Chesapeake Village HOA MEETING MINUTES

Chesapeake Village HOA MEETING MINUTES

February 7, 2017 | 7:30 PM | North Beach Community Center, Second Floor

Meeting called by

/ Jennifer Tyler, President

Type of meeting

/ Organizational

Secretary

/ Richard Burch
/ Attendees: Jennifer Tyler (President), Ross Henry (Treasurer), Richard Burch (Secretary)
Absent: Jayson Frum (Vice President), Mary Illian (At-Large)
Residents: 1

Agenda topics

Agenda topic Chairman’s Report | Presenter Jennifer Tyler

The meeting was called to order and roll was taken. December 13, 2016 minutes were approved. There was no January 2017 meeting.

Greener Vision completed entrance and common area clean up to include pruning trees on the entrance hill, entrance sign and circle clean up.It was requested to have Greener Vision provide a Winter cleanup for future services within current agreement not to exceed $2500.00. A Board vote will be required next meeting.

Rebecca Fields is the QBHI HOA contact, email address . No additional QBHI interactions.

A discussion and vote is planned for the March 2017 meeting to have American Community Management provide additional community management services. The proposal provides information for 2 services available; 1. Accounting and Administrative (Basic) 2. Accounting, Adminstrative, Community, Property (Full Management).

Chesapeake Beach Town Council voted to award contract for radio transmission tower to be placed on water tower in the neighborhood.

BGE dropped off pole for street sign at entrance.

Bidsfor sidewalk from neighborhood to town are going out this week.

Traffic will be delayed into town due to fishing creek bridge construction.

No interested expressed for neighborhood watch.

Action items

Post agenda and minutes from the previous meeting.
Post Fishing Creek Bridge construction project status updates on the HOA’s Facebook page and HOA website.
Meet with QBHI to discuss the transition study findings and develop a plan to remedy the identified issues.
Contact Greener Vision regarding cleanup around the entrance sign and circle.
Vote required to have Greener Vision provide a Winter cleanup for future services within the current agreement.
Change Gmail and Dropbox passwords.
Discuss and Vote to have American Community Management provide additional services. /

Person responsible

Jennifer Tyler
Jennifer Tyler
Jennifer Tyler
Jennifer Tyler
Jennifer Tyler
Jennifer Tyler
Jennifer Tyler /

Deadline

Continuous
Continuous
Continuous
Completed
March 2017
March 2017
March 2017

Agenda topic Treasurer’s Report| Presenter Ross Henry

A list of residents eligible for 2016 rebate will be compiled in preparation for 2017 dues. Mailers for 2017 dues will go out this week, with due date set at March 31, 2017.

A rebate for 2017 was discussed. 80% dues returned for 2015 without rebate and 71% dues returned for 2016 with rebate. It was decided not to have rebate for the 2017 dues.

Action items
Update the database containing the list of residences and their owners after each sale.
Send out draft comparison between budget and actual 2016 expenses for the Annual Member’s Meeting.
Draft 2017 budget for presentation at Annual Member’s Meeting.
Post roster to Drop Box. / Person responsible
Jennifer Tyler and Ross Henry
Ross Henry
Ross Henry
Ross Henry / Deadline
Continuous
March 2017
March 2017
March 2017

Agenda topic Old Buisness| Presenter Jennifer Tyler

Action items
Work with QBHI to investigate the land records and collaborate on the deed transfer process. Confirm the deeds are correct with QBHI.
Work with QBHI to develop an action plan to remedy storm water around the circle.
Compile a list of residents who have not yet voted in the two measures up for adoption.
Review the open ballot initiatives and invalidate ballots from residents who no longer live in the neighborhood. Invite new homeowners to express their opinions via the ballots.
Add Jayson Frumto treasurer account.
Re-register HOA website domain name.
Install “No Parking” sign on the common area at the corner of Cavalcade Drive and Middle Ground Court; will ask Greener Visions. / Person responsible
Jennifer Tyler and Jayson Frum
Jennifer Tyler
Jayson Frum
Jayson Frum
Jayson Frum
Jayson Frum
Jennifer Tyler / Deadline
Continuous
1st Quarter 2017
1st Half 2017
1st Half 2017
March 2017
March 2017
March 2017

Agenda topic Architectural Review Committee| Presenter Board

One application for fence install was approved.

Action items
Draft individual letters to homeowners with serious ARC violations and send via certified mail.
Draft ARC letter to the homeowner with the unsecured trampoline visible from the street. / Person responsible
Jennifer Tyler and Barbara Poirier
Mary Illian / Deadline
Continuous
March 2017

Agenda topic Other business| Presenter Around the Board

Action items

Prepare an additional 10 resale packet binders for distribution amongst the Board. /

Person responsible

Jennifer Tyler /

Deadline

Continuous

Agenda topic Community Comments | Presenter Open Forum

No additional topics were raised.

Action items

Upload the Principal Office/Resident Agent forms to DropBox.
Add new common areas to insurance coverage once deeds are transferred.
Reschedule meeting with Town Public Works Director and Town Engineer. Work with Town to declare the lot between the circle and the woods as abandoned, once deed for this is obtained. /

Person responsible

Jennifer Tyler
Jennifer Tyler
Jennifer Tyler /

Deadline

On hold until QBHI amends the covenants.
On hold until QBHI amends the covenants.
Continuous

The meeting was adjourned