Meeting Minutes of the
Glenn Station Homeowners' Association
HOA General Meeting on 10-23-18
Bowie Library
7:00 p.m. – 8:30 p.m.
Homeowners in Attendance: Edgar Malker, Scott Wallace, Natasha Jones, Debbie Williams, Gregory Dorr, Annette Burgess, Myra Sumpter, Jeninne Stewart, Robert Bruce, Felice Bruce, Elaine Shaw-Taylor, Godlove Mancho, Earl Jones, and Ibrahim Dukuly.
Call to Order: Meeting called to order by Dr. Edgar Malker at 7:07 pm.
· Agenda was reviewed and approved. The following meeting documents were mailed to homeowner prior to the meeting:
o October 23 meeting agenda
o Annual Meeting Packet and Notice
· A quorum was established. Two (2) proxies were received from Mrs. Pam Maynard and Mrs. Sallie Poteat King. Both proxies were certified.
· Proof of meeting notice was acknowledged.
Approval of Minutes from Last Meeting (8/21/18): Review of meeting minutes from August 21, 2018 by Mrs. Debbie Williams. Minutes provided.
· A question was asked concerning the notice of a new management company. Dr. Edgar Malker and Mr. Scott Wallace commented that this will be reviewed later in the meeting.
Mr. Scott Wallace motioned for the minutes of August 21, 2018 be accepted and Mrs. Debbie Williams seconded the motion. Motion carried and the meeting minutes from August 21, 2018 were accepted.
President and/or Property Management Report:
· Dr. Edgar Malker outlined various topics from the fall updates and the non-renewal of current management company. He stated that Lighthouse notified the Board of Directors on August 28 of its’ decision not to continue as the management company for the upcoming year. He stated that the Board mutually accepted the cancellation. He went on to state that he had hoped that Lighthouse would be able to make the meeting tonight to provide their reasoning for this decision.
o Annual Meeting Packet and Notice provided
· New neighbor, Mr. Godlove Mancho introduced himself. He stated that he lived in one of the homes across route 193.
· Mr. Robert Bruce inquired why Dr. Edgar Malker was still on the board since he had moved. Dr. Edgar Malker indicated that he is still a Glenn Station homeowner. Mr. Robert Bruce continued to question Dr. Edgar Malker’s validity to be on the board. Mr. Edgar Malker attempted to continue the meeting. After three warnings for Mr. Robert Bruce to observe the meeting norms, he was removed from the meeting.
· Mr. Ibrahim Dukuly addressed Lighthouse’s decision not to renew the contract for the following year. Mr. Scott Wallace said it was a mutual agreement, largly in part due to the number of requests from the Board on behalf of the Association. Dr. Edgar Malker thanked Lighthouse for their support over the last year in terms of home inspections and delinquent accounts. Dr. Edgar Malker stated that most homes have complied with the home inspections from Lighthouse. He also stated that at this point, there are only three out of thirty-one (31) homes in the community that are financially delinquent. The next step in the process is to apply liens against the properties, as outlined in the governing documents.
· Mr. Scott Wallace announced the name of the new management company, D.H. Bader Management Services, Inc. (David Bader). Bader was one of the finalists during last year’s search for new management company. They were eliminated from selections as the management fees exceeded the association’s budget. He further stated that the Board of Directors was able to negotiate an agreeable and acceptable fee for the New Year. Bader has agreed not to charge a start-up fee.
· Mrs. Elaine Shaw-Taylor asked if Bader would be able to handle the needs demands of the Association. Mr. Scott Wallace responded, “Yes.” He stated that Bader handles several other HOAs in the immediate neighborhood (i.e., Gabriel’s Run and Northridge, just to name a few) and has a long-standing history in the management market. In addition, he stated that Bader is aware of our challenges, both past and present. We anticipate a smooth transition.
· Mr. Edgar Malker stated that the contract with Bader will begin on January 1st, 2019. The Board of Directors is working to coordinate a ‘meet and greet’ opportunity for all members of the Association to mingle with the representatives from Bader. The date, time and location will be announced once confirmed.
· Mrs. Elaine Shaw-Taylor asked if there is a need to vote on the new management company. Dr. Edgar Malker responded by saying “No.” As outlined in the governing documents, the Board of Directors is responsible for selecting the management company.
