CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON MARCH 30, 2004.

CALL TO ORDER:

The meeting was called to order at 7:05pm with the following members present:

• Brian Slack President

• Tim Johnson Vice-President
• Rick Gloekler Secretary
• Mark Collins Treasurer
• Mike Goyette Board Member at Large
• Mark Kobel ACC Chair
• Nancy Chick Association Manager- ProCom

APPROVAL OF MINUTES

The minutes from the monthly meeting held on November 25, 2003 were approved as written. Brian moved to approve the minutes as amended and Rick seconded the motion. The motion carried.

HOMEOWNER COMMENTS

1. Homeowner (2807 Chapman Ct.) commented that he has lived in the community for 10 years and he has tried 3 times to get approval for a play house and has been denied every time, yet there is a play house at 1620 Chapman Rd and a shed at 1550 Chapman Rd. He wanted to know why his request has been denied while others have been approved. Brian said that there has not been an active ACC committee for years because there have been no volunteers. He advised the homeowner to contact the board via email and the new ACC committee will address his request. He has submitted a new request already and he has written approvals from both of his neighbors.
2. Girl Scouts- Representative asked the board why they have decided to charge a fee for the Girl Scouts to use the clubhouse. The board said that it was a question of liability, and the cost of repairing and maintaining the clubhouse. In addition, the key situation had gotten out of hand, with too many copies of the key to the clubhouse being passed around. The board agreed to give the Girl Scouts free use of the clubhouse until May 1, 2004. The Girl Scout representative said that they originally had a signed agreement with ProCom and that the Girls Scouts were to uphold the agreement by planting flowers, and general upkeep of the property as a service project instead of paying rental fees.

The board will consider moving the date from May 1^st to June 1^st in order to allow the troops to finish out their meetings for the year. (Board decision in Executive Session)

The current cost for clubhouse rental is $75, plus $46 for cleaning and $200 deposit. There is also a special rate for non-profit groups that meet 6 times over a 6-month period- $34, plus $46 for cleaning.

3. Homeowner asked how the bylaws could be changed to include sheds. There would

Need to be a minimum of 75% of homeowners in favor of the change in written form.

4. Resident asked about the mailboxes and who is responsible for their maintenance. The

Board advised him to contact the Postmaster.

5. Resident commented that the meeting signs that have been put out in the community to

announce meetings, has been a good idea.

HOMEOWNER COMMENTS (Cont.)

6. Play ground equipment- Resident suggested that community volunteers take down the

wood equipment before the new equipment is ordered. The board recently did an

inspection of the playground and determined that the equipment is not that bad and instead

of replacement, the equipment could be power washed and sealed. A resident said that the

equipment is not up to code and really needs to be replaced. Brian asked if she could

forward that information to the board along with alternative equipment information plus cost,

so that they could make an informed decision. Tim suggested that a handy man drill holes

in the bottom of the tires so that water does not settle in them and he reported that one of

monkey bars is loose and needs repair. Another resident mentioned that the tire swing, at

the top, needs tightening.

7. Board mentioned the items that are on the 5 year plan: entrance signs, club house, traffic

calming, and the ponds.

8. Resident that lives on Price Road across from wetlands, has had major water drainage

Problems and is looking for recourse. Board advised that this is a County issue.

Social Committee Report

• The budget for the social committee is $5,000 for the year.
• Upcoming events include Cinco De Mayo- 2days late Party. May 7^th
• Easter Egg Hunt- April 10^th at noon. Bring a dozen filled plastic Easter eggs.
• Nancy will find out if it is okay to have liquor license for an HOA sponsored event.
• Looking into an ice cream social to kick off Summer- June 5^th
• The board asked that the Social Committee submit their proposals to the Treasurer (Mark Collins) for approval. The proposals should include the dollar amount proposed for each event.
• The board is considering an open house for the community when the clubhouse is finished being renovated.

TREASURER’S REPORT

The General Trial Balance for the Association was reviewed and it is in accordance with the Budget for the fiscal year.

• Cash on hand in check for the month is $6,947.22
• The cash on hand in savings is $328,060.00
• The total income for the month was $231.75
• The total expenses were $8,303.21
• Leaving a total loss of ($8,071.46)

• The revenue/ loss for the year to date is $18,094.66
• Currently $18,000 +
• $5,000 in late fees.

GROUNDS COMMITTEE

• Tara Stafford volunteered to work on the Grounds committee.
• Need to identify what trees need to be replaced.
• Discussed how to get rid of the moles.
• Discussed the problem with people not picking up after their dogs. (County issue)

TRAFFIC COMMITTEE

Tim Johnson gave the report.

