CHESTNUT OAKS HOMEWONERS ASSOCIATION
ANNUAL MEETING
SEPTEMBER 18, 2002
CALL TO ORDER
Andrew Kemppainen called the meeting to order on September 18, 2002 at 8:02 p.m.
ATTENDANCE
Board members in attendance were Andrew Kemppainen, Kirk Appell, Roger Beyer, Brian Carroll, and Michelle Sisk.
Christine Ryan represented management.
Board members introduced themselves to homeowners present at meeting.
Christine Ryan mailed proof of Notice for this meeting to each homeowner.
MEETING MINUTES
Andy read aloud the minutes of the last general meeting on September 19, 2001.
One item that was never taken care of on the 9/19/01 meeting was the placement of a speed limit sign on Summer View Dr.
Another item that was discussed was individual mailboxes for sections 1,2, and 3 of Chestnut Oaks.
Both of these items were placed under Old Business for today’s meeting.
Roger Beyer made a motion to approve the 9/19.01 meeting minutes with the addition of the speed limit sign and mailbox issues moved under Old Business at this meeting. Michelle Sisk seconded the motion. The motion passed unanimously.
NEW BUSINESS
Plants at Entryway
One homeowner stated that we paid B & B too much for what we got regarding plants at the entryway. Another wanted to know who paid for the entryway plants and their installation. Andrew Kemppainen answered this question by informing the homeowner that Barbara Carroll formed a planting committee, that the Board funded the plants and that she and her committee did all the work B & B now maintains these for us.
Entryway Irrigation System
Homeowner asked about possibility of raising money to get irrigation system for entryways. Andrew Kemppainen stated that the only way to raise these funds is by increasing homeowner association dues. Andrew stated that we did pay B & B $6000.00 for plant installation and initiallabor. Water maintenance and mulching cost extra. Andrew offered to appoint one homeowner to a Planting Committee and told her that if she can get a better bid for lawn/landscaping services that to please give it to the Board.
Treasury Report
Roger Beyer reported on the August Financial Statement. He stated that he believes that at the end of the year, COOA will by $32.00 below the projected annual budget.
B & B
Christine Ryan explained where we are with regard to our contract with B & B regarding mowing. We are contracted for 26 mowings. Because of the dry summer, we’ve only had 15 so far. She has placed B & B on an every other week mowing cycle until further notice and informed B & B that there will be no mowings after October. One property owner asked what would happen if we did not reach out 26 mowings, and would we get a refund for unfulfilled mowings. Andrew Kemppainen stated that we only pay per mowing.
A homeowner suggested mowing the grass at the back outside the pond fence. Christine made a mote to contact B & B about this.
A homeowner questioned fertilization. Andrew Kemppainen answered that B & B does a fall fertilization and that overall there are four fertilizations per year.
Another homeowner suggested that if we have a credit on our account if we come in under the 26 mowings, we could use it for reseeding/aeration.
Rainy Day Fund
A homeowner suggested starting a rainy day fund. Andrew Kemppainen stated that the Board has a reserve for a fence replacement. Andrew also said that he would support an increase in fees for adding to the fence reserve.
One homeowner stated that she feels that homeowners pay too much in dues. She is opposed to raising any fees for any reason. She stated that other Mason neighborhoods have more services, amenities, etc. but don’t pay much more money than Chestnut Oaks residents.
Management Introduction
Christine Ryan introduced herself as Towne’s representative. Roger Beyer mentioned that information regarding contacting her is available on the website.
Financial Posting on Website
Mark Pyles, who posts all information on the COOA website, has agreed to post the financial report on the website if they are sent to him in a useable form
OLD BUSINESS
Warren County Cleanup
Kirk Appell explained the Board’s history with trying to get Warren County to clean up the dead brush and trash along Socialville-Foster Road and the problems that this inadvertently caused with homeowners whose property backs up to Socialville-Foster. The goal is to have the County come back by October. All the information received from individual homeowners regarding which screening/trees/shrubs should be removed by the county versus what should remain has been documented. All homeowners will be notified one more time prior to the county coming out. Kirk Appell made a motion to send a second letter to the twenty-five homes affected before the county arrives to confirm all information the Board has is correct.
