Board Meeting—July 11, 2021
Rat Infestation on Celita
Present:
Rich Greeley, President
Bradley Peterson, Grounds
Anton Bricker (Acting Secretary)
Bill Exum, Vice President
Observers:
Three members from Celita Court
Old Business
1. Assessments
2020 Assesments-182 of 183
2022 Budget-Board agreed a $5 assessment increase will be needed
2. Website- www.heritagewoodsassociation.info
The new website is active
3. Grounds
Bradley awaiting estimate from Excel Tree Experts for Fairhaven project
Have several other tree removal companies to investigate: MD Tree, Epic Tree, 1 Tree Service
4. Annual Meeting
President looking at in-person meeting in late fall-Oct/Nov
New Business
Rodent Infestation on Celita Court
There have been at least 4 houses on Celita and 1 on Cheshire complaining of rats. The above guests outlined the issue.
Bill Exum reported speaking with Howard County. Howard County reports that rats are a Md state-wide issue this year-the cicada food source could be a reason. Howard County does have a small website that refers to rat problems, but the County does not have an office that specifically addresses rat infestations in a neighborhood. Therefore, Howard County will not be of any assistance. We also theorize the removal of the trees for the new HS eliminated the home of birds of prey which would allow community rodent-and rabbit-population increases.
Rick has received a proposal for a 12 month, 5 bait station contract from All-Star Pest Management. Cost: $1,900. After discussion, the Board agreed that this proposal is the best approach to get an immediate reduction of both this potential community health issue and future Association exposure. Rick has a bait station site plan.
Anton to discuss rat mediation with Terminix and Warrior Pest Solutions.
Bill Exum announced his resignation from the Board. Anton Bricker has agreed to take his place as Vice-President.
Board Meeting—November 24, 2019
Berm project; Swale drainage
Attendees
Rick Greeley (President), Bill Exum, Bradley Peterson, Adam Skidmore, Anton Bricker
Topic: Berm Project – Morrison’s
Rick reached out to and received a proposal from McHale Landscaping to repair the berm behind the Morrison’s property (Option #1 of the proposal). The board approved the expense of $3,850 for this work. The board would like to know what the timing will be for this work considering the planting season is over. McHale noted that they would plant some ground covering but the planting season is over.
Action items:
Rick will sign the agreement and send the deposit.
Topic: McKirahan’s Drainage and Swale
Rick also received a proposal from McHale to perform a detailed SWM plan for the 4 properties along Cheshire affected by neighborhood runoff in addition to the installation of a French drain system for each property (option 2). The new swale project helped to alleviate some of the drainage issues but the McKirahan’s still get a lot of runoff in their property from their neighbors. McHale’s total cost for this work, including plans and drains, could be up to $24,000. The board discussed the option to split the total costs with the homeowners, which would cost each homeowner about $3,000. The board did not like this option as it created a precedent of addressing property issues which were not in the boards purview. As an alternate, the board approved, in concept, a plan to install a trench or French drain next to the McKirahan’s, in common property. This would catch the multi-property run-off and divert it to the swale. The board would also take the recommendation from McHale to the homeowner’s but the installation of any work in private property would be up to the homeowners. Rick will reach out to McHale for a proposal on this work. Bill also provided the name of a company that just performed some stormwater work at Ridgley Run. Rick will reach out to them too for pricing.
Action items:
Rick will reach out to McHale and other for pricing.
Topic: Annual Assessment and Yearly Meeting
The board will hold the yearly meeting in late February. Rick noted that we are still within budget and doesn’t expect to have to raise the annual assessment.
Action items:
Rick and Bill will schedule the annual meeting at Ridgley Run.
Next Meeting: Unscheduled
Board Meeting—August 11, 2019
Lawyers
Attendees
Rick Greeley (President), Bill Exum, Bradley Peterson, Adam Skidmore, Anton Bricker
Topic: Annual Assessment
The lawyers at Niles Barton & Wilmer have asked to update our contingency agreement with them in order to proceed with collections on delinquent Annual Assessments. A Quotation of Fees and Collection Procedures was reviewed at the board meeting. The board also reviewed the updated HWHA Collection Procedure Outline. The board voted unanimously in favor of approving both the Quotation of Fees and Collection Procedures as well as the new Collection Procedure Outline.
