The Parke at Ocean Pines HOA, Inc Board Meeting …€¦ · Treeman LLC Proposal Bob Ostrowski ......

The Parke at Ocean Pines HOA, Inc

Board Meeting Packet

12/18/2017

Prepared by:

Kristi Clarke, CMCAGeneral Manager

on 12-16-2017

12/16/2017 December 18, 2017 Board Packet 1 of 37

Document Title Page

Board Meeting Agenda 3

Previous Board Meeting DRAFT Minutes

5

Treasurer's Report no report

General Manager Report 9

No financial report due to early date of Board Meeting

Committee Reports

Budget and Finance 14

Communications Committee 16

Covenants Committee 19

Design Review Committee (no report, meeting after BOD meeting)

Operations Committee 20

Program Committee 23

Unfinished Business

New Business

Request for Funds

Surplus Funds Transfer 24

Treeman LLC Proposal 28

Best Aquatic Pool Maintenance Proposal 30

Collections Policy - Amended 34

Table of Contents

November 29, 2017


The Parke at Ocean Pines Board Meeting Agenda

December 18, 2017 @ 9:30 A.M. Clubhouse Grand Hall

A. Call to Order Tom Piatti

B. Pledge of Allegiance Tom Piatti

C. Welcome/Establishment of a Quorum Tom Piatti

D. President's Remarks Tom Piatti

E. Member Open Forum Membership

F. Additions/Revisions to the Agenda Board Members

G. Minutes of the Previous Meetings Leo Moran a. November 29, 2017

H. Treasurers Report Dale Buley

I. General Manager's Report Kristi Clarke

J. Committee Reportsa. Budget and Finance Diane McGraw b. Communications Pat Addy c. Covenants Donna McCracken d. Design Review Linda Olsen e. Operations Bill Glock f. Programs Susann Palamara

K. Unfinished Businessa. HOA Activities and Clubhouse Usage Policy DRAFT Update Leo Moran b. Emergency Preparedness Task Force Update Leo Moran c. Communications Advisory Committee Website, Advertising and Newsletter Policy Dale Buleyd. Design Review Guideline Policy Recommendation Tom Piatti

L. New Businessa. Fund Requests

1. Surplus Funds Transfer Dale Buley 2. Treeman LLC Proposal Bob Ostrowski 3. Best Aquatic Pool Maintenance Proposal Bob Ostrowski

b. Communications Advisory Committee Assignments Dale Buley c. Budget and Finance Committee Assignments Dawn Johnson d. Nominating/Elections Committee Assignments Dawn Johnson e. Covenants Committee Assignments Leo Moran f. Operations Committee Assignments Bob Ostrowski g. Covenants Policy Review Process Leo Moran h. Collections Policy Amendment Dawn Johnson

M. Member Comments on Unfinished or New Business Issues Listed Above Membership N. Board of Director’s Comments Board Members O. Adjournment Board Members


The Parke at Ocean Pines Community Association, Inc.

Board of Directors Meeting Minutes

November 29, 2017

ATTENDEES: Board Members: Tom Piatti, President; Dale Buley, Vice President and acting Treasurer; Leo Moran, Secretary and Members at Large Dawn Johnson and Bob Ostrowski; Kristi Clarke, General Manager; Susann Palamara, Recorder

CALL TO ORDER: The meeting was called to order at 9:34 a.m.

PLEDGE OF ALLEGIANCE: Tom Piatti led the Pledge of Allegiance.

WELCOME: President Piatti welcomed all present and acknowledged presence of a quorum.

PRESIDENTS OPENING REMARKS: On 16 November, Tom and Kristi met with John Bailey, the new Ocean Pines General Manager. They conducted a windshield tour of the Parke and John toured the Mail Pavilion and Clubhouse. They had a meeting discussing mutual support responsibilities. Kristi complimented support given by the OP Department of Public Works. We requested John follow-up on our May 2017 letter regarding an exploratory meeting concerning the storm water management of Outlots II and JJ.

MEMBER OPEN FORUM: None.

ADDITIONS/REVISIONS TO AGENDA: Tom Piatti added “Extending Clubhouse Hours” under New Business and moved to accept the agenda as revised, seconded by Bob Ostrowski and unanimously approved.

MINUTES OF PREVIOUS MEETINGS:

October 25, 2017 BOD Meeting

Leo Moran moved to accept the minutes of the 25 October Board of Director's meeting, seconded by Dawn Johnson unanimously approved. TREASURER'S REPORT: Acting Treasurer Dale Buley reported that the Parke was in a healthy financial state. He reported that collection of arrears have been very successful. He also reported that as of January 1, 2018, we will have a new HOA Parke Treasurer. Jim Driggers has agreed to take this position. He is a former CPA and school teacher.

Leo Moran moved to accept the Treasurer's report subject to audit, seconded by Bob Ostrowski and unanimously approved.

GENERAL MANAGER'S REPORT: The actions pending spreadsheet was provided in the Board Packet. Kristi highlighted the following: - Front door frames and jams were replaced. Painting will be done when weather permits. - Contractor stated slide locks are not required on the exterior doors. They will be removed. - Cutting back trees in our common areas and around fire hydrants will soon begin.


COMMITTEE REPORTS: Budget and Finance – Diane McGraw – approved two requests for funds and made a recommendation to the Board to revise our Collections Policy. Communications – Pat Addy – reported that her term as Committee Chair will expire at the end of December. Three people have volunteered to be regular members of the Committee and three to become alternates. New rates and terms for Parke Bench advertising are now available. Denise Sawyer of OPA has offered the Parke use of Channel 78, Local Access TV. We will have to study if this is worthwhile to the Parke. Covenants – Donna McCracken - nothing new to report, Committee will meet on Thursday, 30 November, at 1 p.m. DRC – Linda Olson - reported that there is a need for her Committee to go into “Closed Session”, but in 2016 she was advised that this was not possible. After discussion, she was told our Governing Documents do provide for her Committee to go into closed sessions. Tom Piatti stated he would research and follow-up with Linda. Operations – Bill Glock - report stands as written. A major clean out of the shed was completed and we are seeking other space solutions so we may cancel our shed rental behind Adkins Hardware. Tom Piatti followed-up on a previous discussion to purchase orange snow reflecting rods for installation on the side of Parke roadways to prevent damage to sod, especially by snow plows that cannot see the blacktop. The plan is to install these rods after the last mowing/leaf collection and remove them in the spring. This would be done each year. Bill has already identified those areas and will install the rods in early December. Programs – Susann Palamara – report stands as written. Reminded residents of the performance by Ocean Pines Players and the trip to Williamsburg. UNFINISHED BUSINESS HOA Activities and Clubhouse Usage Policy DRAFT Update Dale Buley reported that Covenants continues its work on this policy. Emergency Preparedness Task Force Update Leo Moran reported that the Emergency Preparedness Committee recently met with the Chief and Deputy Chief of the OPA Fire Dept. The TF continues to evaluate information and will soon make a recommendation to the Board. Communications Advisory Committee Website Policy Update Bob Ostrowski moved that the Board accept the draft, updated Advertising, Newsletter and Website policies as submitted by Communications Advisory Committee and recommend that the policies be put out for member comment, seconded by Dawn Johnson and unanimously approved.


