Lake Linganore Association Inc.
September 2, 2003
Board of Directors Meeting Minutes
CALL TO ORDER
The meeting was called to order at 7:03 p.m. In attendance were: Alan Dinkelacker, Grant Sheehan, Todd Young, Andrew Twillman, and Brian Kopec.
Absent from the meeting were: Bill DiLoreta and Peter Fitzpatrick.
Staff in attendance: GM Hembree, AGM Brown and community resource manager Joy Gurley.
APPROVAL OF AUGUST 18, 2003 MINUTES
The minutes of the August 18,2003 meeting were approved as written with the following corrections.
• Under Status of Building Addition: add the following at the end of the second sentence- The question was raised as to whether the fire marshal’s office had commented on the final design.
• Under Ben’s Ford Bridge: Change the word “status” to “dedication” in the first sentence. Change the word “project” to “dedication” in the second sentence.
COMMITTEE REPORTS
ECC—Assistant general manager/ECC administrator Larry Brown reported that there are some new homes that are currently being built and that he intended to require builders to give more information to the LLA regarding construction traffic, particularly during the timeframe that the county water and sewer “super project” and the CDA road and stormwater management project are active. He said that he has been visiting each village and reviewing each home to determine covenant violations and that each homeowner will be held responsible for covenant violations. He said that reviews had been done in Aspen and Audubon villages and that letters were to be sent regarding the violations. Review work in other villages are to follow and letters to be sent.
Finance Committee— After reviewing the financial statements for the month of July, LLA treasurer Todd Young told the board that following some legal review, it appeared that the association would be writing off some uncollectable assessment accounts. He estimated that the write-off would total approximately $40,000. He said detailed information would be available at the next board meeting.
Mr. Young reminded the board to start thinking about the upcoming budget cycle. The committee would like to have the FY ’04-05 budget approved by the board in December.
Director Sheehan asked Mr. Young to define by the next board meeting an item in the monthly statement review related to “community center expenditure,” at a cost of $1,088.
In addition director Young said that the Finance Committee was recommending that funds be made available at this time for the bridge. He said the budget should net out “even” by the end of the fiscal year and that the LLA could make the bridge project less expensive by making the money available now. Land Stewards had offered matching funds on the amount the LLA put toward the project.
LLA president Dinkelacker asked whether the association could assume title of any of the properties that Mr. Young mentioned might be written off the books. GM Hembree said the association could only file a lien for two years. He said the LLA could file for title or foreclosure and knock out other liens but did title research must be done first to determine any and all existing liens.
Trailblazers Committee— Katrinka Westendorf reported that the committee was planning a work party in the Pinehurst “bowl” section on Sept. 13. She also reminded the board that the committee was sponsoring a trail hike near Harper’s Ferry on Sept. 20.
Social Committee— Rachel Kopec thanked Kathy Reed and Stacy Pride for organizaing the 2003 grill nites. She said she emailed information about the holiday party to Mr. Hembree, who had already responded.
Friends of the Lake— Diane Shuey reported for the committee and reminded everyone about the annual native plant sale September 27. She said that seedlings from Maryland’s famous Wye Oak tree would be available at the sale.
VILLAGE REPORTS
Westwinds— committee chairperson Carol Thames said the village has been working on trash can problems. She said that the village HOA has allotted a donation of $3,000 toward the installation cost of Ben’s Ford Bridge.
UNFINISHED BUSINESS
Ben’s Ford Bridge— Director Twillman said that the Westwinds HOA made the decision to donate $3,000 toward the bridge installation costs.
MOTION: Director Twillman made a motion for the LLA to set aside $5,000 toward the installation cost of the bridge pending donations that may come in. The motion was seconded by director Young.
AMENDMENT: Director Sheehan asked that the motion be amended to state that the LLA set aside “up to” $5,000 toward the cost. The amendment was seconded by director Young.
VOTE: 5-0 in favor.
