North Crossing Community Association

Board Meeting

May 16, 2001

Present: Board members - Lynn Jones, Chuck Kilgore, Mike Campbell & Mike Foster. Julie Lancaster from Management.

Called to order at 7:35.

Approval of Minutes - Chuck motioned to approve the minutes from the April meeting. Mike Campbell second. All in favor.

Approval of Financials - Lynn stated there were still approximately 12 homeowners who have outstanding balances. Julie stated intent to file lien letters were mailed on May 16, 2001 and any accounts unpaid by June 16, 2001 will have a lien placed against the property. Some homeowners have promised to pay. Chuck asked Julie to send him an updated delinquent owner list to place at the pool due to the fact that delinquent owners will not be allowed admittance to the pool. Chuck stated due to the assessments being paid on an annual basis the association's funds look good now. He stated that as of the end of April there was approximately $17,000.00 in checking and approximately $100,000.00 in C.D.'s. Chuck stated every homeowner contributed $125.00 toward capital reserve when they purchased their home and all of that money is accounted for. He stated the reserve study would be the basis of what the future assessments for the community will be. Chuck stated the $40,000.00 that was withdrawn for a C.D. shows that it came out of the neighborhood fund and should be the general fund. Chuck motioned to approve the financials. Mike Foster second. All in favor.

Old Business - Capital Reserve Study - Chuck stated Julie met with the contractor who is doing the reserve study and paid him the required down payment. Julie confirmed the contractor asked what funds the community had at this time. Chuck discussed the capital reserve study, what it involves and the importance of it.

Web Site - Mike Foster stated the communities current web page does not list how many people are using it and Mike believes he can add a program in order to tract this. Lynn stated the Board had asked Mike to do this to see if it is feasible to continue the web page. Lynn stated the cost is approximately $20.00 a month to retain. The web page address is NCHOA.ORG.

New Business - Lynn motioned to move the Board meeting from the third Wednesday each month to the forth Wednesday each month. The reason for this is the financials are not received in time for the Board members to review their monthly packets previous to the meeting. Chuck second. All in favor.

Peggy Cline wrote a letter resigning from the Board and Lynn stated she believed it was all a misunderstanding. Lynn spoke to her and asked her to reconsider staying on the Board, but she declined. Chuck motioned not to accept her resignation at this time until he spoke to her. If she does not wish to return to the Board the Board will vote on a homeowner to replace her until her term is up. Chuck second. All in favor.

Pool - Lynn stated Julie received a phone call that the pool seemed to be overflowing and Julie called Lynn at home. Chuck was out of town and no other Board members had a key to get in the pool. Julie called Mike Campbell and he managed to shut off the water. Chuck stated there is an overflow drain for this purpose. Lynn stated she was disappointed because Century Pool Management did not respond to a message left on their emergency line. Chuck stated he believed Julie should ask Tom VanPelt to attend next month's Board meeting to address any issues of concern. Julie made extra copies of the pool keys for the remaining pool members per Lynn's request. Chuck stated there was an issue with the baby pool not holding water, but he believes it is fixed now and both pools are ready to go for opening day. All homeowners received the pool rules and pool pass information. Chuck will remind the guards that all passes should be checked until they become familiar with the residents. Chuck stated he still was reviewing getting a snack machine for the pool but it requires being under cover and there is not a spot on the inside to accommodate it. Swimming lessons will be offered but this is totally up to the lifeguards and is not part of the communities contract. Any swim lessons will be paid directly to the guards. A homeowner asked about using the pool for a pool party on July 29^th from 2:00 to 4:00. Chuck stated this should be okay as long as there is not a large group of people. Lynn stated Julie was contacted by the Willowbrook community wanting to buy outside pool membership but the Board declined this request. Some homeowners present stated they did not receive guest passes. Lynn stated anyone who did not receive his or her guest pass can contact Julie.

Lynn said that someone living in the townhouse area had a stroller taken and was later found at the tot lot. Mike Campbell stated there are some boys in the neighborhood that he knows have been destructive and he sees them frequently in the townhouse area. Lynn stated if anyone sees something like this they should call the police. This should also be addressed in the newsletter.

There has been a caution sign installed near the intersection of Christopher Crossing and Timber Grove Road. Lynn said in the past the City has been asked to place crosswalks from Midsummer Drive to Timber Grove Road.

Management Company - The management contract is up in September 2001 and Lynn asked if the remainder of the Board wanted to solicit bids or sign a new two-year contract with Clagett. Two years ago bids were solicited. Six companies were sent proposals and three companies responded. Clagett decreased their price from $4.50 to $4.35. Property Management People's price was $5.00 and Association Management Services was $5.50. This fee represents the cost per house. Chuck stated he met with Galen Clagett to see if he were planning on raising his rates and Galen stated he would keep the same fee for another two years. Chuck stated he wants the remainder of the Board to make the decision if they want to solicit bids. If they did he would put together packets for soliciting purposes. Mike Foster motioned to contract with Clagett for another two years. Lynn second. All in favor.

