Lake Linganore Association, Inc.

November 17, 2003

Board of Directors Meeting Minutes

CALL TO ORDER

The meeting was called to order at 7:03 p.m. Those in attendance were Alan Dinkelacker, Grant Sheehan, Todd Young, Andrew Twillman, Bill DiLoreta, Brian Kopec.

APPROVAL OF NOVEMBER 3, 2003 MEETING MINUTES

The minutes were approved as written with recommendation that typographical errors be corrected before finalizing for the record book.

UNFINISHED BUSINESS

Finance Report— Director Young reviewed the finance reports. He noted that the report showed that the income column was $18,000 favorable but that the LLA has overspent in other areas due to storm cleanup costs. He noted that the association had spent $100,000 on roads from the reserve account; much of it unscheduled maintenance on CDA and non-CDA roads due to storms. He said staff was working on the townhouse maintenance fee and that the committee, staff and county were still working on the water bills that have been in question for the past year.

Meadows & Pinehurst Mailbox Lighting Improvements— GM Hembree reviewed the estimate received from Crum Electric for four mailbox areas: Meadows, Balmoral, Pinehurst East and Pinehurst Lakeview Court area. The GM said he believed he could work with the company to get a better price. The board discussed what the association could afford to do now and what could be done in the near future. MOTION: Director Young made a motion to have the board commit to doing all the mailbox areas now and to borrow the money from the reserve fund with a commitment to refund the reserve account within the next budget. Director Twillman seconded the motion. VOTE: 6-0 in favor of the motion.

Announcement of Board Appointment— Director Dinkelacker announced the names of the five people who submitted an application for the open board position: Lisa Rogers, Shawn McDonald, Brandon Frazier, Norman Hoffman, Robert Cochran. MOTION: Director Twillman nominated Lisa Rogers for the position. Director Sheehan who said he felt Mrs. Rogers had demonstrated a strong interest in the association through her past volunteer work seconded the motion. VOTE: 6-0 in favor of the motion.

Aspen North CDA— Director Sheehan said that to date the survey of lot owners in the village had not produced a response that represented the two-thirds affirmative vote from lot owners in the village. He said the response rate was 57 percent. He said he was not clear as to whether the LLA wanted to pursue the feasibility study if it did not get a two-thirds response, which would be a signal that the CDA would ultimately pass and justify the money spent on the feasibility study. Director Dinkelacker suggested that another letter be sent to non-responders letting them know that the feasibility study was in jeopardy if a two-thirds response was not achieved and ask them to respond to their interest. Director Sheehan asked that a story be put into the December issue of LakeTalk about the need for non-responders to comment on the matter.

Status and Nature of Referendum Question Re: Transfer of LLA Land for Library— Director Twillman said that he believed the language for the referendum letter should be passed by LLA attorney Shelah Lynn. He asked that the review of the referendum letter be delayed until the attorney could review it and comment. GM Hembree said it is important that the referendum question be written properly. The board discussed whether official notification of the referendum could be done prior to the letter being mailed to members. A quick review of the covenant section on the matter indicated that the referendum letter had to be considered the official notification. GM Hembree said he would discuss the question with Ms. Lynn.

Discussion of LLA Associate Pool Membership Cost Increase— Staff was to research the cost of other facilities to determine how a 10 percent increase in the 2004 fee would compare.

Land Exchange— Deer Crossing Elementary School had still not confirmed status of the workshop meeting location. GM Hembree said that the Meadows site engineering analysis was underway and that the time frame for completion was late December. He said the cost for the analysis would be $500, which had been approved with budgeted funds. Mr. Hembree said that he had scheduled a meeting with Scott Gove to render an opinion on the market value of all three sites.

NEW BUSINESS

Decision to Terminate Current LLA Office Expansion Building Plans Due to Unacceptable Bid— GM Hembree reviewed the following points: Bob Wilcox agreed to review the estimate and comment but had not done so to date; no “value engineering” had been done to reduce the cost of the bid; LLA could be required to return the $98,000 to Linganore Development Group (LDG, now owned by Land Stewards) because the money was designated for use on a building design reminiscent of an earlier community center design by E. Fay Jones; the LLA will lose the $28,000 it has spent of its own funds on related county fees and design fees; the permit for the project would be good for two years and that the fees could be moved to a new permit; that the board needed to establish a target price of a new building; and that the board would need to allocate funds for cost of design and site plan for a new building project.

