Minutes of the Board Meeting

July 22, 2009

[These notes can be downloaded here]

The Board of Directors of Chapel Grove Homeowner’s Association met at the Waugh Chapel Elementary School on Wednesday, July 22, 2009.  Present were:

Doug Zander – President

Tracey Warren – Vice President

Heidi McLean – Secretary

John Faasen – Member-at-Large

James Frank – Member-at-Large

Byron Malogrides – Member-at-Large

Gail Kramer – Recording Secretary

Corporal Miller – Anne Arundel County Police Department

Jo Mullendore – Safety Committee Chair

Marian Moore – 1526 Star Stella

Seven additional homeowners

Absent:  Neil Berger – Treasurer, Kerrie Wilson – ProCom

CALL TO ORDER

Doug Zander called the meeting to order at 7:02 p.m.

MINUTES APPROVAL

Jim Frank motioned to approve the June 24, 2009 minutes as written. John Faasen seconded the motion.  There was no additional discussion and the motion was unanimously approved

GUEST SPEAKER

Byron Malogrides introduced Corporal Miller, of the Anne Arundel County Police Department.  Corporal Miller provided extensive information regarding the county’s neighborhood watch program and outlined the requirements needed in order for the program to succeed.    Highlights included the following information:

• Homeowners were encouraged to call 911 if they see anything out of the ordinary in the community.
• Volunteers are needed for block captains and neighborhood coordinators.   Jo Mullendore – chair of the safety committee volunteered to serve as the neighborhood watch coordinator.
• Reviewed a pamphlet outlining how homeowners can make their homes more secure.  The police are available to conduct a free property assessment to offer suggestions on how to make your home more secure.
• Explained the county’s operation identification program which encourages homeowners to record the serial numbers of their personal property.
• Provided information regarding the county’s “Police Community Relations Council”.
• Also provided hand-outs outlining the community’s crime statistics and reported there is an online search tool homeowners can use to investigate crimes that have occurred within the vicinity of their home.
• The county provides two free “Neighborhood Watch” signs and additional signage can be purchased online.

MANAGEMENT REPORT:

The board packets included the following ProCom management report:

1. 1. Transfers of Ownership

941 Arkblack Terrace – William M. Teter, $376,000

737 Seneca Drive – Gregory, Jennifer and Charles Kingler, $585,000

1. 2. Projects Completed/Underway

• Seasonal Changes – inspection report and newsletter
• Anne Arundel County – permit
• Report from Gardner James Engineering regarding Jostaberry sinkhole
• Three proposals for asphalt repairs.
• Letters sent to:  692 Reliance and 1530 Star Stella regarding common area tree planting and 1512 Criterion regarding the waiver of fines.  Doug reminded homeowners that if they want to plant trees, shrubs, etc., it should be done on their own property and their ability to plant things ends at their property line.  If a homeowner decides to plant outside of their property line they will receive a letter stating that they can either move the trees onto their property or the board will consider taking ownership of the trees for the association. 
• Winchester Homes (WH) sink hole and entrance electric letter for repair/reimbursement
• WH – inspection report regarding storm water management pond, e-mail confirming WH completed
• E-mail from 1533 Star Stella regarding fence issue will be addressed in August
• Fax from Patty King regarding walk through, noted several violations

NEW BUSINESS

1. Doug reported Verizon is back in the community burying more fiber cables and outlined a map of where the cable will be installed.  Homeowners can contact J.R. Graves, the NTI Utility Experts supervisor, which is the sub-contractor working for Verizon, at 866-796-7770 or 410-796-7770.  Verizon will restore each yard to the standard in which they found it.

COMMITTEE REPORTS

PARKING – Jim Frank reviewed three bids for repaving, seal coating, crack filling, etc., in the town homes and for repairs to the parking lot at the pool.  The project will be done mid-September and homeowners will receive 4 – 6 weeks notice because there will be limited parking access when the work begins.  The board reviewed the following bids:

1. GMC Contractors – $17,600
2. NVM Contractors – $12,950
3. O’Leary Asphalt, Inc. – $21,950

Doug noted there is $20,000 budgeted in the capital reserves in a five year fund.  Jim recommended the board accept the GMC bid.  Doug asked Jim to confirm the GMC Contractors bid also includes Killarney because it is not spelled out in the bid.    Jim acknowledged the concern and stated Killarney was specifically discussed when he met with GMC.  Jim motioned to accept the GMC Contractors bid of $17,600 contingent on it including Killarney.  Heidi McLean seconded the motion.  There was no additional discussion and the motion was unanimously approved.

Jim also reported the parking committee is discussing minor changes to some of the visitor and reserved parking spaces but will advise the board of any proposed changes via e-mail.  Due to the fact the board will not be meeting in August Jim motioned to handle the decision regarding changes to the striping, via e-mail and agree to vote on the issue via e-mail.  John seconded the motion.  There was no additional discussion and the motion was unanimously approved.

Jo Mullendore asked what the county ordinance is regarding a vehicle in a parking space that has not moved in several weeks.   Jim asked her to e-mail the parking committee the license plate number and he will ask Officer Henry to investigate the vehicle.  Doug said once the parking committee researches the issue it will present its recommendation to the board.

SAFETY – Byron Malogrides and Jo Mullendore, the safety committee chairperson, provided the following report:

• Jo said the committee has been researching the neighborhood watch program for quite awhile and hopes to have it up and running within the year. 
• Homeowners were encouraged to sign up to receive e-mail from the Anne Arundel County Police Department’s western district to stay abreast of community crime reports.  A homeowner suggested the committee provide the community’s crime statistics to other homeowners to make them aware there are problems within Chapel Grove and the surrounding communities. 
• Byron reported he met with Kerrie and committee member Joe Candella to look at potential locations for signage, i.e., “No Solicitation” at all the entrances, “Children at Play”, etc.  The committee will pinpoint locations for signage and present its recommendations to the board for approval.  It was noted there is a dead end sign on Killarney that is turned the wrong way. 

.

COVENANTS – John reported the covenants committee received and reviewed the following architectural change requests:

• 2406 Killarney Terrace, Joanna Taylor Mullendore – board on board fence request:  approved.
• 2478 Jostaberry Way, Robert and Gloria Santardia – request to extend one side of the fence to their property line:  denied.

COMMUNICATIONS – Heidi reported she needs information for the next newsletter by September 4^th.

LANDSCAPE – Tracey provided the following report:

• Gardner James investigated the sinkhole on Jostaberry and found the problem was a result of a construction defect.
• Winchester Homes was sent a letter regarding the defective wiring at the front entrance that was repaired/replaced by Belair Electrical.  The board would like Winchester to accept financial responsibility for the issue.
• Seasonal Changes is scheduled to remove the staking around some trees.
• Tracey said sections five and six are still under the ownership of WH and the board is in the process of identifying issues in that area.  Heidi noted Winchester had a contractor re-sod backyards on Macoun because of drainage issues.

