the parke at ocean pines hoa, inc board meeting packet 10 ......the parke at ocean pines hoa, inc...

The Parke at Ocean Pines HOA, Inc

Board Meeting Packet

10-25-2017

Prepared by:

Kristi Clarke, CMCAGeneral Manager

on 10-23-2017

10/23/2017 Ocotober 25, 2017 Board Meeting Packet 1 of 51

Document Title Page

Board Meeting Agenda 3

Previous Board Meeting DRAFT Minutes

5

Treasurer's Report 9

General Manager Report 11

September 30, 2017 14

Committee Reports

Budget and Finance 30

Communications Committee 35

Covenants Committee 37

Design Review Committee 38

Operations Committee 39

Program Committee 43

Unfinished Business

New Business

Request for Funds

Clubhouse Electrical Upgrade 44

Elliptical Recumbent Bike Purchase 46

Dehumidifier Control Relocation 48

Annapolis Pier Path Repair Proposal 51

Table of Contents

September 27, 2017 Board Meeting


The Parke at Ocean Pines Board Meeting Agenda

October 25, 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. September 27, 2017 b. Statement of Executive Sessionc. BOD Working Session

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 Dale Buley b. Emergency Preparedness Task Force Update Leo Moran c. Communications Advisory Committee Website Policy Bob Ostrowski d. Design Review Guideline Policy Dawn Johnson

L. New Businessa. Fund Requests

1. Clubhouse Electrical Upgrade Proposal Leo Moran 2. Elliptical Recumbent Bike Purchase Leo Moran 3. Dehumidifier Control Relocation Proposal Leo Moran 4. Annapolis Pier Path Repair Proposal Leo Moran

b. Approval of Attorney Collection Processing Dale Buley c. Approval of 2017 DRAFT Budget for Resident Review Tom Piatti

M. Board of Director’s Comments Board Members

N. Board of Directors and Committee Chair Roundtable Discussion Tom Piatti

O. Adjournment Board Members


The Parke at Ocean Pines Community Association, Inc.

Board of Directors Meeting Minutes

September 27, 2017

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

CALL TO ORDER: The meeting was called to order at 9:35 a.m.

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

WELCOME: President Piatti welcomed all present and acknowledged presence of a quorum. He gave a Power Point briefing on the results of the recent Parke-wide survey concerning landscaping, gutter cleaning and extended Clubhouse hours. The results of the survey will be posted to the Parke website.

RESIDENT OPEN FORUM: Comments and concerns regarding the Mail Pavilion landscaping changes and use of audio in the Fitness Center were addressed by Ray Olsen, Linda Olsen, Donna McCracken, Leo Moran, Bill Glock , Jennifer Snyder-Tornetta, Pat Addy, Rick Rodgers and Bob and Jackie Bates.

ADDITIONS/REVISIONS TO AGENDA: Tom Piatti moved to add “Design Review Guideline Policy” under New Business, seconded by Dale Buley and unanimously approved.

MINUTES OF PREVIOUS MEETINGS:

August 30, 2017 BOD Meeting Leo Moran moved to approve the minutes of the August 30, Board of Director's Meeting, seconded by Dawn Johnson and unanimously approved. August Executive Session The Board of Directors held an Executive Session in the Grand Hall of the Parke Clubhouse on August 30 at 11:30 a.m. The session was held for the purpose of discussing matters pertaining to employee hiring, Member delinquencies and Age Restrictions. The motion for an Executive Session was approved by the Board of Directors and all members were present. This Executive Session was held in accordance with the Maryland Homeowners Association Act, Section 11B-111(4)(viii) discussion of matters pertaining to employees and Members. The Executive Session adjourned at 1:18 p.m.

TREASURER'S REPORT: Acting Treasurer Dale Buley reported that the Parke was in a healthy financial state. He reported that collection of delinquencies has proved very successful. Demand letters are going out in an attempt to collect more delinquencies, and as of October 15, all accounts with any delinquency will receive a 10% late fee. Dale thanked Joan Kessler for her efforts in obtaining advertisers for the Parke Bench.

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

GENERAL MANAGER'S REPORT: Kristi had nothing to add to her action pending spreadsheet. COMMITTEE REPORTS:


Budget and Finance – Diane McGraw – reported that they would have a budget meeting on 9 October and the BOD budget working sessions are scheduled for 11 and 12 October. Communications – Pat Addy – The Committee is working on revising the Website Policy and Advertising Policy. We have raised advertising rates for the Parke Bench and so far there have been no complaints from advertisers. Covenants – Donna McCracken – The Committee had a long conference call with our attorney regarding the draft HOA Clubhouse Usage Policy. As drafted, the policy is too long and difficult for residents to search. To simplify, there should be separate policies for the different areas of the Clubhouse. They are back to the drawing board and the process will take some time. DRC – Linda Olson - report stands as written. Operations – Bill Glock – Russ Smeak, our maintenance tech, is assisting Operations in various projects, such as bench refurbishment. The Mail Pavilion landscaping upgrade is still in progress - daffodils and day lilies will be planted around the mail pavilion for color. Simplex Grinnell, our fire apparatus contractor, is in violation of their contract obligations and we are seeking contract termination for cause. Sign replacement at Hidden Lake and the Clubhouse is underway. Programs – Susann Palamara – report stands as written. UNFINISHED BUSINESS HOA Activities and Clubhouse Usage Policy DRAFT Update Dale Bully reported that the conference call with the attorney regarding the HOA Activities and Clubhouse Usage Policy was very productive, but as Donna stated, the revision will be a long process. Emergency Preparedness Task Force Update Leo Moran reported that he will be meeting the Worcester Counties Emergency Planner on 29 September, to be followed by visits to the Ocean Pines Fire Department and Public Works. Dale Buley strongly suggested that the Committee also look at the Security implications when establishing Emergency Preparedness Policy. NEW BUSINESS Fund Requests Dale Buley moved to approve a wire transfer in the amount of $1,456.57 to the Bank of Ocean City, GL 1010, Petty Cash account from the Union Bank Operating account. The transfer replenishes the Petty Cash Fund from the Operating account for August 2017 expenditures. Seconded by Leo Moran and unanimously approved. Dale Buley moved to approve a new contract award to PKS & Co. P.A. to conduct financial audits for the Parke at Ocean Pines for the calendar years 2017, 2018 and 2019 at a cost of $6,200 per year. This contract has been competitively bid by the Budget and Finance Committee and is recommended for Board approval. This expense will be budgeted as GL 7000, Audit and Tax Services. Seconded by Leo Moran and unanimously approved.


Leo Moran moved to approve the proposed contract by Delmarva Document Solutions for leased copier services as recommended by the Operations Committee and endorsed by the Budget and Finance Committee. Contract cost is $4,320.00 annually charged to GL 5085 (Xerox Contract.) Seconded by Dale Buley. After discussion concerning additional costs “per copy”, Leo moved to withdraw the motion, seconded by Dawn Johnson and unanimously approved. Leo Moran moved to approve the proposed contract by Delmarva Document Solutions for leased copier services as recommended by Operations Committee and endorsed by the Budget and Finance Committee. Contract cost is $4,320.00 annually charged to GL 5085 (Xerox Lease) plus $.0099 each for black and white copies, $.055 each for color copies, plus a one-time $125.00 set up fee. Seconded by Dale Buley and unanimously approved. Leo Moran moved to approve the proposal from ARK Systems to conduct a Clubhouse annual fire safety inspection as recommended by the Operations Committee and endorsed by the Budget and Finance Committee. Contract cost is $1,293.00 charged to GL 6414 (Smoke Alarms/Fire Sprinkler Contracted Expenses.) Seconded by Dale Buley and unanimously approved. Leo Moran moved to approve the proposal from ARK Systems to replace batteries in Fire Exit Lights and Signs as recommended by the Operations Committee and endorsed by the Budget and Finance Committee. Cost not to exceed $787.00 charged to GL 6565 (Smoke Alarms/Fire Sprinkler Replacement and Maintenance). Seconded by Dale Buley and unanimously approved. 2017 Committee Assignments Tom Piatti moved that Gloria Richards (Alternate Member) be appointed a regular member of the Communications Committee replacing Flo Whittaker. Seconded by Dale Buley and unanimously approved. Communications Advisory Committee Website Policy The following statement was read by Tom Piatti for record: As a result of the new website created by the Communications Committee and approved by the Board of Directors, the current Website Policy is outdated. Meanwhile, the Communications Committee is working on a revision which they will send to Covenants for review prior to the Board’s consideration. The new policy shall specify the purpose and function of the website based upon the website design contract scope of work prepared by the Communications Committee and approved by the Board of Directors. The Board of Directors would like to see a revised policy not later than the November Board meeting for discussion and consideration for resident comment. Until the policy is officially revised, the Content Manager will be the Clubhouse and Communications Coordinator (CCC) (Vicki Magin) and changes to the current website format, function and purpose shall be monitored by the Board of Directors or Board President at the recommendation of the Communications Committee. The CCC will work closely with the Communications Committee to ensure that the historical purpose, activity and function of the website is upheld during the revision process. This statement is to provide a foundation to work from during this transitional period due to the conflict that exists between the current Website Policy and the current website designed by the Communications Committee and approved by the Board of Directors of which the staff is administering.


Design Review Guideline Policy The following statement read by Tom Piatti for record: DRC Guidelines Policy

Article 7 of the Community Constitution provides the framework for the DRC. Section 7.1, Architectural Control, provides the areas to be controlled, this includes Community Property, Property and Living Units.

Section 7.3 (b) states that the BOD may, but shall not be obligated to, assign all or a portion of its reserved rights to a DRC appointed by the BOD.

Presently, the DRC Guidelines state the responsibility for Common Areas and Living Units rests with the DRC. However, in practice, landscaping control of the Common Areas has been the responsibility of the Operations Advisory Committee Landscaping Sub-Committee because “Contracted Services” for Ground Maintenance, Trees, Storm Water Management and Trails/Paths is contained in Operation’s Terms of Reference.

