Board Meeting Agenda (Quarterly Membership Meeting)
September 8, 2025
7:00 p.m. to 9:00 p.m.
Silver Swan Bayside
1. Establishment of quorum and call to order (Paul)
2. Approval of appointment of replacement director per Bylaws § 5.4
3. Approval of August Minutes (Paul for Sharon)
4. Reports
a. President (Paul)
i. Listening session at Caroline Park on August 23
ii. Fee increase status – Memo drafted; needs additions and revisions
iii. Covenant enforcement efforts
1. 224 Columbia Lane - Chickens
2. 400 QA Club Drive - Lights
3. 403 QC High Road - Gazebo
4. 118 QC High Road – serious drainage issues
5. 227 QA Club Drive – disposal of waste and refuse, and overall condition of property.
iv. Noise
1. Silver Swan
2. Kentmorr
3. Overlook on Labor Day weekend
v. Payment of estimated state and federal taxes
b. Secretary – Review out of meeting votes, if any
i. Motion to raise annual fee to $200 – Passed in working session on Aug. 17
ii. Motion on reconsideration of the denial of the variance request for 403 QC High Road – Variance denied by vote of 3-4 – Working session on August 17
iii. August 31 - Motion by Jeff DeTroye made by email to take next steps to collect unpaid annual assessments for 214, 218 and 224 Columbia Lane. Seconded by Tim Smith
c. 1st VP – Observation Deck (Howard)
d. Treasurer (Jeff)
i. Financial report
ii. Collections
iii. Notices of intent to file liens
iv. Reinvesting all or part of matured certificate of deposit
v. Domain went down on or about August 26; now up and running
5. Committee reports
a. Architectural
i. Approved new siding and door at 102 QC High Road
ii. Possible expiration of approval at 326 QA Club Drive – construction of exterior likely has exceeded nine months since commencement of construction
iii. Inquiry from Ronald Schaeffer regarding fence and gazebo for new home to be constructed at 301 QC High Road
iv. 311 Five Farms: Request for variance to approve construction of garage that would incur on the setback – Emails from Tim Smith sent August 20.
1. Bob Wyatt reviewed and recommended approval
2. Tim recommended we vote to approve during September meeting
v. 412 Five Farms Drive – Exchanges between Bruce Orr (Lacrosse Homes), Tim and Bob Wyatt regarding appropriate estimate of cost per square foot in connection with construction of new dwelling
vi. Sept. 3 - Question about AAF Approval for 307 Columbia and 322 Five Farms – Deposits received but no approvals located
vii. 400 QA Club Drive – Request for approval of installation of solar panels and a streetlight
viii. 306 Five Farms – Inquiry about fence guidelines from the Lears
b. Creek (Jeff) –
i. Permits for pier repair by the owners
ii. Other?
c. Welcome (Rob)
6. Old business:
a. Nominations for 2026 board - Status
7. New business –
a. Location of October meeting
b. Calendar for the remainder of 2025
i. Budget – Oct. 11
ii. Nominations – Oct. 27
iii. Lot fee – Dec. 1
8. Open forum
9. Adjournment