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
|
|
Chairperson |
Kathy
Wyatt |
|
Member |
Rita
Becker |
|
Member |
Dennis
Zepp |
ARC & BOD ABSENT: Lisa Goodman, Rita Becker
GUESTS: Mary
Haas; Orchard Knolls Home Owner
CALL TO ORDER:
EXPECTED AGENDA: 1. Previous Minutes Review and Approval
2. Appeals and/or Hearings if Any
3. Guest Presentations if Any
4. ARC Business
5. Financial and Treasurers Business
6. BOD Unfinished Business
7. BOD New Business
8. BOD Deferred Business (May Not Be Addressed)
9. Adjournment
1. PREVIOUS MEETING MINUTES - REVIEW AND APPROVAL: Minutes are posted on web site
several weeks ahead of meeting. In
addition, unless noted herein, a printed
copy was also made available tonight.
President called for changes. Secretary noted following
change: “Unfinished Business”: Item:
“Approved $600 Repair of Split Rail Fencing”. Change to read: “Motion
made, seconded and passed, to accept the TML proposal….” No other changes or amendments. Motion
made to accept the correction and minutes.
Motion was 2nd and passed unanimously.
2. SCHEDULED APPEALS AND OR
HEARINGS:
Property Maintenance Violation Appeals - (Article VIII & XIII) None
Common Area Violation Hearings - (Rule 2003-1) None
3. GUEST PRESENTATIONS: None
4. ARCHITECTURAL REVIEW COMMITTEE (ARC):
Architectural
Change Request Submissions (ACR): None
Old
ARC Records Turned Over: Chairperson
turned over old ARC records to BOD secretary
- (mainly Tot-Lot Upgrade Committee) to be stored in HOA archived files.
Additions
to Architectural Guidelines: Over the last year, owners requested clarification
in several areas of concern that are not addressed in Guidelines. To address this
need, addition of five draft “Standards”
were submitted to ARC Chairperson for review, editing and approval by the
committee:
Driveways
Gutters and Downspouts
Roofing
Shutters
Garage Doors
Financial
Responsibility for Damages to Common Area - “Architectural Change Request” -
Several owners, or contractors, accomplishing approved
construction, have carelessly damaged common area sod, turf, trees, shrubs
etc. Owners have always been liable for
this damage, however, BOD has not prosecuted until now. Effective immediately, BOD will obtain
witnesses, photograph the damage, call for a hearing, and bill the owner for
damages under provisions of “Common Area
Rule 2003-1”. ARC and BOD have
approved a financial responsibility clause to be added to the “Architectural
Change Request” application currently resident on our web page.
Duron
Revised Townhome Paint Color Labels – Changes Approved for Architectural
Guidelines: In fall 2003 - ARC
and BOD began an investigating reports that some Duron colors published in
Architectural Guidelines had new names – or were no longer available. ARC and BOD tonight approved the new labels
for the standard six colors as follows:
|
Duron Generic Color |
Old Color Name |
New Color Name |
|
Bright Red |
Farmhouse Red |
Cardinal Red |
|
Dark Red |
Old Colonial Red |
Same |
|
Green |
|
Same |
|
Light Blue |
|
Faded Jeans Blue |
|
Brown |
Earth Brown |
Chestnut Brown |
|
Dark Blue |
Night Navy |
|
Fines
for Violation of Published Orchard Knolls Property Maintenance Standards – Attorney
has been asked to investigate precedence and procedure to implement fines to
owners that refuse to maintain their property as measured by Covenants and
Architectural Guidelines.
White
Deck Support Structure Violates Guidelines – A newly installed townhome deck
at 157?? Cherry
The owner pointed out that they were surprised with our
letter because the support material is integrated into the decking - already approved by ARC in the Architectural
Change Request. Apparently this was
missed by all reviewers. Secretary
discussed alternatives such as covering the white simulated wood with natural
wood, or painting the white simulated wood to appear natural. The owner agreed to work with ARC and BOD to
solve this aesthetic problem. The owner is
particularly open to finding a way to paint the white to a natural wood color.
He also noted that he is following his contractor’s recommendation to allow the
new PT rails to dry for several months.
They intend on painting the rails by spring of 2005. ARC
Chairperson had to leave early tonight and another ARC member was absent. This item
will be deferred to “Unfinished BOD Business” to be addressed in next month’s
meeting.
