The Board meetings are held the first Monday of every month at Gibbs Elementary School. Please call Management at (240)632-0001 to verify the date and times of meetings.
The Milestone HOA Annual Meeting will be held on November 5th at 7:00pm in the all-purpose room of Gibbs Elementary School.
IF YOU CANNOT ATTEND, please send your proxy back so that we will have a quorum. If a quorum is not met, the Association is obligated to reschedule the meeting, pay for a room rental again, publish an ad in the newspaper, and send a notice of the rescheduled meeting to all homeowners. This process is very costly for the Association. You can send, email to
, or fax your proxy to 240-632-9511. If you cannot find the proxy form, please email and I can send you another. Noni Roan
BOARD OF DIRECTOR MEETING MINUTES
October 9, 2006
Board Members Present: Steve Cohn, Bill Repine, Ernie Durst, Tonya Vaughn, Beverly Baker, Patrick Farrell, and Karen Stohr
Board Members Absent: None
Others Present: Dale Roan, Main Street Property Management, Inc
Location: Waters House
The meeting was called to order by S. Cohn at 7:00 pm.
B. Baker requested that the Board move to Executive Session to discuss Property Management?s 2007 contract renewal.
The Board of Directors went into Executive Session at 7:03pm and returned to the Board of Directors meeting at 7:07pm.
Andy McConaughy of Potomac Garden Center attended the meeting to discuss the landscaping proposals for Milestone.
The three to five year plan was discussed. Andy said the plan needs to have goals, what is the end results the Association would to have. Andy explained the differences between the different types of options available to the Association with regards to what Andy can do himself and what an Architectural Landscaper can do. S. Cohn stated he would like to see a ?big picture? on landscaping in Milestone. The Board would like to see a systematic way of doing landscaping. Andy said that he could do a very general outline without colors and sizes. K. Stohr said that the plans around the perimeter entrances need to be consistent with each other.
Andy stated that he tried to be consistent with color in the recommended plantings with other entrances, but not in size. A comment was raised about the way many developers plant to make it look good and then they overcrowd each other when grown. Andy said that he does not design for what it looks like now but what it will look like in the future.
The following discussion concerned the landscaping around the sign at Route 355 and Father Hurley Blvd.
Andy described the area as having a 93-foot retaining wall, a ten (10) foot mulch bed with perennial flowers and the sign is not considered a wall. Andy stated that as much as 50% of the trees are to be removed. The pine trees were planted to close together, the pear trees create a dense shade therefore anything underneath them would die. The laurels died because of the drought conditions. This may have been caused by the soil having a lot of gravel in it. Walls usually have gravel behind them to promote drainage and thus preventing damage to the wall.
B. Baker requested that Andy do a test to identify the pH of the soil. Holly and rhododendrons require acid soil.
Andy did not include existing trees like such as a 40 foot white pine in the proposal for any changes.
There was a suggestion to add Foster Right Holly in lieu of Nellie Stevens Holly.
Andy said he was trying to have some continuity to the other entrances and that is why he recommended adding Norway spruce along the roadways.
B. Baker had a concern about the color and texture of the green plants. Andy said the viburnum has leather looking leaves and will grow to 8 feet and will have snow balls on it. He does not recommend trimming the viburnum, because it will look like a wall in the future.
A question was raised about a recommended replacement for the viburnum. One of the reasons given was they did would prefer something other than the leather looking leaf. Andy said it would come from the holly family. Andy suggested a Buford Holly but stated that it was a slower grower and might not get high enough fast enough. He also mentioned the Nellie Stevens Holly which will grow to be about 18-25 feet high.
A burning bush grows to be 4-8 feet tall and handles trimming very well. K. Stohr asked about a crepe myrtle. Andy said that would be a good addition. The trees could not be by the sign and the crepe myrtle would need to be about six feet from the wall. The cost would be about $800.00
There was a question about the lights. Andy said he did not do electrical work, but if lights would be needed, he might be able to get the conduit installed.
In summary, Andy will add two crepe myrtles, possibly three, switch the viburnum with Nellie Stevens Holly and remove the Bradford Pear Trees.
