SPECIAL ASSESSMENT INFORMATION

Dear Deer Run at Mayfield Community Members,

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Below is a summary of some of the questions raised about the “Special Assessment:

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1. Why are we receiving notification of a “Special Assessment”?

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Answer: A special assessment is an additional charge levied by a homeowner’s association (HOA) when the regular monthly or annual dues and reserve funds are insufficient to cover major expenses or emergency repairs. In this case, the special assessment is necessary to fund urgent repairs to several sidewalks throughout the community. Tree roots have caused sections of the sidewalk to become uneven and raised, posing a safety hazard to residents and visitors.

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2. How was the Board able to approve the “Special Assessment” without the members’ approval?

 

Answer: This situation involves a safety issue that must be addressed promptly. Damage to sidewalks caused by tree roots poses a hazard to residents and visitors. As such, the repairs are necessary to comply with Baltimore County requirements and to mitigate potential liability risks to the Association. Under these circumstances, the Board is authorized to act in the best interest of the community to address urgent safety concerns.

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3. How was the $350.00 per household amount determined?

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Answer: The estimated total cost for the sidewalk repairs and necessary tree replacements is $68,350.00. The Association will contribute $26,000.00 from its reserve funds, leaving a remaining balance of $42,350.00 needed to complete the project. This remaining amount has   evenly distributed across all households, resulting in an assessment of $350.00 per home to cover the cost.

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4. If the trees were the problem, why are they being replaced?

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Answer: Baltimore County requirements, as outlined in the community’s land plat, mandate that a certain number of trees be maintained throughout the neighborhood. While some existing trees have damaged sidewalks due to root growth, they must still be replaced to remain in compliance. To prevent similar issues in the future, the Association will replant smaller, more appropriate tree species that are less likely to interfere with sidewalks and infrastructure.

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5. Are there any alternatives to replacing the sidewalks or trees that would avoid costs to the community?

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Answer: The Board has explored potential alternatives to reduce or eliminate costs for the community. We reached out to Baltimore County to inquire about funding assistance for the sidewalk repairs; however, we were unable to secure funding for this portion of the project. We are continuing to work with Baltimore County to explore possible assistance options for tree replacement, but at this time, no funding has been confirmed. As a result, the Association must proceed with the necessary repairs to address safety concerns and maintain compliance.

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6. When does the Board expect to begin the repairs?

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Answer: The Board anticipates beginning repairs in March 2027. Before that time, the Association will need to collect the funds associated with the Special Assessment. As with most large projects, there may be delinquent payments that could require legal assistance to recover outstanding balances.

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To ensure the project is completed efficiently and with minimal disruption, the repairs will be carried out in three phases, with work scheduled based on the severity and extent of sidewalk lifting in each area.

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7. When is payment due, and how should it be submitted?

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Answer: Payment in full is due by October 31, 2026. Payments are due July 1, 2026. A coupon was attached to the mailed letter for your convenience and should be used when submitting your payment.

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Additional Payment Instructions

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If you do not use the provided coupon, please note “SA-2026” on your check or in the description/memo line to ensure your payment is properly applied to your account.

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The Board of Directors, in partnership with MMI, will manage and process all payments. Funds collected will be deposited into the Association’s reserve account as they are received and will be used exclusively for the sidewalk and tree replacement project.

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8. What will happen if I fail to pay?

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Answer: If the Special Assessment creates a financial hardship, you must contact the Board of Directors immediately to discuss and arrange a payment plan. All arrangements must be made by October 31, 2026.

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Failure to pay by the due date will result in your account being placed in a delinquent status. The account may then be forwarded to a collection agency, resulting in an estimated $200.00 collection fee. In addition, the outstanding balance will incur 18% annual interest, collection costs, and a $10.00 monthly late fee. Additionally, the collection agency may place a lien on your property until the outstanding balance is paid in full. This action may affect your ability to sell or refinance your home.

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9. How do I contact the Board?

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Answer: You may contact the Board of Directors (BoD) through our management company, MMI, by calling (301) 220 -1850.

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On the website, you can submit questions or inquiries directly to the Board. Please note that all requests are treated as confidential.

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Conclusion

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We understand that some members have questioned why they are required to contribute toward these repairs. As a community of 121 homes, we share the responsibility of maintaining a safe and well-kept neighborhood. Our Association continues to have some of the lowest dues in the area, and special assessments are only implemented when necessary.

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To preserve the safety and overall quality of our community, it is important to recognize that these repairs are essential. As our neighborhood is now approximately 25 years old, many of our common elements require attention and improvement. Addressing these issues now will help ensure that Deer Run at Mayfield remains a safe, attractive, and desirable place to live for all residents.

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Sincerely,

Deer Run at Mayfield Board of Directors for the Homeowners’ Association