Lake Linganore
Association, Inc.
March 21, 2005
The meeting was called to order at 6:55 p.m. at the LLA Coldstream Drive office.
Board members present: Bill DiLoreta, Alan Dinkelacker, Duane Schestag, Grant Sheehan, Lisa Rogers.
Those absent: Brandon Frazier, Andrew Twillman.
Staff in attendance: GM Edwards, CRM Gurley.
The minutes of the February 21, 2005 board meeting were approved as written.
The minutes of the March 7, 2005 board meeting were approved as written.
Board of Education (BoE) Presentation on the proposed “East County” High School— Ray Barnes, construction management director, introduced Don Porter, the Grim & Parker architect for the project, and Jim Gladhill of Hess Construction. Mr. Barnes said that the project was in pre-design phase and that what he was presenting was strictly an initial layout of the site and floor plan. He said that construction on the school would begin in 2006 and would open to students in 2008, at which time students from Linganore High School would also be housed in the building because that school would begin to undergo a major renovation. He said that the east county project cost was estimated at $55 million, while the LHS renovation was estimated at $45 million. Mr. Barnes noted that Tuscarora High School was the model for the east county project but whereas Tuscarora was very contemporary in its architecture, the east county school will be a blend of contemporary and traditional. He said the main entrance to the school would face Rt. 144 and would have a conservatory in the front of the building. Bob Wilcox, a partner in the major Eaglehead development company of Land Stewards, said that his company had been working with the BoE so that the school building’s appearance complements the appearance of the town center.
When questioned about the fate of the Eaglehead Barn, Mr. Barnes said that the structure is to be demolished because it is too expensive to renovate. He noted that some limited features of the barn could be used but nothing structurally in the new school so as a result the barn would have to be removed. Mr. Gladhill said that he has been contacted by several contractors about salvageable parts of the barns.
Mr. Barnes said that $25 million of the funding for the high school would be coming from the state. He also noted that there would be no swimming pool as a part of the school complex, which disappointed several residents in attendance.
Director Sheehan said that many new communities keep a part of an older or historical structure to be used as a museum or something that focuses on the history of the area and wanted to know why nothing could be done to do that with the Eaglehead Barn. Mr. Barnes said the problem was the location of the barn on the site for the school and that the only way to save it was to delete something else such as parking spaces, stormwater management ponds, etc. He also noted that reclamation revenues of some of the barn materials would be used to offset cost of the demolition.
Project manager Jim DiMeglio said the plan for Eaglehead Drive had been submitted to staff and that it shows landscaping and tree planting for the north side of the project, as well as the tree removal in the right-of-way. He noted that the plan had only been given to staff recently and the board noted that it had not had time to look at that plan. Mr. DiMeglio said that lot owners in Aspen North who were going to be impacted by the tree removal had been notified.
MOTION: Director Schestag made a motion to allow GM Edwards to work with Mr. DiMeglio to develop and approve a landscaping and tree planting/removal plan for the sections of Eaglehead Drive that are to be impacted by stormwater management construction plans for the development of the next 53 lots in Aspen. VOTE: three of the directors voted in favor of the motion; none of the directors voted against the motion; one director (Mr. DiLoreta) abstained from the vote.
•Communications Committee— Karen Frazier submitted a report on actual costs and revenue (attached to minutes) for LakeTalk and noted that some costs are being put onto the LakeTalk ledger that are inaccurate, such as double entries on postage costs. She said she was upset that the board was questioning whether to do LakeTalk and that it was considering changing frequency of publication. She said that reducing the frequency of publication would reduce costs but that doing so also risked losing regular advertisers. Ms. Frazier also said that when the association started doing LakeTalk it was noted at the time that the publication was to be listed as an expense and service to the membership, that it was not considered a moneymaker. Resident Kelly Schultz said that LakeTalk was an important periodical to the membership and an important aspect of the community. She also noted that the publication has been important to the schools in promoting information and events. Ms. Frazier said that the LakeTalk editor had contacted those in charge of similar publications in other communities (Villages of Urbana, Lakelands, Kentlands, Falls Grove) and was told that those communities fund their respective publications through the sale of advertising and membership dues and that the goal is to break even. She noted that Spring Ridge (managed by PMP) had contacted the LakeTalk editor about getting information for changing their newsletter to a publication similar to LakeTalk. Ms. Frazier said that LakeTalk is providing the service for the cost of between 82-cents annually (without factoring in a portion of the editor’s salary) to $5.96 (factoring in a portion of the editor’s salary). Either way she thought the publication was doing a good job of keeping members informed and doing it at a relatively cost effective manner. She said that while the ad rates for LakeTalk were somewhat high, the committee recommended to the board that the advertising rates be increased by three percent across the board at this time because ad rates were set in 1997 and have never been increased.
