2024-07-18

1. Meeting called to order by President, Nelda Fink at 7:10 PM
2. Validate Meeting as per bylaws, notice presented, BOD quorum not met, BOD members validated.
3. Opened the floor to Council questions and discussions regarding the transition. The biggest question had to do with the portal payment options all costing the homeowner a fee. The BOD suggested the BOD can consider reimbursing the Council of the fees they incurred during the transition.
4. We explained the use of the maintenance request option on the portal.
5. New insurance broker of record signed – B.J. Mattheiss Insurance, Inc., Baltimore, MD
6. Finances – Treasurer and Vice President have names on the banking accounts. With the new setup the BOD will have better real-time bank account information which we did not have before.
7. Budget & Finance standing committee needs formed – please volunteer! Only requirement is knowledge that 1 + 1 = 2 always! Committee working meeting scheduled for Wednesday, August 21, 2024 at 7 PM.
8. Sewage cleanouts cleaned, camera’ed, and mapped out. Approximately 10 are not where they are expected to be. Camera’s are being dropped from the roof down the vent stack to camera which units are drained into one drain pipe. Goal is to get ahead of the backups by having regular jetting maintenance plan.
9. Resellers package now being handled by American Dream.
10. New collections processor will be established to help reduce the costs of collections both on the Association as well as on the homeowner who is behind on their payments. It is the responsibility of the BOD to ensure the homeowner gets caught back up in a timely manner, but pushing more costs onto the homeowner is contraindicative to that resolution.
11. Meeting adjourned at 7:39.
12. Meeting called to order as per Article IV Section 12 to continue to conduct business without a Board quorum.
13. Motions and discussions:
    • Motion to hire Orchard Landscaping to resurface the tot lot for a cost not to exceed $2000 and to perform the resurfacing as soon as possible. ***HIGH PRIORITY – LIABILITY ISSUE – Tot lot needs brought up to code – need bids. Motion seconded by Mr. Payne. Motion passed – 2 in favor, 0 opposed.
    • Motion to request bids for courtesy cleanup of planter boxes to be reviewed and voted on at the September meeting. Discussion: This is a courtesy cleanup by the BOD so that the BOD can assess which need replaced. After this cleanup maintenance of the planter boxes will be returned back to the owner with inspections beginning mid or late 2025. If anyone has anyone they would like to refer for this work, let us know. Plan for Oct / Nov 2024 work. Motion passed – 2 in favor, 0 opposed.
    • Motion to hire Orchard landscaping to fill foundation holes with cost not to exceed $700. Motion passed – 2 in favor, 0 opposed.
    • Motion to hire Arundel Tree to trim Bartlett pear trees in front of building 5 (north side of Norwood) for $4350, which is their daily rate. Discussion: These trees have started dropping their branches and need to be trimmed back. Motion passed – 2 in favor, 0 opposed.
    • Motion to hire Eco Clean to replace door and frame on 581 basement to include 2 deadbolt locks installation and proper threshold on floor for $1500. Discussion, Bid was submitted before management company transition began, and was on hold. Confirming approval. Adding to the contract will be installation of 2 deadbolt locks. BOD would like to have 2 deadbolt locks on each basement door, one for the owners, and one for the BOD to lock up if and when necessary. Master key locks for basements (2 deadbolts on each door, 5 keyed alike for BOD locking) Motion passed – 2 in favor, 0 opposed.
    • *** Motion to have American Dream Reality to bid out the project to electricians to replace the exterior security lights with led lights and sensors placed so that the lights come on when it is dark for a cost not to exceed $8000 to be paid from the reserve funds. Discussion – Estimates are that our electric bill will be cut in half, that’s a savings next year and following of $6,000. Payoff point is approximately 1.5 years. Savings will be realized at end of 2026 and following. Motion passed – 2 in favor, 0 opposed.
    • ***Motion to have American Dream Reality to get 3 bids to get the roads and parking lots resurfaced and striped, bids to be reviewed and voted on at the September regular meeting. Discussion – Need to include in the estimate the cost per yard, and hourly rates so that the proposals can be normalized. Needs to incorporate the reserve study measurements. Needs to include the pool area as separate line item. Needs to include curbs with some curbs replaced with concrete to protect from the snow plows.

Belmawr parking issue was discussed. Bylaws do not specifically restrict the number of parking spots allowed. Discussions will continue for solutions on this issue. Letters can and will be sent to those known to have an abundance of vehicles in the parking area. These include but are not limited to: 571, 576, 581, 593.

Motion to adjourn seconded and passed. Adjourned at 8:15 PM

Minutes approved 19 November 2024 2 in favor, 0 opposed.