Incorporated 1989 - A Self-Managed, Volunteer Community
Soliciting on HOA Property is Prohibited by Covenants
Minutes – Monthly Board
Meeting
TYPICAL AGENDA - Owners
Welcome, Others by Appointment
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1. Administrative
Matters |
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2. Hearings and
Guest Presentations (If Any) |
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3. Treasurer’s
Report and Financial Business |
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4. Architectural
Review Committee and Property Maintenance Business |
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5. Unfinished
Board Business |
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6. New Board
Business |
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7. Unresolved
Business (May Not be Addressed) |
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8. Issues Deferred
to Annual Membership (Next Meeting November 2005) |
President
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Richard Schinner
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301-977-5196
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evantage@comcast.net
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Nov 2005
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VP Detached Homes
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Lisa Goodman
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301-963-3807
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goodgrl@verizon.net
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Nov 2005
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VP Town Homes
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Eileen Solomon
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301-330-2876
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betamax14@comcast.net
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Nov 2007
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Treasurer
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Mohammad Homaitabar
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301-318-8446
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homaitabar@yahoo.com
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Nov 2005
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Secretary
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301-977-0523
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jerway1@verizon.net
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Nov 2005
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Member – 1 |
Kathy Wyatt |
Representing Detached Homes |
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Member – 2 |
Rita Becker |
Representing Non-Garaged
Town Homes, HOC & MHP |
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Member – 3 |
Dennis Zepp |
Representing Garaged Town
Homes |
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Member - 4 |
Lisa Goodman |
ARC Chairperson (Acting) |
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Member - 5 |
Open |
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Members of Board of Directors are absentia members of Architectural
Review Committee
ORCHARD KNOLLS HOMES:
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Detached Homes: |
83 |
55% |
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Garaged Town Homes: |
48 |
32% |
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Privately Owned Non-Garaged
Town Homes: |
12 |
8% |
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County Owned Non-Garaged Townhomes:
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7 |
5% |
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Total Homes: |
150 |
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CONTRACTED SERVICES:
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Auditors & Taxes
Preparation |
Ahlberg & Company, P.C. |
Painting & Finishes |
Mullin Painting Services |
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Attorney and Legal
Consultant |
David Gardner |
Resident Agent: |
Attorney David Gardner |
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Banking |
Bank of |
Sprinkler & Underground
Lighting |
Unity Environmental Systems |
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Bookkeeping &
Collections |
Association Bookkeeping Svcs |
Signs |
The Sign Store |
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Copy & Reproduction
Services |
Kinkos |
Snow Removal (Town Homes) |
Landscape Innovations Inc. |
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Exterior Construction &
Fencing |
TML Construction |
Street Lighting and
Electrical |
Power Systems Electric |
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Electricity |
Pepco |
Towing |
G&G Towing Services |
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HOA Stationary |
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Trash Services |
Titus of |
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Insurance & Bonds |
State Farm |
Water & Sewer |
WSSC |
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Lawncare, Landscape, Tree
Services |
Landscape Innovations Inc. |
Web Master |
Interland, Inc. |
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Paving & Concrete,
Striping |
American Paving and Striping |
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1. ADMINISTRATIVE MATTERS:
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Call
To Order: |
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Absent BOD or ARC Members: Rita Becker, Kathy Wyatt |
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Guests: David
Haas, Owner – Orchard Knolls |
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Minutes
Review and Acceptance: (Previous
month’s edited minutes are posted to our website several weeks ahead of board
meeting. President is Chief Editor. One unedited copy for the permanent records
of HOA is placed on the table for review and access. President points to the copy and asks if
there are any changes). There were none. Motion
made to accept without further change.
Motion was 2nd, Passed unanimously. |
2. HEARINGS AND GUEST PRESENTATIONS:
Property Maintenance & Architectural Guidelines - (Rule
2005-1) None
Common Area Behavior
- (Rule 2003-1) None
3. TREASURER’S
REPORT:
Remaining Operating Cash This
Quarter:
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Note: Shortfall in
General Replacement Reserves is due to:
1) 2003 - Additional
$7,000 (incremental over plan) to replace S/E Tot-Lot equipment.
2) 2004 - Transfer $6,000
to TH Streets Reserve to adjust for 6-years of insufficient contributions.)
3) 2004 - Transfer $3,600
to operating funds for pedestrian bridge upgrade and repair.
