An
All-Volunteer, Self-Managed Community
Member:
Member: North
Potomac Citizens Association Inc
MONTHLY BOARD MEETING MINUTES:
President Richard Schinner 301-977-5196 evantage@aol.com Nov
05
VP
Detached Homes Lisa Goodwin 301-963-3807 goodgrl@attglobal.net Nov 05
VP Town
Homes Eileen
Solomon 301-330-2876 zeppsol@aol.com Nov 03
Treasurer Mohammad
Homaitabar 301-318-8446 homaitabar@yahoo.com Nov 04
Secretary
ARCHITECTURAL REVIEW COMMITTEE (ARC):
Chairperson Kathy Wyatt
ARC Member Dennis Zepp
ARC Member Rita Becker (Absent)
ATTENDING TONIGHT: (All present unless so noted)
GUESTS: None
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:
(A)
Style: Full-view style storm doors only (any frame edge around the
glass must not exceed 5-Inches in width) - with clear safety
glass. (Updated
(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
Annual
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.
Cherry
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)
Directory Update
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.
Accident
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.
Rt
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.
Two
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
behind
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
North and
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.
Alleged
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
parking in
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
Major
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
end of
Upgrade North-East Tot-Lot
Upgrade South-West Tot-Lot
Covered Picnic Pavilion over
South
Trim All Common Area Trees.
Add Streetlight to
Landscape
Transformers Screening to
Replace Sprinkler Enclosure -
Larger unit Needed
Paint Curb Parking “Tics” on
X.
UNFUNDED REPAIRS;
Paint Gazebo and Mailbox Unit.
Replace
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
PGC 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 :
Assessment
Collections and Bookkeeping
Audit
and Tax Preparation Ahlberg & Company - David
Bremmer, Auditor
Delinquent
Collections Attorney
Electrical Power
Systems Electric
Insurance State
Farm
Lawncare
& Landscape G&G
Landscape (
Legal
Counsel Attorney
David Gardner
Post
Office Diamond
Farms
Printing
& Reproduction Kinkos
–
Signage The
Sign Store
Snow
Removal JL
Landscape
Sprinkler
Systems Unity
Irrigation
Stationary
Towing G&G
Towing (
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,