ASSOCIATION MEETING - March 14, 2002
CALL TO ORDER
The meeting was called to order on March 14, 2002 at 7:10 p.m. by Andrew Kemppainen.
ATTENDANCE
Board members in attendance were Andrew Kemppainen, Kirk Appell, and Roger Beyer.
Michelle Sisk and Brain Carroll were absent with notice. Management was represented
by Adam Buckley.
MEETING MINUTES
The Meeting Minutes of December 15, 2001 were reviewed by the Board. A motion was
made by Kirk Appell, seconded by Andrew Kemppainen and unanimously approved to
accept the meeting minutes as presented.
COMMITTEE REPORT
Roger Beyer reported that assets of the Chestnut Oaks Homeowners Association were
$17,412.01. Expenses for February were $2,840.62.
MANAGER'S REPORT
Financials - Adam Buckley discussed the February financials with Roger Beyer.
The following items have been changed on the February financials. February grounds
expense of $1,462.80 was moved to prior year expenses in the operating statement
for February. Adam Buckley also reported that late charges of $950.00 for the
month of February were collected.
Delinquencies - The Board reviewed the delinquencies and wanted to further
update the current delinquency situation. Towne Properties will be sending out
letters of notice for collection to those people that are two years in arrears.
OLD BUSINESS
Grounds - Adam Buckley presented a contract from B& B Lawn Care regarding the
ground proposal for 2002. He reported that there was of cost decrease in the contract
for 2002 for mowing. The original amount was $460.00 and the new amount will be $430.00.
There will be three turf fertilization control treatments at $200.00 each and bush hogging
of the retention areas will be $300.00 each for five applications. A motion was made to
make these changes and send them to Andrew Kemppainen for his signature after the changes
are made. A motion was made by Kirk Appell, seconded by Andrew Kemppainen and opposed by
Roger Beyer. Motion carried.
Lights - Adam Buckley contacted Cinergy to resolve all the lighting issues
throughout Chestnut Oaks. The issues were resolved. Adam Buckley also informed
the Board that they now have a contact name at Cinergy and can now act more quickly
to resolve any further lighting issues.
Management Fees - Chestnut Oaks reported that they are in negotiations with
Alpha Management to change Management companies in the near future. Adam Buckley
reported to the Chestnut Oaks Board that Towne Properties has offered to reduce
their fee to $7,500.00 as compared to $9,000.00. Andrew Kemppainen relayed a
message to Adam regarding the changing of Management companies that at the last
meeting, there were two issues that Chestnut Oaks Homeowners Association had with
Alpha Management regarding insurance and some administrative items. If Alpha
Management were to come back and give them the rate quoted, they would most
likely make a change. However, this was done before Adam Buckley made the
counter offer in regard to the reduced Management fee from Towne Properties.
Light Fixture Repair at Entrance - Adam Buckley reported that Dew It
All Electric would be doing the work that the Board approved regarding fixture
repairs at the entrance. Andrew wanted to further investigate the durability
of the fixtures with Dew It All Electric. Adam stated that he would check and
report back to Andrew Kemppainen by the end of the week.
New Property Manager - Adam Buckley reported that he would be leaving Towne
Properties. The new Property Manager will be Christine Ryan. Mr. Buckley reported
that Christine Ryan had been with Towne Properties for a number of years and her
portfolio will not be as heavy as Managers in the past, so she will be able to devote
more time to serving the community.
NEW BUSINESS
Walk Through & Violations - Adam Buckley suggested that the Board and
Christine Ryan do a walk through of the property to check out violations. Andrew
Kemppainen and Kirk Appell reported that there were a number of signs, a satellite
dish and a multi color pickup truck at 6967 Spring Arbor Drive that need to be
addressed after the walk through. Management should follow up sending these
letters out with the violations as stated in the Rules and Regulations and the
Declaration.
Architectural Application - Attached to the Board packet was an application
for a shed for Mr. Adams. This motion for the shed approval was made by
Kirk Appell and seconded by Andrew Kemppainen. Motion carried.
Taxes - Adam reported that an extension for the taxes for the year 2001 has been
filed. The tax return will be done by Flagel, Huber & Flagel.
Fence Committee - The Fence Committee plans to go door to door with the
people that are involved in regard to the fence project that is reflected in their
backyard. Discussion was made to solicit all homeowners, but the Fence Committee
felt that they would only contact the people that the fence affected.
Fountain - The Board made a motion to put the pump in the pond by April 1, 2002.
The motion was made by Kirk Appell and seconded by Andrew Kemppainen. Motion carried.
Adam Buckley will be getting with Jones Fish Hatchery to make sure that the pump is
put in by April 1, 2002.
Website - The website of the Chestnut Oaks Homeowners Association has changed.
The new website is www.cooa.org.
Spring Flower Committee - There was discussion about planting flowers at the
entryway. Kirk Appell reported that Mrs. Carroll is pregnant and is concerned that
she will not have time to organize the people to do the plantings. Kirk Appell,
Roger Beyer and Andrew Kemppainen will solicit homeowners to see if anyone can
donate flowers or money for the spring flower arrangement at the entryways.
Maintenance of Pond Area - There is a fence railing that is split and also a
sign needs to be repaired and straightened out. There is a sign that needs to be
put back up also. This will be reviewed at the walk through and Adam Buckley
suggested that the Board give specific instructions as to where the signs
should be put back up at and the time involved.
The next meeting is scheduled for June 6, 2002 at 7:00 p.m. at the Mason Methodist Church.
ADJOURNMENT
There being no further business, a motion was made to have the meeting adjourned
at 8:45 p.m. Motion carried.
