Lake Linganore
Association, Inc.
February 7,
2005
The meeting was called to order at 7 p.m. at the LLA Coldstream Drive office.
Board members present: Bill DiLoreta, Alan Dinkelacker, Brandon Frazier, Lisa Rogers, Grant Sheehan, Duane Schestag, Andrew Twillman.
Staff in attendance: GM Edwards, AGM Seligson, CRM Gurley, community support specialist Ray Baker.
The following amendment to the minutes of January 17, 2005 is as follows: page 2, under MOTION, the second to the last sentence, the word “information” should be changed to “guidelines”.
Project manager Jim DiMegilio said that the plans for the Audubon North Terrace Townhouse section were in process with the county that he was hoping the process would be complete within the next six to eight weeks. He said that Aspen 3 & 4 were also in the permits process. Regarding the Lake Marian wall he said that Land Stewards had been working with staff and that the plan had been modified to bring it more in line now with low maintenance suggestions. Director Dinkelacker asked whether the board needed to approve the Audubon North Terrace plans. GM Edwards said the board had told staff to work out the plans with Land Stewards but that he would be happy to bring it back to the board. Director Sheehan noted that the board needed to approve the tree clearing involved with the site plan and recommended that Land Stewards submit a plan for the tree clearing and that the board review the plan and respond in writing. Staff was to have the tree removal guidelines ready to submit to the board by the February 21 meeting.
Woodridge Village Committee chairperson John Cunha asked about the modified plan for the weir wall. GM Edwards explained that ivy is to be planted to cover the front and the back faces of the wall. He said the dry stone feature would remain as a part of the modified plan. He noted that the state would not permit bricks to be used to cosmetically dress the wall. Mr. Edwards said that the planting would take place this season. Mr. DiMegilio said that the plans for the weir wall are close to finalization.
•Security- Sgt. Dennis Shoemaker addressed the meeting about issues concerning what kinds of vehicles are permitted on Eaglehead roads. Sgt. Shoemaker noted that Eaglehead roads are public access roads and therefore Maryland vehicle laws pertain to all roads as to what vehicles are permitted to be driven on the roads and what the deputies can enforce. Lt. Troy Barrick noted some of the vehicles that are not permitted to be on Eaglehead roads: most motor scooters, golf carts, ATVs, and mopeds. Anyone caught driving these illegal vehicles can be fined $315 and/or the vehicle can be impounded. The Sheriff’s representatives noted that in order to allow folks to continue to use golf carts within the Eaglehead community the board would have to approach the state legislature requesting a special provision be passed that would allow it. Two other communities in Maryland have been granted this provision- one in Allegany County and Kent Island. Director Dinkelacker asked whether the state could enforce the prohibition on the community’s trails and beaches. DFC Davies said that the state could not enforce the prohibition on trails and beaches. Director Sheehan asked whether this restriction applied to parking areas within the community. Sgt. Shoemaker said the deputies would only be concerned about public thoroughfares. He also told the board that if it wanted to pursue the special provision for golf carts that it should contact the county attorney’s office. GM Edwards reminded the board that this year’s dues invoice process would require registration of all golf carts within the community. Lt. Barrick said that violations of prohibited vehicles could be reported to the dispatch office phone number.
•Environmental Control Committee- AGM Seligson reported that four new homes had been completed in the past month and that in the spring it was expected that four new home applications a month would be submitted for Woodridge village.
•Finance Committee— LLA treasurer Brandon Frazier said that financially the LLA looks good and that the end of the year should be “ a smooth landing in the black.” He noted that the collections expenses this month were good and justified the receipts. He said the LLA had acquired a lot in lieu of dues owed. The board set a budget meeting for Feb. 12. GM Edwards said that he would be meeting with Sue Young, head of finance committee, before the meeting on the 12th. Resident and former board president Jim Reed said that the common area reserve plan needed to be updated because it was not done last year and that it should not wait another year to be updated. GM Edwards said that he felt there was a lot to be done on the reserve report and that he felt the last report did not accurately reflect costs on the replacement projects and did not include many of the projects he had worked on during the past year, all of which he found alarming and said he was concerned about. GM Edwards and Mr. Reed were to get together to review the reserve report.
•Communications Committee- No report.
•Trailblazers Committee- Committee co-chairperson Cathy Reed said that the lake trail was in sad condition due to so much rainy weather. She noted that golf carts on the trails would not be good. She also noted that bikes are tearing up the trail in the Indian Cave area. GM Edwards said that staff would be fixing a 50-foot section of the lake trail as soon as possible.
