SWAN POINT AT LAKE ELKHORN CONDOMINIUM MEETING
APRIL 10, 2007
Present: Randy Lappert, President; Barbara Boyd, Vice President; Kathy Bestany, Secretary; Ferd Lazarus, Treasurer; Gracie Bradford, Tom Lee and Tom Alizio, Board Members; Dave Bittner, Webmaster, Michael Klein, WP& M Management Company; Mary Sklarevsky, resident.
Meeting was called to order at 7 PM.
Minutes of March 13 were approved unanimously by email on March 19.
Management Report
Snow removal bills have exceeded the $16,000 allotted for snow removal. The Board and the Management Company reviewed the bills submitted by Chapel Valley and noted inaccuracies. Mike Klein will meet with the head of snow removal for Chapel Valley next Tuesday to resolve the billing issues. Thus far, only a portion of the bills have been paid. A special assessment may be necessary to repay the reserve funds and we may not be able to complete all projects this fiscal year.
Board reviewed the latest balance sheet from WP & M and has requested the company to provide a detailed analysis of where expenditures exceeded the allotted budget. WP & M's comptroller will email these details by next Tuesday.
RAR has submitted a proposal for the tree maintenance plan, with a breakdown of pricing per tree and its location. Board recommended setting aside $5,000 from the remaining tree budget for emergencies, approving the tree work on the rear of Harbor Lane (estimate 5014) for $3270 and using the remaining $1730 to continue tree maintenance plan beginning with 7401 (the small lower court) and continuing through this court. The Harbor Lane and lower court projects should be combined, as RAR requires a minimum of a $5,000 expenditure each time it works on the property. Board asked that Ann Wing, Grounds Committee Chair, review the RAR contract and initial which trees are to be serviced (up to $1730) and forward the contract to the board president.
Management Company has red lined the plat map for Howard County. The Exterior Alteration Application for the Harbor Lane retaining wall project has been received and submitted to Owen Brown for their review on April 26. Work is expected to begin the first week of May, weather permitting. A color sample of the block to be used is on display at the corner of Harbor Lane and Swan Point Way.
The Association's lawyer sent a letter to the owner of 7383 Swan Point Way in response to a letter from her dated March 22, 2007. The letter reviewed the results of a violation hearing conducted on November 14, 2006. As a result of the hearing, the Board of Directors gave the owner 30 days from the date of the letter to immediately repair all structural damage to the unit with a licensed contractor and required that she immediately perform comprehensive cleaning of the unit using a bio cleaning company to complete the work. Failure to comply with the Board's decision would result in the imposition of a fine of $25 per day for each day the violation continues. A copy of the fines and correspondence from the managing agent were also enclosed. Failure to pay the fines will result in legal action against her. Failure of the owner to pay the fines and complete what was required by the Board will result in the case going to collection and then litigation. At the May 18 sentence hearing, a victim impact statement representing the Swan Point community, will be given to the judge, along with neighbors' victim impact statements.
A motion was made by Gracie Bradford and seconded by Tom Alizio to applaud the email response of Board Secretary Kathy Bestany about a resident's suggestion of an outdoor smoking ban in the community. Motion was approved unanimously.
The Management Company introduced an Action Report that tracks the status of actions requested by the Board.
Board asked that a letter be sent to all residents reminding them of the Howard County laws about recycling and trash. Recycling and trash cannot be placed outside before 6 p.m.the night before. Swan Point's recycling day is Monday and trash pickup is Wednesday. Residents are asked to remove their trash barrels by 6 PM of the day of the service and to store their containers in the rear of their property, not in front of the unit.
Board directed the management company to secure rental licenses from Howard County for all Harbor Lane and Swan Point Way addresses.
Board reminded the management company that it needs to create a list of Emergency Procedures for residents to follow.
Mike Klein will check with the association's lawyer on the status of the by-law review and report to the Board.
A motion was made by Barbara Boyd and seconded by Tom Alizio to have the reserve study completed by August of this fiscal year, but not to exceed $3,000. The motion was approved unanimously. Bill Becht, one of two who submitted a proposal to do the study, will be invited to the May board meeting. Board urged that the replacement of large and small retaining walls be included in the study. The study will be performed in FY07, but paid for in FY 08 as it was not budgeted for this fiscal year.
President's Report
A meeting will be held on April 19 at Owen Brown Community Center at 7 PM
about Owen Brown issues. Email the Board President if you wish to attend.
President attended an Owen Brown Neighborhood Watch meeting where crime statistics for Owen Brown were presented. Report detailed significant criminal activity of all types except murder. Board recommended that we should align ourselves with other community associations to be pro active about crime issues.
The Board is seeking a volunteer to chair the September Residents' Cookout. Previous chair will assist.
Board member Gracie Bradford did a detailed study of the parking at Swan Point. One of her suggestions was the use of stickers isssued yearly to residents. Board studied the issue several years ago and concluded that it is a problem only in several areas and only occurs every several years as residents move out and in. The use of stickers was rejected because of the concern as to who manages the project.
Management representative is awaiting notification from Howard County about the use of a dumpster on the property for residents' spring cleaning. Residents will be notified about the date and placement of the dumpster.
SPRAC Report
All issues for 7299 Swan Point Way remain open. Applications were received and processed through Owen Brown. An amendment to the applications requires a review of the completed projects by the end of this summer.
Resident's Speak Out
A resident asked where the Grounds Committee meetings were held. The Grounds Committee is a subcommittee that meets monthly in a member's home and reports to the board; it is not a public meeting. Residents may join the Grounds Committee. Board member Gracie Bradford wished to be exempt from the decision that the grounds meetings are not public.
Meeting was adjourned at 9 p.m.
Respectfully submitted,
Kathy Bestany
Secretary