Oakpointe Homeowners Association
Oakpointe Homeowners Association
Laurel, Maryland 20707
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Oakpointe HOA:
Architectural Review Committee,
Community Corner - Helpful Links and Phone Numbers
Wednesday, January 12, 2005
Present: Laura Charles-Horne, Frances Bowles, Tiffany Mitchell, and Andy Miller, Manager
Absent: Fred Bender
Play ground Restoration - Management expressed apologies for the long delay in repairing the teeter totter. The equipment is now operational.
Master Insurance Policy - An insurance coverage summary was distributed to the Board members documenting a 7% increase from last year’s premium. Per Management, the increase is relatively low given the current market. Other properties managed by Abaris Reality have experienced an increase of approximately 20%. The policy insures the community for liability for injuries, officers’ liability, and workers compensation.
Parking Committee/Towing - Per the Board and Parking Committee’s instruction at the November meeting, Management forwarded a list of those authorized to contact G&G Towing for vehicles parked on the property in violation of the community’s parking regulations. Since that time, Management has a received a few calls regarding parking complaints and requests the Board and/or Parking Committee develop a clear procedure for addressing complaints from other homeowners.
It was suggested that when a homeowner calls to identify a parking violation, the Committee Chair call the committee member closest to the vehicle in question. The Committee Chair may also investigate the situation. A warning letter provided by Abaris Realty is placed on the vehicle warning them of the violation and informing them that the vehicle will be towed if future violations are identified. The Chair should maintain a record log of warnings given including the date, time, vehicle make, model, color, and tag number. The log will serve to document and identify repeat violations necessitating at tow. A Chair needs to be identified.
Management agreed to make a correction to warning letter and forward to the Board and Committee members.
Tree Restoration - The trees to buffer the Oakpointe and Wellington properties have not been planted as promised by the developer. As the trees we re expected by Fall 2004, Management requested Board instruction to contact the City of Laurel for more information and to request that the trees are planted no later than April 2005.
Other Business
Pruning - Discussion ensued regarding homeowners’ responsibility in pruning trees. Management will follow-up with letters to individual homeowners. The notices will identify that homeowners have had adequate time to prune their trees as requested in August 2004. An additional 60 days will be offered. If non-compliant, HOA will contract for the pruning and forward bill to homeowner.
Delinquency List - A written report listing all outstanding balances and violations to association regulations was distributed to the Board.
Residents Correspondence/ARB Violations - Board received current ARB violation notices and other resident correspondence.
Tuesday, November 4, 2004
Present:Laura Charles-Horne, Fred Bender, Andy Miller, Manager, and 3 homeowners
Absent: Frances Bowles, Tiffany Mitchell
Agenda
Play ground Restoration - Per Management, the teeter totter is scheduled for repair the week of November 15. Bosco & Associates ordered the necessary parts and estimated the cost at approximately $200.
Budget - Management mailed the approved 2005 budget to homeowners. Included in the mailing were the Board’s recommendation to not increase dues and an invitation to attend the next board meeting.
Parking Committee - Management invited all homeowners to attend the meeting to discus the development of a Parking Committee to address complaints regarding ongoing violations. Additionally, phone calls were made to interested homeowners as a reminder. Two homeowners attended the meeting to address concerns regarding parking violations.
Management suggested the committee’s mission is to identify units who consistently violate parking rules and regulations rather than tow residents who inadvertently forgot to use their hang tag. Discussion ensued. It was agreed that a committee would be formed that would be authorized to tow persistent violators. It was agreed that a warning ticket would be placed on the offending vehicles informing the owner of the infringement and stating that repeat violations would result in a tow at the vehicles owner’s risk and expense. Owners of towed vehicles would be directed to Abaris Realty. Management will forward a list of committee members to G & G Towing and carbon copy all committee members. Committee members were instructed to contact A. Miller and Abaris Realty with any questions or concerns.
Other Business
ARB Request – Homeowner requested approval for a new door. The Board requested that the homeowner submit the application in writing for the record and agreed to adhere to HOA regulations for a response within 30 days.
Trees & Wellington Development – Board instructed Management to send a written inquiry to Wellington inquiring about their intention to meet the Fall 2004 timeframe for replanting the trees that buffer Oakpointe and Wellington Estates.
Trash – Concern was raised by a homeowner regarding units who put trash out earlier than regulations stipulate. It was suggested that owners contact Management with the address of the offending unit. Management will follow-up with a letter clarifying the rule regarding trash. Subsequent violations will result in a fine.
Delinquency List - A written report listing all outstanding balances and violations to association regulations was distributed to the Board.
