Minutes of the
Glenn Station Homeowners Association, Inc.
Board of Directors Meeting
January 22, 2019
7:00 pm - 9:00 pm
(Prepared by Natasha White Jones)
Homeowners in attendance: Earl Jones, Myra Sumpter, Natasha Jones, Scott Wallace, Debbie
Williams
1. Mr. Scott Wallace called the meeting to order at 7:10. Quorum was established: 3/3
Board of Directors (BOD) were in attendance.
2. Mr. Wallace introduced the new management company, D.H. Bader, which has been in
business for 27 years. They manage several other homeowner associations to include
Gabriel's Run and Northridge. Mrs. Anja Taylor, the manager assigned to Glenn Station,
and Mr. David Bader, owner, were in attendance.
3. Mr. Wallace explained the new structure ofHOA meetings going forward. This meeting
is an Executive Board meeting which will run differently than an annual meeting. The
Executive Board meetings are open to all homeowners but is a meeting of the Board of
Directors in which executive decisions are made and homeowners are privy to
discussions and deliberations. There is a period of time in which homeowners can
present concerns or ask questions. Home owners can also send concerns in advance that
they want the board to discuss. (Handout explaining the meeting structure was provided.)
4. The agenda was revised to add parking under Old business. Mr. Wallace motioned for an
approval of agenda; Mrs. Debbie Williams seconded; the 'agenda was approved.
5. The October 23,2018 Annual meeting minutes are still in draft form, will be approved at
April BOD meeting.
6. Old Business:
a. Tree Proposal: The plan was to remove identified trees in the fall, once leaves
were removed. However, the transition with Lighthouse took priority. The goal
is to complete first two steps by spring (no later than May 1). Several trees were
identified with Oak Leaf scorch which is highly contagious. Two of the trees that
need to be removed are the responsibility of the homeowners.
• Proposal needs to be updated to include only trees that are the
responsibility of the association.
• The contract needs to be ratified to indicate that the contractor will
call Ms. Utility to ensure utility lines are not impacted.
• Trees will need to be properly identified as the responsibility of the
association, homeowner or the county, respectively. If any trees
Minutes of the
Glenn Station Homeowners Association, Inc.
Board of Directors Meeting
January 22, 2019
7:00 pm - 9:00 pm
(Prepared by Natasha White Jones)
are the responsibility of the homeowner, management will send a
letter regarding the trees that need to be removed.
• Trees in the Glenn Station cul-de-sac were removed by the county
but not replaced.
b. Evergreen: PG police are in process of working with State's attorney. There has
been no judgement for Glenn Station, but there has been a judgement for those
communities who initiated their own civil case. One association received a
judgement for less than half of what was stolen. Glenn Station's loss was
significantly lower than other associations. The HOA's insurance company is still
reviewing the case. The last conversation with the insurance company was in
December 2018 . Initiating a law suit is cost prohibitive for Glenn Station. The
HOA can consider moving into litigation with attorney on contingency. Mr.
Bader indicated that it is possible for the insurance company to pay the legal fees
after a judgement is made.
c. Parking: Concerns have been raised about commercial vehicles in the
community. Glenn Station's governing documents state that no commercial bus,
truck or vehicles can be kept or parked overnight on any of the common areas
without written approval from the Covenants Committee. Corporal Claggett,
police liaison for our community, explained that the definition of commercial
vehicle changes when on road based upon the intended use of vehicle and weight
versus when it is in a driveway.
One commercial vehicle in the community parks on the street and moves the
vehicle daily. That vehicle is not in violation. Commercial vehicles may not be
parked in a driveway. Trailers are not allowed on the property at all. Homeowners
need a permit to run a business out of a home.
There have also been concerns about parking in the cul-de-sac. Corporal Claggett
indicated that parking has to be with the flow of traffic (along the curb) to allow
emergency vehicles to get in and turn around. Corporal Claggett will conduct
visits and leave placards to any cars in violation.
Homeowners are required to clear their walkways within 48 hours of snow. The
management company will send a reminder to homeowners regarding parking,
commercial vehicles and snow removal.
7. New Business
Minutes of the
Glenn Station Homeowners Association, Inc.
Board of Directors Meeting
January 22, 2019
7:00 pm - 9:00 pm
(Prepared by Natasha White Jones)
a. Landscaping: The BOD is in the process of obtaining bids. Sam Barrera has
submitted a bid. The BOD will compare his prices and services with other
contractors. Due to the amount of the contract, additional bids are required. Bids
must be submitted by the second week of February.
