Minutes
from the Chestnut Oaks Homeowners Association 2004 Annual Meeting of the
Membership
September 15, 2004
Call to Order 7:02
Kirk Appell welcomed the attendees and introduced the Board and Christy Ryan from Towne Properties. Announced Brian Carroll was appointed by the Board to fill existing vacancy, term running until Sept 2005.
In attendance: K Appell, Marianne Fleckenstein, Michelle Sisk, B Carroll & C Ryan. Ron Vorbroker was absent
6 Community households were represented
K Appell announced Notice of the meeting was mailed to each member of record on August 13, 2004
K Appell made a motion for the Approval of Minutes from the September 17, 2003, Annual meeting Minutes. M Sisk first/M Fleckenstein seconded; motion carried.
K Appell announced the Projects completed in 2004 (see attached)
K Appell rementioned a Community concern that pet owners clean up after their pets
K Appell, on behalf of the Board and the Community, thanked Barb O’Brien for a successful Community Garage Sale.
C Ryan announced the Management/Financial Report (see attached)
B Carroll announced the Board maintains a website and email distribution list. The email list is used to announce meetings and the posting of Minutes. If residents would like to add their email address to the list, there was a paper to sign.
No Old Business
New Business: Election of 2 Board positions were being vacated: M Sisk and R Vorbroker. M Fleckenstein announced the Board had not received any prior nominations. The residents in attendance were encouraged to participate. Hildy McNulty and Roger Niehaus agreed. Given there were 2 candidates for 2 vacating positions, the 2 new Board members were “elected” by Acclimation.
Questions from the Residents.
One resident asked what is the process for dealing with broken streetlights. The resident was directed to call Cinergy; the specific number to call is listed on the website.
One resident asked what is the process for changing the Covenants governing the Community. It was described that it is a legal process where the changes will have to be drawn up by an attorney and then approved by a majority of the Households in the Community. The Board mentioned that we explored this option in response to Rental Properties and Community Mailboxes but had concluded it had a limited chance of success. The Board asked what issue prompted the question. The Resident expressed concern about an unnamed resident and the apparent lack of proper care given to their dog. The Board suggested that if the resident did feel there was abuse, they should inform local authorities. There were no further questions.
Meeting was adjourned at 7:29. M Sisk called and M Fleckenstein seconded.
CHESTNUT OAKS OWNERS ASSOCIATION
2004 ANNUAL MEETING
YEARLY BRIEF
I. PROJECTS COMPLETED FOR THE YEAR
A. Fence along Socialville-Foster Road and Butler-Warren Road was willed to homeowners, along with maintenance responsibilities. We will be mailing a letter to those homeowners again to please paint and maintain the fence. We ask that they get together, as a group or individuals, to make repairs and paint. Our entrances, easements and fence are the initial impression of our subdivision.
B. Spring Cleanup of easement areas performed by GroundMasters consisted of:
1. Seven dump truckloads of trash and debris
2. Trimmed back all Honeysuckle from the road
3. Cleaned out easement drains of debris
4. Cut back stumps to be flush with ground
5. Cost was $1,155.60
C. Summer View Drive Entrance Fence Painted
1. Performed by Board Members
2. Cost was $17.00 (1 gallon of paint)
D. Pond Trash Cleanup
Note: The following costs were drawn from COOA Reserve Fund
E. Butler-Warren Road Entrance Boulevard Sod and Relandscape
1. Cost was $775.75
F. Summer View Drive Entrance Landscaping
1. Transplant Junipers
Cost was $171.20
2. Plant Boxwoods, Crimson Burberry and transplant Day Lilies
Cost was $909.50
G. Seeding of Pond Area and Easement
1. Cost was $946.95
H. Removal of Tree Stumps in Front of Pond
1. Cost was $171.20
I. Removal of Honeysuckle, Grading and Seeding of area east of Summer View Drive Entrance
1. Cost was $535.00
II. CONTRACTS
A. Towne Properties (Renewable two year contract)
1. 2002 – 2004, Cost $7,500.00
2. 2005 – 2006, Cost $7,725.00 (3% increase)
B. GroundMasters (Five year extension with no fee increase)
1. 2002 – 2004, Cost $11,975.00
2. 2005 – 2009, Cost $11,975.00
Note: They will also
guarantee all perennials planted by them for life of contract.
III. FINANCIALS
A. Yearly Budget as of September 1, 2004 (Christy Ryan)
B. $150.00 Yearly Fee Payment by Homeowners
1. 199 – Paid on time
2. 40 – Paid late and paid $25.00 late fee.
3. 8 – Have not paid late fee (includes those who are liened)
4. 3 – Liened properties
5. 0 – Liened, but lien was paid
6. 2 – Foreclosures (lost fee, late fee and lien filing cost)
C. Late Fee and Lien Process
1.
2005
payment must be in the possession of Towne Properties no later than Tuesday,
February 1, 2005. Please make sure
you have your payment in the mail by Monday, January 17, 2005 so there is not a
conflict. If you have not received
your fee package by December 15, 2004, please contact Christy Ryan at Towne
Properties.
Phone 513-489-4059.
2. After February 1, 2005, a late fee will be assessed to your account.
2. Within 30 days, you will receive a certified letter stating that if the yearly fee and late fee are not paid, a lien will be placed on your property.
4. Lien Charges that homeowner will pay to have the lien removed:
a. Yearly fee (Association fee)
b. Late Fee (Association fee)
c. $28.00 to file lien (County fee)
d. $28.00 to remove the lien (County fee)
e. $150.00 Administrative fee (paperwork involved)
f. $50.00 Attorney Letter
g. $10.00 (+) Courthouse fast fax info needed for paperwork
D.
2005
Yearly Fees may be increased to $160.00
to offset decreased collected
Assessments
due to home foreclosures and increasing operating costs
(maintenance
items, insurance, etc.)
E. Reserve Account (see attached sheet)
1. Current amount is $26,510.50
2. Yearly contribution is $7,000.00 to $7,500.00
3. Categories
a. Pond dredging
b. Dam and Spillway (Retention headwalls)
c. Entryway landscaping
d. Retention basin fence
e. Fountain
f. Light fixtures around landscaping
g. Signage
IV. CONTINUING
PROBLEMS (HOMEOWNER CALL-IN COMPLAINTS)
A. Dumping of trash, grass clippings and limbs in easements
B. Trees that are between sidewalks and streets that have dead limbs need to be trimmed. This will provide for a healthier and fuller tree.
C. Five dead trees along Socialville-Foster Road that will need to be removed in
the near future before they cause problems for homeowners and road traffic.
V. 2005 ISSUES
A. Continue to maintain cost within budget
B. Remove five dead trees along Socialville-Foster Road
C. Repair signage at Butler-Warren Road entrance
D. Please feel free to attend and take an active role in quarterly meetings
Thank
you for your attendance of this important Annual Meeting.
2004
Annual Meeting Financial Overview
As of August 2004 Financial Statements:
Cash in Operating Account=$10,857.04
Cash in Reserve Account=$26,510.50
YTD Actual Income: $32,568.36
YTD Budgeted Income: $37,050.00
A/R Owners’s Fees From Previous Year: $4430.00 (Balance Sheet)
Delinquency Amount: $1020.00 (Includes HOA Fee and Late Fee)
YTD Actual Expenses: $ 26,868.47
YTD Budgeted Expenses: $27,368.00