4) 2005 - Additional
$1,600 (incremental over plan) to replace Electronics Enclosure Unit
Budget
Variances:
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For the Month: |
$ (419.92) |
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Year-to-Date: |
$ (3,994.76) Negative due to unexpectedly high snow
removal costs in 2005, and unbudgeted purchase of 2 streetlights. |
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Delinquencies
and Late Fees:
10 = $1,336. 8 < 3 months, 1 < 5 Months, 1 = NSF
Judgment Filed in District Court for HOA
NSF Law Suit; Previous
Owner (Diaz) Vs HOA - Last month, District
Court Of Maryland (Montgomery County) issued a Writ of Garnishment for
$822.50 to owner’s bank account at
Wachovia Bank. This month, District
Court issued a Lien of Judgment, recorded in court, to Orchard Knolls HOA for
$795.
Storage
for Archived 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
HOA’s Records with
4.
ARCHITECTURAL REVIEW COMMITTEE & PROPERTY
MAINTENANCE:
Architectural Guidelines Violations and Unresolved Property
Maintenance: (Table Located
at end of minutes)
Semi-Annual
Community Inspection Rescheduled to June 5 – Owners that received letters from last
inspection are painting and resolving maintenance problems now with the onset
of good weather. Many the inspection date
was premature and requested an extension.
Board agreed. Our semi-annual
community walk-through inspection (townhomes this time) is rescheduled to Sunday,
June 5 starting at
New
Architectural Guidelines Standard Developed for Detached Homes Storage Buildings – It was
recently discovered that our community had expectations and restrictions, but they
are not documented. Similar but more restrictive townhomes standards are
documented. A draft of concerns expressed
by ARC and BOD members (representing the overall community) was developed for final
ARC consideration and vote. They will
edit the draft, vote and review it with BOD next month.
New
Architectural Guideline Standard Needed for Townhome Exterior Storage of
Ladders. Several town home
owners are storing multiple long ladders in rear yards presenting an unsightly
appearance to neighbors. A new tenant
has several stacked. The town home owner was cooperative enough to ask. We informed him that ARC has regularly
advised that they must be behind a fenced yard, however that position is not
documented. A draft guideline will be
developed for ARC review and vote at next meeting.
120??
Blackberry Terrace – Unapproved Trim Color - Violation of ARC Guidelines - Late March, owner changed off-white trim color
to yellow without submitting Architectural
Change Request. Since no request was
submitted, no ARC review of the new color was conducted. When discovered, several ARC and BOD members
objected to the stark color – an indication others in the community are likely to
object in the future. About mid-point in
the painting, owner was notified by neighbor Lisa Goodman, board member and
current Acting ARC Chair, that an unapproved color change is a violation of
covenants, and that yellow color being applied was not acceptable. Owner responded that they picked yellow from another
home in our community and belatedly gave Lisa an undated, unsigned Architectural Change Request with paint
samples. BOD searched; could not find
the yellow color. BOD advised owner to
stop painting. Owner ignored the warning
and chose to complete painting. Paint
color samples included with the belated Architectural
Change Request are acceptable. The trim sample is called “Montgomery White”
a typical off-white tone. However actual
trim color is very yellow. Owner now states the yellow resulted from applying
“Montgomery White” over a lime-green primer.
ARC Chair requested that BOD advise and rule on this
dilemma. Majority of ARC and BOD members have viewed the home. After much discussion, BOD concluded there
are four distinct problems:
1) Owner ignored Covenant Article VIII and XIII which
requires prior ARC review and approval for exterior color changes,
2) Owner’s painter’s
failed to meet “Montgomery White” specification allegedly given to him by owner.
3) Several ARC and
BOD members object to the yellow. It cannot
be approved on behalf of the community.
4) When
home was half painted, owner (again) ignored BOD warnings to stop painting.
BOD is obligated to enforce covenants, find an acceptable closure
to the issue, but still protect community standards. Board wrestled with looming potential high
cost to repaint including a likely corresponding legal dispute. Secretary noted that there is HOA precedence
for a fixed time-period waiver in these situations. For example, perhaps the color could be
corrected at next required maintenance painting.
After much review, the following compromise motion was
made: “ARC and BOD conclude that owner
failed to comply with exterior color-change covenants. Resulting yellow trim color did not receive
prior ARC approval, does not meet existing color standards for detached homes, is
unacceptable to our community, and must be repainted. ARC and BOD find the belated Architectural
Change Request’s trim color sample identified as “
1) Owner will correct yellow to a pre-approved
color at next maintenance painting or 3 years, whichever comes first.
