Chesapeake Village HOA MINUTES

Chesapeake Village HOA MINUTES January 11, 2016 and February 9, 2016 7:30 PM Northeast Community Center, 2ndFloor Meeting called by Type of meeting Secretary, President Work session (January) Organizational (February) Justin Matz Attendees: (Vice President), Ross Henry (Treasurer), Jayson Frum (At-Large) Absent: None Residents: 0 JANUARY WORK SESSION On January 11, 2016 the Board met and opened the 2016 year, welcoming new member Mr. Jayson Frum. The Board allocated roles and responsibilities for the year. as President, as Vice President, Ross Henry as Treasurer, Justin Matz as Secretary, and Jayson Frum as an At-Large Board Member. The Board recognizes the volunteer service that will be performed by Barbara Poirier, who was asked to remain working on Architectural Review Committee (ARC) issues over the next year. The Board began discussions on this year s Landscape (mowing) quotes, received from Greener Visions. They have offered us competitive one- and three-year contract options. The Board agreed to pursue the three-year contract option as it holds prices steady for the entire term of the contract. The Board reviewed outstanding meeting minutes. The Board reviewed a draft ballot letter, which will ask membership to consider change to the Declaration of Covenants. The changes relate to lowering the levels needed for a quorum at our annual meetings from 50 percent to 25 percent and for changing the governing documents from 75 percent to two-thirds. The Board established dates for the next three meetings-establishing them on February 9, March 15, and April 5. In between meetings, the Board took the following actions: We requested QBHI extend their builders warranty for another six months. Considering the delays we have encountered in resolving the issues identified by the Board, they granted the request through June 9, 2016. They indicated that they will send a formal letter acknowledging the extension. Review the contract submitted by Greener Visions. Take specific look at the out clause and the renewal clause. Vote on the Greener Visions contract, with amendments proposed by Mr. Frum above. Jayson Frum Mid-January 2016 Board February 2016 Draft the letter to accompany this year s dues assessment mailing. The letter should explain how the rebate will work / Justin Matz February 2016 Change the passwords on the Gmail account and DropBox Justin Matz Mid-January 2016 Ask Richfield Station HOA about their management company and see if we can get them to make a presentation to the Board February 2016

FEBRUARY REGULAR MEETING (FEBRUARY 9, 2016) AGENDA TOPICS Agenda topic Meeting Opening Presenter The meeting was called to order and roll was taken. Post the agenda and minutes for the previous meeting Provide the ARC meeting minutes to the Board for inclusion in the January minutes Barbara Poirier Mid-February 2016 Search for two more management companies and obtain proposals Ross Henry / Jennifer Tyler Q1 2016 Finalize the September-November meeting minutes Justin Matz COMPLETED Finalize the December meeting minutes Justin Matz Mid-February 2016 Agenda topic Chairman s Report Presenter The President announce that the Board had taken three actions between meetings. First, the Board drafted and approved a letter that will be mailed with the annual dues assessments. The letter informs residents of the mechanisms by which the previously announced rebate will work. The Board approved the ballot wording and format on the ballot. Residents will be able to vote yes/no on each proposal to amend the Covenants. The 2016 invoices were printed along with envelopes and are ready to be mailed. Second, the Board agreed with Greener Visions on a three-year mowing contract. The contract was updated, to incorporate specific requests of the Board, yet at the same quoted rate. The master copy was provided to the Secretary. Finally, the Board completed the annual Calvert County Business Recycle Survey. A copy of our responses was provided to the Secretary. A meeting of town HOA Presidents and elected officials was held on February 8, 2016. Only four HOA Presidents attended. They discussed outstanding issues with the town such as snow plow mapping, communication, and delineating the zones of responsibility of the town and the respective HOAs. HOAs asked the town to provide information about where the plows will put the piles of snow, particularly important after the recent blizzard. The HOAs were concerned about the lack of communication from the town. The Town Administrator was recently removed from his position, and the HOAs had no knowledge and then did not know who to contact. Finally, there was a discussion about the zones of responsibility for sewer and water issues as the HOAs and the town sought to identify the point where the resident s responsibility for sewer line maintenance ends and the town s begins. As of now, it is not codified. During the blizzard, many of the water and sewer access lids were plowed off the streets, leaving holes in the roadway. These were identified and Public Works of the town replaced them. MDOT is still looking into the issues of installing a cross-walk from our neighborhood to Brownie s Beach and a sidewalk connecting our neighborhood to Beach Elementary. They have not yet set a date for a meeting to seek community input. On January 29, QBHI sent us draft copies of deeds to the common areas for review. They also agreed on an extension of the builder s warranty through June 9. There will be a meeting of the Planning/Zoning Commissions on February 10, 2016 to discuss plans for the expansion of Chesapeake Beach Resort and Spa. The meeting will start at 7:00 PM and people who would like to Page 2