Homeowners asked the following landscape related questions:

1. Marian Moore questioned whether Winchester is responsible for dead trees, bushes, etc. at the common area pond between Tilghman and Star Stella.  Doug reported Winchester met their replanting requirements and the county released the bond but asked Tracey to investigate whether there is any recourse at this point.
2. A homeowner noted the lack of maintenance on the common area behind Macoun Court, stated there is nothing but weeds in the area and would like the area to be mowed.  Doug said Tracey would investigate the issue to determine if it is a re-forestization area or if the area should be mowed and will report her findings to the board.
3. Byron said a walkway on Seneca is buckling and tree roots are starting to grow under it.  He also reported 1531 Star Stella has a walk way expansion issue.  Doug said the section of the sidewalk needs to be fixed by the county because there weren’t enough expansion joints cut in.
4. Byron also reported someone installed a mosquito trap with a battery operated light in the woods on the trail.

Doug asked committee chairs to provide the board their top three priorities by the end of August.

HOMEOWNER’S FORUM

1. A homeowner asked if the association has any recourse against door-to-door solicitors.   Doug said once the “No Soliciting” signs are posted homeowners can contact ProCom and Kerrie will contact the company distributing information to advise them they are not allowed to do so in Chapel Grove.     Heidi questioned whether children will be allowed to sell raffle tickets, cookies, etc., and Doug said the board would have to discuss the issue.
2. Jo asked if there is anything that can be done regarding dead trees on Killarney.  Tracey said she just inspected Killarney, identified several dead trees and will address the issue with Kerrie.
3. Jo also noted some of the plants are dying at one of the entrances and questioned how the board plans to address the issue.  Doug said there is no electrical or water at any other entrance except the front entrance which limits what the association can do.   Tracey said the plantings were chosen because they are supposed to be drought tolerant.
4. The board will not meet in August.

ADJOURNMENT

John motioned to adjourn the meeting at 8:27 p.m. and Heidi seconded the motion.  There was no additional discussion and the motion was unanimously approved.

Approved as written: ________________________________________________

Approved as amended: _______________________________________________

Submitted via e-mail to Kerrie Wilson at ProCom

Gail Kramer/Recording Secretary

gailkramer@comcast.net

Minutes of the Board Meeting

June 24, 2009

[These notes can be downloaded here]

The Board of Directors of Chapel Grove Homeowner’s Association met at the West County Library on Wednesday, June 24, 2009.  Present were:

Doug Zander – President

Tracey Warren – Vice President

Neil Berger – Treasurer

John Faasen – Member-at-Large

James Frank – Member-at-large

Byron Malogrides – Member-at-Large

Kerrie Wilson – ProCom

Gail Kramer – Recording Secretary

Marian Moore – 1526 Star Stella

Scott Gruber – 1565 Star Stella

Betty Slayton – 1556 Star Stella

Joann Simmons – 799 Seneca Drive

Bruce Duray – 762 Seneca Drive

Rose Duray – 762 Seneca Drive

Absent:  Heidi McLean – Secretary

CALL TO ORDER

Doug Zander called the meeting to order at 7:12 p.m.

MINUTES APPROVAL

Neil Berger motioned to approve the May 27, 2009 board meeting minutes as written.  John Faasen seconded the motion.  There was no additional discussion and a majority approved the motion.  James Frank abstained from the vote.

Neil also motioned to approve the May 27, 2009 executive session minutes as written.  Byron Malogrides seconded the motion. There was no additional discussion and a majority approved the motion.  James Frank abstained from the vote.

During a review of the April 22, 2009 board meeting minutes the following clarification was noted:

On page three, under the landscape report, bullet three, the minutes should have stated “Heidi McLean voted for the other bidder; not against it” and that Doug Zander supported the recommendation and did not vote against the motion as stated in the minutes.

Tracey Warren motioned to approve the April 22, 2009 minutes as amended.  Neil seconded the motion.  There was no additional discussion and the motion was unanimously approved

TREASURER’S REPORT:

Neil provided the following treasurer’s report:

• Running well below budget for the year.
• Questioned where a ½ payment for tree removal services appears on the financial statements.  Kerrie noted the contractor was paid the full amount because he finished the work and the payment will be reported in the June financials, which will be provided in July.
• Currently $159,000 cash on hand.
• $369,567 at Smith Barney.  $136,700 – rainy day funds, $217,856 in reserves repair/replacement.
• Collected $144,000 for the year.  Late fees and interest income are never budgeted for.
• Jim Frank asked if the reserve contribution for this year has been made and Doug provided information on how the contribution has been made in the past.  Neil suggested waiting until July to make the contribution.
• Byron noted  the $14,000 carryover from 2008 could be moved over into the rainy day fund.  Neil said he would like to see the final, actual vs. budget, from last year.  Doug suggested Neil make an appointment with Kerrie or Jerry Pruchniewski at ProCom to review the financials at ProCom and can then provide the board with the exact number at the July meeting.

PROCOM REPORT

Kerrie provided the following management report:

1. Transfers of Ownership

• 2479 Jostaberry, Angela and John Boudreaux – $385,000

1. Projects Completed/Underway

1. • Doug asked Tracey or her committee to look at the owner of 2401 Killarney’s request for a replacement tree.
   • Jim Frank noted his neighbor (2498 Jostaberry) received a letter regarding his lawn and suggested it may have been in error because he does not recall the yard being in disorder.  Kerrie noted Amanda Medford of ProCom did a site inspection of the town homes specifically looking for tall grass.   Doug noted it’s an example of the board needing to give ProCom specific direction on what they want them to look for.    Discussion ensued.
   • Lawn maintenance letters were sent to 911, 921 & 937 Arkblack; 2399, 2409, 2414, 2427, 2436, 2440 and 2498 Jostaberry, and 800 Miracrest.
   • 1533 Star Stella – second fence letter.
   • 2392 Jostaberry – items left out.
   • ACC violations:  2492 Jostaberry – deck and 1530 Star Stella – vegetable garden.

COMMITTEE REPORTS

COMMUNICATIONS – Heidi McLean, the committee’s board liaison was absent.  Byron noted the new signs were out but they did not include the meeting location change.

LANDSCAPE – Tracey Warren provided the following report:

• She walked the community with Kerrie and Seasonal Changes, which was very educational and informative.  Seasonal Changes has subsequently removed several dead shrubs and suggested rearranging shrubs, etc. at the area around the Killarney entrance to make the area look nicer. Marian Moore noted Seasonal Changes uses commercial grade herbicides that may have killed the shrubs.  After extensive discussion the board decided not to act on Seasonal Change’s suggestion to move some of the shrubs to fill in bare spots.  Discussion regarding Seasonal Changes ensued and it was noted the board is considering a full landscape company vs. a landscape maintenance company.
• The “dead-end” sign on Killarney is broken.  Kerrie informed Seasonal Changes of the issue.
• Contacted representative from the state level regarding mosquitoes in the storm water management ponds.  She was told pellet dunks  aren’t necessary and that spraying is done first. Discussion ensued.
• Suggested sending a letter to Winchester Homes regarding the work Belair did at the front entrance.  Kerrie said she has drafted a letter to Winchester Homes.
• In regard to the sinkhole that has developed the engineer’s report helped Winchester Homes take responsibility for previous sinkholes.
• A light bulb is out at the front of the community.
• ProCom received complaints from a homeowner about trash issues on Killarney but the homeowner was reluctant to provide addresses of the offenders.  Kerrie said previously addresses were given and letters were sent.  Jim motioned to authorize Kerrie to conduct a site visit on Wednesdays to look for trashcans.  John seconded the motion.  There was no additional discussion and the motion was unanimously approved.  Byron noted there is a town house on Killarney for sale with a pod that has tons of white trash bags out.
• Tracey reported the board is considering not holding an August meeting due to vacation schedules, space availability, etc., but the board would have to agree to conduct business via e-mail.  Byron motioned to allow the board to address association business via e-mail during the month of August and not hold the August meeting.  Jim seconded the motion.  There was no additional discussion and the motion was unanimously approved.
• Tracey announced she was nominated to join the Anne Arundel County Women’s Commission and her nomination is pending.
• Gold Leaf was able to mulch the playgrounds in a timely manner.