Design Review Guideline Policy Dawn Johnson moved to approve to amend the Design Guidelines as reflected in the attached copy, by inserting the statement: “Any improvements or changes to the exterior of the home without prior DRC approval may result in an immediate fine of $50.00 to the homeowner” immediately following the Application paragraph under the Application and Review Procedure section of the policy (page 8 of 21). In addition, Barbara Cordrey’s contact information will be removed and will be replaced with: “Mail: Attn: DRC via Clubhouse Office, 2 Arcadia Court, Berlin, MD 21811. The Parke Clubhouse Fax (410) 208-4996.” The motion was seconded by Leo Moran and unanimously approved. This amendment is to go out for resident review and will be finalized at the 18 December Board Meeting in accordance with the A-21 Procedures for Introducing, Approving, Maintaining, and Repealing Resolution of the Board of Directors Administrative Resolution Number – 20150506. NEW BUSINESS Fund Requests Leo Moran moved to approve the proposed contract by All States Construction to replace four sections of sidewalks on Hatteras, as recommended by the Operations Advisory Committee and endorsed by the Budget and Finance Advisory Committee. Contract cost is $3,500.00 charged to GL 6535 (Concrete). Seconded by Dawn Johnson and unanimously approved. Leo Moran moved to approve the proposed contract by Absolute Security to combine the Key Card Access System to the Security Alarm System and install a security camera as recommended by the Operations Advisory Committee and endorsed by the Budget and Finance Advisory Committee. Contract cost is $4,300.00 with $1,987.76 charged to GL 6530 (Common Element Maintenance) and $1,926.89 charged to GL 9110 (Capital Improvement). Seconded by Tom Piatti and unanimously approved. Dale Buley moved to transfer $21,307 from Reserve Account United Bank GL1325 into the Union Bank Operating Account GL 1000 at the recommendation of the 2016 Audit to replace funds into the Operating Account that paid for replacement items during 2016. The transfer was endorsed and recommended by the budget and finance committee to occur at the same time the 2018 Budget is approved. Seconded by Bob Ostrowski and unanimously approved. Dale Buley moved to transfer $18,434.36 from the Union Bank Operating Account GL1000 into the Reserve Account GL1325 United Bank account to replenish the reserve funds used to pay for the shower replacement January 2016. The shower replacement was not scheduled for 2016. The current 2017 Year End Projection Income and Expense Statement forecasts a surplus over $30,000. Therefore, the Budget and Finance Committee recommends that part of that surplus fund replenish the reserve account for the shower replacements. Seconded by Bob Ostrowski and unanimously approved. Dale Buley moved to write off $2,765.00 to bad debt on a delinquent account that was in foreclosure status and sold at auction. The specific owners name and address is known to the GM and the Board of Directors and has not been disclosed to any other Parke member or resident. Seconded by Dawn Johnson and unanimously approved. Extending Clubhouse Hours Tom Piatti moved to extend the daily Hours of Operation of the Clubhouse to 5:30 a.m. to 11:30 p.m., including holidays, to be effective on or about 15 December 2017. Extended hours offer full and part time residents and guests greater opportunity to participate in a variety of indoor recreational, educational and other activities. These changes will be incorporated into the revision of The Parke


HOA Activities and Clubhouse Usage Policy, Book of Resolutions Number P-16. Seconded by Leo Moran and unanimously approved. Delinquent Homeowner Account Dale Buley moved to send a delinquent account in an amount of $1,227.50 to the collections attorney to send a “30 Day Notice of Intent” to file a lien letter to the address on file as well as posting a notice on the Parke home. All late fees, late interest and legal fees will be assessed to the owner of record in accordance with the Parke Collection Policy. The Budget and Finance Committee endorses this action. The specific owners name and address is known to the GM and the Board of Directors and has not been disclosed to any other Parke member or resident. Seconded by Bob Ostrowski and unanimously approved. 2018 Budget Tom Piatti moved to approve the 2018 Budget. The proposed budget was posted on The Parke website and was presented to the residents at the November 3, 2017 Java Hour. The 2018 monthly assessment will be $205.00. A copy of the approved Budget will be mailed to all homeowners. Seconded by Dale Buley and unanimously approved. Election Committee Membership and Annual MeetingDawn Johnson moved to approve the Nominating/Election Committee membership as follows for managing the 2018 Board of Directors Election: Committee Chairman: Dawn Johnson; Membership: Pat Addy, Margaret Giacoponello, Steve Habeger and Peg Robinson. Seconded by Leo Moran and unanimously approved. Their first meeting will be at 1 p.m. on January 10, 2018.

Dawn Johnson moved to set the 2018 Annual Meeting and Election for Thursday May 3rd, 2018 at 3:00 p.m., seconded by Leo Moran and unanimously approved.