MOTION: Director DiLoreta made a motion to increase the advertising rates of LakeTalk by three percent. Director Rogers seconded the motion. VOTE: four directors voted in favor of the motion and none of the directors voted against the motion.
•Trailblazers Committee — the committee reported that it had worked on a Balmoral trail in March and that in April it would be working on fixing Balmoral trails that had been closed because of damage caused by last September’s Hurricane Isabel. Co-chair Katrinka Westendorf noted that this work would take a couple of months. She noted that the work would begin on April 9. Ms. Westendorf said that a trail near the Indian Cave had been marked and that since then the marker had been taken down. She also noted that the lake trail between the bridge and the esplanade had been damaged by some type of vehicle. She noted that using golf carts or other vehicles on the trails was not a good idea and said she wanted residents to vote on whether carts should be restricted from trails. LLA president Dinkelacker asked the audience whether they would pay a one-time $150 special assessment to improve all trails in Eaglehead and asked them to indicate by a show of hands. The majority of those in the audience indicated they would be willing to pay a special assessment for this purpose.
Director Schestag explained that because of the action of the waves in the lake the trails surrounding the lake have eroded approximately nine-inches during the past year. He said that it would take a lot of labor but that vegetation needed to be planted around the edges of the lake to hold the soil. He said he had talked with professionals about the problem and that using the #9 trail as a demonstration project, they could assess the erosion problem and provide information for a cost of $3,000. He said there was some value to having good consultants to work on such a project. Resident Diane Shuey said that the state had come to the community and done similar work at no cost to the association and that the trees and vegetation that were planted around the lake at that time were later thrown into the lake by unknown people and that others were cut or damaged.
Ms. Westendorf reminded everyone about the Scales ‘n Tales presentation and the Earth Day activities on April 23.
•Social Committee — CRM Gurley reported that the Pinehurst Village was again producing the Eaglehead Eggstravaganza spring event for the LLA. She noted April 2 as the date. She said that individuals or villages interested in participating in a clean up project on the April 23 Eaglehead Earth Day cleanup should contact her. She also invited members to participate in the planning committee meeting on March 28 for the upcoming summer events.
•Westwinds Village — Carol Thames reported that those elected to the Westwinds HOA board at the March 16 annual meeting were Brian Lippy, president, Stan Swoyer, vice president, and Jim Urchasko. She asked if anyone knew what the marks on the roads in Westwinds pertained to. Land Stewards project manager Jim DiMeglio said that his company had been notified that the markings had to do with soil borings for a force main tie in into the pumping station for Linganore High School. He said that he would send the information to Mrs. Thames and to GM Edwards. Mrs. Thames asked about when the electrical work at the village entrance would be completed and ready. GM Edwards said staff was working on the matter.
FY’06 Budget— because the LLA treasurer and finance committee were unable to finalize changes to the budget due to illnesses of personnel involved, director Sheehan made the following MOTION: Director Sheehan made a motion to continue the budget continuing resolution until the budget changes could be finalized and presented to the board at the next board meeting. Director DiLoreta seconded the motion. VOTE: four directors voted in favor of the motion, none of the directors voted against the motion.
