May 28, 2014: Rock Creek Overlook Newsletter

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Next Board Meeting:
The next board meeting will be in June at Tikvat Israel Congregation, located at 2200 Baltimore Road. Members are encouraged to submit items for Board consideration, by email to: Elliot Totah etotah@oxbridgedev.com


Items for Agenda

  1. Call to Order and Approval of Minutes of previous meetings
  2. Approval of actions taken in lieu of a meeting
  3. Committee Reports A.Budget & Finance B.Covenants C.Grounds D.Nominating
  4. Members Forum
  5. New Business
  6. Old Business
  7. Adjournment


Updates:

  1. Closing on the remaining home, 2040 Deer Tree lane, is scheduled for Friday 30th May.
  2. Please see the attached questions and answers the grounds committee already asked Oxbridge Development. The grounds commit­tee members walked the neighbor­ hood with the owner of the new landscaping service. What did they miss? Are there other items that we should ask?


Discussion Topics:

  1. Budget: Each month, Board members receive written reports listing all receipts, with copies of paid invoices and bank statements. Any homeowner who so chooses can review all this material at Chambers’ office during business hours.
  2. Audit: The HOA must file a return with the IRS and must have its books audited by an independent auditor. Copies of the 2012 audit, with the management letter, are available for your perusal.
  3. Bylaws and Covenants: After the additional three board members are elected, the Board will have a formal board orientation so that all board members understand their duties and responsibilities. That orientation can include anyone who wants to attend because we will all have the opportunity to serve on the Board
  4. Website: The social committee has created a website for our use. The address is www.deertree.org.There are email addresses for each Board position and working committee. Emails will be routed to the person occupying a position or serving on a committee, so we don’t have to guess where to send emails. There will also be a section for documents to be assessable by all homeowners.
  5. Parking: There are relatively few extra parking places in the neighborhood but every home has a garage and a driveway. It would probably be helpful to have a discussion about where people should park.
  6. CCOC: Commission on Common Ownership Communities is part of Montgomery County’s Office of Consumer Protection. It provides owners, tenants, residents, boards of directors, and management companies of self-governing residential communities with information, assistance, and impartial dispute resolution programs that:
  7. Since the 75% Annual Meeting in December 2013, many homeowners have been participating in small group meetings and providing input on issues. Requests for participation have been circulated to all members and meetings have been mentioned in emails. We were acting as transparently as possible, even though there was no legal requirement to hold open meetings.
  8. With the closing of the 28th home on April 28th, the homeowners finally have a majority of the votes in the HOA: Homeowners: 28; Oxbridge: 20. The Board and Committee chairs will formally provide advance notice of all meetings as required under the Maryland Homeowners Act and our Bylaws. There has been some misinformation circulating about when meetings were required to be open. Board members consulted with legal counsel and confirmed that we have been and will continue to be in compliance with the law.

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