Chestnut Oaks Owner’s Association Meeting

Minutes

October 27, 2004

7:05 PM

Mason municipal bldg.

Meeting called by

President, Kirk Appell

Type of meeting

Board of Trustees

Facilitator

Kirk Appell

Note taker

Secretary, Marianne Fleckenstein

Attendees

Hildy McNulty, Roger Niehaus, Marianne Fleckenstein, Kirk Appell, Brian Carroll was absent

GUESTS

None present

resource person

Christy Ryan representing Towne Properties Asset Management Company

Agenda topics

III.

review minutes of June 23, 2004 mtg.

Marianne Fleckenstein

Discussion

Everyone reviewed the minutes.  No changes were suggested.

Conclusions

Marianne made motion to approve minutes as submitted.  Kirk seconded motion.  Motion carried unanimously.

Action items 

Person responsible

Deadline

Inform Brian to label minutes APPROVED on website.

TP Management

By next mtg.

IV. See October Mgmnt     report for details

management report from towne properties

christy ryan

Discussion

Under “Recent Items” #6 – Board clarified that the recreation equipment violation is against Deerfield Township ordinance and not the COOA covenant.

TP has received complaints about bushes at corner of Winters Lane & Butler-Warren entrance as you come into the subdivision.  Board members confirmed that it is a problem.

Conclusions

Board agreed that a letter should be sent to homeowner requesting bushes to be trimmed in accordance with covenant item #10, which reads in part………..

No hedge or other planting which obstructs sight lines of elevation between two and six feet above the roadways shall be placed or permitted to remain on any corner lot within the triangular area formed by street property lines…

Action items

Person responsible

Deadline

Management will send letter to homeowner who is in violation of covenant item #10.

TP Management

Within 14 days

V.

FINANCIAL REPORT

TOWNE PROPERTIES

                                CHRISTY RYAN

Discussion

Management reported the following figures:

                        Cash in operation - $8849.10

                        Cash in reserve - $26,534.68

                        YTD Actual Expenses - $29,033.22

                        YTD Budgeted Expenses - $29,962.00

Conclusions

Financially we are in good shape.  Homeowners who owed late fees responded well to letter from TP

explaining the consequences of not paying owed amounts.  Management only had to place liens on three properties for

nonpayment of dues.

Action items

Person responsible

Deadline

None required

VI. old business

A. NO DUMPING SIGNAGE

KIRK APPELL

Discussion

Per a letter received from the Warren County Engineer, they will not install “No Dumping” signs on

Socialville-Foster along the Chestnut Oaks property lines because the problem we have is generated from homeowners

within the subdivision.  They request that we handle the problem internally.

Conclusions

Board agreed to table this item until the January meeting.

Action items

Person responsible

Deadline

Put on agenda for January meeting.

TP Management

Agenda mailing

VI. old business

B. landscaping installations

KIRK APPELL

Discussion

Per approved contract, Groundmasters removed all wild honeysuckle stumps and various undergrowth along Socialville-Foster east of Summer View entrance. 

Per approved contract, Groundmasters also cleaned out the pond runoff basin of all weeds and mud in effort to maintain a clear channel for rain runoff to prevent flooding.

Groundmasters completed approved landscaping work at both entrances to subdivision.

Conclusions

Board very happy with Groundmasters work.

Action items

Person responsible

Deadline

None required.

VII. new business

A. election of officers

kirk appell

Discussion

Board members considered each other’s time constraints and talents to best distribute responsibilities

for the next year.

Conclusions

Marianne made motion to approve following lineup & Roger seconded. Motion carried unanimously.

President – Kirk Appell

Vice Pres  - Roger Niehaus

                        Treasurer – Brian Carroll

                        Secretary – Marianne Fleckenstein

                        Member At Large – Hildy McNulty

Action items

Person responsible

Deadline

Contact Brian Carroll (Web Master) to post new officers on COOA website.

TP Management

Within 14 days

VII. new business

B. overview of annual sept.  mtg.

kirk appell

Discussion

Heavy attendance is a sign of serious concerns by homeowners.   Whereas a low turn out is a

sign of contentment.  Problem is a low turnout doesn’t help with electing a new board.

Conclusions

September’s meeting was extremely low in attendance but we are grateful that Kirk is a well prepared

President.  Thankfully, two of the attending homeowners were willing to accept the board’s invitation to fill vacancies on the board.                       

Action items

Person responsible

Deadline

None required.

VII. new business

C. tree removal along

   socialville-foster

kirk appell

Discussion

Lee Lewis, the Road Mgr. of Warren County, will remove stumps when weather permits and time can be

allocated.  Groundmasters cut the dead trees down without charge to the association.

Conclusions

Groundmasters has proven to be a very congenial and honest company to do business with.

Action items

Person responsible

Deadline

TP and Kirk will keep a watch out for the conclusion of this item.

TP Management & Kirk

none

VII. new business

D. signage condition

                      @ butler-warren entrance

kirk appell

Discussion

The Chestnut Oaks logo signs are cracking and in need of repair before winter causes any further damage.

The original designer of the signs now works for Design Masters.  The signs are sandblasted and would cost approx. $1000.00 each to replace. 

Design Masters will charge $400-500 for BOTH with a maximum of $700.  They charge $50 for the template on the back that attaches it to the wall.  The painting on the signs lasts approx. 3-5 years.

Conclusions

Kirk made a motion to give work order to TP for Design Masters to make the necessary repairs.  Hildy

seconded the motion.  Motion passed unanimously.                        

Action items

Person responsible

Deadline

Work order to be issued to Towne Properties to authorize repairs to

Kirk Appell

Within 14 days

Butler-Warren entrance sign.

VII. new business

E. Community issues/concerns

Christy Ryan

Discussion

1.  The retention pond pump needs to be winterized.  TP contacted Jones Fish Hatcheries to perform work and store pump for winter.  They will remove pump November 1, 2004 at a savings of $423.00 to association.

2.   Home on Winters Lane is in violation of recreational vehicle storage ordinance.  TP sent complaint form to Deerfield Township,

3.  Trees between sidewalk and street are the responsibility of homeowners.  Association will not replace dead trees.

Conclusions

TP has satisfactorily handled situations.

Action items

Person responsible

Deadline

TP to keep board informed of developments.

TP Management

N/A

VII. new business

F. 2005 Budget

kirk appell

Discussion

Need to increase dues by $10 per household due to increase in operating expenses.  It amounts to an

6.7 % increase.   Last increase was in 2000 for $25 per home.

Board came up with additional $956 for reserve account in 2005 budget bringing that total to $8,263.00.

Conclusions

Hildy made a motion to approve 2005 budget for $39,520.00 @ $160 x 247 homes.  Roger seconded – motion passed unanimously.

Action items

Person responsible

Deadline

TP to incorporate approved budget and send out letter informing homeowners of dues increase.

TP Management

12/01/04

NEXT MEETING

  WEDNESDAY, JANUARY 12, 2005 @ 7:00 PM

 PLACE TO BE ANNOUNCED  

adjournment

  @ 8:39 PM Marianne made motion to adjourn. Kirk seconded.  Motion passed.