2) Owner
will correct the yellow color prior to sale, lease or deed-transfer of the
property.
3) The property will remain in violation of
covenants and flagged on the property assessment record.
4) Waiver will be issued in writing, mailed
certified-return-receipt and retained in permanent HOA records,
5) Unapproved paint color must be disclosed to
all potential buyers of the property.
6) Unless restored within 90 days, Board will
conclude owner has accepted all terms of the waiver.
If waiver terms are violated, BOD must invoke it’s
obligation under Article VIII and XIII to unilaterally contract to repaint the
home to an approved color at expense of owner.
Motion was seconded and voted.
Motion passed unanimously.
Secretary will draft the letter to the owner, and forward to President
for signature and mailing to owner.
Architectural
Change Request (ACR) Applications Processed This Month:
15626 Blackberry Drive Storage
Shed Approved
New
Rule 2005-3 Executed and Adopted - Property Maintenance Control and Enforcement
– This rule integrates new Montgomery County Annotated Code 10(b) which legally
requires a BOD hearing for all homeowners charged with property maintenance
violations or violations of covenants including Architectural Guidelines. The hearing must be accomplished and
documented before BOD unilaterally acts to correct violations. This rule
specifies four legal enforcement options available to BOD (a BOD hearing,
mediation with CCOC, law suit in District Court, and BOD’s unilateral
contracting to enter the lot and abate the violation). It documents HOA’s semi-annual inspection
procedures, warning notification procedures, and uniform restoration periods. It establishes and identifies acceptable
inspection conditions under which these violations may be charged to a home
owner. It consolidates and integrates in one document, legal enforcement
procedures required of BOD when infractions are brought about. It also
consolidates and integrates our earlier equivalent 6-Step notification and enforcement
procedures. This rule replaces those procedures. Lastly, this rule also
establishes clear financial recovery collection procedures including attorney
fees.
Major elements of this rule have been in use for several
years by other Montgomery County Homeowner Associations. It was originally called Rule 1999-1 and first
recommended to Orchard Knolls by our
attorney in 1999. However, during
transfer of HOA Presidents and BODs in 1999-2000, it was lost. It was never executed or adopted by any
board. Our attorney advises that
Secretary provided hard copy executable document to all
board members and again reviewed need as noted above. Secretary noted that Declaration of Covenants
state that BOD has a specific obligation to develop and execute rules necessary
to properly govern the association and, that they are adopted without vote or
approval of the membership. Day Care
Rule, Satellite Rule, and Common Area Rule are examples. Secretary noted that attorney recently added a
previously missing board’s option to file suit for compliance in District Court
as well as an option for shorter restoration periods in the event of potential
dangerous situations
A motion was made and for
President to execute the document immediately and for BOD to adopt the rule. Motion was seconded and approved - unanimous vote with one member absent. President Rick signed the rule. Secretary witnessed and signed the rule. Secretary will make copies for the community,
submit an electronic copy to President for addition to our web page, send a
copy to ABS for reproduction and insertion in our resale packages, and send
original to attorney for recording and filing in Montgomery County District
Court HOA Depository.
BOD
Recruiting 2 Additional ARC Members – No Progress
5. UNFINISHED BUSINESS - (Previous Minutes):
Snow Removal Invoices Re-Negotiated, Costs Reduced - Bob Mead met with Rick and Jerry this month to
re-negotiate remaining three snow removal invoices that appeared to include
unspecified and unnecessary work. It
appears work was accomplished but not expected.
In general, it appears there was a misunderstanding of scope of
work. Bob agreed to cut total cost by
50%. Rick agreed to immediately pay the reduced amount. The invoice is now paid. We are currently analyzing total season
snow-removal costs. We expect to revise
the work scope and re-bid the contract for 2006
Replacement Sprinkler/Lighting Controls Shelter
Installed: This month, volunteers and friends of the community
installed our new cedar shelter to replace the 13 year-old leaking, collapsing,
ant-infested Rubbermaid electronic controls unit. The old unit was demolished and taken to the
dump. The new unit had to be installed in the same location because there is a
myriad of underground plumbing and wiring that exit the ground at that
location. Routing to another location
would be prohibitively expensive. Temporarily,
the lighting and sprinkler controls are disabled but expected to be restored
before next board meeting. The old unit
became so jammed with HOA tools and materials that some had to be sold such as our
contractor hoses etc. Many HOA owned tools
and materials currently stored in owner garages will now be returned to the
shelter. An interior light, shelving and
minor landscape work will be accomplished in the future. Thanks to volunteer efforts of board members,
friends of the community, and TML Construction; their labor was contributed at
no cost to our HOA
Additional $50 Approved to Seal Replacement Sprinkler/Lighting
Controls Shelter; During the month, Board approved the expense (by
email to members) to purchase 2 gallons of Olympic Maxima, a liquid weather
seal recommended by the cedar shelter manufacturer, which preserves the cedar
color. Volunteers applied the seal to
the entire unit prior to the meeting tonight.
