Chesapeake Village HOA MINUTES

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1 Chesapeake Village HOA MINUTES June 9, :30 PM Northeast Community Center, Second Floor Meeting called by Type of meeting Secretary Derek Favret, President Organizational Justin Matz Attendees: Jennifer Tyler (Vice President) Ross Henry (Treasurer), Barbara Poirier (At-Large/ARC Chair) Absent: None Residents: 5 AGENDA TOPICS Agenda topic Meeting Opening Presenter Derek Favret The meeting was called to order and roll was taken. Due to the Secretary being out of the country for the past month, the May minutes were not available for circulation. They will be presented along with the June minutes during the July meeting for approval. The President informed residents that the public part of the meeting would adjourn at 8:30 PM to allow for an executive session to discuss an ARC appeal. Post the agenda and minutes for the previous meeting (ARC meetings for April-May meetings required) Derek Favret Prepare the May meeting minutes for circulation to the Board Justin Matz July 14, 2015 Search for two more management companies and obtain proposals Ross Henry / Barbara Poirier / Jennifer Tyler July 14, 2015 Agenda topic Chairman s Report Presenter Derek Favret The President informed residents that the Board took an official action between meetings. The Board decided to initiate a collections process for assessments that are past due for two-years or more. These instances are being referred to the HOA s attorney to begin the needed work. The HOA will provide the needed documentation to the Attorney to move the process along. Initially, the Board had intended to initiate the collections process for the lone case of assessments overdue for three years. However, to save on resources, the Board agreed to pursue the twoyear overdue cases simultaneously. Summer-time means that the town has begun weekly recycling collections. Due to the inclusion of many nonrecyclable items in the blue/yellow bins, the town has announced a stricter policy for what will be taken. Items have to be in the bins, no bagged items will be taken. The new recycling policy, explaining why no materials in plastic bags will be taken and identifying unacceptable materials, such as pizza boxes, is available at: It was hard for residents not to notice the myriad of No Parking signs posted at the entrance to Brownie s Beach. Indeed, parking along the road was a serious problem over the Memorial Day weekend. The town recognizes that the number of signs is excessive and will thin them out. When the town installed those signs, they also switched out some of the No Parking signs in the neighborhood. However, they did not replace any of the damaged or missing signs. The HOA will work with the town to ensure this is done.

2 The Town Council is seeking to establish a task force made up of the local HOA Presidents. The task force is meant to identify common problems, city-wide issues, and seek input on town code changes. The task force will also serve as a centralized means of communication. The transition from QBHI to the HOA and the town is getting closer to completion. A date for a walk-through will likely be set for sometime this summer. In the meantime, the Board has compiled documentation with pictures that will be presented along with the Transition Study to QBHI. We will be adding the dead trees identified in a Greener Visions census to the list. Residents are encouraged to continue to report these issues (dead trees, poor landscaping, drainage, residual construction materials, etc.) to the HOA for inclusion on the list. One item that residents were concerned about is the status of the screening around the pump station at the entrance to the community. QBHI and the town are aware of the issue, and it is noted on the HOA s list of problems. QBHI has not indicated a willingness to fix it at this time, and they still have not ceded the deed to the property to the town, meaning that the town cannot take responsibility for repairs either. Many driveways on Lawrin are not yet paved. Residents whose driveways are still unfinished are urged to keep calling the sub-contractor responsible. QBHI has informed the Board that there are a few homes scheduled for driveway surfacing even through July. Residents asked about the possibility of No Outlet signs for the cul-de-sacs to limit people attempting to drive through. The town is responsible for road signage. They were asked to contact the town directly with this request and reminded that the HOA is available to assist should any communication issues arise. Inquire about capital funding for a crosswalk to Brownie s Beach at the next town meeting Post Fishing Creek Bridge construction project status updates on the HOA s Facebook page Meet with QBHI to discuss the transition study findings and develop a plan to remedy the identified issues Derek Favret and Jennifer Tyler Derek Favret Derek Favret and Jennifer Tyler Agenda topic Treasurer s report Presenter Ross Henry See Appendix 1 for complete details: The 2015 HOA assessments were due on March 15, and the majority has been collected. Late fees have been assessed as of May 1. Late fees are capped at 10 percent per year, assessed in six month increments. The late fee assessed on May 1 was the first ½ (i.e. 5%). 188 out of the 218 homes (or 86%) are current in their assessments. 26 are overdue for 2015, 3 are overdue for 2014/15, and 1 is overdue for Follow-up actions are being undertaken on homeowner s who have been contacted regarding their assessment delinquency (see above). Update the database containing the list of residences and their owners after each sale Contact Strauss & Assoc. and other auditing companies to get quotes on the annual audit job Jennifer Tyler and Ross Henry Ross Henry July 2015 Page 2

