Cloverleaf Center Community Germantown Maryland

BOD Meeting Minutes December 19, 2012

noreply@blogger.com (Cloverleaf Center Community) — Thu, 17 Jan 2013 14:36:00 +0000

Cloverleaf Center Condominium

BOD Meeting Minutes

December 19, 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 7:06 PM. Peter Franke and Kreg Williams were present, Noorul Hinaya Jainoor was represented by proxy. Andrew Kim arrived about 7:15 PM. The meeting was announced by post card and by a sign at the entrance to the community. FY/PF moved to read & approve the December 4, 2012 BOD meeting minutes (4/0/1.)

Elan Krueger noted that Management has reserved Upcounty Regional Services Center Conference Room D for the Jan-May 2013 BOD meetings at 7-9 PM on the third Wednesdays of those months. Management recommends the Association ban pit bulls, and that owners who already have pit bulls write a release of liability. Mr. Youssef signed an addendum to the Management contract for 2013. The fire sprinkler issues related to low air pressure in Bldg 3 and an alarm bell in Bldg 7 are being investigated. EK reported that Heather Walter backed a car from the garage at 13057 B and clipped the side with a mirror; the damage to the garage is a car insurance issue; J. Reed (SFIG) is not interested; EK wishes to talk with the engineer regarding this structure; FY noted that roof work is pending; PF asked if there is a certificate of insurance for the Bldg 1 roof work. The damage list for Hurricane Sandy is open; AK is the only one John has not yet contacted.

The storm pond between the community and Kinster Dr. was drained and mud was cleared from the drainage pipe intake. There remains an issue regarding removal of the trees on the berm. FY will deal with this issue, as the County Inspector was abusive, raised his voice, threatened fines, and overstepped his authority by ordering our contractor to perform unnecessary work previously ignored by the County, i.e., cutting down all the trees by Dec 24 (including some at least twelve years old), regardless their age and size, and their value to the environment, and ignored any responsibility for the damage to the berm that may result (e.g., as a result of root rot.) That the 2010 work order was not previously enforced shows negligence on the part of the County. Run-off from Crystal Rock Drive and adjacent communities contributes about 80% of the drainage into the pond, so the County therefore “owns” it for its $1 easement. EK will continue mowing of the berm twice a year and asked what else would the Board like Management to do? FY will write to the County regarding the so-called environmental complaint; Management may alert the County that the Association absolves itself from any damage consequent to cutting the trees. The Association will continue the matter pending settlement of the question of ownership.

ARC: Motion (FY/PF) to send letters to 13031 B; 12804 DPD (5/0.)

Motions to pay Katchmark #8 ($98,198; FY/PF; 5/0) and SRG to 11/30 ($9,039.93; FY/KW; 5/0.) Remaining (unused) credit at ANB is $72,866.93.

Motion (FY/PF) to sign 2012 audit and taxes engagement letter with Mohn-Allen, $3450 (5/0.)

FY, PF, EK signed the Representation Letter for the Amended Draft 2011 audit; D&S will issue Final.

Curb and leash laws: EK wrote to the 150 owners that henceforth dogs not on a leash or not curbed will be reported; EK will contact CCIIIC in this regard.

Ownership of pit-bulls in Cloverleaf and Cloverleaf 3: Discussion of amendments to a rule proposal for pit-bulls to reflect current MD Court interpretation of the breed and release from liability letters from affected owners (e.g., Gunner, Charley) will be put on the agenda for the January 16, 2013 BOD meeting.

EK will devise a plan for replacement of any burned out carriage light bulbs (13W CF, 2700K); PF will take care of the two fire alarm closet keys (5 & 7) that went missing during the project.

Discussion of reserve study tabled.

FY moved to close meeting to discuss a short sale and current collections. The BOD rejected a proposal regarding the short sale (3/1/0).

The meeting was adjourned at 8:55 PM.

Reconvened November BOD Meeting Minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 20 Dec 2012 13:24:00 +0000

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.

October 24, 2012 BOD Meeting Minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 06 Dec 2012 00:11:00 +0000

Cloverleaf Center Condominium

Meeting Minutes

October 24, 2012, 7:00‐9:00 PM

Upcounty Regional Services Center, Conference Room A

12900 Middlebrook Road, Germantown MD

The President called the Assembly to order and noted that an Annual Meeting of the Association had been announced by postcard, by a letter including a proxy ballot, and by the sign. The President will note whether a quorum of the Association (38 owners present in person or by proxy) is present at 7:35 PM. Upon establishment of a quorum, the President will open the 2012 Annual Meeting of the Cloverleaf Center Condominium. If a quorum of the Association is not present, the meeting will adjourn.

A quorum of the Board of Directors (Farouk Youssef, Kreg Williams and Peter Franke) was present and Mr. Youssef opened a BOD meeting at 7:05 PM in order to attend to pending business. Andrew Kim arrived at 7:30 PM.

Business:

The minutes of the Sept 19, 2012 meeting were read and approved by a vote of 3 Aye, 0 Nay, and 2 absent.
Storm Drain: Subsequent to the work previously authorized, the brush has now been removed at a cost of $6870. Work will continue in phases pursuant to the cash flow situation.
Project: A motion was made (F/P) to approve the corrected invoice #6 from Katchmark. The motion was tabled pending further review. A motion was made (F/K) to approve SRG invoice #7886 for $11,335.70. A request will be made for a summary of the total amount paid so far to SRG. The motion was approved 3/0/2.
WTP invoices: A motion was made (P/F) to approve payment of $6844.51 from the special assessment fund to WTP for the legal work related to the ANB loan approval. The motion was approved 3/0/2, and an approved copy of the invoice was given to Elan Krueger for payment. There will be a meeting with a WTP partner tomorrow regarding what the Association has paid WTP and what has been charged to the delinquent owners’ accounts.
Representation Letter: Approved 3/0/2 with comments. A signed copy was given to Elan to forward to the auditors.
FHA: Regarding any conflict between Cloverleaf Bylaw V. 14(g) and FHA approval, our Bylaws also permit us to promulgate rules for the well being of the Association. A motion was made to discuss with WTP the definition of “transient tenants.” Approved 3/0/2.
The 2013 proposed budget will be mailed to the owners.

At 7:35 PM, ten (10) unit owners were present and a quorum was not reached. According to the rules, a reconvened Annual Meeting may be called. A motion to discuss delinquencies in closed session was approved (4/0/1). The Board adjourned at 7:50 PM (4/0/1.)

BOD Meeting 19 Sept, 2012

noreply@blogger.com (Cloverleaf Center Community) — Mon, 03 Dec 2012 10:30:00 +0000

The following are the minutes from the 19 Sept, 2012, Cloverleaf Center Condominium Board of Directors Meeting, Conference Room A, Upcounty Regional Services Center, Germantown, MD 20874.

The meeting was announced by a postcard and by the sign. Farouk Youssef called the meeting to order at 7:05 PM, Kreg Williams and Peter Franke present. Mr. Youssef announced that Andrew Kim would be absent but had not given a written proxy. [Noorul Hinaya Jainoor arrived at 7:12 PM.] Motion (FY/PF) to close the Meeting at 8:30 to discuss the WTP report (Vote: 3 Aye/ 0 Nay/ 2 Absent). Motion (PF/KW) to approve the Minutes of 8/22/2012 (Vote: 3/0/2.)
Continuing Business and Management Report: Elan Krueger (Management) reported Summit will mail the second Annual meeting announcement and the Proxy Ballot. Katchmark has been able to enter the units, but one owner disputes he is responsible for that unit. Another owner disputes the quality of the work. A pole light was repaired and a dead tree was removed and stumped out. Mr. Krueger authorized about $637 in repairs for a fire alarm flow switch and gauge, and the BOD agreed that was appropriate. [Ms. Jainoor arrived.] Motion (FY/PF) to meet and discuss the 2013 budget on Oct 1 at 8 PM (Vote 4/0/1). Mr. Youssef noted that the audit is now 6 months late and we are not impressed. The most recent excuse for the delay is a “fraud letter”. It is too late to change this year, but to avoid a 1% penalty on the bank loan next year we will need a firm that will do the job on time. Taxes were filed on September 15.
Cloverleaf has refused a recent DOT proposal that changed the terms for a lease of a section of our property from 18 months to 10 years. CCIIIC received a separate offer to purchase a portion of their property by eminent domain. On Sept 12, FY, PF, KW, and AK, with Larry Harris and Meg Guessford from CCIIIC, met to discuss drafting a letter to the County Executive. The letter asks why DOT has allowed the people to be misled with a sign about drainage re-grading while the site at the end of Kinster Dr was flagged for a future building. Why have neither the studies projecting unacceptable noise impact as a result of the extension of Century Blvd nor the failed soil test studies been publicized?
A Reserve Fund CD matured and was transferred from United Bank to TD Bank. Our Funds (other that the Operating Fund Account) are now in TD Bank, Germantown (Common Reserves), and in Access National Bank, Reston, VA (Special assessments and that portion—57%—of LCE reserves that relate to the Plex building repair project, such as reserves for siding, roofs, etc.)
The BOD, responding to a letter from 12915 Bridger Dr, states that repairs to or change of the doors, now aged 16-years, is the responsibility of the owner, not the owner’s neighbors. Furthermore, that owner was aware of construction defects and leaks from the get-go. When we recently replaced the siding, repairs were revealed that had been made with a Tyvac-brand tape that has not been used for ten years. That owner did not take action against the construction company, nor the sinking fund, and now wants to put the claim on us, and to involve her employer.
Management gave a day care facility request form to 20537 GCD. The owner is difficult and does not understand that the owner’s role is to make the request, and the Board’s role is to approve the request. Mr. Krueger will notify the owner that without a properly executed form we will call the authorities to ask they cancel the County permit.
New business and community forum: The Plex building repair project has been going smoothly but we hit a snag with the Gyp-Crete subfloor sound barrier and fire retardant material. To replace any Gyp-Crete which has rotted out, we need to go to a Virginia Beach company that will only come if it is worth their while. To bypass this would not conform to current MD code. Although we may have a “grandfather” option, we like to do things right the first time. We will therefore bypass only units that don’t really need it and concentrate on the two units where the problem is known, at about $10,000 each. We will thereby run a little over budget.
A presentation and question-answer session about refinance options was given by Mr. Bruce Davila, chief mortgage advisor and consultant at Empire Financial Services, 51 Monroe St, Suite 1101, Rockville, MD 20850. To contact Mr. Davila: Office (240-499-3205), cellular (240-273-8582), email Financialservicing@gmail.com. The Association thanks Mr. Davila for the information he presented.
The inadvertent late fees for 13109 Bridger Dr were waived. The hard copy of the #5 pay request from Katchmark has not yet been received. The meeting was closed at 8:30 to discuss the current WTP report. The meeting was adjourned at 9 PM.

22 August 2012

noreply@blogger.com (Cloverleaf Center Community) — Thu, 20 Sep 2012 10:24:00 +0000

Following are Minutes for the Cloverleaf Center Condominium Board of Directors Meeting held 22 August, 2012, in Conference Room A, Upcounty Regional Services Center, Germantown, MD 20874.

Farouk Youssef called the meeting to order at 7:05 PM. Mr. Youssef received Kreg Williams’ written proxy for this meeting. Andrew Kim and Peter Franke were present. Noorul Hinaya Jainoor is expected to arrive later [Ms. Jainoor arrived at 7:45 PM during the discussion of the County easement, see below.]. This meeting—delayed from the third Wednesday of August—was announced by a special postcard and by the sign. A motion (FY/PF) was made to close the Meeting at 8:30 to discuss WTP & delinquencies (Vote: 4 Aye/0 Nay.) Motion (FY/PF) to approve the May 16, June 20, and July 18, 2012 Minutes (Vote: 4/0.)

