Minutes of BOD Meeting - August 2008

1. Call to order – President (NOTE: Vice-President acting)
Meeting called to order at 6:35

2. Approval of minutes from the meeting in June – Secretary
Minutes read into record and approved; one change noted and made indicating forms for online back account access were not required.

3. Officers’ reports:
a. President
No report
b. Vice President
Still $4500 estimate from Schifflett, but Mathias believes we may be getting break on price; 6 out 8 residences are also having work don.
Debbie to be onsite contact for work to be performed on August 28th.

c. Treasurer
75xx - dues still not paid for 4Q07 ($129); Mathias to speak with him; Need to think about enforcing ‘next step’/escalation approaches.

75xx – missing dues for 2 quarters

Online accounts – Steve, Alex and Art are on list. Steve sent email to Alex and Art on how to re-register.

Regarding current bank accounts- only one signature is required

SGSTA Financial practices (summarized by Mathias):
-All BOD members need to have ability to view the accounts
-Need minimum of 2 BOD members (Treasurer plus another individual) with ability to write checks in event of emergency that Treasurer is not available
-Need official document which contains info on who has access to what
-Treasurer to provide account balance info as part of Treasurer Report during monthly meetings


d. Secretary

July Newsletter published. Cost to publish July 2008 newsletter - $10; Cost to publish directory - $25. For 2009, should plan to budget $75 for communications.

Newsletter schedule – Oct 2008 and Jan 2009

Newsletter schedule – Oct 2008
1. Oct 6 - Deadline for submission of articles - All members
2. Oct 13 - Publish Draft - Debbie
3. Oct 20 - BOD Review; Provide Feedback - All BOD members
4. Oct 27 - Incorporate Feedback; Publish - Debbie

4. ICC update – Alex

Initial $102K - Acquired $104K check ($102K plus interest)

.. This section intentionally omitted from website - available upon request ..

Funding for the ICC protest:

· Greg Smith (representing xxx) has made request for financial contributions to continue to fight ICC. This is to fight the remaining contracts since Contract A is underway. Greg is available for presentations of work that they are doing. Estimated donation - $5K. Funding is required ASAP.
· Regarding this request, BOD members indicated concern that timing is not good – we are not prepared financially to make this decision. This money would have to come from ICC monies received and we do not yet know tax implications of ICC monies received.
· Alternative suggestion was made that we might want to consider making donation to specific cause that would lessen impact of ICC.
· Need to poll HOA members on interest level of making this contribution.


5. Unfinished business:
a. Committee stand-up
- Any interest from the community in participating?
No HOA members volunteered for participation in committees.
- Long range planning committee purpose and goals – Mathias
Mathias shared charter document (hand-out) with BOD members
- EPB update
Need to schedule walkthrough; Spring 2008 walkthrough was missed. Need to schedule walk-through before winter otherwise will need to postpone until Spring 2009.

- By-Law committee – Do we want / need this? DECISION
Tabled for next meeting

b. Financial practices
- BOD access to online banking, June conversation incomplete?
- Tax accountant – Do we need one for this year? DECISION

Yes, BOD members agree that we need accountant for this year

If so, do we need to shop around before proceeding? DECISION

We would like to have MD accountant and would like to review at least 2 candidates. Alex has one candidate and Debbie to provide name of HOA accountant which has represented several other Montgomery County HOA’s.

6. New business:
a. Lawn care and maintenance
- Contract is up with Capital this year; are we happy with them?

BOD members indicated pleased with Capitol Landscaping with the following exceptions:

· Tree trimming services and capabilities
· The fact that they charged us for July 4th emergency tree trimming work that we did not officially authorize.

Suggestion was made to renew services with Capitol for 2009, but make revisions to the contract. Plan to review 2007-2008 contract during next meeting.

b. Parking email from a concerned resident - Mathias

The Parking Q&A’s in July 2008 newsletter were intended to address particular resident’s concerns.

Discussions on possible options for tweaking parking policy occurred. Following items were included in discussion, but no decisions were made:

1. Modify restricted parking time to be less hours
2. Encourage HOA members who are not using parking tags to “loan” these out.
3. “Auction off” the 2 VISITOR spots.


7. Emergent issues (arose within 72 hours of BOD meeting)

No new issues raised

8. Closing remarks and adjournment – President

Meeting Adjourned: 8pm
Next meeting Sept 24th at Steve’s house