•Social Committee— CRM Gurley handed out the schedule for the 2005 events with the board. On June 11, the committee has planned a 70s theme party at Coldstream Pool. On August 27, the “Endless Summer Hop” will return to Coldstream Pool. On October 29, the Autumn Celebration will be held and the LLA holiday dinner and dance party is scheduled for Dec. 2.
•Election Committee- no report
•Archives Committee- Committee member Cathy Reed said that the committee would have to make a decision soon about how the LLA archived records should be given to the library. The library has asked for the items to be donated to the library not loaned to the library.
•Friends of the Lake Committee- No report.
•Pinehurst Village— CRM Gurley brought up the request by the committee to hold a Crab & Karaoke night for adults only at Coldstream Pool on a Saturday in August. She explained that staff had discussed it and generally thought the fundraiser would be okay, although there is concern that such requests could become more common in which case it could present a problem for the association. The board granted approval of using the pool for this purpose, along with conditions noted by staff to be imparted to the village committee:
1. Coldstream Pool cannot be closed to the general membership before 5 p.m. on that day.
2. Alcohol sales will not be permitted. It must be noted as BYOB only.
3. The committee must contact the county health department regarding sale and service of food at such an event and submit copies of requirements to LLA community resource manager Joy Gurley.
4. Clean up for the event must be done immediately following the event or before 11 a.m. the next day to ensure that pool facility is in proper shape for opening to public. Because seafood can generate significant odor, special handling of trash may be imposed (further discussion and research needs to be done to see if we should take any special precautions).
5. A logistics requirements and assistance request must be submitted to the LLA community resource manager at least two weeks in advance of the event so that maintenance staff has time to schedule and prepare for any assistance needed.
•Woodridge Village- Village co-chairperson John Cunha introduced resident Jessica Jennings who had agreed to volunteer to serve on the village’s playground committee.
Westwinds Covenant Update— GM Edwards said that the last revision was sent to Millennium Development on January 20. He noted that the LLA had spent approximately $8,500 in the past year on this matter. Mr. Edwards said the ball in now in Millennium’s court. Director DiLoreta asked whether it was possible to get Mr. Poss and Mr. Lippy to sit down to a meeting to discuss the matter and get it finalized quickly. After some additional discussion it was decided that Mr. DiLoreta would contact Millennium to set up the meeting. Director Dinkelacker asked Mr. DiLoreta to include AGM Seligson in the meeting.
Woodridge Lot #161 Easement— GM Edwards noted that the final draft of the easement came in to the office and that it had been signed and processed. Director Frazier asked Mr. DiLoreta to please forward to him a flow chart of who the legal entities are listed on the signature page of the document.
Woodridge Playground— GM Edwards reviewed the four options on the playground equipment that had been obtained by the village committee. He said that the board previously had mentioned the potential of going after a county grant for some of the playground equipment, which would help the LLA to stretch it’s money in providing amenities for the village. He recommended that the village committee move forward with pursuing the grant. Director Twillman said he highly recommended pursuing the grant and that he would be delighted to help work on the grant. He also recommended that the committee collect as much demographics data as possible for the grant application. Director Frazier asked if the proposed playground would serve the 200 lots in that section of the community. GM Edwards said yes. Directors Rogers and Schestag recommended that staff prepare a comprehensive site plan for the entire parcel to create a whole park, not just a tot lot. The board directed staff to do a comprehensive plan and move forward with the process. Although Mr. Cunha made a statement that the village wanted the board to move ahead with installation of the option it presented to the board, he said the committee would work with the board on this approach. Director Dinkelacker also directed CRM Gurley to be involved with the application of the grant and to meet with director Twillman, Mr. Cunha and GM Edwards.
Introduction of Community Support Specialist— GM Edwards introduced Ray Baker, who was hired in the position that was newly created from an older position that had not as yet been filled. GM Edwards noted that Mr. Baker had 20 years experience in corporate facilities support and would be helping with a variety of tasks but would be focused on covenant compliance. Mr. Edwards said that Mr. Baker had been a real asset in the weeks where the focus had been snow removal.
Resolution to Grant Land for Meadows Pump Station— The membership had voted to approve giving the LLA BoD the authority to grant a land deed to the county for the Meadows pump station. The board was to pass a resolution stating that it intends to grant the deed. Director Rogers said that only a motion was needed to finalize the task.
MOTION: Director Rogers made a motion to proceed with having the deed drawn up and finalizing it with the county. Director DiLoreta seconded the motion. VOTE: six directors (DiLoreta, Rogers, Frazier, Schestag, Sheehan, and Twillman) voted in favor of the motion; none of the directors voted against the motion.
