Winter/Spring 2020

WINT E R/ S P RI NG 2 0 2 0 I SS U E

THE

BEACON A CHAPTER OF THE COMMUNITY ASSOCIATIONS INSTITUTE (CAI)

CERTIFICATES OF INSURANCE For General Liability and Workers Compensation Take the necessary steps to keep your associations financial future safe. The association should maintain updated certificates of any hired contractors General Liability and Workers Compensation insurance. If the independent contractor does not purchase Workers Compensation or General Liability insurance, this puts the association at risk.

Ask for proof of insurance before hiring a contractor for your association. This gesture alone should weed out the less responsible contractors who put their workers and customers at risk. By not meeting minimum standards of coverage for injuries and risks, it

2020 PLATINUM SPONSORS Atlantic Maintenance Group, LLC CIT Hann & Hann Construction Services Minkoff Company, Inc. Nagle & Zaller, P.C. Palmer Brothers Painting & General Contracting RoofPro, LLC S&K Roofing, Siding, & Windows, Inc. Simmerer Insurance

could cost you money in a lawsuit resulting from a general liability claim or a worker’s injury.

Ask the contractor to provide you with a Certificate of Insurance (COI) for: 1. General Liability insurance—recommended limit of $1,000,000; 2. Insuring clause naming the Association and the property management firm as additional insured—be sure this is specifically stated on the certificate; and 3. Workers Compensation insurance.

It is also recommended that you request: 4. Verification of any required contractors license; 5. Verification of contractors’ fidelity bond for protection against theft of items; and 6. A “hold harmless agreement” from each contractor you engage to do work on your behalf. This requirement should be part of your established business practices in order to protect the association. continued on page 3

S ŌLitude Lake Management Structural Restoration Services, Inc. The Falcon Group Tidewater Property Management, AAMC Weaver Bros. Insurance Associates, Inc.

2020 GOLD SPONSORS BB&T Association Services Becht Engineering BT, Inc. Condominium Venture, Inc., AAMC North Arundel Contracting Whiteford, Taylor & Preston, LLP

2020 EDUCATION SPONSORS Acadia Windows & Doors, LLC Atlantic Maintenance Group, LLC DoodyCalls Pet Waste Removal North Arundel Contracting Pro Painting & Contracting RoofPro, LLC The Falcon Group

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In This Issue Certificates of Insurance for General Liability and Worker’s Compensation . . . . . . . . . . . . . . . . . . . . . . . . Cover President’s Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Congratulations to Our Board of Directors for 2020 . . . . . . . . . . . . . . . . . 4

EXECUTIVE BOARD President . . . . . . . . . . . . . . . . V icki Eaton, CMCA, AMS, LSM, PCAM Community Association Services, Inc., AAMC President-Elect . . . . . . . . . . . Gail Windisch, CMCA, AMS, PCAM Tidewater Property Management, AAMC Vice-President . . . . . . . . . . . . Susan Rapaport, Esq. Davis, Agnor, Rapaport & Skalny, LLC Treasurer . . . . . . . . . . . . . . . . Ruth Harlan Carroll Vista Community Association Secretary . . . . . . . . . . . . . . . . B.K. Swartwood, CMCA, AMS, PCAM Comsource Management, Inc., AAMC

New Innovative Solutions in Your Lake Manager’s ‘Toolbox’ . . . . . . . . . . . . 7

DIRECTORS

James Anderson, PE, Becht Engineering BT, Inc. Roderick G. Clark, III, The Towers Condominium, Inc. Kelly Rae, RoofPro, LLC Kerrie Zander, AMS, PCAM, DoodyCalls Pet Waste Removal

Platinum Sponsor Showcase—RoofPro . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Landscape Care & Preparation for Spring Start Up . . . . . . . . . . . . . . . . . 9 Platinum Sponsor Showcase—Minkoff Company . . . . . . . . . . . . . . . . . . . 10 Understanding Reserve Funds and Utilizing Your Reserve Study to Achieve Long-Term Success . . . . . . . . . . . . . . . . . . . . . 11

COMMITTEE CHAIRS DelMarva

Chad Toms, Chair Whiteford, Taylor & Preston, LLP Lisa Meck, CMCA, AMS, Vice-Chair Legum & Norman, Inc. AAMC

Education

Susan Blackburn, CMCA, AMS, PCAM, Chair Community Association Management Professional, LLC, AAMC Noni Roan, Vice-Chair CIT

EXPO

Ellen Throop, Chair Elmore & Throop, P.C. Joanne Frallicciardi, CMCA, AMS, Vice-Chair Community Association Management, LLC, AAMC

Golf

Scott Karam, Chair Acadia Windows & Doors Kara Permisohn, Vice-Chair Minkoff Company, Inc.

Annual Social

Dani Bressler, Chair Toepfer Construction Co., Inc. Carrie Ehart, Vice-Chair Raine & Son, LLC

Maryland Legislative Action Committee

Steve Randol, Chair Piney Orchard Community Association

Membership

Ron Bridge, Chair Weaver Bros. Insurance Associates, Inc. Matthew Dozier, CMCA, AMS, LSM, PCAM, Vice-Chair FirstService Residential

Newsletter

Don Plank, Chair National Cooperative Bank Brooke Chaney, CMCA, Vice-Chair Tidewater Property Management, AAMC

L.E.A.D. (Leadership Enhancement and Development)

James Nies, Chair RoofPro, LLC Nichol Means, CMCA, Vice-Chair Community Association Services, Inc.

On-Site Registration for PMDP Classes

Jonathan Rosenberg, CMCA, AMS WPM Real Estate Management

Platinum Sponsor Showcase—Simmerer Insurance . . . . . . . . . . . . . . . . . 15 Tips for Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Welcome New Members! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Tips for Responsible Social Networking . . . . . . . . . . . . . . . . . . . . . . . . . 18 Many Thanks to Our 40th Anniversary Gala Sponsors . . . . . . . . . . . . . . . 19 40th Anniversary Gala Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Tips for Board Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 2020 PMDP Course Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 2020 Beacon Advertising Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

CAI CHESAPEAKE REGION CHAPTER

Stephen McConoughey, Executive Director Angela Marsh, Office Manager Kathleen Abdo, Office Administrator 8901 Herrmann Drive, Suite B, Columbia, MD 21045 410-540-9831 • 410-431-1666 (fax) Email: contact@caimdches.org • www.caimdches.org This publication attempts to provide CAI’s membership with information on community association issues. Authors are responsible for developing the logic of their expressed opinions and for the authenticity of all presented facts in articles. CAI does not necessarily endorse or approve statements of fact or opinion made in these pages and assumes no responsibility for those statements. This publication is issued with the understanding that the publisher is not engaged in rendering legal, accounting or other professional services. If legal advice or other expert assistance is required, the services of a competent professional should be sought. Permission to reprint articles in Beacon may be granted only after receiving prior written approval from the CED of CRC/CAI.

Law Office of Cynthia Hitt Kent, LLC A Baltimore area law firm engaging in the practice of general and real estate related representation for Community Associations, Developers, Small Businesses and Individuals.

Cynthia Hitt Kent ckent@hittkentlaw.com 10 Crossroads Drive, Suite 107 Owings Mills, MD 21117 T: 410.363.9600 | F: 410.363.9601

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President’s Message I would like to express my appreciation for the opportunity to serve on the Chapter’s Board of Directors and as the President of the 2020 Chesapeake Region Chapter of CAI. I will do my best to follow the positive example set by our immediate Past President Allen Mott. Allen guided our Chapter with dedication and leadership, and I greatly appreciate his commitment and efforts.

We welcome back to our 2020 Board of Directors Rod Clark, Ruth Harlan, B.K. Swartwood, Gail Windisch and Kerrie Zander, and welcome our new Board members James Anderson, Kelly Rae and Susan Rapaport.

We have a new Management Team consisting of Steve McConoughey, our new Chapter Executive Director, Angela Marsh and Kathleen Abdo. And I would like to extend my sincere thanks and gratitude to all of you that have served and volunteered on our many committees. I am pleased to be working with such a talented and hard-working group of individuals.

Great things are on the horizon for our Chapter in 2020! With everchanging social, educational and legal demands, it is important that we continue to grow our membership and support the national objectives of CAI. In a continuing effort to provide better communication to our members, we have “rolled out” a new and improved website. The new website will be accessible from phones and tablets; be more responsive to users; and integrate with the Chapter’s social media such as Facebook and Linkedin.