Therefore, to be compliant with our Community Constitution, the Board suggests the DRC consider the following amendments to its guidelines:

Amendment 1, Role of the Design Review Committee:

Add the following statement immediately following the quoted statement from Article 7 of the Community Constitution:

In accordance with Section 7.3(b) Design Review Committee, the Board of Directors assigns the enforcement of the Design Guidelines of the Living Units to the Design Review Committee subject to all rights reserved by the Board of Directors. The Board of Directors shall maintain and control all real property owned or leased by the association designated to be for the common use and enjoyment of all owners.”

Amendment 2, Application and Review Procedures:

Add the Clubhouse Phone Number and strike Barbara Cordrey’s name and email.

BOARD OF DIRECTOR COMMENTS

Mail Pavilion Trash Can Removal

Tom Piatti stated the BOD was informed and concurred with the Operations Committee Chair’s decision to remove all garbage containers at the Mail Pavilion because trash and pet waste was being discarded both inside and outside of the facility. The removal of these common area containers was in keeping with The Parke at Ocean Pines Policy Resolution 20150325, Rules for Trash Disposal and Collection, which states “The placing of any household trash in the common area trash cans is also a violation of The Parke at Ocean Pines trash policy. The placing of any household trash in the common area trash cans is a violation of the policy and is subject to a fine of up to $50 per occurrence.” Therefore, removing all garbage containers prevents potential violations and fines prescribed in this policy.

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 Director's Meeting for the purpose of 11B-111(4)(i)discussion of matters pertaining to employees and personnel. Seconded by Leo Moran and unanimously approved.


Leo Moran moved to adjourn the meeting, seconded by Dale Buley and unanimously approved. Meeting Adjourned 10:45 a.m. Respectfully submitted, Susann Palamara, Recorder Leo Moran, Secretary

These minutes will be approved at the October 25, 2017, Board meeting.


The Parke at Ocean Pines

Treasurer's Report to the Board of Directors

October 25, 2017 Meeting

Report as of September 30, 2017

Financial statements of the Parke HOA as of September 30, 2017 are used for this report with numbers

rounded for ease of reading.

The Balance Sheet Report for September 30, 2017 shows the balance in the Union Bank Operating

checking account to be $99,780. The Bank of Ocean City (BOC) checking account (Petty Cash)

balance was $2,988 and the BOC Contingency account balance was $60,126. Our total cash available

above plus our high yield investments in the Bank of Ocean City Savings of $75,823 and our Reserve

Investments of $297,047 equals $535,764. Of further note, since the kick-off of the 2017 Delinquent

Assessment Collection Initiative as of August 1, 2017, delinquent assessments (reflected in GL1500

A/R Assessments) have been reduced $12,043, a 36% reduction after a two months effort.

The Income Statement Report as of September 30, 2017 shows our year to date (9 months) total

Operating Income to be $927,035 and our year to date (9 months) total expense to be $835,193.

Our income includes monthly single assessments as well as $1,000 for each YTD home sale of

$31,000, Newsletter advertising of $5,980 and Clubhouse rentals of $620. Also, it should be noted that

our cash balance includes $45,803 in prepaid assessments which is carried on the Balance Sheet as a

current liability. Of interest, this liability was reduced by $4,295 month over month.

Based upon the above analysis, the current financial status of the Parke HOA continues to be healthy.

2017 Delinquent Assessments Collection Initiative

The 2017 Delinquency Assessments Collection Initiative began with overdue balances as of August 1,

2017 equaling $32,685. Subsequently, the delinquency balance changed as of August 31, 2017 equaled

$24,498.50. As of September 30, 2017, the delinquent balance equaled $21,883.54. As of October

16th, an additional $9,735 was collected bringing the balance down to $12,148.70. Of that balance,

$2,862.60 belongs to members asking for payment plans; $853.60 will be paid by members that left out

of town before they could check their bank records – they will pay when they return (expected by Oct

31st); $6,018.80 remains. The Board of Directors will meet in Executive Session following the October

25th Board Meeting to discuss sending the final few accounts to the collections attorney to send a “30

Day Intent to Lien” notice to each Member and subsequently filing liens on those accounts that do not

respond with payment within the 30 day time period.

Note – If a house forecloses AFTER a lien is filed and the house has no value above the mortgaged

amount, the mortgage holder MUST pay the Association four (4) months of assessments no matter the

equity (or lack there of) in the home. While it is true that the Association will incur legal fees if the

liens are not satisfied prior to foreclosure, the four (4) month assessment will reimburse the


Association’s legal fee costs and a slight surplus will be applied to the Association’s income.

It is important to recognize that the Association will not write off any Bad Debt that is left on any

account UNLESS the home has foreclosed, the Association received the 4 months of past due

assessments and the remaining balance was left unpaid when the bank sells the home to new members.

The Bad Debt Write off of 2017 is expected to be considerably less than that which is budgeted

($9,360).

2018 Parke Budget Initiative

Just a note to recognize those involved in the development of the Parke 2018 Budget. Starting

with the General Manager and her outstanding development and presentation of a recommended

budget, to the Budget & Finance Committee's complete review and recommendations to the Board of

Directors and the smoothness of the Board Working meeting to hammer out a very thorough and

common sense 2018 draft document, we owe those involved a real debt of gratitude. The Board will

vote to approve the draft 2018 Budget at their October 2017 meeting followed by a 30 day resident

review. The Board will conduct a resident presentation of the 2018 Budget at the November 3rd Java

Hour and will be vote for approval at the November 27th Board meeting.


Management Report

August 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 brough up.

Date to be

Determined 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

6 complete, more

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 Nov-17 X

Notice to send

with 2018 Budget

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" November 10th X

Maint Tech to

install as well as

other signs

ordered for other

locations

7

HOA Usage

Policy

Covenants Committee working resident comments/edit -

Association Atty is reviewing legality

Unknown due

to review

process X

Taget Date to

incorporate

sending approved

policy with 2018

Annual Meeting

Notice

9 2016 Audit

Audited Adjusting Entries to be incorporate in September

Financials - Final Audit uploaded to Website - December

2016 Year End financials to be uploaded no later than

November Budget and Finance Meeting X

10

Pool Wall

Repair/Paint

Board approved 6-28; GM cooridinating DH contractor,

pool mgmt contractor, painting contractor, aqua fitness

classes for start date of project x

12 Cape May Pond

Downspouts completed 10-13. Tributaries started 10-20

and will be back 10-27. Project to be complete by

November 15th, weather permitting. Mid November X

13

Federal Hill

Pond

Lilies are still not stablized. Additional bank erosion

control is being compelted by Tributaries X Nov-17

Note - All missing numbers are completed items reported last monthPage 1 of 310/23/2017 Ocotober 25, 2017 Board Meeting Packet 11 of 51

Management Report

August 2017


In


Tentative


22 2018 Budget

Board to approved DRAFT Budget for resident review and

comment 10-25-17. Will post on webstie, in clubhouse

and mail pavilion. JAVA Nov 3rd - Board to review the

budget with Residents Oct-17 X

23 Staff Education

GM completed two courses. AGM and CCC to provide

dates and classes to GM for completion by 12-31-2017 Dec-17 X

24

Delinquency

Collections

See Treasurer report 10-25-17. Four (4) accounts are

being sent to collections attorney that total $7,630. One

will foreclose, others no contact with owners. Two are

known to be vacant - other 2 is unknown. All others are

either on payment plans, paid in full or are less than 60

days delinquent. total remaining outstanding $12,148.70

($2862.60 have payment plans) All accounts received late

fees. Nov-17 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. Fall 2017 X

26

Clubhouse

Front Door

Frame

Board Approved, Scheduled the last week in October.

Announcment will be posted when specific dates are

secured with contractor for resdients to use other door

for entry. Jan-17 X

27

Clubhouse

Exterior Doors

Contractor to provide quote to move all slide locks to

semi-stationary exterior doors to come into County Code

compliance. To be combined with Front Door Frame

work Aug-17 X

30

Landscape

Scope of Work

Publication

Announcement was posted to the website on 8-28-17. At

this time, it has not been placed in any other area. GM

recommended that Board amend the Codes by adding

these services as an attachment. No action by Board at

this time. Residents may search for post by typing

"landscape" in the search box on home page. X


Management Report

August 2017


In


Tentative


31

2018 Budget

Process

GM will gather proposals for services that Residents are

asking for in addition to the current services in order to

see if the B&F Commmittee feels that these services

could be added to the 2018 Budget. (examples - pruning

more than the "original plants by the Developer in the

Front planting beds only," mowing for 34 weeks rather

than just 28 weeks, Mowing Opt out from week to week

based upon owner's requests., etc" Aug-17 X

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 amentities that The Parke offers to

residents, (association mainteance on private lots,

protected foreested 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. Dec-17

33

Part time

Janitorial Staff

GM worked out an additional locker room and mail

pavlion clean on an additional day with the Janitorial

Service for an additional $30.00 per week, within the

Annual Budget. X

34

Smoke

Detector

Rplcmnt Board Approved - completed X

35 Survey

Survey completed. Board President presented at

September Board Meeting. Copy of presentation posted

on website. Search "Survey results" in search box on

home page. Find the link on the side bar of any page or

at the bottom of the Home page. X

36

Extended

Clubhouse

Hours

Board received pricing at September Meeting. Board

continues to investigate option by visiting other "open"

clubhouses in nearby HOA's and reviewing security issues

of such, if any. X

37

Clubhouse Fire

Alarm/Saftey

Clubhouse Fire Sprinkler system and Smoke Detectors

were inspected by ARK. All Repairs were made.

Clubhouse is up to date on inspections and repairs. X


The Parke at Ocean Pines HOA, Inc

September 30, 2017

Financial Report Packet

Budget & Finance Committee

Prepared by:

Kristi Clarke, CMCA

General Manager

9/16/2017


The Parke at Ocean Pines Financial Narrative Report

Section I. Notes to Balance Sheet

a. The following is a report of the cash on-hand at the end of this reporting period.

