CHAPMAN FARM

Homeowners’ Association

Crofton, Maryland

 

THE BOARD OF DIRECTORS OF THE CHAPMAN FARM HOMEOWNERS ASSOCIATION MET AT THE CHAPMAN FARM CLUBHOUSE ON OCTOBER 25, 2005.

 

CALL TO ORDER:

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

  • Tim Johnson                     President
  • Mark Collins                     Treasurer
  • Mike Consalvi                   Board Member at Large
  • Scott Davis                       Managing Agent- ProCom

 

APPROVAL OF MINUTES

The minutes from the meeting held on September 27, 2005 were approved as amended.  Tim Johnson moved to approve the minutes from the previous meeting as amended and Mark Collins seconded the motion.  The motion carried.

 

HOMEOWNER COMMENTS

  • Homeowner came to this evening’s meeting with an ACC request. (Executive Session)
  • Homeowner commented that the interior of the clubhouse looks fabulous.
  • Homeowner asked if the website could be set up to view without logging in.  The board said that they would ask the webmaster. 
  • New homeowner submitted an ACC request for a fence.  His property borders 2 homes in Walden and they would be impacted.  He would match their already existing fences.  The board said that he would need to submit a plot drawing.  He will fax the plot drawing to Scott at ProCom.  Pending board approval.   

 

PRESIDENT’S REPORT

Tim Johnson- President

·         The traffic circle was removed by the County.  A letter was to the County requesting that a speed hump be put in and the board is currently waiting for a response. 

·         The erosion problem has been repaired by CS Lawn.

·         Have received several homeowner letters that appear to be neighbor disputes.  The board will not get involved in such disputes. 

·         Tim will contact Brian about the newsletter. 

Proposals:

·         Fence proposals- $70,000 range to replace the entire fence system in the phased approach. 

·         Proposals to remove 2 dying trees across from the clubhouse.  (Executive Session).

·         CS Lawn maintenance contract.  (Executive Session.)

·         Snow pushing contract- (Executive Session.) 

·         Wood chips have been added to the playground to bring it up to the depth of 8-12 inches per the manufacturer’s recommendation.   The cost for the wood chips was $2,000.   

 

 

 

 

 

 

 

 

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 September 30, 2005) is $66,387.
  • The cash on hand in savings is $271,075.
  • The total income for the month is $228.00.
  • The total expenses for the month were $6,491.00.
  • Leaving a total loss for the month of ($6,263.00).
  • The total loss for the year to date is ($25,414.00).
  • Net loss of $25,000 year to date. 
  • Reserve study review completed with proposed reallocations.  The board needs to discuss the top five for next year in regard to the 2006 budget.   

 

ACC  

  • 6 ACC requests were submitted to the board for their review.  The requests will be reviewed in the Executive Session.

 

 

TRAFFIC COMMITTEE

Tim Johnson gave the report.

·         The traffic circle was removed and a letter was sent to the County requesting a traffic hump.

·         Officer Don Wilson will send an email to Scott regarding what he has been focusing on in regard to the community.  He said that his main focus has been on stop signs and he also said that the speed humps are working to help slow traffic.  

 

POOL COMMITTEE

·         Scott said that ProCom does not have a plat for the area that encompasses the clubhouse, tennis courts and tot-lot.

·          

SOCIAL COMMITTEE

  • There will be a Halloween party on the 30th of October.  There will also be a parade on the same weekend.  Linda reserved the clubhouse from October 28th thru October 30th, 2005 for the events.  There will be flyers and signs posted at the community entrances.
  • There is $3,700 in the social committee budget. 
  • Mark suggested that the social events and dates be planned out for the entire year. 

 

MANAGEMENT REPORT

Scott Davis of ProCom gave the management report.

1.       Transfer of Ownership to date

A.                   Chapman to Lisa & Michael Furlow

                       2804 Klein Court

                       02/04/05

                       $522,000

2.      Proposals/Projects  

a.       ProCom has included three proposals for the removal and replacement of the fencing in the front of the community.  (ACTION)

b.       ProCom has included two proposals for the removal of the top sections of two trees located on Chapman Road, across from the tennis courts. 

c.        CS Lawn has provided the 2006-2007 Landscape Maintenance Contract.  (ACTION)

d.       CS Lawn has provided the snow removal contract for 2006-2007. (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 September’s Board Package and October 21, 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.        Correspondence requiring ACTION:

1)     Letter from Gene Cordes regarding barking dog.