Website users will be able to access the Chapter’s directory from their mobile device and our staff will be able to edit contents directly from the office, resulting in faster turnaround time for website updates. The new

continued from cover page Every association should have a Workers Compensation policy, whether they have employees or not. The association faces the following exposures: • An employee of an uninsured contractor is injured at the association property and the employer has not provided proper coverage.

The association may be required by the local Labor/Industrial authorities to step in as the “employer” as it relates to benefits owed that injured employee.

website will also offer improved internal processes and overall management for event registration and sponsorships.

The Board will focus on leadership training and planning for Chapter committees and prospective Board members, to ensure successful, ongoing leadership transitions for the Chapter.

Educational programs will continue to be a focal point for our Chapter.

We are fortunate to have many talented and forward-thinking individuals who are active contributors committed to elevating the level of professional development of community volunteers and industry leaders so they may achieve excellence for the communities they serve.

On Friday, February 21, we will partner with the Washington Metro and Central Virginia Chapters to provide senior level managers the higher-level education needed to continue their industry education and maintain professional certifications. These classes will be offered locally at the Walter E. Washington Convention Center in Washington, D.C. With our new Management Team in place and our dedicated Board and committee members, I am very confident that our Chapter can and will achieve new heights in efficiency and growth.

I look forward to seeing everyone at the Chapter’s upcoming Breakfast Seminar programs and other Chapter events in 2020!

Warmest regards, Vicki E. Eaton, CMCA®, AMS®, LSM®, PCAM® Community Association Services vicki.eaton@casinc.biz

Correction Please note: On page 15 of the Fall/Winter 2019 Beacon, the contact information for the author of the article submitted by ETC should be: Luke Valentine, Registered Engineer ETC 410-312-4761 lvalentine@etc-web.com

• A volunteer working on behalf of the association is injured in the course of their duties. The association should (and ultimately may be required to) treat that injury as “work-related” thereby requiring benefits owed under the labor code.

Most directors and officers (D&O) liability applications will require the association to maintain these certificates, reflect the additional insured and have a hold harmless contract signed in favor of the association.

The COI provides the basics about the contractors’ insurance coverage, but offers reassurance to the association, that the contractor is insured on the date the certificate is issued.

Written by: Connie E. Phillips Connie Phillips Insurance 1-888-439-0479 cpi@insurance-financial.net

IN MEMORIAM Long time CAI Member and Past President of the Chesapeake Chapter, Aniello “Neil” Alioto passed away on November 30, 2019 at the age of 83. As a long-time member of the Chesapeake Chapter, Neil shared his wisdom and expertise with his peers and industry colleagues by serving on the CAI Board of Directors and on numerous committees throughout the years. He will be missed by many.

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Congratulations to Our Board of Directors for 2020 Congratulations to our 2020 President: Vicki E. Eaton, CMCA, AMS, LSM, PCAM with Community Association Services We would like to welcome the following new members to the Board: James W. Anderson, PE, Principal/Engineering Division Manager, Becht Engineering BT, Inc.

Kelly has also served the management industry in various rolls supporting organizations such as: Property Management Association, Apartment and Office Building Association, International Facilities Management Association and Affordable Housing Association. After many years of being a member of CAI and volunteering on the EXPO and golf committees, she is honored to have been elected to serve on the Chesapeake chapter Board of Directors.

In her free time, Kelly and her two youngest children love to travel and spend time on the beach. She also loves to squeeze in a round of golf whenever possible and will forever be a REDSKINS FAN! #HTTR

Kelly Rae, Account Executive, RoofPro, LLC

Susan R. Rapaport, Esq., Attorney, Davis, Agnor, Rapaport & Skalny, LLC

Susan R. Rapaport, Esq., Attorney, Davis, Agnor, Rapaport & Skalny, LLC

James W. Anderson, PE, Principal/Engineering Division Manager, Becht Engineering BT, Inc. James W. Anderson, PE, is a Structural Engineer and Partner/ Principal with Becht Engineering BT. He has practiced structural engineering for over 18 years within the Company’s New Jersey and Maryland offices. He currently manages the company’s Mid-Atlantic Project Management and Civil/Structural Divisions in the office and supports the company’s structural engineering work throughout the east coast.

James has worked with Associations and Communities during his entire time with Becht and has also attended numerous Chesapeake CAI events, Expos and has been a presenter for the Breakfast Seminar program.

In addition to his current professional responsibilities, James is retired after serving over 21 years in the United States Navy/Navy Reserve, where he held numerous leadership positions throughout his career. He also enjoys spending his free time with his family, playing hockey and biking.

Kelly Rae, Account Executive, RoofPro, LLC Kelly Rae started her career path in the construction industry over 20 years ago, focusing on roofing and exterior renovation.

Continuing on that path today, she represents RoofPro, a full-service roofing and exterior renovation company, who proudly supports CAI as a Platinum Sponsor.

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Susan heads the firm’s Community Association Practice Group, representing condominiums, homeowners associations, and housing cooperatives throughout Maryland and the District of Columbia. For over twenty-five years, she has been working to help community associations with a myriad of issues including: • Community association formation • Community association governance • Governing document interpretation and amendment • Assessment collections • Rules and covenant enforcement • Community association litigation • Developer transition and warranty claims She has also represented emerging and established small businesses and has provided a wide range of legal services to them. Susan lives in Montgomery County, Maryland with her husband, and two dogs. She enjoys traveling and reading.

Continuing Board Members: Rod Clark, The Towers Condominium Ruth Harlan, Carroll Vista Community Association B.K. Swartwood, CMCA, AMS, PCAM, Comsource Management, AAMC Gail Windisch, CMCA, AMS, PCAM, Tidewater Property Management, AAMC Kerrie Zander, AMS, PCAM, DoodyCalls Pet Waste Removal

2020 HOMEOWNER SEMINARS SCHEDULED ATTENTION HOMEOWNERS!

The Chesapeake Chapter is offering the following 5 Seminars geared specifically for Board Members & Homeowners.

All Homeowner Seminars will be located at the Chapter Office at 8901 Herrmann Drive, Suite B, Columbia, MD 21045 Registration: 9:00–9:30 am Seminar: 9:30–11:30 am

SAME LOW PRICE FOR 8 YEARS!

COST: $20.00 per registrant!

Saturday, March 7, 2020

Saturday, May 16, 2020

“Long Term Financial Health of Your Community and Its Impact “Getting the Most out of Your Management Bucks—Partners for On Daily Operations” a Better Community”

Saturday, April 4, 2020 “Reserve Studies—What Goes In? What Stays Out? And Why?”

Saturday, October 3, 2020 “Managing the Reputation of Your Community—Communication is the Key”

Saturday, November 7, 2020 “The Best Laid Plan Often Goes Awry: How to Prepare for Your Role on the Board and Manage Open Meetings” PLEASE NOTE: dates may be subject to change.

For more information about each seminar, visit www.caimdches.org.

Contact the Chapter Office for questions: contact@caimdches.org

Board Leadership Development Workshop

LEARN HOW TO BE AN EVEN MORE EFFECTIVE BOARD OF DIRECTORS.

Education for homeowner leaders just got better.

The new CAI Board Leadership Development Workshop teaches you how to communicate with association residents, hire qualified managers and service providers, develop enforceable rules, interpret governing documents and more. It provides a comprehensive look at the roles and responsibilities of community association leaders and conveys information to help create and maintain the kind of community people want to call home.

In addition to a toolbox of support materials, each student receives a certificate of completion and recognition on the CAI website.

Register at www.caimdches.org/board-leadership-development-workshop

Saturday, March 28, 2020

Saturday, September 12, 2020

DoubleTree Hotel Columbia, MD

DoubleTree Hotel Columbia, MD

EASTERN SHORE LOCATION!

Friday, November 13, 2020

Hampton Inn by Hilton Rehoboth Beach, DE

INCLUDES MD & DE LAW!

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Not Just a Management Company, But a Resource

Owings Mills, MD

Tidewater is a family-owned and operated property management company headquartered in Owings Mills, MD. Currently, Tidewater manages homeowner and condominium associations spread throughout Maryland, Virginia, and DC. Tidewater prides itself on providing excellent customer service and the best education available for employees. This ensures your association is being managed to the highest caliber.

