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Chestnut Oaks Owner’s Association – Board Mtg. @ Mason Municipal Bldg.

Wednesday, June 23, 2004

 

Call To Order

Meeting called to order at 7:00 PM by Kirk Appell, President.

 

Attendance

Board members in attendance:  Kirk Appell, Michelle Sisk and Marianne Fleckenstein. 

Ron Vorbroker was absent.  Resigned board position still vacant.

 

Towne Properties represented by Christy Ryan.

 

Two homeowners in attendance.

 

No guest present.

 

Approval of Prior Meeting Minutes

The following revisions were made to the meeting minutes of April 20, 2004:

Under  Old Business –

Item B, last sentence of first paragraph should read – The area looks the best it has in years.

Item B, last paragraph, first sentence should read – The Association may want to take advantage of a ½ price offer to mulch the trees & remove honeysuckle area at the Summer View entrance along Socialville-Foster in the late fall-early winter.

Under New Business –

Item A, first sentence of first paragraph should read – The white picket portion of Summer View entrance sign along Socialville-Foster needs painting.

A motion to approve the minutes as corrected was made by Michelle Sisk and seconded by Kirk Appell.  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:

  1. Foreclosed property on Autumn Place – grass has been mowed but no weeds have been removed.
  2. Bids from GroundMasters will be discussed in Executive session.
  3. Kirk and Management met with Kevin Ferhring the Zoning Inspector for Deerfield Township.
  4. The timer on pump in retention pond has been changed. 
  5. Resident dumping grass clippings in County Easement has been notified to cease and desist.
  6. Resident who responded to COOA website posting about opening on board was referred to Kirk. 

 

Financial Report

As of May 31, 2004:  $17,879.13 Total Cash for Operations, $26,456.16 in Reserve Account.  Year-to-date actual income is $32,406.19 and year-to-date expenses are $19,684.21.

 

Old Business

A.                 Kirk Appell, Ron Vorbroker and Marianne Fleckenstein painted the white picket portion of the Summer View entrance sign on Saturday, June 19.  Total cost was $17.97.

 

B.                 Pond area cleanup will be manned by volunteers from the neighborhood and will take place on Saturday, July 17 starting at 9:00 AM.  Management will notify Brian to post it on the COOA website.  Volunteers should bring trash bags and gloves.

 

C.                 Kirk and Management met with Kevin Ferhing to discuss campers and boats being stored in view of street.  Since meeting two violators have installed privacy fences to shield recreation vehicles from street view and one violator removed equipment from view.

 

D.                 Kirk emailed the resident who responded to announcement of board opening and invited them to June meeting so they could ask questions and hopefully decide to fill vacancy.  He received no response.  Consequently, board will fill position at September meeting.  

 

New Business

A.                 Request for “No Dumping Signage” from County:

Marianne will check out a “No Dumping” sign for area along Socialville-Foster.    County will send letter to offending party/parties at our request if problem persist.

 

B.                 Pond timer:

Board received an email request by homeowner residing near retention pond for timer to be adjusted to turn on at dawn and off at dusk.  Management obliged and timer is now set to that timetable and the door to timer is locked to prevent tampering.

 

C.                 Annual Meeting:

According to bylaws the annual meeting is to be held the third Wednesday of September.  Management will book meeting room and have Brian post information on the website.

 

D.                 Sidewalk question from resident:

Management was instructed to email resident with handicapped child, who had questions about sidewalk ramps at end of block to let them know that their concerns should be taken up with the county or township because streets are dedicated.

 

E.                  Community Garage Sale:

This event will be held Saturday, August 7 at a cost of $3.00 per participating resident (cost of advertising, signage and balloons).  Resident Barb O’Brien of 6736 Falling Leaves Ct. will handle organization of event.  She will distribute flyers to other residents with details and Management will instruct Brian (webmaster) to post information on website.

 

F.                  Late Fee hearing request:

Homeowner #746231 attended meeting to personally explain circumstances that led to late payment and to defend their payment history with the board.   Based on that information Marianne made a motion to remove late fee, Michelle seconded, motion passed unanimously.

 

Homeowners need to be aware that the notice for payment is mailed out in November and that the dues are DUE BY JANUARY 1.  The thirty-day grace period ends January 30th.  Any payment received AFTER January 30th is considered late and a $25 late fee is attached to your bill. 