In the discussion on the matter a timeframe was asked for by director Twillman. GM Hembree said that the LLA staff could act immediately to hire a contractor during the month of September and schedule the footers and surveying work as soon as the contractor’s schedule allowed. Everything related to the bridge construction will have to be done as the staff can schedule the time. Director Kopec asked whether the LLA has the plans. Mr. Hembree said yes and that the engineering plans had already been paid for. Rachel Kopec said that she had a check from a builder and that it was a drop in the bucket with more to come. It was noted that Westwinds was thinking about doing a yard sale and art auction to help raise money. Director Sheehan said staff should ask the contractor to get the footers in now and put a fundraiser on the schedule for discussion. Trails committee member Diane Shuey said that with this action she felt the board was again pushing the needed trail work aside. She said the board committed to doing trail work this fall but that with this action it would likely not get done now. Director Young said that the association has to be willing to increase the assessments in order to bring more funds for trail work. He said he sent an email to the board regarding planning for the future and that the trail system was on that list. President Dinkelacker asked if a meeting needed to scheduled to discuss raising dues. Director Young said yes but that it should be a public meeting.
GM Hembree said that staff could begin to coordinate scheduling of contractors and LLA maintenance staff but that the bridge would not go up overnight. It was determined that the LLA portion for the bridge installation would come out of general operating funds. Staff was directed to record the related easement document. Director Young also reminded staff to place the bridge maintenance on the regular schedule for the reserve fund and Property Diagnostics schedule.
FEMA Update— GM Hembree said that the LLA had not been approved for the emergency snow funds. He said the county’s emergency management services office informed us by phone and said it had sent a letter explaining why the LLA was not approved. He said the LLA would have to appeal the decision to the governor and as a result has asked Senator David Brinkley to assist. Crestwood Village, another HOA in the county, also was denied funds. Mr. Hembree said that the LLA should attempt an appeal. The board agreed.
SHUR Funding Update— GM Hembree said that new roads had been submitted to the county and that the LLA would have to pay for the title work in the near future. He said four roads in Aspen and one road in Meadows were submitted. No word yet from the county as to the amount of funding that will be given to the LLA through SHUR.
Brosius Dam Rehab Project Update— GM Hembree said that a pre-bid meeting was scheduled on the dam the next day and that the bid opening was set for September 25. He said the project would begin in October.
Mosquito Control Letter from MD Dept. of Agriculture— GM Hembree shared the letter from the state about mosquito control efforts in Eaglehead. The department representative, Michael Cantwell, suggested in his letter that Eaglehead could benefit from a comprehensive integrated pest management program. He indicated that communities who participate in this program receive regular adult mosquito surveillance. The letter noted that: “Participating communities can be sprayed to reduce mosquito annoyance when the density of the population reaches a certain level. Spraying to reduce the potential for spread of West Nile Virgus, when the data show a potential exists, can be done in participating communities.” He suggested a working budget for Eaglehead at $3,000. He also noted the availability of state funds to match local dollar appropriations.
Letter to DPZ re: Pinehurst Pool— GM Hembree said the LLA letter requesting an extension on the deadline for building a pool in Pinehurst had been submitted to the county’s planning department. He said the LLA should hear from the county in approximately 30 days and the response should let us know whether a public hearing on the matter will be needed.
Letter to BoCC re: Legislative Wish List Input re: SHUR Funding— GM Hembree said that the letter had been sent requestiing a full pass through of SHUR funds to the LLA from the county. Mr. Hembree said the last board packet had a schedule of meetings the county and state delegation will be holding regarding the legislative wish list.
Building Addition Update— GM Hembree reported that the LLA did receive a permit for the addition construction. He said it took one year and two months to achieve that goal. A copy will be sent to the estimator, Land Stewards, and Bill Brosius. He noted that the fire marshal will not be involved again in the process until the final inspection.
NEW BUSINESS
County Public Utility Easement Request— GM Hembree reported that the county was requesting utility easements for some new water/sewer lines that are a part of the county’s CIP. This particular request all had to do with Coldstream. He said the county’s super CIP project would be going out to bid the next day. The three easements before the board were needed from the LLA- all on parcel Bs. Mr. Hembree also noted that language in the easement will be cleared up to state that any replacement work that needs to be done will be done to LLA specifications. Art Campbell, county easement office, agreed to change the language.
MOTION: Director Sheehan made a motion to approve the easement. Director Kopec seconded the motion.
VOTE: the board voted 5-0 in favor of the easement.
