The Oakleigh Forest Civic Association, Inc.
Minutes of the OFCA Board Meeting, 11 January 2010
Bond Residence
7:00PM - 8:40PM

Present: Eddie Hubbard, Larry Reagan, Frank and Liz Cingel, Jeff Furniss, Sheryl Bond, and Linda Haller

First Matter of Business:

• Connie DeWind presented a proposal for Board approval regarding a planned external construction to his home. An existing deck and enclosed porch was to be removed and replaced by a new deck. The new structure would be the same width as that which it is replacing and will add less than 10 feet in depth. Once the discussion confirmed that the new construction was not in conflict with the community's covenants, the Board approved this proposal.

Secretary's Report: Ed Hubbard

• Minutes of the December 14th meeting were approved.

Treasurer's Report: Ed Hubbard and Jeff Furniss

• Jeff Furniss was introduced as the new Treasurer.
• As part of the transition of the position from Kathy Krystan to Jeff, it was determined that Jeff will manage the community's receivables/payables function along with the record keeping while Ed Hubbard will manage the collection activities.
• Kathy Krystan is still finalizing the year end 2009 report, so no final fiscal year end report was provided.
• Twelve households are past due on payment of community dues. Kathy Krystan to send certified letters to these households before the final transition to Jeff Furniss.
• A question remains as to whether a lien for monies due the community has been filed on the () home. Kathy Krystan will be asked to re-review the records to determine if the community actually paid to have the lien filed.
• () has been paying his dues community $25.00 per month as opposed to the required single payment. However, after an expected $25.00 payment in February, he will have paid his 2010 dues in full. At that point Ed Hubbard will advise that we can no longer take monthly payments and he will need to pay in full by single payment in 2011.
• A short sale foreclosure is expected on the () home and it was agreed that the community should not take a short payment on the $1,200 in delinquent dues that will be paid through the sale of this property.
• Online banking capability has been secured at BB&T. Jeff Furniss will begin to pay bills and transfer funds as required through this online capability.
• It was agreed that in an effort to improve record keeping and establish budgets for events beyond 2010, that the Treasurer will require that a detailed expense summary be presented to the Treasurer before final reimbursements are made for community functions. Jeff Furniss will create a template to be completed for these community functions. These templates will serve as budget guidelines for these functions in future years.

General Items: Eddie Hubbard

• () was informed of the community's safety concerns regarding her son's car being parked on the Whittier Parkway curve. She agreed to ask him to park the car either in the driveway or in a less dangerous spot.
• The Secretary's position remains open. The proposal was made that we consider merging a few committees to reduce the overall number of these committees and better utilize the time of our volunteers. There was some dissent amongst the Board to this proposal citing both a concern that week ensure the minimum number of committees required by the community's covenants and a general feeling that it is advantageous to have input on community matters from a larger board than one that is streamlined. This matter has been tabled for further discussion.
• Mary Gaylord is considering a request to assume the role of Secretary for the remainder of her term (1 year) on the Board.
• Community Documents. A long discussion regarding storage of community documents resulted in an agreement to store all records, with the exception of the President's files, at the pool for two years. The records will be reviewed during this two year trial period to determine if any record deterioration occurs. Ed Hubbard will look to secure a few filing cabinets for this purpose and the records will likely be kept in locked cabinets in the locked room currently housing the water heater.
• Linda Haller reports that () are new neighbors having recently moved into 1 Emerson Road.

Director's Reports

Grounds and Garden Club: Liz Cingel

• The number of luminaries was cut back in 2009 and further cutbacks will be considered for 2010. There was general agreement that placement of the luminaries during the holiday looked terrific despite the problems presented by the piles of snow.
• Liz proposed that a reminder to all to clean up our yards of downed branches be placed in the Oakleaf. It was determined that this notice best come from Liz in her Community Grounds role.
• The next Garden Club luncheon is planned for late January.
• Liz requested that we note that the email from the Myers family prompting everyone to assist their neighbors during times of severe weather was effective and appreciated. Further discussion was held regarding the concept of having those older or infirmed neighbors placed on a list for assistance in times of future need.
• During removal of the snow by the county in recent weeks, the curb at the median approaching Arundel Beach Road was damaged. Ed Hubbard to contact the county's Public Works department to advise of this damage.

Nothing to Report From:

• Waterfront
• Security
• Pool
• Streets & Lights

8 February meeting will be at the Cingel's home.

The meeting was adjourned at 8:40 PM
Respectfully submitted, Larry Reagan, OFCA Vice President

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