Chesapeake Village HOA MINUTES July 12, 2016 7:00 PM North Beach Community Center, Second Floor AGENDA TOPICS Agenda topic Meeting Opening Presenter Derek Favret The meeting was called to order and roll was taken. The Vice President, Jennifer Tyler, was absent. Post the agenda and minutes for the previous meeting Derek Favret Complete the January/February and March/April meeting minutes Justin Matz Provide the Treasurer s report for the January and February minutes Provide the ARC meeting minutes to the Board for inclusion in the January, February, and March minutes Provide the ARC meeting minutes for June and July to the Board for inclusion in the July meeting minutes. Ross Henry Barbara Poirier Barbara Poirier and Jennifer Tyler Search for two more management companies and obtain proposals Ross Henry / Jennifer Tyler CLOSED August 2016 Agenda topic Chairman s Report Presenter Derek Favret The President announce that the Board had not taken any actions between meetings. The Board officially approved the minutes for the January/February, March/April, and May meetings. The town budget includes $500,000 for the construction of a sidewalk between Chesapeake Village and Beach Elementary School. The project now hinges upon the receipt of a matching grant from the state. In May, the town submitted an application for a grant in the amount of $800,000. The State Highway Administration has not publically disclosed the information gathered from its traffic count, and has not responded to Board requests about the possibility of installing a sidewalk between Chesapeake Village and Brownie s Beach. The town s water quality report has been issued and is available for viewing on-line. However, the information was presented in a very general format, even though the water was subject to a wide variety of tests. The town s HOAs have requested additional information and are working to obtain a full set of testing results. Chesapeake Beach s zoning committee approved the whole expansion of proposed to Chesapeake Resort and Spa, including the construction of the garage building and of an apartment complex To study the issue of speeders in Chesapeake Village, a speed detector was placed at the top of the hill on Chesapeake Village Blvd. Unfortunately, the authorities have had difficulties downloading the data. They were able to use the system successfully at Richfield Station and will once again install the detector on Chesapeake Village Blvd. The radar system will be in place for three days. Earlier in the month, the police were monitoring speeds from the pump station. Generally, they clocked vehicles around 25 miles per hour. They did issue a few citations; however, the officers did not express the sentiment that speeding was a problem in the neighborhood.
The Town s own speed camera is still being repaired and is not due to appear in the neighborhood in the near future. The Board received inquiries as to why certain common areas were not receiving regular mowing and maintenance, as they used to be serviced when QBHI was in charge. The Board investigated the issue and found that the lands are part of a forest retention area and, thus, cannot be mowed or landscaped. Residents reported a foul smell emanating from the manhole covers and sewer caps on Chesapeake Village Blvd, toward the front of the neighborhood. The town has confirmed the problem and is looking into long-term solutions. One of the town s suggestions is the installation of a fan at the pump station to pull the air in the system down to a wet well at the bottom of the hill by the pumping station. The Board did not receive any new ballots on the open questions posed to residents over the past two months. To ensure proper vote count, the Board will need to review all ballots and exclude those of residents who sold their homes and to invite new homeowners to voice their opinions. QBHI has not indicated when it will refile the declaration of covenants, officially transferring all control of the HOA to the Board. They have told the Board that they will not make any changes. Inquire about capital funding for a crosswalk to Brownie s Beach at the next town meeting Post Fishing Creek Bridge construction project status updates on the HOA s Facebook page Meet with QBHI to discuss the transition study findings and develop a plan to remedy the identified issues Go to the CVHOA/QBHI DropBox site and start copying relevant HOA documentation to our own account Attend the hearing on the status of Silver Charm Lane to facilitate the meeting between residents, the Town, and QBHI Draft the informal organization action to change the bylaws and reduce the level needed to achieve quorum at our meetings to 25 percent Compile a list of residents who have not yet