Board Meeting - February 22, 2002
CALL TO ORDER
Meeting called to order at 7:04 pm. All members present.
MEETING MINUTES
Review of old minutes. Minutes approved. Motion to approve by Kirk and seconded by Andy.
FINANCE REPORT
$9697.94 AS OF 1/31/02
NEW BUSINESS
Our association has a new website which is www.cooa.org. The old website does not have a link to the new one.
CG&E needs to repair light fixtures on Spring Mist Ct. Adam has been working on this. CG&E's response has been intermittent. Kirk will call on this.
There is a cat problem on Spring Mist Ct. too. One cat is bothering another. A woman who has a cat and lives on the street called Kirk about it and he told her to contact Deerfield Township Animal Control. They will not get involved. The woman wants a nuisance letter sent the owner of the other cat. Action on this matter was tabled until the Alpha/ Towne decision is resolved. In the meantime, a letter will be drafted but not sent.
Warren County is cleaning up the litter, etc. on Socialville-Foster Rd. We must be very specific as to what we want done with regard to cleanup and trimming. Someone from COOA should do a walkthrough with the Country representative to explain what we want. Roger suggested that all homeowners whose properties border Socialville-Foster be contacted to let them know that county is coming. Andy and Kirk will schedule the walkthrough.
Replacing or eliminating the fence that surrounds a portion of the subdivision was discussed. No final decision was reached on this.
OLD BUSINESS
Adam suggests that COOA foreclose on the one property owner who refuses to pay his association fees. A motion was made by Michelle and seconded by Andy to table this until the Alpha/Towne decision is determined.
2 Money issues. Towne charged the regular rate NOT the reduced rate. Spoke to Adam about this and COOA will be credited with this overpayment.
B & B Landscape's invoice for November grass cuts was three cuts for a total of $1642.80. In January, they turned in 2 cuts for December. Towne won't pay for these Dec. cuts but did pay for the Nov. cuts. We were also overcharged $65.00 per month in Nov. and Dec. for a total of $195.00. Andy will talk to Adam and have Adam get back to B&B to get back the money we overpaid.
Kirk will receive money receipts. But Roger proposed someone else to do this because of Kirk's work schedule. Andy didn't see this as an issue.
Discussion on Alpha as property management company to replace Towne. Andy wanted to compare Towne's with Alpha's but a current contract with Towne couldn't be found. All are concerned with the indemnity clause in Alpha's contract. If this cannot be changed, we may not change management companies. Also there was discussion on when we would get bank statements from Alpha. Andy wants them by the 15th of each month. Brian feels the 10th of each month is reasonable. The difference in costs is about $3000.00 LESS if we switch from Towne to Alpha. Discussion on what is considered outside the contract for which we could be charged by Alpha. Michelle suggested asking Alpha for examples of what is considered outside the contract. Brian said further clarification is needed.
Andy stated that our problem with Towne is a communications issue. Kirk stated that Alpha is a much smaller company and COOA will probably not get "lost in the shuffle" the way we seem to with Towne. Andy mentioned that regardless of changing companies or not, all instructions to either company should be in writing Alpha or Towne cannot carry out instructions and until we receive and approve them.
Roger stated that he would send a letter to Adam to address the overpayment to B & B, the painting contract for which we still have no invoice, the replacing of light fixtures at the entry to the subdivision, and the insurance amount COOA paid not the amount budgeted. He wants one invoice for the amount of the proposal in January so that there will be no more insurance bills for the rest of the year and will also find out why the fees are beyond the quote.
Brian will contact Alpha to see if we can get them to drop the indemnity clause.
Andy suggested voting tonight to see that if Alpha drops the indemnity clause, agrees to the 15th of the month for bank statements and is willing to waive the $120.00 storage fee, we would approve Alpha as our new property management company. Brain motioned to approve this and Andy seconded. All were in favor except Roger who abstained.
Our next meeting will be on 3/14/02 at First United Methodist Church in Mason at 7:00 p.m.
Brian left the meeting at 8:15 p.m.
Adam renegotiated the per cut contract of B&B lawn care for 26 mowings. Andy is satisfied with the overall work of B&B BUT feels that the extra mowing is B&B taking advantage of the fact that Towne does not closely monitor them. IF we resign with B&B Andy wants it made clear that we would not pay for extra cuts we didn't approve. Michelle made a motion to rehire B&B. Andy seconded. Kirk, Andy and Michelle approved and Roger voted no.
ADJOURNMENT
Motion was made to adjourn meeting by Michelle at 8:57 p.m. Seconded by Kirk. Motion passed unanimously.
