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
MINUTES OF THE
BOARD OF DIRECTORS MEETING
April 10, 2007
Board Members Present: Steve Cohn, Bill Repine, Patrick Farrell, Karen Stohr, and Ernie Durst
Board Members Absent: Romain Tweedy and Beverly Baker
Management Present: Dale and Noni Roan, Main Street Property Management
CALL TO ORDER
S. Cohn opened the meeting at 7:00p.m.
E. Durst stated that a statement should be added to the open meeting minutes stating the Board discussed increasing the reserve contribution for the remainder of the year. He stated that the appeal results should be added to the Executive Session minutes.
P. Farrell made a motion, seconded by E. Durst, to approve the March 13, 2007 minutes with corrections. The motion passed 5-0.
As a concern for homeowner privacy, the Board agreed that no Executive Session minutes will be posted on the web site.
The Board members discussed the 2006 draft audit. E. Durst made a motion, seconded by B. Repine, to
1. Require Management to certify that they have made adjusting entries according to the audit.
2. Roll the $11,798 net profit from 2006 to the Non – Allocated Reserve Account.
3. Raise the fidelity bond from $500,000 in coverage to $750,000.
4. Leave the initial working capital in the Operating Account.
The motion passed 5-0.
The Board discussed the auditor’s notes concerning assessment receivables and prepaid assessments that are not reflected on the balance sheet. The Board expressed concern that the auditor stated that there was a “material weakness”. E. Durst stated that the 2005 adjusting entries were not made by the accountant.
E. Durst assured the Board members that Management’s accountants have not mismanaged the account in any way.
E. Durst volunteered to compose an explanatory letter with action to be taken to be filed with the 2005 audit. P. Farrell made a motion, seconded by B. Repine, that E. Durst composes an explanatory letter. The motion passed 5-0.
The Board discussed reinforcing the Initial Working Capital Fee of $86.00.
Action Item: The initial working capital fee discussion was table. Management will review the Association’s documents for the wording associated with this fee.
IV. FUTURE MEETINGS
The Board agreed to move the May meeting to Tuesday, May 8th at 7:00p.m. to accommodate a scheduling conflict at the Waters House. Board members will arrive at 6:45p.m. for an appeal.
Action Item: The Board instructed Management to ask Councilmember Knapp if he is able to reschedule the June 4th meeting to June 5th.
E. Durst left the meeting.
IV. OLD BUSINESS
Action Item: K. Stohr asked that Management discuss with RSV Pools a guideline for limiting older children from entering the baby pool during adult swim period.
The Board members discussed and agreed to the new pool rules.
K. Stohr made a motion, seconded by P. Farrell, to approve the contract from RSV Pools to rotate the second lifeguard stand for a cost of $800. The motion passed 4-0.
S. Cohn read from the Management Report that RSV Pools repaired two broken light fixtures, found during the spring pool cleaning, for a cost of $425.
Management presented to the Board that a homeowner disagrees with the decision the Board made concerning their appeal for a front walkway. The reviewed their decision and the homeowner’s email and determined that they found no error with their original ruling and that if the walkway is not modified, as directed, or removed, in thirty days, they will subject to fines.
Management discussed with the Board members the problems concerning the blue recycle toters. Homeowners are storing the in the front of their homes, which is against the Association’s Trash Rule.
Action Item: The Board directed Management to send friendly letters to homeowner that store their recycle bins in public view. If homeowners continue to place the bins in public view after August 2007, violation letters will be sent and fines may be issued.
K. Stohr made a motion, seconded by P. Farrell, to adjourn the open meeting.
The meeting was adjourned at 8:15 p.m.