Tree Removal Policy— the board had been given a draft of a tree removal policy to review. Director DiLoreta said that he was still left wondering what the difference was between the process for a spot lot builder and a developer and whether individual lots had to meet the same tree removal requirements, as did a developer’s lots. After some discussion on Mr. DiLoreta’s point, director Sheehan asked if he would help come up with the language for the wording in the new policy. Directors Rogers said that the ECC had the authority to oversee tree removal on individual lots and that for the most part she thought the committee was doing a good job because they were using the Aspen MoU as a model for these dealings. Director Schestag said that the document needed to include language that noted that individual lot builders were required to replant trees on lots where trees had been approved for removal. GM Edwards said that as the discussion on the matter continues he thinks that creating one document for individual lot builders and developers may not be possible. He said that language stipulating tree replanting in the tree removal policy would be included.
Westwinds Covenant Update— GM Edwards said that the next move in the process was the LLA’s.
Land Stewards Presentation on Development of Indian Cave Lots— Bob Wilcox, partner in Eaglehead declarant Land Stewards, made a presentation about what the developer wants to do with land in the area of Indian Cave. He said his company researched Indian Cave and came up with a compromise. He said Land Stewards would consider public input and look at a variety of options but would not consider the option of not using the land at all. He said the recently created preliminary plan saves the vast majority of trees but would allow 16 homes to be built atop the cave area and along the balance of lower portion of the cave area.
The question was asked as to how Land Stewards would preserve the trails in the area; Mr. Wilcox said Land Stewards would map them, save what it could and/or build new ones to replace others that have to be eliminated for the houses. He said his company would honor the trail system and intended to leave a 125 foot buffer area between the lakeshore and the property boundary. A resident asked how closely the preliminary drawing would resemble what actually develops in the area. Mr. Wilcox said that utilities will impact what can be done in terms of saving trees, etc. but that he would come back to the residents at a later date to show them what would actually be taking place. Residents expressed concern about the type of materials that would be used to build the houses and whether the narrow roads in the village could sustain construction vehicle activity.
Lake Linganore Conservation Society (LLCS) secretary Larry Dusold expressed concern about how development of these lots would impact the CDA, possibly causing delays in the progress of the CDA. Mr. Wilcox said that his company wanted to be a good neighbor, would not want to negatively impact the CDA and would look into the matter. Resident Bill Dean expressed concern about the condition of development in Woodridge and whether what was planned for Indian Cave would look the same. Mr. Wilcox asked not to be judged by Woodridge and told residents to keep their eyes on what happens next in Aspen instead. Kathy Brown asked whether custom homes would be built in the area. Mr. Wilcox said it was still under discussion. He said that his company wanted to balance the environment for everyone’s benefit and said that restrictive covenants would go with the land.
Residents wanted to know what the process was, where residents fit into that process and what was the board’s plan to ensure that the development of the area was done in a way that fit into the existing neighborhoods. The board said it would put announcements about meetings and any other information into future issues of LakeTalk. Kelly Schulz asked who had final control and approvals over what happens with that development. Director Sheehan said that the board could not stop Land Stewards from using the land and had control only to an extent. He explained that the board had developed a reforestation plan with Land Stewards in the past.
A resident asked about the size of the houses planned for the area. Mr. Wilcox said 3500 square feet. A resident asked when plans for the area would be final. Mr. Wilcox said that the presentation was a fact-finding mission and that input would be reflected in the final plans that would be ready within the next couple of months. Kathy Brown, Aspen Village Committee chairperson, said that her village went through the same kind of situation with Land Stewards and that her village formed a committee to work with the board and the developer. She said that though no one involved got exactly what he or she wanted it was a workable solution and that Land Stewards was responsive to the committee. Residents expressed concern about building on the rock in that area and that it would create houses with 30 feet to 40 feet of height. They also expressed concern about building large houses on small lots. Mr. Wilcox said that was what today’s market wanted. Residents asked whether Land Stewards would employ an environmental study for the area before developing it. He said his company would try hard to be sensitive to the land. Residents asked him to consider the context of where the development was to take place and to consider smaller houses for the area. Kathy Brown suggested that the Balmoral village form a committee and keep in touch with Mr. Wilcox.