Woodridge Land Exchange Proposal— The board had decided to discuss the matter further. The question was asked whether there were any wetlands issues related to the Meadows parcel owned by Land Stewards that is being considered for a land exchange with the LLA Woodridge parcel C. GM Hembree said that the Meadows parcel will need a storm water management pond but that a 70 x 30 ft. building intended for the maintenance facility would be out of the flood plain. LLA president Dinkelacker said that input would be needed from Woodridge residents on the land exchange. The general consensus was that sections of the Woodridge parcel would have to be carved out of the exchange to allow for seting aside certain village amenities.
Mr. Hembree said that one problem with the Meadows site is that it doesn’t have a commercial designation.
Resident Kathy Brown asked whether the value of the two parcels was balanced. Director Sheehan said the LLA would have to ask for other things in order to balance the value. Director Kopec said that the LLA should consider some cash for the value of the parcel C to even out the value of the exchange.
Resident Jim Reed asked whether the LLA was obligated to build a pool for Woodridge. Mr. Hembree said the LLA will have to build a Woodridge pool but that the pool did not have to be built on land within this parcel C. Director Young said the LLA had no legal obligation to build the pool but that the need will have to be considered by the LLA. He also wanted to ask Land Stewards to front the cost of the site plan engineering for the Meadows site, as a means of balancing the value of the exchange.
October 6 BoD Meeting Agenda with BoCC— the board decided that the agenda items for this meeting would be: Boyer’s Mill Road Project; Eaglehead Drive Bridge project; obligations of Millennium Development Group to Westwinds village; full funding of SHUR monies; East County High School.
The board directed staff to put a meeting notice on the LLA web site.
Extension of Pool Season Inquiry— a letter from Century Pool Management asked whether the LLA was interested in extending the pool season for 2003. President Dinkelacker said that the LLA had tried this once before and that it didn’t work. GM Hembree said that if the board wanted to it could look at doing this for next season and out of next year’s budget.
MATTERS FOR BOARD INFORMATION
The board reviewed various emails and letters that had been sent to the LLA during the past week, as well as a letter that staff sent to Summerfield townhouse residents about a parking survey and another postcard notification to Pinehurst residents about work to be done on the Farm Pond.
CDA Follow-up Info Sheet— a copy of the draft cover letter was to be sent to director Sheehan for review.
RESIDENT FORUM
• Resident Diane Shuey of Coldstream asked if anyone knew why trees on the south side of Lake Linganore were being cut. The work was being done in the Alpine section of the community, which is owned by Land Stewards. Director Young offered that Land Stewards might be doing some selective timbering. Mrs. Shuey said she was concerned that a buffer be left to protect the lakefront slopes from eroding.
• Resident Shawn McDonald of Audubon North asked why the minutes of LLA meetings of the past few months had not been posted on the web site and wondered what the LLA was doing in regards to lake access, specifically whether it has pursued the marina. LLA staff person Joy Gurley explained that some problems had cropped up with getting the minutes posted but that some of the minutes were able to be posted recently but some problems had to be worked out still but all minutes through July should be posted very soon.
• Rachel Kopec thanked the maintenance staff for all the hard work they had been doing. She suggested that the board take money from the Social Committee budget to allow GM Hembree to have an Employee Appreciation Day for the staff.
• John Cunha of Woodridge asked about the weir wall being built on Lake Marian Dam and what would be done to improve its appearance once completed. Director Kopec explained that Land Stewards intended to do cosmetic work to improve the appearance. Mr. Cunha said that he is involved in youth sports and that while it is good that the LLA is looking at land for tot lots but that what is really needed is open space for playing fields. GM Hembree said that playing fields is on the top of the list that the LLA sent to the developer for consideration. Mr. Cunha also took the opportunity to let the board know that he is opposed to the land exchange being discussed about the LLA’s Woodridge parcel C and the Land Steward’s parcel in Meadows.
• Lake Linganore Conservation Society board member Larry Dusold told the board that a pre-bid meeting was taking place the next day on the Linganore CDA and the county water/sewer CIP super project. He said the LLCS still needs easements and that a question still remains as to whether the LLCS needs formal easements on the LLA parcel Bs.
• Resident Diane Shuey also noted that there were a lot of dogs running on the beaches over Labor Day weekend.
ADJOURNMENT
Director Sheehan made a motion to adjourn the meeting. Director Young seconded the motion. The meeting adjourned at 9:35 p.m.
Respectfully submitted,
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Stephen Hembree, LLA General Manager Andrew Twillman, LLA Secretary