CCCA BOD MEETING MINUTES 9/19/2023

MINUTES FROM CARRIAGE CROSSING BOARD MEETING SEPTEMBER 19, 2023

Attending via Zoom: Board Members Gwen Rhett
Dan Morris
Jesse Powell

Glen Posey
Robyn Majors
Travis Howard (Not-Present) Angela Jesses (Not Present)

INTRODUCTION: The Carriage Crossing Board Meeting was chaired and opened virtually at 7pm by Gwen Rhett.

There was a priority discussion in regards to the theft of the Carriage Crossing front entrance sign. A resident in the Community admitted to the theft via a text to the President of the removal/destruction of the front entrance property on September 19th. The Board is pursuing filing charges for theft/destruction of HOA property. The BOD is also consulting with the HOA Attorney. It was also proposed to request a meeting with the parents/owners.This incident is on the back of a complaint filed by Associate Member, 6118 Trotters Glen to the BOD on 8/27/2023 that a lawn statue was missing. Subsequently an incident report was filed with the Charles County Sheriff Department on August 30th.

Treasurer Report

●  Chesapeake Bank is now Shore United Bank-Dan is trying to obtain access for the Assistant Treasurer as well as the Accountant. All HOA Banking has been transferred to date.

●  As of September 6th, Reserve Account balance is $46,413 and the checking $18,863

●  Gwen & Dan met virtually with the Community Web Designer on 9/16 in regards to

designing a new payment platform for the Community. Currently if any Associate members make payment thru Stripe we are charged approximately 2.9% plus 30 cents per transaction. This equates to $15.00 per transaction. We have been exploring different, cheaper methods of paying through the CC website. Dan has found out that the bank does accept Zelle payments. Waiting for the Shore Bank representative and Web Designer to get back with us on how this can be accomplished. Gwen also announced that the Community is now the owner of the website.

●  A message was sent to the Attorney on 9/20 to address/update BOD of Members arrears who are not on payment plans.

●  Gazebo Refurbish project-Deposit was submitted to Rising Phoenix in the amount of $4,500. Balance $7,917.00 Total project: $12,300.00

●  Dan advised that on 9/16 three HP laptops were purchased in the amount of $700.00 on behalf of the HOA in order to store documents, and have a better and consistent management of the community. Revision: Vote was not taken, there was no malintent on Treasurer-All laptops will be returned effective immediately. 9/22/23.

Gwen requested that an Inventory list be created for all HOA related supplies purchased FY 2022 and FY 2023. Transparency of ALL Equipment
Pursuant to CCHOA Bylaws ARTICLE VIII (Officers and Their Duties) Section 8 which summarizes The President shall co-sign all checks and promissory notes. It was brought to the BOD's attention to ensure that we are in compliance with all purchases. Discussion of who reconciles all bank statements each month and that all receipts should match the bank account reports. The Treasurer and Accountant should be conducting this review on a monthly basis. It was reported that to date there have been no discrepancies.

Circuit Doctor Electrician-It was discussed that the BOD has brought various Electricians (Associate and non Associate) to look at the front lighting and determine how to better light up the front. Circuit Doctor has experience with HOA and their lighting issues. He proposed $8,275 to remove and replace photocell for front carriage lights, trench and install 6 uplights along the front wall, remove, replace spotlight and provide and install seven uplights. BOD vote: 5 yes, 1 no, 1-no response.

Committee Reports

●  Architectural Inspections-All Associate Members must have violations corrected by September 16th. They were given a few days past the 45 days due to mailing. Two Members have requested and granted extensions until October 30th. All others will be reinspected as soon as possible. One member's home is suspected of running an auto shop which is a violation.

●  Food Truck/Holiday Decoration Contest- Discussion of bringing a Pizza Truck to the Community. Information was passed on to Brandy by Dan. Current Schedule: September 23rd, Big Boy Taco 3:30-5:30pm., October 20th, Lauren Lumpia 5:00pm. BOD has gift cards to donate for the Holiday Dec. contest. Approved a 50/50 raffle and asked the last Food Truck driver if they would donate 5% back for Charity.

Old Business

●  Gazebo-Rising Phoenix started work on September 18th. After pressure washing with

acid he recommended a sealant be coated over stone veneer at no extra charge.

●  Mobile Library-Librarian reported several visits. Next Mobile Library visit will be on Wednesday, September 27th at 3pm. Cupola needs to be ordered asap.

New Business

● Discussion of Community Polls Top 3-1) Greenspace/Playground/Pavilion 49% 2) Pool with Gazebo-19% 3) Repair Restore Entrance Light - 14% 4) 1⁄2 Multi-purpose sport court 13% It was determined that building a pool and w/Gazebo would be astronomical in cost. BOD removed this off the table. BOD will concentrate on obtaining bids for destruction of the tennis court/replacing it with green space/playground/pavilion. This would be more practical and get more use out of the space. Estimate was obtained from Krauss Construction, they in turn sent an invoice advising before they design a greenspace they requested a $10,000 deposit. The BOD is not comfortable with his proposal. Will seek other estimates.

●  No Board member is interested in attending the Citizens Advisory Council Meeting on October 3rd.

●  Charles County HOA Board of Director training is being conducted. Next September 28th. Would have to register. Gwen will check to see if they have virtual training.

●  Discussion of obtaining a few suggested business names for snow removal during the winter that the community could use.

●  Discussion of hiring an experienced Lawn/Landscape Company to manage the common areas. We need to get pass soliciting neighbors to clean the front entrance. A few Associate members expressed a concern. We will be soliciting new bids for FY2024 to include not only cutting grass but weeding, trimming trees and shrubs (front entrance), mulching, perennial flower bed.

●  Shelter w/bench and announcement board projected cost $8,000 to $9,500.

●  BOD will Reach out to Miller Dodson who conducted the Reserve Study as well as HOA attorney to ensure that the HOA is in compliance with Maryland by changing the infrastructure of the common ground area since the report was originally based upon restoration of the playground and tennis court. It was determined that the playground area will be demolished for safety reasons.

●  Discussion of planning the FY24 budget in October so it will be ready to present to the Community at the Annual Meeting in January. Gwen, Dan, Robyn will set up a time to meet and present to the BOD in October. It was also discussed in order to keep up the pace of maintaining the common area and all of the restorations that have to be made we will have to discuss an increase from $41.83 per month to $58.33 per month. This increase would be based upon the reserve study recommendations, actual expenses, and what should be in the reserve account. Reference: MHAA 116-112.2. This is necessary to achieve what needs to be done.

●  Email needs to be sent to 6075 Trotters Glen in regards to roofing material on roof over an extended period of time.

●  Discussion and concern of Associate members parking their vehicles on the street for an extended period of time. BOD continues to walk/drive around the neighborhood to observe and determine if 1) Notice of Violation 2) Fine needs to be assessed. Only one home on Trotters Glen Drive has been observed parking their vehicle on multiple occasions next to their mailbox. This is clearly a violation and will be monitored.

Meeting adjourned 8:25pm

Respectfully submitted