Minutes of BOD Meeting - Oct 2008

1. Call to order – President
Meeting called to order at 6:30pm

2. Approval of minutes from previous meeting – Secretary
Minutes from previous meeting read into record and approved/edited as suggested.

3. Officers’ reports:
a. President
None
b. Vice President
None

c. Treasurer

· 75xx dues; 4th qtr 2007 dues not paid; Steve spoke to Owner who indicates they will be paying shortly; Art to speak with owner.

· Replacement parking tag issued to 75xx; $10 payment received for replacement.

d. Secretary

Effective immediately, we will modify the information that is posted to our website in the following manner: (1) We will not include the ICC section on the website; and (2) Residence addresses will be denoted as 75xx. These changes are being done for security and privacy reasons.

NOTE: ICC section will be made available to individuals upon request.


4. Committee reports:
a. EPB update – Walkthrough: delay ‘till Spring? DECISION
Decision made that EPB follow-on activities will be deferred until Spring 2009. Historical papers (2006-2007) received from past EPB members.

b. Long range planning committee – Goals for the coming month
First step to review spreadsheet with Debbie and Steve to understand improvement tasks to be performed and expected timeframes. Input will be used in preparing 2009 budget

5. Unfinished business:
a. Financial practices
- Review the contract with Capitol – Steve
· Question about IPM – Integrated Pest Management – is this being performed; Pests (grubs) have been found on property?
· Suggestion to remove tree service from Tree and Shrub program in Capitol contract; Propose that future tree service be performed by professional tree service company. Concerns with tree service work previously performed by Capitol and also with unapproved $80 charge for tree branch removal. Steve received letter from Capitol indicating issues with fall tree trimming work that we have done.
· Decision tabled to next meeting; meeting to be scheduled with Capitol to discuss services for upcoming year

- Comparison of the two tax accountants – Steve DECISION

Isaaco
$250 / taxes
$85/hr for consulting

Mohn
$300 / taxes
$300 flat fee consulting for what to do with monies received

Recommendation to use Mohn based on experience noted during phone interview. Future in-person interview meeting to be arranged with Mohn

b. Do we want to rent the last two parking spots? DECISION
- Proposals shared and to be voted on next month

Two proposals were shared with BOD; these proposals were input based on conversation with HOA (community) members.

Discussion on why we were considering allocating these two spots and concerns that we were not responsible for activities on Berclair. Response: The change in parking policy is being considered as a result of community members concerns about safety on Berclair, which we all have to use to enter/exit the community.

Concerns were expressed about the method of allocating the extra tags and receiving income for these tags. Response: BOD’s need to first focus on whether these spots should be re-allocated (i.e., if this is in the best interest of the community) and second on method of allocation.

Carrying forward pro/con info (from previous minutes):

Pros-
- May help to alleviate some of the parking problems on Berclair which has been noted as a safety issue for our community
- ??? Could be used to bring in income to HOA (i.e., rental fee of parking tag)

Cons
- Will take away the 2 parking spaces that are designated for short term visitor parking and may potentially result in usage of fire lanes and double parking for this purpose.
- Will require time and effort to do on-going administration of this program (i.e., we need to set up parking tag rental office)

Decision tabled for next meeting..

6. ICC update – Alex
a. Follow-up discussion from meeting with Mr. Lerch

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

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

8. Closing remarks and adjournment – President
Meeting adjourned: 8:15

Tentative timeline for our schedule for the next couple weeks (adjusted to cover ICC issues, holiday schedules and end of year activities):

Nov 6th - PRB meeting at 10am in Rockville, Let Alex know by Tues if you are available to attend; should last 4-5 hrs; we will have 30 days after this meeting to file notice of dissent.

Nov 9th (Sunday) - Board meeting; 7pm at Debbie's house; Debriefing from PRB meeting and make decision on whether to appeal PRB decision. If you don't feel that PRB decision is adequate, then need to come to meeting prepared with what you feel is adequate and justified compensation.

Nov 19th (Weds) - Regular Board meeting; want to meet with Mohn (accountant) and Capitol; If not feasible to meet with them during this meeting, then need to suggest alternate times. NOTE: Mathias out of town.

Dec 17th (Weds) - Regular Board Meeting

NOTE: Newsletter postponed until after Nov 9th so to include info from PRB meeting and BOD's decision.