Chestnut Oaks Owner’s Association Meeting @ Mason Library
Monday March 24th, 2003
Call To Order
The meeting was called to order at 7:08 p.m. by Roger Beyer
Attendance
Board members in attendance were , Roger Beyer, Corrie Metz, and Michelle Sisk. Management was represented by Christy Ryan. Kirk Appell was absent excused.
Approval Of Prior Meeting Minutes
No corrections to the meeting minutes of December 12, 2002 were made. A motion to approve the minutes of December 12, 2002 was made by Corrie Metz, and seconded by Michelle Sisk. Motion approved unanimously.
Managers Report
Management gave the monthly report. Management also submitted a written report to the Board along with the Board packet. Management spoke on the items listed on the report and asked the Board if there were any questions.
Financial Report
The cash in operations is $32,526.57. The reserves are $9,984.40. Year to date income is $31,922.23 and year to date expenses are $2,333.57 .
Old Business
Easement Cleanup
Management contacted Lee Lewis, regarding the easement cleanup and inquired when they would be back out on the property. Lee Lewis and his crew came back out to Chestnut Oaks and removed the items that were missed. Lee Lewis informed Management that they would not be back out on the property until spring to work on the drainage issue.
Ground Masters
Management sent Ground Master’s the signed landscaping contract, as signed by Board President Kirk Appell. Kirk Appell included the letter dated 10/23/02 into the contract, as suggested by Roger Beyer. Management informed Ground Masters of desire to perform a community walk through. Tom Brown from Ground Masters stated that he would be happy to do and would bring along the account manager, Gary Marquart. Management sent the color coded map, showing the mowing area and bushhogging area.
Fence Survey
To date 103 surveys have been received out of 247 home owners. Of those received 54 are against replacing the fence and 49 are for replacing the fence. Since the response to the survey is so low and the data from it not conclusive to one choice a motion was made to table this discussion for now and have a separate board meeting to address how to move forward with this situation. The motion was made by Michelle Sisk and seconded by Corrie Metz and approved unanimously.
Mailbox Survey
The Post Office has stated that regardless of the vote and wishes of homeowners that the group mailboxes in the older section of the neighborhood will stay as such.
New Business
Spring Flower Resident Planting
Discussion on how much money to allocate to planting spring flowers in the entry way beds was held. Roger Beyer informed the board that a home owner named Schnur at 8139 Winters Lane is interested in starting a horticulture club. The board agreed to the budget of $250.00 for this spring planting. Corrie Metz offered to head this committee and contact the Schnurs as well as others interested in helping. Corrie Metz made a motion to approve the $250.00 budget for spring flower planting and Michelle seconded that motion. The motion was approved unanimously.
Easement Volunteer Cleanup
A discussion was held on having a neighborhood cleanup day in which volunteers living in Chestnut Oaks would walk the neighborhood common areas and pick up debris and/or trash. The question as to whether or not the county and/or township have such a day that we could tap into was brought up and Christine Ryan offered to call and check on that. The discussion was then tabled until more information could be gathered.
Late Fee Removal Requests
Several residents have made requests to have late fees removed from their account with Towne Properties for association fees. The board took each request into consideration separately and voted on each request.
Fees Being Collected on an Annual Basis
It has been brought up by one or more association members that they do not understand why we moved to a once per year billing for the association fee. The reasons for this are that of cost, and administrative work. The association saves in excess of $500.00 per year by doing one mailing as postage and Towne Property Management fees are then lessened. Additionally it save homeowners from potentially being assessed late fees twice per year vs. once as well as the additional follow up then needed twice per year on collecting the fees and late fees. It was then discussed why the payment is due in January and this is due to the fact that finances are run and paid out on a calendar year basis.
Sue Schmid - Easement Clean up
A letter was received by the board from the Schmids dated February 23, 2003. Per the Schmid’s request they were added to the New Business meeting agenda. They did not attend the meeting and so their letter was discussed and it was decided by the board that the decision made previously that no plantings will be provided by the board to the Schmids will stand as is and that a letter will be drafted and sent to the Schmids stating this and that this is the final decision.
Exposed Water Meter
The water meter cover that is missing in a homeowners yard is still missing. A second letter will be drafted and sent by Christine Ryan reminding these homeowners of this and the safety hazard that it imposes.
Sign Replacement Around Pond
Management will look into the cost to replace the current signage around the pond and will contact the board with the information.
For Rent Sign
One or more association members had asked the board about whether or not “For Rent” signs are allowable in this neighborhood. The answer to this is yes. No restriction was placed in our by laws regarding the rental of properties owned in Chestnut Oaks and one professional sign as noted in the by laws is allowed in a home owners yard.
Board Positions
There is currently one board position still unoccupied and 2 more will become open as of September of 2003. If anyone is interested in running for a board position please contact Christine Ryan or plan on attending the next meeting.
Next Meeting Date
The next meeting of the Chestnut Oaks Owner’s Association will be on Wednesday June 11, 2003 at 7pm with location TBA.
Adjournment
A motion was made by Corrie Metz to adjourn the meeting at 8:56p.m. The motion was seconded by Michelle Sisk and motion passed unanimously. Meeting was adjourned at 8:57p.m.
