Annual meeting minutes

Shady Grove Station Townhouse Association
Minutes of the annual meeting
February 11, 2007
7 p.m. at #7519 (Alex Witze and Jeff Kanipe’s house)




The annual neighborhood meeting was called to order at 7:05 p.m. In attendance were Art Carter (7522), Steve Edgar (7518), Gregg and Melissa Price (7527), Ottie Gates (7505), Jean Smith (7521), Debbie Edgerly (7529), Pete Patellis (7506), Terri Smith (7508), Alex Witze and Jeff Kanipe (7519), and Lin Ye (7500).

President’s statement: Outgoing president Art Carter provided a review of neighborhood activities in 2006. Highlights included the repainting and replacing of the mailboxes; restriping the parking lot; and holding a community yard sale. He noted that several issues that are ongoing problems in the community, such as parking, have been resolved somewhat but not entirely by the restriping of the lot. Art raised several other issues that he feels are of concern to the neighborhood, including the need to audit the association’s finances and to look into updating the bylaws of the association. He noted that he felt the board of directors ought to be bonded, and that our current insurance policy should be reevaluated.

Treasurer’s report: Outgoing treasurer Steve Edgar presented the proposed 2007 budget during the meeting. The board of directors voted at its January meeting to implement a 10 percent increase in association dues to cover the operating expenses of the association. The new rate will be $129 per quarter for owner-occupied properties and $182 per quarter for non-owner-occupied properties, to take effect in the second quarter of 2007.

Steve noted that 2006 ended more than $3,000 in the red, mostly due to the expense of restriping the parking lot. He reiterated that this was a one-time expense and that the proposed 2007 budget is essentially break-even. One challenge in 2006 was that an introductory deal with Waste Management ended, substantially raising the price of trash collection. It was noted that the new board should look into negotiating a new deal with Waste Management or obtain bids from other contractors, such as Potomac Refuse. In 2006 the board also got bids from landscape companies and in the end decided to remain with Capitol, but with the 2006 rate locked in for the next two years, with a 3 percent cap increase for the following three years after that.

Jean Smith questioned how well the number of rentals was known. Steve said that he had been relying on county records. Art suggested that the new board look into more closely regulating and enforcing the non-owner-occupied rates for rentals.

Steve noted that the reserve fund is currently just over $19,300. With interest income and care the new treasurer should work to bring this back up to $20,000. Steve is not sure whether the association needs to pay taxes on its interest income, and will investigate. All financial accounts are now online and can be accessed by any of the board of directors. Steve reiterated that HOA dues are due by the end of the quarter, and that everyone needs to pay by then.

The 2007 budget was voted on and approved.

Elections: The nominating committee, composed of Melissa and Gregg Price and Pete Patellis, nominated the following individuals to serve on the 2007 board of directors for SGSTA: Art Carter (president), Steve Edgar (treasurer), Alex Witze (secretary). No one else was nominated or expressed interest in running. The slate of officers was voted on and approved. Note: Jean pointed out that in the past officers had been elected on a 3-2-1 basis, with one serving a three-year term, one a two-year term, and one a one-year term. It was generally agreed that this board would all serve for a one-year term, with the 3-2-1 slate to be revisited in future elections. It was also agreed that the board would function without a vice-president, as it has for most of 2006 following Elle Jauffret’s departure.

General discussion:

Finances. Some questions were raised as to the whereabouts of the financial records of the association. Steve said he had most of these, which could be used in an audit of the association’s finances.

Long-term goals of the neighborhood. Debbie noted that the association is in need of prioritizing its long-term goals for the neighborhood. There are long-running issues such as sidewalks in need of repair, and trees that need to be replaced, which may require big expenditures in the future. Debbie proposed that the association should draw up a firm definition for the use of the reserve fund and for a long-term plan for financially managing unexpected expenditures in the future.

Committees. The environmental protection committee needs to be re-established, as there was no activity in 2006. Gregg and Melissa Price, and Annette Carter, have expressed interest. Art also proposed establishing a welcoming committee for new residents, and a bylaws committee to review the association’s bylaws.

Intercounty Interconnector. Alex provided an update on the ICC issue. On January 16, 2007, the Maryland State Highway Administration filed in the Montgomery County Court to acquire the roughly 3,200-square-foot plot of land it wants to seize for the ICC. The state roads commission may now take possession and use the property as it sees fit for construction. The state has deposited a check for $102,000 in the name of SGSTA with the Montgomery County Court. This is the monetary offer the association received on Nov. 22 as compensation for the land. Alex noted that she did not know if withdrawing the money from the court, and depositing it an interest-bearing account in the name of SGSTA, constituted any kind of legal acceptance of the offer and thus limited the association from acquiring any further compensation from the state. She will investigate the legal consequences of accepting this money or how the association might best continue its negotiations with the state. She will be meeting with a state highway administration representative at her house on Tuesday, Feb. 20, at 1 p.m.; interested parties are welcome to attend. Alex will send out notes following that meeting to all SGSTA members.

Future board meetings. The board plans to continue meeting on the last Wednesday of each month, rotating between board members’ houses. All neighborhood residents are invited to attend these meetings; they should contact a member of the board ahead of time to learn where the location will be.

The meeting was adjourned.