Continuing Business and Management Report

Elan Krueger (Management) reported that letters were sent yesterday calling for candidates for the four Board positions (two Plex and two Town House positions) that will be open in October, and announcing that the Annual Meeting will be held on Wednesday, October 24, at 7 PM, Conference Room A. Management sent a letter to 13015B regarding a satellite dish, as the wire may not penetrate the building and may not be tucked into the siding or trim. That issue has been resolved. Letters were sent to four owners for Contractor access to their units to pull the sliders, in order to apply flashing. The four owners were all present at the time requested. Some discrepancies were noted during the Quarterly fire alarm inspection, but we have not received a proposal for fixes, yet, and have not seen any life safety issues. An advance draft budget was sent to the Board for review. It assumes no fixed contract for snow. [Later in the meeting, Mr. Krueger announced that Bridget (Brickman) will accept a fixed contract for snow removal at $12,000. Audience response was highly favorable. See below.] The draft proposal also asks for no increase in Management fees, as last year’s—from July 1, 2011 to June 30, 2012—inflation rate was about 1.4%. The Auditor was confused about the schedule for the field work, which is now scheduled for Sept 5. We requested that the Auditor send the Draft at least three days before the September 19 meeting. The next Audit Engagement Letter will specify sending the Draft before the March Board meeting, as the loan documents require that the Audits be submitted to the Bank within 120 days of the end of the fiscal year (Dec 1.) The WTP Collections printout and the July 31 Financial Statement were sent to the Board for review. The MD Court of Appeals “Pit Bull Decision”, briefly, is that anyone who has control over the presence of dogs has an absolute liability over a pit bull attack. Thus, by association, a Condominium can be liable. Various attorneys are talking to us about this, saying to muzzle the dogs, to grandfather existing dogs, and to shift the burden of proof to hold the owners liable. The Insurance Industry is behind on this and our insurance will cover this for now, but that could change overnight. Attempts were made to talk with Direct TV and with Dish Network [an owner noted that the satellite TV providers offer otherwise unavailable international stations]—in order to inform these providers that the Association owns the Plex buildings and the grounds, and that the Board requires written approval prior to their touching the building—but these attempts have been refused. Management therefore recommends sending a card to each owner to inform them that the Board requires ACC approval before installing a dish, regardless whether the Board can notify the provider companies.

Mr. Youssef, speaking about the Plex Project, announced that each Plex owner will need to provide inside access so the Contractor can remove the sliders and add the flashing. About every 15 days, the President, Treasurer, Manager, Engineer and Contractor have held progress meetings. Last Thursday, the Contractor stated that the reason that “Bldg 2” has not yet been finished is that there has been extreme difficulty gaining inside access to perform these changes. The side of Bldg 2 on Bridger Dr is about finished, but the back side looks like a horror show. Nevertheless, Bldg 2 will be finished and closed within 15 days. To advance the project to an end on Oct 15, the Contractor has been opening the other buildings, and to date all of the decks have been shored with brackets and hangers. When the time comes to remove the sliders and windows, the remaining work will go fast. Mr. Youssef asks that the people in the remaining buildings be aware of that on short notice, we will ask to be let into the unit. [An owner commented that during the installation of a new slider, the measurement was short and a panel to the slide plate needed to be removed.] [Another owner mentioned pop-up nails.] Mr. Youssef replied that as the Contractor has previously written in a letter to the community, nail pops are expected; when the owner hammers in any pop-up nails, it is better to seal them. Other mishaps will be taken care of. Finally, the Engineer found some excess in the prices of some items, and we will be able to save about $30,000.

Mr. Youssef opened the floor for any other audience questions regarding the project. “Will you remove rotted wood under the slider?” (Yes.) “Is replacement of a French door mandatory?” (No.) (In some cases, in spite of the care of the Contractor, a door, because of its age, may be unusable after removal. In that circumstance, the owner pays for it.) (Owners will get a letter about 72 hours ahead of time to notify them when they will need to be available for the Contractor to enter into their units.) (The Contractor will try to schedule the work by tier (utility stack),so as to avoid moving the scaffolding back and forth.) “I cannot now open the utility door, and there is still a gap by the edge of the deck.” (The Engineer will look into this, as the shoring cannot be removed without the approval of the Engineer.) (The subflooring cannot be leaked into after the repair, so you won’t need to change that.)

The Board previously voted to delay the payment of WTP legal fees for collections for sixty days, but that didn’t work. The problem is that WTP has not yet fought to collect the legal fees—which the Association has paid-for, up-front, without delay, to WTP—after collecting delinquencies. That is not acceptable to us. In one example, a case resulted in garnishment of wages. Why did not WTP collect by garnishment the legal costs of collection? We will put a stop to that. A motion was made (FY/PF) to pay WTP their fees upon written approval of the Board. Vote: 4/0.

Easement Update: A year and a half ago a County representative (Dennis Robinson) unexpectedly broke off negotiations that they had initiated with Cloverleaf Century Condominium regarding a request for a temporary lease of some of the Association’s property, for the purpose of installing carbon filters (on County land) to remove pollution from drainage from Fr Hurley Blvd, a part of the plan to extend Century Blvd to Kinster Dr. The County cited at the time lack of developer funds. The Association, by a vote of the Directors, accepted that offer, pending then-Director Diane Smith’s and the County Forester’s choice of tree and shrub species for planting a barrier strip near the edge of Cloverleaf’s and Cloverleaf III’s property. At the time, the County had rejected as “too expensive” Cloverleaf’s suggestion for a structural sound barrier. After an eighteen month lull, the County has now made a new, unexpected offer. The previous offer was $6000 for an 18 month lease. The new offer was $6000 for a ten year lease, without provision for a planted barrier. That is unacceptable.

In a related development, Directors FY, PF and KW note that County representatives were present at (or supervising) a massive earth-works project that has occurred adjacent to the end of Kinster Dr in Cloverleaf II, eastward toward the 270 SW exit, NW toward the edge of the golf driving range, and SW to the edge of the riparian forest, deer, fox, frogs, old growth oaks, and other natural habitat that is the current border of Cloverleaf and Cloverleaf III. A surface water collection basin—now partially filled with water from recent rains—has been created near the Cloverleaf II edge of the forest. There was a small sign at the end of Kinster Dr indicating that the re-grading project is to improve drainage. We note that this means that drainage was not in conformity with EPA rules. We note that the resurfacing may be to accommodate an office building, and the procession of dump-trucks involved in the re-grading has already heavily impacted the formerly quiet flow of traffic on Crystal Rock Dr to Kinster Dr. We note that altering the drainage may affect the Condominium’s insurance risk, should the resurfacing of the former drainage pond and flood plain make any part of Cloverleaf or Cloverleaf III more vulnerable on the 100-year flood plain map. We note that for the past five years there has been testing of the soil to see if it is solid enough for a road, and that these tests have failed every time. Finally, we note that noise impact studies anticipate that there will be unacceptable levels of noise at certain locations within our community. We therefore ask: What are the County and the developer hiding, and why have they not informed our community representatives? [A member of the audience stated that a sign on 270S indicates that an office complex is coming soon.] FY and PF note that Cloverleaf III representative Larry Harris has said that he also received notification (not yet in writing) from the Mr. Robinson, and that he told Mr. Robinson that CCIIIC will not sign any agreement, nor accept their offer of money, without coordination with Cloverleaf. A motion was made (FY/AK) to draft a letter to the County Executive requesting that the Executive inform Cloverleaf Center Condominium what is happening in regard to the roads, buildings and drainage, and copies to our County Representative, State Delegate [identified by a member in the audience as Aruna Miller], and the County EPA (notification of the US EPA pending.) Vote: 5/0.

The Treasurer reported that various reserve bank accounts have been consolidated to separate the Reserve Fund from the Special Assessment Fund. The intention is that 57% of current reserves and future reserve contributions (the portion specified in the Reserve Study for items related to the repairs covered in the Plex project, such as roofs, siding, etc.) remain in Access National Bank (per the loan documents.) The remaining 43%, not related to the project, is at TD Bank. After the Sept 7 maturity of a CD at UB, the Treasurer recommends opening CDs of $50,000, the remainder as cash.

The Treasurer thanked Mr. Krueger for preparing the first draft of the 2013 budget. The loan documents require the special assessment income and fund and the project expenses on the budget, and quarterly cash-based accounting statements. The extra cost for these statements will be a Plex special assessment expense. In addition to the $12,000 Brickman offer for fixed contract snow removal which Mr. Krueger arranged, the Board would like some competitive bids for the next annual audit (guaranteeing that the loan document conditions will be fulfilled,) collections, insurance, and other contracts. A meeting will be arranged at the earliest convenience with the new collections attorney at WTP, to discuss among other matters FHA approval (estimate this date 15.3% delinquency), the above mentioned need to collect the accumulated legal fees, and estimates of bad debt in 2013.

New Business and Community Forum

Motion (FY/PF) to pay Katchmark for Invoice #4, dated 6 Aug, 2012, and to submit same to the bank, in the amount of $111,971.62. Vote: 5/0. Motion (FY/PF) to pay SRG Invoice #7756, dated 31 July, 2012, in the amount of $15,758.90. Vote: 5/0. Motion (FY/PF) to authorize automatic payment of the next five loan payments to ANB (the interest only period.) Mr. Youssef noted that the Board intends, after January, to pay a large lump sum ($250-300K), and to pay about $18,000 monthly, rather than the minimum (about $14,000) P&I payments, in order to avoid a balloon payment at term. Our cash flow was examined by the bank prior to authorizing the loan. Mr. Franke cautioned the Board to anticipate any “ups and downs” in the future and to keep a large amount in reserve.

The Board received a letter from 12915B, written under the Unit owner’s company letterhead. The letter states that due to our negligence, the owner incurred damages, and asks for a new door, slider and paint. As soon as the Board knew of that Unit’s pattern of leakage, the Board addressed the problem, at a cost to the Association so far of about $10,000. Several Directors have examined the ceiling and found no water stain. The owner harassed them about the $25K Special Assessment as they tried to stop the cause of the complaints. It is now known that will not stop until the siding is changed. The slider, which shows internal water condensation due to its age, was not damaged by a leak, as claimed. The Board answers letters sent to the PO Box; a similar claim was recently rejected. Motion (FY/PF) to answer the letter and to refuse the claim. Vote: 5/0.

The Manager asked whether the Board will allow a tenant to operate a daycare business at 20513 GCD. Mr. Youssef responded that there is a licensed day care facility in another Unit, 20537 GCD, run by the tenant. According to our rules, the owner must ask the Board for permission. The owner of 20537 GCD wrote that the tenant living there has his permission to operate a day care facility on the premises. In this instance, the owner should have written to the Board to ask for permission. Mr. Youssef requested that Mr. Krueger take care of this. Now in the situation at 20513 GCD, a real estate agent called Mr. Krueger to say that a possible renter is interested in opening a day care center. That situation is more complicated. The prior owner fell behind in the mortgage, and arrived at a compromise with the bank. The bank paid what the prior owner owed, and the prior owner is staying in the unit as a renter. Motion (FY/PF) not to approve this until we get in touch with the bank. Vote: 5/0.

Motion (PF/FY) to send letters to owners to notify them of Bylaws Art V, Section 14 (Restrictions on Use of Units), part (b), which states (in part): “Nothing shall be done or kept in any Unit or in the Common Elements which will increase the rate of insurance for the Condominium applicable for residential use without the prior written consent of the Board of Directors.” In one instance, a Unit owner did not ask the Board for permission prior to putting a water slide on the grounds.

Open discussion: An Plex Unit owner brought examples of boards with nails left on the ground during the construction, and said that a downspout was left lying across a pathway. (These issues will be addressed.) A Plex Unit owner asked that the branches of a tree be trimmed away from the roof, so as to stop an ant pathway; a TH unit owner asked that branches from a common element tree be trimmed away from his property. (Mr. Krueger pointed out that in the second case, by MD &English common law the encroaching branch is the responsibility of the Unit owner.) A TH owner asked for Association help regarding continued Verizon disruption of the landscaping. (Asked Management to look into the agreement by which the Board allows a utility easement to Verizon for FIOS.)

The meeting was closed to discuss collections, and adjourned at 9:20 PM.

July 18 2012 BOD Meeting

noreply@blogger.com (Cloverleaf Center Community) — Thu, 23 Aug 2012 10:47:00 +0000

Following are the Minutes for the Cloverleaf Center Condominium Board of Directors Meeting, July 18, 2012, Conference Room A, Upcounty Regional Services Center, Germantown, MD, 20874.

Farouk Youssef, President of the Association, called this regularly scheduled and announced meeting of the Board to order at 7:03 PM. The other Directors—Peter Franke, Andrew Kim, Kreg Williams, Hinaya Jainoor—were all present. Minutes for the June 20 meeting were not available and approval was postponed, pending availability. (Note: The May 16, 2012 minutes are also pending approval.) An agenda for this meeting was not available, but the meeting was held on the following issues at hand.

