Jenifer Ridge

2004 HOA Board of Directors Meeting Minutes - Oct., Nov. and Dec

Board of Directors Meeting of October 11, 2004

A meeting of the Board of Directors was called to order on Monday, October 11, 2004, at 6:30 pm at Timonium Presbyterian Church, 303 W. Timonium Road, Timonium, Md. As with all Board meetings, the dates, times, and locations had been published on the community website and on the sign near the entrance to the community.

Present – Mary Ann Gruntowicz, Tom Klein, Mary Brunk, and Tony Vitrano, four of the five directors, therefore representing a quorum. Also present were Association members Bill Paulsen, Marty Brunk, and Elaine Kacmarik.

Minutes of the previous board meeting on September 13th were presented and reviewed. Tom moved that they be accepted with minor changes. The motion was approved unanimously. It was agreed that approval of the minutes of the February and March meetings would be deferred one final time. The secretary was requested to obtain the approved minutes of all earlier meetings from the former secretary and to consolidate all minutes in a book or binder.

Bill Paulsen asked if the community web site could publish more than just minutes of the previous two meetings. Tony will contact the website coordinator, Jessica Jacobsen, to see that more minutes are presented on the website, even if it requires expanding the website.

Policy Regarding Inspection and Copying of Books and Records – The attached document prepared by the Association’s attorney was reviewed. It was agreed that such inspection and copying of would be limited to two years previous to the request. There would not be a time limit on minutes. Mary Ann moved that the policy, with this time limit, be adopted. The motion was approved unanimously. Mary Ann agreed to make the necessary changes to the document.

Forest Buffer / Conservation Areas – As discussed at the previous meeting, Mary Ann prepared a letter (attached) explaining the restrictions and possible fines and penalties for violations. Upon approval by the Association’s attorney, the letter will be mailed to all homeowners in the community.

It was also noted that the seriously damaged tree between 507 and 509 Whithorn Court is located on HOA property and will be removed subject to Baltimore County’s instructions.

The Architectural Review Committee recommended that two violations be turned over to the Association attorney:

1) A residence at 6 Sedgehill Court had a deck installed without ARC approval. Tony volunteered to contact the owners one final time to have their plans submitted; otherwise the matter will be turned over to the attorney.
2)A residence at 2007 Cranbourne Road had has made numerous completed and uncompleted improvements without ARC approval. This residence is also possibly in violation of the Association’s home business restrictions. It was unanimously agreed to have this matter sent to the attorney.

Open Space – Mary Ann reported her discussions with horticultural experts regarding the poor condition of many of the trees planted by the developer on HOA property. This includes the entrance area, the section bordering Timonium Road, and the areas around the two storm water ponds. Significant maintenance and feeding will be required for the trees to survive and prosper.

It was also noted that future growth of the type of trees planted by the developer between the sidewalks and curbs could eventually damage the curbs and sidewalks. Although most of these trees are the responsibility of the homeowner, it was recommended that these trees be moved or removed.

Mary Ann moved that separate bids be requested for the care and maintenance of the HOA trees, and for the trees bordering the sidewalks on homeowner property. The motion was approved unanimously.

It was agreed that approval of all other contracts for open space maintenance would be deferred to a future meeting.

Treasurer’s Report – The attached report as of September 30, 2004, prepared by May Brunk, was reviewed. Tom moved that the report be accepted. The motion was approved unanimously. Mary also presented a preliminary draft budget for 2005, which was also reviewed and will be further discussed at the next meeting.

Nominating Committee – Tony reported that Chris Newman and Bob Hergenroeder had agreed to serve with him on the committee. Mailings were made on October 1st to all homeowners regarding board participation.

Mary Ann moved that the meeting be adjourned at 8:15. The motion was approved unanimously.


Tony Vitrano
Secretary

Board of Directors Meeting of November 1, 2004

A meeting of the Board of Directors was called to order on Monday, November 1, 2004, at 6:30 pm at Timonium Presbyterian Church, 303 W. Timonium Road, Timonium, Md.

Present – Mary Ann Gruntowicz, Mary Brunk, and Tony Vitrano, three of the five directors, therefore representing a quorum.

Minutes of the previous board meeting on October 11th were presented and reviewed. Mary moved that they be accepted with minor changes. The motion was approved unanimously. It was agreed that approval of the minutes of the February and March meetings would be deferred again, since two of the directors present at those meetings were not present at this meeting. In addition, the secretary noted that he has not been able to obtain the approved minutes of earlier meetings from the former secretary in order to consolidate all minutes in one binder.

Treasurer’s Report – The attached report as of October 31, 2004, prepared by May Brunk, was reviewed. Mary Ann moved that the report be accepted. The motion was approved unanimously. Mary also presented a preliminary draft budget for 2005, which was also reviewed and will be further discussed at the next meeting.

