Incorporated 1989 - A Self-Managed, Volunteer Community
Our Bookkeeping: Association
Bookkeeping Services,
Our Resident Agent: Attorney
David Gardner, 600 Jefferson Plaza,
Our Auditors & CPA: Ahlberg
& Company, P.C..
Our Web Master: Interland, Inc – Richard Schinner, President, Orchard Knolls HOA
Minutes – Monthly Board
Meeting
Term
President
|
Richard Schinner
|
301-977-5196
|
evantage@comcast.net
|
Nov 2005
|
VP Detached Homes
|
Lisa Goodman
|
301-963-3807
|
goodgrl@verizon.net
|
Nov 2005
|
VP Town Homes
|
Eileen Solomon
|
301-330-2876
|
betamax14@comcast.net
|
Nov 2007
|
Treasurer
|
Mohammad Homaitabar
|
301-318-8446
|
homaitabar@yahoo.com
|
Nov 2004 *
|
Secretary
|
|
301-977-0523
|
jerway@comcast.net
|
Nov 2005
|
|
Member
– 1 |
Kathy
Wyatt |
Representing
Detached Homes |
|
Member
– 2 |
Rita
Becker |
Representing
Non-Garaged Town Homes, HOC & MHP |
|
Member
– 3 |
Dennis
Zepp |
Representing
Garaged Town Homes |
|
Member
- 4 |
Lisa
Goodman |
ARC
Chairperson (Acting) |
|
Member
- 5 |
Open |
|
Members
of Board of Directors are absentia members of Architectural Review Committee
NOMINATING
COMMITTEE: Volunteers,
Appointed As Needed
QUANTITY AND
TYPES OF ORCHARD KNOLLS HOMES:
|
Detached Homes: |
83 |
55% |
|
Garaged
Town Homes: |
48 |
32% |
|
Privately
Owned Non-Garaged Town Homes: |
12 |
8% |
|
County
Owned Non-Garaged Townhomes: |
7 |
5% |
|
Total
Homes: |
150 |
|
BOD/ARC ABSENT TONIGHT : Rita
Becker, Kathy Wyatt, Mohammad Homaitabar
GUESTS: None
CALL TO ORDER:
|
AGENDA: |
1. Administrative
Matters - Minutes Review and Approval |
|
|
2. Scheduled Hearings
and Guest Presentations (If Any) |
|
|
3. Treasurer’s
Report and Financial Business |
|
|
4. ARC and
Property Maintenance Business |
|
|
5. BOD Unfinished
Business |
|
|
6. BOD New
Business |
|
|
7. Deferred and
Tabled Business (May Not Be Addressed) |
|
|
8. Adjournment |
1. ADMINISTRATIVE MATTERS, MINUTES REVIEW AND
APPROVAL:
Officer
Position Changes: Last month was
Annual Meeting. After each annual
meeting, usually with election of new officers, BOD opens officer positions for
desired changes. President called for
any desired changes. There were none.
Minutes: Minutes were posted to web site several weeks
ahead of meeting. A printed copy was
also placed on the table for review and access. Tonight – there are two sets of minutes;
October 11 Board Meeting, and November 8 Annual Meeting. President called for changes. After some
discussion, there were no changes to either set of minutes. Motion made to accept both sets of minutes
without change. Motion was 2nd,
and passed unanimously.
2. SCHEDULED HEARINGS AND GUEST PRESENTATIONS (IF ANY):
Property Maintenance - (Article VIII & XIII) None
Common Area - (Rule
2003-1) None
Guest Presentations: None
3. TREASURER’S REPORT – FINANCES AND BOOKKEEPING:
Treasurer was absent tonight. However he provided copies of ABS’ November
HOA Financial Statement to secretary.
