CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON June 29, 2004.

CALL TO ORDER:

The meeting was called to order at 7:10pm with the following members present:

• Brian Slack President

• Tim Johnson Vice-President
• Mike Goyette Board Member at Large
• Rick Gloekler Secretary
• Neil Skidmore ACC Committee
• Scott Davis Association Manager- ProCom
• Todd Gates Operations Supervisor- ProCom

APPROVAL OF MINUTES

The minutes from the monthly meeting held on May 25th, 2004 were approved as written. Tim moved to approve the minutes as written and Rick Gloekler seconded the motion. The motion carried.

PRESIDENT’S REPORT

· Brian said that he would like to discuss the board’s expectations of the ACC Committee in the executive session.

ACC Report

Neil Skidmore gave the report.

• 2746 Price Rd.- submitted an ACC request for paver stone walkway and to repair sunken portion of their driveway. The ACC committee recommends approval by the board. Approved.
• 2704 Sabra Ct. submitted an ACC request to install a pool and move an existing fence to the mid-way point. The ACC committee recommends approval by the board. Approved.
• The committee discussed amending the wording on the current ACC request form. They would like to keep the existing form, but with this additional statement; “If four signatures cannot be obtained, please attach remarks to explain.” A lack of all four signatures, or explanation, may constitute grounds for the Management Company or ACC to return the application, without action.” Tim motioned to amend the current ACC form, to include the additional statement, which was recommended by the ACC committee. Rick seconded the motion and all were in favor. The motion carried. ProCom will make the changes to the form and then it will be posted on the website.
• ACC is still working on the guidelines regarding decks and fences. They are trying to decide whether to allow the decks to be painted to match the siding or whether to use neutral colors. Brian suggested that the committee go forward with an immediate change to exclude paint to match house. By making that minor change, homeowners have a document they can use right away. If it needs to be revised further, the committee could go back later and amend it. The other changes that the committee is considering are in regard to amending the guidelines to include vinyl and wood composites.
• If residents are caught dumping yard waste into the woods or common areas, they will be subject to possible fining.

ACC REPORT (Cont.)

• Neil reported the trees in the common area are becoming a hazard and they need to be trimmed back. Brian said that the County cut their road crew due to budget cuts, so they no longer have anyone that comes out to cut the trees. Brian wrote an article for the newsletter about the overgrown trees and asked that if residents have trees on their property, to trim them to at least a six-foot height, so that people can pass thru them.
• Brian asked Neil when the committee would have a schedule for the walk-thru. Neil said that they only have 3 committee members right now and they have not had a chance to set a formal schedule. Tim suggested that the board members help with the inspections. He said that they should just pick a Saturday morning and walk the community. He asked Neil to notify Mary that the board is willing to help and to pick a Saturday in August to do the inspection.
• Brian said that a board member suggested that the ACC Committee develop a sub-committee to address the HOA covenant violations and concerns.
• Brian asked that the committee review the FAQ bylaws and guidelines on the website and check for accuracy. In addition, he would also like the committee to review the covenants. The committee can send any corrections and changes to Brian.
• The board commended the ACC committee for their commitment and hard work.

HOMEOWNER COMMENTS

· Resident asked that when a violation is sited, does the homeowner receive a date by which the violation must be completed? The board said, “Yes”, and the board would determine the date.

· Resident asked if the violations would include landscaping items such as untrimmed bushes. The board said that landscaping violations would be included during the walk thru inspections.

TRAFFIC COMMITTEE

Tim Johnson gave the report and submitted a written report. (Attachment “A”)

· Tim asked ProCom to find out if the check went out to the County, for payment of the speed humps.

· Nestor Flores (County) came out and a few adjustments needed to be made in regard to placement of the speed humps. All homeowners that were directly affected were notified and have no problems with the speed hump placement. The Board of Education rejected the circle that was proposed for Chapman and Price and the speed hump was the alternative to the circle placement. However, the Board of Education did approve the temporary installation of a traffic circle at Chapman and Carver and if the circle becomes permanent, they will relocate the bus stop that is currently located on Chapman and Carver.

· Studies were done on Pearl and Maynard. Based on speed data, speed humps are not warranted at this time. The committee will ask the County to do re-evaluate.

· Phase II - The traffic committee will ask the County to re-study the traffic on Price down by the pond.

· The committee discussed the possibility of a couple 4-way stops on Maynard and Pearl and at the top of Maynard where the community meets up other community.

· Brian asked Tim to send the report electronically, to the members of the committee.

· Discussed the status of the new police officer that was hired. Instead of paying the officer, the community purchased a radar gun for the officer to use in the community. Currently, he is working from the hours of 6:30am to 9:30am, but now that school is out for the summer, the board may want to adjust his hours to cover the afternoon. The board indicated to the officer that he is to issue tickets for speeding and running stop signs, etc. The board wants to have reports on the tickets that are issued and on the amount of traffic, so that if the time of day is not effective, the officer can adjust his schedule and area of coverage, to the heavier times of traffic flow.

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 $104,040.00
• The cash on hand in savings is $244,450.00
• The total income for the month was $509.00
• The total expenses were $7,767.00
• Leaving a total loss of ($7,258.00)
• The revenue for the year to date is $33,932.00
• Todd wanted to clarify the action item to purchase T-bills: 2 T-bills to be purchased at $50,000. One would expire in March of 2005 and the other to expire in June of 2005. In addition, to combine the 2 T-bills that are coming due this month ($25,000 each), into 1 $50,000 T-bill to expire in September of 2005
• Brian asked that an email be sent to Mark Collins regarding the T-bills and that the rest of the board is copied on the information.