Elan Krueger reported that the call for candidates will be sent 60 days prior to the Oct 24 Annual Meeting. Ballots and a reminder of the meeting will be sent 30 days prior. The ARC approved the proposal at 20608 DPD. Deck safety letters were sent to 13031 and 13035 B, and a patio storage violation letter to 20548 GCD. A response was sent to 13001 B regarding request for reimbursement for interior repairs. An insurance claim at 13051 B was settled for about $9,612. A tenant claim at 12957 B was settled for about $8,065. A service request by 13100 B (CCIIIC) for a French drain is not the Association’s responsibility, as the owner’s property extends 4’ from building. Furthermore, the CCIIIC attorney’s opinion is that by common law, no Board has responsibility for runoff. Management will check whether Brickman has identified the correct pine tree for removal. The fire alarm mother board in Plex phase 13 (“Building 1”) failed, and was replaced for about $2,400. Mr. Krueger asked that the Board grant blanket approval for replacement of the windows and doors and the labor prices from Katchmark.

Motion: The Board hereby gives blanket approval for the replacement of doors, windows and sliders, provided that the unit owner contracts directly for replacing such items. The styles of windows, doors and sliders described and illustrated in the July 9, 2012 Katchmark Proposal are architecturally acceptable for installation. Approved 5 Aye, 0 Nay.

Motion to pay contractor for Revised Invoice # 3 (July 11, 2012) and to forward to ANB: Approved 5/0.

Motion to close meeting at 8:30 to discuss a payment plan request and a bankruptcy write-off : 5/0.

Motion to pay $218 for 12 months PO Box fee, due July 31: Approved 5/0.

Motion for Mr. Youssef and Mr. Williams to reopen negotiations with Dennis Robinson (Montgomery County) regarding leasing a portion of our property, as the County wants to move on their project in September (letter of July 11), in the midst of our own project: Approved 5/0.

Structura modifications to the contract deferred to executive session, to be held within about 10 days.

In open session, there were discussions of an iron fence (estimated at $10-14/ft), whether delinquent owners are now paying, removal of the dead pine tree, who will run for the new board, when gutters will be replaced, when the balconies will be done, and the balcony sliders.

The closed session discussed also the ANB account and executed contracts, and adjourned at 9 PM.

Note: Farouk Youssef, Peter Franke and Kreg Williams met at a public location on at 8 PM on Monday, July 30, for an emergency meeting of the Board concerning the request of the County to proceed with their project as early as September; Andrew Kim sent his regrets as he was unable to attend. The Board discussed the negotiation with the County, and an implied threat of eminent domain. A motion was made (FY/KW) and approved (3/0) to authorize hiring a lawyer to respond to and to obstruct any explicit threat of eminent domain.

June 20, 2012 BOD Meeting

noreply@blogger.com (Cloverleaf Center Community) — Thu, 23 Aug 2012 10:42:00 +0000

Following are the Minutes for the Cloverleaf Center Condominium Board of Directors Meeting held June 20, 2012 in Conference Room A, Upcounty Regional Services Center, Germantown, MD, 20874.

Farouk Youssef, President of the Association, called to order this regularly scheduled and announced meeting of the Board at 7:05 PM. Peter Franke, Andrew Kim, and Kreg Williams were present. Hinaya Jainoor arrived at 7:13 PM. The Manager was not available.

Mr. Youssef noted that the doors and windows are the property of the Unit owners; the sliding doors must be removed, and if it must be replaced, the Owner must replace it. These buildings were built in 1994-97, and that is a long time ago. Steve Katchmark is here to speak later on the contractor’s proposal for replacing doors and windows. Kirby McCleary (SRG) is here and is also invited to speak later.

Mr. Franke asked to speak on several items of continuing business: There are several more instances of BBQs on Plex unit decks and patios; the 20608 DPP ACC request has been approved; and Condominium Bylaws, Chapter V, Section 14(k), states, in part: “…Any member who keeps or maintains any pet upon any portion of the Condominium shall indemnify and hold the Association, and each of its members free and harmless from any loss, claim or liability of any kind or character whatever arising by reason of keeping or maintaining such pet within the Condominium…”; additionally, our Rule 12 (June 3, 1997) states, in part: “…The law of the County addressing Animal Control and Humane Treatment is adopted as the principle of practice within the community…” Summaries of these laws have been found at: http://www.montgomerycountymd.gov/poltmpl.asp?url=/content/POL/districts/MSB/animal/summarylaws.asp

A motion was made (PF/KG) to approve the May 16, 2012 minutes. Mr. Youssef objected to a comment in new business, item III. g. Mr. Youssef stated that it is easy to claim that they did building 1. They did not pay for it and left it for another board to deal with the debt, the lawyers, etc. The tough part was to address how to deal with the roofs, which a recent MIT study says are responsible for 68% of leaks. We did six roofs for $350K. We are now opening building 2 to do the job as it should be built. That was promised, and will be done. Let us hold up: 4/0.

The ACC added the following condition for approval of the garage door replacement request from 20520 Bridger Way: “Solid white, no windows.”

A motion was made (FY/AK) to pay the SRG invoices #7589 and 7590 by July 10. Approved: 5 Aye, 0 Nay.

Motion (FY/AK) to reject the bill and threat for non-payment letter from 13001 B: Mr. Youssef noted that work will be torn up by the contractor, and that was said here before. Mr. Kim noted that the owner did this on his own, and the work was not life-threatening or an emergency. Approved: 5/0.

Mr. Youssef noted that we should have had the money for the loan in the bank last week, but the bank’s lawyer found a lien on the property [including the town house property and everyone’s personal property.] Mr. Youssef will take action for trespass, and those who signed will be called to task. The lien has been removed, and we have a bill.

A motion was made to approve the “Minutes of Meeting of the Board of directors of Cloverleaf Center Condominium [sic]”). [In plain language: The Condominium is authorized to borrow $1.3MM pursuant to certain loan documents. The loan documents are approved. The President and Treasurer are authorized to execute those documents on behalf of the Condominium, and other actions they deem necessary or advisable.] Approved: 5 Aye, 0 Nay, 0 Abstentions. Five copies were signed, a copy for each Director.

The meeting opened for public discussion. Gratitude was expressed; a question about the wood door frames; a comment about paying even more; a question whether the town houses are implicated in the loan [no]; and the order of work.

Mr. Katchmark was invited to give an update: The roofing, trim work, gutters are done. Started the siding and replacing the wood trim, and investigating the backs (rot, framing.)

Mr. McCleary then spoke. He became involved two years ago. It was a slow process to find out what is wrong and to do the bidding, and to wait for the Association to get financing. He investigated several of the six buildings, and found occurrences of leaks, negative sheathing, and other joint problems. He stated that in the mid 1990’s, Code did not require a weather resistant barrier, and water will find a lapse. Wall to roof joints were also not flashed properly. Other issues found: Leaks around the sliders; deterioration and separation; water infiltration and deterioration of deck attachments; wooden floor trusses, supported on end of well beds, should attach to the ledger board (in one case, in building 3, was split.)

Now, we have a handle on the other balconies. We’ve opened 50% of them in building 2, and did not find that. In building 2, we did find a gap and slope, and found that it had dropped, and that the block at the corner had deteriorated, due to an important defect in the design. Today we found the same condition in the opposite deck. This is not just a siding project, and we have found some structural damage, so we’re doing spot structural repairs, removing some sheathing, adding weather protection, and window and door flashing. New siding and roofs were an issue, and the window and door options.

[Question from floor whether we’re going to remove the sheathing?] Mr. McCleary answered for deck only. [Statement from floor that in building 1 there were three stories of rot] Mr. McCleary answered that it does not have that damage or indication. Mr. Katchmark also answered that if it is in poor shape, we will replace it, and if the thermo-ply [sheathing] is buckled, we will replace it.

Mr. Katchmark added that ideally, we want to pull all the windows, and we can replace windows at reduced cost. Doors [sliders] will be removed and put back in: We will need the help of the owners so we can remove and replace them.

Public questions and answers continued: Cost to replace a slider (about $900); warped door [will address]; quality of windows, doors (upper medium grade, better than what is there, and energy efficient); warranties (offer 5 years workmanship); what to do with deck stack (clip and water proof); the doors of delinquents (yes, a problem); can all windows and doors be done in one day (yes)?

Mr. Kim stated to just email all your requests to cloverleafproject@katchmark.com. Public discussion then broke into individual conversations involving the owners with Mr. Katchmark and Mr. McCleary.

A brief closed meeting was held to discuss the current delinquencies.

The meeting adjourned at 9 PM.

May 16 2012 BOD Meeting

noreply@blogger.com (Cloverleaf Center Community) — Thu, 23 Aug 2012 10:35:00 +0000

Board of Directors Meeting

May 16, 2012

Upcounty Regional Services Center, Room A

12900 Middlebrook Road, Germantown MD

I. Farouk Youssef called the meeting to order at 7:04 PM. FY, Peter Franke and Kreg Williams were present and constituted a quorum. (Andrew Kim arrived at 7:20 PM; Hinaya Jainoor was absent.) Meeting was announced by post card and sign. Motion (FY, PF) to read & approve minutes of April 18, 2012. Vote: 3 Aye, 0 Nay, 2 Abstain.

II. Continuing business and management report (Elan Krueger)

a. Motion (FY, KW) to close meeting at 8:30 PM to discuss delinquencies and another legal matter. Vote: 3 Aye, 0 Nay, 2 Abstain.

b. FY reported on the construction and the loan; issue of gutters and downspouts; temporary repair work related to the project; inspection of concrete; ironwork:

i. Since the roofs were finished faster than expected, we’re now in a lull. That is a calamity for all of us, as the loan has not yet been approved, so we don’t have enough money to proceed to the next logical step (the siding and the balconies.) The portion not yet done also includes new gutters & downspouts, and we don’t want to tear them out again when the siding is removed. That said, heavy rains caused some units to continue to leak, especially around the sliders.

ii. We have not been idle in this regard, and have promptly answered all questions from the bank about our cash-flow. For example, actual cash-based income is not reported in the accrual-method statements. To calculate cash income for the bank, we tabulated actual income listed on the monthly activity reports and arranged the data by class of ownership. For the period from January 2011 through March 2012, it took about 36 hours to reverse-engineer the reports to get a single value (cash income) for that period. Since the accountant could not get to that project in time, we did the work.

iii. We asked the bank for a date certain on the loan, explaining that if we are further delayed, we need to go ahead with the gutters, downspouts, and balconies. They explained that they cannot give us a date certain, and we asked what it is exactly that they want, so that there is no misinterpretation. The bank wants it simplified, and understands and mostly agrees with our statements of cash on hand.

iv. A now old, repeated problem is that the engineer did not know where the leaks are coming from. In one case, about a week ago, the engineer and his assistant located the source of a leak, at a cost of $6500. In another incidence, in “Bldg 2,” we’ll see how to remedy within two weeks.

v. FY, EK and PF inspected concrete walkways and concluded the issue is not pressing right now. TH people own their lot so concrete is theirs; what is a concern are the walkways from one building to another.

vi. Found a trade person who has fixed the iron railings.

c. Motion (PF/KW) to proceed at this time with drainage, tree replacement between TH Buildings 6 and 7 (behind 14 DPC). Vote: 4 Aye, 0 Nay, 1 Abstain.

d. 13055B ACC requests (AC, vent): The owner wrote on May 10, 2012 that: “…the current disconnect box can and will be reused since 1) it will not negatively impact the functioning of the new system and 2) the box does not need to be relocated.” The BOD approved the owner to remove a portion of the fence and reapproved erecting the ventilation pipe. FY underlined the instruction to not change or relocate the disconnect box from its current location and signed both requests.

e. 20608DPP ACC request (removal, replacement, realignment): Deferred decision pending a meeting at the site, and an examination.

f. EK noted the Annual Meeting will be held on Wednesday, October 24, 2012. The meeting notice and call for candidates will be mailed in August.

g. FHA. Motion.

