Meeting Minutes
The meeting was held at the Exeter Clubhouse on
Board members in attendance: Dawn
Atkins, Kelly Bartmess, David Kirsten, Misha Ptak, Marilyn Torres, Sandy
Vojack, Michael White, and Jennifer Whyte.
Board
member absent with notice: Calvin Neal
Others in attendance: Gene Campbell, PMP Community Manager
Kristi
Cluff, Recording Secretary
Carolyn
Anderson, Architectural Review Board
Bill
Whyte, Landscaping Committee
See
Official Sign-In Sheet for Residents in Attendance
The meeting was called to order at
- On a motion by Atkins, seconded by Vojack, the Board unanimously agreed to approve the agenda as revised.
General
Community Issues/Resident Forum
-
Mark Moszak of the Office of County
Administrators announced the County’s second annual stream buffer planting
program event. The event will take place on
- During
the resident forum items discussed without resolution included; the maintenance
and architectural violations at 714 Southview, dead trees behind 823 Catoctin,
and
-
Bill Whyte of the Landscaping committee reported
their first meeting of 2004 was held this month and the committee discussed the
plan for the year. New committee member Michael Weiss agreed to create a short
and long term plan for the maintenance of the common areas; a working version
will be presented at the next BOD meeting. The committee also proposed an
“adopt a spot” program to get more community involvement. This would be an ad
campaign developed through the newsletter and website. The Committee will be
working on finishing work at the front entrance and paint will be purchased to
repaint the
-
Carolyn Anderson of the Architectural Review
Board reported there are currently 6 members of the committee and they are
still looking for more volunteers. The issue of 714 Southview was differed to
the Board because the ARB could not reach a conclusion with regards to the
shed. The ARB will make a recommendation to revise the guidelines to make it
clear to homeowners that when a property is resold it must be brought up to
date with the current guidelines.
-
Jennifer Whyte of the Community Events Committee
reported April will be a busy month with the community Yard Sale and Meet the
Candidate Forum; the Dog Show is scheduled in May. Marilyn Torres has agreed to
organize a family pool party for the summer; the adult pool party will be held
as well.
-
On behalf of the Newsletter Committee, Misha Ptak
reported the newsletter went out on time, but the printer messed up again. It
was found that several newsletters were double printed so the inside pages were
unreadable. The committee is thinking about switching printers.
-
Sandy Vojack of the Nominating Committee reported
two more homeowners have joined the committee, Kevin Donohoe of 711 Chimney and
James Ziegler of 835 Catoctin. There are three openings on the Board this year.
-
The PMP financial software is operational and
January/February financials were presented at the meeting. Due to this late
submission, there was no financial report.
-
On a motion by Kirsten, seconded by White, the Board
unanimously approved, 7-0-0, with Whyte temporarily absent, the
Recording the hearing results of
an executive session on
-
Case No. 03-04-7667: On a motion by Neal, seconded
by Kirsten, the Board unanimously ruled the second story window trim must be
painted no later than
-
Case No. 03-04-7374: On a motion by Kirsten,
seconded by Whyte, the Board unanimously ruled the second story window must be
repaired within thirty (30) days or a fine of ten dollars ($10) per day shall
be imposed until corrected.
-
Case No. 03-04-7610: On a motion by Kirsten,
seconded by Vojack, the Board unanimously ruled, pending verification by PMP,
that the issue was closed that the front door trim has been repaired/painted.
If not completed, the homeowner would be given until
-
Case No. 03-04-7633: On a motion by Whyte, seconded
by Vojack, the Board unanimously ruled, based on homeowner input, the second
story window should be repaired by May 1, 2004; failure to do so will result in
a thirty (30) day extension to complete the work or a fine of ten dollars ($10)
per day shall be imposed until corrected.