Secretary mailed copies to all board members.
|
Operating
Funds For December (Actual): |
|
Cash in Checkbook $9,880 (Balance Sheet) |
|
Fixed Monthly Commitments (Approximate): -4,333 |
|
Variable Commitments (Approximate): |
|
New Streetlights ( |
|
Clean out Blocked Creek Bed -450
|
|
Attorney Fees - Property Violations -700
Estimate |
|
EOY Administrative -200
Estimate |
|
Surplus (Shortfall): $ 697 Surplus |
|
Townhome Streets-Replacement Reserve Fund: |
|
Required End of Year:
70,300 (From TH Streets Replacement
Plan) |
|
Actual This Month: -69,836
(Balance Sheet) |
|
Remaining Contributions to EOY -
464 ($463.75/Mo x1 Months) |
|
Surplus or (Shortfall) (-0-) |
|
|
|
General Assets-Replacement Reserve Fund (All Other Community Assets): |
|
Required End of Year:
61,200 (From All Other Assets
Replacement Plan |
|
Actual This Month: -44,248
(Balance Sheet) |
|
Remaining Contributions to EOY -
388 ($387.75/Mo x 1 Months) |
|
Surplus or (Shortfall) (16,564)
(See Note) |
|
|
|
Operating Reserve Fund: 0
(A New Fund for 2005 = 2% of Previous Year Operating Budget) |
|
Required End of Year: |
|
Remaining Contributions to EOY: |
|
Surplus or (Shortfall) |
Note: General Reserve
is an optional account focused on timely replacement of community’s aging
assets. The fund’s end-of-year requirement target is based on a formula to
forecast and track increasing replacement values. The fund is also used for
interest-free loans to purchase new capitalized assets.
Since the fund is optional, it may occasionally operate in deficit
as measured by the projected end-of-year requirement. EOY fund requirement is a
key budget item. Monthly income deposits
are made to the fund before operating expenses.
It is identified in “Assets Replacement Plan”. Current deficit is due to: 1) Unexpected
higher costs of Tot-Lot equipment in 2003, 2) 2004 transfer of about $6,000 to fully
fund Townhome Streets Reserve, 3) 2004 transfer of $3,550
to Operating Funds for bridge repair.
2005 budget includes accelerated contributions to General Reserve
with a goal to eliminate the deficit by end of year.
Budget
Variances: November 1 thru 30
For the Month: ($ 486) - Negative
Year-to-Date: ($
10,469) – Negative – See Note Below:
Note: These negative
variances are temporary. They result from unwarranted measurement of
unbudgeted, increased spending from July to December, produced by a revised increased
assessment approved by membership
Late
Fees and Assessment Delinquencies = $847 - Only 1 delinquency greater than 1
qtr. Will reevaluate in January
Received
2003 Final Auditor’s Report – Complete and Made available at annual meeting
November 8th.
Audit
and Tax Preparation Contract Expired: Our 2-year contract with Ahlberg &
Company expired in November. Treasurer
will call Ahlberg and determine current status.
NSF
Law Suit - Owner Avoiding Serving Order - Attorney reports
that owner is avoiding serving of court order including using employees to
shield him from the serving. Our
attorney has petitioned the court for “Alternative Process”
with District Court.
This involves posting notices at the residential address and await a
ruling from the court.
Transfer
2004 Surplus Net Income (If Any) to General Reserves; At
request of Associated Bookkeeping, a decision needed to be made regarding
potential surplus net income accumulated due to the incremental assessment
increase effective
Accruals:
Treasurer will work with ABS last week of the year in regard to completed but
un-invoiced work or purchases to accrue. We know of 3 that will be
complete but have not been invoiced...
Power Systems Electric -
$3550 - Two new Streetlights
Landscape Innovations - $450
- Clean Debris from Creekbed.
Secretary Administrative
Expenses - Estimate about $200
Cash Flow: If we find ourselves in a December cash flow
– the Power Systems Electric new streetlight’s invoice for $3,550 can be paid
from General Reserves because it is a capitalized project. However, if there
is surplus operating cash we prefer to not disturb General Reserves.
Pending Sprinkler/Lighting Enclosure Purchase May be Delayed
to 2005: There is a $1,805
pending purchase of a replacement sprinkler and lighting enclosure unit from
"Cedarshed Industries" to be ordered early 2005 (See New
Business). Board of directors approved the purchase in December
meeting but are delaying
because we do not want a 2004 cash flow problem. If end-of-year funds allow, we will make the
purchase from surplus operating income. That purchase could also be paid from
General Reserves but we prefer not to disturb General Reserves
4.
ARCHITECTURAL CONTROL AND PROPERTY MAINTENANCE ENFORCEMENT:
Dennis
Zepp is acting ARC chairperson tonight.
Table
of Private Property Maintenance and ARC Guidelines Violations: Located at end of these minutes.
