2017 ANNUAL MEETING Homeowners Association The Hamlet at

2017 ANNUAL MEETING Homeowners Association The Hamlet at Dirickson Pond 8 December 2017

Agenda • • • Introduction of Board Sea. Scape Management Thanks For Your Help: Finance Summary, 2018 Budget and Reserve Approval Projects of Interest (Pool Repairs, Kayak Launch, Pond Fishing, Website) Water Quality Architectural Review, Committee (ARC) Community Standards Updates 2017 HOA Contracts (including Management Company, Pool, HVAC, Clubhouse Cleaning, Landscape, Snow Removal, Mosquito Control, Propane Common Supplier Bayard Road Committee Question and answer session and process we will follow

Board Members Skip Derick President Mike Mitchell Vice President Joe Pipitone Treasurer Howard Rones Pool Oversight and ARC Chair Charlotte Ray Secretary

Sea. Scape Management • The contract with Sea. Scape is renewed for the second year of three years beginning October 01, 2017 • Seascape Millville office is located at 32566 Doc’s Place, Creekside Plaza, next to the Food Lion on Rt 26 • Jennifer Fannin will continue doing the weekly inspections and will follow the covenants and Community Standards • Jenn can be reached at 302 -645 -2222 or jfannin@seascapepm. com • I look forward to working with the homeowners and the Board at the Hamlet. I will be in the community 1 -2 times per week and more as needed if there are special circumstances. • Please email or call with any concerns or questions that you may have.

THANK YOU! • • • Women’s Club for planning and sponsoring events throughout the year Women’s Club for clubhouse landscape improvements Jane Rones for maintaining library Committee members and Board for all their work Pool and Water Testing Volunteers Support For Propane Common Supplier 5

Thanks to Jean Batton, Kay Moser and Jane Rones for organizing water aerobics this summer.

Pool Volunteers Raise your hand if you were a pool volunteer this year. A big THANK YOU from Jane and Howard Rones.

Pool Volunteers Please consider volunteering next year to check the pool and the clubhouse at closing time for one week. A sign-up sheet is on the website in the spring. It is quite challenging filling all the weeks and it is the perfect opportunity for residents who would like a chance to pitch in. If you are a part-time resident, consider volunteering when you are here in the summer for a week. If you need to miss a day or two, we’ll find coverage for you. It takes about ten minutes to do the job.

Future Activities In Your Development Are Based on Volunteers • • Board Members Committees Pool Water Testing Common Property Bayard Road Women’s Club Thirsty Thursday Lack of Volunteers May Result In Some Activities Being Cancelled Or Increased Expenses Resulting From Purchased Services 9

Finance HOA Meeting December 8, 2017

Finance Treasurer Joe Pipitone Committee Members Sylvia Nieser, CPA Mike Mitchell Oversight Responsibilities • • • Operating Budget Short Term Reserve Account Long Term Reserve Account

Operating Finance Major Projects Planned for 2018 • Seeding/treating Community Owned Open Space • Replace Clubhouse Carpet • Continue Trimming of Vines on South and North Side • Stocking the Pond • Deck Maintenance • New Pool Chairs • Clubhouse Cleaning • Bayard Road Project Long Term Reserve • Replace the Carrier Condenser • Repair the Irrigation System • Pool Repair

Finance BUDGET HIGHLIGHTS 2017 Budget EOY 2017 Estimate 2018 Budget Annual Fees/Other 79, 200 85, 937 80, 100 Annual LTR 17, 600 Total 96, 800 103, 537 97, 700 Administrative 24, 155 24, 000 25, 991 Common Area Maintenance 19, 800 14, 400 16, 900 Utilities 10, 750 8, 500 9, 815 Clubhouse/Community 9, 020 10, 700 11, 793 Pool 15, 475 15, 200 12, 601 Pond 0 2, 300 3, 000 Total 79, 200 75, 100 80, 100 Funding for Bayard Road 0 10, 837 0 LTR Contribution 17, 600 17, 200 17, 600 Total 96, 800 103, 537 97, 700 Income

