Lake Linganore Association, Inc.
March 1, 2004
Board of Directors Meeting Minutes
CALL TO ORDER
LLA board members in attendance were: Grant Sheehan, Todd Young, Andrew Twillman,
Bill DiLoreta, Brian Kopec, Lisa Rogers.
Those not present were: Alan Dinkelacker, president. LLA vice president Sheehan
presided over the meeting in Mr. Dinkelacker’s absence.
Staff in attendance: GM Stephen Hembree.
APPROVAL OF FEBRUARY 16, 2004 MINUTES
Minutes were approved as written.
COMMITTEE REPORTS
Security— DFC Venzin noted that there was a recent domestic violence case in
which extra force was needed to subdue one of the people involved but that
everything turned out satisfactory. He also noted that some open cases had
recently been solved. With regard to Deputy Venzin’s and GM Hembree’s
discussions with New Market Mayor Burhans, it was determined that New Market did
not have sufficient funds to cover the cost of increased deputy hours for New
Market security coverage.
A letter needs to be sent to Sheriff Hagy certifying that the LLA has the money
in its budget to cover the cost of additional deputies for extra enforcement
coverage during summer months.
ECC— GM Hembree noted that the new ECC administrator would start on Monday,
March 8. He also noted that two ECC members had dropped out of the committee. He
said any suggestions for ECC membership should be forwarded to him.
Finance Committee— LLA treasurer Todd Young noted that the cash flow projections
noted in the January financial statements had been formulated three weeks prior
to the meeting. Mr. Young went through the statements and provided updated
figures on some the items. He said the LLA would end the year with a positive
variance, according to current projections. Mr. Young said the Finance Committee
is concerned about the board using any surplus funds to hire new employees. He
also reviewed road reserve expenditures and how it relates to surplus and said
that surplus funds should be used for road expenditures. He said the Finance
Committee recommended using the surplus money for roads. He went on to say that
road reserves in 2003 were approximately $73,000 and that in 2004, $60,000 was
added to that amount, with expenditures totaling approximately $120,000. This
year there is only $20,000 remaining in reserves and the LLA will be adding
another $75,000. Generally, the association finances were in good shape.
Trailblazers Committee— Cathie Reed told the board that the recent onsite
workshop in Woodridge was very helpful in understanding the potential sites for
trails in that village. She thanked the GM for providing the trail plat
information. She said the committee’s next meeting was set for the second
Saturday, in March.
VILLAGE COMMITTEES
Aspen Village— Committee chairperson Kathy Brown reported that the village
residents had two meetings with Land Stewards and that a good number of village
residents had attended the February 28 workshop sponsored by the developer. She
stated that the Aspen covenants require homes be built with 80 percent masonry
and that Aspen residents are adamant that the LLA board carefully watches that
the covenants are followed.
She asked if the board had approved the lot grading plan that Land Stewards has
for Aspen. Director Sheehan explained that according to the LLA covenants the
board can only address the tree clearing issue and that the LLA ECC must address
the grading issues. Mrs. Brown asked which ECC, LLA or Aspen, will rule on the
matter and wanted to know if the LLA board will enforce them. GM Hembree stated
that the LLA attorney has verified that the association is obligated to enforce
all covenants as long as the covenants are not in conflict with LLA covenants.
Director Sheehan said that any reply to any request made by a developer would be
discussed in a public meeting and those decisions will be put in writing.
Resident Larry Dusold asked the board whose economics would drive the board
decisions on the developers’ requests. He said board decisions on these matters
should not be based on economic considerations of the developer rather that the
LLA ‘s economics should be attended to foremost. Director Sheehan said the
board’s decision must be the best overall for the community, weighing income to
the LLA from build out versus no income from preventing build out from excessive
restrictions. He said clearly a compromise must be reached in considerations
related to the issue.
The board directed staff to asked LLA attorney Shelah Lynn for direction on
covenant enforcement status regarding our obligations.
Meadows Village— Lisa Rogers thanked the staff for getting the mailbox lighting
project started.