Architectural Guidelines - Lynn stated although there has been Architectural Guidelines written and distributed to all homeowners and all homeowners have the community's covenant's there is currently no enforcement other than what the HOA documents state. Lynn would like to discuss this at next month's Board meeting.

Mike Campbell stated there are a number of homes that are not mowing. Lynn said Julie should be contacted with any addresses not mowing. There is a City ordinance that states the grass may not get over a certain height. This issue should be addressed in the newsletter.

A homeowner who lives at 1937 Harpers Court said there is an area next to his home that he believes was never seeded. Julie should call to see if this is Ausherman's responsibility or the Association's.

A homeowner stated there is trees in the common area that he believes need to be pruned. There are also some trees that look dead. Julie should contact Daydream regarding removing the dead trees.

Committee Reports - Social Committee - The community yard sale is scheduled for June 2, 2001 with a rain date of June 16, 2001. The time will be from 8:00 a.m. till 2:00 p.m. Each participant will be charged $3.00 to cover the advertising costs.

Architectural - The committee performed the walk through and there were a lot of repeated items that need attention such as the lawns needing mowed, painting needed, etc. These items will be addressed in a newsletter and if the homeowners do not take care of the items, individual letters will be mailed.

Open Forum - At the next meeting it will be discussed if the Board would like to meet outside in the community for the July and August meeting. A resident stated she believed more residents would attend the meeting.

Townhouse fence issue - Lynn stated there was a fence approved at 1937 Harpers Court that was not in compliance with the architectural guidelines. The fence is 6-foot board on board, and the design should be 5-foot board on board with a one-foot lattice on top. Lynn stated she believed the fence looks good, but the problem is another fence in the same row has been installed and is 5 foot board on board with a one foot lattice on top. Lynn stated she believed whatever the Board decided someone would leave unhappy tonight. Other neighbors have requested the 6-foot board on board and the architectural committee denied their request. The residents that were denied were at the Board meeting to appeal their denial to the Board. Chuck stated he believes there are three options. One option is to take money from the budget and correct the fence at the Associations expense. A second option would be to contact our insurance company due to the fact we have liability insurance. Another option would be to have Clagett cover the expense because the fence was approved by the management company in error. The resident at 1937 Harpers Court said he did not read the requirements and realized his request was different than the existing fences, but Julie gave him this option. Julie stated she did not remember giving this option.

Chuck stated the Board is here to uphold the decision made by the architectural committee. The homeowner at 1937 Harpers Court stated he feels like he is in a bad position due to the fact that other neighbors want the same type of fence. Mike Campbell stated that if an exception is made for this fence then this might cause future problems for the committee and the Board. John Pressel stated there are two fences in the neighborhood that are 7 foot high (6 foot board on board with one foot lattice) and the simple solution to these fences would be to take off the one foot lattice, but then this would be a 6 foot board on board fence. Those 7-foot fences were not approved and may be a builder option. Julie should check with Jim MacGillivray. Chuck stated he did not feel the Board should make an exception for one house or an entire row of houses. Chuck stated he feels that it should be denied but the Board should correct the 6-foot board on board fence at their expense and not the owner's expense due to the fact it was approved. The homeowner at 1937 Harpers Court said the cost factor between the two types of fences was his reason for choosing that type because it was significantly cheaper. One resident stated he believed the whole community should be aware of this. It was stated that a draft of the guidelines were mailed to all homeowners and no homeowners made any comments at that time. Susan stated the writing of the guidelines was a long intense procedure for the community. Lynn stated the Board makes the final decision regarding the denial and they need to vote on it. Lynn stated she did not want the homeowner to feel as though it was his neighbor's fault should the Board deny his request. Chuck asked the Board to vote if they were for the denial of the new request for the 6-foot board on board fence. The vote was four for the denial and none against. Chuck stated that the insurance company be contacted to see if the Association is covered so no out of pocket expenses would occur. Also Julie should talk to Galen to see if Clagett's insurance will cover the expense due to the fact that Julie approved it.

The Board asked Julie to send a letter to 1937 Harpers Court regarding his fence being altered to be in compliance with the guidelines and the other fences in the community.

There was another denial by the architectural committee regarding a privacy fence at the single-family homes and a letter from the homeowners appealing to the Board. This fence was already installed and Julie sent a letter to them stating it was not within the guidelines. They replied stating that when Ausherman approved the small section of the previously installed privacy fence they were approved to install the same type on the remainder of their lot. Julie stated that the previous small section that was approved was for screening purposes due to headlights from the Crum property shining into their home.

The Board and the committee feel that if the homeowners can produce an approval letter from Ausherman they may reconsider. If not the fence will be denied. Julie should contact Jim again to confirm exactly what the homeowners were originally told.

Next Meeting - June 27, 2001 - Frederick Gas Company, 7:30 p.m.

Meeting Adjourned at 9:50.