2)     E-Mail from homeowner regarding current payment schedule.

3)     Letter from homeowner regarding multiple issues.

 

4.       General Matters/ Miscellaneous

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

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

          C.     ProCom has included the September report from CS Lawn.

          D.     ProCom has provided a draft of the sign that was replaced along the path leading from

                   Chapman Road to the tennis courts.

          E.      Buck has painted over the graffiti on the tennis court surface.

          F.      Accu Comp Survey9ors, as well as Advance Surveyors, have provided a price of $800

                   (ACTION)

          G.     The tot-lot timbers and woodchips have been installed, bringing the average depth of

                   Woodchips to 8-12 inches total, per the playground equipment manufacturers

                   recommendation.  

          H.     ProCom is awaiting pictures of the concrete underneath the slide in order to send to

                   West Recreation for repair.

          I.       Certified Roofing has replace the vents on the top of the clubhouse, as well as

                   inspected the entire roof for any necessary repairs.

          J.      BGE has repaired the two lights at the tot-lot that were not working.

          K.      Buck has repaired the picnic table that was vandalized by replacing two of the

                   2x10’s on the tabletop.

          L.      Per Anne Arundel County, a homeowner cannot cut down a County tree.  The

                   Homeowner, or Association, can remove the tree if it has fallen, or is severely

                   diseased.  Otherwise, it is considered destruction of property.  

M.          Per Anne Arundel County, no new lights can be installed along Price Road by the pond.

It is technically County property where the lights are installed (between the street and sidewalk) via linear distance per code, no new lights will, or can be installed.  This is also due to the county not having a budget for lights for 19 years now, unless it is new development or extremely high priority or a mistake such as original misplaced lighting.

                            Chapman Farm cannot even pay to have private area lighting installed and maintained,

                            Unless that are installed at least 10 feet off of the road, which is the beginning of

                            Chapman Farm property.

N.           ProCom does not have a plat for the common area by the clubhouse, tennis courts, and                       

Tot-lot

                                 

5.      Executive Session- (See Executive Session)

 

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

 

UNFINISHED BUSINESS

·         Tim asked that a request be sent to the County to have them come out and look at the light posts because some of the trees are over grown and covering them.

·         Tim asked that a letter be sent to Nestor Flores requesting that someone come out and look at the trees that are over growing the stop signs.   In addition, Tim asked that Nestor check the stop signs at Twig, Price and Pearl.  They seem to be a bit too high.  

 

UNFINISHED BUSINESS (Cont.)

·         Ponds- The board is continuing to investigate the bubblers. Mark suggested asking that the County dig the ponds deeper.  They did it in the past, but that was because there was botulism and the water fowl were dying.  Tim said that it is the HOA’s responsibility to dredge the pond.

The board asked Scott to contact Rich Olson to find out whose responsibility it is to dredge the ponds and if the County would dig the pond on Price a bit deeper.

·         Mike Consalvi suggested that some park benches be placed around the ponds.  . 

   

NEW BUSINESS

 

·         Tim motioned that the board approve the proposal from Wye Tree Service to remove the tops of the trees that are located across from the Club house at a cost of $560.00.  Mike Consalvi seconded the motion and the motion carried. 

·         Budget- the board discussed the 2006 budget.  Mark explained that he re-allocated the funds based on exactly what the reserve study said and then he increased the figures by 10%.  He also created a separate replacement reserve called “walls” because there wasn’t one allocated for the retaining walls. 

·         The annual contribution to the reserves will be $26,460 a year. 

·         Discussed the top 5 items for next year:

1)   Replacement of smaller piece of playground equipment.   Cost $6,000 to $8,000 installed.

2)   Traffic- Continued traffic studies to see if we qualify for speed humps- $8,000 for 4 speed  

      humps if we qualify.

3)   Ponds-

4)   Fence maintenance- painting.

5)   Investigation of community pool.

·         The board asked Scott to find out from Nestor, if a bicycle path could be put along Chapman Road, Pearl and Price. 

·         Tim will contact the Traffic Engineer at the county to ask about the final sealing of all the roads in Chapman Farm. 

·         Mark moved to re-allocate the reserves to the new allocation in the proposed column for the reserves.  Tim seconded the motion and the motion carried. 

 

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 8:55pm. 

 

Submitted by: Hayley N. Hancock                     Approved by: ___________________ 

                       Recording Secretary