III. New business and community forum

a. BBQs are prohibited on Plex decks and patios: EK sent 4 letters and 1 email to Plex unit owners notifying them that use or storage of BBQ grills on Plex decks or patios is against the rules and a violation of the Montgomery County Fire Code.

b. Discussion of the “MD Pit bull Case”: The MD Court of Appeals has ruled that owners in multifamily housing are not allowed to keep that breed or mixed breed. FY stated that if this singles them out, that may constitute an illegal enforcement of law, and that the case may be put into the Federal Courts system. EK stated the case involved a pit bull in an apt building; the victim’s family sued everyone, including the apt building owner; the Court stated the breed is inherently dangerous, and allowing a pit bull is negligent and makes the building owner liable; the recommendation is if Association’s rules allow, to pass a rule to prohibit pit bulls and pit-bull cross breeds; insurance will not cover us if sued. Should such a rule apply to anyone who now owns a Pit bull breed, or hence forth? What now is the MD law on liability if an animal’s owner does not assume full liability? As other Condominium Associations may be asking similar questions, may we limit our Association’s portion for legal consultation of these matters to two hours, or however much is a fair share?

c. Motion (PF/FY) to pay Structura Invoice #7511. Vote 4 Aye, 0 Nay, 1 Abstain.

d. FY deferred discussion on drafting a binding resolution for repayment of a construction loan.

e. PF noted that some new owners may not be paying their dues, or not paying consistently. To avoid this, and to give the benefit of the doubt, FY recommends a warning letter to those, stating that fees are due the first day of the month, a $15 late fee is applied after the 15^th, and after 90 days the delinquency may be referred to the attorney for collection of assessments, legal fees, and legal interest. Discussion of recovery of legal fees for collections, warning letters.

f. Received a letter, allegedly from 13001B, a form of threatening correspondence to pay or else. First, the letter is not dated or signed and is not a legal document. Second, we will not yield to threats. In the past, that owner was the first to receive an engineering study of a unit, as well as temporary repairs. The work he has done will be redone in the project, and everything he has done will be destroyed. FY rejects the letter.

g. Open discussion included the project, loan and Brickman landscaping.

i. Anna Prisutti of 13009 B stated “At least we [the previous Board] succeeded in doing one building, but not the stuff not required, which was the roof."

IV. Closed discussion and adjournment

a. Discussed WTP cases and actions.

The ACC met in a special session at 20608DPP at 7 PM on May 24, 2012.

1. AK, PF and MH (owner) were present. FY, KW & HNJ were unable to attend.

2. Owner measured the areal dimensions (100”W and 72”D) of the proposed flagstones. This depth is slightly greater than the existing pavers & will displace a few inches of grass. Space between pavers will consist of a sand-gravel mixture.

3. AK & PF found no objections & recommended approval of the proposal.

The BOD met in an emergency session at a public location at 7:45 PM on June 4, 2012 to discuss ANB’s approval of Cloverleaf’s request for a commercial term loan.

1. The Executive Committee (FY, AK & PF) was present. KW & HNJ were unable to attend.

2. FY moved to hire a competent attorney from WTP to execute the ANB loan documents until closing. Vote: 3 Aye, 0 Nay, 2 Abstentions by absence.

3. AK volunteered to draft a binding resolution to direct repayment of the loan.

a. Repayment is funded by the special assessment, as amended, and by 57% of the reserve fund.

b. The BOD directs that no less than minimum required payments shall ever be made. The BOD authorizes payment of $18,000 or more per month, if possible, so as to pay off the loan during the term of the special assessment.

c. Attach a copy of the executed June 4, 2012 commercial term loan letter.

4. FY called S. Katchmark, who affirmed that downspouts will be removed and reattached with greatest care, and that gutters will not be touched during siding work.

Address for the Association

noreply@blogger.com (Cloverleaf Center Community) — Sat, 26 May 2012 23:05:00 +0000

If you have any issues that you wish to bring to the attention of the Board, please send by mail to:

Cloverleaf Center Condominium

PO Box 2346

Germantown, MD 20875-2346

Please date and sign your letter:
We can then address these issues in a legal manner.

Board of Directors Meeting April 18, 2012

noreply@blogger.com (Cloverleaf Center Community) — Sat, 26 May 2012 23:02:00 +0000

Board of Directors Meeting

April 18, 2012

Upcounty Regional Services Center, Room C

12900 Middlebrook Road, Germantown MD

I. Farouk Youssef called meeting to order at 7:05 PM. FY, Andrew Kim, Peter Franke and Kreg Williams were present for a quorum; Hinaya Jainoor arrived at 7:07 PM. The meeting had been announced by post card and sign. Motion to approve the minutes of the Mar 21, 2012 (FY, PF): 4 Aye, 0 Nay, 1 Abstention (absent at time of vote.)

II. Continuing business and management report (Elan Krueger)

a. Motion to close at 8:30 PM to discuss delinquencies (FY, KW), 5 Aye, 0 Nay.

b. EK reported that room A has been scheduled for meetings for rest of year. Possible claim against Assn due to leak from ice-maker ($6,600); discussion of master policy coverage and individual insurance coverage. 20608 DPP (5-505) owner requests Assn repair sidewalk in front of that unit (refer to owner to submit ACC request); inspect community for other concrete work. Side-wall heads: All have been replaced (removed siding). Re-grade of drainage, replacement of tree between TH Buildings 6 and 7 (behind 14 DPC): schedule. 20525 GCD iron banister: Repair requires a specific type of cement. Trees on Assn land behind the TH are in a conservation easement: Cannot touch them.

c. FY reported the roofs are completed except for the drainage system and temporary flashings, so there is still risk regarding rain. Hope to complete the loan soon because we have almost exhausted the cash: $19K for engineer certification and $245K for construction. Need to question the contractor and engineer before we write any checks. Need the loan now for the remaining work and engineering cost. The siding project uses about 57.3% of the reserves, and we would like to delay roads and concrete (about 33%) until end of project. We met with a senior VP at Access National Bank and executed a letter with acceptable general terms and conditions with a check. We will restart work when loan completed. Contractor will be back to repair panel.

d. Discussion regarding assignment of WTP invoices & other expenses and profits which are not common. Community forum on delinquencies and refinancing.

e. Wed advertiser was stopped because carrier not able to remove unwanted papers, EK will try to stop delivery of Gazette on GCD that are not picked up.

III. New business

a. EK will try to re-schedule the meeting now scheduled on Oct 17 2012 to Oct 24, 2012 for the Annual Meeting.

b. Motion to pay SRG invoices #7432 and table #7431 until FY satisfied (FY, PF), 4 Aye, 0 Nay, 1 Abstention.

c. Motion to pay Katchmark half ($125K) of Invoice #1 immediately and remainder on following Friday, after FY has answers to questions regarding mobilization costs and sheathing (FY, PF), 5 Aye, 0 Nay.

d. Discussion of listings describing THs as Condos. The Property is subject to the Act and is divided into a Condominium.

e. ACC: Correspondence sent to 13055B, not reopened at this time.

IV. Closed discussion and adjournment

a. Signatures requested; discussion of cases.

b. Adjournment at 9 PM.

March 21 2012 BOD Meeting Minutes

noreply@blogger.com (Cloverleaf Center Community) — Wed, 25 Apr 2012 21:06:00 +0000

Board of Directors Meeting

March 21, 2012

Upcounty Regional Services Center, Room C

12900 Middlebrook Road, Germantown MD

I. Call to order, quorum, announcement, minutes

a. Farouk Youssef called the meeting to order at 7:00 PM.

b. Farouk Youssef, President, Andrew Kim, Vice President, Peter Franke, Treasurer, & Hinaya Jainoor were present & constituted a quorum. Kreg Williams, Secretary, absent, verbal but no written proxy.

c. Notice of this meeting by post card & sign at the entrance to the community.

d. Motions were made to approve prior minutes. Jan 18, 2012: PF/FY, 4 Aye, 0 Nay, 1 Abstention. Feb 15, 2012: HN/PF, 4 Aye, 0 Nay, 1 Abstention.

II. Continuing business, including management report (Elan Krueger)

a. Motion to close session @ 8:30 PM to discuss WTP report & term sheet: FY/PF: 3 Aye, 0 Nay, 2 Abstentions (HN absent during vote.)

b. Katchmark: Work started Mar 6; have held two on site progress reports; discussed complaints; FY says fantastic, fast job on roof replacements & trim.

c. Letters between 13055 B and BOD: Approved part of ACC has expired (six months); owner advised to resubmit; also need detailed plans for second part (compressor.) Regardless, no change of the disconnect box BOD will be allowed. FY requests EK write to owner to get written status of unit, request inspection.

d. 13051 B: Damage from leaking ice-maker water line. Owner called emergency services and insurance & master policy will cover cabinets & flooring as originally installed by developer. Owner responsible for deductable.

e. 20508 B: Done; owner billed for deductable.

f. Guardian will soon have replaced 7 of 14 sprinkler heads: Did four units Mar 5-6, will do two on Mar 24; will examine others when Katchmark pulls the siding.

g. 13049 B Hearing: FY intended to move to rescind the $250 wiring fine & uphold second fine, but owner not present, so BOD will now turn this over for collection.

h. 12957 B water shut-off follow-up: EK will call owner.

i. Brickman offered seasonal color for $530; FY asked about reseeding.

III. New business and community forum

a. SRG invoices: FY attests for hours. PF/AK moved to pay. Approved 4 Aye, 0 Nay, 1 Abstention. Copies of invoices & checks will be forwarded to Summit.

b. PF asks to look into FHA request with new delinquency rate. EK notes that existing FHA mortgages can be refinanced regardless Association’s status.

c. Auditor has extension for 2011 taxes.

d. Open session: Discussions of dog waste, speeding, graffiti removal, landscape improvement, light outages, reimbursement for Katchmark for owners’ electricity, sequence of reconstruction work (180 days), types of delinquencies (hardship, don’t believe in project, sporadic), repair of roads, life of balconies.

IV. Closed session and adjournment

a. Discussion of TH concerns expressed: Cleanliness, common expenses, speeding.

b. Discussed collections and loan term sheet.

c. Adjourned at 9 PM.

Link to request information about the current project

noreply@blogger.com (Cloverleaf Center Community) — Thu, 22 Mar 2012 14:08:00 +0000

cloverleafproject@katchmark.com

February 15, 2012 Board Meeting Minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 22 Mar 2012 14:05:00 +0000

Cloverleaf Center Condominium

Meeting Minutes: Board of Directors Meeting

February 15, 2012, 7:00-9:00 PM

Upcounty Regional Services Center, Room C

12900 Middlebrook Road, Germantown MD

I. Farouk Youssef called this meeting to order at 7:00 PM.

II. Farouk Youssef, President, Andrew Kim, Vice President, Peter Franke, Treasurer, Kreg Williams, Secretary, & Hinaya Jainoor were present & a quorum.

III. Notification of this meeting by post card & sign at the entrance to the community.

IV. Abbreviated minutes from 1/18; motion to delay approval (FY/PF): 5 Aye, 0 Nay.

V. Continuing Business:

a. Motion to close meeting at 8:30 PM discuss loan, WTP (FY/KW): 4 Aye, 0 Nay.

b. We signed a Letter of Intent with the contractor & reduced scope to $1.3MM ($1.7MM with engineering, legal, and contingency costs); ~$400K on hand; project will begin Mar 5 on roofs (lifetime warranty): will fix 75% of the leaks; balconies, siding, windows will follow; material samples & colors shown (FY.)

c. We have entered the Amended Resolution in five judicial cases, including the CCOC, and it held in law; we were awarded $7000 in legal fees (FY.)

d. We will select areas to store materials & equipment; mobile bins (FY.)

e. Will move forward with our own money to lock in a lower price for roof tiles; bank money later, if something happens, roofs done; balconies second and siding last. Engineer will select order of building repair; “Building 1” roof last (FY.)

VI. Management Report (Elan Krueger):

a. 20508 B: Work done, claim filed (>$5000 pass through cost.)

b. 12957 B: Missing downspout alleged to have caused groundwater infiltration (water stains living room floor.) Tenant called County, resulting in code violations. Now pristine, except carpet stain that Minkoff cannot remove (code violation.) Determine Association & Unit owner responsibilities; appeals.

c. Sprinkler Head replacement: EK noted that one head was done and that he has the easy ones scheduled.

d. 13055 B: Owner has not responded; some communication with CCOC, other issues, motion stands (FY.) Owner can resubmit (EK.)

e. 13049 B: Owner did not respond; payments go to fines; we are trying to avoid attorney costs. EK will write again.13015 B: No report.

f. 13045-47 B: Did not report leaks.

VII. New Business

a. Community Forum: Community will decide later if duration of payments to be reduced (FY.) Same re bad debt, money left over, reserve study (PF.) Loan will be secured in “bite sized pieces” (FY.) Written report requested re termites has not been presented (EK.) Amendment requires SA be paid at closing (PF.)

VIII. Meeting closed to discuss terms proposal & contract; delinquencies & WTP cases.

IX. Adjourned at 9 PM.

January 18, 2012 Board Meeting Minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 22 Mar 2012 14:03:00 +0000

Cloverleaf Center Condominium

Board of Directors Meeting

January 18, 2012, 7:00‐9:00 PM

Upcounty Regional Services Center Conference Room C

12900 Middlebrook Road, Germantown MD

I. Board of Directors was called to order at 7:02 PM by Farouk Youssef.

II. Farouk Youssef, Andrew Kim, Peter Franke, and Kreg Williams were present and established a quorum of the Board; Noorul Hinaya Jainoor was absent due to work.

