minutes 10-05-10 BOD meeting

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Drum Point Property Owners’ Association
Board of Directors
October 5, 2010
DPPOA Office - 401 Lake Drive
Final
Board Members present: Gary Heal, Amy Rispin, John McCall, Tricia Powell, Sam Bergeson-
Willis, Dan Mathias, Duane Heidemann and Dale Maxwell

Board Members not present: Max Munger

Staff present: Rhea Webster

Guests: Property owners present: Len Addiss, Fran Borsh

Gary Heal, President of the Board of Directors for the Drum Point Property Owners' Association (DPPOA),
called the meeting to order at 7:30 p.m. He stated that Robert’s Rules of Order govern this meeting and
reminded Board members and guests not to speak until recognized by the Chair. Rhea was asked to give the
office update.

Office Update: Rhea Webster reported the following:

1. The General Membership meeting was held September 29th.
2. An application for additional trees, through the Free Tree program, was submitted to the County.
Dan Stallings, in conjunction with the Environmental Committee, recommended the sites and
types of trees to be requested.
3. The Community Emergency Response Team (CERT) held a meeting in the Association office to
discuss the impact of the recent heavy rains on the Causeways and others areas of the community.
4. The quarterly financial report which is sent to the County finance office for the reimbursement of
Special Tax District operating expenses will be submitted within the next week.
5. Additional e-mail addresses are being added to the current list of 625 thanks to the efforts of two
community members, Fran Borsh and Carolyn Ebel. The newsletter will be sent via e-mail to as
many property owners as possible in order to save on the cost of printing and postage (hard copies
will be available upon request).

John McCall made a motion to accept the minutes from the September 28th meeting (previously distributed
via e-mail to the Board). The motion was seconded, and the minutes were approved as written.

Tricia Powell asked for the floor and was recognized. Ms. Powell asked about the recent decision by the
Board to not record meetings. Gary Heal stated the decision had been made based on input from the
Association Attorney, Corinne Rosen as well as recommendations contained within Robert’s Rules of Order
and from the Community Association Institute.

Ms. Powell made a motion to “have the Board of Directors vote on whether to record all meetings.” The
motion was seconded. The vote was conducted and failed by a margin of 1 in favor (Tricia Powell), 1
abstention (Dale Maxwell) and 6 against. Max Munger was not present.

1
Drum Point Property Owners’ Association
Board of Directors
October 5, 2010
DPPOA Office - 401 Lake Drive
Final
President’s Remarks: Gary Heal reported on the recent record rainfall:

1. Several drives were made through the community to assess the situation.
2. The storm brought 15+ inches of rain which caused partial flooding of River View Drive
Causeway and Anchor Drive Causeway (the pipes were working but could not drain the flow
quickly enough). The Bay Drive Causeway flooded due to the amount of rain as well as a clogged
equalizer pipe.
3. The Community Emergency Response Team was activated during the storm/flood period. A small
television was hooked up, and with the existing cable service bundle, 13 channels can be viewed,
including News Channel 8 (useful during a storm). Gary recommended a wireless router be
purchased in order to allow internet access for the CERT when Rhea is not in the office (cost
approximately $50.00 - upon further discussion later in the meeting the Board approved the
purchase of the router).
4. One tree fell on River View Drive, west of Rousby Hall Road. Karl Bowen removed the tree from
the road immediately.
5. An area on Mill Creek Drive was washed out and repaired, on an emergency basis, by ABM
Construction Co. before any road damage could occur.

Gary suggested Committee Reports be held until after discussion of Action Items. The following was noted:

1. Under-the-Road Pipe Project: The project is complete. A request will be made to the County for
payment in the amount of $52,678.

2. Additional Under-the-Road Pipes: Additional pipes, not a part of the original project list, have
been found in need of some cleaning and/or repair. A two-part statement of work will be prepared.
The first part will be to inspect and clean each pipe at 19 locations. The second part of the project
will be for the contractor to provide a price for any pipes found to be in need of repair or replacement
(the repair or replacement will not part of the initial contract).

3. Guardrail: After discussion of the pros and cons of cable guardrails versus W steel rails, Dan
Mathias made a motion to “cancel a previous motion to contact the contractor being used by Calvert
County for guardrails and accept the bid for $8,700 from Chesapeake Guardrails.” The motion was
seconded and passed by a margin of four in favor (Sam Bergeson-Willis, Duane Heidemann, Dan
Mathias and John McCall), three opposed (Gary Heal, Tricia Powell and Dale Maxwell) and one
abstention (Amy Rispin). Max Munger was not present.

4. River View Drive: Sam presented a site map and statement of work regarding the best and final to
address storm-water management issues on River View Drive. The scope of work will include the
hardening of the shoulders and the creation of swales for absorption and eventual drainage.