1000-OP1 Union Bank Operating

GL 1650 Due to/Due From Reserves

1010-OP2 BOC Petty Cash

1212-OP2 BOC Operating Contingency

1330-OP2 Bank of OC Savings

Total Operating Cash and Investments

1325-RR2 United Bank

1331-BOC MM #5490 .6%

1651 Due To/From Operating

Total Reserve Cash and Investments

Notes to Reserve Activity

Notes to Due To Operating from Reserves

Total Reserve Investments (RR1

& RR2)

$275,746 $269,275 $6,471

The Association reports a total $535,764 cash and investments as of September 30, 2017. Due To-Due From Notes: As of

January 1, 2017 the Reserve Fund was $22,525 over the January 1 Reserve Study Starting Balance. During January, the

Operating Fund paid for the Shower Project Deposit in the amount of $9,750 which was be reimbursed in March. In addition,

the Locker Room Fan replacement completed in 2016 was billed and paid in January. After the 2016 Audit - this expense will

be accrued into 2016 removing the balance from the Due to Due From GL's in 2017. At this time, the Reserve Funds are

$30,884.62 over the starting balance. In accordance to the Reserve Study - the Association should end 2017 with $310,713.

See detail below for 2017 Projected Year End Balance compared to the Reserve Study.

$15,431

$170,288 $163,879

$260,018 $244,587

($21,301) ($21,302) $1

$126,759 $126,699 $60

$60,126 $60,119

$75,823

$99,780 $84,435 $15,344

$2,988 $2,944 $44

$75,786

$21,301 $21,302 ($1)

$275,746

Please see individual bank account detail to follow below:

$6,471$269,275

$6,409

$7

$36

Change *Current Month Prior Month

The Parke at Ocean Pines

Financial Review & Report

Review of Financial Statements for the Period Ending

September 30, 2017

$15,431$260,018

$535,764

Change

$21,902

Prior Month

$513,862

$244,587

Current Month

Total Operating Cash &

Investments (OP1 and OP2) :

Total Cash and Investments

(minus the Due to/Due From)

1 of 6 10/23/2017 5:06 PM10/23/2017 Ocotober 25, 2017 Board Meeting Packet 15 of 51


Section II. Delinquencies

; the previous reporting period was for a .

Section V. Income Statement Report (Combined Operating and Reserve)

The following is a review of the Combined Operating and Reserve Statement for the Reporting (RP) and Year End (YE)

Periods. Actual activity is compared to projections (the monthly spread of expected expenditures by

budget line prepared at the beginning of the FY for both the reporting and year to date periods). Favor-

The cumulative delinquent assessment balance through the end of the current reporting period is

a decrease of

$237,739

$260,265

($22,526)

$9,750

($6,368)

($1,389)

($21,137) Matches GL1651 - Variance of Starting Balance per Study

$21,884 $24,499 ($2,615)

As of October 16, 2017 - the balance of the outstanding total on Sept 30th is equal to 12,148.70. Of this amount, $2,862.60

represents totals due asking for payment plans, $853.60 is highly likely to be collected as owners are returning from out of town

mid-October to meet with GM and settle account, $2520 will more than likely be written off due to foreclosure of home, if bank

will take action on it - mortgage is deeply under water; $1917.00 is due by an owner whose son is paying all bills - GM is trying

to get his contact info; this leaves about $3995.00 to possibility turn over to Collections Attorney - represents 4 separate

accounts. There are two accounts that just sold and settlement checks are in the mail - once applied, these accounts will be zero'

d out.

pd out of Operating, reimbursed by Reserves in March

$9,750)

Jan Reserve contribution was made in February (6,368)

Not in Study - will be moved to 2016 through audit

GL 1650 Due to /From Operating and GL 1651 Due to/From Reserves are used to track the funds owed between Operating and

Reserves. It uses the beginning balance of the Reserves Study (2017 = $237,740) and books ONLY missed monthly

contributions and expenses paid out of the Operating Account instead of the Reserves account. The January activity booked in

GL1651 (Reserves owes Operating) includes a ($86,604.86) - to true up the Dec 2016 Ending Balance to the new Reserve Study

2017 starting balance; ($9,750.00) to record the Shower replacement deposit paid from Operating Account (funds were

transferred from Reserves to Operating in March that zero'd this entry); $6,369 to record the January monthly contribution

amount that was not transferred from Operating into Reserves (was transferred in February with the February contribution and

was credited out of the GL); $1,389.33 to record a payment made in January 2017 for work completed in 2016 - (Auditors will

include this Journal Entry in their report and will move this payment from 2017 into 2016 and out of this GL).

GL1651 - Due to Operating from Reserves in order to keep in

balance with the Reserve StudyVariance

Reserve Study Starting Balance 1-1-2017

Actual Starting Balance 1-1-2017 (pre-audit)

Shower Replacement Deposit

January Reserve Contribution

Locker Room Fans (2016 Project)

Ending Variance

per December 31, 2016 Pre-Audit Balance Sheet

January Reserve Contribution paid from Reserves $6,368 Jan Reserve contribution was made in February (6,368)

Shower Replacement Deposit ($9,750) Transfer of funds from Reserves to Operating



able variances are shown in parenthesis "( )."

Actual Budget Variance


Payroll & Benefits

0.00

The Association reports an unfavorable $1,631.81 variance for the month and an unfavorable $7,634.09 variance year

to date. The unfavorable variance is due to 1) Website Expenses includes a) $2900 Final 50% payment for new

website design (first 50% deposit of $2900 pd 8-2016) and b) 2017 website hosting contracted $1800. The $2900 is

over 2017 budget as project was budgeted for 2016. Removing this total leaves the 2017 remaining budget at $400.

2) Legal expenses YTD is $2407.00 over YTD budget. The total YTD budget is $5,000 - The Association is expected

to be over budget in this category due to the HOA Clubhouse and Usage Policy amendment work which has not been

billed as legal counsel just began review.

Income

$5,913$106,808

Variance

Year To Date (YTD)

Actual

As of September 30, 2017 (month nine of twelve of the current fiscal year), the Association ended operations with a reported

16,553.61 surplus for the reporting period compared to a budgeted $16,364.66 deficit for a favorable 32,918.27 variance. YTD

the Association has an actual $91,842.69 surplus compared to a budgeted $2,440.99 deficit for a favorable $94,283.68 variance.

Please see the following details for the variance details.

Budget Variance

Reporting Period (RP)

Actual Budget Budget Variance

3,838.81 2,207.00 1,631.81 36,134.09

The Association reports a unfavorable $6371.07 variance for the month and an unfavorable $525.49 variance year to

date due to the budgeting spread difference of actual payrolls billed in Sept (3) compared to budgeted (2). The Part-

Time Maintenance Tech is included in all three payrolls. This category will be within budget at year end.

22,652.07

7,634.0928,500.00

Budget

Actual Budget

Year To Date (YTD)

Actual

The Association reports a slight favorable $5,913 variance for the month as well as a favorable $19,425 variance year

to date. The YTD Initial Contribution is $14,000 over budgeted. The Association has recovered $5,824.86 YTD in

Bad Debt - which is added to the Association's Budgeted Income. 2017 Reserve Interest Income will be booked in

the Reserve Budget rather than the Operating, which is appropriate, therefore that GL will show a $1000 deficit at year

end.

Actual

500.00 (285.89)

There were no expenses in this category during this reporting period.


Board/Committees/Annual Meeting

Reporting Period (RP) Year To Date (YTD)

16,281.00 6,371.07 148,592.49

Variance

Budget

0.00 0.00 214.11

Variance

Variance

148,067.00 525.49

$100,895

Administrative Expenses


$907,610$927,035 $19,425

Actual



($13,517)

Budget

$1,281 $93,420


$42,560 $29,974 $12,586

Variance



Actual Budget

$7,360

The Association reports an unfavorable $1281 variance for the month and a favorable $13,517 variance year to date.

Several GL's billing was off of the budget spread, therefore it appears that there are unfavorable variances, but

expenses are on schedule year to date except Janitorial Services, which began late in the year, however, the variance

will disappear at the end of the year. The 2016 Audit and Taxes have not been billed as of the date of this report.

While the Association shows a surplus in Contracted Expenses this month, it is anticipated that the Association will

have a minimal variance by year end.

Year To Date (YTD)

Repair & Maintenance

Actual

Year To Date (YTD)

$106,937


Variance Actual

Contract Expenses

Actual Budget Variance Actual Budget

Budget Variance Actual Budget

Utilities -

Budget Variance

The Association reports an unfavorable $311.65 variance for the month and a favorable $6230.02 variance year to

date. GL 6045 shows an unfavorable deficit of $338.31 during the month due to a reclassification of August's

payment. It is anticipated that the Association will have a Year End slight surplus in this expense category.

Variance

$8,641

Variance

$6,264 $1,733

Actual

Pool


Actual Budget Variance Actual Budget Variance

$36,005 $76,947 ($40,942) $384,987 ($53,200)

$15,320 ($1,968)$1,395

$438,187

Year To Date (YTD)

Grounds Maintenance

($105) $13,352

The Association reports a favorable $105 variance for the month and a favorable $1,968 variance year to date. The

Association is expected to have a slight surplus at year end.

$4,531

$1,500

The Association reports an unfavorable $4,531 variance for the month and an unfavorable $12,586 variance year to

date. This category includes the 2017 snow removal costs which are unbudgeted and paid for from the Association's

Contingency Bank Account for this purpose and repaid the following year through the assessments. Therefore, the

Association's actual R&M expenses are only $2,384 over budget. The Association is expected to be over budget by

year end.

3,874.65 3,563.00 311.65 40,602.98 46,833.00 (6,230.02)




Section III. Notes to the Reserve Income Statement Report

Other Expenses

($21,755)

The Association reports a favorable $40,942 variance for the month and a favorable $53,200 variance year to date.

The variance is due to several factors: no need for budgeted leaf removal $36,205 (GL6605 and GL7005). Some of

the contracted landscaping items are taking place differently than budget spread, but the Association will incur all

costs and balance actuals against the budget at year end in all contracted GL's (does not include 6160 and 6110 which

will fluctuate to the needs of the Association.)