PARKING – Jim Frank reported ProCom is seeking bids to resurface roads at the town homes, re-stencil, paint curbs, etc., and at the pool and noted there is $20,000 reserved for road resurfacing.

POOL – Neil provided the following report:

• Hoping to replace the soda machine with a new vendor soon.
• An adult pool party is being planned for August.  JoAnn Simmons said the event will be held on August 1^st from 8 – 11 p.m., adults only 21 and over and provided details of the event including the $5.00 fee for the event.   Jim said he didn’t think the association should charge for a social event.  Joann said homeowners are paying association dues to take care of the community not to have a party. Extensive debate regarding the event’s budget of $1,000 – $1,200, the $5.00 fee, a one-day  liquor permit  and the need for security ensued.

JoAnn said the social committee is planning to hold a family day at the pool on July 19^th from 11 a.m. until 3 p.m.   There was extensive discussion regarding the board and committee’s decision making process, community announcements of the event, the planning meeting, whether the party was presented to the board for approval, etc.

Neil motioned to approve an August 1^st adult pool party from 8 – 11 p.m. with a budget not to exceed $1,000 which will include lifeguards, use of the pool, party supplies, etc., and will come out of the pool committee’s budget.   Jim seconded the motion.  The motion was approved with a majority (four) in favor.  Tracey abstained from the vote.

Jim motioned not to charge $5 per person for the pool party and suggested funds could come from the rainy day fund.  John seconded the motion.  Two were in favor and three were against the motion.  The motion failed.   Homeowners will be charged $5.00 at the door to attend the party.

Neil motioned to obtain a one-day liquor license with Heidi McLean, Jim Frank and himself as signers of the application.   Byron seconded the motion.  There was no additional discussion and the motion was unanimously approved.

Jim motioned to approve the family pool party for  July 19^th.  John seconded the motion.  There was no additional discussion and the motion was approved with a majority (four) in favor. Tracey abstained from the vote.

SAFETY – Byron Malogrides provided the following report:

• In response to homeowners’ request to have Officer Henry patrol other areas in the community, Officer Henry spent four watches on Jostaberry and pulled over many drivers for speeding.
• There were also homeowners with concerns at the May meeting about teens hanging around the tot lot after hours.  Officer Henry changed his hours to 9 – 11 p.m. and did find a problem with teens loitering at the Jostaberry tot lot.
• The security committee is working on developing a neighborhood watch program and hopes to have a representative from the police department meet with them at the next planning session.  The committee is tentatively planning present information to the community at the July 22^nd board meeting.
• Kerrie and Byron will walk the community to pinpoint locations for additional signage, i.e., “No Parking” at the end of Star Stella.

HOMEOWNER’S FORUM

Marian Moore noted homeowners don’t really get a change to address the board because the meetings run out of time when the meeting gets to the homeowners’ forum.  Neil said the board meeting is primarily for the board to address community business and for the homeowners to hear what the board is working on.  Tracey suggested homeowners call Kerrie at ProCom to get issues added to the agenda.

A homeowner asked why the board votes on minutes when the homeowners don’t get a chance to see them.  Kerrie explained what has to happen in executive sessions vs. what can happen in open session and noted the minutes are posted on the association’s website after they are approved.  The group discussed moving homeowner comments to the beginning of the meeting.  Discussion ensued.

ADJOURNMENT

Meeting adjourned at 8:33 p.m.

Approved as written: ________________________________________________

Approved as amended: _______________________________________________

Submitted via e-mail to Kerrie Wilson at ProCom on July 8, 2009

Gail Kramer/Recording Secretary

gailkramer@comcast.net

Minutes of the Board Meeting

May 27, 2009

[These notes can be downloaded here]

The Board of Directors of Chapel Grove Homeowner’s Association met at Waugh Chapel Elementary School on Wednesday, May 27, 2009.  Present were:

Doug Zander – President

Tracey Warren – Vice President

Neil Berger – Treasurer

Heidi McLean – Secretary

Byron Malogrides – Member-at-Large

Kerrie Wilson – ProCom

Geoff Voight – Wells Fargo

Gail Kramer – Recording Secretary

Josh Mahoney – Landscape Committee

Marion Moore – Homeowner

Nine additional homeowners

Absent:  John Faasen and James Frank – Members-at-Large

CALL TO ORDER

Doug Zander called the meeting to order at 7:02 p.m.

FINANCIAL ADVISOR DISCUSSION

Doug introduced Geoff Voight to the membership.  Mr. Voight managed the association’s funds when he worked at Smith Barney and since left that firm to go work at Wachovia.  Mr. Voight provided the following information:

• Managed Chapel Grove’s funds for three years and during that time period developed a written investment policy that the association’s funds must be in FDIC deposits, treasury notes and money market accounts.
• The association does not pay any fund management fees.
• Most of his clients are Naval Academy graduates and one of the reasons he left Smith Barney was because he was told clients with less than $75,000 clients will be taken from him and placed in a call center.  Mr. Voight stated he felt it was wrong to do that so he left Smith Barney.
• There are no account minimums, no administrative fees at Wachovia.

After Mr. Voight left the meeting the board discussed the history of the association’s relationship with Smith Barney and lack of communication regarding two CDs that recently matured.  Neal motioned to authorize ProCom to move the association’s investment accounts from Smith Barney to Wachovia to be invested in accordance with the association’s investment policies.  Byron Malogrides seconded the motion.  There was no additional discussion and the motion was unanimously approved.  The board also agreed to authorize Mike Finley, Jerry Pruchniewski, Neil and Doug as signatories on the accounts.

MINUTES APPROVAL

The board agreed to table approval of the April 22, 2009 minutes because the board did not get them in time to review them.

TREASURER’S REPORT:

Neil provided the following treasurer’s report:

• Provided the association’s monthly financial information.
• Currently running a $46,243 surplus.
• Under budget for the year $36,236.
• Reserve account has $133,000 in operating rainy day fund and $218,000 in repair/replacement fund.
• Byron noted the FDIC increased the insured level from $100,000 to $250,000 and questioned whether some funds would need to be moved.  Neil suggested the board consider moving some money in June.   Byron noted the annual reserve contribution has not been made yet.  Kerrie Wilson stated ProCom will move the funds whenever the board is ready.  Byron noted a $14,000 carryover from last year’s account was not spent and was left in the checking account to be used for the year’s start up money.  Normally the board waits to move that money into the rainy day fund when the checking account is built up.