Residents Correspondence/ARB Violations - Board received current ARB violation notices and other resident correspondence
Board of Directors Meeting, Tuesday, October 5, 2004
Present: Frances Bowles, Laura Charles-Horne, Fred Bender, and Andy Miller, Manager
Absent:Tiffany Mitchell
Play ground Restoration - Mulch has been delivered and added below the swings and rings on the playground. Management will have the broken swing fixed this evening. Repair of the teeter totter has not occurred. Management will call a company specific for playground repair.
Budget - Management presented a proposed budget for 2005. To date, there is an anticipated deficit of approximately $1300 – within 2% of last year’s projected budget – after replacing Reserves, due to such large expenses as several tree removals from the hurricane, asphalt in parking spaces and streets, and additional jogging trail. . After discussion, the Board accepted the budget without recommendation for a fee increase. Management will forward a letter to homeowners this week.
Landscaping - The Board agreed to proposal submitted by management’s for improvements to landscaping per Facility Service Company, Inc.’s quotation.
Parking Complaint - Board discussed complaint letters received from homeowners regarding parking violations throughout the property. Management recommended a board member serve as parking chairman. Board suggested inviting homeowners to the next board meeting and requests a committee of homeowners to serve as monitors and chair of a parking enforcement committee. Management will send invite letter to homeowners.
Delinquency List - A written report listing all outstanding balances and violations to association regulations was distributed to the Board.
Residents Correspondence/ARB Violations - Board received current ARB violation notices and other resident correspondence.
Board of Directors Meeting Minutes - Thursday, January 22, 2004
Present: Myron Clark, Laura Charles-Horne, Fred Bender, and Andy Miller, Manager
Absent: Frances Bowles, Tiffany Mitchell
New Parking Passes - The cover letter and registration form were reviewed and approved with few changes after some discussion. It was requested that the registration form will include a statement to request homeowners to contact Abaris Realty with any changes to the vehicle information provided. Board members will distribute passes by March 1. Distribution instructions were suggested by management.
2004 Master Insurance Policy - Renewal summary was distributed for review. Management reports same policy as in previous year, though at 10% increase.
Tree Removal By Wellington - L. Charles-Horne distributed minutes reflecting discussion of the sub-committee meeting regarding the Wellington development for review. The sub-committee is satisfied with Wellington’s plans to reforest the area. The Board accepted the sub-committee’s recommendations to re-evaluate the need to plant additional trees in Autumn 2005, giving ample opportunity for Wellington to complete it’s proposed plans and observe additional growth. L. Charles-Horne also reported that the Cypress extension to Van Dusen is expected to occur in Autumn 2004. Management offered to assist the sub-committee as needed. Wellington development plans, as submitted to the City of Laurel, were also available for review.
Delinquency List - A written report listing all outstanding balances and violations to association regulations was distributed to the Board.
Residents Correspondence/ARB Violations - Board received current ARB violation notices and other resident correspondence.
Board of Directors Meeting Minutes - Monday, November 10, 2003
Present: Myron Clark, Tiffany Mitchell, Laura Charles-Horne, Fred Bender, Andy Miller, Manager, and one homeowner
Absent: Frances Bowles
Exercises Trail Repair - A. Miller reported that the repair to the exercise trail has been completed by American Striping at the cost of $13, 280. One area of the trail was not mounted high enough to reduce flooding. American Striping will repair the area.
Additional discussion ensued regarding adding additional paths to the trails. The Board agreed to defer the installation of the new trails until next year to allow discussion at the Annual Meeting. It was discussed that maps would be produced and distributed illustrating proposed placement of new trails.
Lighting Repairs - Jogging trails lights were repaired. F. Bender reported one light missing at the top of the trail on Cypress. A. Miller will inspect for additional missing lights.
2004 Budget - Proposed budget illustrates a small deficit for last year due to the inordinate snowfall. Overall, the HOA has demonstrated good fiscal management as demonstrated through no increase in dues since 1996 and a decrease in 2001. The Board accepted the 2004 Budget.
Tree Removal By Wellington - L. Charles-Horne reported on the progress of the ad-hoc committee. To date, contact with the city has been challenging, though cooperative. Messages continue to be left by and for both parties, but concrete contact has not been made. Site plans are expected by early next week. Communication with committee members has been maintained and a meeting will be scheduled in the near future. A. Miller stated management’s expectations of the committee include receiving the committee’s proposal for the placement of new trees to buffer the two properties pending Wellington’s existing plans. Management will solicit estimates on proposed additions and bring options to the Board for further discussion and/or approval.
Tree To Be Removed by Oakpointe - Management received a letter requesting the removal of trees behind a home on Oxford stating that they pose a danger to the home. He requested that the ARB review the condition of the trees to determine if they will be removed. A. Miller estimated the cost to cut down and remove intended trees at approximately $4-5000. If trees are cut and remain in wooded area, estimate is reduced by about $1000.
