MEETING MINUTES Chesapeake Village Homeowners’ Association Meeting Date: November 12, 2019 Time: 7:30-9:30 p.m. Location: Northeast Community Center Board members present: Jayson Frum (President), Richard Burch (Vice President), Monty Wood (Secretary), Mary Illian (Treasurer), Tiffany Geare (At-Large). Residents: 24 AGENDA TOPICS █ Agenda topic Call to Order, Roll Call | Presenter Jayson Frum All five Board members present. Meeting began at 7:36 p.m. █ Agenda topic Guest Speakers | Presenter Jayson Frum Chesapeake Beach Mayor Pat “Irish” Mahoney spoke on a variety of topics, including: No price increase in 2020 at the water park. There appear to be no plans for the Rod ‘n’ Reel Resort to become a full-blown casino. He believes the new Rod ‘n’ Reel parking garage will be free to patrons. The town is trying to take back ownership of Kellam’s Field from the county. The town comprehensive plan. A new 57-home neighborhood called Heritage Woods going up off Cox Road. Tiffany Geare told homeowners that they should sign up for town email blasts to get the latest information and stay informed. Sheriff’s Deputy Lt. Ron Naughton and Calvert County Commissioner (District 3) Kelly McConkey were invited to speak but were not able to attend the meeting. █ Agenda topic President’s Remarks | Presenter Jayson Frum HOA Board President Jayson Frum thanked everyone for attending the meeting, and he introduced the other Board members. He thanked everyone for helping and/or attending the October 5 block party and other neighborhood events in 2019. He especially thanked several people for helping out over the past year: Jen Newton, Heather Matz, Corry Deale, Jennifer Frum, Jeannette Wood, and Ray Illian. There was a floor discussion about the cost of printing and distribution of the village newsletter. At some point, we hope to obtain email addresses from every physical address, and the newsletter could be distributed that way. But at the moment, printing and distributing the newsletter seems the best way to reach all households. Cost is reduced by not mailing the newsletter and distributing it by hand. Page 1 of 6 MEETING MINUTES █ Agenda topic Raffle | Presenter Jayson Frum In an effort to increase attendance, the HOA Board raffled off a free year’s of dues—a $300 value. The winner had to be present at the time of the drawing. The winner was Laural Brinkley of Cannoncade Court. █ Agenda topic HOA Board of Directors Election | Presenter Jayson Frum Two candidates for the two open Board of Directors positions addressed the membership ahead of the vote: Richard Brinkley talked about moving into the neighborhood from St. Mary’s County; his dog, Winnie; and his previous work in retail management and current work in real estate. Richard Burch talked about his three years on the Board, most recently serving as Vice President. The vote was conducted, however, the by-laws state that a quorum must be present for the votes to count. A quorum must consist of 25 percent of the HOA membership of 218, which would be 55. Only 24 households were represented, so the votes do not count. According to the by-laws, another vote must take place at the next HOA meeting (which will be December 10, 2019) and those votes will count. Action Items Person responsible Deadline Hold elections at the next meeting Board Dec. 2019 █ Agenda topic Corrections/Approval of Previous Meeting Minutes | Presenter Monty Wood The October 2019 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 Page 2 of 6 MEETING MINUTES █ Agenda topic Recurrent Business | Presenter Jayson Frum Rosie Spencer is the new coordinator for the Luminaries event on December 14. Santa Claus will visit the neighborhood that night, escorted by the North Beach VFD. There had been a proposal to hold a village-wide open house in conjunction with the event, but that plan was scrapped. Jayson Frum said he would like to see the entire town involved in the Luminaries event, or at least some of the other big neighborhoods, such as Bayview Hills and Richfield Station. The next village-wide Easter egg hunt will take place Saturday, April 11, 2020. Four new homeowners received welcome baskets over the past month: 6825 Meridian Court, 3176 Lawrin Court, 7129 Chesapeake Village Boulevard, and 7155 Chesapeake Village Boulevard. The Landscaping Committee needs a new coordinator. The Board will replace missing trees near Silver Charm Lane, however, we are waiting on delivery. There is an ash tree missing on Chesapeake Village