Action items:
Rick will sign the Quotation and will send it back to Niles Barton & Wilmer.
Topic: Representation by NBW
In conjunction with the Quotation for Collections, Niles Barton & Wilmer have issued a Quotation of Fees for Legal Services. In the Quote, they outlined the same fee structure for review of any legal documents or general representation. The Board voted unanimously against signing this quote as it does not seem to be necessary for the HOA to have an agreement at this time. Unless it is a precedent to the collection procedure, Rick will not sign. If it is a precedent for the collection procedure, then all are in favor.
Action items:
Rick will take up the matter with Niles Barton & Wilmer
Topic: Swale Construction Project / McKirahan’s
Anton will reach out to McHale Landscape and Design to review the swale behind the McKirahan’s and behind the Morrison’s.
Action items:
Anton to solicit pricing.
Topic: Annual Assessment and Future Payments
Rick informed the Board of an ongoing issue with one homeowner. At one point a check was received for an annual assessment which attempted to pay for several years of assessments ahead of time. Since the check received was $350 more than what was owed, and no explanation was included in the payment, a refund was issued. The problem is the payment was received at a time when the original homeowner was selling the property. The refund was issued to the original homeowner – who was the person who wrote the check, not the new homeowner. Under the sale of the property, the Title Company was trying to pay for 5 years of assessment within the transaction of the sale of the home. The refund should have been issued to the buyer, not the original homeowner, as they are responsible for the future assessments. The original homeowner cashed the refund check and is no longer under any obligation. The HOA as decided to write off the $350 and will pick up the annual assessments on this property once the 5-year timeframe runs out. In the future, the HOA cannot accept payments for future assessments and cannot issue refunds until the homeowner is contacted to discuss the overpayment. Only after discussions with the homeowner can a refund be issued so as to avoid this scenario.
Action items:
No action
Next Meeting: Unscheduled
Board Meeting—May 12, 2019
Swale project; Mowing contract; Berm reconstruction
Attendees
Rick Greeley (President), Bill Exum, Bradley Peterson, Adam Skidmore, Anton Bricker
Topic: Annual Assessment
20 people are still outstanding with their annual assessment. Rick will reach out to the attorney and will send letters.
Action items:
Rick will speak to the lawyers.
Topic: Swale Construction Project
The swale project is nearing completion. The board had questions about who would maintain the area once the project is complete and how would it be turned back over to the HOA.
Action items:
Rick to Liaison
Topic: Mowing
Rick informed the group that a new mowing contractor needs to be found. Bradley will reach out the several companies and solicit pricing. It was noted that the mowing needs to include the catchment basin on Concord and Cheshire. Mowing should occur twice per month.
Action items:
Bradley to solicit pricing.
Topic: Driveway at 8745 Cheshire
The owner at 8745 Cheshire would like to extend their driveway 21-feet to accommodate 5 vehicles. As there is no precedent for a driveway of that width in the neighborhood the request was denied. They were given permission to lengthen their driveway back to the edge of the planter bed.
Action items:
No further action
Topic: Runoff Swale @ McKirahan
With the installation of the new swale some runoff continues to be an issue. Portion of the swale may need to be graded and a berm added. Anton will reach out to a landscaper.
Action items:
Anton will reach out to a landscaper
Topic: Berm @ Morrison Property
Behind the Morrison property between Cheshire and Fairhaven exists an old berm which was installed several years ago. The berm has since sunk and needs to be reestablished. The landscaper will look at this and the swale. Some discussion about a rain garden was entertained as a local non-profit may be able to help establish something.
Action items:
Rick will look into the non-profit.
Topic: Storage container in driveway
On Cheshire a storage container has been sitting in a driveway for several months. The homeowner is waiting on dealings with an insurance company before the contents can be emptied.
Action items:
Rick to monitor.