speak are requested to sign-up first. Our Board President is a member of the Town Board of Appeals related to planning/zoning issues, and will not be able to speak as an individual without compromising his responsibilities to that Board. Inquire about capital funding for a crosswalk to Brownie s Beach at the next town meeting Post Fishing Creek Bridge construction project status updates on the HOA s Facebook page and Meet with QBHI to discuss the transition study findings and develop a plan to remedy the identified issues Go to the CVHOA/QBHI DropBox site and start copying relevant HOA documentation to our own account Hire a Santa and make a donation to the NBVFD to spread some holiday cheer around the neighborhood and Board Members Q1-2016 COMPLETED Mail out the 2016 dues assessments and ballot Board February 15, 2016 Agenda topic Treasurer s report Presenter Ross Henry The Treasurer brought with him printouts of the 2016 assessments along with envelopes. The assessment, letter, and ballots need to be collated and mailed out. Work was divided amongst the Board. Some 2016 payments had already been received. For those members, the Board agreed to mail out only the letter and ballot. The Treasurer announced that in the process of preparing the 2016 assessments he encountered one person who was counted twice. This meant he actually only had records for 217 members, not 218. In other words, the annual assessments had yet to reach one household for at least two years. The Board contacted QBHI and learned that the household involved had not been accounted for during the past five years. The Board agreed on an approach to request payment on prior year s dues. We will contact the owner and work with them to agree to an amount and timing of payments. For 2016 taxes, the Board has already been granted an extension. As a non-profit we owe no taxes, but diligently file each year. According to QBHI, we are the only one of their ex-hoas to do so. One resident claimed they paid the 2015 dues, but it is not in the system. They used auto pay and it could have gone to QBHI. We agreed they will investigate us, pay the 2015-16 dues in the meantime and we will waive the late fees. The Board reviewed the individual cases of overdue assessments for 2014 and 2015. Some other overdue accounts sent in the principal, but not the accrued late fees. After March 25, the due date for the 2016 assessments, the plan is to send out another certified letter to overdue accounts. Update the database containing the list of residences and their owners after each sale Contact Strauss & Assoc. and other auditing companies to get quotes on the annual audit job and Ross Henry Ross Henry Q1-2016 Page 3

Investigate of the HOA will owe property taxes on common area land Investigate the insurance implications of receiving title to the common area land Ross Henry Q1-2016 Q1-2016 Post final 2016 budget documents to DropBox Ross Henry and Derek Favret. COMPLETED Investigate QBHI experience with investing the reserves Q1-2016 Draft certified letter to send out after the 2016 assessments are due Ross Henry April 2016 Agenda topic Old Business Presenter QBHI wants the Board to review the copies of the deeds to the common areas against the plats and verify that they are correct. If correct, they intend to refile them (which will transfer ownership to the Board) and they will send us a letter acknowledging the extension of the builder s warranty. Silver Charm Lane will become HOA property and be added to our liability insurance policy, but residents will have to adhere to the existing driveway agreement. This means that they will still have the responsibility for maintenance, upkeep, repairs, and snow removal. The Board is working to put the residents in touch with town officials to see if they can change the status of the property to a public road. One other alternative could be for the residents to come to an agreement and ask the HOA to transfer the roadway to one of the homeowners, who would then take all responsibility. QBHI is aware of the Board s efforts to solicit the approval of 75% of homeowners to change the covenants. They will delay refiling the covenants with the state until our annual assessment process is over and we see if we have the necessary support for the changes. QBHI is motivated to complete the transfer to the HOA. At the direction of the Town, they have ordered the new street signs, stop signs, etc., which should be installed over the next few months. We are still waiting for QBHI s reaction to the transition study s findings on storm water issues at the circle. We need to work with QBHI and the town to see what, if any, rip rap maintenance the town will be responsible for likely not the rip rap under the circle. We should be receiving the triennial storm water inspection this year. The Board continues to solicit proposals from management companies and hopes to review them over the next few months. The Board will ask the company working for Richfield Station to make a presentation. Purchase the billboard COMPLETED Work with QBHI to investigate the land records and collaborate on the deed transfer process. Confirm the deeds are correct with QBHI. On-going Provide the QBHI DropBox information to the rest of the Board COMPLETED Request the QBHI extend the warranty on the common areas for at least six months. COMPLETED Ask Richfield Station s management company to come and make a presentation Q1-2016 Page 4