League of Women Voters Fee Increase for LLA Election Work— CRM Gurley explained that the league, which serves as election day judges and handles the proxies, was increasing its fee this year from $750 to $1,000. The fee had not been raised in approximately five years or more, she noted. After some discussion about the cost and what is included in the fee, resident Carol Thames offered to look for an alternative source for the election assistance.
MOTION: Director DiLoreta made a motion to accept the fee increase. Director Sheehan seconded the motion. VOTE: three directors (DiLoreta, Sheehan, Frazier) voted in favor of the motion, one director (Rogers) voted against the motion.
Check Signing Authority for Assistant General Manager— GM Edwards said that former general manager Hembree had asked for this authority for him when he was hired as assistant general manager. Director Sheehan said that if the board had authorized the assistant general manager to sign checks that it would have been done in such a way that it was done as a general policy and would continue to be applicable. GM Edwards was instructed to research to see if in fact the board had taken such action.
Request for Reserve Account Expenditures— GM Edwards explained that funding for two projects needed to be approved. He said the playground at Edgewood Road was dilapidated and really could not be used and that the repairs being proposed would bring the area back to standard. He explained that the project would cost $14,800 and would come out of the common area reserve funds. LLA maintenance staff would do some of the work to keep costs down.
MOTION: Director Sheehan made a motion to approve the expenditure of the funds, not to exceed $15,000 for the playground. Director Rogers seconded the motion. VOTE: four directors voted for the motion, none of the directors voted against the motion.
GM Edwards said that the cost of resurfacing the Coldstream tennis courts was approximately $19,800. He said that the funds would come from the reserve funds. Director DiLoreta asked if the work had a warranty, which Mr. Edwards said it did not. The board asked for him to get at least a one-year warranty on the work. The board discussed including the tennis courts at Summerfield and asked the GM to see what he could do to get a package price for doing both Coldstream and Summerfield courts.
MOTION: Director Sheehan made a motion to have the GM explore whether or not both sets of courts could be done at the same time for a cost not to exceed $30,000 with funds from the reserve fund. Director DiLoreta seconded the motion. VOTE: four directors voted in favor of the motion, none of the directors voted against the motion.
Director Rogers noted that Pinehurst village would like a roller hockey court to be installed at the Coldstream tennis facility.
Reminder Re: Pets at Beach— Because the matter had come up at a previous meeting, a reminder was included to the board in the packet that the LLA board had approved a motion on May 5, 1997 to restrict pets from community beaches from 10 a.m. to 7 p.m. from May 15 through September 15.
Resident Diane Shuey said that the association had never enforced this policy. GM Edwards said that it would be enforced this year because a new staffperson was hired whose job includes that responsibility.
Letter to Frederick County Re: Golf Carts on Eaglehead Roads— GM Edwards said that he was to meet with the sheriff’s office on April 1 on the matter and that he wanted to attend this meeting before sending the letter to the county commissioners about the matter of getting a special exception for use of the carts on Eaglehead roads.
• Director Rogers introduced Bob Charles, a Pinehurst resident, who had submitted his name as a candidate for the board.
• Trish Flora asked about the Woodridge CDA and what the status was. Jim DiMeglio, a representative of Land Stewards and the project manager for Woodridge said that a letter would be forthcoming that informed residents that the CDA was dead. GM Edwards also told her that the Woodridge playground plan had been give to John Cunha, village committee chairperson.
• Brian Nuckols, a resident of LAL townhomes/Beach Court asked about the progress of a project that involved a washed out section of the hill behind his home. GM Edwards said that he had recently received a quote on a retaining wall but that because the price was so expensive he was trying to negotiate a better price. Mr. Edwards said that he also did not like the design of the original wall and said he believed that area needed a stepped retaining wall. Mr. Nuckols said that the project had been delayed two years and that if something was not soon done that he would hire a lawyer.
ADJOURNMENT
Director Rogers made a motion to adjourn the meeting.
Director Schestag seconded the motion.
The meeting was adjourned at 10:42 p.m.