Condominium Management • Homeowners Association Management • Master/Sub Management • Financial Management • Rental Management Ocean City, MD

2019 Membership Contest Winner Silver Spring, MD

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Herbicides and algaecides have traditionally been used to maintain balanced ecosystems in lakes and ponds—but wouldn’t it be exciting if there was a new technology or process that could totally revolutionize the way we approach environmental problems in our communities? Industry leaders have long understood that proactive, holistic management strategies are the key to achieve long-term balance in our aquatic environments; however, our toolbox of sustainable solutions has not always grown at the same pace as our knowledge. That’s why we are so excited about recent advances in aquatic habitat restoration.

runoff containing fertilizers and other pollutants from agricultural farms, suburban lawns and gardens, and urban streets and parking lots drains into lakes, ponds, and storm-water management facilities. Even natural areas can contribute to water quality degradation through the deposition of sediment, leaf debris and other organic matter to our waterways. These pollutants are the ultimate source of nuisance lake and pond weeds, harmful cyanobacteria (blue-green algae) blooms and other complications that impair water bodies for municipal and recreational uses, and may also make them less habitable for fish and other wildlife.

EPA-registered herbicides and algaecides are generally only used as a last resort solution—but sometimes they are necessary and valuable tools. Just as you might take an antibiotic to recover from an infection, pesticides help your water body recover from nuisance and sometimes harmful aquatic weed infestations. Now, new herbicide technologies are optimizing the safe eradication of undesirable plant species with very limited impact on native vegetation, wildlife or recreational activity. These highly-targeted herbicides combine the best features of traditional options to target the unique growth processes in undesirable aquatic weeds and achieve more selective and long-lasting vegetation control. Thanks to their favorable environmental profile, they require 100–1000x lower use rates than traditional herbicides and have been designated by the EPA as a “Reduced Risk” solution that is virtually non-toxic to humans, pets and wildlife.

As a property manager or member of a homeowners community, you may have already implemented numerous aquatic management tools such as aeration and nanobubble technology, biological augmentation, and innovative sediment management techniques such as bio-engineered shorelines and hydro-raking. Another new technology for the sustainable removal of nutrients and other pollutants is generating excitement within our industry. Similar to activated charcoal, this new technology has highly adsorbent properties that allow it to remove impurities from water. These charcoal-like particles can be placed in large, porous bags in moving water, and the particles will attract and trap nutrients, metals and other pollutants. The bags are then removed from the water when they are full, resulting in the physical elimination of the trapped material from the water body. The contents of the bag can be discarded, or better yet, applied to lawns and gardens as a soil amendment for natural fertilization and as a substrate for beneficial microbes to enhance plant growth.

Reduced Risk herbicides can be highly successful for the management of many species and may provide exceptional multiseason control when applied by specially certified professionals at the appropriate growth stage and dosing rate. Properties suffering from chronic milfoil species, hydrilla, crested floating heart, watershield, parrotfeather, creeping primrose, slender spike rush, yellow floating heart and similar species are excellent candidates for management with these highly-selective, low-impact herbicides.

For any new technology, it is important to evaluate its niche within our “toolbox” and to understand the best fit among the available water quality management strategies. There are many factors to consider when developing a comprehensive aquatic resource management plan, such as the target weed or algae species, the presence of beneficial native vegetation, and the goals and budget of the stakeholders. While reduced risk herbicides offer a new and exciting option for our clients with severe nuisance or invasive aquatic weed issues, it’s important to establish long-term control by addressing the true root of the problem: unbalanced water quality.

Water quality restoration is one of the most frequent and important challenges that we face as lake and pond managers, and should be a high priority for every water body.

Poor water quality due to nutrient loading is a constant issue, as

This new technology is most effective in flowing water bodies so that there is constant circulation of water around the bags for nutrient adsorption. More stagnant basins would benefit from the installation of a fountain or aeration system to move the water and enhance the effectiveness of this method. The number and size of the bags required is also site-specific, and their longevity could be several weeks up to an entire season, depending on the severity of water quality impairment.

The increasing problems of anthropogenic and climatological water quality degradation have brought us to a critical time in the aquatic management industry, but new technologies like these are making the management of water resources easier and more sustainable than ever. When implementing any sort of aquatic weed or water quality solution for your water body, it’s extremely valuable to consult with an aquatic biologist or ecologist who is on the leading edge for innovative solutions to age-old challenges. Your community members—and your long-term budget—will thank you!

Written by: Shannon Junior Aquatic Ecologist, SOLitude Lake Management 540-371-4382 SJunior@solitudelake.com

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ROOFPRO

PLATINUM SPONSOR SHOWCASE

RoofPRO “Roofing It Right, The First Time” RoofPRO is owned and operated by Tim Taylor. Tim is respected in the industry as a resource for developing innovative and creative solutions for roofing applications and products. RoofPRO began with the mission of bringing excellence to the roofing industry. The RoofPRO slogan “Roofing it Right the First Time” is for the homeowner and the craftsman. First, the homeowner can choose to roof it right the first time, or choose to cut corners and pay for it later. Second, the craftsman needs to correctly install every roof, the first time.

Services RoofPRO brings expertise to all roofing, skylight, siding and gutter applications. RoofPRO partners with local engineers and managers to provide the best possible solutions to protect the building and homeowner. RoofPRO installs and services all low-slope, shingle, metal, TPO, EPDM, PVC, and BUR roofing applications for Condominiums, Commercial, HOA’s, and individual homeowners. RoofPRO also provides high quality community inspection reports, service agreements and emergency service.

Roof Maintenance Preventative roof maintenance is a commonly overlooked necessity. Preventative maintenance can add decades to the life of your roof when regularly performed. Pipe collars and sealants are typically the first maintenance needs after a new roof is installed. The brand of pipe collar and type of sealant, are extremely important items to consider when performing these maintenance items.

RoofPRO uses the best performing sealants and pipe collars to ensure maximum protection for the property with minimal upkeep.

Lowering overall costs for the community.

Training RoofPRO technicians are held to the highest standards of craftsmanship. RoofPRO consistently trains their technicians and managers on the most up to date installation and service standards, direct from the manufacturer. The manufacturer holds RoofPRO accountable to maintain excellence through these regular attendance of the trainings. These extensive trainings are mandatory for all technicians and managers. When a RoofPRO team member steps on the roof, they bring up to date practices and knowledge to the job.

Safety (No Means No) Roofing is a notoriously dangerous profession. Valuing the safety of their team is of utmost importance. The RoofPRO employee has friends, spouses and children to return home to every day. Occasionally, RoofPRO receives calls from boards and managers, requesting them to perform dangerous activities outside of safety regulations, for the sake of saving a quick dollar. RoofPRO has and will always, respectfully decline. Training their team in roofing safety provides a smooth job, and limits the chances of an accidents occurring on your property.

For a free quote, call 410-428-6806 Ext:2 or email Commercial@roofpromd.com Visit our website at www.roofpromd.com

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Landscape Care & Preparation for Spring Start Up

With springtime just around the bend, we all look forward to the approach of longer daylight hours, warmer temperatures, and the awakening of our turf, trees and plants. However, this refreshing of the seasons can present new challenges with the landscape.

Spring is typically the best time for mulching, changing out last season’s flowers for new blooms, fertilizing and replenishing your turf, and starting up irrigation systems after they have been off all winter. For regions that get heavy snow and ice, there is probably some plow damage to address, in addition to left-over surface treatment product to be cleaned up. If you want to make sure your grounds are looking fresh and beautiful to welcome the new season, it’s important to determine the community landscapes’ needs. Early planning matters for several reasons:

1. The Landscape Needs Time to React The landscape takes time to react to changes. If you want your grass or turf to be bright, Kelly green on St. Patrick’s Day, you need to have that conversation with your landscape contractor in January or February at the latest (November or December would be even better).

Similarly, if you’d like to have annual flowers in full bloom by a certain date, then they need to go in the ground a good four to five weeks prior, if the temperatures and weather predictions are favorable.

2. Be Prepared Planning ahead is valuable for budgeting purposes. Repairs to the irrigation system, mulching, and flowers can all be significant expenditures. You will want to be sure they are included as you plan your budget for the upcoming seasons. Put together a plan that effectively meets the individual needs of your community property.