Pinehurst Village— Member Sasha Raab inquired about the mailbox lighting project
for Pinehurst. GM Hembree said that two mailbox areas in Pinehurst were
scheduled for lighting. Ms. Raab also reviewed the committee’s plans to produce
a spring Eggstravaganza for the Eaglehead community.
Woodridge Village— Co-chairperson Steve Oesterle wanted to know details about
the dog attack noted in the February issue of LakeTalk After further discussion,
the board directed staff to discuss the matter at the next meeting.
Mr. Oesterle thanked the Trailblazers Committee for the trails walk in February
to review the potential trail sites for his village. He requested a decision
from the board on existing and future amenities funds from Land Stewards for
Woodridge village. He wanted to know what the “split” was between amenities for
the village and for the LLA overall. Director Young said 50 percent of the funds
were to be directed toward Woodridge amenities and that the remaining 50 percent
would be directed at the discretion of the LLA. Director Sheehan suggested that
village committee send a letter stating how they would like to see the funds
spent. GM Hembree noted that the memorandum of understanding between the LLA and
Land Stewards on the funds states that the money is first used for playgrounds
and trails.
UNFINISHED BUSINESS
East County High School— Director Rogers distributed to the board copies of the
article she had submitted for Lake Talk about the school construction project
and the email lobbying effort to be sent to state officials. She said the story
would be posted on the LLA web site with a link that allows residents to easily
send the email to elected officials.
End-of-Year Operating Budget Available Cash and Reserves— GM Hembree distributed
a spreadsheet on end-of-year available cash and requested permission to hire
additional staff with the extra funds. GM Hembree reminded the directors that
they had requested that he verify the need for additional staff during the past
budget meetings and that the need for additional staff had not changed.
The board agreed that one additional staff member could be allowed at this time
and that a second might be possible within a few weeks. A third staffperson does
not look possible in this year’s budget. The board directed the GM to put the
item on the agenda for March 15 meeting for further discussion.
Westwinds Landscape Bid— GM Hembree presented the following status report:
• Westwinds Landscaping Committee, which are five members of the village’s HOA,
and the LLA GM all recommend one contractor with a back-up contractor as the
second selection.
• GM Hembree was recently informed that Westwinds developer Tom Poss disagrees
with the above decision and prefers a contractor whose bid price is at a 44
percent higher level than last year’s contract. Because of the sensitivity of
the bidder’s information it has been the practice of past boards to discuss
contract details in closed session and then announce the findings in a summary
fashion at a public meeting.
GM Hembree recommended that the board go to executive session on this matter.
The board set the executive session meeting date for Thursday, March 4 at 6:30
p.m. The board also requested that Shelah Lynn be advised of the WW HOA
disagreement with the developer position on this matter and discuss with her
prior to the Thursday meeting.
NEW BUSINESS
Saturday Office Hours— The Finance Committee and the GM presented details of
their request to eliminate Saturday office hours because of the high cost of
operation.
MOTION: Director Rogers made a motion to approve the request as recommended.
Director Twillman seconded the motion.
VOTE: The voted 6 to 0 in favor of the motion.
The vote the board directed staff to ensure that pool guards could adequately
provide pool passes and parking passes during the weekend hours. Following the
vote a discussion took place on a related cost problem: one LLA employee has a
large amount of “comp” time.
MOTION: Director Kopec made a motion to pay the employee for the comp time.
Director Young seconded the motion. In discussion, GM Hembree pointed out that
the matter was discussed with the employee who preferred the comp time. GM
Hembree noted that not paying off the employee hours would be better for cash
flow purposes.
VOTE: The board voted 1 to 5 against the motion.
Westwinds HOA Wish List— GM Hembree directed the board to review a letter
recently received from the HOA. He noted that the funding requests were either
items already being addressed or could not be accomplished this budget year, as
well some items that would require additional monies be set aside in the budget.
The board directed staff to send a formal response with the same answers that
the GM had presented at the meeting.
