The Vistas Community Association

The Vistas Community Association Board of Directors Meeting September 17, 2007 (As Approved at the October 15, 2007 Board of Directors Meeting)

Board Members Present: Sarah Kessler Micheline Clement Joel Weinberg Zhensen Huang

Board Members Absent: Jon Landis

Others Present: Ruchita Patel, Management Agent Todd Hassett, Management Agent

Homeowners Present: Rose Braisted, 14318 Kings Crossing Boulevard Dennis Ramirez, 18403 Blue Moon Court Lee and Lucy Zhang, 14206 Ashleigh Green Road Cai Qin Law, 14203 Ashleigh Green Road Margaret Marshall, 14241 Kings Crossing Boulevard Marielaine Mowell, 14241 Kings Crossing Boulevard, #104 Pam Rusnak, 18300 Crestmount Road Sylvia Sides, 14302 Autumn Branch Terrace Marion Eckel, 18621 Thundercloud Road Margaret Villasienor, 14241 Kings Crossing Boulevard Mark White, 18413 Ashmeade Road Amolak Jain, 18301 Kings Crossing Boulevard, #301

Call to Order – The meeting was called to order at 7:10 p.m. by Board President Sarah Kessler.

Introductions – The Board of Directors and management agents introduced themselves.

Meeting Minutes – Joel Weinberg moved to approve the minutes of the July 16, 2007 Board meeting and Executive Session as submitted. The motion was seconded by Zhensen Huang and passed unanimously.

Treasurer’s Report – Zhensen Huang provided a summary of the July 2007 financial statements. He questioned specific items, including the legal fees and landscaping improvements costs. He requested TMGA to review the procedures for collecting on delinquent accounts. After discussion, it was determined that Mr. Huang will forward his questions to TMGA for research.

TMGA was requested to obtain bids for a new legal counsel.

The Board unanimously voted to change the date on which assessments are considered to be late from the 30th day of the month to the 15th day of the month. Ruchita Patel suggested postponing this change until 2008 in order to minimize confusion, and the Board agreed.

A question was raised from a homeowner regarding accessibility to the financial statements. The homeowner questioned whether the financial statements were available for member review. Ruchita Patel advised that most communities do not distribute the financial statements at the Board meetings; however, some do post this information on their website. Expiring Contracts –

a. Audit – The Board requested a renewal proposal be obtained from OAO Mohn and Allen.

b. Lawn Maintenance and Snow Removal – Marion Eckel volunteered to obtain a renewal contract from The Brickman Group for lawn maintenance. The Board’s consensus was to not obtain competitive bids for snow removal services and to try to negotiate a three year contract with The Brickman Group for both lawn maintenance and snow removal.

c. Trash Removal – The Board’s consensus was that J&J Refuse provides good service. They requested a renewal proposal from this firm.

d. Tot Lot Maintenance – The Board advised that the contract with Triple “J” Construction for an annual inspection of the tot lots was awarded as a one time service and was not intended to be an annual contract. Their consensus was to not seek competitive proposals for this service.

Safety Committee – Rose Braisted introduced Sgt. White. She explained that the Safety Committee had been exploring the possibility of hiring off duty police officers to patrol the community. Todd Hassett advised that, if the Association were to hire an off duty police officer as an independent contractor, the community would be required to obtain insurance coverage on that individual. Although he tried several firms, he was only able to locate one company who would bind coverage, at a cost of approximately $7,500 per year. This includes a base cost of $5,000 plus an additional amount based on the estimated number of hours to be worked.

Sgt. White advised that both the Park Police and the Montgomery County Police patrol The Vistas. The frequency of their patrols is based on the calls for service. He encouraged residents to report suspicious activity to the police.

After discussion, the Board’s consensus was that patrol services may be needed on an as needed or seasonal basis. There is a clear pattern of burglaries and vandalism that happens around holidays. The addition of an off duty police officer would supplement the police efforts, but would have a noticeable impact on the budget. The Board’s consensus was to place an emphasis on educating homeowners as to crime prevention and discuss the possibility of adding off duty police officers at a later date.

A condominium owner advised that she had noted a lot of kids skateboarding in the condominium parking lots and checking out cars. The condominium is still working on improving lighting in their parking lots. Sarah Kessler advised that she would email Eve Coven, the management agent for Kings Overlook, regarding putting up a “No Trespassing” sign on condominium property.

Rose Braisted reminded those members present that the Safety Awareness Day was scheduled for Saturday, September 29, 2007. The fire department, police department and other County agencies will be present. She would like to collect more email addresses during this event in order to facilitate communication with residents.

Landscaping Committee – Sarah Kessler advised that Montgomery County had started marking the street liner trees that were dead and required replacement. They anticipate replacement of the trees to be completed between October 15, 2007 and December 31, 2007. Brett Linkletter of Montgomery County had not provided the number of trees that would be replaced. Sarah Kessler distributed a summary of the proposals received for landscaping improvements and the amount of funds available. After discussion, Sarah Kessler moved to do the following:

 Landscape the traffic circle at Kings Crossing Boulevard and Crestmount Circle for a cost of $16,725.  Landscape the traffic circle at Kings Crossing Boulevard and Ashmeade Circle for a cost of $15,600.  Obtain bids for new entrance monument at Ashleigh Green Road.  Defer the remaining projects until 2008.

The motion was seconded and passed unanimously.

Sgt. White will forward to Sarah Kessler the contact information for Arcola so that she can determine who constructed the existing entrance monuments. Ruchita Patel will obtain proposals for a new entrance monument and lighting.

Marion Eckel advised that she would talk to Brickman regarding obtaining a design for the small circles throughout the community. Zhensen Huang requested that bid information be provided to the Board in advance of the meeting, if possible, so that the Board members had an opportunity to review it prior to making a decision.

The Board advised that pond #1, located at Bubbling Spring Road and Crestmount Road was still under bond. It requires fencing, replacement of missing landscaping and other modifications. There is a new department that was established by Montgomery County to enforce site development plans, even after the developer is off bond. The Board suggested that TMGA follow up with Marion regarding the status of this pond and the nearby tot lot.

Pool and Clubhouse Committee – Joel Weinberg advised that, at the last meeting, there was a lot of discussion regarding end of season issues with RSV Pools. Some of the issues discussed included winterization of the pool, taking an inventory of the furniture and pool repairs.

Joel Weinberg advised that the pool received a Certificate of Merit from Montgomery County, which is extremely difficult to obtain.

He also advised that the Dog Swim was a great success.

TMGA has been given a list of things to do to bring the pool and clubhouse up to speed.

New Business – The Board discussed Redwall, and the sale of this property by the current owners. They suggested that TMGA research the process of having Park and Planning preserve this property.

Adjournment – The meeting was adjourned at 9:40 p.m.

Submitted by Ruchita Patel, The Management Group Associates

RP/jkm VW – IIl6, IIl6(c)