2026-03-24 Annual Meeting

Meeting Validation:

1. Meeting called to order by current President, Nelda Fink at 7:12 PM
2. Validate Meeting as per bylaws,
   • notice presented, BOD quorum met,
   • BOD members validated.
3. Ms Nicole Jantz from American Dream Realty was also present since it was the Annual Meeting.

Reading / Summary / Approval Past Minutes

• 2025-12-27 Special Meeting – Reading of the Minutes – all unread meeting minutes were summarily and blanket approved. 
• 2025-12-27 Special Meeting – 2026 Budget Adoption
• 2025-12-28 Special Meeting – 8385 / 8387 sewer backup repairs.
• 2026-01-13 Special meeting  – 8385 / 8387 sewer backup restorations.
• 2026-01-?? Special meeting  – building 6 sewer cleanout repair and replace with reverse cleanout – $5850.

Financial Review

• $278,000 total funds as of February 28, 2026. See below.
• ~42 delinquent accounts (35%) from pennies to thousands. $72,000
• 4 accounts with attorneys

Elections & Open Forum

There are no open positions this year and therefore no elections. This will be a regular meeting with open forum extended as long as necessary. 

1. Issue raised about continuation of cutting back of the bushes behind the fences. The BOD agreed that the landscaping contract does not call for continued cutting and will address it with the landscaping contractors.
2. Request to have the outside water turned on for car washing. BOD offered to turn it on the next weekend after we got over the short cold spell.

Motion & Discussions

BOD Expense Sheets

• Ms Fink:
  • Bench restoration materials purchases Sherwin Williams exterior acrylic paint – $125.
  • Outdoor maintenance – wheeled outdoor hose cart to water Belmawr beds and trees: $185, 1 contractor 50′ 3/4 inch high power hose: $65, 1 contractor high visibility contractor 50′ 3/4 inch high power hose: $85.
  • Total ???
  • (I don’t have receipts with me.)
• Ms Murphy:
  • Meeting signs print and laminate.

Other Motions

• Review Price Landscaping Snow invoice Response

  • • breaching the snow removal contract .See post with details.
    • Price’s Invoice for snow removal Jan 2026.
    • emails and texts detailing the conversations have been preserved and are available.
    • Owner requests BOD to reconsider payment – email.
    • Moved by Ms Fink that the BOD stand on their disputed price and to hold on their payment price of $3170 and that an email response would be composed and sent to Price Landscaping stating the issue is closed. Motion seconded by Mr. Payne. Motion approved – ?? in favor, 0 opposed
    • Here is the email sent to Mr Price on 25 March 2026.

• Governing Documents Reprinting Process

  • Original documents have been OCR scanned to produce searchable PDF documents.
  • Need process to ensure correctness.
  • Need review of costs and procedures to file new published documents into land records.
  • Notary may be able to perform the verification that it is a true and complete replica of the original.
  • This was tabled until April.
  • and more.

• Basement Exterior & Meeting Room Exterior Lights Replace 

  • Review Bright Ideas contract, includes basement exterior entrance lights, basement interior lights, and meeting room entrance lights replace with new LEDs. Exterior lights replaced with photocell providing light during night time. Total cost $1010.00.
  • Question to clarify that even though the long term plan is to eliminate the basement storage units, putting new lights in will still be beneficial. 
  • Proposal For Review
  • Moved by Ms Fink to replace the interior and exterior basement storage lights and the meeting room exterior light as per the extimate provided by Bright Ideas for a total of $1010 to begin as soon as possible. Motion seconded by Mr. Payne. Motion approved – 3 in favor, 0 opposed.
  • Note: After installing and completing the contract, Bright Ideas determined that the exterior light on 8341 was not getting electric and proposed additional work to troubleshoot and install new line to the light for $325 which was approved by special meeting on April 10, 2026 and completed shortly thereafter.

• Jira – Issues management plugin for website to track and manage bylaw violations

  • Online Violation Tracking System Proposal

  • Moved by Ms Fink  Motion to set up Jira in a draft demo mode to determine if it can meet our requirements. Motion seconded by Mr. Payne. Motion approved – 3 in favor, 0 opposed
  • and more.

