CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

 

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON AUGUST 30, 2005.

 

CALL TO ORDER:

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

  • Tim Johnson                     President
  • Rick Gloeckler                  Secretary
  • Mark Collins                     Treasurer
  • Mike Consalvi                   Board Member at Large
  • Scott Davis                       Managing Agent- ProCom
  • 3 homeowners were present

 

APPROVAL OF MINUTES

The minutes from the meeting held on July 26, 2005 were approved as written.  Rick moved to approve the minutes from the previous meeting as written and Mike seconded the motion.  The motion carried.

 

HOMEOWNER COMMENTS

  •  2803 Eric’s Court- Homeowner presented the board with an ACC request to replace an existing 12x16 wood deck, with a 12x17 concrete pad and vinyl deck built off the main level.  The new deck will not extend past the existing deck, it will be off the back of the house, and the color will be earth tone.  Tim moved to approved the request and Rick seconded it.  The motion carried.
  •  2714 Verdes Lane- Homeowner presented the board with an ACC request to landscape a 14x9 Koi pond, poured concrete footer, black rubber pond liner, natural rock over the liner, landscaping block, biological bead filter, UV filter, electricity,  filtration, and a 12x8 Gazebo made of pressure treated lumber Cedar roof shingles, and bamboo slats on the bottom. The pond would be placed on the back left side of the home.  The only existing fence is between Mr. Bater and the neighbor on the left side of his house and he backs up to common area and two other neighbors.   There would have to be a gate with a spring loaded closure.   The board will discuss further, in Executive Session and notify the homeowner of their decision. 
  • Homeowner asked if more mulch would be put down in the playground.  New mulch was put in around the playground equipment today. 

PRESIDENT’S REPORT

Tim Johnson- President

·         Currently, there are 3 proposals to repair/replace the fences that surround the storm water management ponds.  The proposals are from Long Fence, Fence Connection, and Mid-Atlantic.   The board asked the companies to provide proposals in a phased approach; phase 1 would be the pond in the front of the community along Riedel Rd., phase 2 would be the sections going back, and phase 3 would be the back edge of the pond.  All of the proposals are in the range of $75,000 to $80,000. 

·         Proposal from Petibone Alarm to replace the panel because the LED lights are not working.  The Fire Marshall came out and inspected the panel and he said that it is not necessary to replace the panel because it is fully functional.  The cost for replacement is $2,600. 

·         The police officers that the community employs have been notified that the board would like to increase their patrols.  Officer Wilson has been asked to go out in the mornings to keep an eye on the school buses.  Sgt. Peterson has been asked to spend more time patrolling in the evenings.

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 (as of July 31, 2005) is $60,620.
  • The cash on hand in savings is $270,892.
  • The total income for the month is $834.
  • The total expenses for the month were $4,143.
  • Leaving a total loss for the month of $3,310.
  • The total loss for the year to date is $10,861.
  • The reserve study was completed.  The study shows that the community is putting aside the correct amount of money to cover long term expenses. 
  • Tim motioned to post the results of the reserve study to the community website and Rick seconded the motion.  The motion carried. 
  • Tim mentioned that 4 out of the 5 items from the list of priority items, have been completed, thus contributing to the $10,000 loss.  

 

GROUNDS COMMITTEE

  • There were no Grounds Committee members present this evening, but Tim said that the board has asked the committee to look at the common areas for trees that need to cut down because they are in danger of coming down onto homeowner property. 
  • There are comments on the message board asking that the HOA pay to have the trees along the sidewalks trimmed.   The trees are in the County’s right of way zone and they belong to the County.  The tree trimming budget was one of the first items that was cut from the County’s budget last year and the HOA is relying on homeowners to trim them back so that people can walk and ride their bicycles safely.  
  • There have been a few trees that have fallen over.  The County will come out and remove the trees, but they will not replace them.   They leave the replacement of the trees up to the HOA.   In late winter or early spring the board would like to go around and determine which trees need to be replaced and then actually have them replaced in the spring. 
  • Nestor Flores (County Traffic) would like homeowners to let his department know if there are any trees that are covering stop signs or speed limit signs and they will send a separate group out to have them trimmed back.

 

ACC  

  • 3 ACC requests were submitted to the board for their review.  One ACC request was approved in the open session of the meeting and the other 2 will be reviewed by the board in the Executive Session.

SOCIAL COMMITTEE

Linda Godstrey gave the report.

  • Linda asked if the clubhouse would be available for the entire weekend from October 28th thru October 30th, 2005 for the community Halloween Party.  Scott will find out and will reserve the clubhouse if the dates are available.
  • The Social Committee $3,700 left in the budget for the rest of the year. 
  • Tim suggested that Linda email the flyers with the date and time for the adult party to Scott and to Jeff so that it can be posted to the community website.  

TRAFFIC COMMITTEE

Tim Johnson gave the report.

·         A traffic committee community meeting is scheduled for September 20th, 2005 at 7:30pm, to evaluate the traffic circle on whether to make it permanent or have it removed.   The options are as follows;

1)       Remove the traffic circle and do nothing.

2)       Make the circle stamped concrete. .

3)       Make the circle dirt with mulch

4)       Take the circle out completely and replace with speed hump. 

 

TRAFFIC COMMITTEE (Cont.)

·         Tim will present the options to the homeowners that are present at the meeting and then it will be put to a vote.  Thefindings will be presented to the board and the board will vote whether to accept the committee’s recommendation.(Tim will abstain from the vote) 

·         Homeowner commented that in his circle alone, there are 6 homes and 5 homeowners are against the circle becoming permanent.  Buses have difficulty maneuvering the circle and the fence at the right of Juarez and Chapman obstructs the view of oncoming traffic from Chapman Rd.  The consensus, in Juarez Court, is that the circle is more of a danger that a deterrent.  