2018 Committee Assignments Dale Buley moved to appoint James Driggers as Treasurer of the Parke Home Owners Association, effective January 1, 2018. This appointment was endorsed by the Budget and Finance Committee during their November meeting. Seconded by Leo Moran and unanimously approved. Bob Ostrowski moved to appoint Jim Angstadt as the new chair of the Communications Advisory Committee effective January 1, 2018, seconded by Dawn Johnson and unanimously approved. Contract Termination Leo Moran moved to terminate the Simplex-Grinnell (SG) contract for cause. On several occasions, SG has failed to schedule mandatory periodic maintenance on our fire suppression and alarm systems. This lack of maintenance resulted in The Parke being cited by the Worcester County Fire Marshal for several fire code violations. The Operations Advisory Committee recommends termination. Seconded by Dale Buley and unanimously approved. President Piatti will sign the termination letter to SG. BOARD OF DIRECTOR COMMENTS: Dale Buley noted that the three flags outside the Clubhouse are worn. Kristi has acquired new National and State flags and these will soon be replaced. She is working on getting bids on a new Parke flag. MOTION TO MOVE INTO EXECUTIVE SESSION Tom Piatti moved in accordance with the Maryland Homeowners Association Act, Section 11B-111(4) to hold an Executive Session of the Board of Directors at the conclusion of the Board of Directors Meeting for the Purpose of 11B-111 (4) (i) discussion of matters pertaining to employees and personnel. The purpose of the meeting is to discuss employee incentives. Seconded by Dale Buley and unanimously approved. 12/16/2017 December 18, 2017 Board Packet 7 of 37

Dale Buley moved to adjourn the meeting, seconded by Bob Ostrowski and unanimously approved. Meeting Adjourned 11:30 a.m. Respectfully submitted, Susann Palamara, Recorder Leo Moran, Secretary

These minutes will be approved at the December 18, 2017, Board meeting.


Management Report

December 2017

Item # Subject Description Due Date

In

Process On Hold Delayed

Tentative

Completion Date Completed

1

Tanglewood

Pond (Outlot ii)

Storm Water Management - Parke BOD delivered SWM

alteration proposal to OPA Board - Board requesting

meet and greet with new OPA GM at which this issue will

be brought up. X

2

Tanglewood

Fence

Minor repairs needed on fence - to be combined with

other repairs by contractor at a later date Fall 2017 X

3 Parke Bench

combined effort between Operation Committee

members and PT Maintenance Tech have cleaned, sealed

and painted the benches around Central Parke Gazebo.

Others to come Ongoing

2 left to be

completed by Dec

31st

4

Notice of Sale,

Conveyance,[..]

GM is reviewing all angles due to some further

investigation on the HOPA Law and FHA in order to insure

complete information to all owners regarding this

requirement - 9-2017 UPDATE - Strong Statement added

to Resale Packet

Notice to send

with 2018 Budget x

6 Annapolis Pier

Operations and GM working together to review

easement authority - simple sign will be put in place

"Parke Residents Only - All Association Rules Apply"

Maint Tech to

install as well as

other signs

ordered for other

locations x

7

HOA Usage

Policy

Covenants Committee working resident comments/edit -

Association Atty is reviewing legality

Unknown due

to review

process X

Target Date to

incorporate

sending approved

policy with 2018

Annual Meeting

Notice

9 2016 Audit

Audit reports and 2016 Financial reports are posted on

the website. X

12 Cape May Pond

Downspouts completed 10-13. Tributaries completed

pond bank erosion replenishment, built up swale rip rap.

Will return to build up banking along HVAC after the 45

degree 18" tubing is installed. OPA to install tubing

extension first week in December

Bank erosion

work is left to

complete.

Tubing to be

installed by

OPA x

Note - All missing numbers are completed items reported last monthPage 1 of 412/16/2017 December 18, 2017 Board Packet 9 of 37

Management Report

December 2017


In


Tentative


13

Federal Hill

Pond

Lilies are still not stabilized. Additional bank erosion

control is being completed by Tributaries. Banking is

complete. X

22 2018 Budget

DRAFT to be approved by BOD on 11-29-17 and sent to all

owners on November 31, 2017. x

23 Staff Education

GM completed two courses. AGM and CCC to provide

dates and classes to GM for completion by 12-31-2017 12/31/2017 X

24

Delinquency

Collections

All accounts sent to collections attorney are either in

payment plans or liens have been filed against the homes X

25

Cambridge

Boardwalk

Ops and GM met with contractor for quote to replace

specific boards that have shrunk and are raised. Ops to

vote on proposal. Spring 2017 X

26

Clubhouse

Front Door

Frame

New Door Jam Installed. Maint Tech to paint doors and

door jamb. Paint to be completed when weather is

warmer. X

27

Clubhouse

Exterior Doors

All door parts are repaired and in working order.

Contractor suggested to remove the slide locks and plug

holes with plastic tabs and NOT reinstall on other doors

as they doors are hallow and are not made to have slide

locks installed. The doors remain locked now that all

door parts are in working order. Will give to OPS for

decision on slide locks. 11/29/2017 X

30

Landscape

Scope of Work

Publication

GM recommends the Community Codes updated to

include actual landscaping scope of work. BOD action is

needed. X


Management Report

December 2017


In


Tentative


32

Realtor

Meeting

I would like to put on a presentation to Realtors (and

those Parke Residents that are considering selling in the

near future or are just curious) in order to educate them

on the important amenities that The Parke offers to

residents, (association maintenance on private lots,

protected forested areas, plat maps etc) how to order a

resale packet, fees paid at settlement, HOPA restrictions,

etc. I would push the invite out to the local real estate

offices in Ocean Pines and others that frequently list or

represent buyers in The Parke. 3/1/2018

36

Extended

Clubhouse

Hours

Board approved extended hours - 5:30 AM to 11:30 PM 7

days a week including Holidays. Hours will be extended

upon notice - hopefully by Christmas Holiday. X

38

NuStep

Exercise Bike

BOD approved bike during October BOD Meeting, GM

purchased and was installed November 10th X

39

Clubhouse

Interior Electric

Upgrade

Board approved upgrade of Clubhouse interior lights for

Fitness Center and both locker rooms as well as all lights

to be controlled by a timer. This was completed on 11-23-

2017 (Thanksgiving Day). X

40

Hidden Lake

Sign

Maint Tech installing sign on Hidden Lake sign that states

"Parke Residents and their Guests only" x

41

Clubhouse

House Sign

"Member Key Card Access Only" sign installed near

Clubhouse Key Card Reader x

42 Office Sign

Signage to post on Reception Area Door "Staff Only -

Please" 12/30/2017 X

43

Clubhouse

Hours Sign

Replace CH Hours Sign on the exterior of the Front Doors -

waiting for extended hours decision x

44

Fitness Center

Phone Install

Phone is ordered, wiring is complete - Contractor to

install and program when phone is received x

45

Lobby Area

Phone

Phone is ordered, wiring is complete - Contractor to

install and program when phone is received x


Management Report

December 2017


In


Tentative


46

AGM TEMP

Office

Due to training needs - AGM will be TEMPORARLY

stationed in GM office. This will facilitate training

environment that cannot be achieved in separate offices.

