Minutes of Board Meeting April 2012

A regular meeting of the Board of Directors of the Montgomery Square Citizens Association (MSCA, Inc.) was held, as announced via e-mail, on April 17, 2012 at the home of Secretary Tom Hall. Attendees included the President, Vice President, Treasure, Secretary, Membership Chair, Social Chair, our webmaster, and other volunteers.

President Bob Gross chaired the meeting and covered wide ranging topics, some involving specific inquiries, others recurring subjects. One topic concerned basketball backboards and hoops extending out over the street. No attendee knew of any particular restriction that applied and several noted it was not uncommon to see portable basketball hoops along the streets and in cul-de-sacs in the neighborhood, though the risk that one might be damaged by garbage trucks was unavoidable. Inquiries about tree removal are common, and the unsightly areas along Seven Locks Road between Inspection House and Montrose are the most noted. Bob has contacted the County and toured this area with a County representative, who contacted PEPCO. Some action was taken but we will follow up again on this issue. When a tree fell at the corner of Montrose Road and White’s Ford Way, emergency crews cleared it from the roadway but piled up the trunk and branches over the grassy areas and blocked pedestrian access to the marked crosswalk. The County did rectify this and clear that area back eventually when contacted by MSCA, but it took some time to get action there as well. The County does have a non-emergence service number, 311, that can be called for all County service requests, and any resident can call with a complaint or request for action from the County on almost any subject.

On landscaping, the Association has continued its contract with Greenlink for maintenance and plantings at the five main entranceways to Montgomery Square. Bob offered a list of optional, potential landscape cleanup or improvement projects and approximate pricing for the Board’s consideration. Seeding and repair of the grass areas on White’s Ford Way at the corner with Montrose Road were approved. Other more ambitious projects would require a volunteer to continue working on them to get community recommendations and sentiment on increasing our expenditures, which might necessitate an increase in dues in future years.

The status of the Seven Locks Road sidewalk and bikeway project continues to disappoint the Board, as funding for the project to proceed to the next phase of planning is already being pushed out to 2016 with no certainty of funding after that. As a more immediate action, Bob has suggested sidewalk improvements from Montrose Road to Tuckerman. A County official did express support and walked the sidewalk with Bob, but in a classic Catch 22, the County is hesitant to do work when the large project “may” come through and redo the same stretch. Inquiries about paving Seven Locks Road itself met with similar deflection by the County, which has declining resources in this area.

President Bob Gross led the meeting, and discussed the block party held the previous month.  All agreed that it was a great success and MSCA thanked everyone involved in an e-mail to those members who have signed up to receive MSCA e-announcements.  The adjoining neighbors were all supportive and there were no complaints about noise or traffic.  Social Chair Vasilia Contos was recognized for her wonderful contribution to the neighborhood.   Many neighbors volunteered, and participation was very good from the community, including many families with younger kids.  The Board noted that it had authorized a monetary “tip” to the very well-received band that performed at the event.

In discussing the positive results, there was considerable discussion about whether the Association should actually do more.   That would require more revenue, so this led to discussion about raising dues to collect more to do more, and to generate some more reserve for contingencies.   Opinion was split.  Even if a few dues payers did not go along with an increase, more money in total could still be collected.  But the goal was to increase community cohesion and participation, and losing even a few dues payers would run contrary to that goal.  On the issue of reserves, no specific scenario requiring reserve funds was identified, since the association is not responsible for any of the real property and operates only on a voluntary basis to cover expenses like painting the signs.  Ultimately, since the Board had agreed at the prior meeting to remain at $50/year, there was not enough of a consensus to revisit the issue for the upcoming year (but that could change depending on the discussion at the next Board meeting).

Returning to the issue of liability insurance from the prior Board meeting, the President (without giving any legal advice) reviewed the laws that apparently apply.  There was some concern that the officers and volunteers needed greater protection against claims.  State law appears to say that having the Association carry a specified minimum level of liability insurance would shield the officers and volunteers as well as can be reasonably achieved.  Research by Board members indicated several sources for such insurance at rates within the Association’s ability to pay.  Price and coverage options would need to be compared between companies and the Secretary collected the potential sources offered and will follow up with multiple companies to get competitive quotes.