Finance BANK ACCOUNTS As of November 1, 2017 PNC Checking (Operational Funds): $ 40, 979. 57 PNC MM Short Term Reserve: $ 9, 080. 85 PNC MM Long Term Reserve: $ 135, 776. 37

Pool Repairs • 10 new chairs and 8 lounges were purchased in 2017 • Concrete deck cracks were repaired in 2017 • Repair of pool surface has been accomplished in 2017

Kayak/Canoe Launch A cart is available next to the canoe and kayak rack to transport crafts to the steps on the left of the clubhouse. The code for the lock is 4252

Pond Fishing • Fishing is permitted only for owners and their guests. • Catch and release only • Bait fish were stocked in the spring and we have budgeted to do the same next year.

WEBSITE and Homeowner Communications Skip Derick and Howard Rones Contact one of us if you need help navigating the website or find an error or omission.

Our Website hamletatdiricksonpond. org

The Hamlet Website • thehamletatdiricksonpond. org • The source for all things concerning the community • The primary means of communication between the HOA and residents • You need a …. username (HADPorg) and password (SSPM 2222#$) to access the directory and budget.

Hamlet Pond Water Quality

Hamlet Pond Water Quality • In cooperation with University of Delaware o Citizens Monitoring Program • • • o o http: //citizen-monitoring. udel. edu Ongoing monitoring for past twenty years—Inland Bays and tributaries Our seventh year Water sampling and tests conducted by volunteers University of Delaware conducts analysis of potentially harmful bacteria (Enterococcus)

Hamlet Pond Water Quality • Volunteers in 2017 o Mike Mitchell o Glenn Strohm o Rik Nagel o Bob Ackerson • More volunteers welcome!!

Water Quality (5 year Summary) 1. 2. 3. 4. Data are yearly averages EPA standard for bacteria is 185 cfu/ml Seasonal trends similar for past 5 years *2017 Bacteria value is an estimate; all data not back from U of D to date; excludes August 8 sampling (512 cfu/ml))

Pond Water Quality • • Seventh year of testing Results similar for all years o o o Oxygen—extremely good; slightly lower in 2017 p. H—generally similar, although appears to be decreasing over time Bacteria (well below EPA standard) • • One significant event August 8; bacterial level at 512 cfu/ml; occurred with significant rain event (3 -4 inches); high bacteria levels at several test locations; back to normal the following week Nutrients (nitrate, nitrite, ammonia) o Extremely low or non-detectable Water clarity—usually good; some turbidity in spring, fall or after heavy rain Water quality remains good

The ARC Committee Board Members • Howard Rones (Chair) • Michael Mitchell Community Members • Stephen Sroka • Jennifer Maddox • Michael Shoemaker

ARC Reminders • The Architectural Review Committee is given the charge, under the Hamlet Covenants, to review and approve changes to the exterior of homes in the community. • The application for ARC approval and the Community Standards are on the community website. Follow this carefully. Incomplete applications delay approval. • If you are not sure if a project requires ARC approval, check with Seascape, our management company. • To avoid potential complications, never begin a project before approval is granted.

2017 Arc Requests (21 Requests, 20 Approvals)

Community Standards Updates 2017 (The Community Standards document is available on our website: the hamletatdiricksonpond. org) 4. 13 Driveways and Walkways; (Alterations must be approved by the ARC) • Garages with street facing entrances: o Two car garage: The driveway width may be extended out to the width of the garage. o Three car garages have wider entrances already and no additional extensions are permitted. • Garages with side facing entrances: o The width of that portion of the driveway which extends from the street towards the house may be extended only to a maximum width of eighteen feet. • Driveway extensions must be asphalt, pavers or stamped concrete. Crushed stone or similar materials will not be approved. In addition to Hardscape, homeowners may be asked to use landscaping to the impact of large hardscape areas. ______________________________________ 4. 22 Storage of Lawn Equipment and Garbage Cans • Lawn equipment stored on the side of the house must be in permanent enclosures (see 4. 11) and not visible from the street. • Garbage cans must be stored in an enclosure per paragraph 4. 11 if they are stored on the side of the house or at the rear of the house. They may also be stored in the garage. _______________________________________