While we’re still on the subject of planning ahead, take heed of your flowers. If you know you would like to plant pink Begonias but wait until the week before you want them to tell your landscape contractor, chances are very good that you’ll have to settle for what they can find. They can pre-order exactly what you want, as long as you give them a few months’ notice.

3. Be First on the List Remember that everybody in your region has the same target date as you do. If the last freeze date is April 15th, you need to partner with your grounds care service provider to make sure you are both on the same schedule. First contract in is usually first one on the list. Don’t get so focused on wintertime and all the hassles that go along with it, that you put off planning for spring until winter is on its way out, because then you’ll be at the end of a very long line.

4. Roll With Mother Nature Finally, take into account that all of the landscaping activities associated with spring start up are driven by soil and air temperatures, not a date on a calendar. Just because you’d ideally like everything done by a specified date, if it’s been 30 degrees Fahrenheit outside every day prior to that, it won’t happen as originally planned. It won’t be beneficial to turn on your irrigation system or install plant spring flowers while there is still a possibility of extreme winter weather.

The long and short of it is we all know how unpredictable Mother Nature can be. While it’s necessary to use calendar dates in order to have a schedule, we must still be prepared to be flexible to her impulsive whims.

Written by: Mike Fitzpatrick Vice-President, U.S. Lawns 410-987-1920 mike.fitzpatrick@uslawns.net

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MINKOFF COMPANY PLATINUM SPONSOR SHOWCASE

Minkoff Company is a third generation, family-owned business. Harry Minkoff established the company in 1947 as a general contractor and began specializing in insurance-related restoration in 1949. Harry’s sons Barry and Rusty ran the business for decades.

Today Greg Minkoff continues his family’s legacy as he elevates the company’s reputation which is regarded as the regional industry leader of multi-family and commercial emergency property restoration.

“When disaster strikes, experience matters.”

Minkoff has the experience you need.

“We Respond, We Restore” 24-hours per day, every day of the year. Minkoff ’s niche is Property Damage Mitigation and Restoration, with a focus on serving the multi-family industry. Our expertise is handling all aspects of assisting communities recover from damage caused by fires, floods, storm damage, mold remediation, and other types of property losses. When you are creating an Emergency Preparedness Plan, keep in mind that “When disaster strikes, experience matters.”

Minkoff has the experience you need. We are proud of our turn-key system which makes the process seamless from beginning to end.

We like to say no job is too small or too large.

Minkoff is a long-time Platinum member of the Chesapeake Region Chapter Community Associations Institute (CRCCAI), as well as several other industry associations. Kara Permisohn and Susie Sanin joined Minkoff in 2004 as business development associates. Both ladies have proudly represented Minkoff at CRCCAI programs over the years. Kara served on the CRCCAI Board of Directors for six years (as a Director, Secretary, Vice President, President-Elect and President).

She is a 16-year member and Co-Chair of the Golf Committee, has served as an Ambassador for CAI, and assisted on the chapter’s Education and Nominating Committees. Kara is also currently active on the Washington Metro Chapter’s Quorum Magazine Committee.

Minkoff believes in supporting associations such as CRCCAI, which benefit existing and potential customers in the local community management industry. CRCCAI’s educational and networking opportunities have been a key component of Minkoff ’s success, guiding the company toward developing new business,

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maintaining relationships, and making long-lasting friendships over the years. CRCCAI is only as valuable as the time and participation that one puts into the organization. Our best advice is to get involved! Feel free to seek our team members out to discuss questions about the industry and the chapter.

Joining a committee and bringing fresh new ideas to CRCCAI will prove to be extremely valuable.

After all, this is what helps the chapter thrive year after year.

It’s often joked about that colleagues give and receive as many hugs as we do handshakes when doing business in the Community Association Industry. It’s because of this atmosphere that makes participating a pleasure—CRCCAI members are always helpful, warm, and welcoming. Minkoff looks forward to many more years of participation in CRCCAI! Written by: Kara Permisohn Minkoff Company, Inc. kpermisohn@minkoff.com 301-347-1111

11716 Baltimore Avenue Beltsville, MD 20705 t: 301.347.1111 c: 301.252.3845

KARA PERMISOHN Account Executive

kpermisohn@minkoff.com www.minkoff.com

Understanding Reserve Funds and Utilizing Your Reserve Study to Achieve Long-Term Success Understanding a Reserve Study’s Financial Story To comprehend current fund status and to effectively communicate the recommended funding plan, one must understand the purpose of reserve funds. The purpose of establishing and maintaining adequate reserve funds is to ensure an association can afford capital projects when they are needed. Furthermore, the reserve study aims to minimize the risk of additional financial assessments as the community ages. This understanding is also critical to developing a comprehensive annual budget and maintaining the physical condition of common property.

It is important to review the reserve study’s funding plan as the recommendations for the next several years speak to an association’s financial status.

• A properly funded association can generally expect consistent annual reserve contributions with inflationary adjustments over time.

• Over-funded associations likely experience annual reserve contributions that are relatively flat, or in extreme cases, decreased for several years.

• Underfunded associations generally experience stepped increases (i.e. $15,000 annualInc. increases for x years, which are designed to Reserve Advisors, get funding back on track) followed by inflationary adjustments thereafter. In extreme cases, associations may see contributions double (or more) than that of their current budgeted amounts.

A common scenario amongst associations is assuming their funding status is “healthy” due to its high balance. For example, “we have $600,000 in the bank and minimal expenditures. As such we do not need to increase annual reserve contributions for several years”.

Without a current reserve study, the reserve balance is not necessarily a clear indication of overall financial health. Are critical projects being deferred? Does the association have a clear understanding of both near-and long-term replacement needs? In reviewing the chart on the next page, year-end reserve balances are projected to peak at $724,646 followed by more than $1,350,000 of major projects over the next six years. Ignoring inflationary increases would result in a $120,000 reserve shortage by 2028.

The above scenario can only be properly assessed with the assistance of a current reserve study. Without one, the association does not know what truly awaits around the corner in terms of replacement projects and associated costs. Furthermore, the lack of a current reserve study marginalizes one’s ability to sufficiently address potential shortfalls to ensure the association has a clearly defined path to achieve long-term success. continued on page 12

RESERVE FUNDING PLAN CASH FLOW ANALYSIS Scenic Ridge Association

Annual Contribution

Madison, USA Reserves at Beginning of Year (Note 1) Total Recommended Reserve Contributions (Note 2) Plus Estimated Interest Earned, During Year (Note 3) Less Anticipated Expenditures, By Year Anticipated Reserves at Year End Predicted Reserves based on 2019 funding level of:

$92,000

FY2019

Individual Reserve Budgets & Cash Flows for the Next 30 Years

2020

2021

2022

2023

2024

2025

613,228

660,293

703,351

479,610

222,244

91,803

467,289 565,448 616,749 670,898 724,646 515,245 275,912 92,000 95,500 99,000 102,500 106,000 109,500 112,200 6,159 7,051 7,680 8,323 7,395 4,719 2,638 0 (51,250) (52,531) (57,075) (322,796) (353,552) (224,314 ----------------- ----------------- ----------------- ----------------- ----------------- ----------------- ---------------$565,448 $616,749 $670,898 $724,646 $515,245 $275,912 $166,436 565,448

11

Associations that lack long-term planning and those that do not execute on an appropriate funding strategy (one that is in line with the reserve study) will almost certainly end up short on reserve funds at some point in time. Without sufficient reserves, associations are faced with two decisions; 1) Defer replacement, some of which may be critical, or 2) Increase cash-flow to cover the cost of a particular project.

1. Deferred replacement is a common choice amongst those facing a shortage of reserve funds. If the funding gap is small, the deferred project is non-critical (aesthetic items such as pool furniture, common area carpeting, etc.) and the association has a short-term plan to improve funding levels, then the deferral is likely not a critical issue. However, time and time again, many associations in this position often face significant reserve shortages during years of relatively significant expenses, often times leading to postponement of critical projects, and resulting in accelerated deterioration and potential safety concerns.