Boulevard near the neighborhood entrance. The first row of trees are ash, and the second row are birch. Replacement ash trees are expensive, and using another tree may not look right. Common area near Silver Charm Lane has been added to the Greener Visions mowing/landscaping contract. A couple of pet waste stations had been damaged, but all are now functioning. An uprooted tree near the Cannoncade cul-de-sac created a hole that was causing a safety concern. The landscaping contractor—Greener Visions—filled in the hole to stop erosion. The contractor gave a $5,000 estimate to grind down the root ball, and that figure was rejected as too expensive. It has been reported that someone is dumping yard waste near Grindstone Court. The Board agreed to investigate. One, and possibly two, hiking trails are being considered. One would start behind Hill Gail near Donau Court; the other would be near the water tower off Dark Star Lane. We have an estimate of $750 to clear the brush in common area behind Hill Gail. We will ask Greener Visions to stop piling mulch up too high on trees in common areas. This can cause decay. Page 3 of 6 MEETING MINUTES Action Items Person responsible Deadline Determine recipients for the welcome packages Richard Burch Continuous Oversee neighborhood committees and Board/ Continuous name a Chair for each Tiffany Geare Create a newsletter to distribute to residents Monty Wood Winter 2019 Look into Calvert County HOA Forum Jayson Frum Continuous Follow up with removal/replacement of trees Jayson Frum/ Dec. 2019 Richard Burch Look into space for a hiking trail Mary Illian Dec. 2019 Ask the landscaper to not pile mulch up on tree trunks Richard Burch Dec. 2019 Letter to homeowners about storing property in common area Jayson Frum Dec. 2019 Plant free trees on common area near Silver Charm Lane Mary Illian Dec. 2019 Ask Richfield Station and Bayview Hills if they would Jayson Frum Continuous like to participate in Luminaries event Look into who is dumping yard waste behind Grindstone Jayson Frum Dec. 2019 █ Agenda topic President’s Report | Presenter Jayson Frum The town is encouraging everyone to respond to the 2020 Census that begins in March. More information is available at 2020census.gov. Also, residents are asked to vote for photos they would like to see in the Chesapeake Beach 2020 calendar. Action Items Person responsible Deadline 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 Look into idea of purchasing Office 365 Jayson Frum Continuous Talk to other HOAs about pooling resources Jayson Frum Continuous Page 4 of 6 MEETING MINUTES █ Agenda topic Treasurer’s Report | Presenter Mary Illian There are 15 homeowners who are not paid up on their HOA dues. The lowest total is $300, and the largest total is about $2,000. There were 28 delinquents in July, and we got that number down to 15 in November. Some are making monthly payments. The HOA has the ability to place liens on homes if dues are not paid. Board members met with PNC Bank about charging us fees. The bank has made some proposals that could increase convenience, but could also cost more. There is a proposal to place some of HOA money in a money market account, which is a savings account with some checking features. 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 Mary Illian Continuous ARC approvals Deposit dues, keep track of who has paid or not Mary Illian Continuous Consider PNC banking proposal Mary Illian Dec. 2019 Look into a payment portal Board Dec. 2019 █ Agenda topic Architectural Review Committee | Presenter Richard Burch None. Action Items Person responsible Deadline Draft individual letters to homeowners with serious Jayson Frum and Continuous ARC violations and send via certified mail Richard Burch █ Agenda topic New Business | Presenter Around the Board None. Action Items Person responsible Deadline Page 5 of 6 MEETING MINUTES █ Agenda topic Around the Board | Presenter Around the Board The Board decided to table the idea of a group photo for the 19th consecutive month. Action Items Person responsible Deadline Produce newsletter Monty Wood Winter 2019 Take group photo for website Board Continuous █ Agenda topic Community Comments | Presenter Open Forum None. Action Items Person responsible Deadline Upload the Principal Office/Resident Agent forms Jayson Frum On hold to Dropbox POST AGENDA The meeting was adjourned at 9:30 p.m. Next meeting is scheduled for December 10, 2019, 7:30 p.m., at 3092 Lawrin Court. Page 6 of 6 .