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Meeting Date:
Regular Meeting
Minutes Status: Draft

2026-04-28 Meeting

Board Members Present (In person) President - Nelda Fink ,Vice President - Harry Payne ,Treasurer - Thanh Nguyen

Agenda

Meeting Validation:
  1. Meeting called to order by current President, Nelda Fink at 7:05 PM
  2. Validate Meeting as per bylaws,
    • notice presented, BOD quorum met,
    • BOD members validated.

Reading / Summary / Approval Past Minutes

Financial Review

  • $258,000 total funds as of 24 April 2026.

  • ~36 delinquent accounts (28%) from pennies to thousands. $70,000
  • 0 accounts with attorneys. 

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

  • 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.
    • or title / real estate attorney who can then file it correctly for us as well. ($500 – $1500 including filing fee. 
    • Needs Secretary Ms Murphy in attendance
    • Moved by Ms Fink that … Motion seconded by Mr. Payne. Motion approved – 4 in favor, 0 opposed
    • and more.

  • Title / Real estate attorney: Pool property not in declaration

    • Another task for the title / real estate attorney. General attorney would not be experienced in this.

1. Governing Documents Recording

Ask them to:

  • Review your OCR-based reproduction
  • Confirm certification language
  • Ensure it won’t be treated as an amendment
  • Approve it for recording

2. Title Search on COA-Owned Property

Have them run a full title search on the parcel(s) the association owns.

They’ll confirm:

  • Deed into the association (and whether it’s clean)
  • Any liens, encumbrances, or restrictions
  • Whether title is properly vested in the COA entity

👉 This is especially important if the property:

  • Was transferred from a developer
  • Has never been closely reviewed since turnover

3. Easements & Encumbrances Review

Ask for a plain-English summary of all easements affecting:

  • Common areas
  • Buildings
  • Utility corridors
  • Access paths

Typical easements you may uncover:

  • Utility (gas, electric, water, sewer)
  • Drainage / stormwater
  • Access / ingress-egress
  • Shared infrastructure between buildings

  • FHA Certification Renewal

    • Expires July 2026
    • ADR has been tasked to do this. Other proposals from 3rd party services were approximately $700 – $900 to complete this process.
    • Current status is:

  • Neighbor requested inspections

    • Tabled from last meeting.
    • Need to document and execute process for neighbors to initiate an inspection of another neighbor without it causing neighbor dispute; OR
    • decide not to allow neighbor requested inspections.
    • The root cause is not the neighbor, but falls on the lack of inspections by the BOD.
    • 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.
    • Motion by Ms Fink to decline neighbor requested inspections.

  • 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.

    • Most clearing costs $750 – $900. Mitigation and restoration anywhere from $700 – $1500. Motion as follows:

    • The Board hereby authorizes the President, and in the President’s absence another BOD member, to approve and incur expenditures on behalf of the Association for urgent response, mitigation, and restoration arising from sewage backups affecting the common shared lines, provided that the total cost for any single incident shall not exceed $3,000 without further Board approval, the expenditures include and are limited to the association’s preferred plumber sewer line clearing, water / sewage cleanup, drying, sanitation, and minor restoration and that the proper sewer backup procedures have been followed. The incident and total costs must be reported at the next open BOD meeting.

  • 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.
    • See post here.

  • 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.
    • New post providing main water shut off guidelines. 
    • Motion to approve main water shutoff guidelines post and that any costs incurred by the BOD for shutting off the building main water supply line shall be paid by the unit owner requesting the shutoff. 

  • Collections and Attorney

    • Axela is a collections agency that collects only for HOA/COA’s. 
    • See video here and website here.

    • Don’t involve attorneys
    • Do collect the $15 late fee.
    • Do collect the 18% interest.
    • Use fees and interest as part of negotiations, same as what the BOD has intended.
    • Do collect on the back end of the account, so BOD has no upfront costs
    • MAY still need an attorney if the collections efforts fail. It is unclear in the video.
    • Still need an attorney for current accounts (foreclosed with extinguished lien of $7800 and outstanding account balance of $28,000.
    • Cowie 
    • Kind
    • Motion by Ms Fink to sign agreement with Axela and assign all council members with current outstanding balances over 3 times the unit’s monthly assessment value to Axela for collections processing as per previous BOD decision (??) except for 8425 and 8321. Motion seconded by ?? Motion fails / passes ?? in favor, ?? 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. 
    • Fiberglass Fire blankets can easily put out a oven / stove fire in seconds. 
    • Bulk purchase fire blankets drastically reduces the price. OR
    • Purchase from Tractor Supply for $10 each one per packet.
    • 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
    • OR for $1300 + tax just give one to each unit?
    • Motion by Ms Fink to have a BOD member (??) purchase 1 fire blanket from Tractor supply and one fire blanket from another resource and of a different brand to bring to the next meeting to determine the best purchase for our community. Motion seconded by ?? Motion fails / passes ?? in favor, ?? 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.
    • Motion by Ms Fink to raise the age to 18 requiring parental presence of children in the common area surrounding the tot lot and within the tot lot. Motion seconded by ?? Motion fails / passes ?? in favor, ?? opposed.
    • Motion by Ms Fink to have ?? contact and work with one or 2 sign companies to design new signage for the common area commonly known as the tot lot to include the new age restriction and other rules of the play area and to bring 2 (or more) estimates for installing new signs with the new rules printed on them. Motion seconded by ?? Motion fails / passes ?? in favor, ?? opposed.

  • Budget Committee

    • We need a budget committee to provide on-going budget analysis
    • 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.

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

  • Volunteers needed – removing stone tree edges and put on pile,
    watering of beds, trees, cleaning of 6 stairwells on bi-monthly basis

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.
    •  
  •  

 

 

Additional Referenced Documents

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