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Meeting Minutes MEETING MINUTES Chesapeake Village Homeowners’ Association Meeting Date: May 12, 2020 Time: 7:30-9 p.m. Location: Video Call Board members present: Richard Burch (President), Tiffany Geare (Vice President), Monty Wood (Secretary), Jayson Frum (At-Large). Absent: Rick Brinkley (Treasurer). Residents: 2 AGENDA TOPICS █ Agenda topic Call to Order, Roll Call | Presenter Richard Burch The in-person HOA Board meeting was canceled because of the Centers for Disease Control and Prevention guidelines on physical distancing and the Maryland Governor’s restrictions on gatherings and nonessential travel during the COVID-19 crisis. Instead, the Board members participated in a video conference call. The meeting was called to order by President Burch at 7:31 p.m. Rick Brinkley (Treasurer) was unable to attend.eb Action Items Person responsible Deadline Appoint new HOA board member to fill vacancy created Board July 2020 when Tiffany Geare resigned because she moved to Florida █ Agenda topic Corrections/Approval of Previous Meeting Minutes | Presenter Monty Wood The April 2020 meeting minutes were approved. They are posted on the Chesapeake Village HOA site at: https://www.chesapeakevillage.org/hoa-announcements.html. Action Items Person responsible Deadline Create agenda for next meeting, keep minutes of Monty Wood Continuous previous meeting Post agenda and minutes from the previous meeting. Richard Burch Continuous █ Agenda topic Recurrent Business | Presenter Richard Burch/Tiffany Geare Follow-Up on Legal Help from Pickett Law LLC We are still trying to reach a representative with Over Water LLC to clear up property ownership of common area in the neighborhood. Quality Built Homes Inc. signed over the deed to Page 1 of 6 MEETING MINUTES Chesapeake Village HOA years ago, but Calvert County land records still show Open Water LLC’s name on it. Common Areas The dead tree between Donerail and Grindstone courts has been taken care of. Do we continue to take care of this area? There had been two complaints about grass not being mowed — one near 3676 Middle Ground Court and the other near 7235 Chesapeake Village Boulevard. The landscaping contractor (Greener Visions) has now mowed these areas. A call has been scheduled with a land planner about potential projects in the neighborhood, such as a hiking rail, playground, parking lot, etc.) There had been a complaint about a cart and fencing material being stored on common area near Donau Court. A homeowner on Donau Court claimed ownership of the material and said he would move it immediately. There had been a complaint about not mowing/clearing of brush near Donau Court. This is on hold at this time because of land ownership issues and COVID-19. Status of Committees The Social Committee reports that the annual Cornhole Tournament — originally scheduled for June 6 and then postponed to June 27 — will either be canceled or will become part of the October 3 village-wide block party. The July 3 Independence Day parade is still on at this point because participants can practice social distancing. We will have to monitor the latest guidance from the CDC, the state, and the town. The annual parade features the neighborhood kids dressed in red, white, and blue outfits riding in wagons or riding on bikes. The Welcome Committee baskets given to new homeowners are on hold because of COVID-19. We are hoping we can resume this soon. The Landscaping Committee is in a holding pattern. The potential beautification of areas on Dark Star Lane and Lawrin Court are on hold during the COVID-19 pandemic. The creation of walking/hiking trails in the neighborhood is on hold while property ownership issues are settled. There are no updates from the HOA Covenants Committee. Status of Complaints There was a complaint about cars being parked on both sides of Hill Gail Drive, creating a potentially dangerous and hazardous condition. The town was notified of the complaint and investigated. The town reported that the cars are lawfully parked and that there are no violations in the area. Page 2 of 6 MEETING MINUTES There was a complaint about cars and trucks clogging up Donerail Court, allegedly causing the trash truck to skip service there. The vehicles’ owners were notified, and they responded that the excessive parking is temporary because of the state stay-at-home orders. They agreed to take care of the situation soon. There was a complaint about a yard sign that was missing at the neighborhood entrance. The HOA Board did not remove the sign and do not know what happened to it. There had been a complaint about the landscaping contractor started mowing at 6:40 a.m. one day in May. The contractor has been asked to not start until 7 a.m. The HOA covenants say that quiet time is from 11 p.m. to 7 a.m. There was also a complaint about a homeowner mowing grass after sunset. We are not sure if that is against town or county code. Review of Action Items