2026-11-03 Meeting

Meeting Validation:

1. Meeting called to order by President, Nelda Fink at ?? PM
2. Validate Meeting as per bylaws,
   • notice presented. Meeting notice sent on or about 6/11/2026 via both USPS mail and email for both June 23 meeting and Sept 10 meeting (see previous meeting minutes), Signs posted on Sept 7.
   • BOD quorum met,
   • BOD members validated.

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
• 2026-06-23 Regular Meeting
• 2026-09-10 Regular Meeting

Financial Review

• $305,669 total funds as of July 2026. (see below Balance Sheet)
• 7 delinquent accounts now assigned to Axela Collections. 2 brought up to date. 1 removed from Axela and assigned to new attorney.

Ongoing Projects Status:

• Benches – 2 more to go
• Planter Box phases  4
  • Phase 4 – $40,921 (Bldgs 6, 8, 9) 
  • Concrete work still remains for 8341 and 8397 and 8399
  • Completion of 8341 – $2,119
  • Total expenditure for remainder 2026 – $72,367

Motion & Discussions

BOD Expense Sheets

• Ms Fink:
  
  • 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. 
  • $100 Tractor Supply gift cards for volunteers (receipts) 
• Ms Murphy:
  • Meeting signs print and laminate.

Other Motions

• • •  

• Engineer’s Report on Load Bearing Wall

  • Naylor Engineering (Ellicott City) evaluated the kitchen / living room wall of 8372 to determine whether load bearing. Total cost for this was $1400.
  • Engineering report showed the kitchen / living room wall is load bearing. 
  • Kitchen / living room wall is considered Common Element according to Declaration Article IV non-load bearing walls are part of the unit, Article V Section (b) then states anything not described as part of the unit is Common Element, making load bearing walls part of the Common Elements and therefore cannot be modified without prior Board approval. Approval will only be given with appropriate documentation showing load after modification is still in tact and with valid justification for making the modification. 
  • See engineer’s report here.

• 591 Kitchen Wall Violation

  • 
  • Not cooperating. Sent AACO Inspection “After Completion” report that did NOT address the wall. 
  • 2026-08-25 ADR / BOD sent formal violation by certified mail as per bylaws, requiring hiring of Naylor Engineering to determine load capacity of this configuration.
  • Sent a certified letter with options to the homeowner. 
  • When do we involve the attorney?

• 8379 Basement Mold and Remediation Costs & Liability 

  • President Fink will send a letter to the homeowner regarding the cost owed. 

• 568 Deck Replacement (Table for November 3 Meeting)

  • Need three contractor bids 

• Snow Removal Contract Reviews (Table for November 3 Meeting)

  • Will BOD consider a one-price full service contract where we pay one price regardless of how much it snows or doesn’t snow? (Layne Mauck proposal $9,000).
  • Need three contractor bids 

• Other Attorney Assignments:

  • Tabled for December meeting
  • Pool not in declaration 
  • Request to run full title search on property to find any other missing land records, look for utility easements and provide those documents.
  • Declaration only references phase 1 and only phase 1 unit definitions. Does not clearly address units with basements where basement is part of the unit and where unit is NOT part of the unit. Does not clearly address 3 br / 1 br kitchen and br overlapping boundaries.
  • Declaration does not clearly address the bulkhead that runs in the kitchen and the length of the whole building (except that it may be structural since it houses shared water pipes and sewer lines).
  • smoking in units
  • procedure for establishing rules that support bylaws (nuisances such as smoking and late night / early morning noise)
    • Motion to allow President to have open communications with Attorney for these 4 issues. 

• Decide letterhead for attorney’s letter

  • Letter to 8425 needs decision 

  • Motion to Board to send letter composed by attorney to 8425 to be on attorney letter. Motion seconded by: . Motion approved – ,  opposed.

• Governing Documents Reprinting Process

  • Motion to talk to attorney to get clarification on the documents refiling 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. (Walasik, Murphy, Fink)
  • 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

• Violation Notice Tracking Software Review

  • Previously evaluating Jira – too time consuming to set up.
  • Request looking at new software specifically designed for Common Ownership Communities inspections and violations. 
  • 563 Belmawr Pl – Beam Evaluation (9-1-26)
  • Motion to investigate, get demo’s, and pricing of other systems to bring 3 detailed cost proposals to Board in December. Motion seconded by:  .  Motion approved – ,  opposed.
  • Other volunteers?

• 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

• Payment Sheet substitute for coupon books. Need to provide this each year on the web for each assessment level.

  • See the sheet here.

• 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 capping of firewall. This is just to make it look nicer. 
  • Motion to add $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

• Budget preparation

• 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?

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

• Motion 3

  • Moved by Ms Fink that … Motion seconded by Mr. Payne. Motion approved – 4 in favor, 0 opposed
  • and more.
•