Montgomery West Homeowners Association, Inc
Board Meeting – Meetings
March 10, 2009
Meeting called to
order – 7pm
Attendees: M. Heffner; J. Patton; D. Terry; D. Skinker;
R. Stehlin
v Action -
to select new accounting firm
v Selected lowest cost but with significant
experience in environment [Delong & Stang]; $2.1k for review, Form 1
[Md Personal Property tax] & IRS 1120 tax returns
v Action item – Michele to clarify what Delong &
Stang proposing – audit vs review?
v Extensions filed for Form 1 and IRS 1120.
v Discussed quickest and most efficient way to
‘populate’ new software system [Quickbooks]
v Discussed and agreed to pay Costello &
Huddy Chartered’s invoices over 2 years.
Michele had discussed the payment terms with firm.
v Discussed whether by-laws required as
written – i.e. audit vs. review.
Michele to visit issue with attorney.
v Calendar 2009 Q1 report
o 10 homes delinquent – [3] very late; [3] Q4
2008; [3] Q1 2009
o 2 checks returned; $8 was added to
homeowner’s assessment.
v J. Patton – explained the services provided
by Montgomery County HOA for managing homeowner’s accounts.
v Discussed placing a lien on lot 1F [$1,130
back assessment due]. Motion was put to
the floor to pursue legal action – motion carried. [motion placed by J. Patton; M. Heffner 2nd
motion]. J. Patton willing to pursue
lien with attorney.
v Four homeowners have made advance payments
v Decision was made on Turner’s account - send letter and good faith payment asking to
negotiate payment plan. D. Turner to
send proposal for repayment at $50 / month through calendar 2009.
v J. Patton suggested that after consultation
with current attorney, retainer was not a prudent use of our funds. All services performed are billable. J. Patton made motion to suspend the
retainer fee arrangement and ask for the retainer fee back. R. Stehlin second the motion. J. Patton will send letter asking for the
return of the retainer fee from Chris Hutchinson.
v There has been no request for changes
v March
/ April time frame is usually the annual assessment / review of the
properties
o Compile non-compliance issues
o Set hearing dates for those not responding
to non-compliance notices.
v Have only used $700 of the $1,500 approved
for tree replacement activities.
v Michele to provided president’s letter
v Special Dates:
o Clean up date – April 18th
o Block party – discussions were tabled.
o
Bulk pick
up - Saturday, May 16th
v Discussions about Yahoo group / free recycle
– listing of ‘things’ to given away.
v AERC article – J. Patton
v County Police reprinted security newsletter
and crime report
v Board decided that all board member names
will be list but only Michele’s & John’s contact information will be listed
on the website
Meeting was
adjourned at 8:37pm