CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON MAY 25, 2004.

CALL TO ORDER:

The meeting was called to order at 7:00pm with the following members present:

• Brian Slack President

• Tim Johnson Vice-President
• Mark Collins Treasurer
• Mike Goyette Board Member at Large
• Mary Inscoe ACC Chair
• Mark Kobel ACC Committee
• Linda Godfrey Social Committee Chair
• Nancy Chick Association Manager- ProCom

APPROVAL OF MINUTES

The minutes from the monthly meeting held on April 27, 2004 were approved as amended. Mike Goyette was not present at the meeting, as was reflected in the minutes. Tim moved to approve the minutes subject to the removal of Mike Goyette’s name and Mike Goyette seconded the motion. The motion carried.

HOMEOWNER COMMENTS

• Resident asked if the community as a whole has ever gone after the builder because of the drainage problems. No one wants to take it on as individuals, but what if the whole community takes on the problem? Mary commented that they had a similar drainage problem in their yard and they County would not come out and fix the problem and they wound up paying for it themselves.
• Mike asked if ProCom was aware of any payment problems with the coupons? The board asked Nancy to re-send the procedures for coupon payment to Brian because Rick is not working on the newsletter anymore. Brian will then forward them on to Jeff, to put up on the website.
• Nancy will provide copies of the agenda for the next meeting.

PRESIDENT’S REPORT

• Community involvement is growing, but we are still in need of volunteers to serve on committees. Rosters have been placed on the back table and there are committees that are not staffed at all, such as the Grounds Committee, which the board would like to have, up and functioning.
• The website is up and running now. It is www.chapmanfarm.com.
• The plan is to focus on the exterior of the clubhouse, which is in poor shape; the wood trim needs to be replaced, and we need to tear out the landscape and put in thorny bushes in order to keep the teenagers from going under the porch. Once the exterior is finished, we will focus on the interior part of the house.
• We would like to control the mosquitoes in the ponds.
• The board welcomes any concerns or comments that you may have regarding the community.

COMMITTEE REPORTS

Social Committee Report

• The happy hour went very well. There were a lot of people and everyone had a good time.
• Volunteers are needed to help with the end of the school year party that will be on June 17, 2004.
• A long hose is needed also.
• Linda submitted a bill for Good Time Amusement, as well as a receipt for the Cinco de Mayo party, for reimbursement.

ACC Report

• Meeting was held last week and will meet every 3^rd Tuesday of the month at 7:30pm in the clubhouse.
• 10 –11 ACC applications were received this month.
• The applications must have 4 signatures from neighbors, or it will be returned to you as not complete. This is per the ACC guidelines.
• June 1^st- August 31^st will be random walk thru’s for spring inspections.
• The original pool guidelines were found and the ACC decided that the homeowners needed to have the actual document. It will be posted in segments (8 pages) on the website and then eventually given to each homeowner.
• Resident asked if an ACC application is needed for a homeowner to paint their home. If it is to be painted the same and existing color then no ACC application is needed.
• Mary thanked Nancy Chick (ProCom) for putting out the signs to announce the time and place of the ACC meeting.

TRAFFIC COMMITTEE

Tim Johnson gave the report

· The Traffic Engineering Division came out to the community and marked the two locations for the speed humps on Chapman. One of them that is at the top of the hill (Between Vergils and Verdis Lane) and the committee received comments from the community, that it is not in the ideal place because it is slowing traffic before it gets over the hill and before it goes down the hill. Tim has contacted the County and indicated that we want to move it halfway down the hill. Tim has also worked with most of the homeowners that are impacted by the placement of the hump and they are okay with it. The other speed hump is further down Chapman and it does not fall directly in front of a residence, but is between yards. In addition, there is a traffic circle that will be going in on Carver and Chapman and the fire dept. will be out on Thursday morning at 9:00am to maneuver around the circle to make sure that it fits. The school board was not available but will be rescheduled. The circle that was proposed for Chapman and Price was rejected based on school board’s indication that school buses must turn left. There was a contingency plan to place another speed hump in that area if the circle was rejected. It is fully approved and met requirements, but Tim would like to hold off on the installation of that speed hump until the traffic committee has had an opportunity to meet with the school board. Tim feels that the buses can be re-routed thru the community in such a way as to avoid a left turn. The circle that was proposed to go in on Pete’s Court and Price will not go in because it is not a four way intersection and the road is not wide enough. The traffic engineers will retest the area in phase 2 of the traffic study and they are currently retesting Pearl and Maynard. There will be no circle placed on Pearl Ave. and Maynard because of the permanent islands that are in place, but they are retesting for speed and volume of traffic.

· A second police officer has been hired to patrol for 13 weeks in the morning between 6:30am and 9:00am. For the first two weeks it will be for 5 days a week and for the rest of the time it will be for 3 days a week. The officer will start patrolling next Tuesday.

· Resident suggested that the second patrol officer look for people that are running the stop signs at the corner of Pearl and Price.

· Tim wants send a letter to the Judge that will accompany every ticket, asking that there be no reduction fines or reduction in points for this community.

Newsletter

· Brian said he would like to have someone other than a board member, compose and write the newsletter. He said that they have a big enough commitment serving as board members. Gail Viamonte volunteered to help edit the newsletter and she will contact Lisa Larcher who might be willing to volunteer as well.

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 $109,070.73
• The cash on hand in savings is $244,450.53
• The total income for the month was $32,955.00
• The total expenses were $5,682.25
• Leaving a total revenue of $27,272.75
• The revenue for the year to date is $41,271.70
• Currently have $100,000 that the board is planning to put into T-bills.