A site visit had been conducted by Amy Rispin and Bob Boxwell with Master Gardener Judy Kay
who offered advice on the benefit of a rain garden. It was determined there is enough existing
vegetation on the slope toward Lake Vista to filter and slow runoff directed to the lake. John McCall
reintroduced his motion from the previous week which stated, “Collinson, Oliff and Associates
(COA) will be contacted and asked to review and recommend a resolution for storm water problems
on River View Drive, including appropriate shoulder work with Sam’s preliminary plan presented to
COA.” The motion was seconded with results as follows: John McCall, Duane Heidemann, Tricia
Powell, Dale Maxwell and Amy Rispin voted in favor. Sam Bergeson-Willis and Dan Mathias voted
against the motion. Gary Heal abstained, and Max Munger was not present. The motion passed by a
margin of five in favor and two against.
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Drum Point Property Owners’ Association
Board of Directors
October 5, 2010
DPPOA Office - 401 Lake Drive
Final

5. Chestnut Drive Repair: Start of work delayed as a result of recent rains (contractor suffered
flooding).

6. Calvert Drive Silt Runoff: Discussion was held regarding recommendations made by the Soil
Conservation Service. The area is not appropriate for installation of additional vegetation, and the
affected area is not within Drum Point rights of way. In consideration of the above, Sam Bergeson-
Willis made a motion to drop the study on Calvert Drive. The motion was seconded and passed
unanimously.

7. Project Manager: On hold pending budget constraints.

8. Dry Hydrant Parking Area: On hold pending notification from Calvert County Board of Appeals.

9. Public Access Easements: After site inspections conducted by Sam Bergeson-Willis, a list was
compiled that shows which of the easements may easily be upgraded for use by the community.
Some of the easements are within the Critical Area and would, therefore, require permits prior to any
upgrades being performed. More research may be needed with regard to continued ownership of
some of these easements by the DPPOA. Many adjacent property owners do not seem aware of the
fact that the easements are for the use of the entire community at access points near the water. Dan
Mathias made a motion that letters be sent to property owners adjacent to DPPOA easements, to
remind the property owners of DPPOA ownership and therefore, reminding them actions such as the
cutting of trees is restricted per Critical Area requirements. The motion was seconded and passed
unanimously.

10. Traffic Calming Devices: Signs and posts will be ordered now for installation in the Lake
Drive/Lake Place area as recommended by the County and the Board. Sam will meet with W & W
Striping to discuss the recommended striping so that striping can be implemented. The possible
installation of rumble strips will also be investigated for the longer term.

11. HOA Attorney: Gary and John will meet with Thomas Schild Law Group at 10:00 a.m. on
Tuesday, October 12, 2010 to discuss their services to Homeowners’ Associations.

12. Beach Steps: Gary Heal purchased material to install a hand rail on the recently re-build beach
steps. The hand rail is needed in order to pass County inspection. Volunteer labor will be used.

Committee Reports

Environmental Committee: Amy Rispin gave a brief report as follows:

1. Judy Kay, a Calvert County Master Gardener, volunteered to speak about rain gardens at an
upcoming meeting of the General Membership. An article will be placed in the newsletter
announcing her talk at this meeting.
2. The annual Patuxent River Appreciation Days is scheduled for the upcoming weekend. The
County Environmental Commission will have a booth featuring the “Pump for the Bay” program.

Treasurer: No report (Max was absent)

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Drum Point Property Owners’ Association
Board of Directors
October 5, 2010
DPPOA Office - 401 Lake Drive
Final

Operations: Sam reported as follows:

1. A bent pipe on Deer Drive was repaired by ABM Construction.
2. The washout on Calvert Drive, resulting from recent heavy rains, was repaired by ABM
Construction - there is a need for rocks to be placed to discourage erosion.
3. The Burgers were tasked with the clearing of the pipe on the Bay Drive Causeway. There is some
clogging of the pipe again today, and the issue of the sand drifting into the pipe must be addressed
in the longer term.

Communications: No report

New Business

Sheriff’s Liaison: John McCall suggested Dale Maxwell become the liaison between the DPPOA and the
Calvert County Sheriff’s Department. Issues to be addressed include the ability of Deputies to write tickets
within Drum Point. Dale will contact Sheriff Evans to clarify the issue. A log-in sheet will be created to
determine the amount of usage the Sheriff’s Sub-station receives. A recent complaint from a homeowner
stated that a Deputy refused to write a ticket on the River View Causeway where people have been parking
illegally according to Drum Point signs. Rocks and posts placed there to discourage people from parking on
the edge of the causeway have been removed. Sam will address the issue of the moving of the rocks and
posts to determine if action is needed (the Board plans a comprehensive review of parking locations and
signs).

General Membership Meeting Agenda: Per a point made by the Ombudsman, Dennis Baker, at the most
recent meeting of the Membership, effort will be made to provide a more complete agenda to property
owners. The final agenda can be e-mailed to the community prior to the meeting.

With no further business to discuss, a motion was made to adjourn the meeting. The motion was seconded,
and the meeting adjourned at 9:30 p.m.