Lake Linganore
Association, Inc.
May 23, 2005
The meeting was called to order at 7:02 p.m. at the LLA Coldstream Drive office.
Board members present: James Cates, Jay Decker, Jim DiMeglio, Alan Dinkelacker, Brandon Frazier, Lisa Rogers, Grant Sheehan.
Staff in attendance: GM Edwards, CRM Gurley.
The minutes of the April 18, 2005 regular board meeting were reviewed and approved as written.
The minutes of the May 10 executive session were amended to add Brandon Frazier as attending the meeting. With this amendment the minutes were approved.
APPROVAL
OF MAY 14, 2005 MINUTES OF THE ANNUAL MEMBER MEETING
The following amendment was made: Under Resident Forum, page 1 of 2, the last sentence of that paragraph should say: Director Dinkelacker directed Mr. Dusold to contact the League of Women Voters regarding the matter. The minutes were approved with the above amendment. Director Rogers abstained from the vote.
Mr. DiMeglio said that he would discuss the Woodridge tree replanting issue when that village committee report came up later in the meeting. He noted that work of clearing trees for the road had begun in Aspen and that work on utilities would start within the next 60 days at the dam site and would continue until the end of the year. Mr. DiMeglio said that the townhouse project in Audubon was 60 days from its groundbreaking. The Indian Cave project was on hold at this time and Land Stewards was to meet with residents in June. He also noted that the demolition of Eaglehead Barn was to start within the next 30 days in preparation of the high school site. He also noted that the Eaglehead Drive Bridge project was still under review at county level. The bridge project was 90 percent complete in terms of approvals. At the annual meeting the question was asked as to whether Land Stewards would post it plans on the LLA web site so that residents could review them. Mr. DiMeglio said that he discussed this with the engineers and that there was a concern about posting the plans because technically they are unapproved plans and could undergo changes several times. Resident Brian Jacobs said that posting the plans on the web site would be good because at this time residents can only come in during business hours to view any of the plans, which was inconvenient for most people who work. The directors agreed to table at this time the matter of posting the plans on the web site.
•Security – no report at this time.
•Environmental Control Committee— GM Edwards reporting for AGM Seligson said that the committee is busy dealing with a groundswell of new homes and the customary spring projects of homeowners.
•Finance Committee— LLA treasurer Frazier said there was nothing new to report beyond what was reported at the annual meeting.
•Trailblazers Committee— Co-chair Katrinka Westendorf reported that the committee had discussed with the GM the FY’06 budget allocation. Originally the committee had planned to spend the bulk of the funds on the lake trail but because of special problems with the planned section, alternative projects were discussed. One of the projects discussed was in the area of the bridge at Indian Cave where much of the trail section is in swampy land. Some of the other areas of work considered are: the lake trail in the area of North Shore where it is very rutted; drains at the Aspen canoe racks. If any money remains, the committee plans to continue work on the Coldstream area lake trail. Ms. Westendorf also said that a list of places to put trail signposts had been given to the GM.
Director Rogers said that she had several inquiries from teens about the trail signage project but that she understood there to be concerns regarding liability unless the individual was a member of a committee. After some discussion, director Sheehan said that the LLA would be better off having a volunteer be a member of a sanctioned committee. Discussion then focused on whether the individual should become a member of a committee or if the LLA should create a new committee to accommodate special projects.
MOTION: Director Rogers made a motion to create a Special Projects Committee with the intention of providing a vehicle for youths and local high school seniors to do projects that would benefit the association and community. Director Frazier seconded the motion. VOTE: all directors voted in favor of the motion.
•Social Committee – CRM Gurley reported that the committee was preparing for the June 11 “That 70s Pool Party” and was still in need of volunteers.
•Aspen Village— Committee chairperson Kathy Brown said that she was pleased to see the silt fencing in place during the work in Aspen. She also asked to the see the phase 3 and 4 plans before they go for approvals. She was told that copies of those plans are available at the office.
•Aspen North Village— Director Sheehan reported that the Aspen CDA Committee met that morning with Harris Smariga & Associates as part of its effort to get a petition letter out within the next four to six weeks. He said the letter would quote the cost figures on the high side.
•Woodridge Village— Village committee chairperson John Cunha said that the committee was excited about the propose park on the parcel C and was getting ready to submit an application to the county’s parks and recreation department for a grant to build the playground. Mr. Cunha reviewed the proposed master plan for the eight-acre parcel. Director Rogers said that she had talked to Linganore/Urbana Youth Athletic Association (LUYAA) regarding funds for a soccer field on the parcel. GM Edwards noted that if a soccer field was included a sediment control plan needed to be developed. He said that top soil could come from the work being done in Aspen.