This is Temporary, postponed until January due to Staff

vacation and paid time off hours using through Dec 31. X 2/1/2018


Completed

1 x

Add fire hydrant on corner of Ft. Sumter South and Freeport to the tree

trimming list

2 Address the plants around the pool - Barbara

3 x

Purchase 25 or so curb markers to place through out the community to protect

areas from OPA Snow Plows - Bill Glock

4 x

Send out announcement of the curb markers to residents and announce that

they may do the same just before a snow event as long as they are removed

after the snow plowing is complete.

5 x Post DRAFT Amended CAC Policies to the Website

6 x Post DRAFT Design Guidelines to the website

7 x Send signed Hatteras Contract to All States

8

Send out notice to Hatterass residents of when the concrete work will begin

(contractor came by today and will give me at least a 3 day notice before they

begin work)

9 x

Send approved contract to Absolute Security, process full payment to secure

Dec 12 install

10 x

Processed Fund Transfer from Operating into Petty Cash to print check for

security contract

11 x Obtain Cashier's check for Security Contract Work, deliver to contractor

12 x Process Fund Transfer from Reserves to Operating

13 x Process Fund Transfer from Operating to Reserves

14 Send Bad Debt Write Off request to Associa - Need Board Letter - Tom Piatti

15 x Send New Account to Collections Attorney

16 Input Approved 2018 Budget into C3

17 Create 2018 Budget Detail Document and post to Website

18 x Post Approved 2018 Budget

19 x Process Coupon Order with Associa for 2018

20 x Send Out Approved 2018 Budget to owners no later than December 1

21 x Add the 2018 Annual Meeting Date to the Website

22 Termination letter to Simplex-Grinnell - Tom Piatti to sign

23 x

Put TECO on notice to change the timer for interior clubhouse lights as of Dec

15th

24 In progress

Fast track heat tape for clubhouse extended hours - determine need for

permitting, electrical work and install of heat tape and pipe insulation

25 x Delete all Holiday Key Card schedule

26 Edit the Request for Funds in Board Packet

27 Remove "draft" from Treasurer's report in Board Packet

28

Contact County Water about hole around sign post on the corner of Manklin

Creek and Hatteras

29 x

Set up Meeting with Eddie Wells (OPA Public Work Director) for reflector

locations, snow plow markers and road repairs needed

30 x Add N/E Committee member roster to website - Vicki

31 x Add the first N/E meeting date to the website calendar - Vicki

32 x Contact Resident to Notify Payment Plan was Accepted

33 x Transfer funds into Petty Cash for Employee Incentive

34 x Include Wetland Protection Notification in Budget Mailer

35 x Post Wetland Protection Notification to Website

36 x

Include Notice of Sale, Conveyance or Transfer of Property Form in Budget

Mailer

37 x Post Notice of Sale, Conveyance or Transfer of Property Form to Website

38 X Order Parke Logo Flags

39 x Increase Size of American Flag

40 X

CH Left Front Door Hinges - Stanley Door came out to look at hinges as door

was not closing properly and alarm was not able to be set. Came out on 12-7 -

adjusted doors. It is now closing properly.

41 x

Change Reception Office Door Lock - Keys for staff and CRR key card lanyards

only - RJ Lock scheduled Sat mid-morning (no extra charge for Sat)

42 Cape May Pond - 18 In Tubing - OP Public Works - installing on 12-8

GM Task List - November 29, 2017 Board Meeting


Budget & Finance Advisory Committee

Report to the Board December 18, 2017

Membership: Gary Boggs (Alternate), Don Clagett, Jim Driggers, Diane McGraw (Chair), Carol Mongelli, Jan Nissen-Hawkins, Joan Twigg (Alternate). Others: Dale Buley (Interim Treasurer), Dawn Johnson (Board Liaison), Barbara Cordrey (Assistant General Manager); Bill Glock (Chair, Ops); Susan Bosworth of 28 Chatham Court; Jane Dell of 23 Federal Hill. Board Actions: • Reference Collection Policy section (below). • Reference Dissolution of a Working Sub-Committee (below). • Reference Requests for Funds section (below). • Reference Recruitment of B&F Committee members for 2018-2019 (below): Four appointments are

being requested to bring Committee membership up to six members. Recruitment of a Chair is forthcoming.

Collection Policy: The Collection Policy was reviewed and endorsed by the Covenants Committee. The revised Policy is being sent to the Board of Directors for their review and adoption. Dissolution of a Working Sub-Committee: Request that the subcommittee be dissolved as the following task has been satisfied. Task dated July 2017: A working committee led by Gary Boggs with members Leo Moran and Carol Mongelli provided a preliminary report on their research of extraneous resident fees. This sub-committee will continue to meet to define the work task(s) for the Parke HOA lawyer to ensure that Parke governing documents, policies and procedures agree with the HOA, State and Federal laws pertaining to collection of delinquent homeowners’ fees. Requests for Funds: There were two requests for funds. We endorsed the following requests from the Operations Committee:

Request Scope of Work Committee Contractors Cost Within Budget

Proposed Budgeted GL (Budgeted Amount)


1. Tree Trimming & Removals in “Common Areas” of the Parke. The work order identifies 10 tasks.

Operations Treeman LLC $2,480.00 $1,880 plus $100 (to cut down 2 trees at 92 Chatham) and another $500 (for incidentals to include removal of brush from around fire hydrants).

Under budget

GL6160 (Trees): 2017 Budget of $15,000. Spent thus far $4,635 with favorable variance of $10,365. With this new expense, GL6160 will be under budget by a total of $7,885.

2. Three-year contract from January 1, 2018 through December 31, 2020 for swim facility maintenance.

Operations Best Aquatic LLC

$50,220 or sum of $16,740 yearly or $1,395 monthly.

New contract

GL6438 (Indoor Pool Contract): Note: Renewal using the same company with NO increase over current contract.