PROCOM REPORT

Kerrie provided the following management report:

1. Transfers of Ownership

• None to date

1. Projects Completed/Underway

1. • Seasonal Changes – inspection report, newsletter
   • Tree removal letter.
   • Anchor Aquatics – pool party application.
   • Three proposal – tot lot wood carpet:

1. Playground Specialists – $6,678.00
2. Gold Leaf Group – $5,737.50
3. Seasonal Changes – $6,500.00
4. Annapolis Painting – $2,425, gatehouse (optional) – $695.00
5. CertaPro Painters – $1,650, gazebo (optional) – $1,030

1. • Two proposals – pool house:

1. • Overall, pool pass distribution went well
   • Neil reported there is a tree behind Arkblack on the path that was cut but is being held up by another tree.    Josh Mahoney said he would investigate the issue and report his findings to Kerrie.

1. Correspondence

• 2401 Killarney – request for replacement tree
• Letter and e-mail received – complaint regarding 1209 Steuben
• Letter sent – 699 Reliance regarding lawn maintenance
• E-mail received – 699 Reliance regarding lawn maintenance
• Letter sent – 1708 Jonafree regarding returned check for stop payment
• Letter sent – 2482 Jostaberry regarding nuisance

COMMITTEE REPORTS

COMMUNICATIONS – Heidi McLean provided the following report:

• Apologized for the miscommunication on the website regarding the meeting’s start time.
• James, the current webmaster, would like someone else to take over the job.  Homeowners were encouraged to contact Heidi if they are interested in helping.    A volunteer is needed by July 1^st.  Discussion regarding the feasibility of utilizing the website in its current state and the potential costs to design a new one ensued.
• The next edition of the newsletter will be published in June and mailed to homeowners with the meeting announcement letter.  Homeowners were encouraged to contact Heidi if they have information they would like included in the newsletter.
• Researched sandwich board options as a way to communicate with the homeowners and the average cost is $150 for one sign.   Heidi motioned to approve option 2 of the information she sent the board, at a cost not to exceed $750 to purchase three signs and kits.  Tracey Warren seconded the motion.  There was no additional discussion and the motion was unanimously approved.  Heidi will also purchase locks so the signs can be locked to a post.

COVENANTS

Kerrie noted the committee has a deadline for homeowners to submit architectural change applications.  Doug suggested the committee post information on the application process to the website and in the newsletter so homeowners can understand the process.

LANDSCAPE – Tracey provided the following report:

• Knab’s Tree Service contract was addressed.  Kerrie reported the owner has completed 50% of the work and is requesting the association make pay half of the contract’s invoice.   Tracey noted the original bid was $10,000 and some change and because a partial payment of 50% was not part of the contract she suggested paying Knab’s 35% of the approved bid.  Doug questioned what the board is doing to confirm ½ the project has been done.  Josh Mahoney, the landscape chair agreed to inspect the community to determine if half of the work has been done and will report back to the board.  Neil motioned to pay Knabs Tree Service the requested payment of $5,000 contingent upon board verification the work has been done.  Byron seconded the motion.  The motion was unanimously approved.
• The board reviewed the Atlantic Lighting and Irrigation contract.  Tracey motioned to approve the contract.  Neil seconded the motion.  There was no additional discussion and the motion was unanimously approved.    Doug suggested Tracey and her committee consider Josh Mahoney’s suggestion to consider Atlantic Lighting for irrigation and electrical services and then advise the board of their recommendation.
• Tracey reported Bel Air repaired the electrical issues at the gatehouse and fixed the pool lights.  Kerrie noted the repairs are guaranteed for one year and explained the repairs to the lights at the pool.  The total expense was $2,043 for the gate house and $512 for labor and materials at the pool.  Tracey noted the electric lines were not properly installed at the gatehouse and suggested the board consider addressing the issue with Winchester Homes because it was a builder error.
• Discussed the Seasonal Changes contract in regard to seasonal plantings.  Josh noted Seasonal Changes is not a design company and suggested the committee seek bids from landscape design firms.  Tracey and Josh were tasked with reviewing options and providing their recommendations to the board.   It was noted the association has a 90 day notice termination clause in its Seasonal Changes contract.
• There was extensive review of the three proposals Kerrie secured for tot lot wood carpet including delivery timelines and product specifications.    Tracey motioned to approve the proposal from Gold Leaf Group for $5,737.50 provided delivery is within a reasonable length of time.  If not, she will contact the board with a secondary option.  Heidi seconded the motion.  There was no additional discussion and the motion was unanimously approved.

POOL – Neil provided the following information:

• ProCom handled the distribution of the pool passes and he did not hear any complaints.
• The board reviewed four bids to wash and paint the pool house.  Neil motioned to accept The Painting Company’s bid for $2,387.63.  Byron seconded the motion.  There was no additional discussion and the motion was unanimously approved.
• A homeowner reported trash cans purchased for the pool last year are missing.  Doug noted as the pool committee liaison Neil can execute the purchase of items for the pool if the cost is under $500.  The same homeowner said additional chairs need to be purchased as well.  Doug tasked Neil with investigating the issue.

SAFETY – Byron Malogrides provided the following report:

• Officer Henry arrested a young lady driving without a license because it was suspended.  The officer also stopped nine vehicles one Saturday morning between 8 a.m. and 10 a.m.
• The committee will try to get a representative from the Anne Arundel County Neighborhood Watch program to attend the July meeting.

SOCIAL –

Sharon Cinotti reported the committee will meet June 1^st to plan activities.  Doug said the social committee needs to coordinate with the pool committee because there are a couple of events being considered at the pool.  Heidi asked Sharon for the schedule by June 7^th.

HOMEOWNER COMMENTS

1. Kerrie reported a homeowner expressed concern via e-mail regarding another homeowner who sits and points a machine gun outside.
2. In response to a homeowner’s question regarding tot lots Doug reported the board is in the early stages of investigating options, i.e., upgrading existing lots, replacing or adding new equipment, etc.  Tracey said part of the research will be determining how many tot lots are required in a community of this size, homeowner feedback, etc.   Doug assured the homeowner the board would not be making any decisions on the tot lots without seeking input from homeowners.
3. A homeowner reported there is a problem with teenagers loitering from 8:00 p.m. until the early morning hours and thought the board should be aware of the situation.  Doug acknowledged the concern and advised homeowners to call the police, advise ProCom, and that Officer Henry can be notified of the problem.  .

ADJOURNMENT

Meeting adjourned at 8:36 p.m.

Approved as written: ________________________________________________

Approved as amended: _______________________________________________

Submitted via e-mail to Kerrie Wilson at ProCom on June 10, 2009

Gail Kramer/Recording Secretary

gailkramer@comcast.net

Minutes of the Board Meeting

April 22, 2009

[These notes can be downloaded here]

The Board of Directors of Chapel Grove Homeowner’s Association met at Waugh Chapel Elementary School on Wednesday, April 22, 2009.  Present were:

Doug Zander – President

Tracey Warren – Vice President

Neil Berger – Treasurer

Heidi McLean – Secretary

John Faasen – Member-at-Large

James Frank – Member-at-large

Byron Malogrides – Member-at-Large

Kerrie Wilson – ProCom

Gail Kramer – Recording Secretary

Nancy Gossard – Homeowner

Marion Moore – Homeowner

Joe Mroz – Homeowner

Three additional homeowners

CALL TO ORDER

Doug Zander called the meeting to order at 7:10 p.m.