Informational Memo on October 17, 2003 - As a result of the last meeting, a memo was mailed to homeowners regarding meeting dates, the HOA website, screen fines, and parking lot painting, per Board request.
Delinquency List - A written report listing all outstanding balances and violations to association regulations was distributed to the Board.
Residents Correspondence/ARB Violations - Board received current ARB violation notices and other resident correspondence. ARB submitted areas of concern in violation of HOA guidelines. Management will follow-up.
Revocation of Corporate Charter/Reinstatement - Signed corporate charter revival forms were forwarded to the State.
Tax Resolution - M. Clark moved to adopt the resolution proposed by the HOA account allowing for flexibility in tax filing. T. Mitchell seconded. Motion passed.
Board of Directors Meeting Minutes - Monday, October 6, 2003
Present: Myron Clark, Tiffany Mitchell, Laura Charles-Horne, and Andy Miller, Manager and 30+ homeowners
Absent: Frances Bowles and Fred Bender
Exercises Trail Repair: A. Miller reported that the Board approved resurfacing the jogging trail as it is in disrepair. The repair work was rescheduled due to the hurricane. Completion is expected by Thursday, October 23 – weather permitting.
2004 Budget: Board members received the first draft last month including an increase of approximately $6000. Though 2003 is not complete, A. Miller reported an anticipated $3000 deficit due to approximately $12000 spent on snow removal.
Tree Removal By Wellington: A. Miller reported that all were surprised with the removal of trees by the Wellington development behind Oakpointe Drive and Chestnut and recognized that Chestnut was most devastated by the removal as they all trees were removed separating backyards and the Wellington property. The Board contacted management with concerns. A. Miller took pictures of the property and contracted Survey Inc. to investigate if the property line marked by Wellington was accurate. The investigation showed that the markings were essentially correct with the exception of an inch or two in some locations; but concluded that all the trees removed were on Wellington’s property. Management contacted Wellington and requested communication and rationale for the removal. Wellington stated a plan to plant additional trees - not of the same type, but evergreens.
Discussion amongst homeowners ensued. Board asked for feedback particularly from Chestnut home owners since most effected. Topic areas/questions/concerns included:
Q: when and where are the Wellington trees to be planted? A: unknown to management.
Q: should Oakpointe plant trees to buffer properties as well? A: at Oakpointe’s pleasure, but recommended evergreens
More communication with Wellington was requested regarding development plans
Concern regarding Oakpointe property values were stated
Need to know Wellington plans for reforesting before Oakpointe plants any additional trees
An ad hoc committee was suggested to meet with Wellington, communicate concerns and gain insight on development plans. L. Charles-Horne agreed to chair. Four homeowners volunteered. A. Miller suggested that the committee request to view development plan and purchase a copy for Oakpointe.
Tree Removal by Oakpointe: Management removed several trees form the community common areas which posed a danger to individual homes or have been damaged by storm beyond corrective pruning.
Remittance From Old Management Company: A. Miller explained that the precious management company embezzled approximately $35000 from Oakpointe. Oakpointe had received approximately $2 a month for several years as manager was incarcerated. Apparently, he has been released and is employed as the most recent payment increased dramatically to about $169.
Fall/Spring Installation of Pansies: Approved quote from Facility Service Company was submitted for the installation of pansies around entrance bed.
Delinquency List: A written report listing all outstanding balances and violations to association regulations was distributed to the Board.
Residents Correspondence/ARB Violations
Resident discussion of screen fines Discussion ensued homeowners’ displeasure and concern regarding fines levied for missing screens. A. Miller also read a letter from a resident unable to attend the meeting. It was explained all homes received letters requesting compliance of screens on all windows. At 30 days, 72 homes were non-compliant and received notices of $25 fines with an additional 30 days to avoid further fines. A. Miller shared that some homes in compliance also received a fine letter accidentally. Additionally, after a review with legal advisors, it was determined that the fine was not done properly as individual letters need to be sent – not mass mailing - before a fine may be levied. Therefore, all fines regarding screens would be rescinded and fines already paid would be credited to the homeowner’s HOA account and would reflect in their January 2004 billing.
Board member explained that several complaints were received from homeowners regarding the Board not doing enough to monitor the condition of homes. Therefore, the ARB has made a conscious effort to monitor homes in a consistent and fair manner.
Discussion and questions included:
Q: Who determines when and how fines are charged? A: the Board and Architectural Review Board (ARB) committee determines which homes would be fined for non-compliance based upon the Oakpointe HOA By-Laws.
It was also clarified that the community votes for Board members at the annual meeting to work on behalf of the community and serve the community’s best interests. In that regard, the Board has sole authority to make decisions for the community and welcomes participation and involvement to best represent the sentiments of the majority. It is the community’s discretion to vote members on or off the Board.