III. Proof of announcement of this meeting was by postcard and sign.

IV. FY noted that 30 days has elapsed since call for special regarding 2010-1 amendment; the amended resolution has now become the law of the Association.

V. Motion to approve minutes from 12/21/2011 meeting approved (FY, PF; 4/0.)

VI. Continuing Business

a. Public discussion of bank loan, court judgments, FHA. Motion to close session at 8:30 PM to discuss these and the 2010-1 amendment as necessary (FY, KW; 4/0.)

b. Management report: Elan Krueger noted Dec 31 financials not yet available.

i. 12957 Bridger Dr: EK noted water infiltration and mold remediation. Noted also that the Association has withdrawn its insurance claim but has three years to resubmit. FY suggested an evaluation by our engineer.

ii. 20508 Bridger Way: Water (burst pipe) damaged two downstairs units.

iii. 13015 Bridger Dr: No written report from owner regarding termites.

iv. 13045-13047 Bridger Dr: Cause of leak into downstairs unit not found.

v. 20527 Golf Course Dr: EK is willing to discuss this issue with the owner.

c. Continuing ACC

i. 13049 Bridger Dr Hearing: Owner absent, deferred to closed discussion.

ii. 13055 Bridger Dr: FY noted elapse of thirty days since filing of the Motion to Dismiss. Motion should carry.

iii. 12834 Duck Pond Dr: EK will cut the wire.

d. Access to Units for work on sprinkler system: Proceed with test case “B”; EK will send a stern letter to the unresponsive owners prior to further Board action.

e. ezStorage: PF noted storage unit rent increase to $72/month, and asked Summit to make these monthly payments. Summit agreed to issue these checks on 20^th of each month. Noted that the storage boxes need replacement.

VII. New Business (8:20)

a. EK approved an owner’s request for Waiver of Late Fees.

b. No new ACC.

c. Motion to open the floor to discussion (FY, PF 4/0.)

VIII. 20509 GCD asked about the special assessment and sale of their unit.

IX. Motion to adjourn to closed session (FY, KW; 4/0.)

X. Closed discussion of legal action regarding repairs (delinquent owners), court award for attorney fees paid by the Association, investigate prepayment of 2010-1, action on Cases 56 and 62-08, and discussion of units in foreclosure.

XI. Adjournment at 9:00 PM.

Project Update and Effect on Parking

noreply@blogger.com (Cloverleaf Center Community) — Fri, 24 Feb 2012 16:35:00 +0000

Work will start on March 5; it will involve serious reduction in parking spaces.
Each owner will be notified by the contractor and by Summit Management.

If you have any issues that you wish to bring to the attention of the Board...

noreply@blogger.com (Cloverleaf Center Community) — Thu, 02 Feb 2012 20:53:00 +0000

If you have any issues that you wish to bring to the attention of the Board, please send by mail to:

Cloverleaf Center Condominium

PO Box 2346

Germantown, MD 20875-2346

We can then address these issues in a legal manner.

Text of December 12, 2011 Communique

noreply@blogger.com (Cloverleaf Center Community) — Thu, 02 Feb 2012 02:48:00 +0000

Cloverleaf Center Condominium

P.O. Box 2346

Germantown, MD 20875-2346

Communiqué

Date: December 12, 2011

From: President, Board of Directors

To: All Plex Unit Owners

Re: Renovation Project Update

Dear Plex Unit Owners:

After much time and effort, the Board is delighted to announce that it has identified a reputable financial institution that is willing to provide our community with a commercial loan at a reasonable interest rate, closing cost, and method of repayment.

As we have stated repeatedly, the Board has had difficulty in securing a loan, because of the high rate of assessment delinquencies in our community, and had previously received notices of rejection from eight banks. The present opportunity may be our best chance to finally move the project forward.

A Brief Recap: The Board contracted Structural Rehabilitation Group, LLC (Structura) for a comprehensive engineering study. The study revealed that renovations will involve structural framing repairs/replacement, selective sheathing replacement, installation of weather-resistive barrier, new wall flashings, and flashings at improperly-lapped sheathing joints, removal and reinstallation of roof-to-wall flashing and ice/water shields, removal and replacement of wood trim with synthetic (PVC) trim, new roofs, and various deck repairs to make them fully compliant with County Code.

This project is thus large in scale and will take approximately 48 to 52 weeks to complete. At the end, our community will have solid, code-compliant buildings without the water-leak problems that many Plex Unit owners have experienced. It is expected that these renovations may increase the property value of the buildings as much as 18%.

After gathering all the necessary facts and extensively analyzing them from multiple angles, the Board, unfortunately, arrived at the conclusion that the prior Board’s estimate of $14,100 per unit is obsolete and will not be sufficient to cover the entire cost of the project, mainly due to the increased scope of work (including the roofing).

To commence this project, the Board will amend Resolution 2010-1 of March 17, 2010 to reflect the following changes:

The total amount of the loan will be $1.7 million to cover all aspects of the renovation.
The monthly Special Assessment will remain at $235.
The loan repayment term will be extended from 60 months to 108 months.
The Special Assessment will cover the costs of the engineering study, the loan, loan interest and cost, unforeseen conditions, and the costs for renovation of Building 1, which is already completed except for the roof.
Owners who purchased a Plex Unit through a regular home sale or a foreclosure, after the $14,100 collections originally began in October 2008, will also be responsible for their portion of the increased cost of the project. Owners who are in this situation will be notified separately by our Property Management Company about how much the additional payment will be and when their monthly payments will begin.

Please note that the 98 Plex Unit owners will have thirty (30) calendar days from the date of this Communiqué to file a petition with the Board to call for a Special Meeting, in accordance with Article II, Section 6(b) of our Bylaws, to make a decision on the proposed amendment to the March 2010 Resolution. Article II, Section 6(b) requires signatures from not less than fifty percent (50%) of the affected class of home owners (e.g., 49 Plex Unit owners) for the petition to be presented to the Board. Otherwise, the Board’s final vote on this amendment will be controlling.

Although no one can predict the future, the Board's position is that if our community does not move forward with the renovation project and seize this opportunity to secure the necessary loan now, its chance of obtaining another, reasonable one will diminish considerably (and the overall cost of the project will most likely be higher) in the future. The Board asks that all Plex Unit owners give serious thought to this very important matter and come to a wise, well-informed decision that will provide the community with long-term benefits for everyone.

Amendment and Reformation of Resolution 2010-1 of March 17, 2010

noreply@blogger.com (Cloverleaf Center Community) — Thu, 19 Jan 2012 20:28:00 +0000

Cloverleaf Center Condominium

PO Box 2346

Germantown MD 20875

A Resolution Put before the Board of Directors in Open Session on December 21, 2011,

Titled Amendment and Reformation of Resolution 2010-1 of March 17, 2010

Whereas the Plex Unit owners voted on March 17, 2010 a levy upon themselves of a special assessment to repair certain long standing deficiencies in their common property, and

Whereas the Board of Directors thereby enacted Resolution 2010-1, and

Whereas the Board concludes, having gathered all necessary facts and analyses, that

· The prior Board’s estimate of $14,100 per unit is insufficient to cover the costs of repairs to the remaining six (6) buildings, due mainly to the increased scope of the project required by current Montgomery County Code regarding repairs to the roofing and the decks.

· The project can now go forward, however, by the affirmative resolution to amend and reform Resolution 2010-1 so as to reflect the costs previously obligated to this project and the expected future costs, including $1.7 million in contract costs for repairs, plus interest and other costs.

· Time is of the essence of this project and of this assessment.

The elected current members of the Board of Directors therefore affirmatively resolve that this project shall now go forward, and amend and reform Resolution 2010-1 such that:

· The Special Assessment repayment term is extended from 60 months to 108 months.

· The monthly Special Assessment for each 98 Plex Unit owner is $235.

· The total Special Assessment for each Plex Unit owner is $25,380.

· The $25,380 consists of the following two parts:

o A $14,100 lien that was due and payable July 1, 2010, plus

o A $11,280 lien that is due and payable on this 21^st Day of December, 2011, upon the affirmation of this Resolution.

o This lien may be satisfied by payment of $235 per month for 108 months and owners who are current in these monthly payments are not delinquent in that portion not yet due.

o Owners are individually responsible for and shall pay on demand any and all costs of collection due to non-payment, fees, legal interest, plus the acceleration of this lien in its entirety.

· Plex Unit owners who purchased a Plex Unit through a regular home sale or a foreclosure after the $14,100 collections originally began in October 2008 will also be responsible for their portion of the increased cost of the project, plus any unpaid portion of the $14,100 special assessment. Owners who are in this situation will be notified separately by our Property Management Company about how much the additional payment will be and when their monthly payments will begin.

· This Special Assessment covers the costs for the renovations specified in the engineering study as negotiated with the selected bidder, plus the costs for the repairs to Phase 13 (“Building 1”), which was completed except for the roof, engineering and bidding costs, a commercial loan up to $1.7 million for the specified repairs of the limited common elements of the remaining six (6) Plex buildings, loan interest and expenses, costs for collections, bad debts and certain other legal fees that relate only to this project, and unforeseen costs as may occasionally occur that relate to these repairs.

· Although this Special Assessment shall continue to be memorialized in the Operating Budget, these are limited common element reserve expenses and are paid exclusively and entirely by the Plex unit owners. Certain Plex Unit operational expenses (maintenance) and limited common element reserve expenses may in the future benefit as a result of these repairs and further reserve study.

December 21, 2011 Meeting Minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 19 Jan 2012 20:24:00 +0000

Cloverleaf Center Condominium

Board of Directors Meeting

Board of Directors Special Meeting

December 21, 2011

7:00‐9:00 PM

Upcounty Regional Services Center Conference Room D

12900 Middlebrook Road

Germantown MD

Minutes

I. Farouk Youssef called the Board to order at 7:10 PM.

II. The following Directors were present to establish a quorum of the Board:

a. Farouk Youssef, President;

b. Andrew Kim, Vice-President, by proxy to Mr. Youssef;

c. Peter Franke, Treasurer;

d. Noorul Hinaya Jainoor, Member at Large;

e. Kreg Williams, Member at Large.

III. Proof of announcement: Notice of the regular open board meetings of the Board was sent by postcard. Notice of the Special Meeting of the Board of Directors to “…discuss and vote on amendments to Resolution 2010-1…” was sent by a postcard postmarked December 9, 2011. A sign was also posted at the entrance to the community.

IV. Motion to elect a Secretary: Mr. Youssef announced that Mr. Williams has volunteered. He moved to nominate Mr. Williams as Secretary of the Association. Mr. Franke seconded. Vote: 5 Aye, 0 Nay.

V. Mr. Franke moved to approve/re-approve the minutes of the following BOD meetings: August 17, 2011, September 21, 2011, October 26, 2011 (BOD portion) and November 16, 2011. Mr. Youssef seconded. Vote: 5 Aye, 0 Nay.

VI. Mr. Youssef stated that the Board will now discuss and vote on amendments to Resolution 2010-1. He stated that:

As a result of the engineering study and their open bidding of six companies to repair the Plex units, we settled on Katchmark, even though their bid was not the lowest. Their original bid was for $1, 916,958, and Mr. Youssef negotiated that down to $1,700,000.

“Building 1” was refurbished by a 2008 resolution for a special assessment put upon the Association. Subsequently, there was some legal action, and a Commission Panel judge ruled was that a newly elected board would decide the fate of the rehabilitation and the special assessment. In July, 2010, we put that resolution to a vote, but the only dollar amount we had at that time was the old number and we voted at that time for $14,100.

Since then, there have been some significant changes for the rehabilitation project. New roofs have been added, so each building will be rehabilitated from the roof down, including the siding and balconies. The reason the project is pressing upon us now is because the buildings are deteriorating in a way that is costing us money. One renter has an insurance claim. It is not optimal time now to wait. We have the contractor and may have the bank. We have already been turned down eight times. Finally, we have a small local bank willing to extend a loan with reasonable conditions. For that, we need to amend the resolution, and that will reflect a substantial increase in cost.

We will decide that tonight by a vote in front of you. We will keep the cost at $235/month, and extend the term from 60 to 108 months. “Bldg 1” did not have a new roof. At the end, it will be re-roofed. For those who already paid $14,100, as well as for foreclosed units, the new owners will be responsible for the extra $11,280. If the community does not accept our amendment to go ahead, they have a mechanism to rescind our action. Briefly, you have 30 days from the date of the communiqué to collect 50 signatures to force a special meeting, at which time a change to it would be made by majority.