Quote
Rejected - $75/Month for Monthly Lighting Systems Inspection - There are 17 association owned streetlights,
4 entrance marque lights, 2 gazebo mailbox lights , 48 privately owned
residential post-lights, and 6 underground up-lights. In addition, there are
county streetlights on all detached home streets. No one in HOA has responsibility to call for
repairs when a lighting system is out.
Often, they are out for weeks. On
average, 20% of all townhome post lights are out. HOA wants town home owners to keep post
lights lit. Town home owners cannot get
electrical contractors to respond to repair post lights. They ask the community to provide a
service. We requested and received a
quote from our electrical maintenance contractor Power System’s Electric, to
provide a monthly inspection contract as follows: The maintenance contract includes a fee
schedule for materials frequently needing replacement such as light bulbs and
photo cells. The maintenance contract includes
an optional inspection of Montgomery County Streetlights within our
association, including turnkey follow up calls to the county for repair.
In a split straw-vote, BOD rejected the contract amount and
approach, favoring instead to stay with failure-mode procedure, with no one
having responsibility to call for repairs after systems fail - paying on a time and materials basis.
Secretary will transfer this proposal to be considered at next annual meeting.
Deferred
Again – Deferred BOD Business (Category 7 Below) – In an
effort to reduce growing backlog of deferred issues (See Item 7 below), in
January by common agreement on the board, secretary assigned them to board
members for each member to evaluate and write an opinion of recommended
disposition for next month’s meeting. Most
members were not prepared. BOD again
deferred review on these matters to following month. Tonight, exhausted board
members again deferred this effort to next month. However, on a positive note – several members
feel the entire issue needs to be addressed at a specially called mid-month
board meeting, perhaps a luncheon, where only these matters are discussed and
resolved. Tonight, BOD deferred the
luncheon too.
6. NEW BUSINESS
Two
Overgrown Entrance Holly’s to be Removed to Expose Marque Columns and Bluestone
Wall. Our two middle holly bushes in
the entrance marque are so overgrown that they block much of our valuable and beautiful
bluestone wall, as well as our two attractive masonry capped columns in the
center. They also block our cornerstone which is inscribed. All four became so overgrown over the years
that they completely blocked all four columns and the two colonial lights. It is not possible to trim the sides without
killing them. We had the tops trimmed in
2004 to expose the colonial lights – but our botanist advises that further
trimming will kill them. Holly’s must be
trimmed annually or not at all. The outer
two holly(s) on the ends of the wall will not be removed at this time, however
removal is advised and likely will occur in 2006.
We obtained a 2-phase quote to remove them and the small
dying hedge beside them ($75) - then in
a second phase, $730 to replace them with “Weeping Repandens” which are slower
growing and can be sculptured and shaped.
This project is not budgeted. Most likely we will proceed with the second
phase, however BOD chose to delay another month until we can evaluate funds.
Entrance
Marque Wall needs Masonry Repairs – Several stones have fallen
out of the wall in recent years. If the
original stone is nearby, it is a minor project to mix some inexpensive mortar
and reinstall them, but it needs doing.
BOD will look for a volunteer.
Entrance
Summer Flowers to be Installed. Our winter
and early spring pansies have served us well, but will be removed and our
summer flowers will be installed by Mother’s Day in May. Begonias will be installed again this
year. Deer typically avoid this
variety. They were beautiful last
year. This project is in the 2005
approved budget.
Entrance
Flags to Replaced: The two
faded and torn entrance flags will be replaced next month when the summer
flowers are installed. This project is
in the 2005 approved budget..