Architectural
Change Request (ACR) Applications Received This Month:
Some board and ARC members had earlier reviewed the
application and renditions, identifying concerns and providing feedback to
owner. Although absent, Kathy Wyatt
(ARC) had already approved the application subject to review by remainder of ARC
and BOD. Rick reviewed the plans with
the total board tonight including recent owner’s response to our concerns. All
owner responses were acceptable.
However, because plans are not dimensioned they are considered only renditions.
Owner has not submitted to
ARC
Chairperson Steps Down - Kathy Wyatt has done a superb job for ARC
over the last two years reviewing Architectural Change Requests with other
members of ARC, neighbors and BOD. In
addition, she has faithfully attended all BOD meetings to represent ARC issues
and owner applications. Kathy has agreed
to remain on ARC as a member but needs relief from the chair
responsibility. BOD reluctantly agreed
and offers a thank you from a grateful community.
BOD
Recruiting 2 Additional Members to ARC – With Kathy Wyatt as member,
the committee consists of 3. There is
another volunteer in the community considering joining ARC bringing total to
4. Covenants require that ARC committee
consist of an odd number. Therefore, BOD
desires to increase the committee to 5 members.
Lisa
Goodman Accepts Acting ARC Chairperson – Lisa accepted appointment to
chair ARC in an acting capacity until two more members can be recruited
(increasing total from 3 to 5). At that
time, the committee will recommend it’s own chair for review and approval by
BOD.
Semi-Annual
Community Inspection Conducted: Fall detached
homes inspection was conducted early November with several members of BOD and
ARC. 11 homes were identified with
first-notice property maintenance problems.
Eleven first-notice letters were sent with corrections requested by next
spring inspection. One home was
identified with 2-years of ongoing violations of trim color. That home was turned over to our attorney to
begin enforcement procedures.
Unresolved
Property Maintenance - BOD Disposition: (See Table at End of Minutes)
Proposed
HOA Property Maintenance Control and Enforcement Rule: (See previous minutes). Secretary noted base document is still going
through editing. Initial BOD review of
first-draft is scheduled for January BOD meeting.
Postlamp
Violation – Letter Sent - A garaged
townhome owner has installed a black contemporary design postlamp fixture. ARC Guidelines are very specific so that all
fixtures in the community are fairly alike.
The guidelines are very specific with size and design details and
locations for replacement purchase.
Generally they call for only polished brass and traditional design. A letter was sent to the owner in November.
Owner
Requests Security Floodlights on Townhome – Front and Back – ARC
responded that an Architectural Change
Request must be submitted for consideration. ARC and BOD have concerns about impact on
neighborhood for floodlights in front of close proximity town homes as well as
neighbor impact in rear when erroneously activated. BOD was asked to think
about the implications on neighbors etc – before next meeting when the issue
will be put on the table.
5. OLD (UNFINISHED) BOD BUSINESS:
Re-Visited
-
Closed:
Feral Creek Cats in Residential Areas –
President was approached by one of the parties involved in this dispute
after adjournment of the Annual Meeting regarding final disposition. BOD considers this issue closed.
Complete: Netting Added to Winter Pansies for Fall
Entrance Flowers – A second application ($130 per application) of deer repellant
failed to deter the deer. The pansies
were again eaten. This time our
landscaper installed netting over all pansies.
The pansies are returning in bloom and are not being eaten.
Thank
You Landscape Innovations! Landscape
Innovations furnished the second chemical deer repellant and all the final
netting over our winter pansies at no cost to Orchard Knolls. Thank You!
It is rare to have a caring contractor.
Complete:
Newsletter
Postponed – BOD deferred newsletter until 2005.
Open
Board Member Position Not Filled at Annual Meeting – Position Extended 1 Year by BOD Vote - Apparently the community had insufficient
interest in backfilling the open position by attending the November Annual
Meeting. The meeting was widely
advertised with more than the required notice (See minutes of annual
meeting). There was insufficient quorum
at Annual Meeting in November to back fill the open position or reelect the incumbent. BOD voted to extend the existing Treasurer’s
position for one year until next annual meeting. Treasurer abstained. Vote was unanimous to extend the position to
November 2005.
Executed
- 2005 Landscape Contract – Landscape Innovations provided a price-freeze
contract. BOD added only a few new
requirements and signed the contract for 2005 season. Payments to contractor will occur over 12
months instead of 10 months.
Executed
- 2004-2005 Snow Removal Contract - Our
previous contractor has moved out of state.