Note: The “Heat Tape Application in the Attic” project is being looked into by Operations Committee members Bill Glock and Bob Grimm; thus this request was not reviewed at our December 14th meeting. It is their belief that a professional company should be hired to define the tasks. Recruitment of B&F Committee members for 2018-2019: Name Position Current Term

ends Action New Term

ends Gary Boggs Alternate Regular

Member 12/31/2017 Appoint 12/31/2019

Susan Bosworth

Alternate Member New Appoint 12/31/2018

Don Clagett Regular Member 12/31/2017 Reappoint 12/31/2019 Jim Driggers Regular Member 12/31/2018 12/31/2018 Carol Mongelli Regular Member 12/31/2018 12/31/2018 Joan Twigg Alternate Regular

Member 12/31/2017 Appoint 12/31/2019

Potential new members for the Budget & Finance Committee: √ Susan Bosworth of 28 Chatham Court (see above); Eric and Beth Kimmey (P/T) of 16 Cambridge Place; Jane Dell of 23 Federal Hill.


General Manager Actions: Reimbursement of The Moore Company Expense in 2017: Request that The Moore Company be billed for $1,258 for replacement of a section of concrete sidewalk in front of the Clubhouse that was chipped while plowing snow. Upon receipt of the monies, $1,258 should be credited to GL6535 (Concrete). This work order was approved by the Board on July 26, 2017. Renaming of Weather-Related GL: The Committee discussed contingency planning for snow removal, additional leaf removals, insurance deductibles and/or common area tree damage due to weather-related occurrences. There are three Contingency GLs: GL4295 (PY Contingency Reimbursement), GL6750 (Contingency Snow Removal) and GL9834 (PY Operating Contingency). It is our recommendation that GL6750 (Contingency Snow Removal) be renamed as GL6750 (Operating Contingencies). We further request that the Budget Detail document include information on GL6750. Jim Driggers will meet with Kristi Clarke to get a better understanding of these three contingency accounts.

Tasks in Progress for 2018: • November’s Financials will be reviewed at January 2018 B&F Committee meeting.

• For 2018 monthly Financials, add a review category for the monitoring of the Petty Cash/Debit card in

accordance with Administrative Procedure for Use of the Credit Card – Approved 20141119.

• Keep current the “Financial” section of the website.

• Monitor replacement reserve 2018 spending. The Replacement Reserve Study inventory will be updated in 2018.

• The topic of “Capital Improvements” and “CD Laddering Reserve Account Funds” will be visited in 2018.

Appreciation to Committee Members: Chair Diane McGraw expresses thanks to all members for their valuable contributions to the B&F Advisory Committee. We had a very productive year! B&F Meetings: The Budget & Finance Advisory Committee meets the Wednesday before the Wednesday-scheduled Board meeting, at 9:30am with some exceptions. The next meeting is Wednesday, January 24, 2018, 9:30am.


CAC BOARD HIGHLIGHTS – December 2017

RESIDENT OPEN FORUM: None CAC had a Quorum and approved the October and November Minutes for 2017.

• Pat thanked the committee for their support over the past terms and discussed the 2018 committee status. Jim Angstadt the 2018 chair will be addressing membership at the December BOD meeting.

• Pat raised the topic of the community being involved with Ocean Pines for ongoing inclusion with the live feed for channel 78. Jim will now be involved with this topic with the new committee for 2018. Both the BOD and management were made aware of this and thought it a good idea initially.

• Bob was on hand to fill in for Dale Buley and gave his BOD report. He gave some detailed information about the change in hours that will go live on December 15th for residents.

• Bob reminded the committee about the 3 CAC Polices that are at the front desk for resident review and he also reminded us that the wetlands document is also there for resident review and comment. NOTE: clarification on 30 day review versus resident comment and review wording clarification.

• BOB stressed the importance for residents paying dues ahead. He also confirmed the appointment of our new treasurer Jim Driggers.

• The 2018 Budget is approved and posted.

• Kristi was absent but Pat mentioned that her analytical report to the committee will be available next month.

• Vicki reported that she has 493 email addresses being used by residents/members.

• Vicki is working on the override for the clubhouse for New Year’s Eve and the staff hours are now 8:30 am through 5 pm Monday through Friday with the extended hours for the clubhouse starting on Dec 15th to be from 5:30 am through 11:30 pm. Saturday a staff member will be there from 10 am until 2 pm (flexibility with Saturday hours) No staff on Sunday or some Holidays. TBA.

• She talked about CRR responsibility for shutting off water during possible freeze months. She also talked about the increase amount of pictures being posed on the web site.

• Pat reported for Joan Kessler that the final 2017 report was for $7,563.00 as compared to 2016 final amount for $7,628.00. ($65.00 less this year). The new contract rates will take effect starting in January 2018. Our projection amount for the year was $8,000.00. The new excel spreadsheet is available at the front desk with the advertisers details.

• Peg reported there have been 5 new house settlements (members). As of November 28th, 2017 there have been 42 New Household Settlements. The next Welcome Meeting is scheduled for Monday January 22nd. The Introduction to the Parke project is still pending since August. Management is looking into it.


• Peg commented on the Nominations and Elections first meeting on January 10th and Bob gave the generic timeline for the committee that will be released after the January 10th meeting.

• Peg had 83 residents attend the Holiday Breakfast this year.

• QR code was discussed and the committee decided not to include it on the bench.

• Rick reported 325 copies 450 copies were printed last month and will be through the winter. He works with the staff on the amount of copies needed for publication.

• Rick wants the residents who submit articles over the next 5 months to PLEASE get their articles in before the 15th of the month each and every month for the next 5 months.

• Steve was absent and no report was submitted for the Forum.

• The Policies and Procedures that the committee has been working on was requested to be held up for approval and to be sent back to the 2018 committee.

• Pat briefly discussed the 2018 CAC projects

o Site Map

o Resident Directory (??Street Listing)

o Community Survey

o Display case, Library and Bulletin Boards maintainence.

o 2018 Java speakers one of which is John Bailey to be put on the calendar currently scheduled for March 2nd at 10am.

The meeting was adjourned at 2:30 and the next meeting is scheduled for January 3rd at 1 pm. Jim will submit the agenda to Vicki before the meeting.

PattyAddy

December 14, 2017


The Covenants Committee Board Report December 18, 2017

Our work on revising the HOA Activities and Clubhouse Usage Policy (HOAACU) continues. We anticipate presenting the draft copy during the first quarter of 2018. Our January 3rd meeting will be a working session to work on the draft policy. In accordance with our TOR we have a complete membership roster for the coming year. I have submitted the required committee membership motion to our Board Liaison Leo Moran Donna McCracken Chair, Covenants Committee


Operations Advisory Committee Board Report

December 2017

Accomplishments:

1.) Landscape Review – During the past month, our vendor, Coastal Tributaries, removed the Pond Fountains. They will be cleaned & stored for reinstallation in the Spring. Additionally, the buffers in Ponds # 1 & 2 were pruned. While servicing these Ponds, it was detected that the phosphorus level was high and will be treated in the Spring. Pruning in the additional Ponds was completed and “add-on” elements of the Moore Co landscaping contract were completed.