Ex-Budget Costs May Delay Replacement of Dead Trees –
We received a $1,125 quote to
replace the following common area trees:
3 Yoshino Cherry Trees (2 directly in front of private residences in
Non-Garaged Townhomes removed in 2003, 1 directly in front of a Garaged
Townhome removed in 2004), 2 Red Sunset Maples to match existing (1 at each end
of North-East Blackberry Drive Missing since 1994), and 3 Leyland Cypress at
North-West Blackberry Drive Stormwater Creek split-rail fence - to replace matching dead trees removed in
2004
This project is in the
approved budget for 2005. However, due to unexpected expenses BOD decided to
wait until next month to evaluate funds for this project.
New
Replacement Equipment Ordered for North-East Tot-Lot - Our “Assets Replacement Plan” tracks and
forecasts aging and useful life of our assets in the community. This tot-lot was
installed in 1990 with a 15 year life.
2005 is the year scheduled to replace this equipment. Jerry brought photos of the equipment. Much of the equipment is splintered and worn
with several broken components. BOD
asked Playground Systems Inc to refresh their 2003 quote to replace this
equipment. After conducting a site
visit, they advised that
Playground Systems Inc initially quoted $950 to remove old
equipment. TML quoted $800. BOD feels the TML quote is not sufficiently
low to split the contract. They rejected
the TML quote in favor of awarding a turnkey contract if Playground Systems
will match the TML quote. Playground
Systems agreed to a $150 reduction and matched theTML quote. Playground System’s total new equipment and
installation cost, including removal of the old, is $7,440.70. Funds are 100% available in General
Replacement Reserves. BOD unanimously
agreed to proceed with the contract to Playground Systems Inc. The contract requires 50% deposit, and 50%
after completion. Completion is expected
by end of June. Secretary will make the
arrangements.
Lawncare
and Landscape On-Site Review Meeting - Bob Mead (Landscape Innovations Inc) met with
Rick and Jerry this month to walk the common area and review our expectations
for 2005. They are getting a late start due to new immigration laws preventing
our workers from last year entering the country. Bob assured us they will honor all terms and conditions
of our 2005 contract.
Directory Update – Several owners have verbally
requested that the directory be updated and republished. We recently received another request in
writing . Apparently, there are new
concerns with listing children’s names in the directory. Lisa, Eileen and Rick will initiate an
effort to produce the document shortly.
Newsletter: Our last newsletter was published one year ago. There are many issues that need to be
communicated to our total ownership.
Secretary will contact our key volunteer coordinator, designer, and
publisher (Brian Zarchin) to try to get a newsletter published soon.
Townhome Streets to be Repaired, Sealed and
Re-Striped July-August On Schedule. Our “Assets Replacement Plan” tracks and
forecasts aging and useful life of assets in the community. Asphalt sealing has a four-year useful life;
last done in 2001. 2005 is the year
scheduled to reseal. The project is
completed in one day weather permitting.
BOD will communicate to impacted owners far ahead of scheduled
date. All vehicles must be removed ahead
of the scheduled date. Those left will
be towed. The entire surface area is
swept, cleaned of oil stains, dirt and dust.
All open pavement cracks are filled with rubberized joint seal
compounds. The surface is professionally sealed with a tar emulsion sealant. At
end of day, all white parking striping is redone. Our ongoing contractor, American Striping,
has provided an updated quote of $6,600.
This is a 7.5% increase per year since last application. This year, curb parking, where permitted
along north and
Asphalt Walking Path’s Repair and Resealing May be
Accelerated to 2005 - This project, similar to Townhome Streets Repair and
Reseal, is on a six-year useful life schedule, scheduled for 2006, but is in
need of repairs and sealing now. Experience is giving us more accurate useful
life information. It seems prudent to
reduce the useful life to four years and merge this requirement into the
townhome streets schedule. Initial
discussions with American Striping indicate there is no cost savings synergy
because adding the pathways will cause the total project to go over into a
second day.
President Rick agreed to
contact American Striping General Manager to develop a workable plan at the
best possible price. This project is
funded by General Replacement Reserves, but is not in the 2005 approved budget.
Blackberry Drive Tot-Lot Upgrade Project Revisited. President
Rick raised the issue of the remaining Blackberry Drive Tot-Lot. Another
board member recommended we proceed to upgrade this lot. Secretary noted there is no demand in the
community for upgrading this lot and noted that last annual meeting, after
lively and significant discussion from the floor on the matter, membership
declined to endorse spending the money at that time. Rick described some
alternate uses for the lot. The lot sits
idle. Some members wish to deactivate
the lot and grass it over as a lowest cost alternative.
