Symphony Village Residents:

The 2018 Document Review Committee and the Board of Directors (2018-2021) have put much thought into reviewing Symphony Village’s governing documents and drafting proposed amendments with the assistance of counsel and the General Manager.

The Board would like to invite you to join them for a Hybrid Town Hall Meeting to discuss the proposed amendments to the governing documents on:

Tuesday, September 28, 2021 at 6:00 p.m.

If you wish to attend in-person, please join the Board in Concert Hall on Tuesday, September 28^th at 6:00 p.m. Socially distanced seating will be available.

Out of consideration for Symphony Village residents including those with a particularly sensitive immune system it is suggested that all non-vaccinated residents please wear a mask.

At this time, in-person attendees will be asked to temporarily turn off the WiFi on their smartphones during the meeting. This will help to ensure a strong internet connection and clear communication with those attending by Zoom.

If you wish to attend by Zoom, please click here and follow the prompts. Please note attendees are asked to register in advance and use both their first and last name in the meeting.

Residents who are unfamiliar with Zoom are encouraged to become more familiar with the platform prior to the webinar meeting. Please click here for additional information as it relates to joining and participating in a Webinar.

All attendees, the floor will be open for resident feedback, questions or comments after introductory comments are made. The floor will be opened in the following order:

1. Any residents attending in person will be asked to walk to the podium in Concert Hall if they have a question or comment.
   
2. Residents who call in by phone will be unmuted and asked if they have a question or comment.
   
3. Residents attending by video/web will be asked to enter their questions in the Q&A Forum at the bottom of the conference screen, in most cases. The questions and comments will be read out loud, and you, the person who submitted the question or comment, will be “unmuted” so that you may communicate with the Board. If you are attending by video/web and would prefer to verbally state your question or comment, you may “raise your hand” by selecting the hand icon at the bottom of the screen, in most cases. You will be called on one by one in no particular order to address the Board.
    

All Attendees are reminded to state their name when called upon and to try to keep any feedback, questions or comments under two (2) minutes. Is respectfully asked that participants adhere to this timeframe to allow everyone time to speak.

In order to attend by phone, please dial 1 (301) 715 8592 and enter the meeting code:
878 4246 9985# then press # to continue, then enter password 8500 #. Additional numbers are available: https://us02web.zoom.us/u/kdCn4SSDm

An executive summary of the proposed amendments and drafts of the governing documents are available for viewing and download on the official community website. Please click here or visit the home page of the community website for additional information and to access the documents listed below.

• Executive Summary: An overview of the proposed changes to the Articles of Incorporations, Declaration of Covenants, Codes and Restrictions and Bylaws.  
• Articles of Incorporation: This document initially created the corporation under state law and defines the association’s basic purposes and powers, such as the number of directors, terms of of­fice, and other specifics about how the Board functions.
  
• Declaration of Covenants Codes and Restrictions: This is the document that contains the Covenants Codes and Restrictions (CC&Rs). It binds all owners to the association, establishes association responsibilities, and defines owners’ rights and obligations.
  
• Bylaws: This document contains provisions concerning actual Association operations, such as meetings, procedures for electing the Board members and officers, and their responsibilities.

Please click here or visit the homepage of the official community website to provide feedback, questions or comments regarding the proposed amendments.

The current governing documents can be viewed and downloaded from the Governance page of the community website by clicking here.

Due to the expense of a mailer containing copies of the proposed documents, paper copies will not be mailed before the Town Hall Meeting on Tuesday, September 28^th. Please review the documents online at this time, if possible.

Paper copies of the documents will be available for pickup at the Management Office starting Monday, August 30, 2021 for residents who do not have the ability to review them online.

This is the start of the community review process but your participation will be key throughout the process! What are the next steps you might ask …

Step 1) Post the proposed amendments to the community website, request community input and provide notice of the Town Hall Meeting.

Step 2) Gather questions, comments and feedback from the community before and at the Town Hall Meeting at which residents will have the chance to communicate with the Board, counsel and General Manager.

Step 3) The Board will review all questions, comments and feedback and incorporate applicable changes into the documents following the Town Hall Meeting.

Step 4) The documents containing the updated proposed amendments (if any) will be forwarded to counsel for a final review and to draft a ballot containing each of the proposed changes.

Step 5) Prepare a mailer containing a cover letter, the ballot, an updated executive summary and paper copies of the redlined version of the Declaration of Covenants, Codes and Restrictions, Articles of Incorporation and Bylaws.

Step 6) Send the mailer and post all documents on the official community website for owner review and voting.

     Step 7) Collect and count all ballots.

Step 8) Prepare final documents with amendments approved by the community, record with Queen Anne’s County, notify the community, post the recorded documents on the official community website and prepare a second mailer.

Thank you in advance for your time and participation in this very important process.

Sincerely,

Symphony Village HOA Management