Membership ID Issues— Director Sheehan said that he had spent some time looking through the membership database to try to get an estimate of how many members are abusing the rules of membership. In particular he looked at two areas: membership cards and vehicle/parking ID permits. He said that one of the problems he noticed was that many members do not turn in all the vehicle information necessary in order to get the vehicle ID permit, in particular, many members failed to turn in tag numbers for their vehicles, which is the only way for the LLA to verify ownership of a vehicle. He said the other primary problem that would need to be addressed is the distribution of membership cards to people who are not, in the truest definition, members. Director Sheehan said that dealing with this particular problem will “open a Pandora’s Box” and that the board will most likely have to look at changing the definition of member.
MOTION: Director Frazier made a motion that staff could not issue vehicle parking ID permits unless the license tag number information is provided on the vehicle. Director Sheehan seconded the motion. VOTE: six directors (Twillman, Sheehan, Frazier, DiLoreta, Rogers, Schestag) voted in favor of the motion; none of the directors voted against the motion.
The board directed staff to submit a press release to the Gazette papers about the new stipulation regarding vehicle information and to publish a story about the matter in the March issue of LakeTalk both of which are to notify residents that vehicle licenses will be verified with the state.
LLA Election Guidelines Revision— CRM Gurley said that the League of Women Voters/Montgomery County Chapter had agreed to work with the LLA again this year as election supervisors for the Eaglehead board of directors. The League had asked that the board make a change in the election guidelines that would allow the organization to open proxy envelopes prior to election day so that a count can be done to determine quorum. This would help to make that determination immediately on the day of the annual meeting that a quorum is present; the proxy votes would not be counted until the day of the meeting. After a brief discussion the board directed staff to work with the election committee to come up with the language and to bring it back to the board at the next meeting.
CDA Easements— AGM Seligson reported that four easements on Pinehurst lots were signed in January, two of them critical ones. He said that nowadays approximately one to two easements a week were being received by the office. He added that approximately 20 easements or less were still needed. In the discussion it was noted that Pat Foster’s wife is a notary and could be used to notarize easements if ever needed. Director Schestag asked LLCS representative Charlotte Dusold whether this meant that the engineers could begin Pinehurst design documents. Mrs. Dusold said she thought that would be the case.
Snow Road Plan Change— AGM Seligson explained that the current plan that is announced in LakeTalk each winter relies on the county to put its snow emergency plan into effect before the LLA takes such action. Mr. Seligson said that it has proven to be more advantageous if staff begins to take actions before the snow has actually arrived in the area. This course of action has proven to be more helpful to residents in protecting their vehicles and in cutting down on the amount of time paid to contractors who come in to do the work. The board liked the idea and asked for a draft of the snow emergency plan announcement to be presented at a future board meeting.
Tree Removal Policy— Director Schestag said that he is making an attempt to create an application form and policy statement on tree removal that pertains to developers in order to streamline the process. Covenants, rules/regulations and ECC guidelines are being reviewed to create the statement and application form requested by the board.
Woodridge Lot #222 Assumed by LLA— The LLA had recently obtained this lot. The property was owned by the Gleicher’s, who owed $12,727.19 when the property was assumed. The Gleicher’s paid $1,500 on back dues and gave the property to the LLA, which paid $1,289.69 in legal fees to transfer ownership. The LLA will possibly sell the lot in the future to make a return on the dues that were owed on the lot.
New Market Regional
Plan Open House— GM Edwards said that CRM Gurley would be attending this
activity and report any news or information to him.
New Market Region
Plan Public Hearing- A representative from the LLA board needed to attend
the public hearing scheduled for Monday, Feb. 14. Director Sheehan made some
comments about what should be said at the hearing on behalf of the LLA. The
board asked him to represent the association but Mr. Sheehan said it would be
better if representation came from someone who actually lived in Frederick
County. Director Rogers said that she was planning on attending the meeting and
would be willing to speak if no one else wanted to. Director Schestag said that
he would attend on behalf of the board.
FoL Recommendation for Lake Marian Wall Plantings- The Friend of the Lake (FoL) submitted suggestions for native plantings to be used along the weir wall to improve its appearance.
Director Rogers made a motion to adjourn the meeting. Director Schestag seconded the motion. The meeting was adjourned at 10:05 p.m.
Respectfully submitted,
Clay Edwards Andrew Twillman
LLA General Manager LLA Secretary