Mr. Cunha asked the LLA board to get a bid on the proposed trails for the village because he did not believe that the lot sale contribution for amenities in the village would be enough for the development of the parcel C and the village trail system. He said past meeting minutes indicated that half of the funds collected where to be used in Woodridge and that the remaining amount could be used in that village or elsewhere. Mr. Cunha wanted to know whether the board had decided on any plans for the remaining funds. He said the size of the field could be increased to accommodate the needs of the whole PUD. Director Frazier noted that the field was not included in the budget. Director Rogers asked that staff assess the amount of the field project and discuss it with LUYAA, and she directed staff to get a cost for the field and related parking area. Director Frazier asked about the cost of the playground and the cost of the site plan and noted that the finance committee is developing new process to get true cost of projects. He asked for the GM to get a set of costs related to project in order to get a true cost of the Woodridge parcel C project.
Mr. Cunha said that there were concerns within the village about the way in which Land Stewards was implementing tree reforestation of the village. He said that Land Stewards was not installing the correct caliper of trees on the new homes lots. Project manager and LLA board member DiMeglio said that Land Stewards was interpreting the tree memorandum of understanding (MoU) differently and that it understood the mission to be a total of 15-inch caliper per lot. He said the company had created a planting schedule for each lot and that some residents had come back asking for a mix of trees, some smaller than originally indicated on the lot plan, and that in other areas the company was taking credit for existing trees on lots. He said that if this was not the intention of the MoU then the matter needed to be revisited. He also added that some residents had indicated that they did not want all the trees planned for their lot.
Resident Trish Flora said that a record of what was not being planted needed to be kept and possibly used in other parts of the village or community where it is appropriate. She suggested a tree bank be created to achieve this. Mr. DiMeglio said that every lot owner is given a tree plan in advance and that he has accommodated every request of homeowners in the village and that he would contact the contractor to stop all tree work at this time. Director Rogers expressed concern that the reforestation plan was being jeopardized, that by planting smaller caliper trees the developer was creating a desire among the new homeowners to not plant trees on their lots. Director Frazier said that homeowners needed to be dissuaded from removing or declining trees on their lots. He asked that Land Stewards make it clear with homeowners in Aspen that these trees could not be removed or declined or that the company take some extra step to protect the reforestation effort. Director Dinkelacker suggested a letter be sent to the new homebuyer that if they did not want the trees or wanted them removed that the LLA be notified and that the trees be reallocated to other areas. Director Rogers asked who would handle the removal and expressed concern that if it was to be the LLA that it could be an expensive venture. Director Dinkelacker said he believed that only a few incidents would occur.
Kathy Brown said that she had looked over the tree list being used by Land Stewards and felt that the trees represented showed that the developer was not doing the tree reforestation project in the spirit of the MoU. She said that larger story trees needed to be in the plan. Resident John Snow said that with large houses on small lots, large trees planted on those lots would most likely have to be cut down and he recommended that close attention be paid to the species of trees planted on the lots. Mrs. Brown said that even with that consideration, looking at the Land Stewards tree list, the developer still had more work to be done on the plan.
Mr. Cunha also asked about collapsing swales on Woodland Court. Mr. DiMeglio said that work had just started on those. Mr. DiMeglio also noted that some debate was still taking place regarding repaving at the circle/Woodland/Woodrise area. He also answered questions about runoff into existing homes and driveways from nearby Land Stewards construction by saying that the company would take care of remedying those problems. GM Edwards also said that mowing in the village would be done by the LLA and reimbursed by Land Stewards.
Regarding the parcel C, Mr. Cunha asked why all of the debris on the parcel had not been removed or cleaned up. Mr. DiMeglio said that he had walked the site with former GM Hembree after the demolition phase and had been told the site cleanup was acceptable. Director Dinkelacker said he would look at the site.
Mr. Cunha asked whether the Woodridge weir wall could be painted. Mr. DiMeglio said that a plan had already been developed and a contractor hired but that he would bring the plan back to the board in an effort to ensure that village likes it. Trish Flora said that her concern with the current plan was that it did not address the appearance of the back of the wall, which she noted was rusted and unappealing. Director Frazier asked that the weir wall matter be put on the next meeting agenda for further discussion and that comments from Woodridge residents be forwarded to the directors prior to that meeting.