The Association reports a favorable $84 variance for the month and an unfavorable $1352 variance year to date. This

is due to budget spread calculations and nothing of significance at this time.

($84)

Variance

$0 $0

$16,660 $1,352



Variance Actual Budget Variance

$0

$1,216 $1,300

Actual Budget Variance Actual Budget

The Association did not have any activity in this expense category for the month. There are no capital improvement

project scheduled at this time, nor anticipated in the near future. Regarding PY OP Cont Exp - The Association owed

the BOC Contingency Bank Account (GL1212) for the 2016 Snow Removal Costs ($11,818.04 actual costs) which is

booked in the budget (budgeted at $20,513) within this category. The funds transfer occurred in February, but not

booked through this expense line item. GM will discuss this with Corporate Accounting and Auditor in order to show

the transfer of funds through the expense GL even though the bank accounts in which the transaction occurs are both

considered Operating accounts - which is why the transfer is not booked as transfers between reserve and operating

accounts are.


Actual Budget

$0

Taxes and Insurance

The Reserve Contributions (GL9105) is accrued. This is why the Due to - Due From GL's on the Balance Sheet are important as

they record monthly contributions that are not made. The Association is making the Reserve Contributions as budgeted. The

reserve interest was not budgeted under the Reserve "Company" therefore, this GL will show a positive variance every month

and at year end. The reserve interest was budgeted on the Operating side, which will show a negative variance throughout the

year. It is best to compare the Reserve Interest GL 4910 to the Operating Reserve Interest GL 4910 for budget variances.


$6,369 $6,369 $0 $57,318 $57,318 $0

Reserve Expenditures

Year To Date (YTD)

$21,755

$18,012

As of July 31, 2017 (month seven of twelve of the current fiscal year), the Association ended reserves with a reported $6473.14

surplus for the reporting period compared to a budgeted $6,369 surplus for a favorable 104.14 variance. The Association is

reporting a year to date unfavorable $18,196.78 variance due to the unexpected replacement of the locker room showers.



Section IV. Notes to the Total Association

Total Reserve Income



$0 $0 $0 $20,038 $1,150 $18,888

$6,473 $6,369 $104 $45,272 $44,581 $691

The Association reports a favorable $104 variance for the month and a favorable $691 variance year to date. The Reserve

Interest that is budgeted on the Operating Budget will be booked on the Reserve Budget, therefore the Operating YE will be

$1000 less that budgeted and the Reserve Budget will have surplus due to the booked interest. The 2018 Budget will reflect this

change.

Total Reserve Expenses


$22,099 $12,762 $9,338 $141,941 $52,983 $88,957

The Association reports a $22,099 net income surplus compared to a budgeted $12,762 surplus for a favorable $9,338 total net

surplus variance for the month and a favorable $88,957 variance year to date. The Association's YTD Surplus is partially due to

the $36,205.00 savings for the first budgeted leaf removal. The variance and others are discussed in this report and prior

reports. The Association is expected to end the year with a minor surplus. Please review the attached income and expense

projection report for more details.

The Association has an unfavorable $18,888 variance year to date. All replacement reserve expenses will be booked in this

category regardless if they were scheduled in the study for this year or not.

Total Association Net Income/(Loss)





Sep 30, 2017Balance Balance

Aug 31, 2017 Change

Balance Sheet Report

The Parke At Ocean Pines HOAAs of September 30, 2017

Assets

Cash Funds

1000 - OP1 Union Bank Operating 5652 99,779.66 15,344.29 84,435.37 1650 - Due To/From Reserves 21,301.42 (1.00)21,302.42

Cash FundsTotal 121,081.08 105,737.79 15,343.29

Operating Cash & Investments

1010 - OP2 BOC Petty Cash 2608 2,988.11 44.25 2,943.86 1212 - BOC Operating Contingency 3933 60,126.05 7.16 60,118.89 1330 - OP2 Bank of Ocean Savings 3801 75,822.60 36.13 75,786.47

Operating Cash & InvestmentsTotal 138,936.76 138,849.22 87.54

Reserve Cash & Investments

1325 - RR2 United Bank 0186 170,288.26 6,409.45 163,878.81 1331 - BOC MM #5490 .60% 126,759.34 60.40 126,698.94 1651 - Due To/From Operating (21,301.42) 1.00 (21,302.42)

Reserve Cash & InvestmentsTotal 275,746.18 269,275.33 6,470.85

Current Assets

1500 - A/R Assessments 21,883.54 (2,614.96)24,498.50 1530 - Allowance for Doubtful accounts (18,269.46) 6,209.86 (24,479.32)1735 - Other Receivables 1,109.34 0.00 1,109.34

Current AssetsTotal 4,723.42 1,128.52 3,594.90

Fixed Assets

1940 - Equipment 7,466.78 0.00 7,466.78 1945 - Accum Depr - Office Equipment (4,818.46) 0.00 (4,818.46)

Fixed AssetsTotal 2,648.32 2,648.32 0.00

AssetsTotal 543,135.76 517,639.18 25,496.58

Page 1 of 2Printed by Kristin Clarke on Mon Oct 16, 2017 11:11 am10/23/2017 Ocotober 25, 2017 Board Meeting Packet 21 of 51

Sep 30, 2017Balance Balance

Aug 31, 2017 Change

Balance Sheet Report

The Parke At Ocean Pines HOAAs of September 30, 2017

Liabilities

Current Liabilities

2015 - Returned Check Fee Payable 0.00 50.00 (50.00)2025 - Transfer Fee Payable (425.00) (140.00)(285.00)2050 - Resident Refund Payable 418.00 195.00 223.00 2400 - Accrued Payroll Payable 6,662.48 6,662.48 0.00 2550 - Prepaid Assessments 45,802.60 (4,295.36)50,097.96

Current LiabilitiesTotal 52,458.08 49,985.96 2,472.12

LiabilitiesTotal 52,458.08 49,985.96 2,472.12

Owners' Equity

Owners Equity

3000 - Owners Equity Audited 250,122.61 0.00 250,122.61 3015 - Owners Equity Unaudited (127,033.80) 0.00 (127,033.80)

Owners EquityTotal 123,088.81 123,088.81 0.00

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 360,656.01 360,656.01 0.00

Net Income / (Loss)

Total Liabilities and Equity

130,021.67

543,135.76

106,997.21

517,639.18

23,024.46

25,496.58

Page 2 of 2Printed by Kristin Clarke on Mon Oct 16, 2017 11:11 am10/23/2017 Ocotober 25, 2017 Board Meeting Packet 22 of 51

The Parke At Ocean Pines HOA

Income Statement Report

OperatingSeptember 01, 2017 thru September 30, 2017

Variance Actual Budget

Current Period

Actual Budget

Year to Date (9 months)

Variance Budget

Annual

Remaining

Budget

Income

Assessment Income

4002 - Single Family Assessments (0.20)96,375.00 96,374.80 867,373.20 867,380.00 (6.80) 1,156,507.00 289,133.80

4120 - Initial Contribution 2,000.00 2,000.00 4,000.00 31,000.00 17,000.00 14,000.00 23,000.00 (8,000.00)

4295 - PY Contingency Reimbursement 0.20 1,710.00 1,710.20 15,391.80 15,385.00 6.80 20,513.00 5,121.20

102,085.00 100,085.00 2,000.00 913,765.00 899,765.00 14,000.00 Total Assessment Income 1,200,020.00 286,255.00

Other Income

4245 - Newsletter Advertising income (506.50)727.00 220.50 5,980.21 6,545.00 (564.79) 8,000.00 2,019.79

4400 - Clubhouse/ Party Room Rental 0.00 0.00 0.00 620.00 500.00 120.00 500.00 (120.00)

4710 - Late Fees & Interest 154.60 0.00 154.60 154.60 0.00 154.60 300.00 145.40

4810 - Compliance Fines 0.00 0.00 0.00 195.00 0.00 195.00 0.00 (195.00)

4815 - PY Fiscal Income Surplus 0.00 0.00 0.00 0.00 0.00 0.00 35,020.45 35,020.45

4825 - Recovery of Bad Debt 4,304.86 0.00 4,304.86 5,824.86 0.00 5,824.86 0.00 (5,824.86)

4835 - Miscellaneous Income 0.00 0.00 0.00 90.00 50.00 40.00 100.00 10.00

4840 - 2014 & Prior- Surplus 0.00 0.00 0.00 0.00 0.00 0.00 25,713.36 25,713.36

4900 - Operating Investment Interest 43.29 0.00 43.29 405.55 0.00 405.55 500.00 94.45

4,723.25 727.00 3,996.25 13,270.22 7,095.00 6,175.22 Total Other Income 70,133.81 56,863.59

Reserve Income

4910 - Reserve Interest (83.00)83.00 0.00 0.00 750.00 (750.00) 1,000.00 1,000.00

0.00 83.00 (83.00) 0.00 750.00 (750.00)Total Reserve Income 1,000.00 1,000.00

106,808.25 100,895.00 5,913.25 927,035.22 907,610.00 19,425.22 Total Operating Income 1,271,153.81 344,118.59

Expense


5010 - Bad Debt 0.00 0.00 0.00 0.00 0.00 0.00 9,360.00 9,360.00

5030 - Coupon Costs 136.00 0.00 136.00 4,068.20 3,138.00 930.20 3,138.00 (930.20)

5045 - Dues & Subscriptions 0.00 0.00 0.00 567.00 440.00 127.00 800.00 233.00

5090 - Office Supplies (112.08)417.00 304.92 3,032.02 3,750.00 (717.98) 5,000.00 1,967.98

5105 - Office Computer Misc (90.00)125.00 35.00 35.00 375.00 (340.00) 500.00 465.00

Printed by Kristin Clarke on Mon Oct 16, 2017 11:14 am Page 1 of 710/23/2017 Ocotober 25, 2017 Board Meeting Packet 23 of 51