2.) Tree Trimming Proposal – A proposal from Treeman LLC, in the amount of $2480.00, was approved and forwarded to the B & F Committee. This proposal includes a $ 500.00 incidental amount to address any additional tree issues that may occur. The areas in need of attention are on Community Property grounds.

3.) Swimming Pool Management Agreement – The

Committee approved and forwarded to the B & F


Committee a 3 yr proposal form Best Aquatic in the amount of $ 50,220.00. This contract represents pool maintenance requirements, many of which are required by law, for the proper operation of our swimming pool. The contract is identical to our prior maintenance contract and reflects NO price increase.

Major Tasks in Progress:

1.) Clubhouse Insulation Project – A comprehensive review of the Project requirements is underway. Search for qualified vendors to address this issue has begun and, additionally, the feasibility of having the project addressed by our Maintenance Engineer.

2.) Cape May Pond Project – The pipe to divert the Swale water has arrived and we are waiting for Ocean Pines to confirm date for installation.

3.) Office Environment Impact on Staff – This project is

underway and several options are under review.

4.) Storage Availability – Currently, the Committee is looking at two placements for additional storage shed(s). One is adjacent to the propane tank storage shed and


the other is in the Clubhouse parking lot. Confirmed estimates, for Board consideration, are being obtained and will be forwarded shortly.


Programs Committee Report Dec 2017

Hope everyone enjoyed their holiday. Happy New Year to all. Soon the decorations will be tucked away for another year. 52 residents and guests traveled to Williamsburg to tour for the holidays. We had a wonderful time. The New Year's Eve celebration is over and we will be working on a calendar of events for the coming year. We wish to welcome Peg Robinson and Mary Chaney as alternates to our very active committee. Again, you are all welcome to attend our committee meetings. They are held on the 2nd Wednesday of the month in the card room at 9 a.m. Hope all the residents enjoyed the Holiday House Tour. A special thanks to those residents who welcomed visitor to tour their homes.


Legum & Norman, Inc. Investment Transaction Disclosure

As a service to our clients, Legum & Norman, Inc. (“Legum & Norman”) publishes a schedule of rates for

financial instruments commonly used by our client Boards for investment of Association funds. Legum & Norman is not licensed to provide financial advice, nor does the firm employ a financial advisor. Our Investment Coordinator acts solely as an intermediary between numerous financial/lending institutions and our clients. The Investment Coordinator is available to place transactions as directed by our clients in writing. The Investment Coordinator is able to administer a transaction when all requirements of the institution(s) involved have been met. Periodically new requirements are presented, which will delay completion of the transaction.

When placing a transaction, we ask that you acknowledge the following: 1. Rates and investment terms are subject to change without notice. 2. It is recommended that seven business days be allowed from the date all required information

has been provided to our Investment Coordinator for a transaction to be completed. 3. Transactions cannot be completed without receipt of all required documentation, including

signature cards reflecting current signers on the account. 4. Transactions involving multiple lending institutions may require additional processing time. 5. Legum & Norman does not handle any Internet transactions or transactions with Internet banks. 6. Legum & Norman will handle transactions for accounts valued at $500,000 or less. 7. FDIC insured limit is $250,000.

By signing below, you certify on behalf of the Association and yourself that you have the authority to sign this

Investment Transaction Disclosure and bind the Association to its terms and conditions and that you have read and understand the terms of the Investment Transaction Disclosure.

A copy of this disclosure signed by authorized representatives of the Board of Directors, based on governing

documents, must accompany all investment transaction requests.

Transaction Details

To: Transaction amount: $75,899.89 (all funds) Name of Institution: GL1000 Union Bank Acct# 5652 Investment Term: _______________ Instrument: (CD, T-bill, etc:) ________________________ From: Fund Source: _GL1330______ Institution: BOC Savings Account #3801 RE: To move remaining balance of Prior Years’ surplus funds into the Association’s Checking Account. Both bank accounts are categorized as Operating Funds.

The Parke at Ocean Pines HOA Association Name

_________ Authorized Board Representative (print) Authorized Signature Date _________ Authorized Board Representative (print) Authorized Signature Date _____410-208-4994________________________ [email protected]______________ Telephone Number Email Address


Nov 30, 2017Balance Balance

Oct 31, 2017 Change

Balance Sheet Report

The Parke At Ocean Pines HOAAs of November 30, 2017

Assets

Cash Funds

1000 - OP1 Union Bank Operating 5652 153,093.56 41,555.56 111,538.00 1650 - Due To/From Reserves 18,427.78 (2,872.64)21,300.42

Cash FundsTotal 171,521.34 132,838.42 38,682.92

Operating Cash & Investments

1010 - OP2 BOC Petty Cash 2608 6,506.78 1,924.49 4,582.29 1212 - BOC Operating Contingency 3933 60,141.37 7.41 60,133.96 1330 - OP2 Bank of Ocean Savings 3801 75,899.89 37.41 75,862.48

Operating Cash & InvestmentsTotal 142,548.04 140,578.73 1,969.31

Reserve Cash & Investments

1325 - RR2 United Bank 0186 174,115.01 (2,586.00)176,701.01 1331 - BOC MM #5490 .60% 126,888.56 62.54 126,826.02 1651 - Due To/From Operating (18,427.78) 2,872.64 (21,300.42)

Reserve Cash & InvestmentsTotal 282,575.79 282,226.61 349.18

Current Assets

1500 - A/R Assessments 17,173.59 1,019.69 16,153.90 1530 - Allowance for Doubtful accounts (18,269.46) 0.00 (18,269.46)1735 - Other Receivables 1,109.34 0.00 1,109.34 1799 - Clearing Account 3,827.26 4,810.01 (982.75)

Current AssetsTotal 3,840.73 (1,988.97) 5,829.70

Fixed Assets

1940 - Equipment 7,466.78 0.00 7,466.78

Page 1 of 3Printed by Kristin Clarke on Sat Dec 16, 2017 02:30 pm12/16/2017 December 18, 2017 Board Packet 25 of 37