Landscape Innovations provided a reasonable contract with only a 10%
increase over previous contractor prices, while supplying additional services. We signed the contract. It is in force at this time.
Complete:
Closed: Child Harassment in
Closed:
at the site.
Closed: School Bus Parked on Blackberry Drive: BOD responded to owner that
complained - advising bus will be located
further south on Blackberry Drive, bus was legally parked, and that driver has
a county permit to park there.
Shelved: Proposed Community Picnic Pavilion – (See
Previous Minutes and Minutes of Annual Meeting). Our previous HOA President Diane Quinn,
representing herself as an owner, and representing Montgomery County Police,
provided several cautions in context of managing after-hour use. In addition, several adjacent neighbors were
opposed. A straw poll at annual meeting indicates little overall interest in
using such facility. BOD considers this
project shelved at this time.
Closed: Preserve South West Tot-Lot Equipment – Neighbor
requested South West Lot’s baby-swings and see-saw be preserved. Because proposed Picnic Pavilion is now a shelved
issue, BOD will take no action on these two remaining pieces of equipment
unless safety issues are observed. The
equipment has exhausted it’s book-value useful life.
Unregistered
Orchard Knolls Day Care Owner – Matter to be Turned Over to Attorney - An Unregistered Orchard Knolls
owner has been soliciting customers by hanging signs at the gazebo
mailbox. We telephoned the owner and
asked for proof of Maryland State License and Insurance Certification. Owner agreed to send us copies 12 weeks
ago. We have not seen the
documents. Board requested that
secretary turn the matter over to our attorney.
Deferred to Spring 2005: Replacement Trees – Some Funds in 2005 Budget
- (See Location and Status List at
End of Minutes). All known dead and felled
trees have been removed. In some cases,
a felled tree in a wooded common area will remain natural and not be
removed. There are 10 locations where
decorative or shade trees have been removed and not replaced. BOD deleted tree replacement costs from June
21 assessment increase budget to keep cap under 24%.
This month, we obtained a $3,020
quote to replace 8 key trees at more critical locations. The contractor was
asked to hold the quote until spring 2005.
Contractor agreed to hold the prices to spring.
In 2006 Budget - Dead and Dying Trees – No Budgeted
Funds for 2005 Annual Tree Care - (See
Location and Status List at End of Minutes).
There are 4 identified dying flowering trees in our community. BOD
deleted proposed budgeted annual tree care funds from June 21 assessment
increase budget to keep cap under 24%.
We have identified this need as a line-item in the 2006 budget.
Contract Released:
Increase Safety - Two New Streetlights for Blackberry Drive Island Our 2003 quote
was revalidated by contractor to $3,550 to accomplish this project by bringing
power through our conduit under Blackberry Drive from West side marque power
source. The scope was increased to also provide a double-duplex outdoor outlet
on the center island. The work is to be
complete by end of December this year. This project is not included in the approved
revised budget. We expect it to be paid
by surplus operating funds. If there are
not sufficient surplus operating funds, we will pay for it as a capital expense
from General Reserves.
Approved: Replace Outdoor Electronics Enclosure – The enclosure is leaking and
full of ant feces. It will have to be
covered with a vinyl tarp for winter until a new enclosure can be constructed
in warm weather. BOD approved the immediate
$1,800 purchase of an earlier recommended all cedar unit (to prevent ants). “CedarShed
Industries” makes an all red-cedar model with shake roof to match our homes. The
6 x 9-foot model will replace the existing ant-infested and leaking
“Rubbermaid” unit which is causing deterioration in our electronic clock and
digital controls for sprinkler and lighting systems. We have replaced two sets
of controls due to ant infestation ($500 each).
Ants will not infest a cedar unit.
New unit will also provide storage for HOA owned equipment rusting in
the Rubbermaid enclosure or stored in members garages. Location is not negotiable because it must
shelter a myriad of underground water valves and electrical connections
currently emanating at west end of east side berm. Height is six feet. Unit is screened with shrubs. Volunteer labor. Purchase will occur immediately if surplus
operating funds can be found. If not,
unit will be purchased as a capitalized expense in January 2005 from General
Reserves.
Complete: Re-Graded Water Pooling Area at Gazebo; Eliminates Mosquito
Breeding Ground - Owner requested that HOA regrade this area to eliminate
water from pooling and risk of mosquitoes breeding. Our landscape contractor regarded this area
and added mulch to the top – at not expense to HOA. Thank You Landscape Innovations!
