2026-06-23 Meeting

Meeting Validation:

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

Meeting Etiquette (AKA Meeting rules)

• Robert’s rules incorporated into the bylaws “then current edition of Robert’s Rules of Order,” Article III Section 10.
• President shall preside over meetings. “shall preside at all meetings of the Council.” Article V Section 4.
• “The Board shall have the power to expel from any meeting any and all persons who refuse to comport themselves appropriately while attending such meeting or who disrupt the proceedings of the Board.” Article IV Section 16.
• Above establishes parliamentary procedure – everyone is given a chance to talk and not be interrupted or talked over, or in any way disrespected while talking. The President “presiding” or Secretary determines order of talking. 
• Anyone who wants to offer input may raise their hand, get acknowledgement from the presiding officer and wait until the presiding officer indicates it is their time to talk. 
• Interrupting and talking over others is disrespectful. It will not be tolerated.
• President has raised tone in order to regain control. This has been seen as adversary behavior.
• Solution: pink slips. First slip – indicates you’ve interrupted or talked over someone or talked out of line. Second slip – requests you stop interrupting or talking over someone or talking out of line. Third slip – asks you to leave for 10 minute timeout. 
• VP and President will be holders and issuers of the pink slips.

Meeting recording 

• All meetings are recorded for the sole purpose of ensuring the minutes are updated accurately. 
• According to COCC this is allowed without permission provided the recordings are destroyed / deleted after the minutes have been finalized and approved. 
• No recordings will be shared. If someone needs to review a meeting recording it must be done in the presence of another board member. The review of the recording will not be recorded. 
• The recordings are not part of the minutes nor part of the documentation record of our corporation.
• This policy has been assumed up to this point. 
• Motion for the BOD to accept this policy as permanent standing procedure for meetings and minutes composition. Motion seconded by ??. Motion approved –  in favor,  opposed

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.
• 2026-04-28 Regular Meeting

Financial Review

• $275,000 total funds as of May 2026. (see below Balance Sheet)
• 10 delinquent accounts assigned to Axela Collections. 

Ongoing Projects Status:

• Benches – 6 more to go
• FHA Certification Renewal Status
  • Expires July 2026
  • ADR has been tasked to do this. 
  • Current status is:  Has been submitted, currently pending review of FHA.
• Planter Box phases 3 & 4
  • Phase 3 – July $30,327 (Belmawr all 4 buildings)
  • Phase 4 – November $40,921 (Bldgs 6, 8, 9) 
  • Refactored prices remained same as was estimated in 2025.
  • Completion of 8341 – $2,119
  • Total expenditure for remainder 2026 – $72,367

Motion & Discussions

BOD Expense Sheets

• Ms Fink:
  • Bench restoration materials purchases Sherwin Williams exterior acrylic paint – 9/25-2025 $161.51 + 5/19-2026 $137.49 = $299.10
  • 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. (tabled – don’t have receipts)
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• Ms Murphy:
  • Meeting signs print and laminate.

Other Motions

• Collections threshold and new process

  • From 4-28-2026 meeting – 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 (09-23-2025) except for 8425 and 8321. (Post meeting note: the threshold discussed here is not what was voted on at the 09-23-2025 meeting and will need to be motioned again at the next meeting – 6-23-2026.) 
  • At the 9-23-2025 meeting 2 separate thresholds were established. 
    • first at 2 times the assessment amount to start sending out demand letters by the management agent,
    • second at 4 times to be sent to the attorney. 
    • this no longer fits the process established by using Axela.
    • I used the mean (or the avg) of 3 times the assessment value and those 11 were now assigned to Axela. 
  • Motion to the Board to assign to collections all accounts that reach the threshold of 3 times the units monthly assessment value for collection processing. Motion seconded by ??. Motion approved –  in favor,  opposed

• Payment Sheet substitute for coupon books

  • See the sheet here.
  • 8321 was very appreciative.

