November 7, 2013 Meeting Minutes
ELK FOREST CIVIC ASSOCIATION - NOVEMBER 7, 2013
Present: Bill Alzos, Joanne DeMartino, Ralph DeMartino, Mike Leshner, David Silverman, Joanne Silverman
Absent: Ben Roth, Pam Brannon, Carlos Brannon, Deb Koehler, Cris Brookmyer
The meeting was called to order @ 7:30PM
Agenda:
Annual meeting recap – David – reported that the final count for the annual meeting and picnic indicated that 26 residences were represented with 49 adult attendees and “countless” kids. The final cost of the event is at $439.76. David thank (for the minutes) the board members and spouses for support, supplies and effort.
Financial report – Joanne- provided an “unofficial report” as she is waiting for a review and check off by Cris Brookmyer. The reported balance (checking and CDs) is $32,897.27 with $5,885.69 available in our checking as of this report. – 11/17/13 – Fiscal year 2013 has been validated by Cris Brookmyer and FY 2014 reviewed and check off completed.
Joanne also provided a listing of those addresses that have not yet paid their 2013 dues/abatement bill (24 addresses). Joanne presented the breakdown as follows: Mosquito spraying costs for the 2013 season = $5,880. Abatement fees collected = $5,100. EFCA funded costs to pay bills = $780. Outstanding fees (non paying addresses) $1,440.
A lengthy discussion ensued regarding options to address the issue and a motion was made by Bill Alzos to institute a balanced budget requirement for the 2014 fiscal year. This was seconded by Mike Leshner, passed without opposition.
After additional lengthy discussions, a motion by David Silverman was made to NOT fund the 2013 holiday party which would offset an expense of ~$800, seconded by Ralph Demartino, passed without opposition.
A motion to raise the annual (effective for the 2014 billing period) mosquito assessment by $15.00 was made by Mike Leshner, after much discussion a second was made by Bill Alzos and the motion was passed without opposition.
It was felt by all that these actions would address the projected 2014 shortfall and deliver a balanced budget.
Additionally, Ralph raised the idea of approaching Cecil County to research a grant for Mosquito control activities. David asked Ralph if he would take on this project. Ralph will pursue. – 11/17/13 – Ralph has discovered that the county does have a mosquito spraying program, details on specifics are still unclear, Ralph to continue to investigate.
“Good and Welfare” fund, new assessment? – David- raised the idea of developing a new assessment fee for the annual billing, it was felt that in light of the previous activity (balanced budget) this was not a good it idea at this time. No action taken.
Non paying residents, next steps – all – after lengthy discussions which included spray painting a big X on in front of their driveway, having APM not spray large clusters of non paying addresses (N. and S. Lockewood) knocking on doors and confronting these people, it was decided that we would publish a list of non paying addresses in the next newsletter and continue to offset the revenue loss with other means (see balanced budget).
Web Site update – Mike – reported that there are sine new pictures posted, the previous newsletter and an updated residence mailing list. Mike reported that we have had over 200 visitors to our site since we put a counter on at after the last board meeting. Mike will update the web site with current minutes, newsletters, pictures, address as soon as they are available.
Winter News Letter – all – will be developed and published later this month and will contain a welcome letter to the new residents of EF, a reminder to visit the web site, the list of non paying addresses, the new balanced budget amendment and why (connected to the non paying list J) as well as “other stuff”
Holiday party – all – cancelled – see balanced budget amendment
Prowlers – Ben, all – As Ben was not in attendance; David related what he knew (which was not much) about a potential prowler at Ben’s house. Item tabled.
New residents – welcome package – all
David raised the issue that EFCA needs to have a premade, ready to go welcome package of information and designated people that would knock on any and all new residents’ doors and welcome them to the neighborhood and present them with the package of information.
It was discussed that this package should contains items like all past newsletters, a current address mailing list, information about the web site, a list of cable, phone, trash companies etc. All agreed that this was a good idea. David indicated that he would ask Pam Brannon and Deb Koehler to take this activity on.
Open discussion – all
It was discussed and agreed to that the non “dues paying” residents would now be referred to (despite other suggestions less civil) as ‘those that have chosen not to participate in the community association”. Any future publications will reflect this terminology.
TO DO:
- Joanne/Cris to finalize 2013 financial sheets – Complete
- Ralph to contact Cecil County on mosquito control grant – in process
- David to publish Newsletter
- Pam/Deb to organize, create, stockpile welcome packages and follow up with current new residents
- Mike to update web site as updated materials are provided to him.
A motion was made and seconded to adjourn the meeting at 8:30 PM, passed without opposition. Coffee and cake was served.
Side Note: many thanks from those in attendance to Joanne Silverman for the exceptional Crumb Cake.
Respectfully submitted on 11/17/13,
David Silverman