MINUTES APPROVAL

The minutes from the March 25, 2009 board meeting were reviewed.  Neil Berger and John Faasen noted their names were spelled incorrectly. Neil motioned to approve the minutes as amended.  John seconded the motion.  There was no additional discussion and a majority approved the motion.  One board member abstained.

PRESIDENT’S REPORT

Doug reported the new board is working well together.

TREASURERS’ REPORT:

Neil provided the following treasurer’s report:

• The association is in a good cash position and slightly under budget for the year.
• The board will consider several options at its next planning meeting including spreading the checking accounts to two different banks, the capital contribution, etc.  Doug tasked Neil with drafting options for the Board’s review at the next planning meeting.
• Kerrie Wilson was tasked with sending a copy of the reserve study to the board members.
• The draft audit has been received from Strauss and Associates.
• ProCom controls the association’s money not the board.
• The association operated at a deficit last year but had full replacement reserves funded for the year, resulting in an increase in overall funds for the year.  He noted the difference was a result of the improvements at the entrances. Doug stated he wants funds moved into the budget as projects are approved and noted the association should have a zero to zero budget from year to year.

There was extensive discussion concerning whether the rainy day funds were moved into the operating budget last year. Neil explained there is no straight revenue to reflect the expense and noted there is a difference between audit and budget.  An audit is done on an accrual basis and the budget on a cash in/cash out basis, which are two different standards for accounting.  Doug stated the record should reflect the board managed to its budget and had a $14,000 carry over for 2008.

• Neil motioned to accept the draft audit as presented by Strauss & Associates.  John seconded the motion.  There was no additional discussion and the motion was unanimously approved.  Doug signed the management representation letter from Strauss & Associates.

• Neil reported the association’s Smith Barney broker, Geoffrey Voight, moved to Wachovia, which will become Wells Fargo Securities and provided the history of the association’s relationship with the broker.  The Board will meet with Mr. Voight at the next planning session and invite him to a board meeting to explain the association’s investments.

PROCOM REPORT

Kerrie provided the following report:

1. Transfers of Ownership

• None to date

1. Projects Completed/Underway

1. • Provided information from Winchester Homes regarding landscaping improvements they are working on.  The walkthrough has been pushed back to the summer.
   • Seasonal Changes – inspection report and newsletter.
   • E-mail request for a tree from owners of 2401 Killarney.
   • 806 Colette – letter sent regarding lawn maintenance and e-mail response.
   • 1512 Criterion – letter sent regarding yard maintenance.
   • 2454 Jostaberry – letter sent regarding play equipment and mildew.
   • 2435 & 2437 Killarney – second letters sent regarding trash.
   • 1303 & 1304 Rome – letter sent regarding animal violations.
   • 798 Seneca – letter sent regarding a boat.
   • 802 Seneca – letter sent regarding trash.
   • 1533 Star Stella – letter sent regarding fence maintenance.
   • 1311 Waneta – letter sent regarding home based business.
   • Winchester Homes – three e-mail correspondences.
   • Budgets for committees.
   • Draft copy of 2008 audit from Strauss & Associates.
   • Smith Barney signature card update.
   • Wachovia transfer request received from broker Geoffrey Voight.

COMMITTEE REPORTS

COMMUNICATIONS – Heidi McLean reported the committee is considering purchasing inexpensive signs for the three entrances to help improve communications with homeowners.  The next newsletter will be published in June.  Homeowners were encouraged to contact the committee with information they would like included in the next edition.

LANDSCAPE – Tracey Warren provided the following report:

• The association is participating in the county’s mosquito spraying program again this year.   Information regarding how to opt out of the program was included in the letter to homeowners announcing the board meeting date and will also be posted on the association’s website.
• Reminded homeowners that after listening to the community’s input regarding the traffic circle at the March meeting, the board voted against installing one permanently at Star Stella. The county was notified of the board’s decision.
• Three companies submitted proposals to investigate and repair the cause of electrical issues at the front entrance.  After reviewing the specifics of each bid Tracey motioned to accept Belair’s bid of $2137.  Heidi seconded the motion.  There was no additional discussion and a majority voted in favor of the motion.  Doug voted against the motion.
• Kerrie was tasked with asking Belair to evaluate and make repairs to the lights at the pool.  The work will be done at an hourly rate of $80.
• Kerrie reported she met with Playground Specialists, who conducted a review of three playgrounds within the community.  The Arkblack playground needs has been vandalized several times and needs the most attention.

After extensive discussion regarding traditional and rubber mulch, playground equipment and tot lot locations, Doug asked the landscape liaison and committee to research the current state of the tot lots, enhancements, replacements, the associated costs, equipment, fencing recommendations, etc., and bring the information to the next planning meeting for the board’s review.  Kerrie was tasked with asking the county if there is a requirement that the association has to maintain a tot lot.

• There was extensive discussion concerning the pros and cons of accepting the county’s dumpster program or contracting with a trash removal company to bring in a dumpster.   Tracey made a motion to arrange a dumpster through the trash removal company.   Heidi seconded the motion.  Two board members voted in favor, and four voted against the motion.  The motion failed. Doug suggested formulating a plan for the community clean up day and then communicating it to the homeowners.

POOL – Neil reported the pool will open on May 22^nd, the drains have been retrofitted and he is coordinating Kerrie on pool passes.

SAFETY – Byron Malogrides provided the following report:

• Officer Henry is pulling over 5 – 9 vehicles per shift.  Fewer warnings and more citations are being issued which means he is stopping repeat offenders.
• Working with Nestor Flores to consider no parking zones to improve visibility at certain intersections.
• The committee is also discussing a neighborhood watch program and has done some ground work with the county.    He also reported some teenagers vandalized footboards but were caught and forced to pay fines.
• The county police picked up a local individual suspected of automobile break-ins and he is now incarcerated.

SOCIAL – Doug reported the social committee has put together a proposed agenda and will present it to the board at the next planning meeting. Heidi reported the Easter egg hunt was very successful and noted $250 of the $300 budgeted was spent.

COVENANTS

1. There was extensive debate regarding invisible fences, whether it is a safety issue and if the rule regarding fences should be modified to state invisible fences must be installed in the backyard.   The group also questioned whether the installation of one would require an architectural change request. The issue was tabled until the next planning meeting.
2. Doug asked John to provide an update on the status of the covenants rewrite at the next planning session.
3. Kerrie reported the status of the following architectural change requests:

• 1551 Star Stella – patio:  approved.
• 692 Reliance – steps at garage:  approved.
• 1575 Star Stella – patio: pending.
• 765 Seneca – fence: pending.
• 1503 Criterion – patio: pending.
• 1415 Macfree – patio: pending.