Mr. Youssef asked Mr. Franke to read aloud the resolution titled Amendment and Reformation of Resolution 2010-1 of March 17, 2010. Mr. Franke read:

Whereas the Plex Unit owners voted on March 17, 2010 a levy upon themselves of a special assessment to repair certain long standing deficiencies in their common property, and

Whereas the Board of Directors thereby enacted Resolution 2010-1, and

Whereas the Board concludes, having gathered all necessary facts and analyses, that

The prior Board’s estimate of $14,100 per unit is insufficient to cover the costs of repairs to the remaining six (6) buildings, due mainly to the increased scope of the project required by current Montgomery County Code regarding repairs to the roofing and the decks.

The project can now go forward, however, by the affirmative resolution to amend and reform Resolution 2010-1 so as to reflect the costs previously obligated to this project and the expected future costs, including $1.7 million in contract costs for repairs, plus interest and other costs.

Time is of the essence of this project and of this assessment.

The elected current members of the Board of Directors therefore affirmatively resolve that this project shall now go forward, and amend and reform Resolution 2010-1 such that:

The Special Assessment repayment term is extended from 60 months to 108 months. The monthly Special Assessment for each 98 Plex Unit owner is $235. The total Special Assessment for each Plex Unit owner is $25,380. The $25,380 consists of the following two parts: A $14,100 lien that was due and payable July 1, 2010, plus a $11,280 lien that is due and payable on this 21^st Day of December, 2011, upon the affirmation of this Resolution.

This lien may be satisfied by payment of $235 per month for 108 months and owners who are current in these monthly payments are not delinquent in that portion not yet due. Owners are individually responsible for and shall pay on demand any and all costs of collection due to non-payment, fees, legal interest, plus the acceleration of this lien in its entirety.

Plex Unit owners who purchased a Plex Unit through a regular home sale or a foreclosure after the $14,100 collections originally began in October 2008 will also be responsible for their portion of the increased cost of the project, plus any unpaid portion of the $14,100 special assessment. Owners who are in this situation will be notified separately by our Property Management Company about how much the additional payment will be and when their monthly payments will begin.

This Special Assessment covers the costs for the renovations specified in the engineering study as negotiated with the selected bidder, plus the costs for the repairs to Phase 13 (“Building 1”), which was completed except for the roof, engineering and bidding costs, a commercial loan up to $1.7 million for the specified repairs of the limited common elements of the remaining six (6) Plex buildings, loan interest and expenses, costs for collections, bad debts and certain other legal fees that relate only to this project, and unforeseen costs as may occasionally occur that relate to these repairs.

Although this Special Assessment shall continue to be memorialized in the Operating Budget, these are limited common element reserve expenses and are paid exclusively and entirely by the Plex unit owners. Certain Plex Unit operational expenses (maintenance) and limited common element reserve expenses may in the future benefit as a result of these repairs and further reserve study.

Mr. Franke moved to approve the resolution titled Amendment and Reformation of Resolution 2010-1 of March 17, 2010. Wade Owen (13037 Bridger Dr) rose to debate, and was told that the motion had not yet been seconded. He then left the meeting. Mr. Williams seconded the motion. There was no further debate and the question was put. Vote: 5 Aye, 0 Nay. Mr. Youssef stated that the resolution passed and would be signed later.

Mr. Youssef responded to the question why we should pay the extra cost of interest? He stated that the Plex community is a big community and that repairs are extended over a length of time to make them bearable, while TH units must pay their repair costs up-front. The buildings are 17 years old and the work cannot wait.

Mr. Youssef responded to questions where will the work begin and whether more than one building can be done at a time. He stated that we will start with a single building, as it is not easy to figure out what is behind the skin, but the construction company is capable of working on two at a time. The engineer will choose where to begin, probably “Building 2” [Phase 14.]

Mr. Youssef responded to Mr. Krueger’s question whether the resolution had been reviewed by a lawyer, and suggestion to send it to WTP regarding foreclosures. Mr. Youssef stated that it had not, and that he will take the suggestion under advisement.

VII. Management report:

a. After we switched to John Manougian Insurance Agency, Inc., we were immediately challenged with a claim:

i. Mr. Krueger stated that a missing downspout may have caused rain water to channel from the roof through a hole into a blind space at 12957 Bridger Dr. As there may be black stuff, remediation will be designed by an environmental company.

ii. Mr. Krueger stated that the tenant gave us notice of intent to file a liability claim for lost contents. That claim was denied by the tenant’s renter’s insurance, and the tenant decided that we’re not moving quickly enough. Mr. Krueger also stated he is duty bound to tell us that the tenant notified Montgomery County about her living conditions, and that we and the Unit owner will get citations with 30 days to comply.

iii. The downspout was repaired. Environmental testing, design and remediation will proceed on the basis of an issue with mold. Repairs to drywall and wood may be covered by insurance.

b. Potomac Trash: Proposed a two year extension of their contract with no increase in fees. Mr. Williams moved to accept this proposal and Ms. Jainoor seconded. Vote: 5 Aye, 0 Nay.

c. ACC continuing business:

i. 12953 Bridger Dr (Scott) Request to replace garage door. Vote: Aye 5, 0 Nay. Approved.

ii. 13061 Bridger Dr (D’Arrigo): Approval of revised request. Vote: Aye 5, 0 Nay. Approved.

d. The 2012 management contract was signed by Mr. Youssef.

e. Bound copies of the 2012 Audit were handed out to the Board.

f. The 2012 approved budget was sent to Unit owners, and coupon books have been ordered.

g. 2012 Regularly Scheduled Board of Directors Meetings:

i. Meetings have been scheduled for the next six months.

ii. Meetings will be held at 7 PM on the third Wednesday of each month at the Upcounty Regional Services Center.

iii. The next regularly scheduled board meeting will be January 18 in room C.

VIII. Continuing business

a. Mr. Youssef moved to close the meeting at 8:30 PM to discuss the collections and legal actions. Mr. Franke seconded. Vote: 5 Aye, 0 Nay.

b. 13055 Bridger Dr (Ducker):

i. In response to a question from Brian Korody (14 DPC), Mr. Youssef stated that we had filed a motion with the CCOC to dismiss this complaint. Time for filing a counter motion has past. Our motion should stand.

c. 12834 Duck Pond Dr (Little):

i. Owner twice did not respond to calls for a hearing.

ii. Mr. Youssef moved to authorize cutting the wires and billing the owner. Mr. Williams seconded. Vote: 5 Aye, 0 Nay.

d. 13049 Bridger Dr (Quay):

i. Mr. Youssef asked Mr. Krueger to summon Mr. Quay for a hearing at the next Board meeting, prior to referring this matter to collections.

ii. Mr. Krueger will check whether 15 days notice is sufficient, as the next regularly scheduled meeting is less than 30 days.

e. Access to Units requiring work on sprinkler systems:

i. Mr. Krueger stated that access to Units requiring work on the sprinkler systems has been difficult to obtain.

IX. New Business (ACC) was discussed during the Management Report.

X. Motion to adjourn to closed session (8:30 PM)

XI. Closed session (8:30-9:00 PM)

a. FHA opinion in case of judgment lien, garnishment, and/or a payment plan.

b. Filing for Reconsideration.

XII. Adjournment (9:00 PM)

a. Mr. Youssef moved to adjourn. Mr. Williams seconded. Vote 5 Aye, 0 Nay.

January 9, 2012, 7:30 PM

Farouk Youssef, Andrew Kim, Kreg Williams, and Peter Franke, IAW CCC Bylaws Article III, Sections 9, 10, 15, and elsewhere, met in a public location on the above mentioned date and discussed a proposed bank loan.

November 16, 2011 Meetings Minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 22 Dec 2011 12:50:00 +0000

Cloverleaf Center Condominium

Reconvened Annual Meeting &

Board of Directors Meeting

November 16, 2011

7:00‐9:00 PM

Upcounty Regional Services Center Conference Room A

12900 Middlebrook Road

Germantown MD

Minutes

I. At 7:05 PM, Farouk Youssef called for a vote of those assembled to open a Reconvened Annual Meeting, and the assembly responded with unanimous assent.

II. The Reconvened Annual Meeting was announced by a notice to all Unit owners, and by a sign at the entrance to the community. Those present at a Reconvened Annual Meeting constitute a quorum of the Association.

III. Mr. Youssef moved to approve the minutes of the 2009 Annual Meeting. The Association approved the 2009 minutes unanimously. [Note: There was neither a quorum at the 2010 Annual Meeting nor a Reconvened Annual Meeting in 2010.]

IV. Kreg M. Williams (20518 Bridger Way) has declared his candidacy for election as a Plex Unit Director for a term of two years. Mr. Youssef asked if there were any other candidates who wished to declare from the floor. As there were no other candidates, Mr. Williams was elected by acclamation.

V. Discussion, by which a member might bring any business before the Association.

a. Dividing the Association into two parts has long been debated by some TH members who see themselves as a different class and not compatible with the Plex class members. There is a perception that the TH owners are penalized for the costs of lawsuits, elections and construction.

i. The Developer created and filed the Declaration by which the community functions under the laws of the State of Maryland and Montgomery County. To change the Declaration now would require the same filing process and adjudication. That would cost about $12,000, and would need to be driven by Unit owners. The stated requirements to terminate the Condominium project are in the Declaration, Article X Section 5(a).

ii. What evidence is there for the perception that TH owners pay for some of the Plex unit owners’ expenses? The budget has been set up according to the governing documents. The Board has repeatedly and heatedly discussed the budget and scrutinized the perceptions of fairness of the assessments. If anyone can show unfairness in the budget, the Board will correct it. How do these perceptions compare to the factual numbers?

1. Perception that Cloverleaf Center III Condominium, which owns most of the land, does not pay a fair share: The Shared Use Agreement obligates CCIIIC to pay a 22/172 fraction of shared facilities expenses. The Plex and Townhouse owners divide the remaining shared facilities expenses 70% to 30%. CCIIIC may have other obligations beyond that Agreement.

2. Perception that the assessments for attorney fees are unfair:

a. Legal costs for common expenses are divided 70/30.

b. Costs related to a single class of ownership are assessed to that class of ownership responsible for the expense (e.g., the cost of the Palmer Brothers settlement, which was charged to the Plex unit owners.)

c. Division of attorney fees related to collections is difficult in actual practice. A single case may span several budgets.

i. The Board agrees in principle to such a division, and with the proposed 2012 budget Summit shall henceforth categorize collection expenses and income by class of ownership.

ii. If a class of ownership is assessed the entire cost of a collection, that same class must benefit from any recovery of income related to that expense.

3. Perception that there may have been overlapping coverage between the Association’s master insurance policy and the policies of individual Unit owners.

a. The Board will scrutinize the insurance question.

b. Unit owners should scrutinize their insurance coverage.

c. The budget formulas the Board uses for the master policy are complex because of the various types of coverage.

d. The Board may amend a budget item at any time.

4. Perception that the strain of assessments on the Condo-Townhouse units is the cause of our loss of FHA approval.

a. The delinquency rate of 23% may be over-stated. Our collections attorney recently settled three delinquency cases. Are these cases still delinquencies? If future accounts receivable are to be considered delinquencies, then all Unit owners would be delinquent.

b. The Bylaws give the Board the right to declare who is delinquent.

b. Excessive costs to Unit owners for forms related to refinance.

i. Summit recently asked $125 for a signature on a refinance package, rather than the cost stated on May 18, 2011 ($35-$50.)

ii. Another Unit owner has been charged $287 to answer his agent’s question regarding delinquencies (Summit’s documented answer was “74%”) on a refinance package. The owner has not yet been repaid.

VI. A motion was made to adjourn the Reconvened Annual Meeting to an open meeting of the Board of Directors. The motion was approved by voice vote at 7:50 PM.

--------------------------------

I. Mr. Youssef immediately called the Board of Directors to order.

II. Establishment of a quorum of the Board

a. Farouk Youssef (TH)

b. Andrew Kim (Plex)

c. Peter Franke (Plex)

d. Noorul Hinaya Jainoor (TH), and

e. Kreg Williams (Plex) were present and established a quorum of the Board.

