Reconvened November BOD Meeting Minutes

Cloverleaf Center Condominium

Reconvened November BOD Meeting Minutes

December 4, 2012, 7:00‐9:00 PM

Upcounty Regional Services Center, Conference Room A

12900 Middlebrook Road, Germantown MD

Farouk Youssef called the meeting to order at about 7:00 PM. Peter Franke, Noorul Hinaya Jainoor and Kreg Williams were present. Andrew Kim sent his regrets that he could not attend. The meeting, re-scheduled from November 21 due to the Thanksgiving Holiday, was announced by post card and by a sign at the entrance to the community. FY/PF moved to read & approve the October 24, 2012 BOD meeting minutes (4/0/1.)

FY/PF moved to approve the “Proposed 2013 Budget version 3b, Dec 4, 2012” (4/0/1), copies of which will be sent to the owners titled Approved 2013 Budget. Two of the 2013 contracts were approved: PF/FY moved to approve the master insurance policy proposal noted in the budget (4/0/1.) FY/KW moved to approve renewal of Brickman’s landscaping contract at no increase in cost ($24,468), including mowing and cleaning the storm water facility grounds twice (4/0/1.)

Approvals for the 2013 contract for management, the proposed 2012 audit (final draft due to ANB by end of March, 2013), the 2013 trash-pickup contract, the amended draft 2011 audit and representation letter, any additional cost thereof, discussion of the ownership and maintenance of the storm water facility, and discussion of tree-trimming, asphalt, concrete, or other reserve common element expenses in 2013 were postponed until the next BOD meeting on Dec 19.

PF/FY moved to note for the record that per the Bylaws, the costs for collections are accounted to those individual owners for whom there are collections actions, regardless that the WTP invoices have been paid up-front by the Association (4/0/1.) FY also noted that the TH owners pay for the losses from the Strobel bankruptcy. Aileen Kelly noted an objection. PF noted that any discrepancies between the TH, Plex, and Cloverleaf 3 audited expenses and assessments may need to be reconciled.

PF/KW moved to approve automatic monthly $18,000 deductions from the special assessment bank account by ANB to pay for the construction loan, plus a larger initial payment on Feb 1, 2013, exact amount yet to be determined (4/0/1.)

FY/KW moved to approve a proposal for a new roof for Bldg 1 at $28,560 (plus extra costs, such as vents) and to fund that from the special assessment (4/0/1.) Work will commence as soon as practicable.

FY/PF moved to approve Katchmark #6 ($133,130 paid), Katchmark #7 ($319,911.87 pending), and SRG #7943 ($11,576.99 paid.) Approved 4/0/1.

PF reminded owners and residents that attaching satellite dishes or other items to the Plex buildings and/or penetration of the buildings’ outer walls are STRICTLY prohibited, and to use the ACC process prior to any dish installation, and also reminded Cloverleaf and Cloverleaf III residents and guests to park only in the designated parking spaces.

Nominations from at least two TH and two Plex candidates are needed so that the Board may call for a reconvened Annual Meeting. PF noted that there will be dreadful consequences to all the unit owners when the elected Directors step down without elected replacements. A volunteer (Terry Wangari) arose from the floor for one of the Plex Director positions, and was asked to provide a nomination statement to Elan Krueger.

EK will get in touch with the owner of 13057 Bridger Dr to make a determination regarding damage to the foundation of the garage. EK noted that repair of the foundation, a common element, is an Association responsibility. PF asked whether there may be an auto-insurance issue. EK noted that another claim, (Mar 5, Luensman) is complete, and also noted that he is waiting for a work order for fire alarm panel and communication issues.  PF noted that Katchmark will replace two missing fire alarm room key lock boxes (Bldgs 5 & 7), and that new keys are needed.

A follow-up presentation and question-answer session about refinance options by Mr. Bruce Davila, chief mortgage advisor and consultant at Empire Financial Services resulted in renewed interest in this option. Ajith Edakandi asked about FHA approval status, and FY noted that is not going to work because of a problem in our Bylaws, page 28, Article 5, Section 14 (g.)

FY/PF moved to close the session to discuss the status of the collections and an owner’s request regarding short sale or foreclosure (4/0/1.) The BOD did not approve the proposal to pay $2,500 at closing (2/2/0), and agreed to counter that offer by accepting the balance of the first special assessment from the owner if the new owner agrees to pay the second special assessment. The BOD further agreed to consider a new payment offer, but noted that the payment must be in accordance with the resolutions of special assessment.

The BOD adjourned at approximately 9:30 PM.