Director Young made a motion to reject the bid and terminate the current plans. The motion was seconded by director Sheehan. Within the discussion director Young expressed that the LLA could discuss the $98,000 with Land Stewards, who might be convinced to authorize use of the money for something else. Director DiLoreta noted that alternatives could be explored. After further discussion related to the cost of doing a new building, director Young withdrew the motion noting that the board did not have enough information to make a decision. GM Hembree said that it was not a good idea to throw everything out without further evaluation. Director Twillman suggested that the matter wait for a decision until the budget discussion. He said he worried that the tap fees for a new building would be prohibitive.

MOTION: Director Twillman made a motion to table the matter. Director Young seconded the motion.
VOTE: 5-2 in favor of the motion. [Vote reflects new board member input.]

Trail Maintenance Plan— Committee co-chairperson Cathie Reed presented the board with copies of the newly revised maintenance plan that had been approved by the committee. She suggested that they review the plan and vote on it at the next board meeting.

Pinehurst Village Committee— Community resource manager Joy Gurley explained that the village recently held a village election and introduced to the board the new executive officers of the village committee: Tom Pellegrino, chairperson; Jim Reis, vice chairperson; Mary Patil, secretary; and Dottie Ward, treasurer. She noted that six other residents were to serve as at-large committee members: Pam Horan, Sasha Raab, Helen Evans, Dave Hartman, Guy Reese, Skip Nelson.

MOTION: Director Sheehan made a motion to approve the village representatives. Director Young seconded the motion.
VOTE: 7-0 to approve the motion.

MATTERS FOR BOARD INFORMATION

Volunteers for Ben’s Ford Bridge— GM Hembree noted that volunteers were not needed at this time.

Meeting Location for Land Exchange Workshop— Staff was awaiting confirmation from the school as to use of the room.

ECC Fees Status— GM Hembree said that a meeting to discuss the matter amongst ECC members was set for November 19 and the goal was to finalize it so that it could be presented at the December 1 board meeting.

Stewardship Plan— AGM Brown reviewed a program that he is planning to pursue that would partner the state forestry service with the LLA to develop a tree stewardship plan for Eaglehead. The cost would be $300 to have the state inventory the trees within the PUD, create a plan, conduct educational programs for homeowners, and more.

Burke Letter & Coleman Letter— the board had copies of letters that were being sent to members regarding specific issues.

Approval to Purchase a Dump Truck— GM Hembree explained that the current dump truck is becoming significantly unreliable and costly to repair. He explained that research had been done on vehicles and explained that the cost would be approximately $50,000. Director Kopec said that it was time for the LLA to bite the bullet on this matter and get a new truck that can be reliable. He suggested that the LLA sell some of the other smaller trucks to help pay for the new truck. Director Young asked whether the GM had looked at the reserve study for funds. GM Hembree said the reserve fund does not include the trucks.

MOTION: Director Kopec made a motion to purchase the truck as requested by staff. Director Young seconded the motion.
VOTE: 7-0 in favor of the motion.

Executive Session— the board said it was holding an executive session at 9 a.m. on Saturday, Nov. 22 at the Eaglehead Barn.

RESIDENT FORUM

Resident John Snow said that he would not be able to attend the upcoming ECC meeting (Nov. 19) but wanted to say that the ECC administrator has always been doing double duty and is afraid that the situation is such that the board must admit that the one person in the position cannot do all the work needed. He said a cure to the problem was needed and that the cure was to hire another person to do the covenant compliance aspect of the work. He suggested the board consider this in its budget discussions and said the LLA would be well served to take this action.

Mary Prentice of the Friends of the Lake Linganore Library Ad Hoc Committee said that teachers at Deer Crossing were excited about the prospect of a library branch being built in Eaglehead. She said that the library, if constructed in the PUD, would most likely contain conference and meeting rooms and could be of help to the LLA need for meeting space.

Cathie Reed said that the November 18 watershed meeting will discuss regional efforts and would be reviewing new goals for living resources.

Director Rogers asked what the appropriate forum would be for inquiring about bringing high-speed internet service to the PUD. Director Young suggested she contact Adelphia Cable because the company had been running fiber optics into other sections of the PUD.

ADJOURNMENT

MOTION: Director Young made a motion to adjourn the meeting. Director Twillman seconded the motion. The meeting adjourned at 9:50 p.m.