ANNUAL MEETING - SEPTEMBER 20, 2000
CALL TO ORDER
The meeting was called to order by Board President John Poland at 7:00 p.m.
ATTENDANCE
Board Members present were John Poland, Andy Kemppainen, Scott Puckett, Michelle Yerkeson and Mark Pyles. Also present was Mark Weinberg, representing Towne Properties.
APPROVAL OF MEETING MINUTES
John Poland made a motion to approve the August 25, 1999 Annual Meeting minutes. Motion carried unanimously.
TREASURER’S REPORT
Currently, the Association has total assets in the amount of $7428.63, with total liabilities in the amount of $1677.56. The Association’s fiscal year runs from October 1st through September 30th. As of August 31st, the Association is currently under budget in the amount of $6,242.71. A portion of the amount under budget is due to unexpected back taxes from the Developer in the approximate amount of $2,500.00. Additional funds expended outside of budget over the course of this fiscal year included the installation of lighting and electric meter at the Socialville-Fosters Road entrance.
Home Owner’s Assessments for the upcoming fiscal year are forthcoming and may be for 15 months in order to shift our fiscal year to match the calendar year. However, with the existing surplus in the current budget, additional assessments may not be required.
OLD BUSINESS
John opened the floor for old business. Seeing none, John made a motion to close the old business portion of the meeting. Andy seconded the motion. Motion carried unanimously.
NEW BUSINESS
Landscaping Budget Proposal
Andy made a proposal to issue a bid for an irrigation system at the Butler-Warren County Road entrance. Andy also made a proposal to add the mulching, weeding, planting and general maintenance of the entranceways to the existing landscaping maintenance contract.
Question:
Could we not contract with the homeowners on either side of this entrance to supply water to this area instead of installing a separate irrigation system?
Response:
This is a good suggestion and the cost should be considered relative to a bid on a separate irrigation system.
Question:
Does the Association have an easement to maintain the landscaping on the private property at the Socialville-Fosters Road entrance?
Response:
John posed the question to the floor, "Is there any opposition to the Board approaching the homeowner with a request for easement in order to maintain that parcel of land?"
Seeing no opposition, John made a motion to approach the homeowner for a maintenance easement. Andy seconded the motion. Motion carried unanimously.
Question from floor:
Will there be any maintenance to the perimeter fence on the Butler-Warren Road side?
Response:
We had planned to paint the fence, but due to low volunteer turnout and rainy conditions, this was not accomplished. There is approximately 500-1000 feet linear fence to paint. John proposed enlisting some high school students to paint the fence, or otherwise issue a bid. The paint (10 gallons of white latex) has already been purchased for this project.
Question from floor:
Does the Association own the perimeter fence?
Response:
Yes
John made a motion to issue a bid to paint the perimeter fence. Scott seconded the motion. Motion carried unanimously.
Slit seeding pond between sidewalk and road
John proposed the Association issue a bid to have the area adjacent to the retention pond between the sidewalk and the street slit seeded in the upcoming weeks.
Question from the floor:
Should we not weed and kill the existing ground cover first?
Response:
According to Ivan with Emmaculawn, the recommended process is to apply Round-Up and then low-cut the area, and then to slit seed.
Question from floor:
Could we use water from pond to provide irrigation to this area?
Response:
Yes, the pond would be an excellent source for the water.
John made a motion to issue a bid to have this area slit-seeded and an irrigating system installed. Michelle seconded the motion. Motion carried unanimously.
Status on the 8079 Summer View Drive Foreclosure
Mark Weinberg has been in contact with the various mortgage companies of record and their assigns and thus far has been unable to verify if there exists any official foreclosure action on this property. In addition, there has been no indication of foreclosure on this property in any state or local court. A suggestion to place a maintenance lien on this property was discouraged, as it was the consensus of the quorum that monies expended on maintaining the property would in all likelihood, never be recovered.
Question from floor:
Is there any action that can be taken to force a homeowner to maintain their yard?
Response:
The action should be on the part of the Township. The complainant should contact the Warren County Sheriff.
Question from floor:
What can be done about the malfunctioning street lights?
Response:
The Board had previously submitted a list of the streetlights in question to Cinergy via Towne Properties. The Board will resubmit this list.
Question from floor:
What can be done about a ditch dug by a homeowner that is creating a standing water hazard?
Response:
The complainant is encouraged to write a letter to Towne Properties directing the Board of Trustees to take action.
Question from floor:
Does Warren County have in place an ordinance relative to the parking and/or storing of recreational vehicles?
