Board Meeting Minutes (Unofficial)
The Village at Oak Hill
January 13, 2004
7:05PM – 8:40PM

7:05     Don Snider – Call to Order

7:05     Lisa Canfield Laffey – Review of Minutes

            Motion to approve minutes:  Motion Seconded:  MOTION PASSED (4:0:1)

7:06     Don Snider – Open Questions, Comments and Suggestions from residents

1.      Safety Concerns (7:06 PM)

a.       Speeding on private section of Lullaby Road

b.      Lullaby Rd (county) – request to have the county install slow signs or speed limit signs

ACTION: Vanguard to contact the county regarding the installation of such signs

c.       Parking sign – the one sign doesn’t seem to be enough

d.      Suggestion of towing – Vanguard explains the cost factor and the County’s regulations regarding towing

2.      Sand/Salt Removal (7:08 PM)

a.       Explained to resident that clean-up will not occur until after the winter season ends

3.      Snow Removal (7:09 PM)

a.       Resident concerned that contracted company is plowing more than just the alleys and private roads

ACTION: Vanguard to make sure that only contracted areas are being plowed

4.      Trash in front of village home

a.       Concern that a village home is putting their trash out front for pick-up rather than at their alley – trash remains there for days

ACTION: Resident to send address to Vanguard for a letter to be sent

 7:15     Peter Philben, Attorney (Rees, Broome & Diaz, PC)

1.      Only represents Community Associations

2.      13 Attorneys in the Community Association Division representing over 800 communities

3.      Provides education to the HOA via newsletters and luncheon meetings to discuss common problems and regulations

4.      Presented the Board with Board member packets including:

a.       Maryland Condominium Act

b.      Maryland Homeowners Association Act

c.       Maryland Corporate Statues

d.      Maryland Contract Lien Act

5.      Can assist the HOA with regulations, collections, problems, insurance, litigation, etc.

6.      Stresses keeping the lines of communication OPEN

7:25     Scott Skelly – Treasurer’s Report

1.      Total Cash Accounts – $155,967.88

2.      Total Resserves  -  $73,199.00

3.      Total Assets  -  $166,574.64

   Motion to approve Treas. Report:  Motion Seconded: MOTION PASSED (5:0)

7:27     ARC (Architectural Review Committee) – Al Lackner

1.      Two meeting since the last BOD meeting and since merge with Landscaping Committee

2.      2 applications received and bath approved

3.      Satellite in question a few meeting ago – Pulite TH – is within regulations

Website – Lackner Family

1.      Agenda and Meeting minutes from BOD meetings to be posted on the website

7:34     Newsletter Committee

1.      Final Proof for next newsletter presented to the board

2.      Suggestion to use e-mail addresses as contact information rather than phone numbers

ACTION: Don to have phone numbers removed from the newsletter and replace with e-mail addresses

ACTION: Brad to coordinate with Lackners to have an e-mail account set-up for each committee

3.      Request to have chair reports by draft deadline

7:40     Social Committee

1.      Looking to appoint a new chair

2.      Request on website asking residents about joining/chairing

ACTION: Lisa to make sure the Lackners receive the necessary information to post on website

3.      Request to be included in newsletter – if in time

7:42     Women’s Committee

1.      Next meeting is scheduled on the 19^th of January

2.      Donated a basket of food through charity

7:45     Management Report

1.      Committee Budgets

a.       Women’s/Mother’s Committee request for $495.00

b.      Discussion about how budget would be handled

                                                                           i.      Line item in budget

                                                                         ii.      Request for reimbursement or direct pay through Vanguard with receipts

ACTION: Vanguard to set-up line item within budget for Women’s/Mother’s Committee

c.       Discussion if this group is a club or a committee

d.      Opinions heard from the resident attending

    8:20     Motion to approve a $500.00 Budget for the Women’s/Mother’s
    Committee:      Motion Seconded: MOTION PASSED (4:0:1)

2.      Community Meeting Sign

a.       To be used to post BOD meetings and committee meetings within the community

b.      Discussion regarding type of sign to purchase

c.       Lisa to be responsible for retaining sign and posting meetings

d.      Chairs to send meeting times directly to Lisa for posting

Motion to buy sign KC-PHF at $22.00 along with (2) 2-sided Aluminum inserts and alphabet magnets for writing: Motion Seconded: MOTION PASSED (5:0:0)

3.      Investment Strategy

a.       Steve Wollins of Legg Mason recommended that $4,000.00 be placed in a money market fund and that the remaining assets be invested in CD’s in a five year ladder, with gaps of two years: $23,000.00 maturing in 2005, $23,000.00 maturing in 2007, and $23,000.00 maturing in 2009.

Motion to have Legg Mason invest the reserve monies per recommendation: Motion Seconded: MOTION PASSED (5:0:0)

4.      Excess Income Resolution

a.       Goldklang, Cavanaugh and Associates recommends that the Board make a resolution that any net income form the current fiscal year be used in the following fiscal year.

Motion to make a resolution stating: “The Association elects to apply all or part of the excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion.”:  Motion Seconded: MOTION PASSED (5:0:0)

5.      Fire Company Survey

a.       Germantown Fire Company will have completed survey to Vanguard by end of January

b.      Board members will receive the survey and the mandated instructions (i.e., signs, lines, etc.) before the next BOD meeting

8:05     Old Business

1.      Sidewalk in front of Pulite TH that slopes

a.       This was to be corrected by installing steps

ACTION: Vanguard to follow-up with Pulite as to the status of the correction.

2.       Condo Saturday Trash Pick-Up

a.       Residents state that some Saturdays have been missed

ACTION: Vanguard to follow-up with Waste Management to have problem corrected

3.      Purchase of lot adjacent to Village at Oak Hill

a.       Believed to be valued at several hundred thousands

ACTION: Brad to follow-up with more information

8:33     New Business

1.      Parking Plan and Enforcement

a.       Residents at 13931 Lullaby Road continues to park in other residents assigned spots

b.      Vanguard has received numerous complaints regarding this particular problem

ACTION: Residents to send Vanguard all complaints regarding this particular parking situation

Motion to allow Vanguard to send a notice of a hearing request on behalf of the Board, at their discretion, based upon number of violations of same incident during a given time period, to resident in violation: Motion Seconded: MOTION PASSED (5:0:0)

2.      Dog Problems

a.       Resident are instructed to call Animal Control of Montgomery County regarding barking dogs and/or loose dogs

8:40     Adjourn Board Meeting