5. FINANCES:
BOOKKEEPING AND TREASURER’S REPORT:
Period Covered: August 1
thru 31, 2004
Budget
Variances at End of Month:
For the Month: ($3,618)
- Negative
Year-to-Date: ( 7,957) – Negative
Note – These budget variances numbers are from our 2004
budget created in 2003 – not from the revised 2004 budget for 3rd
and 4th quarter 2004 – approved by membership on
|
Operating
Funds For Next Month: |
|
Cash $11,396
(Balance Sheet) |
|
Fixed Commitments: -4,333 |
|
Variable Commitments: |
|
|
|
Repair Fence -
600 |
|
Tree Removal (Tot-Lot
Red Maple) -1,000 |
|
Repair |
|
PGC |
|
Screen |
|
Add New |
|
Surplus (Shortfall):
$ 688 |
Reserve
Funds:
Operating Reserve: None -
CD Cashed April 2004
Note: A new operating
reserve fund was created by the revised budget approved by membership
|
Townhome Streets Reserve: |
|
Required End of Year:
70,300 |
|
Actual This Month: -68,419
(From Balance Sheet) |
|
Monthly Contributions to EOY -1,855 |
|
Surplus or (Shortfall) ( 26) (Negative) |
|
|
|
General (All Other Assets) Reserve: |
|
Required End of Year: 61,200 |
|
Actual This Month: -46,602
(From Balance Sheet) |
|
Monthly Contributions to EOY -1,551 |
|
Surplus or (Shortfall) (13,047)
(Negative) |
Note: General
Reserve is an optional account and is allowed to operate negative with a
deficit as measured against targeted needs in the “Assets Replacement Plan. This deficit occurred due to unexpected
higher costs of Tot-Lot equipment in 2003, and the 2004 approved transfer of
about $6000 to Townhome Streets Reserve.
The Townhome Streets Reserve is required by covenants to be fully
funded. The 2005 budget includes
accelerated contributions into the General Reserve. The deficit should be resolved by end of year
2005.
Incorrect
“Tax” Bills Were
Owner
Requests 2nd Quarter Assessment Late Fee Waived – BOD
received written letter requesting waive of a late fee for cause. Owner demonstrated that the assessment was
mailed on time in the correct amount, however the check was included in a batch
of mail lost by the post office. Owner
re-issued the check immediately upon notice from ABS. Owner has never missed an assessment payment
date. BOD granted the waiver.
3rd
Quarter Late Fees and Growing Assessment Delinquencies - Board discussed the (15) growing number of
delinquencies but noted they were mostly due to unpaid late fines and most
likely due to possible confusion as a result of the recent assessment increase
– a first in six years. Board decided to evaluate September data from
ABS before attempting to address the problem.
Attorney
Files “Financial Recovery Suit” against Previous Owner for NSF Check –
Attorney has filed a law suit against previous owner of 157?? Cherry Blossom
Lane for bounced check. Recovery will
include original amount, a punitive amount, and attorney fees
2005
Budget Preparation – The
proposed 2005 budget must be displayed to membership at the upcoming Annual
Meeting November 8th. If
assessments are to change, the final proposed budget is required to ABS by
November 15th. BOD is not
planning any changes from the June 21st approved revised
budget. There are some internal
adjustments due to recently added taxes etc, however the assessments will not
change. Secretary will have a draft for
next meeting.
Town
Home Reserves Now Fully Funded as Required by Covenants: In a follow up item discussed
with membership in our June 21 Assessment Increase meeting, we recently transferred $6,370 (Six-thousand, three-hundred and
seventy) dollars from the General Fund to the Town Home Fund. There is no impact on assessment or
budget. That deficit problem is now solved.
Funding
Bridge Upgrade – Another Non-Budgeted Expense - As noted in previous
minutes, BOD agreed to substantially fund this project from General Replacement
Reserves. Our “Orchard Knolls Assets Replacement Plan, Annual Reserve Funds
Budget” allocates $7,100 at end of year 2004 for both bridges. Therefore, $3,550 (all of the monies to-date
allocated for one bridge) will be transferred from General Replacement Reserves
to Operating Funds to assist paying this large unbudgeted expense.