S. Cohn asked how long it would take to complete the work. Andy stated it could be done in one week. E. Durst asked how long after you received the okay could he start. Andy stated that it would take approximately 30 days after receipt of the job.
E. Durst asked Andy if adding the crepe myrtle into the design at Route 355 and Father Hurley Boulevard could be done for $11,000. Andy said okay. E. Durst made a motion to go with the design with the crepe myrtles and Nellie Stevens hollies for $11,000. K. Stohr seconded the motion. The motion passed 7-0.
Signs on Observation Drive Discussion
Andy said the Leyland cypress can be pruned back to the bare trunk in some areas to provide more space around the signs.
There was a discussion about continuity between the signs on Observation Drive and the one at the corner of 355 and Father Hurley. The signs on Observation Drive are a long way away and continuity was not a great concern. K. Stohr asked about replacing the Route 355 and Father Hurley Boulevard crepe myrtles with Japanese Maples. Andy recommended staying with the crepe myrtles because of the canopy effect. Japanese Maples have a lower dense canopy and the rhododendron would be too tall underneath them.
E. Durst made a motion to approve the landscape design for the four signs on Observation Drive for $4,300. S. Cohn asked Andy to look at Route 355 to see if Japanese maple can be used, if not, okay. S. Cohn seconded the motion. The motion passed 7-0.
The Board thanked Andy for attending the meeting and going over the designs.
B. Repine stated that building the pavilion is a commercial project and permits are required. B. Repine recommended bringing in a contractor to discuss the project with the Board. S. Cohn reminded B. Repine that the meeting in November is the Annual Meeting of Homeowners. K. Stohr reiterated that a bathroom is required especially when having kids at a party. During the discussions on the cost, B. Repine said that the fence was a separate item and was not included in the overall price.
The price was higher than anticipated which led to discussions about scope reductions. One suggestion was just to have a pavilion like the ones at the park across Route 355. If the pavilion would only be used when the pool is open, it may be better to scale the scope back. K. Stohr expressed that homeowners would probably not use the pavilion when the pool was closed. S. Cohn recommended that the design go back to the basics. P. Farrell said that the pavilion similar to the park can be purchased as a package whereas the Association only would need to hire someone to install it. The park pavilions have a name tag on them. K. Stohr would like the pavilion to match the pool house since they would be next to each other and would be seen from Observation Drive.
The Board agreed to drop the electrical and plumbing because the pavilion would only be used when the pool is used. B. Repine will go back to IGC with the reduced the scope of work and obtain a new proposal.
K. Stohr stated that a mechanism needs to be in place to improve communications and make the manager approachable. The residents should know who the manager is or how to get in contact with him/her. She suggested that a sign should be posted stating who the manager is and how to contact him/her. If the manager is not on site, then the name of the head life guard on duty should be posted... Management and K. Stohr will get together to discuss the appropriate actions for the spring 2007 season.
E. Durst made a motion to approve the pool contract, B. Baker seconded the motion. The motion passed 7-0.
E. Durst discussed the proposed budget with the Board noting that a reduction was made in the contributions to eserves and the reduction of the discount rate. E. Durst stated for the operating budget to come to zero, the reductions are needed. Also, if expenses continue to rise, the 2008 budget may need to include an increase in fees.
Management was directed to send the proposed 2007 budget out to the homeowners for review and comment.
K. Stohr made a motion to include at the Annual Meeting, refreshments, and signs and continue with a drawing for a free monthly assessment. P. Farrell seconded the motion. The motion passed 5-1-1. B. Repine asked that he be given the time so it can be inserted on the website.
Before any tree is planted in memory of Rodell Lee, E. Durst recommended we ask the grandparents. This item will be discussed in the spring.
The Board reviewed the request by the homeowner to cover the unlicensed car in the driveway until such time it is sold. The Board recommended the car be put into the garage and did not approve covering the car in the driveway.
Additional Street Light
The Board reviewed the request to add an additional street light at Purple Aster Court, and decided not to pursue it at this time.
The Board adjourned at 855pm.