Social Committee

Tim Johnson gave the report

· An “End of School” social event was held on June 17, 2004. There were a variety of rides, crafts and activities for everyone. It was a bit stormy and that dampened the spirit of the event a bit, but over all, the event was successful.

· Tim commended the members of the social committee by stating that the committee is making great strides in providing activities that cover all aspects of the community.

· The ice-cream social is the next upcoming event. Additional information will be forthcoming and will be posted on the website and distributed thru flyers.

MANAGEMENT REPORT

Scott Davis of ProCom gave the management report.

1. Transfer of Ownership to date

a. No changes of address for the month.

b. Average sale price of home in Chapman Farm $435,000.

2. Proposals/Projects completed

a. JAMS proposal for installation of Arborvitaes near 2809 Klein Ct. and 1500 Chapman Rd. Completed

b. JAMS proposal for erosion and removal of dead shrubs near 2805-2809 Chapman Ct. Completed

c. Two signs- “Clean up after pets” and www.chapmanfarm.com Completed

d. Proposals from Stewart Enterprises for work at clubhouse. In board packet.

3. Correspondence

a. Letter to Hickman re: violations and fines.

b. Letter from Burnett re: account

c. Letter from Caruthers re: mailbox concrete pad. Board asked ProCom to contact the post office to find out if they are responsible for the repair. In addition, contact the homeowner to let them know what is being done.

4. General Matters

a. Report from A.A. County Traffic Engineering division re: Traffic Calming Check on status of payment to the County for speed humps.

b. Work orders/ General maintenance

c. Phone log

Board Comments to ProCom:

· Board would like ProCom to notify JAMS that they need to do a better job in maintaining the common areas. Whenever ProCom receives a written receipt from JAMS, that says that a job has been completed, the board would like ProCom to send someone out to make sure that the work has been done. Chapman Court, for example, is an area that is always neglected.

· When the JAMS contract is within 6 months of the contract expiration, the board would like ProCom to send it out to bid. They would like to have 4 bids including JAMS. The board would also like to include a company that is located in Montgomery County. Scott will need to contact Tom Fitzgerald in order to obtain the name of the company.

· Mosquito program- please contact the Dept. of Agriculture to find out the status of the program and if there is anything else that needs to be done to sign the community up for the program. Tim gave the key to the ponds to Scott.

· Sidewalks- The County has come to the end of their fiscal year and they cannot do anything to repair the sidewalks until their new budget begins. There is an area down by the pond that is severely buckled. The County referred Tim to the Central District and all that would need to be done is to have them cut the section out and fill it with stone. ProCom needs to contact them and schedule them to come out.

· Potholes- there is a pot-hole at the bottom of Maynard and also near the entrance of Kline Ct. The board asked ProCom to provide the contact information, for the County, so that it could be posted on the website. Email the information to Brian.

· Entrance signs- ProCom needs to obtain bids for the entrance signs. There is a committee for the signs and the Committee Chair is Mike Consalvi. Please include the board on the information regarding the signs.

· Did the handyman drill the holes in the bottom of the tires at the playground?

· The gate is off at the tennis courts and needs to be put back on.

· ProCom needs to find out who to contact regarding the vinyl fence, by the pond, on Price Rd. There were some slats missing and the board would like to order 2 slats and have the handyman cut them and screw them in and replace the wire mesh. In addition, there is a section that looks like it has been hit by a car, and another section that is spray-painted red. Brian said that he wrote a newsletter article that stated that the fences are clearly marked (No Trespassing) and that if minors are caught inside the perimeter of the fence, or damaging the fence, their guardian or parent will be held liable and will have to pay for the repair.

· A manhole cover is missing off the concrete drain head that needs to be replaced. Contact the County.

5. Executive Session

OLD BUSINESS:

· Proposal for the Arborvitaes. Executive Session.

NEW BUSINESS:

· Tim asked about the possibility of a feasibility study in regard to a pool for Chapman Farm. In addition to the study, that a survey is taken, to find out if the community has interest in a pool. Mike agreed that a study needs to be done, but he said that he would like to see volunteers from the community to over see the project. Todd (ProCom) suggested that the community contact an engineering firm to do a study on feasibility, the long-term effects on the reserve fund, and the effect on assessments.

· Brian would like to solicit bids for tree trimming along Riedel, in front of the community to maintain its appearance.

· Brian said that he would like to solicit a bid for removing the grass cuttings and debris from the common areas. There are grass cuttings, dirt, branches and bushes. He proposed cleaning it up one time and then put up signs that say no trespassing and no dumping along the wooded areas.

NEW BUSINESS: (Cont.)

· There was a discussion regarding whether the board of directors can hold a closed session. According to the Maryland HOA act, the board can hold a closed session in regard to discussion of matters pertaining to employees and personnel, protection of privacy or reputation of individuals and matters not related to HOA business. Mike motioned that the board take a vote, and agree, that when covering issues of payment, and fines, that it be kept private, in a session that is not open to the public. Tim seconded the motion and the motion carried.

· Mike moved that issues involving overdue payments and fining, would only be discussed in closed session and that is in accordance with the Maryland HOA act. Rick seconded the motion. All were in favor and the motion carried.

ADJOURNMENT

Being no further business to come before the board, the meeting was adjourned at 9:00pm and the board went immediately into the Executive Session. The next meeting will take place July 27, 2004, at 7:00 pm, in the Clubhouse.

Submitted by: Hayley N. Hancock Approved by: ___________________

Recording Secretary