Discussion of follow-on social events was lively.  Possible candidates include a backyard movie, which would probably have to wait for spring, and ice skating at Cabin John, which had been done in prior years.  The idea of an ice skating event with pot luck food in a party room will be pursued.  A visit by Santa on a fire truck, also popular in prior years was suggested.  Discussion of any religious sensitivities did not suggest it would be a significant problem and was never a problem in the past, so it will be investigated to see if local fire companies are willing to participate.

The Vice President introduced a survey he proposed to solicit neighborhood input on the Association’s activities.  He covered the questions to be asked, and after some discussion, the set of topics was approved.   The survey will be hand delivered by Block Captains to each home and due back in December in time to summarize the results for the board and for possible inclusion in a newsletter.  A newsletter to solicit dues and update membership updates is due to go out in December, with planned events if they can be definitely scheduled.

As noted at the previous meeting, reconstruction of the damaged home on Whites Ford way was to begin.  It was reported at this meeting that demolition had occurred and the project was underway.

Other topics of local interest noted were the proposed county regulation on “Big Box” and other stores, requiring participation and dialog with neighboring community associations.  As a community association, the Board generally endorsed this idea, but noted that it had a long way to go to actually be approved by the County.  If an opportunity to comment should arise, the President will follow the process to get input from the Board and, time permitting, from interested residents.  The President did remind the Board that it is the chartered duty and authority of the Officers to represent the community when called upon, and not every issue needs to be or can be taken to the membership at large.

Also of keen local interest, the County is discussing the building of a new school off Wooten Parkway to address overcrowding, and the same process would apply if comments are to be submitted.  The President reiterated the need for someone to volunteer for the position of Education Chair to help keep the Board and MSCA community abreast of school issues, and to help prepare testimony for MCPS and County Council hearings on school proposals and issues that are important to our community.

The meeting was adjourned at 9:15.

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President Bob Gross led the meeting, and updated the Board on items of interest.  He reported that the house on Whites Ford Way that was burned out has been scheduled for demolition and rebuilding in place.  Work should begin shortly.

The President expressed his desire to adhere more closely to the bylaws as published in matters such as scheduling regular meetings, proper use of the name MSCA, Inc., and the schedule for dues collection.  This will mean a slight shift in when dues are collected.   There was a discussion of the legal status of the Association and the issue of liability and insurance coverage.  The Secretary clarified that the Association is a registered non-profit corporation in Maryland, which conveys some protection to officers and volunteers under state law.   It is not a charity, but does qualify as a civic association under IRS code and is registered as a 501(c)(4) non-profit with the IRS as well as with the State.   It owns no property and has no assets other than the treasury.  However, greater protection for officers and volunteers might apply if the association had its own liability insurance anyway.   This will be investigated and pricing sought for the next meeting.

A discussion of annual dues resulted in the decision to retain the $50/year rate that has held for the past several years.  The treasury is relatively healthy, with a consistent balance over $10,000 and income from dues meets annual expenses with some room for discretionary projects or social events.   With a new volunteer as Social Committee Chair available to organize such an event, the Board had previously approved the planning of a block party at the intersection of Devilwood Drive and Smoketree Road.   Based on cost estimates provided for food, entertainment, drinks, and other supplies, a budget was requested by the Social Chair to expend up to $1700.  The request was approved unanimously by the Board at this meeting.  Discussion of details of planning, promotion, and permits followed.   A flyer advertizing the event on Sunday October 16^th will be distributed door to door.  The landscaper will ensure that the fall planting of flowers is accomplished prior to the party.  The President noted that it was the intent of the Officers and the Board in holding social events and doing the landscaping is to be more visible in promoting community welfare, increasing participation in the Association and making the community an attractive and desirable place to live.

The meeting was adjourned at 9:00.