Bridge
Value and Useful Life Changed - Replacement Reserve Funds Adjusted – Impacts
2005 Budget - The
recent bridge repairs and upgrade revealed the true value of the bridges in
current terms. Also, about 50% of this
bridge remains old materials. It is
anticipated that this bridge will only last 10 years - about ½ a new bridge’s
useful life of 20 years. Anytime value
of an existing asset in our community changes, or an asset is added or removed,
our end of year reserve fund requirement must be adjusted. This change
increases or decreases the budgeted annual contribution amount into reserve
funds - which has an inverse impact on available operating funds for that year.
BOD reviewed options to reduce negative impact on the fund
– noting several alternatives to adjust future fund-accumulation for this
bridge. Decision was made to split the
current single entry for 2-bridges into two separate bridges. The undisturbed bridge’s 20 year life cycle
entry will not be adjusted. However it’s
original value of $4,000 will be revised to a more accurate replacement value
of $6,000. The upgraded bridge
replacement value will also be adjusted to $6,000 but it’s life cycle will be
reduced to 10 years because about ½ the materials are from the old bridge. These reserve and budget adjustments will be
effective in 2005.
Calendar
Year 2003 Auditor’s Report Handed Out – Treasurer handed out draft
copies of our most recent 2003
Independent Auditors Report to all board members. Treasurer advised BOD
there were no negative items or surprises.
This was first occasion to review an audit after their reporting status
was changed from ABS to BOD. No review
time was taken tonight. Board members
will review during the month. Secretary
questioned why the report remains in draft status. Treasurer will contact auditor.
6. OLD (UNFINISHED) BOD BUSINESS:
Dangerous Maple Tree Near Tot-Lot Finally Taken Down
- Lees’ Tree Service completely
removed the tree, ground the stump below grade, removed all wood and all
branches. In addition, Lees’ removed the
wood from another nearby large tree taken down in June under emergency
conditions, and ground the stump below grade for that tree also.
Major Savings: In
a last minute negotiated session with Lee’s Tree Service, HOA saved nearly
$1,400 off previously quoted prices by Meade Tree Service, and gained several
other benefits in the negotiation process.
Non-Budgeted Expense: There is no budget item for tree removals – cost
must be paid by sacrifices in other operating areas.
Upstream
Bank Erosion Continues to
Annual
Property Maintenance Inspection Status and BOD Disposition: (See Table at End of Minutes)
|
BOD Procedure for Post Inspection Follow Up: |
|
Step 1 First
HOA Notice Letter |
|
Step 2 Second
HOA Notice Letter – Sent Certified Mail.
|
|
Step 3 Attorney
Warning (Includes first two letters) – Also Certified Mail. |
|
Step 4 BOD
contracts to enter property and resolve violation. HOA bill sent to owner net 10 days. |
|
Step 5 If
Unpaid, ABS deducts from incoming quarterly assessment income. |
|
Step 6 If
Assessment becomes delinquent, Attorney applies lien on property – including
legal fees |
Step
3 Attorney Warning Letter Status:
Resolved Before Attorney Letter: 1
Resolved After Attorney Letter: 5 (Includes 3 HOC Units)
Attorney Letter Sent – In Waiting Period: 2
Attorney Warning Expired -
No Response from Owner: 2
(Requires BOD Resolution)
Step
4 - Two Property Maintenance Contracts Let - BOD Passes Required
Resolutions - In accordance with requirements of
Declaration of Covenants – Article XIII – all identified steps to notify and
warn owners of outstanding property maintenance violations have been exhausted. BOD is required to vote and pass a resolution
to contract to enter exterior premises to remedy the violations.
Communication To Date:
Secretary displayed HOA’s June 2003 Warning Letter, HOA’s November 2003
Certified Warning Letter, and Attorney’s August
2004 Certified Warning Letter for each property including a recent photo
of the specific property maintenance violations. Secretary informed BOD that each owner was
advised by the attorney to respond by August 21st. That date expired three weeks ago. Attorney has no response from either
property. Secretary pointed out that
attorney letter includes a warning that no further communication will take
place after August 21st before HOA contracts for the work to be
done.
Further Communication with Owner: In response to questions regarding further
contact with owners – secretary pointed out that after nearly 2 years of
exhausting all reasonable efforts to encourage owner to maintain the property –
with no response - BOD turned the matter over to attorney – therefore all
communication must take place between owner and attorney – not BOD and owner.
Parties to the Contract - Contract work scope to resolve
the property maintenance violations is limited to only the violation itself and
terms are restricted to a single relationship between BOD and Contractor only. It does not involve the owner. Secretary displayed new written quotes from
Mullin Painting LLC to remedy the property violations. Mullin Painting LLC, is a qualified, licensed
and insured local painting contractor.
