Minutes of BOD meeting, 3/26/08

Prepared By: Steven Edgar

Meeting Participants: Steven Edgar, Debbie Edgerly, Arthur Carter, Mathias Roth, Jean Smith

Subject: Shady Grove Station Townhouse Association Board Meeting

Date: March 26, 2008


Overview:

The SGSTA Board of Directors for 2008 met to discuss items brought up at the last meeting, which was held in February. In addition to those items the following topics were covered: Board member roles/responsibilities, HOA actions for current housing sales, Environmental Protection Board status and plans, Action items for the next meeting.


2008 Board Members:

The following individuals have volunteered to serve on the SGSTA BOD for 2008: Arthur Carter, Steven Edgar, Mathias Roth, Luis Sandoval, Debbie Edgerly, and Alex Witze. Debbie and Alex will be non-voting board members and will assist with committees or wherever needed.

Topics

President’s Report (Art)
• Paperwork will need to be finalized before the sale of any houses in the neighborhood
• The board would like to acquire the list put together by the EPB in December
• The board is in the process of writing a welcome letter to be provided to new residences. The letter was reviewed by the board and will be finalized by June.
• Contact MCCOC on SGSTA representation (no contact has been made for several years). Items such as fallen tree on corner of Epsilon/Shady Grove would be addressed.

Treasurer’s Report (Steve)
• The Waste Management contract has been negotiated for the 3 years (2008 – 2010) at 2007 fixed pricing. The fuel/environmental fee is variable and continues to rise because of escalating gas prices.
• A discussion on whether or not we should hire an accountant took place.
1. How much will it cost?
2. Should we wait until next year?

ICC Update (Alex via email)
• The necessary ‘petition to withdraw’ was sent to Peyton Paul Phillips, the circuit court clerk of Montgomery County.
• On March 19 a letter was received saying the court requires a ‘proposed order’ to the process the check.
• Alex is investigating
• Alex and Debbie met with the SGSTA lawyer Harry Lerch, and SHA representative, and the state lawyer.
• The state lawyer is resistant to arguments for more money
• Mr. Lerch is going to send detailed arguments in writing; if unsuccessful we will move to the board of property review.

Parking Update
• Parking tags were distributed to all homeowners except 7512
• The new parking enforcement will begin April 15
• Art mentioned that only the President/Treasurer are allowed to enter the HOA into a contract (i.e. Stronghold Parking)
• Nothing will be done with the 2 extra spaces in our lot for now
• Residents on Berclair Terrace should be notified about the new parking regulations
• Extra hang tags belong to the homeowners and can not be sold


Committee Reports
• The EPB committee (Debbie, Art) will need to acquire materials from the outgoing EPB (Gregg and Melissa Price)
• Debbie emailed a list of EPB projects that will be discussed in their next meeting
• A motion was passed to replace the dead tree in front of 7503 at a cost of appx. $300 using funds from the reserve account.
• Mathias asked what the approval process was for using funds in the reserve account
• EPB issues for 7531 need to be addressed prior to the sale


Other items:

Resident concerns
• Jean mentioned a tire slashing incident on Berclair Terrace
• Debbie sent an email to everyone about a possible criminal activity with the U.S. Postal being investigated
• A situation with rats was discussed
1. Trash should not be put out early
2. Dog feces need to be picked up
3. Residents need to be reminded of this in next newsletter

Action Items:

• Jean volunteered to speak with an accountant about the money we are receiving from the state. Specifically about tax implications.
• Debbie will work with Shifflet on removing dead tree in front of 7503 and will look into the cost of planting a new tree
• Dues for Q2 will be sent out this weekend
• Arthur will host the next Board meeting on April 30