• The traffic committee meeting was held on March 24^th, 2004.
• The meeting provided an opportunity to present the options that were determined by the Traffic Committee. By a vote of 11 for Option C and 3 for Option B, Option C was the Option that was passed.

Option C

Install Traffic circle (at no cost to the Community) at the locations called out in Option B (Traffic Circles)

Along with two Speed Humps on Chapman Rd. located in the approximate locations identified

Below:

· Chapman Rd. just past the Clubhouse and before Vergils Ct.

· Chapman Rd between Chapman Ct. and Strongs Ct.

Option B

Install Traffic circle at the following locations at no Cost to the community

· Intersection of Chapman Rd, Price Rd. and Bargate Ct.

· Intersection of Chapman Rd and Carver Rd.

· Intersection of Price Rd and Clarks Ct.

Two more locations were added to the list for installation of Traffic circles:

· Elsa Ct., Hamil’s Ct. and Chapman

· Carver and Chapman

· The locations are contingent on the County coming out and measuring to make sure that the circles fit.

· The board would need to write a letter to the County with this option(s) in it.

· The committee also agreed to take the permanent islands near Twigs Ct. and Price, to stamped concrete at no cost to the community. The County would be responsible for them.

· The traffic circles are free. The County installs temporary ones for a period of time (six months) and makes sure that the community finds them aesthetically pleasing, then the County comes out and makes them more permanent. The speed humps are permanent.

The Traffic Committee submitted to the Board Opt. C (including Opt. B locations plus 2 additional circle locations stated above) with one caveat: to allocate at the board’s discretion a sum of money (to be determined) to pay for a police officer, in the morning, when the kids are getting on the school buses, to patrol between Pearl and Price. This would help cut down on some of the speeders in the area and perhaps keep a child from getting injured. The cost for Opt. C is $3,000. (Board decision during Executive Session.)

OLD BUSINESS

· Resident asked about the status of the ponds. The ponds are too shallow to aerate, but residents at this evening’s meeting provided the board with other companies that have devices for shallow pond aeration. One of the companies mentioned was USA Blue Book.

· Resident reported on Mosquito Dunks. They are free floating donuts that are made up of a bacteria that are not harmful to the environment, animals or people. A company called Summit Chemical makes them and they are provided to kill the bugs in the ponds. The County will have to be contacted in order to obtain approval for use.

MANAGEMENT REPORT

Nancy Chick of ProCom gave the management report.

1. Transfer of Ownership to date

a. Phillip & Penny Rollison, Jr. to 2759 Price Ct.- from Peter Espeut

b. Steven & Kelly Russo to 1570 Chapman Rd. – from Wendy & Kevin Rogers

c. James Fontaine & Sandra Colao to 1600 Troy’s Ct.- from Derek Verdeyen

d. Michael Mroktek to 2809 Andy Ct.- from Thomas Roschli

MANAGEMENT REPORT (Cont.)

e. Scott & Dana Gromen to 1526 Fenway Rod.- from Carol Panneton

f. Nichole Owens & Michael Bogdan to 1608 Chapman Rd.-from Konrad Stierli

g. Keith & Jennifer Wilbur to 1508 Verdis Ct. – from Ophelia Kane

h. William & Heather Salb to 2706 Savoy Ct. – from Brian Marks

i. Christopher & Tara Leone to 2807 Traxler Ct. – from Michael Kelly

j. Curtis & Thembi Depass to 2805 Klein Ct.- from Frank Holderness

k. Donald & Sarah Bice to 2803 Josef Ct.- from Jack Liebsch, II

l. William O’Brien to 1608 Troy’s Ct. –from Mohanamad Barakat

m. David & Carol Yandrofski to 2806 Brite Ct.- from Kelly Adcox

n. 1.4% rentals in the community

o. $430,000 is average sale price of home in Chapman Farm

2. Projects Underway

a. Community traffic meeting held 3/24/04

b. Copy of Hickman letter re: violations

c. Copy of Antor/Ramey letters

d. Revision of Clubhouse reservation forms

e. Homeowner newsletter responses.

3. Proposals

a. Audit letter from accountant- Bd. signature required.

b. Proposal for fire inspection from Eastern Fire Protection

c. JAMS proposal for thorn removal

d. JAMS proposal for tree replacement/ Cherry Trees

e. JAMS proposal/ adding Sycamore Tree to above.

4. General Matters

a. ProCom On-Site Report Forms

b. JAMS turf report forms

c. Phone log

5. Executive Session

ADJOURNMENT

Being no further business to come before the board, the meeting was adjourned. The next meeting will take place on April 27, 2004. The meeting will be held at 7:00 pm at the Clubhouse.

Submitted by: Hayley N. Hancock Approved by: ___________________

Recording Secretary