May 2016 FGHOA Meeting Minutes

May 2016 FGHOA Meeting Minutes

Date:                   May 10, 2016 (Tuesday)

Time:                  7:00-9:00 PM

Location:          Dufief Elementary

 

Attendees:

 

Name

Present (P)

Absent (A)

Teleconference (T)

Alex Veizis

P

Ami Corey

P

Bob Canter

P

Carmen de Perignat

P

Charlie Liebetrau

P

Douglas Clark

P

Lakshman Ramamurthy

P

Steve Kwon

P

 

Agenda:

 

  1. Announcement of Election Results.
  2. Review of Annual Meeting (successes and areas of improvement).
  3. Approval, by motion, of Annual Meeting minutes.
  4. Election of officers (by motion and majority vote of the Board members).
  5. Approval, by motion, as to whether legal counsel should be used to respond to the CCOC complaint.
  6. Approval of the budget, by motion, with increased legal expenses line item.
  7. Appointment of 3 members, by motion, to the Architectural and Environmental Control Committee (AECC).
  8. Discuss plans / projects for the new Board.
  9. Other topics:
    1. Basketball hoop complaint
    2. School bus stop
    3. New Business.

 

Meeting Notes:

  1. Opening comments:
    1. All Board members arrived to the meeting and provided general information.
    2. Bob Canter emphasized that this Board should make a more active effort to review and adhere to all HOA governing documents and By-Laws. The Board agreed.
    3. Lakshman Ramamurthy greeted the new Board, provided transitional remarks, and emphasized that he is available to help the new Board.


  1. Announcement of Election Results.
    1. Results of the election:

i.     Steve: tied with the highest amount of votes, agreed to the three-year commitment as mentioned in the HOA documents;

ii.     Carmen: tied with the highest amount of votes, agreedto the two-year commitment as mentioned in the HOA documents.

  1. After the e-mail and electronic post of the election results, Alex Veizis mentioned that he received positive community responses and some thank you e-mails from the community.
  2. Approval, by motion, of Annual Meeting minutes
    1. The Board approved the minutes by motion as they are written.
    2. Election of officers (by motion and majority vote of the Board members)
      1. President: Charlie (Unanimous Vote)
      2. Vice President: Steve (Unanimous Vote)
      3. Secretary: Alex (Unanimous Vote)
      4. Treasurer: Ami (5 Votes, 1 Abstain)

i.     Bob will help with exploring outsource options

  1. Board member without office: Carmen with responsibility for the Architectural and Environmental Control Committee (AECC).
  2. Board member without office: Doug with responsibility forMaintenance functions (Unanimous Vote).
  3. Board member without office: Bob with responsibility to help in any needed areas, such as support to the Treasurer.
  4. Review of Annual Meeting (successes and areas of improvement):
    1. Success from the meeting:

i.     Excellent turn out from the community (both in person and by proxy);

ii.     In general, the Board received positive feedback from the community for their efforts.

  1. Areas of Improvement:

i.     Should have further emphasized the community improvements (e.g., the Pebble Hill repaving and the new HOA landscaping) and show before and after photos;

ii.     Improve communications to the community and openness.

  1. Note: Prizes were delivered to the raffle winners.
  2. Approval of the budget, by motion, with increased legal expenses line item.

 

Category of Expense Presented Explanation at Annual Meeting Presented Amount at Annual Meeting Updated Proposed Amount by the Board Updated Explanation by the Board
•CPA Review 4,000.00 4,000.00
•Bookkeeping – Outsource Bookkeeping Tasks 3,500.00 3,500.00 – Outsource Bookkeeping Tasks
•Directory – A to Z Directory (Worst Case Fee) 800.00 800.00 – A to Z Directory (Worst Case Fee)
•Insurance – Avg. of Insurance Costs + Fidelity Bond 3,500.00 3,500.00 – Avg. of Insurance Costs + Fidelity Bond
•Landscaping – Average Costs of Allentuck 11,000.00 11,000.00 – Average Costs of Allentuck
•Legal – Advice and Lien’s as Needed (was 2k) 2,000.00 12,000.00 – Advice and Lien’s as Needed (was 2k)
•MC HOA – Recurring Fees for Montgomery County 615.00 615.00 – Recurring Fees for Montgomery County
•Newsletter – Creating 2 Newsletters and Mailings 400.00 800.00 Moved to quarterly
•Postage – Newsletters, Dues and Special Letters 400.00 400.00 – Newsletters, Dues and Special Letters
•Pro Fees for Tax Returns – Tax Returns 400.00 400.00 – Tax Return
•Rent – Annual / Monthly Meetings and PO Box 500.00 600.00 – Annual / Monthly Meetings and PO Box
•Repairs – Possible Costs (Park and Other Unforeseen Events) 12,000.00 12,000.00 – Possible Costs (Park and Other Unforeseen Events)
•Social – Based on 2 – 4 Events 500.00 500.00 – Based on 2 – 4 Events
•Tree Maintenance – Average Costs of Last 2 Years 13,000.00 13,000.00 – Average Costs of Last 2 Years
•Utilities – Average cost for Electricity at Main Entrance 200.00 200.00 – Average cost for Electricity at Main Entrance
Totals 52,815.00 63,315.00
Total Accounts Receivable 65,420.00 65,420.00
Remainder 12,605.00 2,105.00

 

 

 

  1. Embedded Excel spreadsheet of the work
  2. Board unanimously approved the proposed budget.
  3. Appointment of 3 members, by motion, to the Architectural and Environmental Control Committee was note decided during the meeting because of the meeting time constraints. Carmen requested to recommend and appoint volunteers after the meeting because there are several pending and urgent AECC requests. The Board agreed with the recommendation.
    1. To be appointed later
    2. Carmen has identified potential volunteers
    3. POST MEETING NOTE: The Board approved the nomination of Maureen Austen and Julie Zhang to support the AECC
    4. Discuss plans / projects for the new Board:
      1. Improvement communication

i.     Quarterly Newsletter

ii.     By Law Review

  1. Investigate the feasibility of sidewalks on Flints Grove Lane;
  2. Expand social events;
  3. Rich Branch Drive (Flints Ridge) townhouse parking area – Seal coat application;
  4. Bus stop subcommittee – Mike Wolmetz;
  5. Investigate alternatives for book keeping and property management;
  6. Investigate the reserve requirements for townhouse private street and roadway repairs (Ref. Declaration: Article VI, Sec. 3);
  7. Review the effort for changes to Governing Documents.

 

  1. Other topics:
    1. Basketball hoop complaint:

i.     Charlie will investigate and try to resolve the issue.

  1. School bus stop:

i.     Plan to establish a subcommittee.

  1. Discussion took place with regard to the use of legal counsel for a response to the CCOC complaint.

 

Next meeting:

 

Date:                   June 9, 2015 (Thursday)

Time:                  7:00-9:00 PM

Location:          DuFief Elementary School

 

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