We are still trying to reach Over Water LLC to clear up ownership issues. Jayson Frum will upload Principal Office/Resident Agent forms to Dropbox. Action Items Person responsible Deadline Decide if we should maintain common area between Richard Burch June 2020 Donerail and Grindstone courts Talk to architect/land planner about neighborhood projects Jayson Frum June 2020 Follow up about mowing/clearing of brush Richard Burch July 2020 near Donau Court Correct county records to remove Over Water LLC Richard Burch Ongoing from property records Consult other HOAs about levying fines for Richard Burch/ Ongoing HOA violations Jayson Frum Determine recipients for the welcome packages Richard Burch Continuous Oversee neighborhood committees Board Continuous Create a newsletter to distribute to residents Monty Wood Summer 2020 Look into space for a hiking trail Mary Illian On hold Page 3 of 6 MEETING MINUTES Get ideas to “beautify” common areas Mary Illian Continuous Check to see if mowing grass in the dark is legal Board June 2020 █ Agenda topic President’s Report | Presenter Richard Burch Letters have been mailed to homeowners about the neighborhood inspections that will occur the week of June 15-19. Marlowe & Associates have been given a checklist of violations to look for. Signs were posted near the entrance to honor graduating seniors across the neighborhood. Sixteen seniors were “adopted” by a homeowner and given a basket of goodies. Brownie’s Beach has been closed by the town for recreational use. The town celebrated Health Care Heroes Day on May 2. Residents have been asked by the county to conduct grocery shopping on days assigned by last names. Town Councilman Derek Favret sent word that the town’s fiscal year 2021 budget has been passed. He said that the local tax rate has decreased for the fourth year in a row, the sewer and water rates stay the same, the town awarded a new trash service contract, the town paid off a $350,000 debt, the waterpark remains closed, and there will be referendum on the future of gambling in the town. Action Items Person responsible Deadline Review inspection violations cited by Board July 2020 Marlowe & Associates Send out inspection violation notices Richard Burch July 2020 Maintain resale packages Jayson Frum/ Continuous Richard Burch Post Chesapeake Beach town updates on the HOA’s Richard Burch Continuous Facebook page and HOA website Talk to other HOAs about pooling resources Jayson Frum Continuous █ Agenda topic Treasurer’s Report | Presenter None Treasurer Rick Brinkley was unable to attend the meeting and give his report. Jayson Frum suggested that the HOA Board consider skipping HOA dues for a year because of COVID-19. This idea was not popular among the board members. It was stated that we keep getting closer and closer to getting 100 percent of the homeowners to pay their dues, and to stop collecting at any point in time would hamper those efforts in the future. Page 4 of 6 MEETING MINUTES Action Items Person responsible Deadline Update the database containing the list of residence Board Continuous and their owners after each sale Check to see if homeowners are paid up before Rick Brinkley Continuous ARC approvals Deposit dues, keep track of who has paid or not Rick Brinkley Continuous Look into a payment portal Board Continuous █ Agenda topic Architectural Review Committee | Presenter Richard Burch The following projects were approved over the past month: • 3039 Lawrin Court: fence • 7226 Chesapeake Village Boulevard: shed • 6807 Meridian Court: shed • 3451 Hill Gail Drive: change red brick to stack stone, change door and shutter color • 7242 Chesapeake Village Boulevard: shed (only approved after dues are paid) • 6815 Meridian Court: patio deck • 7129 Chesapeake Village Boulevard: solar panels • 3157 Lawrin Court: patio extension The following projects were denied: • 6807 Meridian Court: additional driveway (county and town ordinances do not allow for multiple driveways off a county or town road) The following projects are pending: • 7013 Silver Charm Lane: change front door color (HOA covenants say door color should match shutter color) The HOA Board will no longer approve fences, decks, exterior improvements, etc., if the homeowner is “not in good standing,” meaning the homeowner has an outstanding inspection violation or has a delinquent account. Action Items Person responsible Deadline Draft individual letters to homeowners with serious Jayson Frum and Continuous ARC violations Richard Burch Check to see if homeowners have inspection Richard Burch Continuous violations before ARC approvals Page 5 of 6 MEETING MINUTES █ Agenda topic New Business | Presenter Around the Board Golf carts are beginning to make an appearance on neighborhood streets, which are against town code. A golf cart operator on the street could be charged with a misdemeanor, resulting in a $100 fine for a first offense and $200 for a second offense.
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