voted in the two measures up for adoption. Review the open ballot initiatives and invalidate ballots from residents who no longer live in the neighborhood. Invite new homeowners to express their opinions via the ballots. Derek Favret and Jennifer Tyler Derek Favret Derek Favret and Jennifer Tyler Derek Favret Derek Favret and Jayson Frum CLOSED Derek Favret August 2016 Derek Favret August 2016 Derek Favret/Justin Matz August 2016. Agenda topic Treasurer s report Presenter Ross Henry See Appendix 1 for details: The Treasurer announced the results of the 2016 dues assessment collection efforts. We have received 203/218 homes paid in full. The outstanding dues are as follows: 12 homeowners are late on their 2016 dues. 1 homeowner is late on their 2015 and 2016 dues 2 homeowners owe at least three years of dues. Page 2
New statements have been printed, late fees have been applied, and the second round of letters is ready for printing. A special letter needs to be drafted to address the specific case of a long-time homeowners who had not appeared in our database and is over six years overdue. Deposits for the past month were $950, coming from two assessments and five resale packages. Expenses for the month were $5739, coming from website renewal, tax preparations, assembly of resale packages, regular grounds maintenance (mowing), landscaping, and a refund to a homeowner who overpaid for the resale package. Summary accounts (balance sheets and Treasurer reports) have been posted to DropBox. Property taxes were filed in June Update the database containing the list of residences and their owners after each sale Contact Strauss & Assoc. and other auditing companies to get quotes on the annual audit job Ask the tax preparer what tax liabilities the HOA may incur related to property taxes on common area land Add new common areas to insurance coverage once deeds are transferred Provide a refund to the homeowner who paid-in-full for the resale package, but is due a rebate Jennifer Tyler and Ross Henry Ross Henry and Jayson Frum Ross Henry Q3-2016 Jennifer Tyler Q3-2016 Ross Henry and Derek Favret. Investigate QBHI experience with investing the reserves Derek Favret CLOSED Draft certified letter to send out after the 2016 assessments are due Ross Henry Send out certified letters on overdue assessments. Ross Henry July 2016 Agenda topic Old Business Presenter Derek Favret A management company, American Community Management, has been invited to make a presentation to the Board on the September 6 meeting. This management company is currently serving Richfield Station. The Board is on a monthly payment plan for mowing and grounds maintenance. We have approved additional services, like mulching and trimming around the circle and the front sign as well as had them perform work to cut back trees along the front guardrail and fill and seed the ruts along the edge of Chesapeake Village Blvd. The Board received the first invoice for the services performed and expects to receive one more. The Board and QBHI exchanged emails over the past month to discuss the transition. However, no communications have been received since end-june. The Board is still waiting for QBHI to submit construction plans and as-builts, to transfer the deeds to the common areas, and to refile the declarations and other documents. The Board will continue to follow up with QBHI on these outstanding items. The Maryland HOA act provides for a 1-year holding period for the warranty on builder s items. One of the bigger ticket items relates to storm water management. The rip-rap will be inspected by the county s office and will need to be completed before QBHI s bonds are released from the town. Chesapeake Beach had previously released the bonds on other construction projects, only to learn of serious storm-water management issues later and the town and HOAs were stuck with the cost, so ideally the Town will be more careful in our case. Page 3
QBHI was not in full agreement with the engineer s report that was a part of the Transition Study, contracted by the Board in 2014. The Board proposes to invite QBHI s engineers to conduct a walk-through with one of the engineers who performed the study and the Town s engineer. Work with QBHI to investigate the land records and collaborate on the deed transfer process. Confirm the deeds are correct with QBHI. Jennifer Tyler / Jayson Frum August 2016 Work with QBHI to develop an action plan to remedy storm water management issues around the circle Jennifer Tyler August 2016 Ask Richfield Station s management company to come and make a presentation Derek Favret Draft a response to QBHI s e-mail regarding warranty issues. Expand upon the Board s points and request an update from them as to their proposed