
Continuous Annoying Home Alarm
Cherry Blossom Lane owner wants BOD to take action - Alleges that a loud, continuous, and obnoxious
exterior alarm in Cherry Blossom Ct. goes off frequently (at least once a
month)... alarm continues all day and does not get shut off until occupant comes
home at 5pm. Says he visited owner who explained that it is an interior
alarm therefore no county law applies. Cherry
Trim Color Not Approved
Owner responded to our letter citing property for unapproved white color trim rails. Owner says they have been white for 3 years and declines to change color now.
Two Neighbor’s Down Spouts Flooding Area
Owner requested help at 2003 Annual Meeting. Area of concern is between 15728 & 15732. Down spout runoff from 15732 and 15734 floods common area and this owner’s property with constant water/mud. In addition shrubs on common area are so overgrown that sunlight is totally blocked exacerbating the water and mud.
Water Pooling at Gazebo; Mosquito Breeding Ground
Owner requested that HOA regrade this area to eliminate water from pooling and risk of mosquitoes breeding. .
Limbs Over South Townhome Parking
Dangerous limbs overhanging striped
Two Large Dead HOA Trees in Front of Home
Two HOA trees directly in front of her front door have been dead all year and requested they be removed and replaced. Jerry took photos of the trees for BOD. Rick added to the list to be removed by JL Landscape.
Preserve South West Tot-Lot Equipment
Requesting South West Lot’s baby-swings and see-saw be preserved.
Two Removed Trees not Replaced, Stumps Remain
In 2002, BOD removed 2 dead trees directly across street from home and left two stumps exposed above grade.
Possible Unapproved Day Care
increase in adults with children entering and leaving a unit in
IX. UNFUNDED COMMUNITY IMPROVEMENT REQUESTS:
Highlight “Orchard Knolls” Lettering on Entrance Marque
Upgrade Landscape for 5 of 6 Cul-de-Sac(s)
Duplicate Entrance Stone Marque on
Two Matching Streetlights to
Matching Colonial Lamps at Townhome Entrance
Brass “Orchard Knolls Towns” Plaques on Existing Stone Columns
Permanent Flagpoles with Uplighting at Front Entrance
Increase Berm Height at Senior Housing Boundary
Security Lighting along Creek and Bike Path
Erosion Control on South East Creek Bank, or,
Add 2 Missing Red Maples at each
Upgrade North-East Tot-Lot
Upgrade South-West Tot-Lot
Covered Picnic Pavilion over
Trim All Common Area Trees.
Add Streetlight to
Transformers Screening to
Replace Sprinkler Enclosure - Larger unit Needed
Paint Curb Parking “Tics” on
X. UNFUNDED REPAIRS;
Paint Gazebo and Mailbox Unit.
Upgrade Streetlight Power Circuit Running at Capacity.
Creek Bank Erosion Control and
Remove Common Area Stumps; Replace Previously Removed Trees
Regrade Gazebo Landscape; Eliminate Flooding Water
Reroute Water Flooding Common Area Adjacent to 15728 CBL
XI. ISSUES BEING ADDRESSED BY OUR ATTORNEY(S):
Townhome Landscape Issues (Do Covenants Apply?)
Delinquent Assessment Collections
Tot-Lot Contractor Dispute
Identifying Non Approved Day Care Operations
Common Area Behavior Rule
Blackberry Drive/Rt 28 Intersection Pepco Illumination
XII. VOLUNTEER COMMITTEES AND SUPPORT:
Tot-Lot Upgrades Harris Leonard, Kathy Wyatt, Rita Becker, Maria Siravo, Lisa Goodman
Newsletter Brian Zarchin, Eileen Solomon
Directory Rita Becker, Rick Schinner, Lisa Goodman
Grounds Mohammad Homaitabar, Rick Schinner, Rita Becker
XIII. OUR CONTRACTORS :
Collections and Bookkeeping
Audit and Tax Preparation Ahlberg & Company - David Bremmer, Auditor
Electrical Power Systems Electric
Insurance State Farm
& Landscape G&G
Legal Counsel Attorney David Gardner
Post Office Diamond Farms
& Reproduction Kinkos
Signage The Sign Store
Snow Removal JL Landscape
Sprinkler Systems Unity Irrigation
Trash Collection Titus
Tree and Stump Removal Mead Landscape Services
Web Site Interland Inc
XIV. ADJOURNMENT AND NEXT MEETING - Monthly meeting adjourned at .
Annual Meeting January 12, , will take place of next monthly BOD Meeting. Next regularly scheduled meeting will be