Covenant Booklet Editorial Changes— CRM Gurley explained that the document, which had been reviewed and edited by LLA legal counsel, had been before the board previously and tabled. She explained that the updated document clarified what it was (a blend of the three recorded covenant documents), and corrected typographical errors that had existed in the old compilation document. Director Sheehan asked about whether the statement of the assessment rate at 75-cents per $100 was correct in the document. CRM Gurley explained that that figure is the recorded figure and that the assessment rate is lowered from that figure every two to three years by the board in order to keep the cost figure within a range relative to what members have been paying. This action, she noted, is taken by the board in order to make realistic adjustments due to the change in the state’s tax rate calculations a few years ago. The motion by director Frazier to approve the document as modified was tabled. Staff was directed to bring the matter before the board at the next meeting.
Proposal for Playground Replacement at North Steamboat Way— GM Edwards said that residents had notified the association about the deteriorating condition of the playground. He said though it was not noted in the budget talks this year, he was suggesting that it be replaced. After some discussion as to cost, director Frazier said that staff needed to account for the total cost of the project, including the cost to remove the existing equipment. He said this was a part of the finance committee effort to get a more realistic picture of actual cost of projects and as a way to avoid mistakes that have been made in the past on such projects. Director Rogers noted that staff recommended the project as a priority.
MOTION: Director Rogers made a motion to approve the project at a cost not to exceed $12,500 ($10,000 for equipment/$2500 for salary & burden) from the Summerfield townhouse reserves. If the amount exceeds this, the project is to come back before the board. Director Frazier seconded the motion. VOTE: all of the directors voted in favor of the motion.
Questar Request for Sewer Easement on Pinehurst Lot 219— GM Edwards noted that this was a standard easement agreement used by the LLA.
MOTION: Director Decker made a motion to approve the easement. Director DiMeglio seconded the motion. VOTE: all of the directors voted in favor of the motion.
Update on Membership Evaluation— Director Sheehan said that the board had reviewed the 2004-05 members data information and agreed as a starting point to require that all vehicle information be submitted or else vehicle ID permits would not be issued. He said that as a result some good effect resulted but that 250 members had not responded to the requirement. He said staff had provided him a print out of information on members who have five or more vehicles and that he would correlate with that list to come up with a statistical value. He asked that the information be given to DFC Davies to check the ownership of the vehicles and to report back to the board to determine is something is needed to address the matter. Resident Fred Pfistner asked what would happen if the member did not own the vehicle that is listed on their database information. Director Sheehan said the association would have to address the matter but most likely would address only the most egregious instances. He added that the matter was being approached in a slow and deliberate manner.
Monthly Emails for Security Reports— this matter was tabled at this time.
Corporate Candidate Bylaw Change— no action was taken on this matter at this time.
Pinehurst Splash Playground— Director Rogers reported that the meeting went well.
• Resident Larry Dusold said that the LLA Covenants required the board to establish a separate road maintenance fund but that the recent budget showed that the money for this maintenance and for the non-CDA roads are being co-mingled. Director Dinkelacker asked Mr. Dusold if he wanted two separate accounts. Mr. Dusold said that was what was required. Director Sheehan said that from March 2002-04 money from the CDA account was spent to keep roads usable. Director Decker said that was true but that the LLA was not putting the money aside for other non-CDA roads. Mr. Dusold said the association needs a plan to address the matter and that good intentions were not enough. Director Frazier noted there was a difference between maintenance funds and asset replacement. Director Dinkelacker said that unfortunately the LLA was still “Band-Aiding” roads in the community. Director Frazier said that he suggested an increase in assessment that should still be on the table for discussion. Resident Kathy Brown said the roads are undermined by construction vehicles and that the LLA did not get any recompense from builders/contractors/etc. for this damage. Resident John Snow said a fee should be levied on builders for this purpose. The board directed staff to outline what bonds/charges/procedures were already in place to address this matter with the builders. Director Frazier wanted staff to determine what the figures were related to these and work out a plan.
Director Dinkelacker said that the roads in Audubon, North Shore and Eaglehead Drive could be turned over to the county and that it would save the association money.
• Resident Larry Dusold said that the covenants require that any property owned by multiple owners needed to have on record letters on file of the owners. He asked if those letters were on file as related to Land Stewards. GM Edwards said that office manager Daisy Osterhout was out on vacation and would address the matter when she returned.
ADJOURNMENT
Director Rogers made a motion to adjourn the meeting.
Director Decker seconded the motion.
The meeting was adjourned at 9:32 p.m.