Oct 31, 2017 Change



Assets

Fixed Assets

1945 - Accum Depr - Office Equipment (4,818.46) 0.00 (4,818.46)

Fixed AssetsTotal 2,648.32 2,648.32 0.00

AssetsTotal 603,134.22 556,303.11 46,831.11

Liabilities

Current Liabilities

2010 - Delinquency Fee Payable 250.00 50.00 200.00 2015 - Returned Check Fee Payable 50.00 50.00 0.00 2025 - Transfer Fee Payable 205.00 280.00 (75.00)2050 - Resident Refund Payable 613.00 5.00 608.00 2400 - Accrued Payroll Payable 7,026.08 (6,345.15)13,371.23 2550 - Prepaid Assessments 43,177.89 (4,087.87)47,265.76

Current LiabilitiesTotal 51,321.97 61,369.99 (10,048.02)

LiabilitiesTotal 51,321.97 61,369.99 (10,048.02)

Owners' Equity

Owners Equity

3000 - Owners Equity Audited 250,122.61 0.00 250,122.61 3005 - Adjustment PY Owners Equity 1,619.20 1,619.20 0.00 3015 - Owners Equity Unaudited (127,033.80) 0.00 (127,033.80)

Owners EquityTotal 124,708.01 123,088.81 1,619.20



Oct 31, 2017 Change



Owners' Equity

Repair & Replacement Reserves

3102 - R & R Reserves Beg Bal 237,567.20 0.00 237,567.20

Repair & Replacement ReservesTotal 237,567.20 237,567.20 0.00

Owners' EquityTotal 362,275.21 360,656.01 1,619.20

Net Income / (Loss)

Total Liabilities and Equity

189,537.04

603,134.22

134,277.11

556,303.11

55,259.93

46,831.11


Vendor: Treeman LLC

Basic Scope of Work:

Contract Cost: $2,480

GL Account 6160 Trees

Proposed Contract is:Within

Budget

Committee Approval(s): Date:

Operations Committee 12/12/2017

Budget and Finance 12/14/2017

Current Contract:

Request for Funds Form

Operations committee and GM identified several areas to remove trees and

trim trees back to wetland signs and remove various dead trees in common

area preparing for replanting in 2018 per Landscape Committee. The

apporved funding includes $100 to remove two trees behind 92 Chatham

and an additional $500 for incendantals. One incidental was reported - Holly

Tree behind Fells Point Storm Water Basin on 12-15-17.

Trimming and removing trees and branches back to forrested

wetlands signs in various areas, removing dead trees in various areas.


EstimateDate

11/30/2017

Estimate #

1598

Name / Address

The Parke at Ocean PinesArcadia Ct.Ocean Pines, MD 21811

Treeman LLC

12295 Dixie DriveBishopville, MD 21813

Phone #

(410)352-3899

Fax #

(410)352-3098

E-mail

[email protected]

Total

Description Total

For work described in e-mail re-sent on 11/28/17

1. Trim around lights at main entrance on Central Park West, solar light at Ocean Parkway Spur, and intersection of Eastonand Manklin Creek: trim trees back to allow more light onto streets while maintaining the shape of the trees as much aspossible.2. Cut tree that is across nature trail off Carnegie, remove from trail and throw into woods.3?4. Trim tree behind 48 Chatham to remove two branches growing into bald cypress.5. Clear brush and small trees at corner of mail pavilion on Hatteras to improve view of traffic on Hatteras.6. Cut back brush and tree limbs growing out of wooded area on east side of Arcadia from Central Park West to forest sign.7. Cut back brush and tiny trees to a height of ten feet that are growing out of wooded area on left side of Central Park Westfrom Ocean Parkway to the trail entrance and forest sign.8. Already done.9. Remove two Leland cypress behind clubhouse between patio and pond, grind those stumps.10. Remove dead pine and grind stump between 11 and 13 Long Point.

1,880.00

Please note that in order to grind the Leland cypress stumps near the patio you will have to have the railings removed. That isnot something we can do or be responsible for.

I will call later this morning to get more information on #3.

$1,880.00


Vendor: Best Aquatics

Basic Scope of Work:

Contract Cost: $16,740 Annual

GL Account 6438 Inddor Pool Contract

Proposed Contract is:Within

Budget

Committee Approval(s): Date:

Operations Committee 12/12/2017

Budget and Finance 12/14/2017

Current Contract:

Request for Funds Form

Best Aquatics is the current pool and spa management contractor. They

have proposed a three year contract at the current 2017 annual rate.

Contracted Pool and Spa Management - three year term beginning

2018


THE PARKE AT OCEAN PINES

COMMUNITY ASSOCIATION, INC.

RESOLUTION NUMBER 2017xxxx Formerly 20160224-A

COLLECTION OF ASSESSMENT Book of Resolutions Number – (P-26) WHEREAS, Article 6 of the Community Constitution of The Parke at Ocean Pines Community Association, Inc. (“Association”) creates an assessment obligation for Owners and empowers the Board of Directors (“Board”) to establish and enforce the methods of collecting assessments from Owners; and WHEREAS, the Article 3 of the Community Constitution and Article 8 of the Bylaws specify the types of relief the Association my seek under the terms of the Association’s Community Constitution and Bylaws (“Governing Documents”) when an Owner is in default, including suspension of voting rights or rights to use facilities or services for nonpayment; and WHEREAS, Article 6, Section 6.1 of the Community Constitution empowers the Association to establish the due dates of assessments; and WHEREAS, Article 6, Section 6.1 of the Community Constitution empowers the Board with the authority to establish a late fee and assess interest if any assessment is not paid within the prescribed time after the due date, and WHEREAS, Article 6, Section 6.3 of the Community Constitution allows the Board to accelerate the entire year’s assessments and to declare them to be due and payable in full upon default by an Owner, and WHEREAS, there is a need to establish procedures for the billing and collection of assessments and charges; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors hereby adopts the following assessment collection procedures: 1. COLLECTIONS

A. Each fiscal year’s annual assessment shall be due and payable in advance or in monthly installments, on or before the first (1st) day of each month. (“Due Date”). The fiscal year shall be from January 1st to December 31st of each year. Unless otherwise determined by the Board, all special or additional assessments, shall, unless otherwise specified in the notice, be payable in full with the next periodic installment. B. All documents, correspondence, and notices relating to assessments or charges shall be mailed or delivered to the address which appears on the books of the Association and it is the responsibility of non-resident Owners to provide current addresses to the Association’s managing agent in writing.


