Woodland Hills Home Owners Association's
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Board of Director Meeting, March 26, 2012

The meeting was called to order at 7:00 pm by Leesa Willis. Present were board members Donna Mistretta, Katie Becker and Bryan Welsh. Also present were Peggy Toland (Property Manager) and Pam Sonneville (Architectural Committee Member) and Nick Chomycia (Neighborhood Watch).

The meeting was held in the Media Center at Watkins Mill Elementary School, 19001 Watkins Mill Road, Montgomery Village, MD 20886.

Leesa Willis shared information regarding the Gaithersburg State of the City Address 2012 that is scheduled for Thursday, April 19, 2012 at the Asbury Methodist Village Rosborough Cultural Arts Center. A reservation to attend must be made by April 12, 2012. Hors d'oeuvres will be served from 6:30-7:30 pm followed by the program from 7:30-8:45 pm.

Leesa Willis congratulated Donna Mistretta on the sale of her townhome and wished her luck in upstate New York. Donna submitted her resignation as treasurer of the HOA and chairperson of the Architectural Review Committee effective as of midnight, March 26, 2012.

Leesa Willis provided Peggy Toland a $5.00 tennis court key deposit from Belinda Adams, 1501 Tanyard Hill Road. Belinda received the key from Leesa when she made the deposit.

Homeowner Open Forum:

None

Minutes of February 2012 Board Meeting

Bryan Welsh moved to approve the minutes from the February 2012 meeting, Donna Mistretta seconded, and the motion was passed unanimously.

Treasurer's Report:

Donna Mistretta reported that as of February 29, 2012 there was $91, 484.11 total cash in the operating account and $481,445.31 in total reserve assets.

A Capital One Certificate of Deposit that came due on January 26, 2012 ($21,253.97) was deposited into the Capital One reserve savings account (#6582) instead of the checking account as directed. She reminded the board members that when the United Bank Certificate of Deposit comes due on March 29, 2012 ($112,292.94) the Certificate of Deposit money mistakenly deposited in the Capital One reserve savings account (#6582) will be transferred to the United Bank Certificate of Deposit.

Management Report

Peggy Toland said she called Monica Sanchez who handles the grant monies for Gaithersburg City. Monica shared with Peggy that the Welcome Hill had been inspected and approved and that the invoice had already been sent to the finance department.

Peggy Toland shared the Treemendous Program order form with the board members. Leesa Willis said the HOA will review it in the fall to avoid the need for spring time watering of newly planted trees.

Peggy Toland said that she has asked two companies to provide quotes for the needed retaining wall repairs at the swimming pool. The companies are American Professional Chimney and Brickworks, 4519 Buchanan Street, Hyattsville, MD 20781, and Four Seasons Home Improvement Company, Inc., 15730 Crabbs Branch Way, Rockville, MD 20855.

Four Seasons Home Improvement Company, Inc., 15730 Crabbs Branch Way, Rockville, MD 20855 completed the work at the swimming pool club house, but Bryan Welsh mentioned that the double doors of the main office are inoperable. Peggy Toland said she will review the contract to determine if the double doors were only contracted for painting or also adjustment. She said if the contract was not to adjust the doors then she will request repair quotes from Four Seasons and North Landscaping, 26421 Howard Chapel Drive, Damascus, MD 20872.

Peggy Toland said that the ADA portion of the Swimming Pool Operating Permit application required by the Montgomery County Department of Health and Human Services has been completed. She said the state will not force the HOA into compliance until the pool requires a major shell repair. White coating is not considered a major shell repair.

Peggy Toland asked how the pool passes for the 2012 season will be handled by the HOA. Katie Becker said that she will meet with Nick Chomycia to create a process map.

Nick Chomycia said that the 2012 ARC inspections started at the beginning of March. Half of the community has been inspected at this point.

Leesa Willis said the timeline for ARC inspection notice and pool pass application mailings is:

• Late March/early April the ARC inspections will be completed

• The ARC inspection sheets will be submitted to Peggy Toland

• Peggy Toland will mail the ARC inspection notices to homeowners

• The Annual Meeting notice and pool pass application will be mailed together

Peggy Toland sent letters to the homeowners of 1364 and 1368 Carlsbad Drive regarding trash stored behind the property line fence on common property. Bryan Welsh reported that he spoke with a renter from a different address who admitted to placing the items behind the fence line. He said that he was trying to help clean the common area and is planning to place the items out for bulk pick up on Tuesday, April 3, 2012.

In response to a letter received by the HOA regarding the children playing on Carlsbad Drive, Leesa Willis said she would solicit the Gaithersburg City Police to help with the problem. The police suggested placing messages in a newsletter and on a listserv. They also suggested making a personal plea to the parents. Other homeowners have spoken to the parents at 1318 and 1339 Carlsbad Drive regarding concerns for their children's safety. Police notified Leesa that if all the above suggestions fail, call the non-emergency line to report children in the street. Leesa said that she will create a flyer for the spring mailing and a message to be placed on the listserv. Peggy Toland also mentioned that Officer Dan Lane offered to speak with the parents.