HOMEOWNER COMMENTS

1. Kerrie stated three homeowners submitted topics for discussion prior to the meeting but were not present to address the issues with the board.
2. Joe Mroz asked why Verizon has not extended the fiber optic network beyond Winesapp and noted he was led to believe it was going to be extended throughout the community.  Doug said he would ask his neighbor, a Verizon manager, to research the issue.
3. Amanda Martin of 765 Seneca asked for a status report on her fence application.  John Faasen will review the application and let Kerrie know the committee’s decision as soon as possible.
4. Doug asked Kerrie to send copies of all contracts associated with the association, i.e., landscape, irrigation, management services, etc., to the board.

ADJOURNMENT

Neil motioned to adjourn the meeting at 8:34 p.m. Heidi seconded the motion.   There was no additional discussion and the motion was unanimously approved

Approved as written: ________________________________________________

Approved as amended: _______________________________________________

Submitted via e-mail to Kerrie Wilson at ProCom

Gail Kramer/Recording Secretary

gailkramer@comcast.net

[These notes can be downloaded here]

Minutes of the Board Meeting
March 25, 2009
The Board of Directors of Chapel Grove Homeowner’s Association met at Waugh Chapel Elementary School on Wednesday, March 25, 2009.

Present were:
Doug Zander – President
Tracey Warren – Vice President
Heidi McLean – Secretary
John Fassen – Member-at-Large
James Frank – Member-at-large
Byron Malogrides – Member-at-Large
Kerrie Wilson – ProCom
Gail Kramer – Recording Secretary
Additional homeowners
Absent: Neal Berger – Treasurer
CALL TO ORDER
Doug Zander called the meeting to order at 7:07 p.m.
MINUTES APPROVAL
Heidi McLean motioned to approve the February 25, 2009 organizational meeting minutes as written. John
Fassen seconded the motion. There was no additional discussion and the motion was unanimously approved.
Jim Frank motioned to approve the February 25, 2009 Board meeting minutes as written. Heidi seconded the
motion. There was no additional discussion and the motion was unanimously approved.
Heidi motioned to approve the February 25, 2009 executive session minutes as written. Jim seconded the
motion. There was no additional discussion and the motion was unanimously approved.
PRESIDENT’S REPORT
Doug reported the new board is working well together.
TREASURERS’ REPORT:
Neal Berger was absent so Byron Malogrides provided the following information:
• The association’s investments are in money market funds. The operating rainy day account currently
has approximately $131,000 and the replacement reserves account $217,000.
• $130,000 in checking account, which concerns him. Carrying $14,000 from last year’s account, which
will end up in the rainy day account. Using it as capital to operate with right now.
• Kerrie Wilson reported the association does not owe any federal or state taxes. The draft audit is being
prepared.
• Byron motioned to remove Nancy Gossard as a signatory on the Smith Barney account and to add Neal
Berger as a signatory. Jim seconded the motion. There was no additional discussion and the motion was
unanimously approved.
PROCOM REPORT
Kerrie provided the following report:
1. Transfers of Ownership
• None
2. Projects Completed/Underway
• Approved permit for school use January – April 22nd
• Seasonal Changes – inspection report and newsletter
• BGE report for outage at Mericrest
• Anchor Aquatics – aquatic facility review form – signature required
• Committees’ – cost to date
• Correspondence to homeowner on Jostaberry regarding toys/mildew
• Correspondence to homeowner on Steuben regarding lawn maintenance
• Submitted mosquito spraying application to Anne Arundel County. Homeowners were advised
to submit a request for exclusion form if they do not want to participate in the program.
COMMITTEE REPORTS
SAFETY – Byron provided the history of the traffic survey and the installation of the temporary circle.
Results of the county’s traffic survey indicated the association does not have a problem with speeding.
He also noted 95% of drivers getting stopped for speeding are homeowners. Byron asked Joe Candella,
a member of the safety committee for his input on the issue and Joe stated he thinks the circle creates a
safer environment because it at least requires drivers to slow down in the area.
Homeowners stated their opinions of the circle and after extensive discussion Byron motioned to
authorize the installation of the circle in a permanent manner. Jim seconded the motion. Doug
questioned whether there were enough people present to have a voice on the issue. Byron said
homeowners were informed the issue would be addressed at the meeting. A vote was called and two
Board members voted in favor (Byron and Doug), three were opposed (Heidi, Tracey and John) and
there was one abstention (Jim). The motion did not carry.
Tracey asked homeowners for their opinion on invisible fences because she thinks it is a safety issue and
read the section of the association’s guidelines pertaining to fences. Tracey motioned add the following
verbiage to the rule: “No fencing, no invisible pet fencing, shall be allowed to be included in the front
yard.” The motion was not seconded and after extensive discussion Kerrie was tasked with notifying
homeowners the issue will be addressed at the next meeting.
COMMUNICATIONS – Heidi said the newsletter went out introducing the new board and the next
one will be published in June. Homeowners were asked to send her information they would like
included in the next newsletter. She also noted the next edition will be posted on the association’s
website.
LANDSCAPE – Tracey provided the following report:
• The Board is working on how to repair the electrical issues at the gatehouse and has received bid
requests from three companies.
• The addition of a new playground will be addressed at a future meeting. Existing playgrounds
will be mulched.
• There has been some debate about whether to install pet waste stations and noted homeowners
do not want stations installed near their home. There was also a suggestion to install signs and
bag stations.
• Kerrie said Knabs Tree Service was contracted to take down trees on common property that
pose a threat to homeowners. The work should be completed within the next 30 days.
Homeowners were advised to close their blinds when the tree removal is taking place. The list of
trees is on the association’s website. The Board tasked Kerrie with sending the affected
homeowners a letter advising them of the issue.
POOL – The Board approved a bid from Anchor Aquatics to refit balance lines to come into appliance
with a new law.
SOCIAL – Doug reported the committee plans to hold an Easter egg hunt.
HOMEOWNER COMMENTS
A townhouse owner asked about installing a sprinkler system. Kerrie advised the homeowner to submit an
architectural change request for the covenants committee’s review and to include a plat with the application
indicating where the sprinkler system will be installed.
ADJOURNMENT
Jim motioned to adjourn the meeting at 8:10 p.m. Heidi seconded the motion. There was no additional
discussion and the motion was unanimously approved
Approved as written: ________________________________________________
Approved as amended: _______________________________________________
Submitted via e-mail to Kerrie Wilson at ProCom
Gail Kramer/Recording Secretary
gailkramer@comcast.net

[These minutes can be downloaded here]
Minutes of the Board Meeting
February 25, 2009
The Board of Directors of Chapel Grove Homeowner’s Association met at Waugh Chapel Elementary Schoolon Wednesday, February 25, 2009.

