CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON JULY 27, 2004.

CALL TO ORDER:

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

• Brian Slack President

• Tim Johnson Vice-President
• Mike Goyette Board Member at Large
• Mark Collins Treasurer
• Mary Inscoe ACC Committee
• Scott Davis Association Manager- ProCom
• Todd Gates Operations Supervisor- ProCom

APPROVAL OF MINUTES

The minutes from the monthly meeting held on June 29^th, 2004 were approved as written. Mike Goyette moved to approve the minutes as written and Tim Johnson seconded the motion. The motion carried.

PRESIDENT’S REPORT

• Committees that are currently staffed are doing well.
• There will be discussion this evening, regarding the signs for the community.

• ACC is a currently a very active committee and they have already accomplished many things.

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 checking for the month of July is $109,858.
• The cash on hand in savings is $244,451.00
• The total income for July is $33,636.
• The total expenses were $5,053.00
• Leaving a total of $28,583.
• The revenue for the year to date is $50,656.
• There will be a contribution to the reserves.
• $7,597 will be moved to Community Bank of Arizona and the Citizens National account will eventually be closed after everything has cleared.
• Todd (ProCom) will find out why there is a separate savings account at Chevy Chase bank.
• Discussed the T-bills and in order to purchase the T-bills, the board would need to move the funds into the Community Arizona Bank (CAB) account and it would become the “default” account. Todd (ProCom) explained that they would need to fill out the transaction request form, which would enable them to transfer the funds from Citizens to CAB. The form would require 2 board member’s signatures. Brian Slack and Mark Collins agreed to sign.

ACC REPORT

Mary Inscoe gave the report.

• 4 ACC requests were submitted in July. All 4 applications are being recommended for approval by the board.
• The board asked the ACC to re-write the fence and deck guidelines and they have been completed and are waiting for board approval.
• The first annual (In a long time) walk thru will start on August 14^th. A notice will go out to the community. Todd (ProCom) offered a sample walk thru inspection form.
• Brian asked Todd to email a copy of the sample inspection form to him so that he could provide it to Jeff Lyndhurst for the website.
• Brian asked Mary if status reports on the walk thru inspections, could be provided as they progress. He would like to post common findings or violations, to the website.
• Discussed providing ACC filing procedures and forms on the website and the ACC committee agreed that it would be a good second option.
• Discussed updating the FAQ information as it becomes available. The pool guidelines need to be posted as well as the fence and deck guidelines (pending board approval).
• Discussed how board members and committee members can be contacted. There are links that are provided on the community website such as “President@chapmanfarm.com.”
• Mark reiterated the need for confidentiality within the committees and among the board of directors.

TRAFFIC COMMITTEE

Tim Johnson gave the report.

· Nestor Flores (Dept. of Public Works/Traffic Engineering) received the check for the speed humps.

· Tim has not been able to make contact with Nestor in regard to when the speed humps will be installed. The company that they contract with needs to have six on the docket before they will install them. Chapman Farm is currently on the list.

· At last month’s meeting the findings of the traffic flow study that was done on Pearl and Maynard was reported on. The areas did not meet the speed criteria that would merit traffic retention devices, but the committee will ask to have the study done again.

· Tim will request that the section on Price, over by the pond, be re-studied after the speed humps are installed, to see if there are any changes. He will also ask that Pearl be re-studied in regard to the traffic volume.

· Tim has not been successful, in regard to obtaining crosswalks for the community, but he plans to follow up with Nestor Flores.

· Tim is waiting for the 2^nd police officer’s report in regard to tickets that have been issued.

MANAGEMENT REPORT

Scott Davis of ProCom gave the management report.

1. Transfer of Ownership to date

a. June 21, 2004- From Gehbauer to Hasten- $491, 000

b. June 21, 2004- From Kinzel to Vennemann-No amount given.

c. July 5, 2004- From Prudential Relocation to Gallizzo-No amount given.

d. July 7, 2004- From Zgorski to Greene- $509,900.

e. July 19, 2004- From Hammett to Wolcoff- $435,000.

f. July 19, 2004- From Mahoney to Smith- $490,000.

g. Avg. sale price of home in Chapman Farm is $481,250.

2. Proposals/Projects completed

a. Stewart Enterprises – clubhouse renovations- Executive Session

b. C.S. Lawn Landscape Maintenance Proposal for 2005 and 2006.

c. Chesapeake Landscape and Design Landscape Maintenance Proposal for 2005.

d. Jams proposal to put in Junipers rather than grass at 2809 Chapman Court and put in Forsythias rather than grass at 2805 Chapman Court. Need to obtain clarification on “create a bed” before a decision can be made.

e. Allstate Striping and Sealing Proposal for tennis court striping. Waiting for re-submittal from Allstate Striping. After obtaining clarification, email to the board for approval. Tim moved to approve Teniseal’s contract, contingent upon receiving AMV’s (If AMV’s comes in higher, the board automatically takes the other bid.)They would have 5 business days to submit a bid. Brian seconded the motion and all agreed. The motion carried.

f. Teniseal Corporation Proposal for tennis court striping.