106,000 109,500 112,200 115,000 117,900 120,800 123,800

1400 1200

515,245 275,912 166,436 64,302 104,010 67,853 88,431

136,700 140,100 143,600 147,200 150,900 154,700 158,600

341,698 381,143 466,709 601,259 735,959 763,718 928,536

2043 2044 2045 2046 2047 2048 2049

175,200 179,600 184,100 188,700 193,400 198,200 203,200

853,607 461,718 383,057 320,156 388,008 295,603 236,920

Near-Term Peak Reserve Balance $724,646

800 600

Critical Year - 2026 Reserve Balance $64,302

400 200 0

-200 -400 -600 -800 Recommended Reserve Contributions

Years

Reserve Expenditures Year-End Reserve Balances

2. Special assessments are very burdensome to homeowners.

This option puts financial strain on residents, especially those with fixed incomes. Depending on the volume of assessments needed, it is likely that the additional assessments will span across several years.

3. Bank loans do not require immediate contributions from homeowners. However, they have the added expense of interest. Homeowners certainly have more time to assess and adjust their personal finances unlike that of special assessments, but that convenience comes at a cost.

The above options simply address near-term funding shortages.

However, these ‘band-aid’ type fixes only address the symptoms of insufficient reserves, not the real problem….. a lack of establishing adequate reserves moving forward. A reserve study is an essential tool in guiding the Board of Directors towards a clearly defined path to establishing adequate reserve funds well into the future.

Utilizing your Reserve Study to Achieve Long-Term Success Long-term success of a community association is measured by its ability to operate much like a successful business. The association must be fiscally responsible, able to invest in itself (maintain common elements) and improve the value of the organization as a whole.

Although the reserve study is a professional recommendation, it is a snapshot in time. Over time, priorities and project needs change but one thing remains constant: the need to have adequately funded reserves.

The most successful associations utilize their reserve studies as a starting point and continually assess changing needs to attain continued and long-term success. But what does this process look

12

2033 2034 2035 2036 2037 2038 2039

1000

$ Thousands

continued from page 11

2023 2024 2025 2026 2027 2028 2029

like? In short, it means keeping the schedule of expenditures and funding plan current and addressing any potential financial shortcomings in their infancy. What might seem challenging is actually quite simple with the right tools.

Engagement is key. Prior to budget season the reserve study should be updated via Excel™ spreadsheets. Minor adjustments can easily be handled internally via Excel™ spreadsheets (whereas complex changes might indicate the need for an updated reserve study). Begin with updating the current year’s expenditures and reserve contributions.

Next, review each deferred or planned project and determine if it needs to be completed in the upcoming year. Update the timing of any deferred or planned expenditures accordingly. Once this is complete, the updated expenditure tables and funding plan can guide next year’s budget process. Furthermore, updated numbers enable one to evaluate changing needs over time and address potential year-end reserve shortages years in advance.

Keeping the schedule of expenditures and funding plan current provides management and the Board of Directors with the most complete picture of the association’s near-term project needs and long-term financial status. Surely most associations will, at some point in the future, find themselves deferring projects and/or not meeting the recommended level of reserve contributions from their reserve study. Ultimately, success is measured by the ability to weather such differences while adjusting the long-term funding strategy to ensure reserves are adequately funded and common property is maintained in excellent condition for decades to come.

Written by: Michelle Baldry, PE, PRA, RS Regional Executive Director, Reserve Advisors 844-701-9884 mbaldry@reserveadvisors.com

BETTER COVERAGE. BETTER OPTIONS. America’s community association insurance partner is upping its game Community Association Underwriters of America (CAU) has joined forces with Munich Reinsurance America, Inc. (Munich Re, US) to deliver an even higher level of strength and sophistication to America’s community associations.

Our solutions are custom-built by industry specialists to address the unique risks facing community associations, and now feature some powerful new options.

High-value policy enhancements ■

■

Expanded coverage definitions for various buildings, structures, and personal property Increased coverage limits across multiple exposures, including natural outdoor property, demolition costs, increased cost of construction, debris removal, and property removal

■

Simplified valuations for streamlined servicing

■

Additional computer virus coverage

■

Optional deductible credit endorsement and deductible allowance endorsement for cost savings in the event of certain losses

GET TO KNOW CAU Community Association Underwriters of America (CAU) is a managing general agency and national leader in community association insurance and risk management. Founded in 1989, CAU services community associations, residential and office condominiums, cooperative apartments, and homeowners associations. CAU is based in Newtown, PA and offers property, casualty, fidelity, D&O, general liability, and ancillary products to a nationwide client base.

Exciting new products, including ■

■

Liability Plus: A broad-based liability policy custom-designed for community associations Cyber Suite: An affordable cyber insurance solution for community associations providing both first and third party coverage, including forensic IT review, public relations, and data restoration

Coverage you can count on Policies will be issued using A+ A.M. Best-rated primary insurance companies affiliated with Munich Re, US.

CONTACT

CA License No. 0558510 © 2017 Alliant Specialty Insurance Services, Inc. All rights reserved. [2017-3804]

Michael Romano, CIRMS, CPIA Marketing Specialist D 267 757 7169 MRomano@cauinsure.com

13

Connie Phillips Insurance CONDOMINIUM & HOMEOWNERS ASSOCIATION INSURANCE CONSULTANT As an Independent Insurance Agency, CPI has unlimited access to the major carriers for Condo coverages.

Our COMPARATIVE RATER PROGRAM allows us to provide you with a comparison of coverages and premiums.

Experienced in reviewing and assisting in the selection of Master Policy coverages, attending board meetings, and offering on-site insurance and financial seminars. *** Complimentary Breakfast or Lunch-n-Learn Seminars. ***

Property • General Liability Umbrella • Excess Limits Directors & Officers Liability Fidelity Bond • Flood Call us today for a review of your Condominium/Homeowners Association insurance programs

888.439.0479 Frederick, MD  301.662.5717 Virginia Beach, VA  757.761.7757 24/7: 240.409.8400  240.409.8405 Serving MD, VA, DC, WV, PA www.insurance-financial.net

14

SIMMERER INSURANCE PLATINUM SPONSOR SHOWCASE

Top 3 Insurance Mistakes made by Community Associations in the Chesapeake Region

3 Improper Fidelity Coverage or Limits

Maryland State Law requires associations to carry a Fidelity Bond in the amount greater than or equal to 100% of reserves plus three months of homeowners fees. In place of the Fidelity Bond you can substitute a Crime Insurance Policy with Employee Dishonesty Coverage. The simplest way to obtain the required coverage is to add the Employee Dishonesty to an eligible package insurance policy. Just be sure the coverage form includes coverage for the property management company employees as well as the board.

This coverage is highly recommended in states where it is not required because it protects the association funds if they are embezzled or stolen by a board member or property manager.

A little about Simmerer Insurance We are local professional independent insurance agents who know and understand property management. We are very responsive and take the extra time necessary to ensure your communities are insured properly with the best rates we can secure through our several carriers. We do site visits on all new properties we insure. We attend board meetings to answer questions and educate the board and residents about their insurance. We conduct Property Manager Insurance Training on your site. For an honest second opinion on your communities insurance package email phil@simmererinsurance.com or call our office at 301-386-0900.

2 Directors and Officers without Non Monetary Relief

Everyone knows that community associations require D&O coverage. But not all policies are alike. Most do not include coverage for Non Monetary claims. Non Monetary claims are when the claimant is asking for remedy other than money. Since Non Monetary claims are the most common type of D&O claim, every community association should pay the small additional premium to add the coverage.

1 No Commercial Umbrella

Most General Liability policies for associations have a $1 Million coverage limit. A Commercial Umbrella simply increases the General Liability limit in increments of $1M at a good value. They can be added to an account for as little as $350 per $1M per year for most communities. A good example showing why this is so important is a recent event that occurred at a community in MD. Tragically a branch from a tree on association common area broke off and fell onto a person injuring them and eventually leading to their death.

That community has $1 million in General Liability coverage and no Umbrella. The plaintiff is suing for much more than $1M. The property management company has also been named in the suit against the association as well as each of the individual board members. Litigation is ongoing and nobody is sleeping well.

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tips for

managers Community Management: A Juggling Act Raise your hand if you are one of the few lucky people who can do one task at a time. You can stay focused on that one task, work on it, complete it, mark it off and then move onto the next without being interrupted. What? That’s not you? Unfortunately, that plan and world does not exist for many in this industry. Whether you are a Board Member, portfolio or on-site manager, or even a business partner, you are most likely juggling multiple priorities all at once.