Current Period

Actual Budget


Variance Budget

Annual

Remaining

Budget

Expense


5115 - Website Expenses 0.00 0.00 0.00 5,040.00 2,000.00 3,040.00 2,200.00 (2,840.00)

5195 - Miscellaneous Office Expenses 180.00 0.00 180.00 552.94 250.00 302.94 500.00 (52.94)

5200 - Entertainment/Promotion 91.29 50.00 141.29 620.96 700.00 (79.04) 2,200.00 1,579.04

5210 - Printing & Stationary (31.09)150.00 118.91 4,233.65 1,460.00 2,773.65 2,800.00 (1,433.65)

5215 - Postage 34.94 90.00 124.94 1,214.54 1,950.00 (735.46) 2,500.00 1,285.46

5225 - Newsletter Services 73.25 925.00 998.25 8,211.18 7,958.00 253.18 10,700.00 2,488.82

5335 - Education & Training (30.00)325.00 295.00 495.00 975.00 (480.00) 1,300.00 805.00

6050 - Telephone Service (45.00)125.00 80.00 1,075.00 1,125.00 (50.00) 1,500.00 425.00

6300 - Licenses, Fee & Permits 0.00 0.00 0.00 1,248.60 1,046.00 202.60 1,800.00 551.40

7020 - Legal Services 1,424.50 0.00 1,424.50 5,740.00 3,333.00 2,407.00 5,000.00 (740.00)

3,838.81 2,207.00 1,631.81 36,134.09 28,500.00 7,634.09 Total Administrative Expenses 49,298.00 13,163.91

Board/Committees/Annual Meeting

5020 - Board Expense 0.00 0.00 0.00 214.11 500.00 (285.89) 500.00 285.89

0.00 0.00 0.00 214.11 500.00 (285.89)Total Board/Committees/Annual Meeting 500.00 285.89

Payroll & Benefits

5095 - Payroll Administration 566.45 858.00 1,424.45 8,747.42 7,721.00 1,026.42 10,294.01 1,546.59

5300 - Salaries 5,186.94 12,792.00 17,978.94 116,100.37 115,125.00 975.37 153,500.10 37,399.73

5325 - Employee Incentive 0.00 0.00 0.00 0.00 0.00 0.00 2,400.00 2,400.00

5330 - Medical/Health Benefits 243.80 1,333.00 1,576.80 12,775.49 12,000.00 775.49 16,000.08 3,224.59

5340 - Federal ER Taxes 149.98 1,118.00 1,267.98 8,189.08 10,067.00 (1,877.92) 13,422.76 5,233.68

5375 - State ER Taxes 11.03 0.00 11.03 1,140.72 1,530.00 (389.28) 1,530.00 389.28

5385 - Retirement Contribution 0.00 0.00 0.00 0.00 0.00 0.00 1,200.00 1,200.00

5390 - Workers Compensation 212.87 180.00 392.87 1,639.41 1,624.00 15.41 2,165.27 525.86

22,652.07 16,281.00 6,371.07 148,592.49 148,067.00 525.49 Total Payroll & Benefits 200,512.22 51,919.73

Utilities

6000 - Electricity-Clubhouse 181.00 2,000.00 2,181.00 19,750.31 21,000.00 (1,249.69) 32,000.00 12,249.69






Current Period

Actual Budget


Variance Budget

Annual

Remaining

Budget

Expense

Utilities

6010 - Propane Tank (100.00)100.00 0.00 4,138.72 8,000.00 (3,861.28) 12,500.00 8,361.28

6015 - Propane - Mail Pavillion (5.00)5.00 0.00 396.40 645.00 (248.60) 1,300.00 903.60

6020 - Electricity - Lights 35.00 600.00 635.00 4,042.30 4,910.00 (867.70) 8,500.00 4,457.70

6025 - Water/Sewer Mail Pavilion (208.00)208.00 0.00 464.57 808.00 (343.43) 1,500.00 1,035.43

6045 - Cable 338.31 600.00 938.31 7,406.92 5,400.00 2,006.92 7,200.00 (206.92)

6060 - Propane-Clubhouse 41.34 0.00 41.34 529.08 0.00 529.08 0.00 (529.08)

6070 - Water/Sewer Clubhouse 0.00 0.00 0.00 3,278.00 5,520.00 (2,242.00) 8,300.00 5,022.00

6075 - Electricity - Mail Pavilion 29.00 50.00 79.00 596.68 550.00 46.68 750.00 153.32

3,874.65 3,563.00 311.65 40,602.98 46,833.00 (6,230.02)Total Utilities 72,050.00 31,447.02

Contracted Services

5085 - Xerox Lease 44.02 433.00 477.02 3,801.02 3,900.00 (98.98) 5,200.00 1,398.98

6035 - Trash Removal (117.00)117.00 0.00 822.81 1,050.00 (227.19) 1,400.00 577.19

6055 - IT Expenses 169.98 500.00 669.98 2,667.02 2,886.66 (219.64) 3,500.00 832.98

6299 - Irrigation Contract 506.88 0.00 506.88 3,354.44 1,000.00 2,354.44 2,000.00 (1,354.44)

6406 - Security (0.50)80.00 79.50 238.50 240.00 (1.50) 320.00 81.50

6414 - Smoke Alarms/Fire Sprinkler 0.00 0.00 0.00 0.00 1,800.00 (1,800.00) 1,800.00 1,800.00

6416 - Fitness Equipment Cleaning (650.00)650.00 0.00 1,300.00 1,950.00 (650.00) 2,600.00 1,300.00

6418 - Retention Pond 1.00 1,517.00 1,518.00 13,662.00 13,646.00 16.00 18,194.16 4,532.16

6424 - HVAC Services 0.00 0.00 0.00 1,089.00 3,000.00 (1,911.00) 4,000.00 2,911.00

6430 - Janitorial Services 1,327.00 1,083.00 2,410.00 5,990.00 9,750.00 (3,760.00) 13,000.00 7,010.00

6434 - Pest Control 0.00 0.00 0.00 1,245.00 1,245.00 0.00 1,410.00 165.00

6620 - Gutters & Downspouts 0.00 0.00 0.00 33,750.00 33,750.00 0.00 67,500.00 33,750.00

7000 - Audit & Tax Services 0.00 0.00 0.00 0.00 5,900.00 (5,900.00) 5,900.00 5,900.00

7010 - Consulting & Engineering 0.00 0.00 0.00 (1,319.20) 0.00 (1,319.20) 1,000.00 2,319.20

7040 - Management Fees (0.09)2,980.00 2,979.91 26,819.19 26,819.00 0.19 35,759.00 8,939.81

8,641.29 7,360.00 1,281.29 93,419.78 106,936.66 (13,516.88)Total Contracted Services 163,583.16 70,163.38






Current Period

Actual Budget


Variance Budget

Annual

Remaining

Budget

Expense

Repair & Maintenance

6505 - Trails & Paths 0.00 0.00 0.00 0.00 0.00 0.00 4,300.00 4,300.00

6515 - Carpentry 0.00 0.00 0.00 0.00 250.00 (250.00) 500.00 500.00

6530 - Common Element Maintenance 766.00 0.00 766.00 4,202.02 3,636.00 566.02 5,000.00 797.98

6535 - Concrete 0.00 0.00 0.00 7,220.00 2,550.00 4,670.00 5,100.00 (2,120.00)

6545 - Electrical Supplies & Maintenance (250.00)250.00 0.00 1,622.00 1,750.00 (128.00) 2,000.00 378.00

6565 - Fire Alarm/Sprinkler R&M 0.00 0.00 0.00 0.00 1,500.00 (1,500.00) 3,000.00 3,000.00

6570 - Fitness Equipment Repair & Maintenance 0.00 0.00 0.00 214.00 1,500.00 (1,286.00) 1,500.00 1,286.00

6585 - Water Features 0.00 0.00 0.00 0.00 1,000.00 (1,000.00) 1,500.00 1,500.00

6600 - General Repair & Maintenance 4,713.03 667.00 5,380.03 10,352.14 6,000.00 4,352.14 8,000.00 (2,352.14)

6625 - HVAC Supplies/Repair & Maintenance (125.00)125.00 0.00 225.00 375.00 (150.00) 500.00 275.00

6635 - Janitorial Supplies (154.58)233.00 78.42 1,556.24 2,100.00 (543.76) 2,800.00 1,243.76

6660 - Maintenance Supplies (83.00)83.00 0.00 49.45 750.00 (700.55) 1,000.00 950.55

6680 - Painting 39.29 0.00 39.29 4,496.72 4,500.00 (3.28) 4,500.00 3.28

6695 - Plumbing Supplies & Maintenance (375.00)375.00 0.00 793.07 1,125.00 (331.93) 1,500.00 706.93

6730 - Pool Supplies 0.00 0.00 0.00 166.59 188.00 (21.41) 375.00 208.41

6745 - Signs 0.00 0.00 0.00 1,460.00 2,750.00 (1,290.00) 3,000.00 1,540.00

6750 - Contingency Snow Removal 0.00 0.00 0.00 10,202.38 0.00 10,202.38 0.00 (10,202.38)

6,263.74 1,733.00 4,530.74 42,559.61 29,974.00 12,585.61 Total Repair & Maintenance 44,575.00 2,015.39

Pool

6438 - Indoor Pool Contract (105.00)1,500.00 1,395.00 8,836.08 13,500.00 (4,663.92) 18,000.00 9,163.92

6700 - Pool/Spa Repairs 0.00 0.00 0.00 4,516.37 1,820.00 2,696.37 5,000.00 483.63

1,395.00 1,500.00 (105.00) 13,352.45 15,320.00 (1,967.55)Total Pool 23,000.00 9,647.55

Grounds Maintenance

6100 - Mowing-Common Area (2,041.00)8,164.00 6,123.00 44,902.00 42,861.00 2,041.00 57,148.00 12,246.00

6110 - Landscape Maint Non-Contract (3,700.00)3,750.00 50.00 550.43 11,250.00 (10,699.57) 15,000.00 14,449.57

6140 - Weeding - Residential 0.00 0.00 0.00 6,492.00 9,054.00 (2,562.00) 12,072.00 5,580.00