Financial Report:
· Mrs. Natasha Jones gave the financial report. She reviewed the current 2018 budget and planned 2019 budget. She stated that a large cost for 2018 was for printing, copies, stamps and envelopes. She recommended that the exorbitant funds for printing and copying documents be reduced or eliminated. In an effort to reduce those costs, the community will be asked to submit their email address. Ibrahim stated that he advised the Board not to send the number of mailings and copies, but the Board was not receptive to this recommendation. Dr. Edgar Malker stated that one of the goals of the Board was to ensure transparency and to effectively communicate with homeowners through the mailings. Required mailings will continue to be mailed to homeowners, as outlined in the current governing documents (meeting notices), unless the Association agrees to another medium. The budget for FY 19 was reviewed by all. Mrs. Natasha Jones explained that last year’s accounting fees included auditing fees for two fiscal years. Accounting fees for 2019 will be reduced by half. We have reallocated that amount to property management fees for 2019. Prior to the meeting the following financial documents were mailed to homeowners:
o Current 2018 Budget provided
o Current Balance Sheet and Income Statement provided
o Proposed 2019 Budget provided
· A vote to approve the FY 19 budget was made and accepted.
Old Business:
· Tree and Pathway Project: Mr. Scott Wallace provided an update on the tree and pathway project. The tree company, Mulheron Tree Experts assessed the community and provided a report of findings and estimated costs on the tree maintenance. The Board plans to follow up with the contractor to see how the project could be completed in phases to reduce and spread out the cost. Mr. Scott Wallace reported that there were a few trees on the path that need to come down immediately due to an infested with oak leaf scorch. Other trees in the community are infested with oak leaf scorch, an airborne disease that can infect other healthy trees in the community. The HOA needs to ascertain who is responsible for moving the trees with Oak Leaf Scorch. Mrs. Annette Leath asked if this could be done by BGE. Mr. Scott Wallace responded by saying BGE was contacted and they plan to come out in the fall after the leaves have fallen.
· Ongoing Investigation of Evergreen Management: Mrs. Debbie Williams reported on the ongoing investigation of Evergreen Management. She stated that she was contacted by the Office of the States Attorney General Consumer Protection Division who has contacting each of the eight (8) HOAs that were victimized by Evergreen (Oseroff) to prepare the case and move forward with an indictment. Mr. Oseroff embezzled approximately two (2) million dollars from the eight (8) HOAs. She also stated that an insurance claim is still being considered and that there is a slight possibility we should be able to recover some of the embezzled funds. Please note, the insurance company has not completely indicated that they would not pay but neither have they made a final decision on agreeing to pay for the loss.
New Business:
· Election Results for 2019: Elections were held to replace one Board member. Mr. Scott Wallace’s three-year term is up. Nominations were taken from the floor. Mr. Scott Wallace and Mr. Godlove Mancho were nominated. Mr. Mancho declined to run saying he would think about it for next year. Homeowners voted with a show of hands and a yah or nay response instead of secret ballot because many homeowners did not bring their ballot with them. The results of the hand vote were as follows: 10 - Yay (2 proxy votes) and 1 - Abstained. Mr. Scott Wallace was nominated by Ms. Debbie Williams and Ms. Annette Burgess-Leath seconded the motion. Mr. Scott Wallace was voted to return to the Board for 3 years. Dr. Edgar Malker and Mrs. Natasha Jones have two years remaining and Mrs. Debbie Williams has one year.
· Board of Directors: The Board of Directors will meet at a later date to determine who will serve as President, Vice President, and Secretary/Treasurer as outlined in the governing documents for 2019. The members of the Association will receive notification once the Board makes this decision. Mr. Scott Wallace suggested that the same assignments be retained this year noting that the board has worked well together in its current roles and would like for the continuity to remain as we head into the new year with a new management company.
· Concern from Homeowner(s): Mr. Godlove Mancho asked for the benefits of being part of the Association and what services he receives since his home is secluded from the rest of the community and is located on the other side of Greenbelt Road. He also noted that there is no common area. Mr. Scott Wallace responded that when he purchased the lot, he agreed to pay HOA fees and that he could not recuse himself from being a part of the Association.
Adjournment: Meeting adjourned at 8:09 pm.
Approved at the October 22, 2019 Annual Meeting