The scheduled 2003 upgrade of
this lot did not materialize due to surprisingly high cost of equipment, and
straw polls that indicate little use and little demand . Only the worn and several-times repaired swing
set and see-saw remain – all other equipment was removed due to unsafe condition
of the equipment. BOD decided to limit
the 2003-4 upgrade to the East Tot-Lot only.
There are several alternative use proposals for the area. Under consideration is a community picnic
pavilion and eliminate the tot-lot, completely grassing the area over. Eliminating it could save approximately
$12,000 in General Replacement Reserves, reduce annual maintenance and
liability, and lower the general assessment.
BOD chose to do-nothing for
now. It will be deferred until next
annual meeting.
Underground Lighting Back
"On": Volunteers reinstalled
the transformer and lighting control system for our underground lighting in the
new outdoor enclosure saving us about $300. Our sprinkler contractor was
scheduled to have done that work. Our
lights were "on" for the first time in a month last night.
Two burned out bulbs will be replaced shortly.
Sprinkler Startup and
Repair Work Scheduled April 26:
Unity (Mike Jensen - our sprinkler contractor) will be here April 26 to
reinstall all sprinkler control wiring, electronic controls, and clock in the
shed. That labor cost (required by shed replacement) is estimated to be
about $300. He will do spring system maintenance, repairs, and
startup. Rain date = April 27. All inspection and startup costs are
covered by our new contract with him except for materials used in repairs.
Repairs: There is a broken pipe underground in center
island - estimated repair about $100. We are also asking him to add a
sprinkler head to the south tip of the
We have asked him to provide ideas and costs on
how to legally and effectively water the
“No Soliciting” Signs to be Installed at Entrance: Soliciting
is prohibited in Orchard Knolls by our covenants. BOD has recently received several complaints
from residents about ongoing door to door innocuous but annoying
soliciting. Worse, we received one
complaint of a racial threat by a door to door solicitor. Over the next month or two, BOD will evaluate
Kentlands (and other HOAs) high-quality Bronze “No Soliciting” signs. Current plans are to purchase two small but
distinct high-quality, low-profile signs to be installed in our entrance flower
beds as is done in Kentlands. This is
not budgeted.
“No Advertising” Signs at Gazebo: Secretary
displayed another of dozens of stained, torn, outdated, unsightly paper
advertising signs anonymously posted on the mailbox gazebo on a regular
basis. These armature signs, often for
Day Care, Yard, Furniture, Vehicle Sales, are usually hand-drawn and well
intentioned but become outdated, weathered and are not removed. Some times they
are vendors from outside the community. The attachments (tape, tacks, glue, staples)
are left behind. As a result, our mailbox
unit is an eyesore again.
Secretary asked for a motion
which prohibits posting at the gazebo mailbox without permission of Board of
Directors (this will allow approved community functions to be posted). Further, the motion should include purchase
of two professionally designed signs to be installed one each end of the mailbox unit stating
boldly: “No Posting or Advertising” in large letters “Without Permission of Board of Directors” in small letters at the
bottom. The two signs like our others, will be white aluminum, with
environmental green letters. Motion was made, seconded and unanimously approved. Secretary will have them made up by our
contractor. Estimated cost $60. Volunteers will install them. This is not
budgeted.
Relocating:
Johnson’s Nursery – Appeal for Special Exception Zoning Sign is
Posted on their new lot on Rt 28.
7. UNRESOLVED BUSINESS – DEFERRED TO NEXT MEETING - (NOT DISCUSSED)
Upgrade
& Replace Marque Florescent Lighting – This RFQ still outstanding.
Construct
Missing Stone Marque at
Suspicious
Mailbox Behavior – BOD has received information from an owner that the
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.
Multiple Unregistered, Unlicensed 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.
Neglect
of Lawn Care on Common Areas Adjacent to End-Units - End
unit townhome side-lawns deceptively appear to be owned by townhomes. They are not. All side-lawn property is 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
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.
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 of Remote Owners - Due to
lack of volunteers, several years ago, BOD discontinued door-to-door delivery
of HOA information. Instead, all such
distributions are accomplished via
8. BUSINESS DEFERRED TO NEXT ANNUAL MEMBERSHIP
MEETING:
Upstream
Bank Erosion Continues to
Establish
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
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
$1,920
for Additional Streetlight at Intersection of
$3,250
for
ADJOURNMENT - President had to leave early. Residual business that did not need the
president continued. Monthly meeting
adjourned by call of the Secretary at
NEXT MEETING -.