Aerial view of the Elk Forest peninsula between the Elk River and the C&D Canal
The Community of Elk Forest Website for the neighborhood of Elk Forest, Maryland

October 10, 2019 Meeting Minutes

Elk Forest Civic Association Meeting  - October 10, 2019

Estock Residence

Attendees:

Cris Brookmyer
June Estock
Judy Leshner
Dave Mitchell
Sherri Mitchell
David Silverman
Joanne Silverman
Janet Curran

Excused: Kathy Alzos and Susan Schlotzhauer

 The meeting was called to order by President June Estock at 7:00 pm. June reviewed the proposed agenda:

A motion was made by Cris for attendees to accept the proposed agenda; Joanne seconded the motion. All in favor. Motion approved.

A motion was made by Cris for the attendees to accept the meeting minutes from the previous meeting of August 11; Judy seconded the motion. All in favor. Motion approved.

   Minutes of the October 10 meeting are provided as follows:

**Treasurer’**s Report – Cris Brookmyer

Cris Brookmyer presented the Treasurer’s report. There were no exceptions. 

Dues for 2019.  So far, we have received 87 payments.  This is 78% of the households, which is better than last year’s participation rate of 75%.  We have had increased participation during the past couple years.

A motion was made by David Silverman to accept the Treasurer’s report; Joanne seconded it.  All in favor.  Motion approved.   

Mosquito Abatement Program – Cris Brookmyer

Cris reported we had 17.5 sprayings.  There are no more sprayings scheduled for 2019. This is the least number of sprayings we have had for a number of years.

(Weather permitting, mosquito spraying is done twice a week in April and May; once per week during June, July, August, and September.)

Dues Reduction Proposal – Cris Brookmyer

Cris provided an excellent dues reduction analysis. She proposed dropping dues by $15 from $85 per year to $70, assuming APM/Ehrlich continue to charge the same amount of $230 for each spraying. Cris is expecting to receive the new contract in March 2020, after which she will make her detailed proposal to the Board.  The Treasurer makes this analysis each year after thorough review of our cash in flow and out flow. 

June stated that this item, Annual Dues Recommendation, will be added to the agenda at the end of each fiscal year.

     Background: 

Extract from EFCA Bylaws – Article I, Board of Directors - Section 9:  The Treasurer shall also develop a recommendation for annual dues to present to the Board of Directors, with an objective that the Association maintains a balanced budget. This recommendation shall be based on a forecast budget of expenses and revenues for the upcoming fiscal year.

 Extract from EFCA Bylaws Article III – Dues - Section 2:  The Board of Directors shall determine dues for each fiscal year with a recommendation from the Treasurer, such that the Association maintains a balanced budget.

New Neighbors – June Estock

June provided four new neighbors with a Welcome Package and her personal contact information.  New neighbors are encouraged to provide their contact info to Cris Brookmyer.  Cris maintains the list of community homeowners for dues mailings.  It is imperative to obtain email addresses as well because the majority of our communications are electronic other than dues mailings and events*.

*The Board agreed at this meeting to resume the practice of placing  flyers of special community events in mailboxes to encourage increased participation.

Elk Forest Website – Dave Mitchell

Dave Mitchell reported 20 views per week.  In the summer, our website averaged 75 hits per week, not unique visitors.   

Cris requested a “Mosquito Spraying” tab be added to our website.  The tab will include the Treasurer’s contact info, since the Treasurer manages our mosquito program with the vendor. 

Message Board Sign, Changeable Lettering – David Silverman

Routinely David Silverman posts events info (annual picnic, elections, annual cleanup) by our Elk Forest Community Entrance Sign and at the intersection of Elk Forest Rd and South Forest Road.   The current signage being used has limited spacing.  The Board gave David permission to spend $120 for a new sign that has larger interchangeable lettering and will also provide more space to insert additional information, e.g. contact info for RSVP’s and inquiries. 

Holiday Party/Open House -  June Estock

Sherri Mitchell volunteered to contact Schaeffer’s for party info and will email the info to the Board. 

Halloween Hayride – June Estock

Sherri Mitchell is contacting a neighbor(s) to verify if community members are having an event.  The Halloween celebration is usually led by a family that has young children.  It is not a Board event,  though we usually notify the community of the event in our newsletter. 

Newsletter

During the meeting we discussed what needs to appear in the next newsletter.  We identified:

Motion to Adjourn

A motion was made by Sherri for the meeting to adjourn.  Joanne seconded the motion. All in favor. Motion approved.

Respectfully submitted,

Janet Curran

EFCA Secretary

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