The following are concurrence items via email:

• $3300.00 for retaining wall replacement on common ground along 200 High Timber Court performed by North Landscaping, 26421 Howard Chapel Drive, Damascus, MD 20872.

• $1300.00 for tree removal performed by North Landscaping, 26421 Howard Chapel Drive, Damascus, MD 20872.

• $250.00 for power washing of the pool retaining wall performed by North Landscaping, 26421 Howard Chapel Drive, Damascus, MD 20872.

• $99.95 for Deer Out purchased by Leesa Willis.

Architectural Committee

Donna Mistretta said that she is concerned about 1506 Tanyard Hill Road and feels that the HOA needs to be more proactive dealing with the condition of the exterior of the home. Peggy Toland said she will contact Steve Marquina from Gaithersburg City Neighborhood Services to request an assessment of the property.

Bryan Welsh said that 1414 Wakeforest Drive has a dangerous chimney that looks as if it is going to fall off. Peggy Toland said that she will contact Bank of America to report the concern.

Nick Chomycia reported:

• 325 Wye Mill Court corrected the necessary items from the 2011 ARC inspection report.

• 203 High Timber Court corrected the necessary items from the 2011 ARC inspection report.

• 1346 Carlsbad Drive submitted a Request for Approval of Alteration to Property for a deck and patio modification (deck repair, addition of stairs, patio replacement). The request was approved on 03/16/12 by the ARC.

• 1517 Tanyard Hill Road submitted a Request for Approval of Alteration to Property for a deck modification. The request was returned for additional information by the ARC.

• 215 High Timber Court submitted a Request for Approval of Alteration to Property for removal of a Crabapple tree from the front yard. The ARC requested input from the board.

• 1312 Carlsbad Drive received a letter regarding proper storage of trash can

• 1804 Windjammer Way has been reported to have changed the front door color without submitting a Request for Approval of Alteration to Property form

• 1826 Windjammer Way has been reported to have changed the deck/fence in the rear yard without submitting a Request for Approval of Alteration to Property form

• 1941 Windjammer Way has been reported to have added patio to the rear yard without submitting a Request for Approval of Alteration to Property form

• 222 High Timber Court has been approved to remove the tree in the front yard

  • Bryan Welsh moved to approve the removal of the Crabapple Tree and the planting of a new tree selected by homeowner in the front yard of 215 High Timber Court, Donna Mistretta seconded, and the motion was passed (3-1), with all in favor except Leesa Willis, who was opposed.

• 941 Wild Forest Drive submitted a Request for Approval of Alteration to Property that was returned to Peggy Toland since it is not a property within the Woodland Hills community.

• 1529 Tanyard Hill Road requested a copy of the home's Exterior Paint Color Disclosure Form.

  • Nick Chomycia has attempted several times unsuccessfully to contact the homeowner. He will provide Peggy Toland with the necessary information in case the homeowner calls her.

• 1719 Logmill Lane's listing agent was sent a letter listing the home's noncompliant ARC items.

• He purchased folders and file boxes to assist in the organization of the ARC paperwork.

Bryan Welsh moved to approve payment of $35.47 to Nick Chomycia for folders and file boxes, Donna Mistretta seconded, and the motion was passed unanimously.

Discussion ensued regarding the placement of ornamental trees in the front yards of Woodland Hills' townhomes. Leesa Willis said that Bob Mead of Mead Tree and Turf Care, P.O. Box 249, Lisbon, MD 21765, 301-854-5990, said Dogwood trees are no more susceptible to disease than other trees. He also said that there is no yard in Woodland Hills too small to accommodate an ornamental tree. Leesa also said that Adam Newhart, a Gaithersburg City arborist, agrees with Bob Mead in terms of ornamental trees being an appropriate size for Woodland Hills' front yards. Leesa distributed the ARC guidelines regarding tree removal.

Bryan Welsh moved to approve Nick Chomycia as the acting chairperson of the Architectural Review Committee through the next HOA elections, Katie Becker seconded and the motion was passed unanimously.

Grounds Committee

Community Affairs Committee

None

Communications Committee

Leesa Willis confirmed that she will create a flyer for the spring mailing and a message to be placed on the listserv regarding “kids at play” within the community.

Neighborhood Watch Committee

Nick Chomycia reported that the street lamp outage on upper Tanyard Hill Road by the mailboxes has been reported to Gaithersburg City and it is still out.

Donna Mistretta reported that the street lamp at the Wye Mill Court/Log Mill Lane/Carlsbad Drive triangle area is also out.

New Business

None

Old Business

None

Open

None

Next Meeting and Adjournment

The next meeting will be held in the Media Center, Watkins Mill Elementary School, 19001 Watkins Mill Road, Montgomery Village, MD 20886 on April 23, 2012.

Bryan Welsh moved to adjourn the meeting at 8:49 pm.