·         Tim mentioned that the results from the most recent study showed that the traffic in that area has slowed by 2 miles per hour. 

 

POOL COMMITTEE

·         A request was sent to the community’s attorney, to find out what needed to be done in order to add a pool to the community.   As far as the governing documents are concerned there is no problem.  The main issues would be in regard to financing and permits.  The only section of the documents that would need to be reviewed is the section on special assessments.    Tim proposed that the pool committee devise a survey that could be placed on the community website and in the newsletter that asks whether homeowners are in favor of a pool and questions about possible financing.  Linda suggested placing a sign in the community notifying homeowners that there is a pool survey being conducted on the community website and providing the web address.  This would be in addition to providing it in the newsletter.

·         Tim will email Wendy about what it would cost for a survey.  He will also ask her to propose questions for a survey.

·         Homeowner suggested that the questionnaire present a couple of scenarios to homeowners as to what it would take in order to put in a swimming pool  such as what would have to be moved and what size the pool could be.

·         The board asked Scott to contact Buck and ask him to obtain matching paint for the tennis courts and spray paint out some profanities on the court. 

·         Homeowner mentioned that the trash trucks are leaking badly.  Tim asked Scott to send the phone number of the correct dept. in the County and the point of contact and put it up on the website.  In addition, ask Jeff to remove the outdated material on the website. 

·         Tim also asked Scott to contact Jeff to find out if there is a way to set up the site so that a Chapman Farm homeowner must register before using the site.  

 

MANAGEMENT REPORT

Scott Davis of ProCom gave the management report.

1.       Transfer of Ownership to date

A.                   Hithe to Anthony & Sunhee Kim Jung

                       2819 Bargate Court

                       07/18/05

                       No sales price available

2.      Proposals/Projects  

a.       The new playground equipment has been installed.

b.       ProCom has included two proposals for the removal and replacement of the fencing in the front of the community.  The third proposal will be available at the meeting.  (ACTION)

c.        ProCom has discussed the fire alarm panel with Petibone Alarm, The LED lights are out, but the panel is still functioning properly, and the clubhouse is still being monitored properly.   The Anne Arundel county Fire Dept. inspected the clubhouse on Monday, August 15, 2005 with me present, and they had no problems with the alarm panel as is.  ProCom suggests not accepting the tabled proposal to replace the panel at this point in time.  (ACTION)

 

 

       3.      Correspondence

a.        ProCom has provided copies of all incoming and outgoing homeowner correspondence that has received and sent between the delivery date of July’s Board Package and August 24, 2005.

b.        Any violation letters sent to homeowners that have correction deadlines (i.e. 30 days, 48 hours) have been scheduled for re-inspection on those specific dates. 

c.        There was no correspondence this period requiring action by the Board.

4.       General Matters/ Miscellaneous

          A.     ProCom has included the revised Capital Reserve Study from Miller Dodson and Associates.

          B.     ProCom has included Sgt. Peterson’s July report.

          C.     ProCom has spoken with Ray Via of Linowes and Blocher, the Association’s legal council, in

                   regard to the Governing Documents and the possibility of a community pool.  He stated that it

                   really isn’t a problem with the documents  He stated that the main issues were going to arise

                   in the financing, permits, land use, homeowner acceptance, etc.  The only part of the

                   documents that would really need to be looked at would be the section on special

                   assessments, if this is the course of action that is decided on for financing.

E.         Sgt. Peterson, as well as Officer Wilson have been contacted requesting more patrols in the

        neighborhood.

F.     The air-conditioning at the clubhouse has been repaired. 

         

5.      Executive Session-  (See Executive Session)

 

 Presented by:  Scott M. Davis, CMCA, Managing Agent, Chapman Farm HOA

 

UNFINISHED BUSINESS

·         The play ground equipment has been put in and the area around the equipment has been mulched.  The next goal is to purchase a unit for the younger children.  The board intends to purchase the unit in late winter so that it will in and ready in the spring.

·         The roof vent of the clubhouse needs to be repaired. 

·         Cost of survey for 2 properties.  (See Executive Session)

·         Spring Inspections and follow up inspections have been completed.  The fine hearing results will be presented at next month’s meeting. 

·         Storm water Management ponds- the ponds are owned by the County.  Rich Olsen (County) was contacted regarding whether the County would replace the fences, but only upon his inspecting the fence and finding that it is unsafe and needs to be replaced or just repaired.  In this case Mr. Olsen deems that the fences are sound and the only repair would be cosmetic such as new paint. 

·         Fountains- the County will not install fountains in any of their ponds.  They will however, work with the community if the community would like to install fountains.  The problem with the ponds is that they are shallow.  The front right pond is only intended to hold 2 feet of water on a consistent basis and the pond that is on the other end, closest to the library, does not retain water at all and it will dry up.  In the back section the pond is designed to hold 1.75 ft. of water, so the aerator needs to be able to support being in only 2 ft. of water and possibly sink down.  The board is trying to find a company that will devise a concrete footer system that it could sit on and have a floating mechanism so that it could float up and come back down and rest on it.   The board is looking into this and the investigation is ongoing.  They will discuss again in February so that if it is decided that this is to go forward, then it would be in place by the summertime.

 

Being no further business to come before the board, the meeting was adjourned and the board immediately went into the Executive Session.  The Executive Session ended and the open meeting was re-called open, and then all adjourned at 8:50pm. 

 

Submitted by: Hayley N. Hancock                     Approved by: ___________________ 

                       Recording Secretary