Community Standards Updates 2017 (Cont. ) 5. 7 Common Area Maintenance including 50’ Buffer Zone into Dirickson Creek • Common area grass will be maintained at 6 inches or less in length. • Common areas (including the tree areas on the North and South of the community) are for the use and enjoyment of all residents but must not be used to dump any products, including but not limited to lawn clippings, plants, sand, soil, or construction materials. The grassy common areas cannot be used for parking. Additionally, the clubhouse parking lot cannot be used for vehicle or trailer long term parking. • No plantings will be made by individual homeowners in common areas without permission from the Board. • For those residing on Dirickson Creek and whose property is adjoined with the HOA 50’ buffer property extending into the creek, the HOA allows those persons to maintain these areas to the extent of removal of noxious weeds, phragmites, trash and dead plant life. As a property owner doing the work themselves, they do so with the understanding the HOA is to be held harmless in case of accident or incident. If using a contractor, they must be a Delaware licensed insured/bonded professional and may only enter these lands with prior written approval from the HOA. The use of chemicals and other Delaware/Sussex County approved methods for removal of these materials need to follow Federal and Delaware laws for use in any declared wetlands.

HOA Contracts • Management Company – Sea. Scape - 2 years remaining • Pool – Premier – This was third year of a three year agreement. The contract has been renewed in 2017 for another 3 years. • • HVAC – Custom Mechanical - One year same price last three years Cleaning – AER Construction - One year same price as last two years Landscape – Fancy Cutz – Three year contract – new vendor - same price for three years Garbage/Recycling – Waste Management – Three year contract with one more year starting the summer of 2018 31

Snow Removal Policy Contract with Scott & Sons for the upcoming winter months has been renewed. Potential State Aid • Must be at least 4 inches in Georgetown • Application completed. Reimbursement of 75% of cost • State will not plow our streets 32

Common Propane Supplier • Previously, the Board approved Pep-Up as a common supplier for the Hamlet community based on lowest price from bids obtained through an RFQ (Request For Quote). • Homeowners were urged to use the common supplier; based on the price provided, the communities ability to continue to receive lowest prices in the future, and reduction in heavy truck traffic. • 2017 -2018 is the second year of a 2 year contract • Price is established as $1. 35 per gallon or pre-pay bulk at $1. 25 per gallon.

Mosquito Control We have continued with the State program of spraying. This service is provided at no charge.

Bayard Road Committee Hamlet HOA Annual Meeting December 8, 2017

Committee Membership • Mike Mitchell (Chair) • Janet Ackerson • Molly Derick • Marilyn Kachline • Bob Maddox • Ray Miller • Donna Rhine • George Ward

Background • Committee formed to assess what improvements could be made to Bayard Road frontage • Initial results briefed at last HOA annual meeting • Survey on 3 options sent out to community in April: o Over seed and add irrigation to front and left sides ~$23 K to $37. 5 K o Improve landscaping to right and left side stone entrance with irrigation ~$12 K to ~$14 K o Landscape along tree line ~$24 K • Survey results: 46 responded; 17 did not want anything - of the remaining 29, 10 for option 1, 21 for option 2, 10 for option 3

Process Forward • Obtaining final estimates for Option 2. Improvements to be made within current HOA easements to monument areas. • Improvements to be paid from Short Term Reserve Account. Current estimate $14, 850: • o Survey - $1, 250 o Artesian meter and tank - $3, 000 o Landscaping - $3, 800 o Irrigation - $6, 800 Maintenance and water to be paid from Operational Account

QUESTION AND ANSWER SESSION • STATE YOUR NAME AND HOW LONG YOU HAVE LIVED AT THE HAMLET • ASK QUESTION OR MAKE RECOMMENDATION • DISCUSS AS NEEDED • RECOMMENDATIONS OR CHANGES MUST FIT WITHIN EXISTING COVENANTS OR COMMUNITY STANDARDS