Mullin Painting LLC has independently contracted for residential house
painting on three residences in Orchard Knolls for which the owners have reported
high quality and satisfactory business transactions. In addition, Orchard Knolls HOA has contracted with Mullin Painting LLC for
successful painting the Gazebo in 2004.
Secretary noted that contract is between HOA and Mullin Painting.
Funding - Discussions
centered around provisions of Article XIII which declare that owner has 10 days
after receiving bill from HOA to pay costs plus reasonable attorney and
administrative fees – after which the debt is assigned against the property at
Step
4 Resolution 1 Passed: The
following motion was made: “In regard to continuing property maintenance
violation occurring at 120?? Cherry Blossom Place, BOD hereby approves and signs an HOA contract
for the application of one prime and two finish coats of trim paint on the rear
deck rails at that address as identified in a quote from Mullin Painting LLC
dated 9/8/2004 to be accomplished within next 30 days at contractor discretion” Motion was 2nd and passed
unanimously.
Step
4 Resolution 2 Passed: The following
motion was made: “In regard to continuing property maintenance violations occurring at ?
Cherry Blossom Court, BOD hereby
approves and signs an HOA contract for the application of one prime and two
finish coats of trim paint on the rear deck rails, and, to sand, prepare and
paint one coat on the rear roof rake board at that address as identified in a
quote from Mullin Painting LLC dated 9/8/2004 to be accomplished within next 30
days at contractor discretion”
Motion was 2nd and passed unanimously.
President directed that secretary sign the two contracts
and notify the contractor to start at first good weather.
Split
Rail Fencing at Tot-Lot Repaired – Three
sections of fence including posts were replaced. Some damaged and defective rails were also
replaced. The project is complete.
Cherry
Owners
Pleased with Web Address Decorative Post at Entrance - Many community members have advised they are
pleased with the new decorative post and sign.
One negative email was received.
BOD requested that a hanging basket with a fall motif be added. Secretary will purchase and install it.
Snow
Removal Negotiations Underway – J&L, our previous snow
removal contractor is no longer in the area.
A contractor recommended by J&L was contacted, but was not suitable. Our Lawn care contractor (Landscape
Innovations) requested to be considered and responded to our snow removal
RFP. Prices are about 10% higher than
2003. However, the quoted prices are
contingent upon HOA executing another summer season lawn care contract. Rick will arrange a negotiations
meeting. Board authorized Rick to
negotiate a combined lawn care/snow-removal contract within next two weeks.
Two
New Streetlights for Blackberry Drive Island – Again On Hold – A 2003 quote
was received for $2,750 to accomplish this project by bringing power through
our conduit under Blackberry Drive from West side marque power source. This project is not included in the approved
revised budget and can only be paid by surplus operating funds. There are no surplus funds this month.
BOD
Closes Issue of Feral Creek Cats in Residential Areas – (See
Previous Minutes) – Our attorney sent a letter to single family home owner that
has been feeding the feral cats to cease and desist that practice. Letter was circulated through BOD members
tonight. BOD focused on this matter as a
neighbor dispute, and has taken legal action to protect HOA as a
community. Owner has responded with a
letter agreeing to stop feeding the cats.
That letter attempts to make HOA responsible for feral cat
population. BOD considers this issue
closed.
SHA’s New Crepe Myrtle Trees for Rt 28 Median Being
Installed This Week - SHA has begun
to install crepe myrtles every 13 feet in Rt 28 Median - Blackberry Drive to Sr
Center.
SHA’s New Plum Trees for
Attorney
Provides Document: “HOA Not Liable” - Common
Area Tree Damage to Any Private Property – Our attorney researched
Maryland State and Montgomery County law in this matter. He determined that HOA is not responsible for
damage to private property grounds, homes or vehicles from HOA trees that fall as
a result of “Act of God”. Owners must
obtain recovery from private insurance. Further, owners are financially responsible
for cleanup of common area trees that fall on their property. Attorney provided a letter for our file in
that regard. Secretary circulated the
letter to all board members tonight.
Project
Cost Reduced - Common Area Floods Property at 157?? Cherry Blossom Lane – 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 reduces 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.
