IHCA BOARD OF DIRECTORS
October 2, 2008

Attendees:

1. The treasurer reported that the annual audit report covering 1 July 2007 through 30 June 2008 was mailed to the county the week of 22 September making the deadline of 30 September. We had not heard back from the county asking for clarifications so it is assumed, at this time, that the report was accepted as correct by the Anne Arundel County accounting department.
2. The president presented copies of the entrance landscaping to all who attended.  The board voted to move forward on this plan in August.  Community members asked why the board had chosen to do the entrance landscaping when the line item in the budget was for Clubhouse Landscaping.  It was explained that the amount needed for the clubhouse design was more than the amount allotted but was more fitting with the estimates received for the entrance. The board decided it would be a good idea to improve the entrance so the clubhouse landscaping became the entrance landscaping.
   1. There were many questions on the type of plants, the height of these plants and seasonal color.
   2. Comments were made that the plants wouldn’t last because of the salt from Rt 2 in the winter.
3. Community members asked if the board had considered the need for construction on the entrance walls for the signage and if we should have waited on the landscaping.  It was explained that we had considered this but had taken into account 2 factors.  The first factor was that the walls were so low any signage on them would be blocked by almost all plants so they were not very useful walls for entrance signs.  The other factor was that a professional stone worker, who had repaired one of the walls several years earlier after a car accident, had been asked for a rough idea what it would cost to put signs on those walls and that professional had explained that it was not a good idea.  The reason was that the walls were built to angle with the slope of the land which made them uneven with the horizon.  This means that any writing on those walls would either be level with the horizon or level even with the top of the wall but could not be both.  This professional pointed out that it would not look good.  The board heard this and decided to go forward with the landscaping then with the assumption that the signage solution was a long term project that would require additional research and input.  Most likely any solution would be done above the existing walls or in the middle island.
4. There was a question concerning who is responsible for the overgrowth along the portion of Comanche Rd leading up to Glen Eden.  The response was that the county was responsible for that area.  One may call the county to tell them it is overgrown and needs to be cut back.
5. The president went through the agenda of other items up for discussion this year
1. Playground timbers – basketball players find them to be too close to their nets risking injury.  They would like to use their own labor to move the timbers back a few feet. Board has discussed this before and feels it is fine for them to do that.
2. Basketball court and parking area sealant – gathering estimates at this time
3. Playground mulch – all agree it is needed – it is expensive
4. Tennis court nets and screening.  These items were voted to be replaced by the previous year’s board but they were not purchased before the end of the fiscal year leaving the question back to this board.  It was explained that the screening helps the players visually and is needed.  The screen and net are around $800. We were not able to vote on this tonight.
5. Request for volunteers.
1. Halloween Party – one person volunteered
2. Asphalt curb organizer – no one volunteered
6. Community members had more questions on the contracted landscaping and sign issue.  It was asked if the landscaping could be delayed.  Board explained that this could not be done because the landscaping company has already purchased the plants per our contract.
7. A request was made for the board, in the future, to submit all plans to the entire neighborhood for approval before moving forward on the plans.
1. Discussion ensued as to the feasibility of these and the requirements per the by-laws
2. Agreed that some issues should be presented to the community just as this board had done with the entrance signs by putting out an opinion poll in the newsletter prior to making any sign plans
8. A request was made for better communication to the community. Suggested that a set meeting schedule (detailing open and closed meeting) would make it easier for folks to attend.
1. Questions as the best way to communicate this to the neighborhood
2. Currently dates or reports are placed on the web page, disbursed to all neighbors via flyers and sent in an email blast.  Community members said this was not enough.
9. Discussions on the way county tax funds must be used in the fiscal year in which they are collected per county law.  The only monies that can be carried over from year to year are those listed as “long term carry over” on the budget presented to the county.  Explained that what the county gets is our planned carry over plus that from previous years.  Community members requested to know that full amount (basically what has been saved so far).  Agreed to add this with the next budget.
10. A suggestion was made that every year we should require that one board position be filled by a Glen Eden resident.  Comments that no Glen Eden residents ran for this year’s board. Comments that Glen Eden residents are ¼ of our community and they use the facilities as equally as Indian Hills residents. 
11. There was a comment that community members should be allowed to have a say in the budget and expenses. The budget is presented to the community for review and approval prior to being submitted to the county.
12. Community members asked what expenses were covered by the Clubhouse line.  Treasurer explained that covered furnace and ac maintenance; fire & alarm system; maid crew; repairs; upgrades.   There was a long discussion on the cost of the maids and whether it would be better to just have renters pay for the maids.  The maid fee is $74.20 every 6 weeks although they come less often than that in the summer because the lifeguards are responsible for the bathrooms in the summer.  Discussions ensued who would pay for the maids after community meetings or parties.  Clubhouse manager agreed to look into the cleaning crew schedule and possible changes to it.  With our current cleaning schedule the cost is just over $500 a year.
13. Comments about spending lots of money and that we shouldn’t pay for labor but should do it ourselves.  We do attempt to recruit volunteers and there are many in the community.  But recruiting volunteers is also a challenge.  The board will work on additional methods for securing volunteers.
14. President agreed to get a calendar on the web page with meeting dates
15. Community members asked if they could gather estimates for sign construction.  President said yes but this effort is premature and clarified that at this time we are only gathering opinions on what the community wants. Once we have an agreed upon signage strategy, the board will create a formal RFP (Request for Proposal) template that can be used to obtain bids in a standardized format.  We need to be certain to take into consideration not only the design execution but the safety, maintenance and visibility.  An email blast will go out reminding neighbors to give us their opinions as very few were received.
1. President clarified that the signs are a long way off and could easily be another fiscal year depending on the cost.
2. Stated that the board plan was to gather the opinions; come up with a game plan; set up a team to gather designs and estimates and make recommendations to the board; present the plans and costs to the community; move forward with the best plan or layout a schedule of savings to cover the cost in a future fiscal year

I’m sure I have missed lots in here but I think I captured a lot of the sentiments and the gist of what was said.