III. Election of Officers

a. Secretary: No volunteers. Mr. Kim recommended that we hire a note-taker. Mr. Franke stated that there may be funds in the proposed budget to pay a note-taker, but the duties of the Secretary are specified in the Bylaws. Mr. Youssef emphasized that the nature of the business during closed Board meetings (e.g., delinquencies) requires a Secretary, an Officer of the Association.

b. Treasurer: Mr. Franke volunteered. Vote: 5 Aye, 0 Nay.

c. Vice-President: Mr. Kim volunteered. Vote: 5 Aye, 0 Nay.

d. President: Mr. Youssef volunteered. Vote: 5 Aye, 0 Nay.

IV. Words from the President to the Association

a. Mr. Youssef:

i. We now know, based upon an email between the out-going President and the CCOC that proves the point that in July, 2009, the Association was on the brink of bankruptcy and receivership. We have come so far, and I am surprised that once again there is a lack of attendance for a budget meeting. Our annual operating budget is on the order of $250,000. You need to scrutinize that for every penny. I would like for everyone to meet and speak their minds. The budget is important.

ii. The Project will be a headache. We need participation and encouragement to go those extra miles. I have done what I could do as President. I’ve sold myself on the corner, met with the President of Becht Engineering, and gone to Court with Palmer Brothers to save you $65,000. After the snow, I got you $20,000. I ask only for your participation. Speak to your neighbors: Tell them “Shame on you” if they’re not paying their dues. We give to the budget exactly what we spend. The project is now $1,700,000, which I negotiated down from $1,900,000. I twisted arms to get that down. Everyone knows that $14,100 will not cover that project.

iii. We need to base ourselves on what the judge’s order said. Up to now, until we had a reputable engineering study to get a number to restore buildings that are 16-17 years old, we have been able to appraise the project with only one available number, $14,100. We first thought that we could patch the roofs, like the Cowards, but the contractor informed us that our shingles are no longer legal, so we cannot get a permit, and must change them. The six buildings will be refurbished from the roof down. Construction costs are about $21,000 each. [Note: Plus loan costs.]

iv. I will prepare a communiqué to all 98 Plex unit owners in a few weeks to explain exactly what the project is about. The Board will amend the $14,100 stated in the resolution, and file that with the CCOC, because of the prior case. If people disagree, they have the right to collect signatures from 50% and call for a special meeting of the Plex unit owners, at which we will decide.

v. The engineering study and the loan are a chicken and the egg type of problem. Once again tomorrow, I will meet with another banker, one who is willing to give us money because we can pay him money. I ask that you bite the bullet and that you ask your neighbors to pay their dues. I will step down on October 26, 2012, and ask that someone else step up at that time to continue the good work.

b. Discussion:

i. Mr. Kim: The special assessment will be for 8 to 8½ years at $235 a month. If a former owner has paid $14,100, the new owner will pay the difference.

ii. Mr. Edakandi: Will 8 to 8½ years include the interest? Mr. Youssef: Yes.

iii. Mr. Owen: Can we find another means to refinance, like a two year lump sum (self finance?) I ask the Board not to obligate the payback liabilities.

iv. Mr. Youssef: In 2007, the decision was made that the community needed renovation. During the study for the project in 2007-2008, $65,000 to $80,000 was spent, and Palmer Brothers’ claim for Bldg 1 was borrowed from the reserves. We were left holding the bag for that.

V. Management report (Elan Krueger)

a. Board meetings have been scheduled at 7 PM at the Upcounty Regional Services Center on the third Wednesday of the month for the first six months of 2012.

b. The Board has four business items on the agenda: budget, insurance, grounds maintenance, and the representation letter.

VI. Continuing Business

a. Contracts

i. Master Insurance Policy: SFIG renewal due November 30. The $16,000 claim has been subrogated, but is counted as a claim on the policy. SFIG would renew at present cost with $7000 deductable or $5000 deductable for $30,000. Manougian offers a $5000 deductable with higher umbrella. CAU offers a $5000 deductable and $10,000,000 umbrella. Mr. Krueger provided CAU’s cost of General Liability, $2420 for $1,000,000. Mr. Youssef moved to contract Manougian for the Association’s master insurance; Mr. Williams seconded. Vote 5 Aye, 0 Nay.

ii. Landscaping and snow removal: Brickman offered to renew both contracts at the existing rates; Stolberg proposed contracts totaling about $7200 less. Mr. Youssef expressed reservations about the ability of Stolberg to respond to snow removal as well as the larger Brickman. Mr. Williams said we have to try something new. Motion to approve Brickman, contingent upon reduction of cost by $4000. Vote: 5 Aye, 0 Nay.

iii. Motion to approve Summit Management contract for 2012 at $34,200 (includes postage, certified letters, and box storage.) Vote: 5 Aye, 0 Nay.

b. Audit: The Treasurer and President signed the 2010 Representation Letter and handed it to the Manager for his signature and forwarding.

c. 2012 Operating Budget

i. Open discussion: Several Unit owners opined for lower cost landscaping and snow contracts, and commented on Brickman.

ii. Motion to approval of the 2012 operating budget. Vote: 5 Aye , 0 Nay.

VII. New Business

a. ACC

i. 13061 Bridger Dr (D’Arrigo); garage door replacement: Picture does not match existing style. Request denied pending clarification.

VIII. Motion to adjourn to a closed session (8:53)

IX. Closed session

a. Noted that 10% interest will be collected on a recent judgment.

b. Discussed response to a pending CCOC action.

X. Adjournment (9:15)

December 8, 2011, 7:30 PM

December 19, 2011, 7:45 PM

Farouk Youssef, Kreg Williams, and Peter Franke, IAW Article III, Sections 9, 10, 15, and elsewhere, met in a public location on the above mentioned dates and drafted a communiqué to the community explaining what the project is all about and drafted a Resolution to amend Resolution 2010-1 of March 17, 2010 to reflect the actual cost of the project. Andrew Kim and Hinaya Noorul Jainoor were unable to attend either meeting.

October 26, 2011 Assembly minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 17 Nov 2011 03:03:00 +0000

Cloverleaf Center Condominium

October 26, 2011

Assembly

7:00‐9:00 PM

Upcounty Regional Services Center Conference Room A

12900 Middlebrook Road

Germantown MD

Minutes

I. Call to order: Farouk Youssef, President of the Association, called the assembly to order at 7:17 PM.

II. Proof of announcement: The 2012 Annual Meeting of the Association at 7 PM, October 26, 2011, at the Upcounty Regional Services Center in Room A, was announced by mail to all Unit owners, and by placement of a sign at the entrance to the community.

III. Establishment of a quorum of the Association:

a. A quorum of the Association is 25% (38 members.)

b. Nine Unit owners were present in person, and two by proxy.

IV. Mr. Youssef moved to adjourn and reconvene the Annual Meeting at 7 PM on November 16, 2011, at the Upcounty Regional Services Center Conference, Room A. The motion was duly seconded and approved by a show of hands of those present.

a. Discussion: The business of the meeting on November 16 will be to elect a Plex Director, followed by any other business of the Association, and a Board of Directors meeting.

V. ACC convened by a vote of the Directors (4 Aye, 0 Nay):

a. 20516 Bridger Way (Tomson): Requested to replace the garage door. Mr. Youssef moved to approve; Mr. Franke seconded; Mr. Kim asked regarding the pattern; Mr. Tomson replied that it would be the same as the rest of the community; Mr. Krueger noted there may be a tax credit. Vote: 4 Aye, 0 Nay.

VI. Open forum

a. The budget will be discussed on November 16.

b. The motion to approve the 2009 Annual Meeting minutes cannot be made until the meeting has reconvened. The 2010 Annual Meeting was not reconvened.

c. Diana Smith asked about contract renewal. Elan Krueger said insurance is open for bids; received a new bid for landscaping from Stolberg.

d. Mr. Krueger will check on the planting of the berm; it was noted that Brickman is mowing on rainy days.

e. Requiring access for the work Guardian recommends will be placed on the November 16 agenda.

f. If we don’t get a loan, we may do one building; however, prices are contingent.

g. By MD Code 11-110, Associations are now at the same level as mortgagees. As the Association has four months priority, may expect to see mortgagees escrow four months of dues.

VII. Mr. Youssef adjourned the assembly at 8:22 PM, and called for a meeting of the Board.

VIII. Establishment of a quorum of the Board:

a. Farouk Youssef, President,

b. Andrew Kim, Vice-President,

c. Peter Franke, Treasurer, and

d. Noorul Hinaya Jainoor, Member at Large, all present, establishing a quorum.

IX. The Directors discussed the management contract with Mr. Krueger.

X. Adjournment at 9 PM.

November 1, 2011, 7:30 PM

November 10, 2011, 7:45 PM

Farouk Youssef, Andrew Kim, and Peter Franke, iaw Article III, Sections 9, 10, 15, and elsewhere, met and discussed the budget, the management contract, the 2010 audit, attorney fees, the loan, the special assessment, and a pending action in the CCOC.

September 21, 2011 BOD meeting minutes

noreply@blogger.com (Cloverleaf Center Community) — Thu, 17 Nov 2011 03:01:00 +0000

Cloverleaf Center Condominium

Sept 21, 2011 Board of Directors Meeting

7:00‐9:00 PM

Upcounty Regional Services Center Conference Room D

12900 Middlebrook Road

Germantown MD

Minutes

I. Call to order: Farouk Youssef called the assembly to order at 7:04 PM.

II. Proof of announcement: A meeting of the Board was announced by post card mailed to unit owners, and placement of a sign at the entrance to the community.

III. Establishment of a quorum of the Board:

a. Farouk Youssef, President,

b. Andrew Kim, Vice-President,

c. Peter Franke, Treasurer, and

d. Noorul Hinaya Jainoor, Member at Large, all present, establishing a quorum.

IV. Prior minutes: Moved to incorporate minor changes to a draft of the August 17, 2011 minutes, and to approve those minutes with changes, passed by a vote of 2 Aye, 2 Abstentions (due to absence in August), and 0 Nay. The finalized minutes will be posted and placed in the permanent record.

V. President’s report: The recent communiqué to the Plex unit owners explained the current situation regarding the project.

a. All is in place except the money.

b. The lender is backing out for dubious reasons, after four hours of discussion to address their questions. We put the lender into a corner, as they must lend Federal money if we can make payments. In spite of the staggering rate of delinquency, we can make monthly payments. Will add on later our reserves. Although the Federal rate is essentially zero, the bank charges at least 5%. Still pending, next step is to go to Federal government.

c. Mr. Youssef moved to close meeting at 8:30 to discuss WTP report (collections.)

VI. Management report by Elan Krueger:

a. The 2011 Annual Meeting will be held on October 26 in room A at this site. Proxy notices and ballots have been sent.

b. This has been a busy month, weather-wise: Tree damage and leaks. Took care of the ones we needed to, and the property came through well.

c. Sent letters regarding the sidewall sprinklers (work in unit interiors.)

d. Quarterly sprinkler inspection found a communication deficiency (modem/ alarm); will get back to the contractor on payment.

e. Bulk trash pickup on Saturday.

f. Insurance claim for 20526 GCD, due to the leak from 13015 B. No feedback from Farmer’s on credit against claim, even though it was the Unit owner’s fault. Mr. Youssef’s advice is to sit on the money for now. Regarding the bill, Mr. Krueger assured the Board that the Association will be made whole.

g. Mr. Krueger will get quotes from Brickman.

h. Answers have been given regarding itemization.

VII. Continuing Business

a. Reimbursement for extraordinary mileage; Mr. Youssef:

i. Noted examples of a need for reimbursement for mileage:

1. Delivery of interrogatories to WTP in D.C. (28 mi each way.)

2. Inspection of a Katchmark reconstruction site in Herndon, Virginia, followed by visit to Virginia Commerce bank, Vienna, VA (32 mi each way.)

3. Planned visit to a Herndon, VA, bank next week.

ii. Moved that extraordinary mileage is a bona fide expense, reimbursable, with the original receipts (e.g., record of mileage, Google maps) required by the auditors, at the Federal rate. Vote 3 Aye, 1 Abstain, 0 Nay.

b. ACC requests

i. 20613 Duck Pond Place (Eapen), flagstones: Board’s approval at last meeting stands. Requires inspection of completed work.

ii. 13055 Bridger Dr (Ducker) exhaust pipe and electrical disconnect box.