Inefficient
Townhome Curb Parking - Individual
Spaces to be Outlined in 2005 – A few curb
parking spaces are permitted by signs on North and
PGC
Completes Minor Landscape Work at PGC/Orchard Knolls West Boundary – Near Rt 28 – PGC
completed significant landscape of their frontal property along Rt 28. In the process, they regarded our lot line
and installed a storm water drain to prevent flooding our property. They were authorized up to $100 for materials
but have not applied sod or seeding as we asked. Our area is not satisfactory. This area will require fill and sod. They have not billed us to date.
Missing Community Trees – No Budgeted Funds to Replace 10 Trees: (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 proposed budgeted tree replacement
funds from June 21 assessment increase budget to keep cap under 24%.
Dying Trees – No Budgeted Funds for 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%.
Tree Stumps Visited: 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%.
7. NEW BOD BUSINESS
Annual
Meeting Scheduled November 8th; One BOD Position Available for
Nomination: Secretary
advised that
Added
Streetlight for
Landscape
Screening Ordered -
Winter
Pansies for Fall Entrance Flowers – Deer Repellant Approved – Although
our contract allows for other choices for fall flowers - our landscaper advised that winter Pansies
provide the longest lasting “color” and are the hardiest for our area. Several years ago, deer ate our entire crop
of spring pansies in our entrance. Our
landscaper provided cost quotations for deer netting (expensive, unattractive, and not always effective), and
chemical repellant ($130 per 3-week applications). After much discussion tonight, BOD agreed to
pay $130 for initial chemical application of deer repellant and observe the
results before making further decisions on the matter. The flowers will be installed 2nd
week in October
Another
Townhome Illegally Disposes of Paint -
Severely Damages HOA Property: (See
last months minutes – damaged streets were repaired) - A contractor
unexplainably dumped a large amount of waste paint into shrubs on owners
property. A heavy rain surfaced the
paint. It flowed down the driveway, into
Third
Culprit Dumps Waste Paint into Townhome Storm Water Drain – The
steel mesh storm water
drain located in the grass courtyard behind the South
Garaged Townhome complex – is dramatically stained with white paint that has
obviously been illegally and improperly dumped into the sewer. HOA is determined to prosecute if the culprit
is identified.
Fourth
Illegal Disposal of Paint into Titus
Trash Spills onto
Unregistered
Orchard Knolls Day Care Owner responds to Telephone Query - 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 4 weeks
ago. We have not seen the
documents. Board deferred the matter to
next meeting.
Vehicle
with Flat Tire and No Tags Towed Away. Due to written complaints from
Vehicle
with Invalid Tags Towed Away. Due to
written complaints from
Garaged
Townhome Owner (157?? CB Lane) has 4 Vehicles - Stored 3 Vehicles in
Garaged
Townhome Owner (157?? CB Lane) Stored Inoperative Vehicle, Expired Tags, in Visitor’s
Space for Non-Garaged Townhomes. Owner
has a garage and driveway. This vehicle
has been parked for several months adjacent to the parking rules sign which
clearly prohibits this owner from parking in
Garaged
Townhome Owner Finally Responds - Relocates Illegally Parked Vehicle Into a
No
Available Visitors Parking in Evening Hours.
Ongoing Parking Space Abuse – There is evidence that 80% of visitors spaces are occupied by
multiple vehicles of garaged townhome owner vehicles while their garages and
driveways remain empty. Our
covenants limit all townhomes to only two vehicle spaces. The covenants also require that garaged
townhome owners park in their garage or driveway only. Many vehicles are being stored in visitor
spaces. There are no parking spaces for
visitors in evening hours. Unfamiliar
visitors are parking on sidewalks and firelanes.
A new (2002) Montgomery County Code requires HOA’s to mark visitors
spaces as such before towing. If not
marked, a sever financial penalty is charged to the HOA.
Motion
Passed: All Unmarked Parking Spaces to
be Marked “Visitors Only” After much
discussion, the following motion was made: Add
“Visitors Only” supplemental signs (same size, material, and color as existing)
above the top of existing North and West Cherry Blossom Lane curbside Permitted
Parking signs, and, arrange to have the curb itself painted “Visitors Only” at
the end of each striped space on West Cherry Blossom Lane. The curbs will be marked in white letters
with black background like the home address numbers on
Consolidated
“Tow Away Warning” Notices Provided to Townhome Board Members – At
direction of president, secretary ordered printing of warning signs to be
applied as needed to windshields of any vehicle violating any parking rule. The
one sign consolidates and contains all the rules and who to call if towed. The bright red warnings were handed out
tonight to Townhome Board Members. They
will apply the warnings randomly and periodically.