Fence Survey
Andrew Kemppainen is the chairperson of the fence survey. Presently there is a wood picket fence on Butler-Warren/Socialville-Foster. Last year, the Board replaced some broken/worn pickets and repainted the rest. There is a reserve fund in place to replace the fence eventually, hopefully in 2005. Brian Carroll drew up a fence survey asking homeowners how they want the Board to handle it, (replace with a vinyl fence, replace with natural screening, replace with a wooden fence, etc). The Board plans to go door to door with the survey and ask each homeowner which option they support.
One homeowner suggested taking photos of several types of fences and showing these when presenting the survey so that homeowners have a visual reference when completing the survey. Another homeowner suggested giving price estimates for various types of fences so homeowners know how much their dues might increase with new fencing. Brian Carroll offered to work with Christine Ryan to get estimates and pictures for all options.
Homeowner Corrie Metz of Summer View Drive also volunteered to go door-to-door to help with the fence survey.Board members and Corrie Metz will take the following routes with the survey:
Michelle Sisk- Autumn Place
Andrew Kemppainen –Falling Leaves Ct.
Corrie Metz –Summer View Dr., Harvest Ct., and Spring Mist Ct.
Roger Beyer –Winters Lane
Mark Pyles –Indian Summer Way and Autumn Mist Ct.
Kirk Appell and Brian Carroll –Spring Arbor
Brian Carroll will email estimates to board members so we have this information when we conduct our surveys.
Mailboxes
Sections 1-3 of Chestnut Oaks have community mailboxes. There has been interest from many homeowners in these sections in replacing these with individual mailboxes. However, to do so requires 100% of these residents to agree. If even one resident does not want single mailboxes, the rest of the community cannot have them. A homeowner suggested including a signature list, along with the fence survey asking affected residents to sign if they want individual mailboxes. Before this is done, Christine will call the post office and determine if they still are agreeable to our replacing community mailboxes with individual ones if we have 100% compliance.
Abandoned Home
The abandoned home on Spring Arbor has been bought and is being cleared out. The new owners typically buy many houses, fix them up and sell them, but decided to fix up and live in this residence.
Subdivision Dedicated
Sections 4 and 5 of Chestnut Oaks have been released by the developer and are now dedicated to Deerfield Township.
Butler County Water
One homeowner asked about us getting water from Deerfield Township versus Butler County. Kirk Appell will contact Mason, Deerfield, Butler, and Cincinnati water to determine the cost, feasibility of switching providers and hardness of water.
Snider/Socialville-Foster Crossing
One homeowner informed the Board that there will be a meeting in Deerfield Township regarding adding traffic lights and changing the course of the intersection at the crossing of these streets. This meeting has not yet been scheduled.
Contract with Towne
Right now, Chestnut Oaks has a month-to-month contract with Towne. Towne is asking us to sign a two-year contract with them. The Board has been reluctant to sign the new contract because of an indemnification clause. We have been trying to reduce our costs with Towne, and Towne has agreed to do so, but only IF we sign the two-year contract. Otherwise, we can continue on our present month-to-month contract at our current rate, until Towne will no longer honor our present contract. The Board investigated other management companies and only got a favorable response from one, Alpha, which we decided not to go with because of the same type of indemnification clause, which Towne has also implemented. IT seems that these indemnification clauses are becoming the standard.
Brian Carroll made a motion that we sign the new contract with Towne for two years, which will reduce our rates, with the indemnification clause. Andrew Kemppainen seconded the motion. Brian Carroll, Kirk Appell, Michelle Sisk, and Andrew Kemppainen voted to accept the contract. Roger Beyer voted against accepting it. The motion carried.
Board Nominations and End-of-Terms
Corrie Metz was nominated by the floor to become our newest board member. Michelle Sisk made a motion to accept Corrie’s nomination. Andrew Kemppainen seconded the motion. Corrie Metz was appointed to the Board by acclimation. The Board will meet in October to realign themselves.
This is the end of Andrew Kemppainen’s service to the Board. He has been a member for three years, since the Association’s inception. Once the Board realigns itself, there will be a new president.
NEXT MEETING
The next Board meeting is scheduled for Wednesday, October 16 at 7:00 p.m. The Board will discuss the budget and realign themselves. The next annual meeting will be on September 17, 2003.
ADJOURNMENT
Michelle Sisk made the motion to adjourn the meeting. Andrew Kemppainen seconded the motion. All approved the motion. The meeting was adjourned at 8:55 p.m.
