Chestnut
Oaks Owner’s Association – Board Mtg. @ Mason Municipal Bldg.
Tuesday,
April 20, 2004
Call To Order
The meeting called to order at 7:09 PM by Kirk Appell.
Attendance
Board members in attendance:
Kirk Appell, Michelle Sisk and Marianne Fleckenstein.
Ron Vorbroker was absent. Corrie Metz resigned, effective immediately.
Towne Properties represented by Christy Ryan.
Two homeowners in attendance.
No guest present.
Approval of Prior Meeting Minutes
The following corrections were made to the meeting
minutes of January 13, 2004:
Under “Financial Report” – Cash in
operations as of December 2003 is $5,157.15
A motion to approve the minutes as corrected was made
by Marianne Fleckenstein and seconded by Michele Sisk.
Motion passed unanimously.
Manager’s Report
Christy Ryan of Towne Properties provided the
manager’s report.
See detailed report attached to end of
minutes.
Key items reviewed with the board are as follows:
-
Michele Sisk stated that the pond pump was not running. Management was requested to submit work order to check operation of the pond pump.
-
The entrance lights should be operating from 7 PM to 7 AM. Management will check on this.
Financial Report
As of March 30, 2004: $22,098.19 in operating account, $26,426.17 in reserve
account.
$7,307.00 was moved to the reserve account in March
as called for in our budget planning.
Old Business
A.
The proposed rental amendment is a dead issue.
The attorney Management consulted with said that we could go to the
expense of putting the amendment in the by-laws only to have it challenged by a
homeowner claiming hardship. Therefore
the board concluded that the rental amendment is a mute point and will not
require any further discussion or consideration.
Management
mentioned that the foreclosed residence #746894 was offered in a Sheriff’s
Sale in February. Management is
still waiting for information on results of the sale.
B.
The approved Groundmaster’s spring-clean up proposal of $1,080.00 for
the area along Socialville-Foster was executed successfully by April 6, 2004.
They removed seven dump truck loads of debris.
The area looks the best it has in months.
Kirk
said that he will be heading up a cleanup date around the pond and will email
board members so they can join him in the “fun.”
The
Association may want to take advantage of a ½ price offer to mulch the trees
east of Socialville-Foster in the late fall-early winter.
Discussion tabled until summer meeting.
C.
Consultation with an attorney has clarified that our documents are fairly
basic and any changes would take more money and time than they may be worth.
Association document revisions have been tabled.
New Business
A.
Painting of Entrance Signage:
The
white picket portion of Socialville-Foster entrance sign needs painting.
Marianne
motioned that the board do the painting and Michele seconded.
Passed unanimously.
Michele
made a motion that we not spend more than $50 for the paint and Marianne
seconded the motion. Passed
unanimously.
Kirk
will email everyone prior to July 1st with a date to do the painting.
B.
Summer Annual Planting:
Last
year $300 was spent for the flowers that graced the entrances.
The hardy and drought resistant Tidal Wave petunias would cost the
Association $400 (20 flats at $20 each.) We
had budgeted $2,152 under Ground Maintenance for lawn and ground improvements.
We now have $1070 left after the spring cleanup by Groundmasters.
Kirk made a suggestion that we pass on the flowers this year and opt to
use the money for more permanent changes in the landscaping.
Discussion centered on improvements to the pond area and the boulevard
entrance off Butler-Warren. Board
agreed to defer the discussion to the summer meeting.
C.
Late Fee Removal Request:
The
board instituted a policy of “no exceptions” to make the collecting of dues
less complicated. There is a cost
to mailing out reminders and in management’s time to track down late payees. The nominal late fee of $25 is not intended to cause hardship
or punishment. It is merely to
cover the expenses for collecting the ANNUAL fee that is due from ALL homeowners
the first of every year. The budget
is planned on the dues and it is of the utmost importance that we collect ALL
those monies especially when we have several vacant homes that no monies will be
forthcoming from. However, we
recognize that some extenuating circumstances do occur.
Based on that the board heard several appeals to remove late fees from
homeowner’s accounts.
1.