Land Stewards Workshop— Director Sheehan stated that the workshop had a good
turnout of residents and resulted in a satisfactory discussion on the issue and
noted that both sides indicated that they would work on compromises. Director DiLoreta state that Land Stewards is to present a plan to the board about its
tree and grading plans for Aspen within 30 days. He said the plan, which
addressed 57 lots, would be available for review by the board within 30 days.
There were member requests at the Feb. 28 workshop for Land Stewards to strongly
enforce that construction traffic travel through the construction entrance at
the back of Woodridge rather than allowing the trucks to access the construction
area via Eaglehead Drive. Land Stewards representatives agreed to have more
signs put up to address that matter but asked if the LLA could handle the
production and installation of the signs so that the signs would have LLA colors
and logo. Land Stewards will reimburse the association for the cost of making
and installing the signs. The directors agreed to this request.
GM Hembree recommended a three-point plan that is used by most developers in the
country for this specific purpose. The plan is as follows:
Land Stewards send a letter to builders stating that penalties will be imposed
on those who do not have all related contractors and subcontractors comply with
this restricted access.
Builders send a letter to contractors advising of the same.
Copies of both sets of letters be sent to LLA staff to use as an enforcement
aid.
The board took no action but instructed the GM to publish an item in the next
LakeTalk about reporting any violators to project manager Steve Oder at Cavalier
Development and to publish that phone number in the paper.
Report on Planning & Zoning Hearing Re; Eaglehead Drive and Campground Rezoning—
GM reported that the hearing went well and that lots of good ideas were
expressed. He said the county recognized and appreciated the LLA board and
member participation in the discussion. The GM reminded the board that there is
another meeting this month and that board attendance at the meeting would be a
good idea. GM distributed background information to the board and asked everyone
to attend.
Policy on Committee Communications—
MOTION: Director DiLoreta made a motion to have every piece of proposed
correspondence produced by committee members approved by the LLA board. Director
Kopec seconded the motion.
After much discussion between the audience and the board the motion was
withdrawn. Director DiLoreta had spoken to concerns regarding LLA liability in
such matters. Director Sheehan assured him that the association’s Directors &
Officers Insurance covers the LLA in liability matters. GM Hembree was directed
to get a copy of the insurance policy to director DiLoreta.
MATTERS FOR BOARD INFORMATION
Letter to Land Stewards Re: Woodridge Roads, Construction Entrance & Trails— GM Hembree reported that a letter (attached to minutes) had been sent because of
heavy damage to Eaglehead Drive from construction traffic into Woodridge. He
said the letter was also sent to initiate the process of LLA review of
infrastructure that is to be turned over to the LLA in that village by the
developer.
Letter to Mrs. Alspaugh Re: Tree Clearing on Aspen Parcel— Following the last
board meeting when the tree clearing activity was discussed, GM Hembree
confirmed that Mrs. Alspaugh was not tree thinning in any other areas of the
village and that the letter had served its purpose.
Hedgeapple Bend & Other Road Repairs— GM Hembree presented information showing
the alarming rate of weather related damage to Eaglehead roads that are
scheduled for CDA repair. He said staff was taking action to identify the
related costs and has instructed maintenance staff to do remedial repairs,
especially where safety is a concern.
Special Assessments Legal Opinion— GM Hembree distributed copies of a memo sent
by LLA attorney Shelah Lynn regarding special assessments (attached to minutes).
RESIDENT FORUM
• Westwinds resident John Snow asked the board to participate in the March 10
Department of Planning & Zoning (DPZ) meeting on the regional plan.
• Coldstream resident Jim Reed encouraged all board members to become more
knowledgeable about the Quinn Road/Eaglehead Drive issue prior to attending the
DPZ March 10 meeting. He also encouraged the board to visit the site of the
tie-in and form their own opinion.
• Director DiLoreta asked why Ben’s Ford Bridge was not being worked on. GM
Hembree said primarily because there have only been four good weather days in
the last eight weeks but that maintenance staff is still scheduling work on the
project and that staff intends to complete the project as soon as possible.
ADJOURNMENT
Director Young made a motion to adjourn the meeting. Director Twillman seconded
the motion. The meeting adjourned at 10:40 p.m.