• Pool repairs for 2026

  • Temporary closing of baby pool
  • tanker to fill pool instead of hose
  • repairs to main pool our share (26.5%, $3132.30) of the main pool repairs totaling $11,820.
  • Verbal approval given because contract states all necessary and reasonable repairs must be allowed. (We don’t get to say no.)
  • Motion to approve the repairs of $3132.30 made by Ms Fink, and seconded by Mr. Payne. Motion approved – 3 in favor, 0 opposed.

• Neighbor requested inspections

  • Need to document and execute process for neighbors to initiate an inspection of another neighbor without it causing neighbor disputes. 
  • Community inspections have not been done by the BOD for over 10 years.
  • 578 issue
  • 586 / 588 issue
  • 8371 – 8375 fence issue
  • Putting a tracking system in place and having community inspections annually or regularly will solve the problem so that a neighbor should not have to request an inspection on their neighbor.
  • Tabled.

• Budget Committee

  • We need a budget committee to provide on-going budget analysis. Neal volunteered to helped.
  • Need to adjust annual meeting schedule to allow for budget review in Oct with approval in Nov/Dec.
  • We need a budget committee to help generate budget each year and then monitor it throughout  the year. Please volunteer to help with this! Must have computer and be able to access and manipulate simple spreadsheets.
  • Motion seconded by: . Motion approved – ,  opposed.

• Volunteers needed – watering of beds, trees, cleaning of 6 stairwells on bi-monthly basis

• Urgent Sewage Estimates Maximum Automatic Approval (Tabled)

  • Need to define a maximum approval amount for urgent sewage backups so that progress and repair are not delayed by calling a special meeting. Estimates over the maximum will require BOD approval.

  • Modification to sewage backup guidelines 

    • Needs to specify that if backup is under control that additional costs to utilized after hours services will not be approved for reimbursement or paid for by the Council. Most sewage backups do not require after hours services which are an additional $250+ expense. This was already approved at the 9/30/2025 special meeting. Review of the procedures is all that is necessary at current meeting.

  • Modification to building water main shutoff guidelines 

    • If a council member requires the main shutoff to the building to be turned off if the council member’s contractor is not willing to shutoff the main valve, the additional cost to have the Bod’s preferred plumber perform that service will be invoiced to the council member requesting the service. To avoid this additional cost the council member should simply hire the BOD’s preferred plumber, Howard Plumbing for all their plumbing needs.
  • Documenting Above Changes
    • Need current posts to be revised. 

• Parking Issues Committee

  • Form committee to analyze parking solutions for certain scenarios.
    • someone parked in my spot
    • someone continues to park in my spot
    • I’m having a party and need multiple spots for guests for the day / for the weekend
    • my home business has employees who meet me and park for the day
    • Can I park my commercial truck or car in my space or an unreserved space?
  • Due process must be followed for violators.
  • Neighborly approach first
  • solutions promoted
  • Motion seconded by: . Motion approved – ,  opposed.
  •  

• Fire Blankets

  • Fire is one of the most expensive tragedies and many people don’t have enough insurance on their units to cover the neighbors should the fire be started due to their own negligence or wrong doing. 
  • Most units still have gas stoves and oven. Some still have gas dryers. Furnaces are more safe and less likely to cause fire. Stoves however are open flame and could easily cause fire. 
  • Fire blankets can easily put out a oven / stove fire in seconds. 
  • Bulk purchase fire blankets drastically reduces the price. 
  • Moved by Ms Fink to purchase 130 fire blankets at reduced cost and then resell to each homeowner at cost so that every unit has one of these fire blankets. Seconded by Mr. Payne. Motion approved – ? in favor, 0 opposed

• Tot Lot Rules and Signage

  • Need new signs at tot lot. 
  • Review of current rules as per signs.
  • Age restriction currently 8 years old. Recommend all non-adults (16 or 18??) require parents / owner present to stop the misuse of the equipment.

New Project Discussions:

• Natural property barriers perimeter for 2027 budget
• Engineer for 581 Basement reinforcement and completion.
• No trespass signage
• Spring 2027 inspection? After issue tracking system in webpage installed and set up. 
• Meeting room transformation to community room (2027)
• Homeowners 101 class(es) / web pages
• electronic email notices reminders

• Motion 3

  • Moved by Ms Fink that … Motion seconded by Mr. Payne. Motion approved – 4 in favor, 0 opposed
  • and more.
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