• Invisible Tree Borders Removed

  • Volunteer to be recognized – Michael 8421 who removed the stone borders on a rainy day.
  • Motion to purchase $50 gift card for Michael and additional $25 for Jackie from Amazon or other store of choice. (Maybe local Tractor Supply, Home Goods, etc?) Motion seconded by ??. Motion approved –  in favor,  opposed
  • Cost of $585 to Junk Knights (higher than expected). Motion to retroactively approve $585 invoice that has already been paid to Junk Knights for removing the stones. Motion seconded by ??. Motion approved –  in favor,  opposed

• Engineer 

  • Need to hire engineer to
    • provide report and establish structural integrity of removing the kitchen / living room wall (immediate report needed)
    • provide plan for replacing deck structure of 2 decks at double doors (2026 project)
    • provide report for 581 basement (future project)
    • provide designs for retaining wall behind building 7 (future project)
  • Naylor Engineering (Ellicott City) responded. $350 / hour, Charges by project, will stay on project as consultant if required, accepts net 15 payment by invoice.
  • Motion by Ms Fink to hire Naylor Engineering to provide the living room wall, the deck structure and the 581 analysis and reports (3 projects) with the living room wall and the deck structure being the highest priorities to be completed as soon as possible at his rate of $350 per hour. Motion seconded by ??. Motion approved – ? in favor, 0 opposed
  • Motion to notice the owners prior to sale of 563 and 591 based on the reports from the engineer if removing of the wall is detrimental to the integrity of the structure of the unit and building. Motion seconded by ??. Motion approved –  in favor,  opposed
  • Engineers reports will be posted to the website as public documents for the Council members.

• Gutter and facia repairs (8365/ 8367)

  • Estimates of $950, $750. Need to approve about $1000 more in case bump out roof needs to be repaired, and capped.
  • Motion to approve 2 estimates plus a possible $1000 additional to Quality Roofing & Construction for total of $2700 to be completed as soon as possible. Motion seconded by ??. Motion approved –  in favor,  opposed

• Sewer Flies – 8432

  • Started after the sewer backup last year
  • See pictures below.
  • Howard Plumbing camera’ed line
  • Does not see a break in the line
  • Not sure where the flies are coming from
  • Motion to hire either Eco Clean or a pest control contractor to open the wall and see where the infestation is located, mitigate the infestation, and restore.

• Governing Documents Reprinting Process

  • Original documents have been OCR scanned to produce searchable PDF documents.
  • Need process to ensure correctness. Propose:
    • 3 volunteers + 1 board member review and sign off.
  • 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

• Tot Lot Rules and Signage (Tabled until December or Spring)

  • Tabled from last meeting
  • Restrictions imposed by insurance need to be checked for further discussions.
  • Questions of how to ensure teenagers can use the area, being respectful of the property and with out an adult needing to be present.
  • Tabled until September

• Gutter Repair

  • 8367 / 8365 Gutter and overhang repair.

• Fence and Planter Box Colors

  • Adopt 6 Sherwin Williams colors for fences and planter boxes.
  • Council members may choose one of the 6 colors.
  • See colors here. 
  • The colors are: Ember, Desert Wood, Cheyenne Red, Sequoia, Cape Cod Red, Russet Brown
  • Stain or paint may be used
  • Volunteer to write up how to maintain and paint fences and planter boxes
  •  

• Use of Work Email

  • BOD members must start using the corporate email addresses
  • Council members ought not use business email addresses as COA business then gets stored on the corporations servers and BOD cannot guarantee privacy
  • Can this become a policy without 66 2/3 vote?

• 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

  • Online Violation Tracking System Proposal

  • Status: Last meeting decided to get a demo set up and see if this package can work for us. No other work has been done at this point.
  • Need review of the violation notification process. 

• Fire Blankets (tabled until Oct)

  • Status:
  • 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
  • 2 were purchased:
  • ??

• Secretaries / BOD community communications 

  • Posting to website per duties
  • secretaries – agendas, notices, other
  • treasurer – financial, budgets
  • posting training classes (if you can type an email you can create a post)

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

• Snow Removal Contract Reviews (Sept)

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 – 2028)
• 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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