Open Space – The attached proposal from Landscape Management Associates, Inc. was reviewed. The proposal covered the maintenance and cutting of all grass areas, the feeding and maintenance of all of the trees planted by the developer on the open space, and installing new front gate area landscaping. Mary Ann also informed the Board that the Patio homes were also reviewing a proposal from LMA. Mary suggested and it was agreed that the Board would wait until the Patio home group acted before awarding any contracts for lawn maintenance for 2005. It is hoped that all the lawn maintenance could be handled by the same contractor, ensuring consistency in the neighborhood’s appearance.

Tony moved that the section of the proposal for tree maintenance be approved, assuming LMA would accept that section of the proposal without regard to the other sections. The motion passed unanimously. Mary asked that LMA also be requested to submit a proposal for moving all of the trees in the community planted between the sidewalks and the street.


Policy Regarding Inspection and Copying of Books and Records – The changes authorized at the previous meeting were competed and the document will now become part of the Association’s policies and procedures.



The Architectural Review - As authorized at the previous meeting, the violations regarding 2007 Cranbourne Rd. have been turned over to the Association attorney for her action.

Future Meetings and Correspondence – The Annual Meeting of the Association has been tentatively scheduled for Monday, February 7, 2005, at Timonium Presbyterian Church. A mailing will go out after the Board’s December meeting which will include the proposed budget, a proxy notice, and information regarding members seeking election to the Board. At this time, no applications for the Board election have been received.

Tony moved that the meeting be adjourned at 7:50. The motion was approved unanimously.

Tony Vitrano
Secretary

Borad Of Directors Meeting Minutes, December 6, 2004

A meeting of the Board of Directors was called to order on Monday, December 6, 2004, at 6:45 pm at Timonium Presbyterian Church, 303 W. Timonium Road, Timonium, Md.

Present – Mary Ann Gruntowicz, Mary Brunk, Tom Klein and Tony Vitrano, four of the five directors, therefore representing a quorum. Also present were Sang (Sunny) and Chun Yi.

Open Forum – Sunny Yi explained his response to the Architectural Review Committee’s complaint concerning violations at his property that were being pursued by the Association attorney.

Yi ARC Violations – The Board reviewed the correspondence between Mr.Yi, his attorneys, the ARC Committee, and Association attorney Cynthia Kent. After much discussion, the following was agreed:
1) Regarding the ARC violations, Mr. Yi would be given two weeks to formally apply for ARC Committee approval for each of the violations noted in the complaint.
2) Home business concerns – Mr. Yi would formally notify the Association of his desire to operate a “no impact home business”, and he would remove all ladders and visible construction equipment from the truck parked in front of his home.
It was also emphasized that as outlined in the by-laws, Mr. Yi would be responsible for the cost of all attorney fees incurred by the association regarding this matter

Minutes of the previous board meeting on November 1st were presented and reviewed. Mary moved that they be accepted. The motion passed unanimously. The Draft Minutes for the February 2nd and March 1st minutes were reviewed and corrections were made. Mary Ann moved that the corrected minutes be approved. The motion passed unanimously.

Treasurer’s Report – The attached report as of November 30, 2004, prepared by Mary Brunk, was reviewed. Mary Ann moved that the report be accepted. The motion was approved unanimously.

Draft Budget – The attached Draft Budget prepared by Mary Brunk was reviewed and approved. Some of the items noted included:
1) The estimate for taxes would be reduced to $500. Mary indicated that according to County officials, Association property has never been assessed, and we probably would not be billed for prior year taxes. The amounts budgeted would be transferred to the Capital Reserve Fund.
2) Budgeted legal expense would be increased to $4,000.
3) The annual assessment would be increased by 10% to $396 per home.

Open Space Contracts – Mary Ann indicated that the patio home group was still discussing which contractor to choose for their lawn and garden maintenance. The Board agreed to defer selecting a contractor for the open space maintenance until the next meeting.

A proposal by Landscape Management for rejuvenation and maintenance of trees planted between the roads and sidewalks was discussed. The estimated cost of this project is $3200. Mary Ann moved that the contract be approved, and the matter passed unanimously. Mary Ann will send a letter to all homeowners explaining this work.

Holiday Decorations - Mary Ann agreed to ask Landscape Management to install four wreaths at the entrance to the community.

Future Meetings The next Board meeting is scheduled for Monday, January 10th, at 6:30 pm at Timonium Presbyterian Church. The Annual Meeting of the Association has been scheduled for Monday, February 7, 2005, at 6:30, also at Timonium Presbyterian Church. A notice will sent in December announcing the meeting and will include the proposed budget, a proxy notice, and information regarding members seeking election to the Board. At this time, no applications for the Board election have been received.

Mary Ann moved that the meeting be adjourned at 9:05pm. The motion was approved unanimously.

Tony Vitrano
Secretary