CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON SEPTEMBER 28, 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
• Rick Gloekler Secretary
• Mike Goyette Board Member at Large
• Mark Collins Treasurer
• Mary Inscoe ACC Committee
• Scott Davis Association Manager- ProCom

APPROVAL OF MINUTES

The minutes from the monthly meeting held on July 27, 2004 were approved as written. Mark Collins motioned to approve the minutes as written and Mike Goyette seconded the motion. The motion carried.

The minutes from the monthly meeting held on August 31, 2004 were approved as written. Mike Goyette motioned to approve the minutes as written and Rick Gloekler seconded the motion. The motion carried.

POLICE REPORT

• Scott (ProCom) said that Sgt. Peterson was currently on duty and if an emergency did not arise, then he would be coming to this evening’s meeting to give the report.
• Tim Johnson said that he would be able to give a brief report in Sgt. Peterson’s absence.

Officer Wilson (2^nd officer that was hired to cover mornings) has reported that he has issued 4 warnings and 4 to 6 tickets for speeding. Officer Wilson has been focusing more on that side that has had the speed humps installed and in the back of the community. Sgt. Peterson has been giving extra attention to an area of the community that has had some problems with teenage boys. Sgt. Peterson said that when homeowners call to report an incident to ProCom, it would be helpful if they give as many details as they can, such as the time of the incident, and descriptions of individuals. Fenway has had particular problems with kids playing in the street and leaving their bikes in the street. Tim will speak to Sgt. Peterson and Officer Wilson and ask them to watch that area a little more closely. He will also try to obtain more information for the website, on the number of tickets and warnings the officers are issuing.

HOMEOWNER COMMENTS

• Kyle Krochina of 2807 Kline Court received a letter that said he would have to take down his above ground pool. Mr. Krochina gave the board an approved ACC request that had been signed by Mike Kinzel on 6/24/03. After discussion, the board decided to “grandfather” in Mr. Krochina’s pool, but they told him that if the pool had to come down because it was damaged or old that a new one could not be put up. In addition, if they sold the property the pool would have to come down permanently.
• Resident of Joseph’s stated that he was originally against the speed humps, but that he has come to realize that if you are driving the correct speed they are not so bad and traffic does seem to be much better.
• Resident said that he thinks the speed humps have caused speed to become elevated. He has noticed that people actually speed up before they go over them and kids like to skateboard over them.

(HOMEOWNER COMMENTS CONT.)

• Resident asked if the board is award of the original paint colors. Mary Inscoe said that the developer never turned in the original colors to the homeowner’s association. She went on to explain that the ACC would approve colors that are with in the realm of what fits the community.
• Patricia Dagan of 2708 Vergils Court received a letter concerning her temporary pool. It is a new type of pool with a filter. Patricia provided information about her pool (including a picture) to the board. Tabled. The board will address in the Executive Session.

PRESIDENT’S REPORT

· Brian said that the HOA as a whole is working as hard as they can to maintain the community and covenants. He asked that residents honor the covenants that they signed when they purchased their home.

· Vandalism has eased up a bit. From now on the board will be publishing dollar amounts that have been spent because of damages, and the dollar amounts for the cost of dumping waste in the common areas.

· A resident said that they have seen companies that are dumping waste into the woods and common areas. Brian said that if a resident sees someone dumping where they are not supposed too, to get a license number or the name of the company and notify Scott (ProCom).

· Newsletter- Brian will be working on the newsletter next month (Oct.) and it should be published by November 1^st.

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 September is $245,048
• The cash on hand in savings is $245,048.00
• The total income for September is $998.00.
• The total expenses were $4,860.00.
• Leaving a total loss of ($3,861.00).
• The revenue for the year to date is $11,540.00.
• The board is planning to submit the 2005 budget at the November meeting.
• The board has asked for bids for landscaping, snow removal and management.
• The assessments will be going to a semi-annual payment in 2005. Currently, assessments are paid on a quarterly basis.
• Tim asked if Mark knows what the social committee has spent and is planning to spend for the rest of the year. Mark said that the social committee has not submitted any further spending requests. They have currently spent $3,000 of their $6,500 that is budgeted. The social committee will need to submit a budget and a proposal before the board will approve any more events.

