IHCA BOARD OF DIRECTORS

November 27, 2006

SUMMARY

A meeting of the Indian Hills/Glen Eden Homeowner’s Association Board of Directors was held November 27, 2006 at the Community Center.  At least five directors were present when the meeting was called to order, in accordance with Article VIII, B of the by-laws.

ATTENDEES

            President, Kate de Madeiros, 1603 Comanche, 410 349-8496

            Vice President, Sophia Phillips, 1656 Comanche, 410 757 5906

            Secretary, Bill Anselm, 7 Chautaugua, 410 757 1689

            Treasurer, Jim Kantowski, 1638 Bald Eagle, 410 757 6094

            Member at Large, Kathy Wicker, 1600 Chickasaw, 410 349 9332

            Member at Large, Gray Barton, 13 Chautaugua, 410 626 7071

            Member at Large, Melissa Bowen, 26 Chautaugua, 410 757 9247

            Kurt Riegel, 115 Blackfoot, 410-507-2999

DISCUSSIONS

Pool Committee

Gray Barton has been discussing pool management with Sandy Avery.  The Board thinks the pool committee (Sandy, Kevin, Larry Major) are doing a tremendous job.  A summary report of her recommendations is due today.  Larry Major has discussed having the community assume direct management of the pool, obviating the need for a management agent.  Several concerns were raised by the board, including:

·        The current contract renewal date is January 1, leaving little time to decide

·        The community’s role and responsibilities are not defined

·        Day-to-day management continuity when relying on volunteer homeowners

·        Certifications for safety, liability, workman’s compensation, etc.

Without a documented recommendation by the pool committee including the experiences of similar communities to get a solid understanding of the pros and cons, the Board cannot act on the recommendation.

There was discontent expressed on the quality last summer of the current management company, DRD, in terms of timely attendance and sloppy maintenance.  Complaints had been made orally to the local staff, but not documented and brought formally to DRD management.  Gray will serve as the focus in the future to ensure that doesn’t happen next year.  Gray will contact DRD about the loose pool cover corner, and DRD will be advised to mail all future bills to the IHCA post office box.

It was not known if a competing bid from Anchor management company had been requested.

The pool pump has not been fixed yet; and Steve Riley wasn’t at the meeting to update the Board.  The Board needs to maintain cash reserves each year to cover the April and June pool management payments.  Budget should also be maintained for fence maintenance and perhaps enhancing the security.  It’s not known who arranges for County inspections prior to pool opening.

Community Center Lighting & Security

The lighting takes 10 minutes to warm-up, so motion sensor activation won’t work.

Many cars were vandalized on Chautaugua, Comanche, Chickasaw on a Sunday night, mostly just petty theft.  Some change was taken, CDs, CD player but not the charger, no keys.

Community Center Use

The need for rules to use the community center need to be formalized to ensure residents get fair use and community standards are maintained.  Several other community’s rules were discussed.  Melissa suggested non-profit organizations M – Th and Su at $10/hr.  Fr, Sa, Su for social use $50 for 5 hours.  Social use can bump non-profit use with at least two week notice.

Community center use does not include pool access.

Kurt suggested a fee scale where the lowest would apply to homeowners, a medium fee to non-profit community service organizations (PTA, scouts, religious, etc.), and the highest fee for homeowner-sponsored commercial meetings (Avon, Amway, Longaberger, etc.)  A community resident must make the reservation and be responsible for damages.

The Secretary will draft a usage agreement based on the discussions for the Board to review, including defining liability insurance, damages, cleaning, and any licensing.

Playground

Sophia  received estimates on mulching the playground:

                        6” recycled tires            $11,000

                        Excavate 3”                  $ 3,000

                        Edging + spread           $ 2,500

                        Total                            $16,000

This is one heck of a lot of money vs about $800 for bark mulch last time.

Broadneck Federation

The Board agreed to sponsor IHCA/Glen Eden’s annual membership in the Broadneck Federation for $75.  Tony Rufolo and Stan Johnson represent our community at the federation meetings.  They will be asked to present summaries to the Board after they attend a meeting.

Website

The Board would like to know who hosts the IHCA website and how much it costs.

Budget

A draft of next year’s budget was circulated for discussion.  Jim will check on predicted BGE rate increases.  Actuals to mid-year ’06 were reported.

Kurt requested that the budget be fleshed out to include tax and non-tax revenue (swim team concessions, community center rental, pool memberships), all expenses including non-tax outlays (the pool budget), and all assets and liabilities, in order to put the whole community financial standing in perspective.

Additional expenses to consider for next year include:

·        Refurbishing the baby pool deck – maybe replace with a pavilion?

·        Resurface the tennis courts

·        Basketball court maintenance

·        Paint the pool fence.

The annual Community Budget Meeting will be January 8, 2007 at 19:30, which requires the proposed budget be released no later than December 19.  This allows enough time to re-schedule the homeowner’s meeting in the event the budget is revised.

The Board will vote on the proposed budget distributed by the President by December 11 via email.

ADJOURN

The meeting adjourned at 21:00.

Respectfully Submitted,

Bill Anselm

Secretary