Homeowner #746584 has a history of consistent and timely payments and
specifically attended meeting to explain the circumstances surrounding the late
payment.
Based
on that information Marianne made a motion to remove fee, Michele seconded,
motion passed unanimously.
2.
Homeowner #746231 has a history of waiting until the last minute to pay
and took almost a month to respond to late fee request.
Marianne made a motion to refuse removal, Kirk seconded, motion passed
unanimously.
3.
Homeowner #748366 currently experiencing extreme financial hardship.
Kirk
Appel stated that payment plan was granted on late fee payment till July 31,
2004.
D.
Township Zoning Violations:
Recreational vehicles parked in driveways and
beside garages is a township zoning violation.
Appeals
thru letters to homeowners in violation of the ordinance have had no effect. If
the Township does not take action by May 1st, Kirk will pay the
township offices a personal visit to seek a solution.
E.
Management will request that Brian post the board opening on the
association website. The vacated
position expires September 2005. Management
will also request that Brian post a notice that we have two positions opening in
September at the Annual meeting. Anyone interested in filling the vacated
position or running in September should contact Christy Ryan at Towne
Properties.
Kirk
will request that Brian post the expiration date of each board members term next
to their name, on the website. Brian
Carroll is our website maintenance volunteer.
Next Meeting Date
Board
agreed to our next meeting being on June 23, 2004 at 7 PM and Christy will
notify us of place as soon as she makes the arrangements.
Management will have signs changed to reflect new date/time/place.
Adjournment
Marianne
made motion to adjourn and Michele seconded it.
Motion passed unanimously.
Time
was 8:41 PM.
January 13, 2004
Board Meeting
Management
Action List
Presented by Christy Ryan
@ April 20, 2004 Meeting
1. Stop Bank
Statements going to Roger Beyer. Management notified Scott Puckett, Home Office Accounting Department on 1/15/04 to stop mailing of
bank statements. Received confirmation from
Scott Puckett on 1/15/04.
2. Management was
advised to forward "completed receipts" from GroundMasters to all Board Members. All emails from GroundMasters were forwarded to
the Board Members.
3. Management is to
ensure first installment invoice from GroundMasters is reduced by the $480.00 credit from waterings not performed for 2003 contract. Completed. The first invoice was reduced $480.00.
4. In spring,
Management to inspect Maple trees in front to Pond for those that are dead and need removed and/or replaced. Management will inspect prior
to the April Board Meeting.
5. Management is to work
with Ron Vorbroker in regards to legal action needed to Amend Documents. . . .add restriction not to allow homeowners to rent or
lease homes within community. Management
emailed Ron Vorbroker and Kirk Appell a list of
attorney's who work on Association legal matters on 1/20/04. Management received pricing on legal opinions and emailed information to
Ron Vorbroker and Kirk Appell. Attorney's
advised that renting restriction would have
enforcement issues.
6. Management is to
research original attorney who drew up Association Documents. Management
emailed and left voice mail 1/15/04 for Scott Puckett for his recollection on
attorney. Management received response email from
Scott Puckett on 1/15/04 that the attorney was Ryland Homes Attorney. Scott Puckett's response email was forwarded to Kirk Appell and
Ron Vorbroker on 1/15/04.
Other Recent Items completed:
1 . Zoning violations
were faxed to Deerfield Township Zoning Department on February
19, 2004. Management called Kevin Fehring to get a report on the status. Calls were made on the following dates/times. 3/8/04 at 2:30 PM 3/1 1/04 at 1:30 PM 3/1 5/04 at 12:00
Noon. Calls were never returned. Information sent
to Kirk Appell.
2.
Pond Pump was installed. Pump will be turned on April 1, 2004
3. Letter sent to
Resident # 747661 regarding firewood/grass clippings, as advised by Board
President, Kirk Appell. Letter mailed 3/24/04
4.
Management performed community inspections.
5.
Management responded to all written late fee removal requests.
6.
Management responded to all homeowner calls regarding the community.
7. Management
submitted work order for entrance lighting and election signage removal, as
approved by Kirk Appell.