Response:
Yes, Deerfield Township has such an ordinance, requiring mandatory fencing of a specific minimum height. The complainant is encouraged to write a letter to Towne Properties directing the Board of Trustees to take action, that action being to notify the Township of the specific violation.
Question from floor:
It appears that Towne Properties is using the Association roster to send unsolicited Real Estate Mail to homeowners in the Association. Can this be stopped?
Response:
The complainant is encouraged to write a letter to Towne Properties asking that they refrain from doing this. Additionally, the Association Board of Trustees will review this issue and provide a formal response at the next Association meeting.
Question from floor:
Are there any restrictions on fencing?
Response:
There is no ordinance regarding the type of materials used in fencing, although there are restrictions relative to setback, etc.
Question from floor:
Has there been issued a bid to replace the existing picket fence around the perimeter with PVC?
Response:
Yes, the initial bid was in excess of $25,000, which was prohibitive. However, the cost of PVC is trending downward, and we may re-bid the project next year.
Question from floor:
Is there any indication that Butler-Warren Road will be widened in the near future?
Response:
There is currently no indication that this is projected. However, there exists a 140-160’ setback, which could potentially allow for approx. 2 lanes each way on Butler-Warren County Road.
Question from floor:
The earth berms along back yards on Socialville-Fosters Road are infringing on a homeowner’s property. The homeowner has been in the home just at 1 year.
Response:
The homeowner is encouraged to write a certified letter to Ryland regarding this problem. The homeowner is also encouraged to speak to the County Engineer as well.
Question from floor:
What can be done about children leaving toys, etc. out in the street?
Response:
The complainant is encouraged to call the Sheriff or Children’s Services.
Question from the floor:
Will fire lanes be established in the subdivision?
Response:
This was explored in the past year. The Township Fire Chief visited the subdivision and determined that the existing streets were wide enough not to merit them.
Question from the floor:
When will the remaining sections in the subdivision be dedicated?
Response:
Mark Weinberg at Towne Properties will check into the street dedication schedule – results will be published in the Association’s quarterly newsletter once they become available.
Election of New Board Members
John & Michelle’s board terms are due to expire in September 2000. John is not running for re-election.
2 nominees for the board are Michelle Yerkeson and Roger Beyer.
As there were only 2 nominees to fill 2 vacancies, and no other nominations were forthcoming from the floor, Andy made a motion to elect the 2 candidates by acclamation. Scott seconded the motion. Motion was carried unanimously.
NEXT MEETING:
Thursday, December 14, 2000 at 7:00 p.m.
ADJOURNMENT
John Poland made a motion for adjournment. Andy seconded the motion. Motion carried unanimously. Meeting was adjourned at 8:06 p.m.
Board Meeting - OCTOBER 19, 2000
CALL TO ORDER
The meeting was called to order by Board Vice President Scott Puckett at 7:30 p.m.
ATTENDANCE
Board Members present were Scott Puckett, Andy Kemppainen, Scott Puckett, Michelle Yerkeson, Roger Beyer and Mark Pyles.
APPOINTMENT OF OFFICERS
The following Trustees were appointed or re-appointed to the following offices:
Andy Kemppainen - President
Scott Puckett - Vice President
Roger Beyer - Treasurer
Mark Pyles - Secretary
Michelle Yerkeson - Member at large
FOLLOW UP ON ACTION ITEMS FROM BOARD MEETING OF SEPTEMBER 20, 2000
Mark Pyles is to compile a list of action items from the September 20, 2000 Annual Meeting of the general membership and forward to all Trustees for review. Upon review, Mark Pyles will follow up with Mark Weinberg at Towne Properties to find out where we stand on each action item.
SHRUBS/TREES AT THE BUTLER-WARREN ROAD ENTRANCE
Scott Puckett is to contact the owner of the corner property at this entrance to obtain permission to trim back the shrubs and/or trees blocking drivers' views when exiting the subdivision.
UPCOMING ASSESSMENTS
The property assessments for fiscal year 2001 need to mail on or about November 16, 2000. The assessments will be based on a 15-month period extending from October 1, 2000 through December 31, 2001, thereby bringing the Association's fiscal year into alliance with the calendar year. Furthermore, assessments may be made in 2 parts, once in the Fall for approx. 1/2 the total amount due, and once again in the Spring for the remaining amount due, based on the cost of additional projects desired by the Association (ex. Replace perimeter fence).
Roger suggested that the Trustees address the issues and/or desirability of increased fees in order to fund additional projects, in the upcoming newsletter.
Assessments to be determined at the next Board Meeting based on bids received.
NEXT Board Meeting
The next Board Meeting will be November 9, 2000 at Andy's home - 8123 Autumn Place - at 7:30 p.m.
MEETING ADJOURNED