The meeting began at 7pm. Present: Jim Mulder, Roland Schlehuber, Diane Halvorsen, Charlie Pritchard. Absent: Rusty Kuhn.
The meeting began with a welcome and thank you to invited guest, Deputy Brianna Gray, the sheriff’s deputy assigned to Chesapeake Station. She gave us a very informative presentation on how we can best use the services of the police and sheriffs’ office.
She noted that our streets and street sidewalks are town property and thus considered public areas. Regarding our posted walkways and beach area, these are community property and considered private. The police are most concerned about malicious trespass, when the intent is to do damage, harm or disturbance. The sheriffs’ office has adopted a “no tolerance” policy toward loitering and vandalism and requests that we report any incidents of such to them.
As far as reaching Deputy Gray and/or the sheriff’s office, she noted that her personal cell phone has very limited storage and is not useful for reaching her quickly. The best policy for reporting police issues of a non-emergency nature is to call the Sheriff’s Office numbers 410-535-2800 or 301-855-1194. Both number connect to the same 15-line phone bank which is manned 24/7 by one or two operators. She noted that at times of peak activity, all lines may be active at once and even with two operators it may take some time for a call to be picked up. As always, 911 should be used only in cases of extreme emergency when police, fire, or ambulance is needed immediately.
Regarding the bike patrols, she advised us that the patrols include our beach sidewalk and access paths. Bike patrols are subject to the weather and availability of two officers, thus are more frequent during the warmer months. If we notice signs of malicious trespass (see above) we should notify the sheriff’s office and every attempt will be made to increase the bike patrol frequency.
The board asked about security cameras in the area and Deputy Gray advised that there was a camera at the Rod and Reel which covered the parking lot and entrance to the harbor area.
Deputy Gray was thanked for her presentation and left the meeting at 7:50pm.
Treasurer’s Report
The November financial statement was discussed and approved. We will request that boat rack fees for 2010 be sent out by Brenda at Summit Management. All monthly financial statements are available for review by homeowners. You can request a pdf from .either Roland Schlehuber, treasurer, at bebopster1@aol.com or Brenda Conway, financial manager at Brenda@summitmanage.com.
Committee Discussion
Architectural — Jim made a motion that the board will send a copy of all violation letters to Brenda so they may be recorded on homeowners accounts with Summit Management. Roland seconded. Motion passed. It was noted that all real estate packages (in cases of property transfers) must come from Summit Management, not the HOA
Beach– no report
Grounds
We are still waiting on estimates on the replacement and planting of 15 arborvitae for the C Street alley. In consultation with Andino, our landscape contractor, it was decided that the best solution is to fill in the missing trees with smaller 3-4′ trees, rather than transplanting existing mature ones.
We will ask Pam, grounds chairperson, to advise the residents who are interested in planting crepe myrtles on the common ground near C Street and 17th to submit a plan showing where they intend to place the trees before proceeding.
We are also waiting on two other quotes for the landscape ties by 7834 and 7832 C St, and the new mulched beds on the Overlook under the Beech and Oak trees. Roland pointed out that we need to be careful to stay within the budget funds allocated for landscaping and avoid using reserves, since we have already allocated those funds for the repaving projects.
Old Business
Regarding the Bond insurance, Roland reported that Brenda has been in contact with a new insurance person and will get the necessary documents to him so he can draft a proposal for insurance, before our current policy expires on January 15.
New Business
The city has sent us an indemnity notice regarding their offer to provide snow plowing for the parking lots and the alley. There is some question as to whether the alley would be included as there may be no place to pile the snow. The board will review the indemnity notice and determine whether or not to accept city plowing. It was noted that we will still need to utilize our private contractor to plow the sidewalks and possibly the alley.
We will prepare a newsletter to go out to the community after the first of the year. Since sharing of parking spaces is an issue that affects all residents, it was decided to address the overlook parking space crowding in the newsletter rather than send a letter to individual homeowners.
Meeting adjourned 9:25pm. Next meeting January 20, 7pm, at 4014 Band Shell Ct.