Mr. Earl Jones expressed concerns about sporadic maintenance last year and
landscapers cutting the grass adjacent to the curb. Ms. Anja Taylor indicated that
visitation reports will be required with details of what was done.
b. Resolutions (Internal policies to guide the board):
1. Replacement Reserve Expenditures: The association should obtain a
replacement reserve study. There are only two replacement items for Glenn
Station: the monument wall and the path. Mrs. Debbie Williams suggested
that the HOA obtain an estimate to replace and/or resurface the path. This
would not be official but would be a guide to determine how much should be
allocated to replacement reserves.
Ms. Myra Sumpter asked about the need to replace the light post on the path.
Mrs. Williams indicated that BGE responsible for pole and light and the
association is responsible for the electricity.
At this time the BOD will table the Replacement Reserve Expenditure
Resolution.
2. Funds Management Resolution: The BOD reviewed the resolution.
Discussion ensued about a certificate of deposit and if the funds need to be
liquid. Mr. Wallace motioned to adopt funds management resolution. Dr.
Natasha Jones seconded the motion. Resolution was approved.
c. Engagement Letter from the auditor: The initial proposal from Strauss was for $1750
but they reduced the fee to $1500. The Strauss pr~posal for 2016 was $1100 and the
proposal for 2017 wa,s $1750. Bader has still not received financial records from
Lighthouse. Ms. Williams wants Strauss to go down on the price. Strauss has already
indicated that they will not reduce the amount based upon previous experience with
Minutes of the
Glenn Station Homeowners Association, Inc.
Board of Directors Meeting
January 22,2019
7:00 pm - 9:00 pm
(Prepared by Natasha White Jones)
Lighthouse and the amount of work they anticipate. Strauss has worked with Lighthouse
and they know the players and how to make contact. Ms. Taylor suggested we go with
Strauss for 2018 and seek bids next year. The HOA is unable to request bids this year
until the financial records are received from Lighthouse.
Mr. Bader indicated that the number of homes in the HOA is irrelevant to the audit costs.
The suggestion is that we put it out to bid for 2019 using auditors that are familiar with
the accounting methods used by Bader. In addition, Dr. Jones indicated that last year
Strauss completed the 2016 taxes at no charge for us.
Mr. Wallace made a motion to move forward with Strauss for FY 2018 at $1500, Dr.
Jones seconded. Mrs. Williams opposed this motion.
d. Financial report: Dr. Jones provided a report of the association's financials.
Association assets (as of 12/3112018):
• BBT account balance: $12,348 (includes CD deposited 12121118: $2,064)
• PNC account balance: $1,833
• CD Transportation Alliance Bank: $1,703
Total Assets: $15,884
Fiscal year 2018 finances were as follows:
• Assessment fees/ dues collected: $31,070
• Bills paid: $24,463
• 2018 Attorney fees paid in Jan 2019: $1,487
Bader will split the accounts to reflect what we should have in operati.ng and reserve.
Board needs to determine if there will be one or two approvers for paying association
bills. Bader has checks and balances inherent with their system: Bader approves first,
BOD reviews second and then the bank cuts check. Previously, the management
company (Evergreen) cut the check.
Minutes of the
Glenn Station Homeowners Association, Inc.
Board of Directors Meeting
January 22, 2019
7:00 pm - 9:00 pm
(Prepared by Natasha White Jones)
Ms. Williams suggested that we have two approvers for the financials. Mr. Wallace and
Dr. Jones agreed.
8. Homeowner Forum
a. A homeowner asked how we are doing with fees. Mr. Wallace confirmed that
there are currently three homes that are delinquent.
b. Another question was asked about the occupancy of a home. Ms. Taylor
confirmed that assessment fees were paid for January and the homeowners has not
changed according to tax records.
c. A question was asked about a previous concern that trees were overlapping a
homeowner's property. Mr. Wallace indicated that Sam Barrera was going to
take a look and handle those. Mr. Wallace will talk to Sam about those items.
Mrs. Williams will be taking over architectural and landscaping items.
d. Another homeowner expressed concerns about the congestion of cars coming into
the community. There is no action that can be taken with regards to this concern.
9. Next Board of Directors meeting: Thursday, April 23, 2019 at 7:00 PM
10. Motion to adjourn at 8:36 pm.