ASSOCIATION MEETING - DECEMBER 14, 2000
CALL TO ORDER
Board President Andy Kemppainen called the meeting to order at 7:10 p.m.
ATTENDANCE
Board Members present were Andy Kemppainen, Michelle Yerkeson, Roger Beyer and Mark Pyles. Also present was Mark Weinberg, representing Towne Properties. Board Member Scott Puckett was not in attendance.
Andy opened the meeting by introducing the Board of Trustees for 2001:
Andy Kemppainen - President
Scott Puckett - Vice President
Roger Beyer - Treasurer
Mark Pyles - Secretary
Michelle Yerkeson - at large
Michelle advised she would probably have to resign in approximately 4 months due to relocating to Indianapolis.
APPROVAL OF MEETING MINUTES
Mark Pyles made a motion to approve the September 20, 2000 Annual Meeting minutes. Michelle seconded. Motion carried unanimously. Michelle commented that these minutes were recorded on the Association's web site.
TREASURER'S REPORT
Roger Beyer advised the Association has total assets in the amount of $551.33 and total liabilities in the amount of $1677.56. According to Mark Weinberg, the coupons for Association dues for the time frame of October 1, 2000 through December 31, 2001 are expected in the mail by Tuesday, December 19, 2000. $100 of the fee will be due in January 2001, with the remaining $80 due in June 2001. Beginning January 1, 2002, the Association's fiscal year will mirror the calendar year.
OLD BUSINESS
Perimeter Fence
Andy reviewed the plan to paint the perimeter fence in 2001, with funds allocated in the new budget to replace the existing fence in 5 years.
Streetlights
Mark Weinberg advised he has submitted a list of 16 streetlights currently inoperative to Cinergy. Michelle commented that often the cold weather causes the lights to malfunction.
Street Dedication Schedule
Andy reviewed Doug Larrick's (Deerfield Township) comments relative to the street dedication status. While not all sections have been dedicated to the township, further discussion confirmed that all streets in the subdivision had been cleared of the recent snowfall. Maintenance for sections 3, 4 & 5 is still included under the developer's bond with the township.
Landscaping of entrances
Andy advised that current landscaping concerns at the entrances are addressed in the 2001 budget, and would include weeding, mulching and planting of drought resistant flora. Andy further advised that the slit seeding of the pond area has been postponed until Spring, 2001.
Maintenance Easement @ Socialville-Foster entrance
Andy advised that a filing for a maintenance easement to maintain the portion of the Socialville-Foster entrance adjacent to Lot 139 (East side of entrance) has yet to be effected.
On the West side of the entrance (Lot 121), Mark Weinberg advised that the owner was willing to extend the existing easement to the Association in lieu of paying association fees. Mark Weinberg also advised that it costs between $200 and $500 to file a maintenance easement, depending on how it is structured.
Further discussion ensued, during which it was discovered that the quote for landscaping services from Shamrock Lawn & Landscape inadvertently reversed the quotes for the Socialville-Foster and Butler-Warren entrances. It was concluded that the Association should approach the homeowner at Lot 139 with a plan and request for improving the landscaping at this location on a one-time basis at the Association's expense. No decision was made on the existing easement on the West side of the entrance (Lot 121).
Irrigation Systems at Butler-Warren entrance and retention pond
Andy advised that the quotes for irrigation systems to be installed at the Butler-Warren entrance and pond area were cost prohibitive and the proposals abandoned.
Unsolicited mail
Andy advised the Association of Mark Weinberg's findings relative to unsolicited mail originating from Towne Realty, to wit:
"Mark Weinberg advises that Towne does not sell or otherwise release names of its associations' members to Towne realty. It is assumed that names were obtained from lists independently of Towne Properties. Please call (513) 247-4663 to get your name removed."
Mark Pyles further advised that it is extremely difficult to get names removed from any such list, and that all we can conclude from this is that, based on Mark Weinberg's statement, Towne Properties does not appear to have violated the privacy of the Association's members.
NEW BUSINESS
2001 Budget
Andy reviewed the upcoming budget for 2001, in which total dues for 2001 would be $180 for each of the 247 lots. Discussion ensued as to why the amount increased from $100 to $180. The Board explained the breakout of costs as follows:
$26.20 per lot to cover October 1, 2000 - December 31, 2000.
$15.85 per lot to repair and paint existing perimeter fence (total $3,915)
$12.95 per lot to cover repair or replacement of signage, lighting or other unforeseen costs (total $3,200)
$25.00 per lot to build a reserve account to fund landscaping improvements at the 2 entrances in 2001, and to replace the existing perimeter fence in 5 years
Mark Poteet, homeowner, Falling Leaves Court offered to have his cousin quote on the mowing and maintenance of the common areas. Michelle Yerkeson offered to meet with Mark Poteet and his cousin and execute a walk through.
Kim Walsh, homeowner, Falling Leaves Court offered to copy, insert in envelopes and distribute notices and newsletters, etc. from Towne Properties.
Kim Walsh also offered to chair a Social Committee, with the intent to organize a block party. She was encouraged by all present to proceed with this and to keep the Board advised.
Q & A:
Question:
Can we get brighter streetlights?
Response:
Mark Weinberg will check with Cinergy on cost involved.
Question:
Can we have the county or township install some 'Slow Children' signs?
Response:
Probably not, as it is understood the policy of the county and township is to keep signs to a minimum, as too many signs tend to lessen the effectiveness of all signs. Further discussion ensued, during which it was proposed that the Association ask the Warren County Sheriff to install a portable speed indicator on different streets on a rotating basis. Mark Weinberg was asked to check into this.
NEXT MEETING:
Thursday, March 22, 2001 at 7:00 p.m. Location to be determined.
ADJOURNMENT
Mark Pyles made a motion for adjournment. Andy seconded the motion. Motion carried unanimously. Meeting was adjourned at 8:30 p.m.