Closed: Inefficient Curb Parking - Spaces to be
Outlined When Pavement is Re-Sealed Spring 2005 – A few curb
parking spaces are permitted by signs on North and
6. NEW BOD BUSINESS
Johnson’s
Nursery Relocating – President Rick has received advance written notice
that Johnsons will soon relocate off the corner of Quince Orchard and
Unlawfully
Stored Commercial Truck in
Creek
Debris Blocking Pedestrian Bridge #2 – Removed - A large pile of debris
consisting of logs, branches, vines and flotsam had accumulated under the
upstream side of bridge #2 – backing up the storm water creek in front of the
bridge and overflowing on private and common areas. The accumulation was the result of 2 large
shrubs in the creekbed growing up and over the sides of the bridge on the
upstream side. Last summer, the two
shrubs totally engulfed the bridge making passing nearly impossible. BOD contracted to kill and remove the large
shrubs and all associated debris allowing free flow of water under the
bridge. Cost was $450. The work is complete.
Orchard
Knolls Web Service Curtailed – Reinstated - Interland, our web service provider, shut us
down without notice early November.
After investigation, it was determined their annual billing was sent to wrong
email address (their error). The
$100/year service was paid for the next 5 years and service was restored. Billing was corrected to be sent to ABS.
New
Illuminated Seasonal Wreath Added to Entrance Marque for Christmas Holidays –
Volunteers installed a new commercial wreath with timed illumination. BOD approved the purchase from Costco at
$49. The wreath will be stored and
reused for future years.
Entrance
Lighting Fixture Damaged - Repaired – The left side florescent
fixture was badly damaged and not operating most likely by deer hoofs when they
were eating our winter pansies. The Plexiglas
cover and fluorescent bulb were smashed.
BOD approved the $22 purchase of lexan repair materials. The unit was repaired and is back in use.
Complete: Curb Parking Reduced – There
were several vehicle accidents with cars parked along the
Another
Gazebo Mailbox Intrusion Issue – An owner picking up mail at gazebo found 23 pieces
of mail belonging to
Vandals
Damage Seasonal Lights at Gazebo – Several days after the
seasonal icicle lighting was installed at the gazebo (this is the 5th
year) – someone intentionally removed the sockets from 13 of the lights across
four sets. The bulbs and sockets were
found smashed on the concrete floor.
Volunteers repaired the lights.
At request of BOD, Eileen developed a letter of complaint in English and
Spanish and posted it on the gazebo. The
letter stated that if the event occurred again, the seasonal lighting would be
removed.
In a recent related development, one neighbor has come
forward indicating they are somewhat confident they know who did the
damage. Since BOD desires to be 100%
confident, no action will be taken at this time. However, the information will be retained for
future reference as necessary.
Complaint
–
Unlawfully
Stored Vehicle: The owner of a
black BMW Md. Plates K??-??? is again storing her vehicle ( “An Operative
vehicle in same space longer than 30 days”).
She moved it from being stored in marked visitors spaces to parking
along the
7. DEFERRED BOD BUSINESS - NOT
DISCUSSED:
Exposed Tree Stumps: BOD Declines Removal Expense. No
Budgeted Funds to Remove 9 Stumps: (See Location and Status List at End of
Minutes). There are 9 large stumps in
clear view above grade on common areas in our community. Two members of the board
visited them all this month. Volunteers
could remove a few of the smaller stumps. HOA requested a quote to grind the 9
stumps below grade. BOD declined to
approve the $1,785 quote. The list was
revised and contractor asked to identify a lower cost solution. BOD deleted proposed budgeted stump removal
funds from June 21 assessment increase budget to keep cap under 24%.
Cost
Reduced - Common Area Floods 15728 Cherry Blossom Lane Side Yard – We
received quote for $1,970 from Landscape Innovations (our lawn care contractor)
to install a French Drain and pipe the runoff to the street. (Adjacent neighbor’s down Spouts flood the
common area) – Owner requested help at 2003 and again at 2004 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. Re-bid/Re-Design reduced cost
to $1, 470. Contractor was asked to
rebid with a less expensive design. New
design dumps water into a drywell instead of piping it to the street. BOD declined the bid – requesting another
look at design and cost. Secretary will
notify contractor.