Present were:
Doug Zander – President
Tracey Warren – Vice President
Heidi McLean – Secretary
Neal Berger – Treasurer
John Fassen – Member-at-Large
James Frank – Member-at-large
Kerrie Wilson – ProCom
Gail Kramer – Recording Secretary
Nancy Gossard – Homeowner
Marion Moore – Homeowner
Josh Mahoney – Homeowner
Six additional homeowners
Absent: Byron Malogrides – Member-at-Large
CALL TO ORDER
Doug Zander called the meeting to order at 6:37 p.m. Introductions were made.
MINUTES APPROVAL
Heidi McLean motioned to approve the minutes from the September 24, 2008 Board meeting. Jim Frank
seconded the motion. There was no additional discussion and the motion was unanimously approved.
PRESIDENT’S REPORT
Doug reported the new Board has already held two planning meetings and everyone is committed to working
for the betterment of the association.
TREASURERS’ REPORT
Neal Berger provided the following report:
• The association operated at a $14,000 surplus last year.
• Building reserves. The investment more than covers reserve balance.
• Thinks the association can only be invested in money market funds.
• Neal motioned to accept the audit engagement letter from Strauss & Associates for $1,150. Jim Frank
seconded the motion. There was no additional discussion and the motion was unanimously approved.
• Kerrie was tasked with asking the auditor why the pool equipment is not included on the personal
property return.
PROCOM REPORT
1. Transfers of Ownership
Chapel Grove HOA Board Meeting Minutes
May 28, 2008
Page 2 of 4
• 1708 Jonfree Court, Ahmed & Alesia Mezaache, $675,000
• 2494 Jostaberry Way, Jesse Buppert & Laura Yingling, $344,000
2. Projects Completed/Underway
• Approved permit – school use January – April 22nd
• Personal property tax
• Smith Barney signature card
• Seasonal Changes – inspection report, newsletter and tree guarantee
• Belair Electric – pool parking lot lights
• Bartlett Tree – 2009 plant care program
• E-mail correspondences: 2412 Killarney foreclosure, “harassment”
• E-mail complaint, letter sent: 2435/2437 Killarney, trash
• E-mail complaint, letter sent: 2412 Killarney, security concern
• Letter received re: Burchett fence ACC approval
OLD BUSINESS
• Seven trees were replaced in the fall. Seasonal Changes will extend its one time replacement
guarantee.
• Kerrie reported there are possible maintenance issues with several of the lights in the pool parking lot.
Belair has submitted a proposal but the Board asked Kerrie to secure additional bids and outlined the
criteria to be included in the request.
• Kerrie provided the history of the gatehouse electrical issues and explained there may be a break in the
line. Tracey will develop the appropriate scope of work verbiage to be used when seeking proposals and
report back to the Board.
NEW BUSINESS
• Neal reported there is a problem with lights going out in sequence in the town home section from
Miracrest to Lamoka to Arkblack. Kerrie will get the numbers from the poles and report the issue to
BGE.
• Neal volunteered to be the on-site pool contact. Kerrie will give this contact information to Anchor
Aquatics.
• There was extensive discussion concerning the trees that were identified as possible risks. The trees
will be taken down but they will not be removed. Heidi motioned to accept a bid from Knabb’s to take
down the trees as outlined in the proposal at a cost of $10,175. Jim seconded the motion. There was no
additional discussion and the motion was unanimously approved.
COMMITTEE REPORTS
Communications – Heidi reported she is the committee’s Board liaison. Danielle Mahoney has
agreed to work on the newsletter again with Heidi and their initial goal is to publish it quarterly. They
will also work to post more information on the website.
Covenants – John Fassen reported he is the committee’s liaison. Kerrie noted the following
architectural change requests were approved:
• 692 Alliance
• 1557 Starstella – patio/walkway
• 776 Seneca
• 1309 Rome
• 1504 Criterion

John noted the committee reviews change requests every 2nd Thursday.
Landscape – Tracey is the committee’s and noted the most pressing issue is the electrical problem at
the gatehouse. The Board is also reviewing its contract with Seasonal Changes. Heidi said Tracey has
suggested a community beautification day where the homeowners work together on the landscaping.

Parking – Jim is the committee’s Board liaison and explained the towing policy

POOL – Neal is the liaison and announced he is looking for volunteers for the committee. The
committee is considering several issues, i.e., pool enhancements, extending operation hours, adult
swims, etc. Anchor Aquatics is contracted to manage the pool. The committee will also consider pass
distribution procedures.
Safety – Doug reported Byron is the committee liaison. The traffic circle will be addressed at the
March Board meeting.
Social – Doug is the liaison and will work with committee members to plan the year’s social events for
adults and children. Doug noted the board has identified communication as one of the shortfalls and it
will be great to have Heidi working on the issue. Jim again suggested installing a signpost that can be
used to notify homeowners of upcoming events, meetings, etc. Doug said the issue could be addressed at
a planning meeting.
HOMEOWNER COMMENTS
1. Heidi asked if James is still the Webmaster. Kerrie said yes.
2. Josh Mahoney noted the problem with Jim’s suggestion to install a signpost before was that the group
could not reach consensus on style, location, need, etc. The Board agreed to discuss the issue at a
planning meeting.
3. Marion Moore asked if it is a privacy issue as to which homes are foreclosed on in the community.
Kerrie said it is public record posted in the newspaper but the Board won’t publicize the information.
Neal said it’s a liability issue of defamation. Marion said she would like to know how many homes are
foreclosed on in the community. Kerrie said there are two or three foreclosures homes in the
community.
4. A homeowner noted there is huge problem with pet waste in the back of the community. Discussion
ensued.
5. A homeowner asked if there are any plans to install an additional playground in the community. Josh
suggested the Board come up with a budget and then the landscape committee would research the issue.
ADJOURNMENT
Jim motioned to adjourn the meeting to go into executive session. Heidi seconded the motion. There was no
additional discussion and the motion was unanimously approved.
CALL TO ORDER
Doug re-opened the open session to homeowners at 8:55 p.m. There were no homeowner comments.
ADJOURNMENT
Jim motioned to adjourn the meeting at 8:56 p.m. Neal seconded the motion. There was no additional
discussion and the motion was unanimously approved
Approved as written: ________________________________________________
Approved as amended: _______________________________________________
Submitted via e-mail to Kerrie Wilson at ProCom
Gail Kramer/Recording Secretary
gailkramer@comcast.net

[These minutes can be downloaded here]

The Board of Directors of Chapel Grove Homeowner’s Association met at Waugh Chapel Elementary School on Wednesday, September 24, 2008.

