CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON APRIL 27, 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
• Mike Goyette Board Member at Large
• Mary Inscoe ACC Chair
• Mark Kobel ACC Committee
• Patty Russell Crime Watch Committee
• Nancy Chick Association Manager- ProCom

APPROVAL OF MINUTES

The minutes from the monthly meeting held on March 30, 2004 were approved as written. Tim moved to approve the minutes as written and Rick seconded the motion. The motion carried.

COMMITTEE REPORTS

Crime Watch Committee Report

· Patty gave a history of the crime watch program that started eight years ago with “Operation I.D.” Participating residents would place a sticker on the front and back doors warning that there are items that are marked with an identification number.

· Patty will give Brian the telephone number for Officer Krock.

· Patty will contact Joanne McCurdle to find out if she knows if the 2 engravers are still around.

· Patty passed out brochures explaining the program and Brian said that the police recommend putting your drivers license number on the items and that the number be in two places.

· Brian mentioned that volunteers are needed for all of the committees.

· Nancy will contact one of the crime watch committee members from Four Seasons and put them in touch with Tammy, so that she can find out how their program is run.

· Resident suggested using signs to announce which streets’ turn it is for the watch night program.

Social Committee Report

• Cinco De Mayo- 2days late, happy hour. Linda said that she thought that the cost of the happy hour would be about $500. She has produced a flyer to hand out and she will need help with set up and clean up.
• Brian moved to approve the Cinco De Mayo- 2 days late happy hour, and Tim seconded the motion. All were in favor and the motion carried.
• Discussed some of the ideas that Linda has for possible upcoming events such as the summer kick off party and the women’s tea.

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 $97,185.08
• The cash on hand in savings is $244,450.53
• The total income for the month was $78.92
• The total expenses were $4,148.55
• Leaving a total loss of ($4,069.63)

• The revenue for the year to date is $14,030.55

PRESIDENT’S REPORT

• The board is seeking volunteers for help on all of the committees. There are committee rosters with brief descriptions of each committee, in the back of the room.
• The website is up and running, but it is still under construction. The address for the site is chapmanfarm.com

GROUNDS COMMITTEE

• Mary said that she had the name of a resident that may be interested in co-chairing the grounds committee.

ACC COMMITTEE

· Mary gave a brief history of her past experience on this committee. She was the chair of the committee back in 1996 or 1997 and served for 3 years. She would like to get all of the papers organized.

Discussed the process when someone submits an ACC form:

· The form is sent to Nancy at ProCom

· She records that it has been received

· It is given to the ACC. According to the guidelines, the ACC has 60 days to review and get it back to the resident that submitted it.

· The ACC will meet on the 3^rd Tues. of the month and everyone is welcome.

· Mary’s goal is to turn the requests around within 30 days.

· After the committee has approved or disapproved then it goes back to Nancy to enter into the data base and then the original request form gets sent back to the applicant.

· The ACC applications must have signatures from 4 neighbors.

· Resident asked about pools- No above ground pools are permitted and there has to be approval from the County. There must also be a 6-foot privacy fence when a pool is going to be put in and the pump needs to be kept out from the road.

· 13 applications were submitted and met with ACC approval and Mary submitted them for consideration by the board.

· Mr. Cordes asked about the status of the tree roots that are coming up under the sidewalks. Nancy will follow up with the County. Resident has a number of the dept. within the County, which is responsible for sidewalk repair. He will give it to Nancy.

· Mary gave resident the name of a tree company called “Treemendus”.

· Brian said that if a resident does not have prior approval for something that has been done to the exterior of their home, then they need to submit an ACC application.

· Mary provided driveway replacement specifications (driveway aprons). Rick will print the specifications in the newsletter and it will be posted on the website.

• The rest of Mr. Consavi’s application needs to be located. He submitted his ACC request form and he refers to attachments, but there were no attachments with his request form.
• Mary gave all of the approved ACC requests, to the board.
• Mary had a concern about a clause that is in the current documents that states that if the work is not completed within 6 months, and then the owner needs to re-submit another form or request an extension. Mary wanted to know if the board wanted to add the clause to the standard letter that goes out. The board agreed to add the clause to the standard letter. (Pg. 13, Sec. 6.02.)
• Mary will write the letters and Nancy will send them out. Mary would like to have a whole copy of what each homeowner receives, for her file.