Upstream
Bank Erosion Continues to
Entrance
Committee: A suggestion was
made at last Annual Meeting to develop a volunteer “Entrance Landscape
Committee” to take design and implementation responsibility for the landscape
and floral upkeep of our entrance at
HOA
Maintenance Person: A suggestion
was made at last Annual Meeting for Orchard Knolls to hire a part time
maintenance person or contractor to accomplish routine non-major repair and
upgrade tasks such as sign maintenance, minor painting, light bulb replacement
etc. Responsibilities and a fee schedule
could be identified in advance.
Unregistered, Unlicensed, Multiple Day Care
Operations – BOD has received
complaints of high traffic baby and small children “pick-ups” and “drop-offs”
particularly in the townhome community.
Complaints are centered around a significant traffic increase in am and
pm with observations of a myriad of non owner/tenant children being dropped off
and picked up. Jerry noted that our
records indicate there are no registered Day Care Operations in Orchard Knolls
at this time. Owner observations
indicate otherwise. BOD again decided to
table the matter until a less busy time.
Gazebo
Mailbox - Attempted Break-In and Damage – Secretary
sent letter to Postmaster documenting the events – requesting assistance in
securing the area and the unit. There
has been no response.
Value
Recovery for Damaged Rt. 28 Sprinkler System
- Attorney notified SHA. SHA evaluated site and agreed to repair the damaged section themselves – no
money. Damaged section is no longer grass
or sod and of no value to HOA. HOA wants
remedy for lost value. BOD requested
that secretary convey to SHA (via our attorney) our desire to settle for a few
screening trees along the berm where SHA did the damage. Secretary advised SHA. There has been no response.
Storage
for HOA Records: ABS wants to
discard all HOA records older than 7 years.
If we want/need to save them, we must make arrangements for other
storage. We asked ABS to provide a cost
to store those records in a suitable facility.
We have not heard back. Treasurer
will discuss with ABS
On-Hold
- Supplemental Community Landscape Upgrades – A proposal for upgraded
colorful and creative flower bed designs for our east and west entrance marque
and center island was submitted by our new lawn care contractor (Landscape
Innovations, Inc). Total cost is $12,643 in addition to our new contract which
already includes three times more flowers than were installed last year. Rick reminded contractor that the flowers
were already included. Contractor agreed
to make an adjustment. Jerry reminded
BOD that at annual meeting, we advised membership that we did not have funds
for non-budgeted projects. Project deferred
to next meeting.
Duplicate Stone Marque at
All
Townhome Community Retaining Walls Unsightly – Need
All
Wood Benches are Unsightly – Need
Retaining
Wall Behind West Berm Needs Repair – The large PT wall is bending
and falling backward on the west end and may need significant repair soon.
Retaining
Wall by Gazebo Covered with Mold and Decay - This dog-leg section of wall
at the intersection of
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.
East
Entrance Flower Bed Below Grade - Due to increased elevation of Blackberry Dr/Rt 28
East – flower bed is below grade of new sidewalk.
Delayed
Upgrade – Underground Townhome Streetlight Circuit Fully Loaded - Capacity
on this main streetlight circuit is needed for 3 future projects: 1) Additional uplights for center island, 2)
Center island streetlights, 3) New colonial lamps at Townhome entrance. Circuit
begins behind
Delayed
Upgrade –
Blackberry
Drive Crosswalk at Playground - Lisa is working with
Blackberry
Drive & Terrace Stop Sign to Replace Yield - Lisa is working with
County to have this accomplished.
Neglect
of Common Area Lawn Care Adjacent to End-Units - End unit townhome lawns
deceptively appear to be owned by townhomes. They are not. These lawns are owned by HOA. End units only own 4-feet from side of brickwork. Remaining lawn to the street is HOA
responsibility. HOA lawn care is
neglecting to weed, feed and trim these areas for 8 of 9 end unit town homes. Most have become eyesores. Yet, the one end unit with it’s lawn adjacent
to
Alleged
Unlicensed Business in
Dog
Waste Sign Intentionally Smashed - Citrus Grove Cul-de-sac - Sign has
been intentionally beat, split and wrapped around steel pole. Some members of board wanted to remove
it. BOD decided to replace it.
HOA
Mail (Distributed by ABS) to Owner’s Alternate Addresses - Some
owners have “blind” addresses for actual residence. Their assessment is mailed to another responsible
agent. Should HOA mail prepared by ABS be
mailed to owner’s “alternate” address? Should it be duplicated for resident’s
HOA property?
