ASSOCIATION MEETING - June 14, 2001
CALL TO ORDER
Board President Andy Kemppainen called the meeting to order at 7:08 p.m.
ATTENDANCE
Board Members present were Andy Kemppainen, Scott Puckett and Mark Pyles. Absent was Michelle Yerkeson due to resignation from the board (relocation). Also present were Mark Weinberg, representing Towne Properties and Deborah Norman, representing B&B Lawncare. Roger Beyer arrived at 7:11.
MANAGEMENT REPORT
Mark Weinberg reported as of May, collections of $23,592.56, with expenses of $14,567.82. Budgeted net cash flow through May was $1573, actual net cash flow was $8951.74, approx. $7,378 under budget. Current fees pending ($80) are due by July 1, 2001.
TREASURER'S REPORT
Roger Beyer noted his report items were included in the Management Report.
OLD BUSINESS
Perimeter Fence
Discussion as to whether or not reserves currently being accrued from homeowner dues should result in a replacement of the existing fence with like fence, or some alternative such as hedges or trees. The discussion involved a review of the breakout of current dues being collected (Roger). The Board's opinion was that all alternatives would be considered when reserve funds were sufficient (in four years).
Lighting at Butler-Warren Entrance
Discussion as to whether the light fixtures and bulbs at the Butler-Warren entrance had been replaced and are functioning. In evidence was a completed work order to this effect. However, a question was raised as to whether or not this work was completed as documented. Andy made a motion to table the discussion pending further investigation. Roger seconded the motion. Motion carried.
Vehicles parked on streets
Discussion as to whether or not certain vehicles may be in violation of Association's Covenants to wit, cars left on street for weeks that leak oil and certain vans and trucks. Vehicles over 1-ton capacity cannot be parked on the street. It was offered that Deerfield Township has an ordinance against cars in disrepair parked on the street.
Speed Limit Signs
Mark Weinberg presented pricing on speed limit signs for the non-dedicated portions of the subdivision. The cost is $19-$34 per sign and $10.50 per pole. Discussion as to how many and where signs should be installed. It was decided that 1 new sign off the Socialville-Fosters Road entrance would be sufficient. Andy made a motion to purchase a sign. Scott seconded the motion. Motion carried. Association member Joe Cannava volunteered to install the sign at cost.
Entrance Landscape and Retention Pond area
Deborah Norman from B&B Lawncare answered questions as to the type of landscaping being installed at the entrances to the subdivision, schedule of completion, warranties and subsequent completion date. B&B was invited to provide a bid for the retention pond area for the Board to consider in next year's budget. Deborah was also asked to quote on watering the landscaping at the 2 entrances. Joe Cannava volunteered to chair a Pond Upgrade Maintenance Committee and to coordinate and oversee a trash clean-up party. Andy made a motion to appoint Joe chairman of this committee. Scott seconded the motion. Motion carried.
Mark Pyles was asked to post a request on the Association's web site asking people to refrain from dumping trash and chemicals into the pond or storm sewers. Other discussion as to the best placement of the signs in the pond area (No Fishing, Swimming, etc.). Joe Cannava also volunteered to bolt existing signs to the fence at cost. Mark Pyles made a motion to authorize expenses to do this. Andy seconded the motion. Motion carried.
Hearing no further discussion, Andy closed Old Business.
NEW BUSINESS
Bushogging Detention area
Deborah Norman explained that the original mowing bid did not include bushogging the center area of the detention area, but only to mow around the perimeter. Discussion as to whether or not some cleanup or grading of this area might result in greater ease of maintenance. Andy made a motion to authorize a 1-time expenditure of $310 to have B&B bushog the entire area. Mark seconded the motion. Motion carried.
Towne Properties
Discussion as to the specifics of Towne Properties services and responsibilities, and whether or not Towne Properties was meeting the needs of the Association. Included in this discussion were the fees paid to Towne Properties ($787.50/month), and a question as to whether or not Towne Properties has followed up with Cinergy regarding various streetlights staying on all day. Mark Weinberg stated he has contacted Cinergy a total of 5 times regarding this. Further discussion as to whether a change in property management was in order.
Payment of Dues
A request was made to keep the Homeowners dues payable twice a year.
Pond Pump
The status of the pump in the retention pond was discussed. The pump is currently non-functioning, and has been removed for repair/replacement. A question was raised as to whether or not the pump is still under warranty. Mark Weinberg is to check on this and to report on cost to repair. Upon further discussion regarding the appropriate use of the pump, operating hours, etc., Mark Pyles made a motion to have the pump removed prior to the cold-weather months. Andy seconded the motion. Motion carried.
Bidding Process
Discussion as to the bidding process for various services, and when such services are up for renewal. Such services include, but are not limited to Property Management, Landscaping, Mowing and Insurance. Mark Pyles requested that Mark Weinberg prepare a schedule of contract renewals so that the Board may solicit requests for bid on a timely basis. A question was raised as to the Association's ability to terminate contracts based on non-performance. All Association's contracts can be terminated due to non-performance.
Other Maintenance
A grate in the retention pond area is missing a bar and needs to be replaced.
Pets
The issue of containment and cleaning up after pets was discussed. Mark Pyles was requested to note this on the Association's web site.
Individual Yard Maintenance
The Board considered a letter by a homeowner requesting that a certain homeowner be compelled to plant grass in their yard, citing a violation of Item 5 of the Protective Covenants and Restrictions. Mark Pyles made a motion to authorize Towne Properties to address this issue with the homeowner in question. Andy seconded the motion. Motion carried.
Easement in lieu of Homeowners Fees
The Board considered a letter by a homeowner requesting the Association forgive his Association Fees due to paying property taxes on a parcel of property for which the Association was granted an easement. Andy made a motion to authorize Towne Properties to contact the homeowner and request further documentation (assessment of property/parcel).
Nominations for upcoming Board of Trustees
Discussion as to the current vacancy on the Board (Michelle) and upcoming elections (2 vacancies). Andy volunteered to chair this year's Nominating Committee. Andy asked for any nominations to be forwarded to him.
NEXT MEETING
The Annual Homeowners Meeting is scheduled for Wednesday, September 19, 2001 at 7:00 p.m., Mason United Methodist Church.
ADJOURNEMENT
Andy made a motion to adjourn the meeting. Mark seconded the motion. Motion carried unanimously. Meeting was adjourned at 9:57 p.m.