1. Received letters from Andrea Ducker, dated September 12, 2011:

a. PVC vent: The Board asked for a notarized statement that the owner will be responsible for the exhaust pipe to be erected on the roof. The Unit owner stated that the contractor would give that statement. However, there is a legal problem with that, as the Association is not the purchaser. In case of a leak, if the contractor is gone, we would hold the bag.

i. The Unit owner provided a notarized letter that stated in part that: “This communication acknowledges and affirms that I, Andrea Ducker, will be personally ‘responsible for any leaks due to the placement of (the) tube on the roof’…”

b. Electrical disconnect box: The box has a high tension wire to ensure steady current when the compressor starts. Workers must be able to interrupt this current. Another requirement is that the heat pump must be three feet from the box and the body of the building. Other residents in that building have changed their compressors and have exaggerated the size of their units, leaving a small space. The new pumps do not use Freon, are more efficient, and are bigger. This Unit owner also wants an over-sized compressor, which will not be three feet from the box. The Unit owner wanted to remove the box, but we refused that demand. The box will not be moved. Mr. Youssef counted twelve heat pumps of different sizes in the community. None ever questioned us about moving the box. Why should the Board make an exception? We explained this situation, but the contractor convinced the Unit owner that is the only way.

i. The Unit owner provided a second letter that: “…is intended to share additional information about the electrical disconnect box. The current electrical disconnect box will be left in place and will not be moved from its current location. A new box will be mounted on the outdoor condensing unit. There will be no impact on or defacement of the building housing my unit…”

ii. The problem is that:

1. The compressor would be less than three feet from the building (the engineer has noted it must be three feet or more.)

2. To mount the box on the compressor, it must be on a pole, and a box mounted like a flag on a pole would be exposed to all sorts of hazards.

2. Discussion:

a. Mr. Franke noted that the letter is an amendment of the request. The Board needs an illustration with the new specifications.

b. Mr. Kim asked the Unit owner to submit a diagram showing three feet of separation in compliance with regulations.

c. Mr. Youssef stated the owner bought the Unit “as is” at a low price. He noted that another unit in the community has a Trane compressor that rises vertically from a smaller footprint.

d. Mr. Kim asked us not to assume anyone is at fault. The owner just wants the biggest unit. What did the inspector report?

e. Mr. Youssef replied that the Association paid Structura Engineering $250 to inspect, and they reported the same thing (3’ separation.) The Board will treat everyone equally.

3. Mr. Youssef moved that Mr. Krueger draft a letter to state that:

a. The Board accepts the notarized letter.

b. The Board rejects the second letter.

c. The Board requires the dimensions of the proposed unit and a diagram showing the footprint and disconnect box. Vote: 4 Aye, 0 Nay.

c. Hearings

i. 12953 Bridger Dr (Scott) broken garage door: Is Unit is occupied by a renter? Mr. Youssef proposed a stern letter stating Unit owner did not appear at this Hearing. If garage door not replaced within two weeks, Board will take appropriate measures. Cost of door about $750 plus installation. What are the liabilities for loss if owner does not respond?

ii. 12834 Duck Pond Dr (Little) exposed cable: No answer. Letter stating: Remove wire within two weeks, or Board will take action including, but not limited to, action to rectify the violation.

VIII. New Business

a. ACC request: 13001 Bridger Dr (Negron) replacement of lower entry door: Approved. Vote: 4 Aye, 0 Nay.

b. A draft of the 2012 budget will be sent out to the Unit owners on October 14. The Board shall formally consider the budget on November 16.

IX. Community Forum (8:20‐8:30)

a. Mr. Youssef stated that the community will not subsidize those who will not pay. He will confer with WTP regarding the Association’s responsibilities regarding publishing the delinquencies. There is little in the way of common services that can be withdrawn.

X. Adjourned to a closed session at 8:30 PM.

a. Discussed collections and pending actions

XI. Adjournment (9:00)

October 13, 2011, 8:00 PM

Farouk Youssef, Andrew Kim, Noorul Hinaya Jainoor and Peter Franke, iaw Article III, Sections 9 and 10 and elsewhere, met and informally discussed a draft of the 2012 budget.

August 17, 2011 Board meeting minutes

noreply@blogger.com (Cloverleaf Center Community) — Sun, 13 Nov 2011 21:21:00 +0000

Cloverleaf Center Condominium

Board of Directors Meeting

August 17, 2011, 7:00-9:00 PM

Upcounty Regional Services Center, Room A

Germantown, MD

Minutes

I. Call to Order (7:07 PM)

II. Establishment of a quorum of the Board of Directors

a. Present:

i. Farouk Youssef, President

ii. Andrew Kim, Vice President

b. Absent (due to travel):

i. Peter Franke, Treasurer, gave his proxy for this meeting to Mr. Youssef.

ii. Hinaya Jainoor, Member-At-Large. A written proxy was given to Mr. Youssef.

III. Proof of Announcement

a. Postcards were sent to all unit owners, and a sign was posted at the entrance.

IV. Continuing Business

a. Approval of the Minutes

i. The July 20, 2011 minutes were approved (4 Ayes [2 by proxy], 0 Nay.)

b. Management Report (Elan Krueger, Summit Management)

i. The Annual Meeting will be held Wednesday, October 26, 2011, 7 to 9 p.m. at the Germantown Upcounty Regional Services Center, Conference Room A. Postcards calling for one BOD candidate have been mailed-out. The official cut-off date is Wed., September 21, 2011, which is the same as the next Board meeting.

ii. Todd Canali recently joined Summit Management as a new Administrative Assistant. He replaces Tiffany Hope.

iii. A test was conducted by Guardian Fire Protection at 13009 Bridger Dr (Anna Prisutti.) The sidewall sprinkler head was replaced, and drywall patched.

1. Letters were sent to the 13 owners who have sidewall sprinkler heads that need to be replaced, but only two have responded so far.

2. The Board urges those unit owners to respond.

3. About $7,300 of Guardian Fire Protection’s invoice is in negotiation.

iv. Bulk-trash will be removed by Potomac Disposal on September 24, 2011. Reminder postcards will be mailed-out.

v. A water leak at 13015 Bridger Dr. flooded the unit below.

1. 13015 Bridger Dr. is FHA-owned property, and there has been a lack of response.

2. The money paid by insurance to CCC needs to be reconciled with the invoice from Minkoff. Some of that payment will go to the unit owners to apply to flooring repair (and/or upgrades.) Minkoff is currently waiting for a response from the unit owners whether to select a flooring option within the limit of the insurance reimbursement, or to upgrade and receive credit off Minkoff’s price.

3. Mr. Youssef asked Mr. Krueger who is responsible for paying the percentage that Summit charges for the insurance claim.

4. Mr. Krueger answered the usual charge is to the people who instigate the incident. This has been done already for other incidents. The Association does not pay more.

vi. The draft of the 2010 Financial Audit from Deleon & Stang was forwarded earlier this month, and should be signed within sixty days.

1. Mr. Youssef stated that the draft audit was full of mistakes, and a revision needs to be scheduled.

c. ACC

i. 13055 Bridger Dr. (Ducker): The Board sent a letter to the unit owner stating that the unit owner, not the vendor, must certify responsibility for any damages due to the requested roof exhaust pipe.

ii. 20613 Duck Pond Pl. (Eapen): The unit owner requested placing paving flagstones in front of that unit to cover an area of perpetually-dead lawn. Previous attempts to revive the dead lawn have been unsuccessful. Mr. Youssef moved to approve the application. Andrew Kim seconded (2 Ayes, 2 Proxy Ayes, 0 Nays.)

1. Wade Owen of 13037 Bridger Dr. asked whether voting on these matters with two proxy votes is permitted under the CCC Condominium Bylaws.

2. Mr. Youssef stated that such is permitted.

3. Mr. Krueger suggested that this meeting be continued assuming that such is permitted. Any necessary changes can be made afterwards.

4. Aileen Kelly of 20557 Golf Course Dr. suggested that, if in doubt, the Board Members who are present at the meeting can suggest a decision and it can be voted upon officially at a later time.

1. There are currently four cases in which violations need to be removed, and two which require an ACC Hearing.

1. 12953 Bridger Dr (FHA): Garage door repair needed. A letter was sent on July 6, 2011. It is still in violation as of July 29, 2011. A hearing will be scheduled. A follow-up letter will be mailed.

2. 12834 Duck Pond Dr: Cable hanging from the exterior. It is still in violation as of August 2, 2011. A hearing will be scheduled.

3. 20533 Golf Course Dr: Exterior rotten wood. It was still in violation as of July 29, 2011 but was rectified upon later re-inspection.

4. 20547 Golf Course Dr: Cable hanging from the exterior. It is still in violation as of July 29, 2011 but was rectified upon later re-inspection.

5. 20612 Duck Pond Dr: Exterior rotten wood and missing/crooked exterior numbers. They were rectified as of July 29, 2011.

6. 20602 Duck Pond Dr.: Exterior rotten wood. It was rectified as of July 29, 2011.

d. Financials

i. Mr. Youssef moved to hold a closed meeting of the Board after the open meeting. Andrew Kim seconded (2 Ayes, 2 Proxy Ayes, 0 Nay.)

ii. Mr. Youssef stated that page 86 of the July Financial Statement shows total legal fees to date of $19,378.

1. June’s legal fee was $17,169, all related to Whiteford Taylor Preston (WTP.)

2. Mr. Youssef asked Mr. Krueger if CCC will be getting any money back from WTP, and Mr. Krueger stated that he will check the amount.

3. Mr. Youssef stated that the Board cannot waive these attorney fees, charged to the unit owners in connection with efforts to collect on accounts with delinquent assessments.

e. Mr. Youssef stated that the term for Diana Smith, who has been functioning as a Member-At-Large, expired on July 22, 2011, and that she will no longer be serving on the Board.

V. New Business

a. Mr. Youssef stated that some Board Members have used their personal vehicles for conducting needed Association business.

i. Several recent trips have been expensive due to the distance traveled (e.g., to and from various lenders in Northern Virginia.) He recommends that the Board approve reimbursement for mileage, and tabled discussion to the next Board meeting.

VI. Open Forum

a. Assessment Delinquencies: A letter has been drafted and will be mailed to the homeowners to urge all unit owners to bring their accounts up-to-date, especially those with relatively small balances due. Even if the amount is small, that will help in lowering the overall delinquency rate. WTP, the collections law firm, has been efficient. Last year, a total of $69,500 was collected. A total of $61,000 has been collected so far this year (as of 08/15/11). The overall delinquency rate, however, will not be lowered, even if some owners choose to voluntarily pay-off the Special Assessment in full.

b. The planning phase of the Plex Units Renovation Project is nearing its end, and a company called Katchmark Construction is so far the best candidate overall. The project can potentially begin as early as October of this year if funding becomes available, and the entire project is expected to last less than one year. One of the strong points for Katchmark is that it will utilize its in-house crews for most of the project, instead of utilizing subcontractors. The project will encompass the repairing/refurbishing of the decks, siding, the internal sheathing, and the roof. Our shingles are no longer up to code and will need to be completely refurbished. It is estimated that there will be an increase in the price due to the increased scope of the work, and another Special Meeting to increase the Special Assessment amount up to approximately $18,000. The monthly payment will likely stay the same, and the term of the Special Assessment likely be extended. As of today, the estimate for the total amount, including the expected interest, will be approximately $1.6 million at 5.5% APR.

c. A tree stump near 20559 Duck Pond Dr. needs to be removed.

VII. Adjournment (8:11 PM) Mr. Youssef moved to adjourn to a closed session. Mr. Kim seconded (2 Ayes, 2 Proxy Ayes, 0 Nay.)

VIII. President’s Call to Order: 8:15 PM.

a. Mr. Youssef, Mr. Kim, and Mr. Krueger were present.

IX. Business

a. Various topics regarding delinquent accounts were discussed.

b. Various financial and accounting-related matters were discussed.

X. Adjournment of the Meeting

a. Mr. Youssef moved to adjourn the meeting at 9:00 PM. Mr. Kim seconded (2 Ayes, 2 Proxy Ayes, 0 Nay.)

Helpful hint: Reading and printing the minutes

noreply@blogger.com (Cloverleaf Center Community) — Sun, 13 Nov 2011 13:33:00 +0000

The minutes are posted from a Microsoft Word document.
To see the minutes in the original, easy-to-read format, select the post, copy, and paste into a blank Word document.

RECONVENED ANNUAL MEETING and BOARD OF DIRECTORS MEETING

noreply@blogger.com (Cloverleaf Center Community) — Sun, 13 Nov 2011 13:14:00 +0000

CLOVERLEAF CENTER CONDOMINIUM

RECONVENED 2011 ANNUAL MEETING
followed by the November
BOARD OF DIRECTORS MEETING

WEDNESDAY, NOVEMBER 16, 2011

7:00-9:00 PM

UPCOUNTY REGIONAL SERVICES CENTER ROOM A

12900 MIDDLEBOOK RD, GERMANTOWN