HOA
Mail Does not go to Tenants - Due to lack of
volunteers, several years ago, BOD discontinued door-to-door delivery of HOA
information. Instead, all such
distributions are accomplished via
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
8. ADJOURNMENT AND NEXT MEETING - Monthly
meeting adjourned at
Next regularly scheduled BOD meeting will be
TABLES OF MINUTES-RELATED INFORMATION:
A. UNFUNDED PROJECTS AND COMMUNITY
REQUESTS – (NOT IN 2005 BUDGET)
Appearance - “Orchard Knolls” Stone Marque On
Appearance - Bronze “Orchard Knolls Towns” Plaques On
Existing Stone Columns
Appearance - Floral Upgrades Throughout Community
Appearance - Ground Cover East Boundary
Appearance - Ground Cover North Berm
Appearance - Matching Colonial Lamps On Existing Stone
Columns At Townhome Entrance
Appearance - Permanent Flagpoles With Uplighting At Front
Entrance
Appearance -
Appearance - Replace 2 Missing
Appearance -
Appearance - Tree Maintenance Service (Removals,
Fertilization, Replacement, Trim, Shape)
Regrade Gazebo – Mosquitoes Breeding
Repair - Creek Bank Erosion Control
Repair - Overloaded Streetlight Power Circuit
Repair - Reroute Storm Water Flooding
Safety - New
Safety - Remove Existing Stumps Below Grade.
Safety - Speed Control Implementation (Private) on
Safety -
Safety – Add Sidewalk Lighting Along Fence by
Safety - Security Lighting Along Creek And Bike Path
Screening Trees -
North Berm, From Rt 28.
Screening Trees -
Screening Trees -
Social – Annual Community Picnic
Social - Covered Picnic Pavilion - South
Social -
Upgrade - Brick & Cedar-Shake Rain Cover (Open) at
Entrance
Upgrade – Traditional Architecture Community Welcome
Message Marque Unit at Entrance
Upgrade - Voice Mail for HOA
B. MAINTENANCE OF PRIVATE
PROPERTY AND LOTS:
Board of Directors is obligated by Article VIII and XIII of
our Declaration of Covenants to
enforce proper private property maintenance of homes and lots. Architectural Guidelines is a lawful
extension of the Covenants created by authority of Article VIII and executed by
majority vote of Board of Directors. Spring
and fall, on the day after we change clocks, members of the Architectural
Review Committee and/or Board of Directors can be seen accomplishing a
walk-through of our community, noting unacceptable exterior conditions in
violation of Covenants or Architectural Guidelines. Noted below is the legal Board
of Director’s 6-Step Procedure authorized by Article XIII to enforce correction
to exterior property violations.
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Procedures for Post Semi-Annual ARC/BOD Community Inspection
Follow Up: |
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Step 1 First
Notice Letter (90 – 180 Days) |
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Step 2 Second
Notice Letter (90 – 180 Days) – Sent Via Certified Mail. |
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Step 3 Attorney
30 Day Warning Letter (Includes first two letters) – Sent Via Certified Mail. |
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Step 4a BOD Obtains Contractor Quote to
Repair Step 4b
BOD Review; Resolution to
Proceed, One Per Property – Requires Majority Vote Step 4c
BOD Contracts to Enter Property, Resolve Violation. Invoice to Owner – Payable Net 10 Days |
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Step 5 If
Invoice Unpaid, ABS Deducts From Incoming Quarterly Assessment. |
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Step 6 If
Assessment Becomes Delinquent, Attorney Applies Lien On Property – Including
Legal Fees |
CURRENT PROPERTY MAINTENANCE AND ARCHITECTURAL GUIDELINE VIOLATIONS:
TOWNHOME COMMUNITY:
Cherry
15??? – Vertical Deck Rails
15??? – Non Brass Post Lamp Fixture
15??? - Torn Dormer Screens
June
2004 - Second Letter, Request Repairs Complete by
15??? – Unpainted Deck Rails, White Box Deck Frame – Violates ACR Application and Architectural
Guidelines
September,
2004 – Telcon – Will paint rails soon.
Owner requests white frame correction advice from BOD.
157?? - Chipped/Peeling Paint On Deck Rails and Rear
Roof Rake Trim.