SOCIAL COMMITTEE REPORT

Tim Johnson gave the report for Linda Godfrey.

· The ladies tea been postponed. Will be scheduled later.

· Halloween parade/party- Linda is planning to have these events and Tim will email her and ask her to submit a proposal and a budget.

ACC REPORT

Mary Inscoe gave the report.

• 5 ACC applications were submitted. All 5 applications are being recommended for approval by the board.
• Mary submitted a copy of the modified form that will be used for the inspections. She asked Scott to provide her 200 of the form.
• Brian said that he would provide Mary with a generic letter to go with the forms.

FINE HEARING

• Angelica Baldwin of 1603 Turneys Court- The Baldwin’s received notice that they were in violation of the Governing Documents because of parking their commercial vehicle in their driveway. The Baldwin’s attended the fine hearing that was held last Tuesday and at that time they were informed that the board would review the information and make a decision. Brian said that the information is still being gathered and given to the board’s attorney to review. The attorneys will review the covenants to make sure that proper actions are being taken. At this time, everything is on hold until more information can be obtained. The board went on to explain that a vehicle is deemed “commercial “ if it is a van that is used for commercial use, and trucks over one half ton that are commonly used for commercial. As soon as the board hears back from the attorney, they will notify the homeowners. In the past, the board has suggested that residents use magnetic stickers that can come off of the car when it is parked in the driveway. The board suggested other options; park the vehicle in the garage or on the street. Tabled until further clarification from attorney regarding what is deemed a commercial vehicle. All fining procedures are suspended until a decision is made.

TRAFFIC COMMITTEE

Tim Johnson gave the report.

· Tim spoke to Nestor Flores (Dept. of Public Works/Traffic Engineering) regarding the traffic circle that is supposed to be installed at Carver and Chapman. He said that they are currently on the list for installment (need to have a list of 6 to 8) and it would be in the next couple of months.

· They will begin to monitor the speed throughout the neighborhood again to measure the effectiveness of the speed humps. The community installed 3 speed humps and 1 traffic circle in Phase 1. The traffic committee decided to be conservative with the amount of retention devices until they could see what effect it would have on the traffic. The community actually qualified for a speed hump between Reidel, on Chapman and Price. The committee chose not to install that one just yet, but if the speeding is continual and it is identified again in the next report, then it will be recommended by the traffic committee to be installed.

· Tim will try to schedule a traffic meeting for October. The committee will request in Phase II, a re-measurement of some of the areas on the other side of the community.

· Mark asked whether cars are to be parked straight in or around the corner curb in the cul-de-sacs. Scott will ask Sgt. Peterson about this.

MANAGEMENT REPORT

Scott Davis of ProCom gave the management report.

1. Transfer of Ownership to date

a. 08/13/04- 2704 Price Road: Leyh to Kyle Michaelis- no amount given.

b. 09/02/04- 2810 Andy Court: Davis to Michael and Mary Hartig- no amount given.

The average sales price for homes in Chapman Farm from transfer of ownership document received by ProCom this period was undetermined. The average sales price last period was $464,666.

2. Proposals/Projects completed

a. Stewart Enterprises – Work has been completed on exterior of clubhouse. They still need to install the caps and haul away the dead wood underneath the porch. Overall, the board has been satisfied with the work. ProCom will pay remaining balance due upon final Board inspection.

b. Gable Signs has been paid the initial amount to start work. Work should begin within the next few weeks. ProCom will have an exact date by the meeting. Still trying to get a start date.

c. Bartlett Tree Service and Wye Tree Service have provided proposals for the trimming of the large pine trees along Riedel Road between the two entrances. ProCom will have one more proposal by the meeting.

d. Jams, Seasonal Changes and CS Lawn have provide proposal for the removal

of all bushes in front of the clubhouse, and replacement with prickly type

bushes, all to include mulching at a depth of 2 inches.

e. Aerotech and Brian Dextradeur have provided proposals for cleaning and tune-up of gutters. Buck will have a proposal ready by the meeting.

f. Jams, CS Lawn, and Chesapeake Landscaping have provided Grounds Maintenance Contracts for the year 2005. All three proposals have second year options and snow removal addendums for the 2004/2005 winter. The proposals should include snow removal for 30 ft. in to each entrance, and front walks. The board asked that they define the scope of work.