POND COMMITTEE

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

GROUNDS

· Resident at the ACC meeting reported that the common area between Baines and Hamils Ct. needed to be cleared out and cleaned up. (The area in the first section.)

· Resident at the ACC meeting reported that the sidewalk near the fence, is buckling up on Pete’s Ct. Mary said that she would relay the message to the board and the board said that that type of information should go thru the grounds committee or thru ProCom.

· Mary asked who is responsible for the sidewalk in front of their home. The County is responsible for the repair of the sidewalks.

· Brian reported that there is a pothole at the end of Maynard.

· Tim asked Nancy if JAMS is responsible for the area behind Chapman Court and behind Chapman Road, specifically, are they responsible for seeding, weeding and clearing debris?

OLD BUSINESS

· Nancy contacted the County about the controlling the mosquitoes in the ponds and they are going to treat the ponds with a bacterium that has growth hormone that will be released to eliminate more than one type of mosquito. They will monitor the pond by taking samples from the ponds. The community can also sign up for the adult mosquito control program, which has trucks come in and fog the community. The community is usually notified prior to spraying for mosquitoes. The Dept. of Agriculture handles the program.

· Nancy spoke with Curtis Holly who works with Dick Hewlett, regarding the sidewalk humps. They will come out and look at the areas that are affected.

· The Board asked Nancy about posting the contacts for sidewalk maintenance on the community website. She said that she could give them the information to do that.

· Discussed the posting of dog waste signs. The community is responsible. Resident asked if signs could be posted along the walk to Walden, regarding dumping of grass clippings and to report it if you see it. Brian said that that would be something for the grounds committee to handle if they could get the committee up and running.

· Signs- Board asked Nancy to find out what the dimensions are on the proposal for the sign. In addition, how are they intending to illuminate the signs, from above, or from the sides?

· Brian asked if the handyman took care of the tire swing? Nancy has placed a call into him because that work order is still open.

· In addition, Tim asked Nancy to have the handyman go out and look for a section of fence that is missing on Price Rd. It may be thrown into the woods, or a new piece may be needed.

· Nancy, have the holes been drilled into the tires at the park, so that the water can drain out?

OLD BUSINESS (Cont.)

· The glass globe needs to be put back on, on the light upstairs.

· Mary asked Nancy if a leg could be put on the door that goes to the upstairs, so that it can be propped open.

· A filing cabinet is needed for the upstairs.

· The stairwell needs to be cleaned. After discussion, Mary volunteered to vacuum the stairwell.

· Mary mentioned that the windows upstairs need new springs because they do not stay open.

· McDonogh Farms contract was cancelled.

· Brian asked what the status of the JAMS contracts was. Nancy said that the one that was signed at the last meeting was for 2 cherry trees and one sycamore. Then, there was a question as to a fourth tree and the reason for the fourth cherry tree was because one died. Lastly, there is a contract that was dated for March 16, and it has 3 dead cherry trees and one dead sycamore and the price is significantly different. It was determined that the one that was dated March 16^th was the one that was signed. Discussed the contract that has installment of 2 Leland Cypress behind 2809 Kline Court, 1500 Chapman Rd, installment of 1 Leland Cypress behind house and between Chapman Rd and Pearl remove 3 dead Cherry trees and install 3 new ones, and to the right of Pearl Rd entrance, remove Sycamore stump and replace. Brian said that he assumes that this is included in the contract. Brian proposed to take off the three dead cherry trees and the sycamore stump and just have Arborvitaes installed where the Leland Cypress were to be installed. Arborvitaes have deeper roots and are a better choice.

· Resident suggested obtaining a bid from Homestead Gardens.

New Business

· Tim will contact Tom Fitzgerald for landscaping possibilities

· Mary has the name of a person that does contracting for painting

· Mary wanted to know if she could have a key to the clubhouse. The board said yes, but that she would have to pick it up and return it after every ACC meeting.

· Brian proposed that the community rent a dumpster for a community cleanup. The issue was discussed and turned down.

· Mike Goyette attended the Greater Crofton Council meeting and reported on it.

MANAGEMENT REPORT

Nancy Chick of ProCom gave the management report.

1. Transfer of Ownership to date

a. No changes of address for the month.

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

2. Proposals/Projects completed

a. JAMS proposal for removal of clubhouse bushes.

b. Petitbon proposal- fire service alarm contract- NC will bring

c. Seasonal Changes for removal of clubhouse bushes

d. Eastern Fire Protection contract for sprinklers

e. Fire Extinguishers services and mounted from Beltway Fire Extinguishers, and put CFH on annual service notice.

f. Designs of entrance signs from TNT Masonry- proposals forthcoming

g. Buck repaired arm on back door, replaced light bulbs at bottom of steps and ceiling light, checked and replaced all emergency lights.

3. Correspondence

a. Letter to Hickman re: violations

b. Notice of clubhouse violations from AA Co. Fired Department

c. Letter from Petitbon stating that Clubhouse is 100% operational per NFPA 72.

d. Letter from Tim Schaffer re: assessments and phone slips from 2003.

e. Phone slip form Lorraine Pronesti re: Rameys

MANAGEMENT REPORT (Cont.)

4. General Matters

a. Misconceptions of the Manager’s Role

b. E-Mail Intuition

c. ProCom On-Site Report Forms

d. Phone log

5. Executive Session

ADJOURNMENT

Being no further business to come before the board, the meeting was adjourned at 9:10pm.

The next meeting will take place June 29, 2004, at 7:00 pm, in the Clubhouse.

Submitted by: Hayley N. Hancock Approved by: ___________________

Recording Secretary