deadlines Contact Reserve Advisors to find out if their engineer will represent the Board on a joint walk-through with QBHI Derek Favret End-July 2016 Derek Favret End-July 2016 Agenda topic Architectural Review Committee Presenters Board See Appendix 2 for details of the March 2016 ARC activities. The information for the past months ARC activities will be provided to the Board for inclusion in the 2016 meeting minutes. One ARC request was rejected as it was for a plastic shed that was clearly not in conformity with existing architectural rules and guidelines. The Board will contact the home owner to work again toward a solution. The Board sent out letters to homeowners with trailers in their driveways. Draft individual letters to homeowners with serious ARC violations and send via certified mail Jennifer Tyler/Barbara Poirier Agenda topic Other Business Presenter Around the Board The Board will acquire some no-parking signs for posting in common areas where people have been regularly stationing their vehicles. The Board will also begin preparations for the Annual Member s Meeting, to be held in November. Prepare an additional 10 resale packet binders for distribution amongst the Board Jennifer Tyler Acquire No Parking signs for installation Derek Favret/Jennifer Tyler End-August 2016 Establish a date for the Annual Member s Meeting Justin Matz August 2016 meeting Page 4
Agenda topic Community Comments Presenter Open Forum No additional topics were raised. Other Outstanding Prior Upload the Principal Office/Resident Agent forms to DropBox Derek Favret On hold until QBHI amends the covenants. Reschedule meeting with Town Public Works Director and Town Engineer. Work with town to declare the lot between the circle and the woods as abandoned, once the deed for the property is obtained. Derek Favret Land between the circle and the woods needs to be deeded to HOA. The existing easement needs to be declared abandoned and the land fully deeded to the HOA. QBHI / Jennifer Tyler CLOSED Page 5
Appendix 1 Chesapeake Village Home Owner s Association (HOA) Treasurer s Report 07-12-2016 2016 HOA assessments were sent out on or around February 8 th, 2016 with a due date of March 25 th, 2016. o The first late fee of 5% of balance due (sans previous late fees where applicable) was assessed on or around 4/5/2016. Update on 2016 HOA assessment payments: o 203 of 218 payments have been processed for 2016 o 12 accounts outstanding owe 2016 dues only o 1 accounts outstanding owe both 2015 & 2016 dues o 2 accounts outstanding owe greater than 2 years of dues Since our last meeting on 05/03/16, the CV HOA board has deposited $950.00 into our PNC account. The source of these funds is as follows: o Quantity x2 2016 HOA assessments @ $300 EA: $600 o Quantity x5 Resale Packages @ Misc. EA: $350 Since our last meeting on 05/03/16, the CV HOA board has paid of total $5,738.76 of invoices. The source of this invoice is as follows: o CV HOA Website Renewal & Resale Binder Replacement: $253. 44 o 2015 HOA Tax Preparation: $350.00 o June landscaping bill $1,780.16 o Resale Package Refund: $50.00 o Additional landscaping & turf repair: $1,525.00 o July landscaping bill: $1,780.16 HOA 2016 Personal Property taxes were completed and submitted in the month of June. Page 6
5.5% 0.5% 0.9% 2016 CV HOA Assessment Payment Status: 7/12/16 Paid in Full Owe 2016 only 93.1% Delinquent in 2015 / 2016 Dues Delinquent greater than 2 years Page 7
Appendix 2. Update on Project Approval Requests Chesapeake Village Homeowner s Association Architectural Review Committee Report Three Project Approval Requests were received and approved. The table below represents the projects as they were received and approved. Control # Date Received Email Acct Date Completed Location Improvement Comments 16-012 5/5/2016 HOA 5/9/2016 6808 Meridian Court Landscaping retaining wall email approval 16-013 5/13/2016 HOA 5/17/2016 3329 Cannoncade Court fence, landscape/hardscape walls email approval except for chain link fence 16-014 5/23/2016 ARC 5/24/2016 3706 Dark Star Lane landscape retaining wall front yard email approval 16-015 5/23/2016 Hand delivered 5/23/2016 7205 Chesapeake Village Blvd fence, wood, natural 4 ft verbal approval, letter followed 16-016 6/9/2016 ARC 6/10/2016 Grindstone Court privacy panel (like lattice) verbal approval, written 16-017 6/22/2016 ARC 7/5/2016 7129 Chesapeake Village Blvd shed disapproved (Plastic shed not permitted) Update on Reviews and Enforcement Nothing to report at this time Future Plans A review of the community is ongoing providing awareness and enforcement of covenants, conditions and restrictions as they are written in the Declaration of Covenants, Conditions and Restrictions of Chesapeake Village. Page 8