3. Correspondence

a. Letter to Ms. Andras regarding debris.

b. Letter to Chip Burnett denying request to have late fees and collection cost waived.

c. Letter from Chip Burnett requesting to meet with Board and appeal this decision.

d. Letter to Mary Inscoe (ACC) regarding June 30^th inspection of fence.

e. Enclosed letter dated June 19, 2004 regarding fence.

f. Letter to Carolyn McVay enclosed with check to A.A. Co. for speed bumps.

g. Letter to Nestor Flores enclosed with copy of check sent to A.A. Co. for speed bumps.

h. Certified Letter to Antor’s regarding date of fine hearing.

i. Certified Letter to Ramey’s regarding date of fine hearing.

j. Certified Letter to Antor’s regarding fine hearing results.

k. Certified Letter to Ramey’s regarding fine hearing results.

l. Letter to Hess’s regarding ACC’s request for A.A. Co. permit for patio.

m. July 2004 Chapman Farm Newsletter.

4. General Matters

a. ProCom left a tag at residence on July 21, 2004 @ 3:15pm, regarding two cars being parked illegally.

b. The Dept. of Agriculture has sent notification that the community will be monitored for adult mosquitoes every Wednesday after 9 p.m. The community will be treated (sprayed) as necessary.

c. Jams has been informed that they are to improve service throughout the common areas.

d. Jams has trimmed the trees along Reidel Road. Please advise as to whether the Board still wants additional tree trimming.

e. Awaiting grounds proposals from multiple companies.

f. Several potholes have been repaired; phone number posted on website.

g. The tennis court gate has been fixed.

· Brian asked Scott to provide the first and last names of the transfer of ownership so that he could welcome the new residents on the community website.

· CS Lawn and Chesapeake would like to meet with the board regarding their landscaping proposal.

· Mark Collins said the proposals should be the same in regard to the scope of work and length of contract. In addition, they should contain a proposal for snow removal.

· The board directed Scott to schedule presentations with the landscaping companies. JAMS, CS Lawn, and Chesapeake should be included in the bid proposals and presentations.

MANAGEMENT REPORT (Cont.)

· Mike Goyette asked if the correspondence from the State of Maryland Department of Agriculture, regarding the mosquito monitoring, could be posted on the website. The monitoring will be every Wednesday evening after 9:00pm, starting in July. The boards asked Scott to clarify whether the mosquito dunks have been put in.

· Discussed vehicles parked in driveways that have expired tags. The board has started enforcing the covenants and a notice of intent to tow must be posted giving the owner 48 hours to move the vehicle before it can be towed. If the car is parked on the street it becomes a County issue, however, if the board notices a vehicle with expired tags, they will call the officer that Chapman Farm employs and he will call it in.

· The board asked Scott (ProCom) to find out what covenant documents are filed with the County and if they are the correct documents. Todd (ProCom) said that they would probably have the attorney assist them to make sure that all the correct documents are on file with Linowes.

· Brain said that the plan is to update the website with the new version of the documents. Then, new homeowners will have the correct version of documents, which will be the same as what is on the website. Eventually, the Board and ACC will have new versions, and existing homeowners will have the chance to obtain them for a nominal fee. (Cost to copy them)

5. Executive Session

SIGN COMMITTEE

Mike Consalvi gave report.

· Discussed the signs for the community and that the consensus is that they need to have an updated, more professional look. Gable Signs is a local company that does quality work. They provided choices for all wood, or wood with brick signs. Mike presented several designs for the board to review (See Executive Session)

OLD BUSINESS:

· Proposal for Arborvitaes- Signed

· Manhole cover at the back of the community- Todd (ProCom) said that it was reported to the County and in the interim, Buck was asked to look into finding a replacement cover. ProCom asked Buck to find out how much a replacement cover would cost, and how long it would take to get one. Brian asked if it would be possible to get a lock on the manhole cover with a key that the board would have control of.

· Tim said that he would make a call to the County to follow up about the manhole cover and then he would be able to ask about the status of the sidewalk repair as well.

· Brian said that he noticed that the fence had been repaired around the pond, but he wanted to know if the fence had been re-attached. He worries about kids getting in and drowning. Todd (ProCom) said that they would have Buck go out and re-connect the wire portions.

· Brian said that he does not want to see anyone in the perimeter of the fence around the pond and he encourages anyone that sees anything to report it.

· People are dumping yard waste and debris in the common area. Brian would like to propose that they obtain bids to clean up the common area and then once it is cleaned up, to post no dumping and no trespassing signs. John Goodman volunteered to organize a community clean up day. He was then appointed as the temporary Grounds Committee Chair. He can be contacted at SENSAI34@AOL.com.

· Tim said that he would also like to see a group of volunteers to help with tree trimming.

ADJOURNMENT

Being no further business to come before the board, the meeting was adjourned at 8:45pm and the board went immediately into the Executive Session. The next meeting will take place August 31, 2004, at 7:00 pm, in the Clubhouse.

Submitted by: Hayley N. Hancock Approved by: ___________________

Recording Secretary