A concern shared was that the By-Laws are vague and it was suggested the Board create an itemized checklist of violations/criteria from which homes will be reviewed
It was noted that the screens are no longer available for the original company and therefore, difficult to find at a reasonable price. Noted that screens identified from another company at approximately $100 per screen. Additionally, screens often blow off the home in strong winds and storms.
The logic of needing screens was discussed. An opinion of some was that the missing screens do not detract form the value or aesthetic view of the home.
An ad hoc committee was suggested to review the current By-Laws.
Homeowners suggested greater resident involvement with the Board and the ARB committee. The Board agreed and welcomed more participation. The group was also reminded that the Board works on a voluntary basis.
The Board agreed to allow for a vote by homeowners present regarding screens on homes. It was moved and seconded that screens on homes are at the individual homeowner’s discretion. However, the home should be uniform with screens on all windows or on none. Motion passed (15 for, 12 against).
Board of Directors Meeting Minutes - Monday, July 23, 2003
Present: Myron Clark, Fred Bender, Laura Charles-Horne, Frances Bowles, and Andy Miller, Manager
Absent: Tiffany Mitchell
Exercises Trail Repair
A. Miller reported his findings regarding estimates for the repairing the entire length of the exercise trail. Three bids were requested, but to date, one was received from American Striping at $13, 280 – $2.00 square foot. The estimate includes repairing, resurfacing, and adding swales as needed to various exercise stations to facilitate proper drainage where needed.
Additionally, American Striping submitted a bid of $4, 640 to install 2 new sections of trail. One would connect Chestnut Court to the exiting trail and the other would connect Oakpointe Drive to the existing trail by the playground. The Board agreed to defer the installation of the new trails until next year to allow discussion at the Annual Meeting. It was discussed that maps would be produces and distributed illustrating proposed placement of new trails.
A proposal is forthcoming for repairing various exercise stations and relocating the parallel bars, per A. Miller.
Re-grading “Pond” Next to Playground
The “pond” by the playground has been drained. A French drain was added and connected to the existing storm drain at a cost of $1,500 by Facility Service Company, who has guaranteed the grass.
Parking Lot Resurfacing
Parking resurfacing and re-striping has been completed. A. Miller reported management’s satisfaction with the finished product.
Resident Mailing
Copies of violation notices including screens, front hand rails, trash, and pet responsibilities were distributed to the Board. A. Miller noted management error in mailing approximately 10 notices regarding power washing after initial memo allowing 45 days to comply.
Delinquency List
A written report listing all outstanding balances and violations to association regulations was distributed.
Other Business
Oakpointe sign – A. Miller to have overgrown plants and foliage trimmed.
HOA fees – Discussion ensued regarding a possibly lowering fees. It was agreed that no decision could be made without a review of this year’s expenditures and next year’s proposed budget.
Board of Directors Meeting Minutes - Monday, June 16, 2003
Present: Myron Clark, Fred Bender, Laura Charles-Horne, Tiffany Mitchell, and Andy Miller, Manager
Absent: Frances Bowles
Parking Lot Repairs and Resurfacing
Board reviewed memo to association residents regarding parking lot repairs, resurfacing, and re-striping schedule. Memo sent June 17.
Jogging Train Extension
Board conducted walk-through of property to determine need and location of extending jogging trail at Chestnut as well as Oakpointe Drive. A. Miller reported an estimate submitted for the extension at $15.00 per linear foot.
During walk-through, Board identified need to relocate parallel bars due to over growth of plants and foliage in area and poor location. Additionally, it was identified that: 1. the playground and exercise stations were in need of repair in regards to blocking off perimeter; 2. additional drains are needed in the playground and near chin-up bars; 3. existing drains need to be cleared; and 4. mulch needs to be added to playground and all exercise stations. A. Miller agreed to get an estimate for repairs.
Multiple Topic Mail-out
Board reviewed and discussed mailing to association residents regarding painting front handrails and window screens, trash, and dog/pet responsibilities. It was agreed that a mass mailing would precede individual violation notices and that an extension to 45 days (August 1) would be awarded to allow for ample time to comply.
Legal Fee Cost Increase
A. Miller reported an increase by the County from $5.00 to $20.00 to record documents. As each lien required two recorded documents, the cost of each lien placed by the Association will increase to $30.00.
Delinquency List
A written report listing all outstanding balances and violations to association regulations was distributed. Discussion ensued. Regarding power washing front steps and brick, it was suggested that A. Miller get an estimate for a group rate from which each resident could benefit from a reduced rate or be responsible to do the repair themselves.
last update 12/15/04
Oakpointe Homeowners Association
Laurel, MD 20707