C. Non-receipt (or late receipt) of an assessment invoice or coupon booklet shall in no way relieve the Owner of the obligation to pay the amount due by the due date. Questions regarding assessments may be directed to the Association’s management company. D. Unless delinquent accounts have been referred to counsel, Owners must make payment to The Parke at Ocean Pines Community Association, Inc. and such payment payable to the Association’s management company. E. Payments sent by mail are to be accompanied by a payment coupon provided by the Management Agent or the emergency coupon found in the late notice. Non-resident owners must include the property address on the check. Replacement coupons may be obtained from the Management Agent. F. The term “Charges” shall include, without limitation, late fees, interest, returned check fees, administrative costs associated with mailing and serving delinquent Notices, charges and/or fines imposed for violations of the Association’s Governing Documents and/or Rules and Regulations, and all costs and attorney’s fees relating to collection efforts that is assessed or incurred pursuant to the Association’s Governing Documents. Charges shall be collected in the same manner as an assessment or in such manner as shall be determined by the Board. II. REMEDIES FOR NONPAYMENT OF ASSESSMENT

A. Late Fees and interest: If payment of the total assessments due, including special assessments, is not received by the Association by the fifteenth (15th) day of the Due Date, the account shall be deemed late, a late fee of Fifteen Dollars ($15.00), or the maximum amount allowed under Maryland law, shall automatically be added to the amount due and shall be a part of the continuing lien and personal obligation for assessments, as provided for in Article 6 of the Community Constitution, until all sums due and owing shall have been paid in full. Additionally, any assessment payment that is not received by the fifteenth (15th) day of the Due Date shall bear interest at a rate of the maximum rate allowed under Maryland law until the full amount owed is paid. Such late fees and interest shall then be part of the continuing lien and personal obligation for assessments. B. Acceleration: If any assessment installment is not paid by the twentieth (20th) day of the Due Date, the entire balance of the unpaid assessments for the remainder of the fiscal year may be accelerated and be declared due, payable and collectible in the same manner as the delinquent portion of the assessment. C. Returned Checks: If a check is returned for insufficient funds, a Twenty-Five Dollar ($25.00) returned check fee, or the maximum amount allowed by Maryland law, shall be applied to the Owner’s account. If a check is returned and assessments are not timely paid, as set forth in Section II

(A), above, Late Fees and interest will be imposed. If the Association receives two or more checks returned for insufficient funds in any single fiscal year from an Owner, the Board may require all future payments to be made by certified check, cashier’s check or money order for the remainder of the fiscal year. D. Late Notice: A “Late Notice” may be sent to Owners who have not paid assessments or charges, in full, by the fifteenth (15th) day after the Due Date. Non-receipt of such notice does not relieve the Owner of his financial obligation to pay the Charges associated with the Owner’s account, including, but not limited to Late Fees, Interest, attorney’s fees and other costs of collection incurred by the Association.


E. Legal Referral: If payment in full, or any assessment or Charge is not received by the Association by the thirtieth (30th) ninetieth (90th) day after the Due Date, the account may be referred to legal counsel for the Association for collection of same. Nothing herein shall prevent the management company or the Board from referring a delinquent account to counsel at any time deemed appropriate. F. Lien: In accordance with the Maryland Contract Lien Act, if an Owner’s account remains delinquent for more than thirty (30) ninety (90) days, the Association, through its managing agent or counsel, shall may send a Notice of intention Intent to Record a Lien to the delinquent Owner. If payment in full of the amount due is not received within thirty (30) days after the Notice of Intention to Record a Lien has been served on the Owner, a Statement of Lien shall be filed which shall include all assessments (including accelerated assessments) and Charges owed, including, but not limited to postage and attorney’s fees incurred in collecting the amount owed and filing the Lien. Delinquent Owners are responsible for all costs and attorney’s fees associated with filing and releasing any such liens. G. Civil Suit: If payment in full of all amounts owed, including accelerated assessments, is not received by the time the Lien is recorded, a civil suit may be filed personally against the delinquent Owners. H. Further Legal Action: If an account remains delinquent after the filing of a lien and/or civil suit, counsel for the Association shall may shall take other appropriate legal action to collect the amounts due which may include, without limitation, garnishment of wages, rent and/or bank accounts, and the attachment of other vehicles and other assets. I. Foreclosure: If a lien remains unpaid, the Board may authorize legal counsel for the Association to file a suit to enforce the lien and foreclose on the Lot. J. Costs and Fees: All costs and attorney’s fees incurred by the Association as a result of collection activity on a delinquent account or violation of the GOVERNING Documents by an Owner or the Owner’s tenants, guests, family, residents, employees, agents, lessees or licensees shall be specifically assessed or charge against the Owner. K. Approval of Payment Plans/Settlement: The Board shall authorize a member of the Board or the management company to approve payment plans and settle accounts. L. Application of Payments: Payments received from an Owner shall be credited to currently outstanding amounts and the amount owed for each category below shall be paid in full before payment is applied to the next category in the following order: 1. Charges for attorney’s fees and court costs. 2. All returned check charges, postage, and costs. 3. Fees or other charges imposed for rules violations and damages. 4. Late fees and interest. 5. Annual and special assessments applied first to the oldest amount owed. M. Suspension of Rights: Pursuant to Article 3 of the Community Constitution and Article 8 of the Bylaws, the Association maintains the right to suspend an Owner’s voting rights for any period during which an assessment remains unpaid. Additionally, the Association maintains the right to


suspend an Owner’s right to use the Community Property and/or the facilities located thereon for any period during which any assessment against an Owner’s Lot remains unpaid.

Supersedes Collection of Assessments Policy 01232013-C approved by the Board of Directors on January

23, 2013

Superseded Collection of Assessments Policy 20160224-A approved by the Board of Directors on

February 24, 2016.

Approved by The Parke Board of Directors at the meeting of the Board held on February 24, 2016.


The Parke at Ocean Pines HOA, Inc Board Meeting …€¦ · Treeman LLC Proposal Bob Ostrowski ......

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Transcript of The Parke at Ocean Pines HOA, Inc Board Meeting …€¦ · Treeman LLC Proposal Bob Ostrowski ......