So, what’s the best way to handle all of this and not let something slip through the cracks? Here are a few ideas: 1. Email: Use the functions of your email platform: Whether you are using Outlook, Gmail, etc., there are many ways to optimize organization: a. Flag emails and open your task list to keep track of when each item needs to be completed. b. Set calendar reminders. c. Sort emails into relevant folders for archive purposes and easier access.

2. Maintenance Calendars: Create a loose calendar at the beginning of the year for all the different maintenance and administrative matters that the community will face. The management company, Board of Directors, and business partners can work on this together. Some items you may want to include are: a. b. c. d.

Insurance renewals Fire alarm testing Inspections (elevator, roof, etc…)

Pool maintenance (contract, opening, closing, sending out pool information, etc.) e. Call for Nominations and Annual meeting notice f. Budget notice and adoption

3. Just Do it! If you say you are going to do something, just do it! We have all been in a spot where we are on the phone with a client or a homeowner and we say we are going to take care of something “right away” or “shortly”. As soon as you put the phone down, you get hit with a ton of other tasks, and move on without doing what you said you were would or think “I’ll do it right after I…” and it never gets done, causing tension and frustration. This can be easily avoided by opening your email right away and sending the form or the follow-up, contacting the business partner to schedule maintenance, etc. Complete the task before it slips your mind.

4. Notebook of To-Do’s. Keep a notebook with your “To Do” items.

Each day write the outstanding items on a new page. Trust me when I say this—the more times you must keep writing the same task over and over, the more likely you are to do the task. Not to mention, physically looking at your list will help you to prioritize the items and really make you feel great when you can finally scratch off those items.

5. Do what works for you. Not everything will work for everyone.

You have to find a method and processes that work for you and your position within your company. Maybe only one of these ideas makes sense, or maybe they all do. Talk with others and learn what they are doing to be successful. Collaboration with our colleagues (preferably at CAI events or hopefully within your company/organization ;) ) can be a great way to learn new tricks or ideas.

“The difficulty lies not so much in developing new ideas as in escaping from old ones.”

—John Maynard Keynes Written by: Gail Windisch, Senior Director of Operations & Brooke Chaney, Executive Assistant Tidewater Property Management, Inc. 443-548-0191 gwindisch@tidewaterproperty.com bchaney@tidewaterproperty.com

Serving property managers, community associations and homeowners for 30 years

Tavarious Butts, VP, Relationship Manager 703-284-0561 • Tavarious.Butts@BBandT.com Branch Banking and Trust Company is a Member FDIC and an Equal Housing Lender. © 2018, Branch Banking and Trust Company. All rights reserved.

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Residential and Commercial Painting Specializing in Property Management Interior & Exterior Painting Curb-Line Striping Powerwashing Renovations Siding Restorations Drywall Carpentry Flooring

Jeff Corelitz Cell 410.440.1440 jcorelitz@gopropainting.com

Fax 866.593.9889 MHIC #127946

Annapolis, Baltimore, Washington, D.C. Call for estimates on your community projects.

We'll take care of your property.

17

Welcome New Members!

New Chapter Members: October–December, 2019

Mr. Ronald Thomas Sweet Jr. @Eaze Restoration & Reconstruction Inc.

Ms. Christilla Higgs Pahls Crossing Homeowners Association, Inc

Mr. Don Callow 8600 Roaming Ridge Condominium Association

Mr. Kirk Johnson Pahls Crossing Homeowners Association, Inc

Mr. Jack Mowatt 8600 Roaming Ridge Condominium Association

Ms. Valerie Pretlow Pahls Crossing Homeowners Association, Inc

Ms. Joyce Spurs 8600 Roaming Ridge Condominium Association

Mr. Phillip Seaman Pahls Crossing Homeowners Association, Inc

Ms. Brenda Brant Community Association Services, Inc.

Ms. Cheryl Williams Pahls Crossing Homeowners Association, Inc

Ms. Julie Smith Community Management Corporation Mr. Steve Miller Deep Creek Village Property Owners Association, Inc. Mr. Bernard Zycherman English Towers Condominium Association Mr. Matthew Shipley Mann Properties, Inc.

Ms. Kimberly Vasil HPS Management Mr. Dan Dyson Lazo Landscaping Inc. Ms. Ginger Fleming Mann Properties, Inc. Mrs. Candice Quinn Kelly Maredith Management, LLC Ms. Shenna Bridgett Property Management People, Inc. Ms. Kimberly Halliburton Cox Symphony Village HOA, Inc. Ms. Laura Capizzi The Laurels Condominium Council, Inc.

Ms. Jeryl Eichberg Penthouse Condominium

Ms. Deborah Cook The Laurels Condominium Council, Inc.

Ms. Jessica Aresnault Tanyard Springs Homeowners Association

Ms. Amy Radach Tidewater Property Management

Mr. David Gurule Tanyard Springs Homeowners Association Ms. Kiersten Ann Ritter

Mrs. Jacquline Belt Pahls Crossing Homeowners Association, Inc

Ms. Julia Murray Centennial Village Homeowners Association

Mrs. Maryann Ferguson Pahls Crossing Homeowners Association, Inc

Ms. Daisy Smith Centennial Village Homeowners Association

Mr. John Noble White Flint Station Condominium Ms. Emily Wilberg Community Association Services, Inc.

Mrs. Lisa Anthony The Community Association of Saddlebrook West Mrs. Shereta Clark The Community Association of Saddlebrook West Mr. Christopher Coe The Community Association of Saddlebrook West Mr. Mike Lange The Community Association of Saddlebrook West Miss Jacques Larochelle The Community Association of Saddlebrook West Mr. Jason Thorpe The Community Association of Saddlebrook West Mr. Mitchell Nader Tri-State Restoration Ms. Kathleen Marie Hutzell UTZ Property Management

Mr. Ronald Bowman Edgewater House Mr. Larry Pateros Edgewater House Mr. Tyler Nichols SeaScape Property Management

Interview over

Tips for Responsible Social Networking Facebook, Twitter, LinkedIn Chances are you are a member of one or more of these social networks.

Chances are you have posted something about work (positive and/ or negative).

Chances are you have friends/followers/connections that are co-workers or your supervisor.

You have the right to remain silent . . .

Anything you post may be used against you, so be careful.

Consider that what you post online to social networks is a body of evidence. If a manager sees negative things being posted about work, it may trigger a meeting.

Be mindful of what you post regarding your company. Do not post anything sensitive about your employer online.

• Attackers use social networking sites to gather information about you and your company and use it against you.

18

Potential and current employers can research your posts and pictures and make a decision on whether or not you get the job, or get a promotion.

If you post pictures of you doing illegal things, or acting overly irresponsible, it could hurt you and your career.

Be mindful of posting strongly opinionated views. This could cause coworkers to feel uncomfortable around you if they do not feel the same way.

• Think carefully about what you are posting and who can see it. It could come back to bite you.

Use what you are given Most of the social networking sites allow you to only show specific groups of people specific information.

Use this feature. Make as little as possible ‘public.’ Consider separating work relationships from personal ones online.

Be careful what you post online. It could come back to hurt you, or the company you work for. It is perfectly fine to make use of social networking, just make sure to be responsible about it. For more tips and information visit KnowBe4.com

Written by: Knowbe4.com Legal@KnowBe4.com

Many Thanks to our 40th Anniversary Gala Sponsors www.atlanticmaintenancegroup.com 410-768-4720 gary@amgmd.com

www.knottmechanical.com 410-561-2000 mschwartz@knottmechanical.com

www.allsafeelevators.com 410-661-0623 cory@allsafeelevators.com

www.bakerdonelson.com 410-862-1192 rburke@bakerdonelson.com

www.bechtbt.com 410-461-3904 janderson@bechtbt.com

www.firstrust.com 610-238-5095 dkearney@firstrust.com

www.nilesbarton.com 410-783-6343 mhmannes@nilesbarton.com

www.roofpromd.com 410-428-6806 james@roofpromd.com

www.ncb.coop 703-302-8176 dplank@ncb.coop

www.simmererinsurance.com 301-386-0900 phil@simmererinsurance.com

www.gopropainting.com 410-440-1440 jcorelitz@gopropainting.com

www.tidewaterproperty.com 443-548-0191 gwindisch@tidewaterproperty.com

www.quizamanagement.com 301-805-1050 quiza@quizamanagement.com

www.raineandson.com 301-864-1122 cehart@raineandson.com

www.toepferco.com 301-336-8600 dbressler@toepferco.com

www.usi.com 703-205-8753 jessica.knutsen@usi.com

www.weaverbros.com 301-986-4418 rbridge@weaverbros.com

19

th 40 Anniversary Gala

20

21

2020 Calendar of Events FEBRUARY

MARCH

Breakfast Seminar—“Insurance— Hot Topics…Beyond Fire & Flood” Michael’s Eighth Avenue, Glen Burnie, MD (8:30 am)

