Road Resurfacing Committee Meeting Minutes from 10/28/08 Recorded by Don Manges - Issued 10/31/08

The current committee members are (* = in attendance): Don Manges (Chair)*, Bill Day*, Paul Pudlinski, Gail Berkeihiser*, John Bates*, and Bill Chase.

The Committee reviewed the Road Financing Survey. It was agreed that it should be handed out by going door-to-door and personally giving it to the lot owners. Non-resident owners would receive the Survey by mail. Those mailed are to be returned to the CICA PO Box and those handed out should be returned to the person that distributed them. The 'return to' information has been added to the Survey. It was suggested that the entire board should review the Survey before it is distributed.

Post-Meeting The updated Survey was send to Janet McKenna and Brian Clare. It was decided on 10/31/08 that a review of the Survey would be put on the agenda for the November 13th Board meeting. The updated Survey will be sent to all Board members (D. Manges). Thus this task is on hold till after the meeting. See new Project Timeline.

An email was sent to the Board to see if anyone had any bank connections that would help us get loan information in a timely manner. No replies.

The Committee reviewed a Draft Proposal for the paving of the roads. Comments and suggestions were made and the proposal will be rewritten and submitted to Janet and Brian for their comments prior to sending it to the entire Board. It is expected that a review of the Proposal will be on the agenda for the November Board meeting.

Post-Meeting The RRC Project Timeline has been completely redone. It is now in an Excel format with comments. The graphics have been deleted. It should now be easy for anyone to download the document. Necessary changes resulting from the above items have been made. Please review this carefully and give me your feedback.

The 'Questions and Issues' list is in section 2 of these minutes starting on the next page. The section on turning the roads over to the County has been deleted. This list will be attached to the proposal.

There is no scheduled meeting at this time since our next agenda is dependent on the outcome of the November 13th Board meeting. I will continue to pursue loan information with Rob Green as time permits. If relevant information comes up I will let you know by email. Road Resurfacing Committee Questions and Issues (Updated 10/31/08)

If the CICA maintains the roads as "Private" and paves them itself:

1. Would paving the roads increase the assessed value of the properties? As per the Department of Assessments and Taxation for Cecil County, paving the roads in Chesapeake Isle would have no affect on a property's assessed value.

2. What funding options are available to property owners? Bank Loans or possibly resident bondholders (Active and TBD).

3. Maintenance cost and life expectancy by road surface type? Maintenance costs are higher for Tar & Chip than asphalt. Tar & Chip last from 5-7 years. Asphalt has a much longer life expectancy and is easier to maintain.

4. Can CICA require all lot owners to pay their fair share? What if they don't? Yes, lot owners can be required to pay and can be taken to court if they fail to do so.

5. Should we pave to County specifications? No. We don't have to.

6. How do we assess homes on Turkey Pt since they have paved roads but are still part of the community? The CICA BOD has agreed that all lot-owners will be assessed the same amount.

7. Could a group of lot owners get together and pave their own road? How is it paid for? Yes, with Board approval. How it could be paid for is TBD.

8. Does the CICA pay for paving roads that border its property? All of the 326 lot owns would pay and equal share per lot.

9. Could or should we do one road at a time or a loop through the community (like Bennett to Rolling to Rollins to Turkey Point? Not under consideration at this time.

10. Is a lot of drainage work required? Are there erosion issues that need to be resolved? No. There is no drainage work that needs to be done. The past drainage issues have been resolved.

11. Are there set back issues? No.

12. What surface options are available? Asphalt, T&C, tack coated millings? All are allowed, however, tack coating of the millings has been dropped as an option.

13. Is there any State or County cost assistance available? Not likely but being looked into.

14. Cost breakdown for each surface option. The cost for T&C and asphalt is about the same. However, T&C requires more maintenance and has a shorter life expectancy. T&C would not be cost effective. Millings are becoming very expensive and may not be available in the future. Cost estimates for asphalt have been obtained.

15. Can this be made cost efficient for residents? TBD.

16. Is there a health risk with the current millings? Water, air, etc.? The one well tested had no detectable VOCs. The millings themselves have high levels of PAHs. This data is being evaluated but skin contact, ingestion, and breathing of the dust should be avoided. While the hazard is real the risk is low.

17. Could we use speed bumps? Yes. Speed humps are lower and wider than bumps and are used in North East to control speed. According to North East's DPW there are no problems with plowing or with trailers going over them.

18. Something needed in the Covenants so that utilities and contractors must restore roads that they need to dig up. Need to maintain for up to 6 months. It was felt that contractors should have to agree to maintain any restorations for up to 12 months. Not currently in place.

19. Is there a difference between resurfacing and constructing a road? Does this have any impact on permitting, drainage requirements, and etc.? A representative from McCrone told us that since we are paving on an existing impervious road there are no drainage requirements. Permits are not required unless >5000 SF of soil is disturbed for drainage issues.

20. Will we need to survey to verify road location? If a section of a road is 24 ft wide, what 20 ft does the paver pave? No survey required. It is thought that we could easily locate the center of the roads from existing property markers if needed. If we do nothing and keep the millings:

1. What is the future availability and cost of millings? It is the feeling that millings will probably not be available in the near future. Their cost is soaring.

2. Should we contract with an outside contractor for road maintenance? Increase in maintenance fees by how much? A contractor has been found that will provide maintenance for our roads. The cost would depend on the cost of millings but labor and equipment (grader and backhoe) would cost $250/hr.

3. If we use liquid tack to coat the millings, what would it cost? How long would it last? Maintenance issues? This has been dropped as an option since it appears to be an unacceptable process.

4. If we hot rolled the millings what would the final result be? Cost and maintenance? The current millings are not fine enough for hot rolling to be effective.

Other issues:

1. Should the voting process be changed from a simple majority to some other percentage to get approval to pave? See the minutes of the 6/13/08 meeting. This is a board issue and will not be dealt with by this committee.

2. Since we are essentially paving over an already impervious surface, why is it necessary to also include the cost for extensive and expensive drainage modifications suggested by some people. No extensive and expensive drainage modifications have been identified.