Minutes of HOA Board Meeting on December 12, 2019

Meeting called to order at 7:12 p.m. with Eric Kerby, Carlos Chadha, Anna Urman, Dave Balandrin, Liz Loevner, Jim McDonald, and Erika King in attendance.

Business

  1. Previous Meeting Minutes: Minutes from the November 2019 meeting were unanimously approved.
  2. Treasurer’s Report:
    1. The balance sheet and cash flow were reviewed. A couple disclosure packages were processed in the previous month.
    2. Anna and Carlos reported results of surveying several local banks for terms of business accounts. A merchant services account does not seem to make sense to process credit cards for the association’s volume of transactions. PayPal or a similar service would make more sense. Of banks surveyed, TD Bank stands out for its hours, customer service, and reasonable rates. Anna and Carlos will continue working final questions offline and let the Board know what the next step would be to initiate a consolidation / migration of accounts to the new bank.
    3. The Board plans to hold off on an increase in annual dues until seeing if soliciting more volunteer support from the community is successful.
  3. Other Business:
    1. Volunteer Opportunities: Eric and Erika are still working to add additional opportunities / calls for volunteers on the website. Several suggestions for opportunities to add next were mentioned. The Board suggests continuing to advertise the volunteer opportunities in the newsletter.
    2. Grounds:
      • The need to clean out a clogged drainage pipe in the park was discussed as a possible volunteer opportunity before seeking additional contractor estimates.
      • Dave mentioned he may contact the County about debris build up in the large drainage culvert.
    3. Santa’s Visit: Final coordination was completed for Santa’s visit (signage, etc). The Board did obtain a volunteer to provide backup transportation for Santa.
    4. Tree Maintenance:
      • Work was completed by Moore & Wright. Dave provided a summary of the walk through after trimming and removals were complete. The Board should consider scheduling similar tree work every 5 years or so.
      • Mr. Moore pointed out a dying tulip poplar near 4321 Stream Bed Way. Since the tree is so large and not quite dead, the Board decided to monitor the tree through the next year to decide if action is needed to remove the tree.
    5. Park Signage:  Contractors solicited for estimates to install park signage have not responded. Erika plans to post a volunteer opportunity to obtain quotes.
    6. Architectural Control Committee:
      • Previously discussed approval requests (pergola and garage door) were determined to be pre-approved.
    7. Complaints
      • Reminder to Board members regarding 7124 Whetstone: Board received a complaint – please review independently to confirm status of addressed concerns.
      • The Board received a complaint related to damage caused to the pipe stem by contractors installing a gas line for 4417 Coldbrooke Ct. Liz lives nearby and plans to contact the gas company about gas smells which may be related. The Board will follow up on the complaint after hearing what Liz finds out.
  4. Adjournment: The meeting adjourned at 8:45 p.m.