Current Period

Actual Budget


Variance Budget

Annual

Remaining

Budget

Expense

Grounds Maintenance

6145 - Mulch - Residential 0.00 0.00 0.00 50,601.00 50,803.00 (202.00) 50,803.00 202.00

6150 - Floral Installation 0.00 0.00 0.00 4,053.00 4,053.00 0.00 4,053.00 0.00

6155 - Turf Treatment - Common (1,608.00)1,608.00 0.00 9,488.00 10,124.00 (636.00) 11,096.00 1,608.00

6160 - Trees 75.00 200.00 275.00 4,560.00 7,800.00 (3,240.00) 15,000.00 10,440.00

6199 - Mowing-Residential (8,800.50)37,220.00 28,419.50 204,721.00 195,405.00 9,316.00 260,540.00 55,819.00

6575 - Turf Treatment - Residential (8,551.00)8,551.00 0.00 17,102.00 25,653.00 (8,551.00) 34,204.00 17,102.00

6605 - Leaf Removal - Common Area 0.00 0.00 0.00 0.00 8,708.00 (8,708.00) 17,416.00 17,416.00

6610 - Weeding - Common Area 225.00 912.00 1,137.00 5,941.00 6,384.00 (443.00) 7,784.00 1,843.00

6615 - Pruning - Common Area (1,787.00)1,787.00 0.00 4,669.00 3,574.00 1,095.00 11,756.00 7,087.00

6645 - Pruning - Residential (14,754.66)14,754.66 0.00 26,396.00 29,509.33 (3,113.33) 54,324.00 27,928.00

6650 - Mulch - Common Area 0.00 0.00 0.00 5,512.00 5,512.00 0.00 5,512.00 0.00

7005 - Leaf Removal- Residential 0.00 0.00 0.00 0.00 27,497.00 (27,497.00) 41,246.00 41,246.00

36,004.50 76,946.66 (40,942.16) 384,987.43 438,187.33 (53,199.90)Total Grounds Maintenance 597,954.00 212,966.57

Taxes & Insurance

5400 - Insurance Expense 15.58 1,200.00 1,215.58 17,944.92 16,485.00 1,459.92 20,085.00 2,140.08

9000 - Income Taxes 0.00 0.00 0.00 0.00 75.00 (75.00) 75.00 75.00

9015 - Real Estate Taxes (100.00)100.00 0.00 66.67 100.00 (33.33) 100.00 33.33

1,215.58 1,300.00 (84.42) 18,011.59 16,660.00 1,351.59 Total Taxes & Insurance 20,260.00 2,248.41

Other Expenses

9110 - Capital Improvements 0.00 0.00 0.00 0.00 1,242.00 (1,242.00) 2,484.43 2,484.43

9834 - PY OP Contingency Exp. 0.00 0.00 0.00 0.00 20,513.00 (20,513.00) 20,513.00 20,513.00

0.00 0.00 0.00 0.00 21,755.00 (21,755.00)Total Other Expenses 22,997.43 22,997.43






Current Period

Actual Budget


Variance Budget

Annual

Remaining

Budget

Expense

Reserve Expenses

9105 - Reserve Contribution Expense 0.00 6,369.00 6,369.00 57,318.00 57,318.00 0.00 76,424.00 19,106.00

6,369.00 6,369.00 0.00 57,318.00 57,318.00 0.00 Total Reserve Expenses 76,424.00 19,106.00

90,254.64 117,259.66 (27,005.02) 835,192.53 910,050.99 (74,858.46)Total Operating Expense 1,271,153.81 435,961.28

16,553.61 (16,364.66) 32,918.27 91,842.69 (2,440.99) 94,283.68 Total Operating Income / (Loss) 0.00 (91,842.69)




ReserveSeptember 01, 2017 thru September 30, 2017


Current Period

Actual Budget


Variance Budget

Annual

Remaining

Budget

Income

Reserve Income

4905 - Reserve Contribution Income 0.00 6,369.00 6,369.00 57,318.00 57,318.00 0.00 76,424.00 19,106.00

4910 - Reserve Interest 101.85 0.00 101.85 899.09 0.00 899.09 0.00 (899.09)

6,470.85 6,369.00 101.85 58,217.09 57,318.00 899.09 Total Reserve Income 76,424.00 18,206.91

6,470.85 6,369.00 101.85 58,217.09 57,318.00 899.09 Total Reserve Income 76,424.00 18,206.91

Expense

Reserve Expenses

9800 - Repair & Replacement Expenses 0.00 0.00 0.00 20,026.12 1,450.00 18,576.12 3,450.00 (16,576.12)

9815 - Bank Fees/NSF 0.00 0.00 0.00 11.99 0.00 11.99 0.00 (11.99)

0.00 0.00 0.00 20,038.11 1,450.00 18,588.11 Total Reserve Expenses 3,450.00 (16,588.11)

0.00 0.00 0.00 20,038.11 1,450.00 18,588.11 Total Reserve Expense 3,450.00 (16,588.11)

6,470.85 6,369.00 101.85 38,178.98 55,868.00 (17,689.02)Total Reserve Income / (Loss) 72,974.00 34,795.02

Total Association Net Income / (Loss) 23,024.46 (9,995.66) 33,020.12 130,021.67 53,427.01 76,594.66 72,974.00 (57,047.67)


Budget & Finance Advisory Committee

Report to the Board October 25, 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), Leo Moran (Board Liaison), Kristi Clarke (General Manager). Community: Bill Glock (Chair, Operations), Dawn Johnson (Board member), Linda Klingler of 29 Fort Sumter South, Susan Bosworth of 28 Chatham Court. Accomplishments: Budget 2018: The Budget & Finance Committee met on October 9th to discuss the initial budget draft prepared by General Manager Kristi Clarke. Much discussion centered on GL4120 (Initial Contribution) as to a reasonable number for houses to be sold in 2018. In addition, we discussed GL6750 (Contingency Snow Removal) and an extra winter clearing of leaves under GL4295 (Leaf Removal - Common Area) and GL7005 (Leaf Removal – Residential) and agreed that all should fall under GL4295 (FY Contingency Reimbursement) as weather-related contingencies. The GL5390 (Workers Compensation) line was revisited and reduced by half through the application of correct Dept. Codes by Associa for our three L&N employees and through our insurance company for the Parke part-time employees. It has subsequently been discovered that Choptank Electric Coop will not be changing their rates in 2018 so the Parke will remain at the small rate versus a medium rate. As a result of the line-by-line review of the draft 2018 budget, the Budget & Finance Committee made the following three recommendations to be considered by the Board: • First, that the revised draft operating and reserve budget (October 9, 2017) be recommended for the

BOD to consider and approve. The motion was unanimously approved. • Second, based on the 2016 audit and budget approval, the BOD directs the GM to move $21,307 from

the Reserve bank account to the Union Bank operating account. The motion passed unanimously. • Third, based on the 2016 Audit and upon approval of the budget, the BOD directs the GM to move

$18,424.36 from the Union Bank operating account to the Reserve bank account. The motion passed unanimously.


Financials: September 2017 financials were reviewed by Committee members at the October 20th meeting with questions answered by the General Manager. Collection Policy: The Collection Policy has been reviewed again. The Committee agreed that the edited policy is ready for a review by the Covenants Committee.

Delinquencies: Residents with past due assessments have been responsive to the notices sent on August 1, 2017. The Staff continues to work with residents to assist them in understanding their delinquencies. As of 8/1/2017, there was a total of $32,855.07 outstanding. As of October 16, the balance is down to $12,148.70 with additional delinquency monies forthcoming.

• Recommendation: After a review of delinquent accounts by the General Manager, the Budget & Finance Committee recommends to the Board that the delinquency of four owners be sent to our Attorney for collection processing with 30-day Intent to Lien.

Warehouse Storage Expenses: The monthly rental charges of $80 have been reclassified from GL5090 (Office Supplies) to GL5195 (Miscellaneous Office Supplies), effective on October 19, 2017 by Xiang Wu of Associa. Eight months or $640 have been transferred from GL5090 to GL5195.

Update on Tax Refund: The Parke will recoup additional Sales Usage Taxes charged by Choptank Electric Coop since last year’s refund to February 2017. The estimated refund is ~$1,400. In February 2017, Kristi Clarke was successful in working with Choptank Electric Coop to ensure that future electric bills do not include sales tax.

Replacement Reserve Study: It was decided that the Miller Dodson Replacement Reserve Study inventory will need to be updated to account for a changing inventory as a result of the requests for funds reviewed this month:

• The Exercise Equipment replacements are missing three old treadmills at $6,000 each. PS: We have a total of 5 in the Gym. The study only shows two new treadmills (2013) @ $4,900 each.

• The new elliptical recumbent cross trainer5 bike at the unit replacement cost of $6,099 will be added as a new item to replace one of the three old treadmills.

• The new lighting controls system controlled by a digital timer is a new item under Clubhouse replacements.

The Study will be updated by Miller Dodson in 2018. The General Manager assigned the above inventory changes as an action to the Operations Committee.

Requests for Funds: There were three requests for funds. We endorsed the following requests from the Operations Committee. You will note that all requests are over budget of an expenditure line. Much discussion was conducted about Capital Improvement or Replacement Reserves pertaining to Requests #1 and 2.


• Recommendation: For Requests #1 and #2 affecting GL9800 (Repair & Replacement Expenses), a motion was unanimously approved to bill the cost of these two requests to GL9800, subject to a year-end review of Surplus to reimburse Replacement Reserves from operational surplus. Any additional surplus at year-end beyond the current projected should be earmarked to Replacement Reserves.

Request Scope of Work Committee Contractors Cost Within

Budget Proposed Budgeted GL (Budgeted Amount)

1. Electrical Work to eliminate an obsolete control system and to conserve the use of energy, thus a potential reduction of electricity use. Seven Tasks: (1 & 2) Disconnect existing low voltage lighting system/switches and build new lighting controls, a replacement system, to be controlled by a digital timer. 3) Install a switch in Staff Office to be able to bypass timer and turn on Clubhouse interior lights (except for specific night lights). (4) Install a night lighting fixture in

Operations TECO Electric

$6,200.00 Over budget, not in Study.