July 2003 - First Letter Requesting Repairs, First Class US
Mail
157?? Severe Peeling Paint – South Side Roof-Rake Trim Boards.
157?? – Garage Window Broken, Garage Door Bottom Badly Rotted, Post Lamp
Missing Cross-Bar
Cherry
120?? - Paint Peeling on Roof Rake Trim
June
2004 - First Letter Requesting Repairs, First Class US Mail
120?? – Paint Peeling on Roof Rake Trim
120?? - Paint Peeling on Rear Windows and Roof Rake Trim
June
2004 - First Letter Requesting Repairs, First Class US Mail
120?? – Paint Peeling on Roof Rake Trim
120?? – Paint Peeling on Roof Rake Trim
120?? – Painted Dark Red Deck, Rails and Support Structure. Vertical
Rails Violate Architectural Guidelines
120?? - Paint Peeling on Rear Top Windows Trim
June
2004 - First Letter Requesting Repairs, First Class US Mail
? - Roof Rake Peeling Paint. Post Light Falling Over
June
2004 - First Letter Requesting Repairs, First Class US Mail
? - Trim Around Garage Door Rotting and Peeling.
June
2004 - First Letter Requesting Repairs, First Class US Mail
? - Vertical Deck Rails
? – Rear Fence - Several Smashed
and Damaged Boards on Gazebo Side
DETACHED HOMES COMMUNITY:
Blackberry
Drive:
156?? – Mailbox post is rotting and peeling paint.
156?? – Roof Rake Trim Boards Peeling Paint
156?? – Bottom of Garage Door Rotting - Unsightly
Blackberry
Terrace
120?? – Portico above door rotted, damaged, and needs paint
120?? – Trim and Shutters changed color. Shutters same as trim. No ACR request
120?? – Peeling paint on many areas of home trim.
120?? – Two Trim Colors – White Portico, Columns, Upper and Lower
Rails Not Approved
120?? – Dormer trim rotted, shutters faded – needs painting.
120?? – Storm Door Not Full View - Violates Architectural Guidelines
120?? – Storm Door Not Full View - Violates Architectural Guidelines
? – White Storm
Door Does Not Match Trim – Violates Architectural Guidelines
? – Portico above door is rotted and peeling paint – unsightly
120?? – Bottom of Garage Door rotting and unsightly
120?? – Dormers rotted, Garage Door broken, Siding on garage side
damaged
121?? – Roof Rake trim boards peeling paint on
C. UNRESOLVED TREE, SHRUB AND STUMP ISSUES:
Dangerous – None
Down – Not Dangerous
2004 - 2 Behind
Dead & Dying
2003 – Flowering Cherry
Trees Along Berm Turning Yellow – Sparse Foliage.
2004 – Dead Large Diameter,
Flowering Cherry Tree behind Townhomes
2004 – Flowering Cherry –
Upper Tot-Lot Near
Leaning Heavily – None
Common Area Trees Removed
– Not Replaced
2002 - Two Moderate Flowering
Dogwood -
2004 – Large Flowering
Cherry – Across from
2004 - Two, Moderate Pin-Oak
–In Front of
2004 – Large
2004 – Moderate Flowering
Dogwood – Beside
2004 – Moderate Flowering
Cherry - Upper Tot-Lot Near
2004 – Large Shade Maple at
Tot-Lot
2004 – Large Shade
Stumps Cut Off Above
Grade
2001 – 1 Pin-Oak – In Front
of
2002 - 1 White Pine - South
Side Of N/W Berm – Beside
2003 - 1 Flowering Cherry –
Across from
2003 - 1 Leyland
2004 - 1 Blue Spruce –
Adjacent N/E Tot-Lot – Right Side
2004 - 1 Leyland
2004 - 1
2004 – 1 Flowering Cherry -
Upper Tot-Lot Near
2004 – 1 Flowering Dogwood –
Severely Overgrown – Need
Pruning:
2002 - Three Holly Exceeding
Wall Height – Blocking Light Fixtures – Entrance
2002 – Front Entrance –
Nearly Covering Stone Wall
2002 - Dangerous Limbs
Overhanging Striped Parking –
2003 - Long Dead Tree Limb –
Between
2004 – Shrubs in front of
Gazebo.
Community
Common Area Trees Have Never Been Professionally Shaped, Groomed or Fertilized.