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Meeting Date:
Regular Meeting
Minutes Status: Draft

2025-01-21 Regular Meeting

Board Members Present (In person) President – Nelda Fink,Vice President – Harry Payne

Agenda

Meeting Validation:
  1. Meeting called to order by President, Nelda Fink at ?? PM
  2. Validate Meeting as per bylaws, notice presented, BOD quorum met?, BOD members validated. ??Invoked Bylaws Article IV Section 12 – Board of Directors Quorum and adjourned the meeting at 7: 14 PM. Reconvened meeting brought to order at ??

Reading / Summary / Approval Past Minutes

Status of Projects

  • Planter Boxes Success (Detailed guidance for maintenance)

    • Repairs BOD will do and the reason.
    • Guidance from Landscaper for continued homeowner maintenance.

  • gutter cleaning done

    • Feedback?
  • logo design

  • Hired new attorney and signed retainer to perform our collections. Oliveri & Larsen, Annapolis

  • Electronic notices set up on website. Need something similar for ADR.

Financial Review

  • $549,000 total funds as of 31 Oct 2024. Download PDF here.
  • Balance Sheet as of 31 December 2024 below.
  • ~$60,000 on plumbing (sewer) repairs in 2024. These were unfortunately very necessary.

 

  • New process for accounts in arrears:

    • Demand letters go out every 15 days.
    • First demand letter will be sent 30 days after the first payment has been missed. (The association depends on the assessments and this BOD will not be tolerating letting the accounts build in arrears.)
    • Council member can request a payment plan for the portion in arrears and can submit that to ADR for the Board to review any time before the 3rd demand letter is sent. A payment plan will halt any further demand letters unless another month of assessment is missed or the payment plan is not followed. This results in essence to a default on the original “judgment” / payment plan agreement and will result in the account being handed directly to the attorney for further monitoring and processing.
    • 15 days after 3rd demand letter has been sent, account needs to be handed over to the attorney.
    • We need to ensure the demand letters are being received before involving the attorney.
    • The attorney uses a tiered approach to the attorney fees and the accounts will be directed to the lowest tier first to help minimize the attorney fees.
    • A lien will be placed on the property fairly early in the process if a payment plan is not created and established. Currently the lien will be placed after 3 months payments.

Motion & Discussions

BOD Expense Sheets

  • None this meeting.

2025 Regular Meeting Schedule

  • Align with bylaws for annual meeting and make 3rd or 4th week of month
  • January (21)
  • March 25 (Annual Meeting / Elections – 4th Tuesday in March as per bylaws)
  • April 15 (reconvened if quorum not met)
  • May (20)
  • July (22)
  • Sept (23) Budget Review
  • Nov (18) Budget Adoption

Other Motions

  • Approval signage for top vendors on Old Mill Rd

    • Motion to allow Price Landscaping and Junk Knights to post marketing signs over electrical boxes that have graffiti to cover the graffiti.

  • Resale package addition
    • add Letter from the President – attached. Motion to add letter from the President as presented at the link to the resale package. Motion seconded by: . Motion approved – ,  opposed.

  • Purchase Verizon Basic FIOS internet only service to meeting room.

    • Motion to approve Verizon Basic FIOS internet service to meeting room at $50/mth and to pay any installation fees that may result. Motion seconded by: . Motion approved – ,  opposed.

Roads Repaving Strategies

Electrical Lighting Proposal Refresh & Re-vote (Tabled until January)

Elections

  • 3 open Board positions
  • Call for candidates – nominate yourself or your neighbor
    • Nominations received by 13 Feb to be on the published ballot
    • After 13 Feb up until 25 March, can run as a write-in.
    • Candidates do not have to be present for annual meeting.
  • Voting is not mailin! Improper execution of proxy ballot.
  • Proxy Voting
    • if you cannot attend the meeting to vote, you assign your vote to another member who will show up at the meeting. This is a proxy vote.
    • Assigning your vote to the management agent is not proper.
    • Assigning your vote to your neighbor if that neighbor is a unit owner is proper!
    • if you show up the proxy will be discharged.
    • no ballots will be accepted by mail. Do not send them into the management agent as they will not be counted.
  • Voting in Person – if you intend to attend you can bring your ballot with you to turn in.
    • Also bring all your neighbor’s proxy ballots that have been assigned to you!
  • Quorum – The bylaws (Article II Section 5) require 30%  of the members (39 owners) be present in person or by proxy in order to have the election on the March 25. 
    • If we don’t have 39 people either in person or on an assigned proxy then the election is postponed until April 15.
  • 3 election inspectors to count the ballots.
    • cannot be current board members or candidates
    • Volunteers, please? (If interested please send email to info@americandreamnet.net or director1@sussexsquarecouncil.org.)
  • Questions?

 

 

Additional Referenced Documents

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