GL9800 (Repair & Replacement Expenses). Budget Remaining - unfavorable YTD balance (16,576.12) + ($6,200) = ($22,776.12) Total Over budget. Note: Tasks (1 & 2): Refer to Accomplishments “Replacement Reserve Study” in this report for recommended updates.


Gym. (5) Install two motion sensors in Gym to control lighting. (6) Install two motion sensors in Men’s bathroom to control lighting. (7) Install two motion sensors in Women’s bathroom to control lighting.

2.

Purchase new elliptical recumbent cross trainer5 bike to replace a broken treadmill. This is a step-through bike with hand bars.

Operations

Nu Step, LLC

$6,099.00

Over budget, not in Study.

(1 & 2) – GL9800 (Repair and Replacement Expenses). Budget Remaining - unfavorable YTD balance (16,576.12) + ($6,200.00) + ($6,099.00) = ($28,875.12) Total Over budget. Refer to Accomplishments “Replacement Reserve Study” in this report for recommended updates.

3. Move the Dehumidifier control to the men’s locker room closet to facilitate

Operations Sens Mechanical

$645 Over budget.

GL6625 (HVAC Supplies/R&M). Budget Remaining – Favorable YTD balance of $275.00 -


monitoring. $645.00 = ($370.00) Total Over budget.

Board Actions:

• Reference Accomplishments, Budget 2018 section (above) for recommendations. • Reference Accomplishments, Delinquencies section (above) for recommendation. • Reference Accomplishments, Requests for Funds section (above) for recommendations.

Tasks in Progress: • Update “Financial” section of the website. • Monitor replacement reserve 2017 spending. The Replacement Reserve Study inventory will be

updated in 2018. • The topic of “Capital Improvements” will be visited in early 2018. Next B&F Meeting: Friday, November 17, 9:30 am.


CAC REVISED BOARD HIGHLIGHTS – October 2017

RESIDENT OPEN FORUM: None CAC had all members from 2017 attend the meeting. Gloria Richards was welcomed as a full time member through December 2017.

• Pat asked the members to consider staying on the committee for a 1 or two year term. CAC consists of a Chair plus 5 full time and at least two alternates according to our TOR. We had 1 full time plus (PR) and 4 alternates (PA, JST, GE, MT) for 2018. Two of the alternates cannot make at least 4 or 5 meetings in a year out of 12.

• Pat addressed an alternate solution of taking some of the sub- committee reports and

reassigning them to another committee. (Advertising, Java and Welcome) There is still the concern for the committee other areas of responsibility (Bench, Directory, Surveys and Website).

The committee approved the August and Sept minutes, also the Sept and Oct Agendas. All approved minutes were immediately posted following the meeting.

• Bob reviewed the highlights from the Sept BOD meeting. He discussed the survey and the decision to implement a pilot for extended hours using the early 5 am starting time once the BOD has the equipment installed to secure the building. He explained that once it is announced we will be only use the am extended hours right now NOT the pm hours. CRR ‘s will still be required until we are ready to test the change.

• Kristi reminded the committee about the Budget and Finance OPEN meeting and OPEN workshop for all residents to attend. She gave a mini demo to the committee of the approved budget as it appears on the web site.

• Vicki reported that the 2 residents received flu shots on Sept 14 and will be able to get them again on October 13th In October to be announced.

• Kudos to Vicki who supports our committee and the Parke by posting minutes, postings for Events, the Java and our Welcome Committee in a timely manner and for the fun and catchy flyers and website pictures that are informative and with a flare that grabs your attention and covers all the points and facts.

• Pat reported that the new advertising rates have been set for 2018 and if the current advertisers renew we will have an $875.00 increase in income.

• The new advertising amount YTD (received after the meeting) is now $7,009.00 that is for ads into the month of October 4th 2017. Our projected budget for 2017 was for $8.000.00 and for 2018 is projected for $6,000.00 (prior to increase in prices). There exists a report for advertising that includes a summation of our Advertiser’s - including prices, add type (banner etc), amounts charged, names/ contacts and rates. Last report is for 2015 I have requested an update.

• Peg reported there have been 5 new house settlements. As of October 2, 2017 there have been 38 New Household Settlements. (33 members and 5 residents).

• The Autumn Harvest Happy Hour Event will be held on Saturday, October 28th 2017 from 4 to 6:00 pm. The sign up book is at the clubhouse, Please sign up one name per line and specify


what you will bring. Remember it is a BYOB for seasoned residents and the committee will supply additional refreshments. Peg will welcome the new residents. Count is at 60 including the 29 new residents.

• QR code has been removed from the Bench and Gene Edge is researching it.

• Rick reported 450 copies were printed last month and will be for next month.

• Steve reported the Forum continues to grow with members for postings and topics on the Web site

• Pat handed out Policies and Procedures that the committee needs to review and share comments and questions prior to our November 1st meeting. The policy portion for Advertising, Newsletter and Website will have the final review at the November meeting or it to be approved at the committee level to be released to the BOD for their review/approval. The Procedure portion/terms/statements will be reviewed at our December meeting. Procedures review and approval is completed at the committee level.

• The CAC community survey and the Bulletin Board review will be postponed for the 2018 calendar year.

• Following the Java presentation a note the CAC members was sent for feedback about changing the speaker’s events (JAVA) to an “On request or quarterly basis”. Would appreciate feedback from the BOD. For November we will do the Budget but want to cancel December and consider moving the event out of our committee.


The Covenants Committee Board Report October 25, 2017

Our work on revising the HOA Activities and Clubhouse Usage Policy (HOAACU) continues. The draft policies will be reviewed at our November 1st meeting. Drawing on the lessons learned while working on this Policy, the Covenants Committee has recommended to the Board that all policies be routed through the Covenants Committee before being presented to the Board for their action. While this would add another step in the approval process we feel in the long run it might speed up the process if we can identify any potential problems prior to the policy being posted for residents comments. Currently there is one vacancy on the Covenants Committee. In addition we have 2 members, 2 alternates and the chair with terms expiring Dec 31, 2017. Recruitment of future Committee members is an ongoing effort. Donna McCracken Chair, Covenants Committee


Parke BOD Report – DRC Committee

October 17, 2017

The meeting was called to order at 9:02 AM by Linda Olsen, Chair. Melva Middleton took notes. A quorum was present. Minutes from the September 19, 2017 meeting were unanimously approved. Barbara reported that although she did not go on the drive-around this month, Joyce and Linda did go and reported only 5 minor violations. Barbara did check on them since and has made a couple of calls. She told us that the dead tree on Hatteras has been replaced and the house has been power washed. The owner lives in TX and can be difficult to reach. A discussion followed regarding Barbara first making phone calls to violators in an effort to be “kinder and gentler” rather than sending a letter. Residents seem to prefer a call instead of receiving an official letter for a minor violation. The calls have been well received over the last couple of years but the time invested by Barbara with no answers, leaving messages, voice mails too full to accept new messages, calling back, etc. is becoming time consuming, not to say confusing, when she has several calls in several different stages of response. Also, phone calls do not leave a paper trail and with our possible fines as a result of a violation, documentation is most important. We decided to eliminate the phone calls and go right to the letter, although we will make it a “gentle” letter for the first time. If the occasional phone conversation is called for, Barbara will make that judgement. The mold violations have been turned over to Covenants and the list is down to 2 violators, possibly only 1. One resident has power washed but the second story is still green. The contractor is coming back to correct the job. We will recheck to verify. The next mold inspection will be the first week of July 2018. A while back a discussion was started when Linda sent an email to the BOD regarding the HOA bringing changes of community property to the attention of the DRC for consideration, per our guidelines and our Community Constitution. Tom Piatti added this item to the agenda of the last BOD meeting where it was suggested that our guidelines be changed leaving the DRC out of the loop for updates or changes to HOA community property. Our committee was not aware of this until today where we agreed on a possible solution that we will suggest to the board that may satisfy all sides of the issue with the least amount of time and expense invested by all concerned. If a community project is suggested, researched, and documented by a committee, most likely Operations, and they have invested time and energy preparing their presentation for Budget and Finance, followed by a presentation to the BOD, the DRC would certainly not stand in the way of such vetting and/or progress. But rather than changing documents of all varieties, simply notify the DRC with the same presentation that goes to B&F or the BOD, keeping us in the loop, covering the compliance issue as is stated in the Community Constitution and the DRC guidelines. An email should accomplish this task. We would consider ourselves as being informed and we would not need to pass any judgement as that has already been accomplished by other committees. It is a matter of communicating to all concerned. No need to change documents over something as easily remedied as this bit of cooperation and communication. Linda will respond to the BOD with our suggestion for their consideration. We went on to review five applications. Four of the applications were approved and one was denied. This denial was a resident that wanted to change her front steps to decking material with wooden railings. At present we have cement, stone, or brick front porches and steps. The committee felt that wood decking was not appropriate for the front entrance in the Parke community. The next meeting will be November 21, 2017. The meeting was adjourned at 10:25 AM. Linda Olsen, Chair, DRC


Operations Advisory Committee Board Report

October 2017

Accomplishments:

1.) Landscape Review – Landscape Chair Mike Simcock reviewed in detail the September actions designed to enhance the Community Property areas. These efforts included the removal of the trees at the Mail Pavilion and the planting of new elderberry plants in their place, as well as, the additional plants that are scheduled to be installed in this area during the month of October. New Grasses and Day Lilies were planted in the Central Parke South sidewalk area. Additionally, new plants were installed at the Parke entrance and the Clubhouse parking lot entrance.

2.) Grand Hall Sound Project – The Committee is terminating this project. An earlier study was located and reviewed pertaining to this subject. Additionally Resident Joe Giacoponello attended our meeting and indicated that he too had been a part of a second review of this issue. Both prior efforts into this subject matter determined that the issue was not serious enough to warrant the associated costs involved for any corrective action.

