Chapel Grove HOA

The next Chapel Grove HOA board meeting will take place next Wednesday, February 8th, at 6:30pm via Zoom.

We are using the 2023 Zoom link mailed to home owners earlier. However, if you need the Zoom link, you can find it on the calendar within the Chapel Grove Portal. The calendar is located under the “About Us” tab.

If you are Zooming into the December 6 rescheduled Annual Meeting and forgot the Zoom address, you can find it on the Chapel Grove Portal under the “About Us” tab in the Calendar section on the date of the meeting (December 6).

While the Chapel Grove HOA Board held a meeting earlier this week, which included discussing and approving the 2023 budget, we lacked a quorum (60 homeowners) for it to be considered an Annual Meeting. As a result, the election of two new board members will need to wait until the December 6th meeting, which will serve as the rescheduled Annual Meeting.

This was shared in the earlier ProCom notice, which stated:

In accordance with Section 11B-111(6) of the Maryland HOA Act, if quorum is not present at the annual meeting, the annual will be rescheduled for December 6, 2022, the meeting will be reconvened to the next regular scheduled meeting, same location and time. The number of members present in person or by proxy at the rescheduled meeting will constitute a quorum. At the rescheduled meeting, a majority of the members present in person or by proxy may approve or authorize any proposed action and may take any other action which could have been taken at the original meeting had a sufficient number of members been present.

We hope to see everyone at the rescheduled Annual Meeting.

ProCom has sent the Notice of Annual Meeting to owners. Here is the key information from the notice:

Please attend the Annual Meeting scheduled on Tuesday, October 25th to discuss past, ongoing and future HOA plans, and elect new volunteers to the Board of Directors. There are two (2) vacant positions for this year’s Annual meeting, both positions representing the Townhome Owners. You will find a Proxy on the back of this notice. If you are unable to attend the Annual Meeting, please fill out the Proxy form to assist the community in reaching quorum. The Proxy Form can be mailed, faxed or emailed to ProCom, Attn: Erinn Robinson. The Proxy MUST be received by 5PM on October 25, 2022 to count towards quorum.

A quorum must be obtained in order to hold the Annual Meeting and conduct business for the community. A total of sixty (60) homeowners must be represented in person or by proxy in order to hold the Annual Meeting for 2022.

In accordance with Section 11B-111(6) of the Maryland HOA Act, if quorum is not present at the annual meeting, the annual will be rescheduled for December 6, 2022, the meeting will be reconvened to the next regular scheduled meeting, same location and time. The number of members present in person or by proxy at the rescheduled meeting will constitute a quorum. At the rescheduled meeting, a majority of the members present in person or by proxy may approve or authorize any proposed action and may take any other action which could have been taken at the original meeting had a sufficient number of members been present.

If quorum is not present at the Annual Meeting Scheduled for October 25, 2022, the meeting will proceed as a regular Board meeting. Elections would then take place on December 6, 2022.

If you have any questions or concerns, please do not hesitate to contact the Association Manager, Erinn Robinson, at 410.721.0777 ex. 151 [or you can use the contacts link].

Please note, because the election relates to Townhome Director seats, election ballots will only be sent to townhome owners. However, both townhome and single family home owners can run to fill these two seats.

Please plan on attending. If you need another copy of the notice, you can find it on the Chapel Grove Portal under the “About Us” tab. It is in the Documents section and within the “Notices” sub-directory.

Please remember that the Chapel Grove HOA Annual Meeting will be held via Zoom on October 25th at 6:30 pm. We will hold board member elections and discuss the 2023 draft budget at this meeting.

ProCom has already distributed the draft budget to owners. If you need another copy, you can find it on the Chapel Grove Portal under the “About Us” tab in the Documents section. The election information will be distributed to owners shortly as well.

If you need the call-in number for the October meeting, you can find it on the Chapel Grove Portal under the “About Us” tab in the Calendar section on the date of the meeting (October 25).

We have added another board meeting in September to allow the board to more timely approve various projects and prepare for the HOA annual meeting. This additional meeting will be held at the Odenton Public Library at 6:30pm on Monday, September 19th.