17 w

Board of Directors Meeting, Columbia, MD (2 pm)

24 w

19 w

Board of Directors Meeting, Michael’s Eighth Avenue, Glen Burnie, MD (12:30 pm)

Golf Outing—Waverly Woods, Marriottsville, MD

25–26

M206—Financial Management— Pikesville, MD

3tues

GBBR Resale Disclosure Seminar

15 w

7sat

Homeowner Seminar—“Long Term Financial Health of Your Community and Its Impact on Daily Operations” Columbia, MD

Board of Directors Meeting, Columbia, MD (2 pm)

AUGUST

Breakfast Seminar—“Make America Green Again” Michael’s Eighth Avenue, Glen Burnie, MD (8:30 am)

SEPTEMBER

19 w

18w

18w

APRIL

MAY

JUNE

Board Leadership Development Workshop—Doubletree Columbia, MD

4sat

Homeowner Seminar—“Reserve Studies—What Goes in? What Stays Out? And Why?” Columbia, MD Breakfast Seminar—“I Want It All!— The Bidding Process Explained” Michael’s Eighth Avenue, Glen Burnie, MD (8:30 am)

22w

Board of Directors Meeting, Michael’s Eighth Avenue, Glen Burnie, MD (12:30 pm)

23–25

M100—The Essentials of Community Association Management— Pikesville, MD

8f

Eastern Shore Breakfast Seminar—A Roundtable Program—Clarion Resort, Ocean City, MD

14–15

M205—Risk Management— Pikesville, MD

16 sat

Homeowner Seminar—“How Do You Get the Most For Your Management Bucks” Columbia, MD

19 tues

GBBR Resale Disclosure Seminar

20 w

Board of Directors Meeting, Columbia, MD (2 pm)

3w

10–13

(No Board Meeting scheduled)

Board of Directors Meeting, Michael’s Eighth Avenue, Glen Burnie, MD (12:30 pm)

28sat

22w

JULY

Breakfast Seminar—“Crime Detection, Protection & Prevention—A Common Sense Approach” Michael’s Eighth Avenue, Glen Burnie, MD (8:30 am) CAI National Conference— Hollywood, FL

OCTOBER

NOVEMBER

DECEMBER

14 f

M203—Community Leadership— Pikesville, MD

8 tues

GBBR Resale Disclosure Seminar

12 sat

Board Leadership Development Workshop—Doubletree Columbia, MD

16 w

Educational Planning Retreat— Columbia, MD

23 w

Breakfast Seminar—“The Court Room Brawl—Why are Associations Involved?”—Michael’s Eighth Avenue, Glen Burnie, MD (8:30 am)

23 w

Board of Directors Meeting, Michael’s Eighth Avenue, Glen Burnie, MD (12:30 pm)

1–2

M330—Advanced Insurance and Risk Management—Pikesville, MD

3 sat

Homeowner Seminar—“Managing the Reputation of Your Community—Communication is the Key”—Columbia, MD

21 w

Board of Directors Meeting, Columbia, MD (2 pm)

27 tues

EXPO & Business Provider Showcase—Martin’s West, Baltimore, MD

7 sat

Homeowner Seminar—“How to Prepare For Your Role On The Board and Manage Open Mtgs” Columbia, MD

13 f

Board Leadership Development Workshop—Hampton Inn, Rehoboth Beach, DE

17 tues

GBBR Resale Disclosure Seminar

19 thur

Board of Directors Meeting, Columbia, MD (2 pm)

4f

Annual Social, Historic Savage Mill, Savage, MD

3–4

M204—Community Governance— Pikesville, MD

VISIT OUR WEBSITE WWW.CAIMDCHES.ORG Please note: Schedule is subject to change

22

Take Advantage of CAI Educational Programs Since 1973, CAI has been a leader in Community Associations education and resources. CAI strives to meet the needs of the profession by offering education opportunities most relevant for community board members, managers and business partner companies. Please see below for a condensed version of educational opportunities available to you.

CAI Board Leader Certificate—If you live in a condo, HOA or housing cooperative, being an informed Board Leader is key to your success. The Board Leader Certificate is designed to provide a foundation for effective community association board leadership.

To learn more please visit: www.caionline.org/LearningCenter/ Education-for-Homeowners CAI Educated Business Partner Essential Course—This course is designed to help CAI member product and service providers better understand how to directly connect and serve todays community associations. Individuals who pass the course and maintain CAI membership earn the CAI Educated Business Partner distinction, gaining special recognition among thousands of companies and professionals who support common-interest communities. This course is offered online or as a classroom course. To register or learn more visit www.caionline.org/bpessentials.

PMDP Program = Professional Management Developer Program for Community Association Managers For managers just beginning their careers, start your educational journey now.

M-100 The Essentials of Community Association Management—Once you pass this course you will be able to apply to receive your CMCA Designation.

M-201 Facilities Management M-202 Association Communications M-203 Community Leadership M-204 Community Governance M-205 Risk Management M-206 Financial Management Online Webinars—Did you know that as a member of CAI you have access to over 400 webinars available on demand?

CAI Annual Conference & Exposition—June 10–13, 2020 Ft. Lauderdale, Florida

For a more comprehensive list of all Classes, Designations, Certificates offered through CAI as well as other valuable resources please visit the CAI National website at: www.caionline.org

SAVE THE DATE!

2020 Chesapeake Chapter 25TH Annual Golf Outing Date: Wednesday, June 24, 2020 Location: Waverly Woods Golf Club, Marriottsville, MD Time: 10:30 am—Registration opens 12:00 noon—Shotgun Start

Details on Sponsorships and Registration to follow soon!

23

tips for

board members Adopting a Code of Ethics Each Board should consider adopting a “Code of Ethics” aka “Code of Conduct”. This will provide the Board Directors and members of the Association a guideline of behavioral expectations which helps promote professionalism when conducting the business of the Association. The Code of Ethics provides a collection of “rules for behavior”.

CAI National has a model code of ethics available on their website which is restated below for your convenience. Please note that the model code of ethics below is not meant to address every potential ethical dilemma encountered by a community association board member but is offered as basic framework that can be modified and adopted by any common-interest community. Look it over and see how your Board can individualize guidelines for your Association.

To access the CAI National website for more information please sign in to: www.caionline.org.

Model Code of Ethics for Community Association Board Members Board members SHOULD • Strive at all times to serve the best interests of the association regardless of their personal interests.

• Use sound judgment to make the best possible business decisions for the association, taking into consideration all available information, circumstances and resources.

• Act within the boundaries of their authority as defined by law and the governing documents of the association.

• Provide opportunities for residents to comment on decisions facing the association.

• Perform their duties without bias for or against any individual or group of owners or non-owner residents.

Board members SHOULD NOT • Reveal confidential information provided by contractors or share information with those bidding for association contracts unless specifically authorized by the board.

• Make unauthorized promises to a contractor or bidder.

• Advocate or support any action or activity that violates a law or regulatory requirement.

• Use their positions or decision-making authority for personal gain or to seek advantage over another owner or non-owner resident.

• Spend unauthorized association funds for their own personal use or benefit.

• Accept any gifts—directly or indirectly—from owners, residents, contractors or suppliers.

• Misrepresent known facts in any issue involving association business.

• Divulge personal information about any association owner, resident or employee that was obtained in the performance of board duties.

• Make personal attacks on colleagues, staff or residents.

• Harass, threaten or attempt through any means to control or instill fear in any board member, owner, resident, employee or contractor.

• Reveal to any owner, resident or other third party the discussions, decisions and comments made at any meeting of the board properly closed or held in executive session.

Written by: B.K. Swartwood, CMCA®, AMS®, PCAM® Comsource Management AAMC® 301-261-3280 tworiversmanager@comsource.com

• Disclose personal or professional relationships with any company or individual who has or is seeking a business relationship with the association.

• Conduct open, fair and well-publicized elections.