Topic: National Night Out
HWHA has received a commitment from the Ridgley Run HOA to fund a portion of the National Night Out. Pleasant Chase has decided to do their own activities and will not take part this year.
Action items:
No action.
Next Meeting: Unscheduled at this point
Board Meeting—September 16, 2018
General discussion
Attendees
Rick Greeley (President), Bill Exum, Bradley Peterson, Adam Skidmore
Topic: Dissolution of the HOA
The group reviewed a provision in the Bylaws that allowed for a dissolution of the HOA. If it were to take place, the management of the common areas would turn over to a professional group for administration. The Board did not take any action.
Action items:
None
Topic: Annual Assessment
Rick informed the Board that there are currently four homeowners that are delinquent in HOA dues.
Action items:
No action will be taken at this time. Rick will monitor the homeowner’s payments.
Topic: Annual Meeting
The annual meeting will be held in January on a Thursday evening. Bill will check on some dates that the Ridgley Run Community Center is available and get back to Rick.
Action items:
Bill to look at Ridgley Run Schedule and find dates in January for the Meeting
Topic: Swale Construction Project
The swale project has not been started yet. The contractor has cited that they need 10 days of no-rain in order to perform the work.
Action items:
No action
Topic: Stump Removal
Rick presented an issue brought up by one of the homeowners on Fairhaven. A tree fell in common area and has previously been removed. An adjacent homeowner has asked the board to remove the stump. The board voted and decided to leave the stump since it is in common area and poses no imminent risk to the community.
Action items:
Rick and/or Bradley will inform the homeowner that no additional action will be undertaken.
Next Meeting Sunday before the annual meeting in January
Board Meeting—July 8, 2018
New Board members
Attendees
Rick Greeley (President), Bill Exum, Bradley Peterson, Adam Skidmore
Topic: New Officers
The Board began session by identifying the current board members and the open positions with a description of their duties. Rick Greeley is the current Heritage Woods Homeowners Association President and webmaster. The positions of Vice President, Treasurer, Secretary, Architectural Chair and Grounds Chair are currently open. Bill will take the position as Vice President and Alternate on the HWHA bank account. Bradley will take the Grounds and Trees Chair. Adam will be the Secretary and Architectural Chair. Rick will retain the position as acting Treasurer as he has been performing for a while and knows all of the financial obligations of the board.
Since Donna Hitesman is no longer a resident of the neighborhood (and therefore, no longer a member of Heritage Woods Association), Rick Greeley will replace Ms. Hitesman as the "key executive" on the HWHA bank account.
Action items:
Rick will be sending Bradley and Adam the email addresses for the Trees and Architecture emails.
Adam will forward the minutes to the Board so Bill can be added to the HWHA bank account. Rick and Bill will coordinate a time to go to the bank.
Topic: Annual Assessment
Rick informed the Board that there are currently four homeowners that are delinquent in HOA dues.
Action items:
No action will be taken at this time. Rick will monitor the homeowner’s payments.
Topic: National Night Out
On August 7th Heritage Woods will be hosting a Night Out on Clemente. Becky McKirahan will be coordinating the event and will be posting information on the HWHA Facebook page.
Action items:
No action
Topic: Swale Construction Project
Rick described to the Board the current project being undertaken by the county to update the swale between Celita and Cheshire. Due to the stormwater from Dorsey Cove and tree growth, the swale is diverting stormwater into homes on Cheshire. The County will be installing a 24” stormwater interceptor per the plans the Board reviewed. A permanent easement will be granted by the HWHA so the county can maintain the interceptor. Construction is tentatively slated to begin on Monday 7/9/18.
Action items:
No action
Topic: Stump Removal
Rick presented an issue brought up by one of the homeowners on Fairhaven. A tree fell in common area and has previously been removed. An adjacent homeowner has asked the board to remove the stump. The board voted and decided to leave the stump since it is in common area and poses no imminent risk to the community.
Action items:
Rick and/or Bradley will inform the homeowner that no additional action will be undertaken.
Next Meeting September 16th 7:30 PM at 8709 Cheshire