SUBJECT: Notice of Annual Meeting and Election
Notice is given that the Annual Meeting of Members shall be held on Saturday, February 11th 2023 at 1:00 pm at the Ocean Pines Library. In addition to other business, the Association will hold an election for two directors. Lisa Smith and Becky West were appointed to fill the positions left by Jack Shook and Barry Keefer. Their names will now be placed on the ballot for a formal vote by all residents.
If you wish to nominate someone to serve on the Board of Directors you must notify the HOA via email or in writing. Send your nomination to ST.MARTINSHOA@GMAIL.COM. List the name and address of the individual you wish to nominate no later than December 30. Only members in good standing are eligible to vote and to serve on the board of directors. The nominee must be notified before you nominate them for election and must agree to serve if they are duly elected. Ballots and election procedures will be mailed to all members in January and the election shall take place at the annual meeting.
Thanks to Andrew Davis and his helpers for installing the fence from Parking Lot A to the pool. It creates a welcoming entrance, provides space for bikes, and keeps cars away from the pool entrance.
On behalf of Lynne Partridge and family, a sincere thank you for the plant in memory of the passing of our mother/grandmother, Daisy Partridge.
The Board welcomes our newest member, Becky West. Becky is a full time resident who brings a wealth of experience in finance. Election for Becky and Lisa Smith
(appointed by the Board this year) will be held at the Annual Meeting in February 2023. Ballots will be prepared and sent out in December 2022. Anyone interested in nominating a person or themself to be placed on the ballot will be afforded the opportunity.
The Executive committee met with an accountant on 11/10/22 to discuss the new law MD House Bill 107 requiring budgetary reserves for HOAs. The accountant will advise on this and the overall 2023 budget. (A letter from our accountant will follow with further details)
ARCHITECTURAL REVIEW COMMITTEE
The committee will conduct another review of the townhouses to follow up on property repairs over Thanksgiving weekend. Will send follow up letters as needed.
The pool has been winterized. Will begin to budget for the purchase of new furniture–perhaps five recliners per season. Suggestion was made that next season we arrange for the closing of the pool on a ten day notice so weather can be considered. This could result in a later closing if the weather in September remains warm.
Kindly place leaves and grass cuttings on the burnpile and not behind the dumpsters, in the wetlands, or cul de sacs. The burn permit has been applied for, and the burn is scheduled for the Friday evening of Thanksgiving weekend.
Damage to the field and threat to the septic system is made by cars doing “donuts”. After much discussion about the best way of preventing this, a letter was sent to all residents describing the potential damage to the septic pipes, asking for cooperation, and suggesting possible consequences.
Several piles of leaves have been dumped behind the dumpsters. This prevents mowing in the spring/summer and invites other trash in this area. Kindly deposit this kind of debris onto the Burnpile.
Discussion began about options for Parking Lot A; maintenance, and reduction to allow for additional parking. The issue will need further discussion. The weeping willow in Parking lot B will be pruned for safety reasons. The light in parking lot B will be retrofitted for an LED bulb as it needs replacement. Suggestion made to include garden maintenance in the budget for 2023.
Wishing you a healthy and happy holiday season.
2022 POOL CLOSING - Hope to see you next Sunday, September 18 at 4:00 PM. We will be grilling burgers and hot dogs. BYOB and bring a side dish to share and celebrate a wonderful season.
CALLING ON COMMUNITY VOLUNTEERS - Our small community is kept running by a group of 7 volunteers, your HOA Board. Board members volunteer their time to manage the finances and facilities of St. Martin’s By the Bay. From the water supply, to lawns/green spaces to the pool, dumpsters, dock/boatyard, septic fields, and property appearance. Managing these facilities/ amenities requires careful attention to the annual budget. In order to maintain our relatively low HOA dues, we are careful in our spending and try to do some tasks ourselves. With prices soaring, we are trying to keep repair costs under control. But our existing infrastructure; well system, plumbing, and pool are all approaching 40 years old. WIth every expense we are mindful of our budget balancing costs with efficiency, and ongoing planning toward a realistic budget for next year.
We are hoping residents will join us in this work. If you have a special skill such as electrical, plumbing, gardening, painting, bookkeeping, or have a bit of time to lend a hand for a small one-time project or an ongoing task, please consider helping us. Reach out to any Board member or respond to individual projects. We Need You!
Jolene Killinger volunteers to maintain our gardens!
BOARD VACANCIES - An 8th Board member, Becky West, is under consideration. Her nomination and vote will be held at the October Board meeting. Becky, with her three children, lives on St Martin’s Pkwy and has extensive banking experience. Formal election will be held at the Annual meeting in February 2023.
ARCHITECTURAL REVIEW COMMITTEE - Discussion continues about the control and removal of phragmite on the waterfront and dock area. We plan to self-regulate our wetlands and consider signage to help adhere to state and federal regulations. Letters will be sent to individuals who continue to ignore these regulations.
Phragmite update: a permit is required for removal if using a licensed company, but not needed for owners. So we will be gathering a voluntary group to cut down and manage the waterfront phragmites around the dock area.
Townhouse paint colors have been established: Sherwin Williams Doric White/ St. Martin’s Brown, facia Musket Brown (Coastal Roofing)
Townhouse address signage: recommendation for parking lot signage to indicate mailing addresses for emergency vehicles.
POOL - An emergency phone has been installed, new umbrellas have been purchased, a relay pump and electrical work was completed in July. Further repairs plus fencing and pavers at the entrance are scheduled for the Fall.
GARDENS - Selected bushes and a dead tree have been removed for parkng lot gardens, mulching, weeding and planting are scheduled fo the Fall. We are investigating a concern over an Oak tree on the lawn of townhome B.
DRIVEWAY/DUMPSTERS - Gravel is scheduled for the Fall. Will try to schedule earlier next year. The dumpsters continue to be problematic; resident volunteers often need to clean up the area from careless dumping. Suggestion has been made to remove dumpsters and have residents responsible for their own trash. While this will eliminate the mess and extra work, the resulting trash cans out front of townhouses would be unsightly, and residents will be inconvenienced by having to dump trash outside of the community. As a solution, we will consider a sign at the dumpsters with reminders.
WATER SUPPLY - We have had three boil water notices within a month this summer :