Agenda topic Architectural Review Committee Presenters Board See Appendix 2 for details of the December 2015 ARC activities. See Appendix 3 for details of the January 2016 ARC activities Draft individual letters to homeowners with serious ARC violations and send via certified mail /Barbara Poirier Review and approve draft letter on June ARC variance request Entire Board COMPLETED Agenda topic Other Business Presenter Around the Board The Board heard from Greener Visions, who proposed a maintenance contact to go along with the mowing contract. They proposed trimming back vegetation along the guard rails along CV Blvd, and maintaining existing vegetation at the sign and circle. They will provide an estimate for the work at the circle and sign. They also will make a proposal regarding filling in and replacing the ruts along the side of the road. The President will ask for a formal quote and send to the Board for a vote. The quote will include maintenance of the circle, sign, repair of the ruts, and maintaining the front trees and the vegetation along the CV Blvd. guard rail. The Treasurer will confirm if the proposed amounts are within this year s budget. The Board agreed to create a petty cash fund of $300 to be used to make small purchases, such as the billboard, without presenting the case to the whole Board. The requirement to access the fund for any purchase would be a concurrence from a second Board member and documentation at the monthly Board meeting. The Board received a complaint about a car that is consistently parked on the sidewalk on Lawrin, which was problematic during the blizzard. It had been moved as of February 8. Some homeowners still have Christmas lights and decorations outside, despite it being almost six weeks since the holiday. The Board will conduct a drive through, identify the homes, and send letters requesting immediate removal. Prepare an additional 10 resale packet binders for distribution amongst the Board Send the Greener Visions maintenance plan to the Board for a vote Mid-February 2016 Conduct a drive through and send letters to homes which still have Christmas lights/decorations February 15, 2016 Agenda topic Community Comments Presenter Open Forum No additional topics were raised. Other Outstanding Prior Upload the Principal Office/Resident Agent forms to DropBox On hold until QBHI amends the covenants. Page 5

Other Outstanding Prior Reschedule meeting with Town Public Works Director and Town Engineer Land between the circle and the woods needs to be deeded to HOA. The existing easement needs to be declared abandoned and the land fully deeded to the HOA. QBHI / On-going work to transfer all deeds to the Board Page 6

Appendix 1. Chesapeake Village Homeowner s Association Architectural Review Committee Report Update on Project Approval Requests Three Project Approval Requests were received and approved. The table below represents the projects as they were received and approved. Control # Date Received Email Acct Date Completed Location Improvement Comments 16-001 12/30/2015 HOA 1/6/2016 3348 Cannoncade Court Solar Panels email approval 16-002 12/30/2015 HOA 1/6/2016 3448 Hill Gail Drive Solar Panels email approval 16-003 12/30/2015 HOA 1/6/2016 6815 Meridian Solar Panels email approval 16-004 1/6/2016 HOA 1/12/2016 3432 Hill Gail Drive Solar Panels email approval Update on Reviews and Enforcement Nothing to report at this time Future Plans A review of the community is ongoing providing awareness and enforcement of covenants, conditions and restrictions as they are written in the Declaration of Covenants, Conditions and Restrictions of Chesapeake Village. Page 7