Present were:
Nancy Gossard – President
Luella Bressler – Vice President
Jim Frank – Treasurer
Mike Miller – Secretary
Byron Malogrides – Member-at-Large
Scott Wallace – Member-at-Large
Doug Zander – Member-at-Large
Kerrie Wilson – ProCom
Gail Kramer – Recording Secretary
Marian Moore – 1526 Star Stella Drive
Seven additional homeowners
CALL TO ORDER
Nancy Gossard called the meeting to order at 7:03 p.m.
APPROVAL OF MINUTES
The Board reviewed the minutes from the August 27, 2008 Board meeting. Jim Frank moved to approve the
minutes as written. Doug Zander seconded the motion. There was no additional discussion and the motion was
unanimously approved.
PRESIDENT’S REPORT
Nancy provided the following report:
1. The annual meeting will be held on October 22, 2008. It is an important meeting that requires a certain
number of homeowners represented either in person or by proxy to constitute a quorum; which is
required to have a legal meeting. All of the Board’s terms are ending so there are seven open Board
positions. Nancy will not be running again because she plans to move next year. Homeowners were
asked to contact Kerrie if they would like to run for the Board. Kerrie explained the absentee ballot and
informed homeowners nominations are also accepted from the floor.
2. Winchester Homes only has four more homes to sell and will be out of the community by the end of the
year.
3. Dan Hall, a covenants committee member and attorney, spent an enormous amount of time re-writing
portions of the documents. Homeowners were advised to watch their mail for information regarding
proposed changes to the covenants.
4. The reserve study has been completed.
5. The 2009 budget will be finalized by the annual meeting.
6. Asked for volunteers for various committees.
TREASURER’S REPORT
Jim Frank provided the following report:

Cash on hand in checking: $ 56,830.00
The investment at Smith Barney is: $361,254.00
a. Reserves operating/rainy day = $189,744.00
b. Reserves repair/replacement = $170,974.00
Total income for the month: $ 28,828.00
Total expenses for the month: $ 28,469.00
Net income for the month: $ 359.00
Net income (loss) year to date: $ 37,859.00
• The Board is working on the 2009 budget. The figures look good; they are in line with the past year.
He doesn’t think the dues will need to be raised.
• Byron said he couldn’t endorse the report. $54,000 needs to go from the checking account to the capital
reserves. Also need to move $60,000 from the rainy day fund to offset the budget. He also noted the
$13,000 from last year needs to be put into the rainy day budget. There is some bookkeeping that needs
to get done.
Jim said there was money specifically allocated last year that didn’t go into the rainy day fund. The
Board put in a line item on last year’s budget of $60,000 of income taken out of cash on hand to go into
this year’s income. Jim explained it never got officially moved and moved back.
Byron said if $60,000 is not taken out of Smith Barney account to pay the bills there will be a real
problem. $54,000 needs to be paid by the end of the year. Byron asked Kerrie Wilson to have Jerry
Pruchniewski of ProCom look at the issue. Jim said he would be happy to talk to Jerry about it.
• Doug tasked Kerrie for an estimate of completion so the Board knows exactly where the budget stands.
PROCOM REPORT
Kerrie provided the following report:
1. Transfers of Ownership
a. 2427 Jostaberry, Margaret Milhorn – $365,000
b. 2473 Jostaberry, Anthony Johnson – $367,000
c. 689 Reliance, Ronald and Fabiola – $650,000 ($5,300 in closing help)
d. 729 Seneca, Shannon and Thomas Steg – Sale price unknown
2. Projects Completed/Underway
a. Winchester Homes:
• E-mail and page excerpt regarding common trees
• Attorney opinion regarding trees and speeding
• State Farm statement – dead on common ground, HOA liable
• Section 4, one year warranty termination
• Walking path update

• Paving of sections five and six on September 29, 2008
b. Seasonal Changes inspection report and newsletter
c. State Farm notice regarding condos (informational purposes only; does not apply to HOA)
d. Approved facility use permit until 12/24/08
e. Letters sent to individual homeowners regarding not stopping for the school bus, lawn
maintenance, unapproved satellite dishes, broken window, faulty irrigation, and commercial
signs.
COMMITTEE REPORTS
LANDSCAPE –
Doug provided the following information:
• Tasked ProCom with ensuring the Board is involved with the walkthrough of sections five and
six with Winchester Homes.
• There are approximately 35 trees in sections five and six that need to be taken down by
Winchester Homes because the area has not been turned over to the association. Once the area
has been turned over the association becomes responsible for trees on common areas.
• The Board has tasked Kerrie with seeking bids from tree companies for their best and final offer
to take down (not remove) dead trees the association is responsible for. Doug explained there is
a specified line in the outer parts of the community that constitutes the conservation area. Nancy
explained the builder’s responsibility with the county in regard to re-forestization. Kerrie
explained the conservation area.
• A homeowner reported she has two trees that are ready to fall and Winchester Homes has said
there isn’t anything they can do. Kerrie said David Morck of Winchester Homes was told the
Board was not going to take no for an answer; Winchester would be held responsible for the
trees not yet turned over to the association. Winchester has agreed to look at specifications
provided by Bartlett Tree Experts and inspect the trees. If a tree has a red dot it has been
identified as being a safety concern. Extensive discussion concerning county permits ensued.
• Nancy explained problems associated with disruption to trees due to construction and the
expenses associated with keeping trees healthy.
• Marian Moore said 95% of the trees died around the pond and the only trees that lived are the
ones that benefited from her irrigation system. Byron noted the seedlings went in on the side of
the ponds to help with erosion. Scott Wallace asked if any thought has been given to over
seeding the area with wild flowers.
• Marian noted there is a lot of bare soil around the pond and Winchester used to re-seed the area
every fall; which is no longer done. Kerrie was tasked with contacting the county reforestization
representative to schedule a walkthrough of the property. Kerrie will contact Doug
after she schedules the appointment. Byron suggested Kerrie invite Marian to join them.
PARKING –

Kerrie said the county will not give her information on where they manufacture their street signs so she
is unable to find a perfect match. Byron contacted Nestor Flores of the county’s traffic engineering
department to ask the same question but he did not return the call.
POOL –
Luella Bressler thanked the pool committee chairs, Joann Simmons and Susan Lizzi for their hard work
this summer. The committee previously provided the Board a summary of the season and suggestions
for improvements to the pool pass process and the facility. The Board has received a renewal contract
from Anchor Aquatics. Luella moved to approve a two year contract (at no increase the 2nd year) with
Anchor Aquatics at a cost of $36,500. Jim seconded the motion. There was no additional discussion
and the motion was unanimously approved.
SAFETY –
Byron provided the following information:
• Officer Henry had the highest ever number of stops this month. The Board plans to continue
with the program.
• The county is installing a temporary circle at the intersection in front of the pool in an attempt to
slow down traffic. The association will determine its success in three to six months and then
vote on whether to make it permanent or remove it. A homeowner said she is concerned how
larger vehicles, i.e. buses, trucks will navigate it.
• Another homeowner asked why speed humps aren’t installed. Byron said the county won’t
allow the installation of speed humps because according to the traffic surveys there is not enough
traffic volume to warrant them.
• Jim asked if speeders could be fined by the Board. Kerrie said there is a provision in the
guidelines that allows the Board to fine homeowners for being a nuisance. The association’s
attorney submitted an opinion on the issue and Kerrie e-mailed it to the Board. The attorney said
the Board could fine homeowners for speeding but it would have to be added to the association’s
guidelines. Discussion ensued.
• Nancy noted the community hasn’t had any vandalism lately and thinks Officer Henry’s
presence helps.
SOCIAL –
Nancy reported a social event will be held on October 25th. Byron said the safety committee will be
involved.
HOMEOWNER FORUM
A homeowner asked if there will be street lights installed in the back of the community before Winchester
Homes leaves. Scott said Winchester should install them before they leave; that’s typically the last thing they
do.

ADJOURNMENT
The meeting adjourned at 8:03 p.m.
Approved by: ________________________________ Date: _______________________
President
Submitted via e-mail to Kerrie Wilson at ProCom on October 8, 2008
Gail Kramer/Recording Secretary
gailkramer@comcast.net