• Always speak with one voice, supporting all duly adopted board decisions even if the board member was in the minority regarding actions that may not have obtained unanimous consent.

Professional Association Management

AAMC® ACCREDITED ASSOCIATION M ANAG E M E NT CO M PANY

24

6300 Woodside Court ♦ Suite 10 Columbia, Maryland 21046-3212 301.596.2600 ♦ Fax 301.596.2082 www.cviinc.com

2020 Educational breakfast seminars SAME LOW REGISTRATION FEE FOR 9 YEARS!

The Chesapeake Region Chapter of Community Associations Institute announces its breakfast seminar schedule for 2020. Homeowners, Board Members, Managers, Management Companies and Service Providers are invited to attend these seminars, which are designed to help you effectively manage and work with a community association and its service providers. Cost includes the seminar and a full breakfast.

Wednesday, March 18, 2020 “Make America GREEN Again” Does your community have common green space? Does your community have a plan in place to maintain the common green space? There are many factors to consider as you plan green spaces in your community, such as: • Storm water management • Tree save/forested area maintenance • Wetlands/Coastlines • Proper pond and storm drain maintenance • Critter control/beavers/ geese, etc.

• Green roofs

• The use of a property maintenance checklist • Floods • Riparian Zones • Plant Material • Common area drainage issues for winter/spring/summer/fall • Site maintenance impacts during construction/ development periods

Green spaces can add value to communities and improve the lives of their residents, but associations must educate themselves and plan ahead for the development and upkeep. Join us to learn how to make the most of your green spaces and help to Make America Green Again!

Wednesday, April 22, 2020 “I Want It All—The Bidding Process Explained” Bidding contracting work within a community is a multi-step process that can have a significant impact on the budget and living conditions of an association. Let technology help you lead the conversation on how to bid effectively. Join a Structural Engineer who will provide expertise on: • The Do’s and Don’ts when drafting an RFP • Best practices for the bidding process • Things to consider when analyzing bids

• When it is appropriate to interview a company • Red flags when selecting contractors/vendors • Finalizing the contract and when projects should be bonded

This program will use audience polling and interaction to direct the bidding process conversation. Bring your smart phone if you have one to use the polling app during the program.

Mark your calendar now! These programs are an excellent educational venue, as well as a terrific place to network with colleagues and prospective clients.

All seminars are at Michael’s Eighth Avenue in Glen Burnie, MD. To download the Breakfast Seminar Brochure, visit www.caimdches.org “HOT TOPICS—BEYOND FIRE AND FLOOD” WAS HELD ON FEBRUARY 19, 2020. PLEASE VISIT OUR WEBSITE FOR HANDOUTS ON THIS PROGRAM!

Wednesday, June 3, 2020 “Crime Detection, Protection & Prevention, A Common Sense Approach” Safety is one of the most important aspects of having a neighborhood that homeowners want to live in and be a part of. One of the worst things a board or management can do is turn a blind eye to crime, thinking “it won’t happen to us.” Crime happens everywhere and the best way we can prepare for it is to realize that it could indeed, “happen to us.”

Community security is not a one-size meets all venture. There are many ways to help protect a home and a neighborhood from crime, from simple steps like keeping doors locked, starting a Neighborhood Watch program, to full blown security services.

This program will provide information and tools that will help you as a manager or homeowner develop a plan for crime prevention by defining: • The role of management, the Board, homeowners/residents, the “Who does What”, relative to crime prevention • Ways to communicate crime detection, protection and prevention throughout the community

• The liability/responsibility for criminal activity within the community • The insurance issues for associations and residents • The different concerns for Condos, HOAs, private roads, clubhouses, private homes

Educational resources are available to community boards and managers through CAI and the National Crime Prevention Council.

Wednesday, September 23, 2020 “The Court Room Brawl—Why are Associations Involved in Lawsuits?”

Association Boards are volunteer positions, yet they carry significant financial and legal responsibility. These volunteers often do not have the legal expertise needed to navigate complex legal issues.

This program will review why associations are parties to a lawsuit on both sides of the fence. This program will cover the most frequent reasons that associations file lawsuits or why they are sued themselves.

Discussion will include information from the Attorney General’s Office and information about Maryland court procedures.

In addition, presenters will walk through the Maryland Court System and provide an update on recent changes to case law.

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Attention Managers!

2020 PMDP COURSE SCHEDULE Chesapeake Region Chapter Apr. 23–25

M–100

The Essentials of Community Association Management, Pikesville, MD

May 14–15

M–205

Risk Management, Pikesville, MD

June 25–26

M–206

Financial Management, Pikesville, MD

Aug. 14

M–203

Community Leadership, Pikesville, MD

Oct. 1–2

M–330

Advanced Insurance and Risk Management

Dec. 3–4

M–204

Community Governance, Pikesville, MD

Washington Metro Chapter Mar. 11–12

M–205

Risk Management, Falls Church, VA

Mar. 13

M–202

Associations Communications, Falls Church, VA

May 13–15

M–100

The Essentials of Community Association Management, Falls Church, VA

Jul. 23–24

M–204

Community Governance, Falls Church, VA

Aug. 20

M–201

Facilities Management, Falls Church, VA

Aug. 21

M–203

Community Leadership, Falls Church, VA

Sep. 10–11

M–206

Financial Management, Falls Church, VA

Oct. 21–22

M–205

Risk Management, Falls Church, VA

Oct. 23

M–202

Associations Communications, Falls Church, VA

Dec.

M–100

The Essentials of Community Association Management, Falls Church, VA

Questions?

Call CAI Direct at (888) 224-4231 (M–F, 9:00 am–6:30 pm EST) www.caionline.org/LearningCenter/Pages/default.aspx

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Dani Bressler, CAS dbressler@toepferco.com www.toepferco.com 1101 Ritchie Road, Capitol Heights, MD 20743 • Ph: 301-336-8600

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Noni Roan, CMCA, Vice President 301.639.5503 | 866.800.4656 x7479 Noni.Roan@cit.com

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THE

BEACON

BEACON ADVERTISING RATES FOR 2020 Ad reservations are taken on a first-come, first-served basis

Ad Size

Member Non-Member Price Price (per issue) (per issue)

Full Page: 8" x 10" Black & White

$525

$625

Half Page: Horizontal 8" x 5" Black & White

$375

$475

Half Page: Vertical 4" x 10" Black & White

$375

$475

Quarter Page: 3.5" x 4.5" Black & White

$300

$400

Business Card: 3.5" x 2" Black & White

$225

$325

$175 addl.

$275 addl.

Add Color (per ad)

Advertising Deadline Spring/Summer issue: March 27, 2020 The size and rate information applies to camera-ready ads. These charges do not include artwork preparation that may be necessary to place ads. Signed contracts must accompany payment. The application form is located on the Chapter website: www.caimdches.org.

A special thank you to Senator Delores G. Kelley for her Significant Contributions to Maryland Law in improving fairness and quality of life for Community Association Residents.

Chapter Past President, T. Allen Mott & MDLAC Chair, Steve Randol presented Senator Kelley with a plaque on November 12, 2019 in recognition of her efforts and contributions.

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The Chesapeake Region Chapter Community Associations Institute 8901 Herrmann Drive, Suite B Columbia, MD 21045 410-540-9831

PRSRT STD U.S. POSTAGE PAID HARRISBURG, PA PERMIT NO. 533

Inspirational Quotes “To be successful, you have to have your heart in your business, and your business in your heart.”

By Thomas J Watson, Sr. “Don’t wait, the time will never be just right.”

By Napoleon Hill

JUST ANOTHER DAY IN COMMUNITY MANAGEMENT Being a manager and dressing for the 100-degree heat and being comfortable can be a challenge. On one such day, I knew I had inspections in the excessive heat outside so when I got dressed for work, I dressed appropriately casual, but professional.

I looked at myself in the mirror and said, “Self, you look good today and will be comfortable on inspections.” Off to the office I went. I was in the office for a little over an hour and my boss called me in to his office to “chat”. My boss noted that there were several “concerns”, which really were “complaints” saying that I had come to the office in my pajama bottoms!!! Good grief—I was mortified to say the least and explained I was “NOT” in my pajamas, I was wearing loose fitting dress pants. My boss was a little “red faced” at the whole situation and since then I have thought about retiring those pants for work. So much for thinking I looked good that day!!