3. Correspondence

a. ProCom has provided copies of all incoming and outgoing homeowner correspondence that was received and sent between the delivery date of August’s Board Package and September 23, 2004.

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. Scott has identified this as one of his number one priorities and he enters them into his schedule for a re-inspection.

4. General Matters

a. ProCom has finalized the transfer of all funds from Chevy Chase to CAB.

b. The drainage problem behind Strongs Ct. is going to require an engineering study, country permits and a contractor. ProCom is still working on this matter. Tim walked the area with the County and they indicated that it was not a big issue and they gave a few options and one of them was a french drain. They said it would not require any regrading because of their ability to slope the pipe underneath the ground over to the county drain. They said that they we would need a permit in order to tie into the drain, but that it was easy to obtain. Tim will contact the Dept. of public works and check into this.

c. ProCom has followed up with thee attorney about the Governing Documents. The Declaration is recorded at Anne Arundel Co. Land Records, but the Bylaws are not in the depository. We have to get him all of the bylaws and all of the amendments thereto so he can record them in the depository.

d. ProCom is still waiting on an answer to the question of privacy concerning posting names/addresses of new residents to the website. Scott will have an answer by the meeting. The information is considered public and it is okay to post the information on the website.

e. ProCom has provided On-site Report Forms for the month of august.

f. Sgt. Peterson should be in attendance (pending emergency police business) at the meeting to give a summery of activity in the neighborhood over the past few months.

5. Executive Session

NEW BUSINESS

· Brian asked Scott if ProCom tracked the terms of the Board members because he would like to know when his term will be up as a board member. Scott said that he would find out.

· Brian asked Scott to send Mike Goyette a copy of the covenants.

· Mike reported on the Greater Crofton Council.

1. The Crofton Athletic Council (CAC) is going to install lights in the back of Bell Branch.

2. Halle Landfill deal- this was a surprise for the whole council. CFH representative voted for the support of the proposal.

3. Candidate night is on October 19^th, 2004.

4. The dues ($75) for membership are due. Currently our membership is showing that it has been paid. This will be discussed at the Budget meeting.

5. Mike asked the council if there is a list or a point of contact for volunteer forces to do community projects. They did say that the high schools all have community service requirements. In addition, the GCC gives out about 20 Eagle Scout projects a year.

· The Walden Golf Club has asked the Chapman Farm HOA for a mailing list. The board declined the request. The board said that they would consider giving them the mailing list if they would take down the chain across their parking lot.

· Tim proposed that Scott start obtaining bids for the interior of the clubhouse.

Items that need to be replaced:

· Wall paper

· Add a coat closet

· Paint (Neutral Colors)

· Ceiling

· New carpet

OLD BUSINESS

· Fountains- The board has received new information regarding shallow water fountains. The question was raised about whether the community needs them now that they are on board with the county for the mosquito-spraying program. In addition, there are new items that have been set as goals for the community, such as the renovation of the exterior and the interior of the clubhouse. The board decided that the fountains could not be considered a priority until the clubhouse renovations are complete, but that it will consider the matter when the budget committee meets.

· Flag poles- Tim asked the ACC to investigate whether flagpoles are permitted, a number of times and has not gotten any response. He asked Scott to consult with the HOA attorney to see if there has been any case that sets precedence in the Maryland that identifies a flagpole as a structure. Tabled until further information is obtained from attorney.

· Tot lot- the playground equipment, while it was found to be sound, is splintering. Tim would like to propose getting rid of the wood chips and putting in a spongy surface. Tim suggested that it be considered when they look at the budget for next year.

· Mike gave Scott (ProCom) a copy of the ACC change in guidelines, from the rear line to the mid point, for fences. Mike Goyette made a motion based on the evidence that has been recovered and the testimony that has been received from former members, that the board certifies a change to the covenants based on preponderance of the evidence. Mark Collins seconded the motion and the motion carried. Brain asked Scott to consult with the attorney to find out how to make this official change to the bylaws.

ADJOURNMENT

Being no further business to come before the board, Brian moved to adjourn the meeting and Tim seconded the motion. The meeting was adjourned at 9:15pm and the board went immediately into the Executive Session.

Submitted by: Hayley N. Hancock Approved by: ___________________

Recording Secretary