2025-09-23 Regular Meeting

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

• 2025-01-06 Special Meeting – Snow removal work approval
• 2025-03-29 Special Meeting – Paving Contract Details Review and Selection (Got Paving approved.)
• 2025-04-10 Special Meeting – Building 8 Sewer backup repairs and restoration. Plumbing $850, Restoration $4500.
• 2025-05-01 Special Meeting Price Landscaping to grind stumps at $1600, Arundel Tree could not meet the road reconstruction schedule.
• 2025-05-29 Special Meeting to approve AACO Stormwater management work on property near pool.
• 2025-05-20 Regular Meeting 
• 2025-06-05 Special Meeting – Minutes Review
• 2025-07-10 Hearing Minutes 
• 2025-07-10 Special Meeting – Electrical Exterior Lights contract at $8656 to replace 36 old lights with new LED and to install 16 photo cells to existing LED lights. 
• 2025-07-22 Regular Meeting
• 2025-07-29 Special Meeting – no decisions, collections process discussions with Attorney.
• 2025-08-07 Special Meeting – authorize attorney to move forward with foreclosure when no mortgage exists on the property.
• 2025-08-07 Special Meeting – approve Price Landscaping Belmawr entrance beddings that were over previously approved. ($3,600 total)
• 2025-08-07 Special Meeting – approve Price Landscaping runoff drain at Norwood common area ($2300)
• 2025-08-25 Special Meeting – approve Bizup Construction to restore, repair, replace benches using honey locust wood – $4750 total

Financial Review

• $251,200 total funds as of 15 June 2025. See below.
• ~42 delinquent accounts (35%) from pennies to thousands. $72,000
• 4 accounts with attorneys

Approved Project Reviews:

• SSCCI’s new address!

  • 8368 Norwood Dr, Millersville MD 21108

  • New mailboxes coming soon.

• Wifi – Jennifer Wingate
• Bulk pickup signs at dumpsters – Nelda Fink

Motion & Discussions

BOD Expense Sheets

• None this meeting.

Other Motions

• Resident Agent hiring and filing

  • MD statutes require all corporations to have a resident agent filed with the business registry. ACM listed as our resident agent. Review resident agent service companies.  
  • Maryland Resident Agent in Oakland MD $49/year.
  • Motion to hire Maryland Resident agent for fee of $48 / year. Motion seconded by Mr Nguyen, approved 3 in favor, 0 opposed.

• Attorney’s Requested Meetings:

  • Attorney meeting discussing next collections process is here.
  • Attorney meeting discussing insurance and how we should be responding in the future to avoid unwarranted settlements.

• Additional Attorney Requests / Fees (Easements questions)

  • Need attorney to pull and review the utilities easement since work is being done and we are never notified of it and we should be. We also need contact information in case any of our property is damaged during their work, which we don’t currently have. Motion to request Oliveria & Larson to do a title search and if they cannot do it, then a local title company, to be completed in the next 30 days so that the easement can be presented at the next regular meeting. Motion seconded by Mr. Nguyen. Motion passed 3 in favor, 0 opposed.
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• Assessments Collections Thresholds 

  • Step one is come to the Board to establish payment plan and stop accrual of additional fees and interest.
  • Point to send demand letters (behind 2 months assessment) and include invite to work with board with payment plan. Motioned and approved, 4 in favor, 0 opposed.
  • Point to transfer to attorney (after 2nd demand letter, 4 mths behind) Motioned and approved, 4 in favor, 0 opposed.
  • point to foreclose when there is a mortgage (need review with attorney) Tabled.
  • amount to recover through civil suit if sale occurs and assessments not paid through sale (or bankruptcy) Tabled.
  • motion to execute above and transfer 4 (or 5?) accounts to attorney (tabled)

• CPA for Audits, how often?

  • Statutes do not require audits. How often and who should do it?
  • CrimeShield requires audits and reconciliations.
  • Motion to hire Ms Brown to increase number of reconciliations to monthly and to include reconcilliation back to April 2024 when management agent was changed and all moneys were transferred to new accounts. Motion seconded by Mr Nguyen. Motion passed 4 in favor, 0 opposed.
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• Insurance Premiums 

  • renewal started as 40% increase $101,000 annual premium
  • Became 19% increase from $68,000 to $81,000
  • equates to 3.3% increase in assessments
  • Includes 6% annual increase in value of property each year. 
  • Change meeting date for Sept 2026 to be around the 10th of Sept so that insurance renewal premiums can be approved without a special meeting. 

• Reimbursement of Cleaning of meeting room & cleaning supplies

  • Supplies – $??
  • Cleaning $50 (first hour + ?)
  • Tabled

• Contract to rebuild benches

  • Mr Bizhub is wood worker and working independently as sole proprietor
  • $350 per bench + materials
  • proposal is to use the locust tree wood until it runs out. And power wash and use existing wood for remaining benches.
  • All will be powerwashed, stained and finished with marine varnish. 
  • Lower mounts will be painted a matching color.
  • Payment is per bench as they are completed with final completion tentatively ??
  • Tabled

• Budget Committee

  • Will not have budget for Council to review this meeting. Will be available for the November meeting. BOD will then need to schedule a special meeting to approve after the Council has opportunity to review in a meeting format.
  • 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.

• Landscaping ties repairs assessment walk-through

  • Scheduled Sept 8, 11 AM Other BOD members may join in.
  • work to be done fall/winter 2025
  • results and proposal review

• Snow removal contract bid invitations for 2025 – 2026 season

  • Need bid from Price (last years contract)
  • Need bid from Got Paving – our pavers. 

• Price Landscaping for Gutter Cleaning 

  • Motion to approve Price Landscaping to perform gutter cleaning for $5200 using water to clean the gutters and to test the gutters and down spouts. Motion seconded by Mr Nguyen, motion passed 3 in favor, 0 opposed.

• Purchase of gardening tools to water beds and trees.

  • Motion to purchase gardening hoses and hose cart to water flower beds and trees, and to reimburse Ms Fink for the purchases. Motion seconded by Mr Nguyen, Motion passed 3 in favor, 0 opposed.

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

• Surveyor Needed

  • Need to obtain 3 surveyor estimates to determine and mark our boundaries more clearly especially along Neville road and Belmawr Rd.
  • Mr Nguyen offered to provide some surveyors contacts.

• 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.
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• Hearing for water damage reimbursement needs scheduled.
• gutter cleaning 2025 estimates

New Project Discussions:

• Natural property barriers perimeter for 2026 budget
• Surveyor estimates to outline property lines
  • Surveys Inc, 301-776-0561 (Greg or Brad) Recommended by Larry the line stripping helper.
  • get other local recommendations (title companies ref)
• Engineer for 581 Basement reinforcement and completion.
• No trespass signage
• Spring 2026 inspection?
• Meeting room transformation to community room
• Homeowners 101 class(es)
• electronic email notices reminders

Open Forum