-
Case No. 03-04-7223: On a motion by Kirsten,
seconded by Whyte, the Board unanimously ruled the front steps must be cleaned
(rust stains removed) by
-
Case No. 03-04-7563: On a motion by Whyte, seconded
by Vojack, the Board unanimously ruled the trailer must be removed no later
than
-
Case No. 03-04-7556: On a motion by Neal, seconded
by Vojack, the Board unanimously ruled the front steps must be painted no later
than
-
Case No. 03-04-7495: On a motion by Kirsten,
seconded by Whyte, the Board ruled 4-1-0, with Ptak opposed, the shed roof must
be brought into compliance or the shed removed within thirty (30) days or a
fine of ten dollars ($10) per day shall be imposed until corrected.
- The Board agreed to make the re-keying of
the clubhouse a budgetary issue and differ it to the treasurer.
-
On a motion by Kirsten, seconded by Ptak, the Board
unanimously agreed to suspend the two bid minimum for the selection of the Spring
2004 pool repair proposal.
-
On a motion by Whyte, seconded by Vojack, the Board agreed,
-
On a motion by Ptak, seconded by Kirsten, the Board agreed,
7-0-1, with Bartmess abstaining, to spend an additional two thousand five
hundred dollars ($2,500) to include the Fieldstone Apartments portion of the
walking path in order to complete the project.
-
Whyte will purchase a $50 hot water kettle for the
clubhouse on the Community Events Committee Budget.
-
On a motion by Ptak, seconded by White, the Board
agreed, 7-0-1, with Bartmess abstaining, to allow an inter-equity transfer of $24,456.73
to balance the books.
The Board was in executive session from
-
Case No. 03-04-7587A: On a motion by Kirsten,
seconded by Vojack, the Board agreed to grant an additional 30-day deadline
extension to complete the maintenance violation.
-
Case No. 03-04-7587B: On a motion by Ptak, seconded
by Kirsten, the Board agreed,
The Meeting adjourned at
|
Month-Year-Number |
Assigned
To |
Due Date |
Action
to be Taken |
Status |
Priority |
|
|
PMP |
Apr 04 |
Investigate beading the basement doors to prevent
skateboarders from using it as a ramp |
Open |
Low |
|
|
Ptak & Atkins |
Apr 04 |
Finance Committee to propose to the BoD an approach to
take with regards to our investment/reserve fund |
Open |
High |
|
|
PMP |
Apr 04 |
Work with Dominion
Paving to see if clubhouse walkway drainage can be addressed during repaving |
Pending Proposal |
High |
|
|
PMP |
Apr 04 |
Follow up with
Blake about the burm between Fieldstone and Longfellow – Stuff is dead, see
if and when it will be replaced |
Open |
High |
|
|
PMP |
Apr 04 |
PMP to get quotes
for either re-grading or installing a French drain behind Coltsridge to help
alleviate the drainage problem |
Open |
High |
|
|
PMP |
Apr 04 |
Send letters to
members with storm-damaged units on April 1st |
Open |
High |
|
|
Neal |
Apr 04 |
Contact Sullivan
re: school crosswalk off Bellview |
Open |
Medium |
|
|
PMP |
Apr 04 |
Revise resolutions
as per Board direction and resubmit for approval |
Open |
Medium |
|
|
Landscape
Committee |
Apr 04 |
Make
recommendations for tree replacements after property inspection |
Open |
Medium |
|
|
PMP |
Apr 04 |
Determine if Mason
& Mason can recommend a comprehensive street lighting plan for the future |
Open |
Medium |
|
|
PMP |
Apr 04 |
Have the pool deck
power-washed prior to opening |
Open |
High |
|
|
PMP |
Apr 04 |
Check with Town about
installing a speed limit sign on Ambrosia |
Open |
Medium |
|
|
PMP |
Apr 04 |
Request a crime
prevention speaker from the Town to make a presentation at the Annual Meeting |
Open |
High |
|
|
Whyte |
Apr 04 |
Purchase a hot
water kettle for the clubhouse with Events Committee funds |
Open |
Low |
|
MONITOR |
|
|
DESCRIPTION |
STATE |
|
|
|
PMP |
Apr 04 |
PMP to pursue
insurance claim $500. Deductible against the insurance company of the
individual responsible for driving into the lower tennis court |
Open |
High |