Covered
Community Picnic Pavilion Proposed for Unused Tot-Lot on
The location is ideal for families – it is fenced and
adjacent to the newly upgraded tot-lot.
It is screened from neighbors on all sides and located in a pastoral
setting. Centrally located in our community, it is the only available land in
our community to locate a picnic pavilion. It would become another Orchard
Knolls amenity, increasing home values and increasing attractiveness of our
community. Pavilion could also be used for Fall Annual Meeting. Issue was openly discussed with board of
directors for first time tonight. There
was unanimous enthusiasm for the concept. BOD will investigate feasibility and cost of
various construction alternatives over the winter months.
Newsletter – Community Garage Sale in October? There seems to be much new information that needs
communicating to our membership including upcoming Annual Meeting. Suggestion was made to again publish a
newsletter. BOD deferred to next meeting
– suggesting that a limited newsletter be published before the Annual Meeting.
8.
DEFERRED BOD BUSINESS - NOT
DISCUSSED TONIGHT:
Develop
an Entrance Landscape 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
Hire
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 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
Value
Recovery for Damaged Rt. 28 Sprinkler System
- 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.
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
Supplemental
Community Flowers - On Hold – 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.
Replace
Outdoor Electronics Enclosure – On Hold - “CedarShed Industries” makes a red cedar model
with shake roof to match our homes. The 6 x 9-foot model could replace the
existing ant-infested and leaking “Rubbermaid” unit 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 would also provide storage for HOA
owned equipment rusting in the Rubbermaid enclosure or stored in members
garages. Location is not negotiable because
it must cover 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. Cost is $1800. Volunteer Labor.
Construct
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
Blackberry
Drive Crosswalk at Playground - Lisa is working with
Blackberry
Drive & Terrace Stop Sign to Replace Yield - Lisa is working with
HOA
Neglect of Common Area Lawns Adjacent to End-Unit Townhomes - End
unit townhome lawns appear to be owned by the corner townhome. However it is
only a perception. End units only own 4-feet from the side of the townhome brickwork. Remaining side lawn area to the street is
community common area and community responsibility. Community lawn care is neglecting the weeding,
feeding and trimming of these areas.
Most have become eyesores.
HOA is taking excellent care of it’s common area abutting
Alleged
Unlicensed Business in
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.
HOA
Mail (Distributed by ABS) 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?
HOA
Mail Does not get 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
Water
Pooling at Gazebo; Mosquito Breeding Ground - Owner requested that HOA regrade this area to
eliminate water from pooling and risk of mosquitoes breeding. .
Preserve
South West Tot-Lot Equipment - Requesting South West Lot’s baby-swings and
see-saw be preserved.
9. ADJOURNMENT AND NEXT MEETING - Monthly
meeting adjourned at
Next meeting will be
Approved and Funded Projects In 2005
Budget
Add
4-Ft Brick Walk at Gazebo to Reduce Mud
Early
Spring – Pre-Mother’s Day Flowers at Entrance
Upgrade
“Orchard Knolls” Marque Lettering to Black
Upgrade
“Orchard Knolls” Marque Lighting at Entrance
Pressure
Add
New Equipment to S/W Tot-Lot (Reserves) (Substitute Covered Picnic Pavilion)
Replace
Northeast Tot-Lot Equipment (2005 Reserves)
Seal
Townhome Streets & Re - Stripe Parking (2005 Reserves)
Water
Cul-de-Sac Circles (2005 = 1/2 2004 Schedule)
Unfunded Community Requests – Not In Budget:
Replace Trees that have been Removed
Trim and Shape All Common Area Trees
Remove all common area stumps to below grade.
Annual Tree Care Contract
Add 2
Duplicate “Orchard Knolls” Stone Marque on
Matching Colonial Lamps on Existing Stone Columns at
Townhome Entrance
Bronze “Orchard Knolls Towns” Plaques on Existing Stone
Columns
Permanent Flagpoles with Uplighting at Front Entrance
Rt 28 Screening – Add Evergreen Trees to Berm
Security Lighting along Creek and Bike Path
Add 2 Missing Red Maples at each end of
Covered Picnic Pavilion over South
Floral Upgrades Throughout Community
Add Trees Along
Screen
Add
Screen Rt 28 along top of Berm
Creek bank Erosion Control
HOA Digital Voice Mail
Replace Electrical/Sprinkler Enclosure Unit
Streetlight Power Circuit Upgrade
Regrade Gazebo – Mosquitoes Breeding - Reroute Storm water
Flooding 15728 CBL
Add Ground Cover to North Berm
Add Ground Cover to East Boundary Hillside facing Sr
Issues Transferred To Our Attorneys:
Townhome Landscape Issues (Do Covenants Apply?)