3 Agenda topic Old Business Presenter Derek Favret The Board continues to solicit proposals from management companies and hopes to review them over the next few months. The Board should complete the review of the covenants and by-laws over the next month. While there may be the desire to alter the covenants in such a way as to make things easier for the Board and residents, sole discretion to change the documents resides with the builder. The builder has only asked the Board to review the documents to help them ensure that they conform to state and federal laws and that the covenants and the architectural rules/guidelines are consistent with each other. Red-lined versions of the documents will be sent back to QBHI, which can approve the changes when they finalize the hand-over to the Board. A contract has been signed with a company to maintain and treat the common area foliage. Maintenance continued over the past month. The HOA is working with the company to establish a regular payment plan. The Vice-President reported some issues with the garden club, asserting that too few volunteers turned out for the work. Weather also hampered the efforts, which mostly occurred on the weekends. She suggested hiring a contractor for the fall clean-up rather than to continue to rely on volunteer efforts. Residents present disagreed, claiming that they were inadequately informed of the needs and timing of the work. The Board asked for residents to take the lead on this volunteer effort, should they remain interested. Residents suggested that communication issues were to blame for the lack of volunteers and suggested improved communication means (beyond FB and electronic media) to resolve the problem. Look into the costs associated with procurement of a billboard that can be placed at the entrance to the community and which can be used for HOA announcements Derek Favret / Jennifer Tyler July 2015 Review the Word versions of the covenants and by-laws to ensure consistency with each other and applicable state and federal laws Justin Matz July 2015 Agenda topic Architectural Review Committee Presenters Barbara Poirier The ARC update did not occur as the Board adjourned its public session an entered an executive session. See Appendix 2 for details. The ARC continues to receive Architectural Review Forms. The ARC has 30 days to review and reply to homeowners or the projects are assumed to have been approved according to the bylaws. Residents are reminded to talk to the ARC or a member of the Board before beginning any project. We highly advise residents to contact the ARC first, before beginning any project. Draft individual letters to homeowners with serious ARC violations and send via certified mail Jennifer Tyler/Barbara Poirier Agenda topic Other Business Presenter Around the Board No other business was presented. Page 3

4 Prepare an additional 10 resale packet binders for distribution amongst the Board Jennifer Tyler Agenda topic Community Comments Presenter Open Forum No additional topics were raised. Other Outstanding Prior Upload the Principal Office/Resident Agent forms to DropBox Derek Favret On hold until QBHI amends the covenants. Reschedule meeting with Town Public Works Director and Town Engineer Land between the circle and the woods needs to be deeded to HOA. The existing easement needs to be declared abandoned and the land fully deeded to the HOA. Derek Favret QBHI / Jennifer Tyler On-going work to transfer all deeds to the Board Agenda topic Executive Session Presenter Concerned residents and the HOA Board The Board closed the public session of the meeting at 8:35 and entered into an executive session to discuss an ARC appeal. The Board previously rejected the ARC request, and a subsequent appeals process was initiated. The Board heard from the residents involved and received testimonials from the immediate neighbors. After a lengthy debate, the Board approved the ARC request (with specific limitations) on a 3-2 vote. Page 4

5 Appendix 1 Chesapeake Village Home Owner s Association (HOA) Treasurer s Report HOA assessments were sent out around February 2 nd, 2015 to the majority of our 218 homeowners. Due date for payment was 3/15/15. o The first of two late fees has been assessed as of 5/1/15. Since our last meeting on 04/07/2015, the CV HOA board has not had any deposits into our PNC account. Since our last meeting on 04/07/2015, the CV HOA board has paid of total $2, of invoices. The source of these invoices is as follows: o Resident landscaping & mulch of CV entrance sign: $ o HOA website yearly renewal fee: $ o Replacement of CV entrance sign light bulbs: $ o Monthly landscaping installment: $1, Update on HOA assessment payments: o 188 of 218 accounts have been paid in full for 2015 o 26 accounts outstanding owe all of 2015 dues o 3 accounts outstanding owe some portion of 2014 and all of 2015 o 1 account outstanding owe all of 2013 through 2015 dues The CV HOA has turned over the one outstanding account dating back to 2013 to our lawyer for collections and placement of a lien on the property CV HOA Assessment Payment Status: 06/09/ % 1.4% 0.5% Paid in Full Delinquent in 2015 Dues 86.2% Delinquent in Dues Delinquent in Dues Page 5

6 Appendix 2. Chesapeake Village Homeowner s Association Architectural Review Committee Report May 2015 Update on Project Approval Requests Five Project Approval Requests were received and approved. The table below represents the projects as they were received and approved. Control # Date Received Date Completed Address Requested Item Comments /15/2015 5/16/2015 Middleground Ct Kids Play Set /5/2015 5/12/2015 Lawrin Court Paver Patio /12/2015 5/12/2015 Lawrin Court Patio, firepit, walkway /8/2015 5/16/2015 Hill Gail Solar Panels approved written approved written approved written requested more info 5/16, approval Written approval 6/ A 5/27/2015 6/8/2015 Chesapeake Village Blvd solar panels approval 6/8 Update on Reviews and Enforcement Nothing to report at this time Future Plans A review of the community is ongoing providing awareness and enforcement of covenants, conditions and restrictions as they are written in the Declaration of Covenants, Conditions and Restrictions of Chesapeake Village. Page 6

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