3.) Fitness Center Recumbent Bike – The Fitness Center Upgrade Sub Committee noted, at the time of it’s review and recommendations, that one of the Treadmills was entering it’s final life stage. It was recommended that when necessary repairs reached an


unreasonable amount, that the Treadmill be replaced with a NuStep Recumbent Bike. The subject Treadmill is now requiring $900 in maintenance repairs. The Committee approved an estimate in the amount of $6,099.00 for a NuStep # T5 Recumbent Cross Trainer Bike. The recommended bike’s features include easy “step through” access, swivel seat and contact heart rate grips.

4.) Sens Mechanical estimate for Dehumidifier Control – The Committee approved an estimate from Sens Mechanical in the amount of $ 645.00 to relocate the Pool Dehumidifier Control to the men’s locker room closet. This will eliminate having to enter the Club House attic to monitor the devise. During the meeting, it was discussed if relocating the control to the staff office area would be a better option?? Any additional costs, if any, should be minimal. The General Manager will investigate.

5.) Clubhouse Interior Light Project – In order to reduce electrical usage within the Clubhouse when rooms are not occupied, the Committee reviewed two proposals. Proposal # 1, in the amount of $10,000, included the installation of Motion Sensor light switches and putting all lights on timers. Additionally, this proposal is labor intense due to the amount of rewiring required. The Committee rejected Proposal # 1. Proposal # 2 was approved in an amount not to exceed $ 5,000. This Proposal includes abandoning the light switches in the reception desk area and installing one timer for all lights. Additionally, it includes identifying motion sensor switches that are needed with one night light in the Locker Room and Fitness Center.


Major Tasks in Progress:

1.) Pool Spa Jets – A Resident expressed concern that the Spa Jets were not producing a strong jet spray. This issue will be addressed when the Spa resurfacing project begins.

2.) Annapolis Pier Walkway – Unfortunately, due to pavers being

raised by an adjacent tree limb, a Resident recently tripped and experienced a serious injury. The Moore Company was immediately contacted and is scheduling repairs to the walkway. In the meantime, red plastic warning cones have been placed on the walkway. As you are aware, we just corrected the same situation last year. The Moore Company is investigating a long term solution for this issue.

3.) Pool Area Showers Grab Bars – A Resident suggested the

addition of “Grab Bars” for the showers located in the Pool area. The Committee endorsed this suggestion and the General Manager will obtain estimates.

4.) Cape May Pond Project – The burying of the involved

Residential rain gutter drain spouts is complete. The corrective effort on the Pond erosion issues will begin next month.

5.) Parke Trail & Monument Sign Project – The new Monument

signs have been installed at the Clubhouse & Hidden Lake. The Trail Signs have been obtained and installation is awaiting sign base preparation.


6.) Central Park Benches – The benches within Central Park have

been pressured washed and cleaned. Wood treatment and painting will begin as soon as the weather allows.

7.) Boardwalk Repair on Cambridge Pier – Contractor has

inspected pier and determined the number of replacement planks required and ordered. Should be noted that there will be a difference in appearance until wood aging takes place.


Programs Committee Report October 2017

Here we are – another month gone. Now we gear up for the Holiday Season. Happy New Year to all our Jewish friends and neighbors.

Thanks to the neighbors who decorated the front of the Clubhouse for the fall. Very nice. Thanks for sharing your creativity.

About 35 neighbors enjoyed a full moon bon fire at Assateague National Seashore on October 4. What a beautiful night and we all had a great time.

Our Tailgate party was another big hit. The weather was a little on the warm side but neighbors dressed in their team colors and shared some good eats and team spirit.

Coming up is our trip to Sight and Sound on November 3rd.

On November 15th we’ll be returning to Dunes Manor for our Annual Harvest Dinner.

December in the Parke Committee will be preparing the decorations on November 13. Tree in the mail pavilion will have cards for G.O.L.D. on or about the 13th. Decorating the rest of the Parke begins the Tuesday after Thanksgiving.

We are still looking for residents to open their home for the Holiday House Tour on December 16.

Submitted by Susann Palamara – Committee Chair


Vendor: TECO

Basic Scope of Work:

Contract Cost: $6,200

GL Account 9800 Reserve Expense

Proposed Contract is:Over

Budget

Committee Approval(s): Date:

Operations Committee 10/10/2017

Budget and Finance 10/20/2017

Current Contract:

Request for Funds Form

Lighting control panel not in reserve

inventory. If it was, it would be around

$20,000 to replace.

Electrical Work to eliminate an obsolete lighting control panel (replacement

would be near , install a timer in place of the panel and to conserve the use

of electric with motion sensor light switches in fitness center and both locker

rooms.

Update and upgrade portion of Clubhouse Interior Electrical wiring to

lighting system.


TECO ELECTRIC P.O. 1397 Ocean Pines MD 21811

Phone: 443-783-4418

10/18/17 PROPOSAL

Work to be performed for… Legum and Norman

Work to be performed at… THE PARKE (Ocean Pines)

JOB DESCRIPTION…

1.Disconnect existing low voltage lighting system and switches, and blank off.

2.Build new lighting controls to replace current system, to be controlled by digital timer.

3.Install switch in office to be able to bypass timer and turn on lights.

4.Leave existing night lighting in foyer, halls, and bathrooms, and add additional one in

gym, these fixtures will not be controlled by lighting system and will remain on.

5.Install 2 motion sensors in Gym to control lighting.

6.Install 2 motion sensors in Men’s bathroom to control lighting.

7.Install 2 motion sensors in Women’s bathroom to control lighting.

TOTAL…$6200.00


Vendor: Nu Step, LLC


Contract Cost: $6,099

GL Account 9800 Reserve Expense


Budget




Current Contract:


Not in study. This is replacing one of the 5

treadmills that has reached its useful life.

This was proposed by the 2015 Fitness

Center Committee.

Replacement of the 5th treadmill that has reached its useful life and needs a

belt replacement at $900. This is in accordance with the 2015 Fitness Center

Task Group. This is a recumbant, cross trainer, elliptical bike with a swivel

seat with complete pass through access.

Purchase new TR5 Elliptical Recumbant Cross Trainker Bike


QTY. Description Price Per Unit Adjustment Extended Amount1 EA 05001-HB - T5 Recumbent Cross Trainer $5,595.00 $0.00 $5,595.00

Shipping Type Quoted: Full ServiceFOB: Destination, PPD & Add

To place an order for the items above, please fax or email us an approved purchased order at your earliest convenience. If your facility/company does not use purchase orders, this document can be used as a contract by signing below and returning to us. Please take a moment to verify the addresses and items above, and review the following terms:

Terms are: NET 30 from ship date. If payment is more than 15 days past due, a late fee of $35 and interest in the amount of 1.5% per month will be charged (or the maximum allowed under applicable law). Failure to pay will void all product warranties. Non-sufficient funds (NSF) fee is $35.

Sales tax may be applied at the time of invoicing. If you are tax exempt, please provide a tax exempt certificate with your order.

X

X

Customer Signature Print Name Date

NuStep, Inc. Active Living Consultant Signature

Name Date

10/3/2017Brenda Richardson

Line Total:Shipping/Handling Total:

Total Amount:

$5,595.00$504.00

$6,099.00

$6,099.00Quote Total:

Expires: 1/3/2018

Quote

Fax: 734-769-8180Phone: 800-322-2209

[email protected] www.nustep.com

NuStep, LLC.5111 Venture Dr., Suite 1Ann Arbor, MI 48108USA

Sold To:

The Parke at Ocean Pines HOA2 Arcadia CtBerlin, MD 21811

Ship To:Kristi ClarkeThe Parke at Ocean Pines HOA2 Arcadia CtBerlin, MD 21811United States

Phone: 410-208-4994 Email: [email protected]

Page 1 of 1

Customer No: 89866

Quote Number: QUO-49963-N3C5C6


Vendor: SENS Mechanical


Contract Cost: $645

GL Account 6625 HVAC Repair and Maintenance


Budget




Current Contract:


Budget will be $275 over budget.

Move the Dehumifier/Furnance Control Panel from the attic to the men's

locker room closet so that monitoring of the unit is more accessible.

Move DH control panel from attic to men's locker room closet


Account # Date

Options Form

Description of Findings

Option 1

Investment

Warranty Info

Exclusions

Proceed with Option 1: Initials:

10135 Pin Oak Dr. Berlin MD 21811(410) 629-0777 2026 - The 7/26/2017

Request to relocate pool dehumidifier control to men's locker room closet, also estimate relocate card room thermostat into Kristy's office.

Relocate dehumidifier control to men's locker room closet if we must cut drywall in the closet we will install an access panel.

$645

Drywall , painting repairs


Option 2

Investment

Warranty Info

Exclusions

Account # Date

Proceed with Option 2: Initials:

10135 Pin Oak Dr. Berlin MD 21811(410) 629-0777 2026 - The 7/26/2017

Relocate card room thermostat to Kristy's office. Run a new thermostat wire to the new location.

$645

Drywall and painting repairs by others if needed.


From: [email protected]: Tuesday, October 17, 2017 11:54 AMTo: Kristin ClarkeSubject: For the Parke Hoa From Danny, The Moore Companies, To Fix the Tree Root Problem at the Annapolis Court Pier Area

Good Afternoon Kristi ! Following is another email proposal from Danny for above:

1. Cut a trench 75 FT long between the River birch trees and the paver pathway. Install an 18” deep root barrier into the trench to prevent further rootgrowth toward the path. Cover the trench.

Cost: $ 750.00

2. Remove the disturbed pavers in a 10FT long area. Remove the tree roots, reset the pavers.

Cost; $ 400.00

Thank you. Please call Danny with any concerns.

Sincerely,

Donna

The Moore Companies

116 Broad St. Ste 1

Berlin, MD 21811

Email: [email protected]

410-641-2177 Fax: 410-641-2188


mailto:[email protected]

the parke at ocean pines hoa, inc board meeting packet 10 ......the parke at ocean pines hoa, inc...

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