Chestnut Oaks Owner’s Association Meeting

Minutes

January 12, 2005

7:00 pm

mason municipal bldg.

Meeting called to order

@ 7:05 PM by President, Kirk Appell 

Type of meeting

Board of Trustees

Facilitator

Kirk Appell

Note taker

Marianne Fleckenstein

attendees

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

guests

2 Homeowners were present

resource person

Christy Ryan, representing Towne Properties Asset Management Company

Agenda topics

III.

review minutes of Oct 27, 2004 mtg.

marianne fleckenstein

Discussion

Christy asked that the following change be made:

VII. New Business, E. Community Issues/Concerns, Item #2.  (Second sentence)  TP sent letter to homeowner complaint form to Deerfield Township,

Conclusions

Marianne made motion to approve minutes as amended.  Hildy seconded motion.  Motion passed unanimously.

Action items

Person responsible

Deadline

Inform Brian Carroll (Website Mstr.) to label minutes APPROVED W/Amendment

TP Management

Within 14 days

iv.SEE *JANUARY MGMNT

REPORT FOR DETAILS

MANAGEMENT REPORT FROM TOWNE PROPERTIES

CHRISTY RYAN

Discussion

Reference Item #2:  Management requested bid from GroundMasters to seed areas left bare after the stumps were removed.

Reference Item #3:  Three trees still to be removed have pink ribbons on them.  TP will stay in touch w/County to completion of this task.

Letter to homeowner on corner of Winters Lane & Butler-Warren entrance brought results.  Bushes were cut and no longer pose a problem to traffic entering subdivision.  The Board thanks homeowner for prompt response.

Conclusions

TP has responded to all issues in a timely and professional manner.  The Board thanks Management.

Action items

Person responsible

Deadline

Management to keep Board informed of developments/issues as they arise.

TP Management

N/A

V.

financial report

  towne properties

christy ryan

Discussion

Management reported the following figures:

                         Cash in Operation - $10,987.53

                         Cash in Reserve    - $22,413.96

                         Net Operating Flow - $5,830.38

Conclusions

Association was approximately $2000.00 under budget for 2004.  Two (2) outstanding liens remain on

properties, due to unpaid assessments and/or legal fees.  The December 2004 Prepaid Report reflected $8,640.58.

Action items

Person responsible

Deadline

None required

vi. OLD BUSINESS

A.  “NO DUMPING” SIGNAGE

KIRK & mARIANNE

Discussion

Board concluded that signs are not going to halt the problem of litter &/or dumping along perimeter of the subdivision.  GroundMasters picks up trash as much as possible during their maintenance of the

grounds, but more is needed.  The County will prosecute anyone that can be proven to be in violation of the ordinance/law. 

Marianne suggested that we encourage someone to “adopt” the roadside on our perimeter much like people do who adopt a section of highway.  Hildy recommended that we look for groups or individuals who require “community service hours.”

Conclusions

Board is concerned about the trash diminishing the appearance and value of our subdivision. 

Action items

Person responsible

Deadline

Inquire into Boy Scouts being possible group who could use “community service hours”

Brian Carroll

By March 1

Inquire into local junior high & high schools, both private & public as to their requirements/conditions for “service hours”

Marianne Fleckenstein

By March 1

vi. old business

b. perimeter fencing

kirk appell & Concerned Homeowner

Discussion

The condition of the white picket fence along Butler-Warren is causing some concern and complaints from homeowners.  A lengthy discussion brought no clear-cut solutions to the table.  One homeowner has 

painted his/her section of the fence and the board appreciates that homeowner’s efforts. Board will strive to create a solution that will hopefully bring a satisfactory conclusion to the situation. 

Conclusions

Board & several homeowners are concerned about the condition of the fence diminishing the appearance and value of our subdivision.  The fence’s condition creates a poor first impression.

Action items

Person responsible

Deadline

Two letters will be drafted to address homeowners involved & other options will be investigated. 

TP Management

For Executive Session

Homeowner who painted his/her section of the fence will be contacted for information on color/brand used.

Roger Niehaus

For Executive

Session

Board will hold an Executive Consultation Session in March to explore all options in seeking a solution to this issue.

Kirk Appell

Before April

vi. old business

c. county easement work

christy ryan

Discussion

GroundMasters has submitted a bid to seed areas where stumps were removed.  Bid is for $240.00 + tax.  Seeding would take place mid to late April.

Conclusions

Kirk made a motion that the Board accepts the bid.  Roger seconded the motion.  Motion carried unanimously.

Action items

Person responsible

Deadline

GroundMasters to be notified that bid was accepted

TP Management

ASAP

vii. new business

a.  pond drainage

concerned homeowner

Discussion

The President recognized and gave the floor to a homeowner who wished to voice their concern that the retention pond drain is being blocked by debris once again.  They are concerned that it could cause

another backup & flooding of adjoining homes if not addressed soon.  A very thorough and extensive cleaning was done in Oct. of 2003 after some major flooding during a heavy rainfall.

Conclusions

The Board agreed that another expensive cleaning is not required at this time, but the buildup of debris does need to be removed BEFORE it becomes a major issue. 

Action items

Person responsible

Deadline

TP Management can and will remove the debris covered by the maintenance services section of the subdivision’s contract with them.

TP Management

Within 7 days

vii.  new business

b. house in general disrepair

concerned homeowner

Discussion

The President recognized and gave the floor to a homeowner who has a concern about the condition of a home on Winters Lane.  The house has fallen into a general state of disrepair with torn screens and peeling paint, etc.

Conclusions

Board & homeowner are concerned that the condition of the home will diminish the appearance and

value of the subdivision.

Action items

Person responsible

Deadline

A letter addressing condition of home & covenants concerning it will be drafted and submitted to Kirk for approval.

TP Management

Within 14 days

vii.  new business

c.  entrance lights @ butler-warren

concerned homeowner

Discussion

The President recognized and gave the floor to a homeowner who wished to voice their concern that the in-ground spotlights at the Butler-Warren entrance should instead be changed to lights projecting from

the top of the sign.  Problem being that every time a trailer or truck pulls into the subdivision from a certain direction, the light gets broken and has to be replaced.  The lights were moved into the flower bed from the curb several years ago,

after being run over several times.  While that somewhat rectified the problem it did not solve it completely.  The lights have never given sufficient illumination to the entrance sign either.  Repair & replacement runs approx. $160.00 per year.

Conclusions

Board needs to explore other options for lights at the Butler-Warren entrance.

Action items

Person responsible

Deadline

Table item until next meeting so TP can check into other options

TP Management

May meeting

Observers

None

Resource persons

None

Special notes

Kirk will email Board members to set date/time for an Executive Session to be held in March

Next meeting

Wednesday, May 11, 2005 @ 7 PM – Meeting place to be announced

adjournment

@ 8:44 PM Hildy made a motion to adjourn.  Kirk seconded. Motion passed.