Delinquent Assessment Collections (ABS Attorney)
Blackberry Drive/Rt 28 Intersection Pepco Illumination
Financial Recovery – Rt 28 Sprinkler System Vs SHA
NSF Financial Recovery – Previous Owner
Four TH Property(s) – Documented Long-Term Poor Property
Maintenance
Status of Property Maintenance Inspections and BOD Disposition:
Cherry
157?? - Missing House Number, Torn Dormer Screens, Rotting
Front Rail Posts
Step 1 First Letter – November 2003
Step
2 Second Letter – Certified – June 2004
157?? - Torn Window Screens
Step
1 First Letter – June 2004
157?? - Peeling Paint on Roof Rake Trim. Deck Rails Rotted
Step
1 - First Letter - June 2003
Step 2 - Second Letter – Certified – November 2003
January 2004 – Email to Board – Agreed to Comply by July
2004
Step 3 – Attorney Letter August 2004
157?? - Trim Color Violation. "White" Front Rails do not match
trim of building unit.
Step
1 - First Letter – June 2004
157?? - Chipped/Peeling Paint On Deck Rails and Roof Trim.
Step 1 - First Letter – July 2003
Step
2 - Second Letter – Certified – June 2004
157?? - Incorrect Color On Trim, Rear Deck Rails Need
Paint
Step
1 - First Letter - June 2003
Step
2 - Second Letter – Certified – November 2003
February
2004 – Email to Board – Agreed to Comply when weather clears.
Step
3 – Attorney Letter – August 2004
157?? - Fences both sides damaged. Owner's tree down -
side of home. Side Yard Trash
Step 1 - First Letter – November 2003
Step
2 - Second Letter – Certified – June 2004
June
2004 Telcon to Secretary – Will Comply by August 2004
157?? - Lower Front Rails Rotted
Step
1 - First Letter – June 2004
157?? - Front Door
and Shutters are Faded.
Step
1 - First Letter – June 2004
157?? - Deck Rails Rotted
Step
1 - First Letter – June 2004
Cherry
120?? - Paint Peeling on Roof Rake Trim
Step
1 - First Letter – June 2004
120?? - Paint Peeling on Roof Rake Trim
Step
1 - First Letter – June 2004
120?? - Paint Peeling on Roof Rake Trim
Step
1 - First Letter – June 2004
120?? - Paint Peeling on Rear Windows and Roof Rake Trim
Step
1 - First Letter – June 2004
120?? - Paint Peeling on Rear Windows Trim
Step
1 - First Letter – June 2004
120?? - Deck Rails Still Not Painted to Match Trim
Step
1 - First Letter – June 2003
Step
2 - Second Letter – Certified – November 2003
Step 3 – Turned over to attorney - June 2004
Step 4 – HOA Contracts to Do Work – September 2004
120?? - Paint Peeling on Rear Windows and Roof Rake Trim
Step
1 - First Letter – June 2004
120?? - Bottom of Front Window Trim is Peeling Paint.
Paint Peeling on Rear Windows Trim
Step
1 - First Letter – June 2004
Cherry
?? - Deck Rails Never Painted. Dormers chipped and
peeling paint
Step
1 - First Letter – June 2003
Step 2 - Second Letter - Mailed Certified November 2003
Step 3 – Turned over to attorney - June 2004
Step 4 – HOA Contracts to Do Work – September 2004
?? - Roof Rake
is peeling paint. Post Light falling over
Step
1 - First Letter – June 2004
?? - Trim Around
Garage door rotting and peeling.
Step
1 - First Letter – June 2004
?? Citrus Grove Court – Garage & Storm Door Do Not
Match Trim. Shutter Color Not Approved
Step 1 - First Letter – November 2003
Step
2 - Second Letter – Certified – June 2004
120?? Citrus Grove Road - Foundation Does Not Match Color
of Siding
Step 1 - First Letter – November 2003
Step
2 - Second Letter – Certified – June 2004
Status of Known Trees, Shrubs and
Stump Problems:
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
2002 –
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.