ACC COMMITTEE (Cont.)

• Brian told Mary that if she has any expenses to expense them.
• The satellite guidelines need to be updated. Mary gave the board the existing information verbiage.

ACC Procedure:

· ACC gives the report to the board

· Work to update the website

· Give a hard copy to the new homeowner

· Provide to the board, ACC and anyone who wishes to obtain a copy of the documents.

· The price of the documents will be determined

· Spring inspections will be discussed at the next ACC meeting.

· Mary told the board that Tom Fitzgerald was a possible candidate for co-chair for the Landscaping committee.

· Mary needs a copy of the keys for upstairs.

· Mary requested a table for the upstairs room at the Farmhouse.

· Mary will give a copy of all past ACC request forms.

· Mary has guidelines that were written and modified, for hot tubs, pool, and fences.

TRAFFIC COMMITTEE

Tim Johnson gave the report.

· Tim spoke to Nestor Flores, from the County and he has received the letter regarding phase 1. He will be out tomorrow at 4:30pm, to meet with the traffic committee to map out the locations for the traffic humps. He also asked Nestor about crosswalks. The committee will provide Nestor with a map of possible placement of crosswalks, so that tests can be run for

pedestrian flow measurements. The committee has also requested that the County

re- measure Maynard, Price and Pearl for traffic flow on a 24-hour basis.

· Tim contacted the western district police office, in order to hire a police officer. He has had two people contact him and each said that the price that the community is willing to pay them is not enough. Brian proposed that the board discuss the issue in executive session. Rick had a policeman contact him and he said that he would like to work out an arrangement to have the community purchase a radar gun for him and he would work off the cost of the radar gun in hours. The cost of a gun is $1,500 to $1,800. This item will be discussed in executive session.

· Phase II will be the re-measurement of Maynard, Price and Pearl, the crosswalks, and the traffic cameras.

· There was another incident of someone’s child almost being hit by a vehicle, on Pearl.

· Mary commented that Tim and the whole traffic committee have done a wonderful job.

POND COMMITTEE

· The board has the information from the last meeting, regarding the mosquito dunks and they will discuss in executive session.

OLD BUSINESS

· Handyman repaired the playground equipment.

· Items that were not done were: light over the entryway, lamps that need bulbs, and need a glass globe, and the stair well needs cleaning.

· The contract with McDonogh Farms was cancelled.

· JAMS was sent another contract.

· Discussed placing signs about dog waste at the of the community and at the back of the community. A resident can call ProCom if they have a complaint about someone else’s pet.

MANAGEMENT REPORT

Nancy Chick of ProCom gave the management report.

1. Transfer of Ownership to date

a. Allan & Jodi Sabol to 1612 Petes Ct.- from William & Karen Adrian

b. Shawn McKee & Jennifer Miele to 2712 Banins- from Edward Bradunas

c. Herman & Bonita Hunter to 2701 Savoy Ct.- from David Denhardt

d. Katherine Janosek to 2713 Bains Ct.- from Carol Schwalm & Bonnie Russell

e. Wayne & Linda Bowers to 1516 Capman Rd.- from Wallace & Jennifer Bell

f. Michael & Michele Byers to 2706 Verdis Lane- from James & Jacqueline Heffner

g. .02% rentals in the community

h. $435,000 is average price of home in the community of Chapman Farm

2. Correspondence

a. Letter to McDonough Farms canceling enclosed grounds contract

b. Letter sent to Nestor Flores re: traffic calming

c. Copy of Antor/Ramey emails to Board

d. Letter to homeowners enclosing CAB debit authorization

e. Letter to girl scout leaders extending Clubhouse deadline

3. Proposals/Projects completed

a. JAMS proposal for tree replacement

b. Tot lot equipment repaired.

4. General Matters

a. Copy of Sgt. Peterson’s Patrol Bill for 3/2004

b. ProCom On-Site Report Forms

c. Phone log

5. Executive Session

ADJOURNMENT

Being no further business to come before the board, the meeting was adjourned at 8:20pm. Tim moved to adjourn the meeting and Rick seconded it. All were in favor and the motion carried. The next meeting will take place May 25, 2004, at 7:00 pm, in the Clubhouse.

Submitted by: Hayley N. Hancock Approved by: ___________________

Recording Secretary