 

IF A HOMEOWNER DOES NOT RECEIVE THEIR INVOICE BEFORE DECEMBER 1ST THEY NEED TO TAKE SOME INITIATIVE AND CONTACT TOWNE PROPERTIES.

 

Marianne requested that Management make the serious consequences of non-payment clear in the follow-up letters to homeowners who are delinquent. 

 

 

 

 

G.                 Nominating Committee:

As required in the bylaws, board member Marianne Fleckenstein was appointed Nominating Chairperson.  Kirk will assist   Management will have information posted to website. 

 

Two elected positions to the board need to be filled and one resigned position with one year remaining will be filled by appointment.

 

Homeowner Roger Beyer will be in charge of counting votes at the September meeting.

 

 

Next Meeting Date      

Our next meeting will be the annual meeting on September 15, 2004 at 7 PM.   Management will notify everyone of place when arrangements are made. 

 

Management will have signs changed to reflect date/time/place of annual meeting.

 

Adjournment

Board went into Executive Session at 8:10 PM to discuss outstanding balances, contracts and landscape bids.

Adjourned from Executive Session at 9:05 PM.

 

 

 

April 20, 2004 Board Meeting                       Management Action List                         Presented by Christy Ryan                                                                                 @ June 23, 2004 Meeting

 

Management Action Item list

  1. Contact Owner of foreclosed property to get yard mowed. Contacted Attorney handling case.  Attorney confirmed that unit sold at sheriff’s sale in February.  Attorney has not been notified of new owner information and will notify Management as soon as they receive confirmation of the sale.  Currently, Management is unable to notify owner to mow property, as owner has not been identified.  Management contacted Health Department on 5/3/04 regarding mowing.  Management received confirmation of sale. 
  2. Next Board Meeting agenda, add item to unfinished business “removal of honeysuckle” to be performed late fall.  Added to next meeting agenda 4/22/04.
  3. Remove late fee for #746584, as approved by Board.  Completed 4/21/04
  4. Send letter to #746231 regarding Board decision on non-removal of late fee, as advised by the Board. Management called homeowner with decision on 4/22/04 and letter sent to homeowner on 4/22/04.
  5. Contact Brian Carroll to place term expirations on website and open Board position.  Management gave info. to Brian Carroll on 4/22/04 via email.
  6. Bid from GroundMasters on tree replacement next to pond, reseeding of blvd. Next to pond and possible relandscaping of entrances.  Management received bid for relandscaping of entrances on 4/22/04 from GroundMasters.  Management emailed copy of bids to Kirk Appell.  Management will contact Groundmasters to submit bid for tree replacement/seeding blvd. In front of pond.  Management received bid for tree replacements. 
  7. Kevin Ferhring, Zoning Inspector visit with Kirk Appell.  Management informed Kirk they will go along to visit.  Management set up meeting and attended meeting on Wednesday, May 12, 2004 with Kevin Ferhring and Kirk Appell. 
  8. Work order for Pond Pump.  Work order was put into system on 4/21/04.

 

Board Action Item list

  1. Collect and dispose of garbage around pond area.
  2. Purchase paint (not to exceed $50.00) for entrance signage off of Summer View.
  3. Paint background of sign prior to July 1, 2004.

 

Do not do:

  1. Spring planting.  Received bid from GroundMasters on 4/22/04.  Management emailed bid to Kirk Appell on 4/22/04.

 

Other items completed:

  1. Letter mailed to #747858 regarding disposal of grass clippings in County Easement, as advised by Kirk Appell.
  2. Management received email from resident #747580 regarding interest in open Board Position.  Management gave info. to Kirk Appell.
  3. Pond Timer changed (per resident request) and per Kirk Appell approval.
  4. Management sent note to web-master regarding pet waste, as suggested by community residents. 
  5. Management spoke to District Manager regarding expected Mgt. Fee increase for 2005.  3% increase.
  6. Management contacted Greg Carmack with Clermont County with request for “No Dumping Signage” to be placed along Socialville-Foster on 5/19/04.
  7. Management reserved Mason Municipal Building for Board Meeting on June 23rd at 7:00 PM.  Management sent email to Brian Carroll (web-master) regarding meeting date/time/and location for website on 6/08/04.
  8. Management emailed the April Financials to the Board on May 11, 2004 for review. 

 

 

 

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