Minutes
from the Chestnut Oaks Homeowners Association 2005 Board Meeting of the
Membership
May 11, 2005
Chestnut Oaks Owner’s
Association Meeting
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Minutes
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May 11,
2005
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7:00 PM
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mason municipal bldg.
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Meeting called to order |
@ 7:03 PM by President, Kirk Appell |
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Type of meeting |
Board of Trustees |
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Facilitator |
Kirk Appell |
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Note taker |
Marianne Fleckenstein |
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attendees |
Kirk Appell, Marianne Fleckenstein, Roger Niehaus,
Hildy McNulty, Brian Carroll was absent. |
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guests |
No guests were in attendance. Board apologizes to
homeowner who was unable to gain entrance to building.
Bldg. doors automatically lock.
If homeowners desire to attend a meeting they need to arrive well
before 7:00 PM. |
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resource person |
Christy Ryan, representing Towne Properties Asset
Management Company |
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Agenda topics
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III.
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review
minutes of january 12, 2005
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marianne
fleckenstein
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Everyone
reviewed the minutes. No
changes were suggested. |
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Kirk
made a motion to accept the minutes as recorded.
Roger seconded. Motion
carried unanimously. |
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Inform
Brian Carroll (Website Mgr.) to label minutes APPROVED |
TP
Management |
ASAP |
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NOTE:
FUTURE AGENDAS WILL INCLUDE OPEN FORUM FOR HOMEOWNER’S BEFORE
MANAGER’S REPORT. TO
MAINTAIN ORDER & BREVITY OF MEETING, GUESTS ARE WELCOME TO OBSERVE
BUT WILL NOT BE PERMITTED TO PARTICIPATE IN DISCUSSIONS AFTER OPEN
FORUM. |
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iv.
See*
May Mgmnt Report FOR DETAILS
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management
report
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tOWNE pROPERTIES
christy ryan
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Discussion |
Ref.Item #2 – Once deed to 8159 Winters Ln. is
transferred to Coldwell Banker they will give OK for removal of fence. |
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Ref. Item #5 – Kirk drafted letter &
permission form. He and
Marianne delivered them in person to homeowners involved. |
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Ref.Item #12 – Board has placed liens on two
homes because of outstanding dues.
We currently have $1.085.83 in unpaid association annual fees. |
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Conclusions |
TP has responded to all issues in a timely and
thorough manner. The Board
thanks TP Management. |
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Action items |
Person responsible |
Deadline |
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Management to keep Board informed of
developments/issues as needed. |
TP Management |
N/A |
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v. SEE
ATTACHED
**PRESIDENT’S
REPORT |
PRESIDENT’S
REPORT
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KIRK APPELL
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Discussion |
Item #9 – Kirk reported that the tree removal
company will be advised to work carefully so as not to damage the fence.
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Item #11 – The County would normally do the
cutting of overgrown honeysuckle but they DO NOT pick it up and
consequently the clutter washes down into the drains and plugs them up. |
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Item #14/1 – Cleanup around the catch basin costs
us $400 last year. We can
possibly reduce this expense by having the weeping willow removed and
the rip-rock installed and treated annually with Round-up. |
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Conclusions |
Kirk is in good communication with GroundMasters
and will continue to monitor all of the “hot spots” in the
subdivision. |
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The Board thanks GroundMasters for being an
outstanding business partner in keeping our community beautiful. |
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Action items |
Person responsible |
Deadline |
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Board will wait for bids from GroundMasters and
other vendors for job specific maintenance of our common grounds and
review them at the next meeting. |
Kirk & TP Mgmnt to receive bids |
Next meeting |
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VI.
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FINANCIAL REPORT
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TOWNE PROPERTIES
CHRISTY RYAN |
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Discussion |
Management reported the following figures: |
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Cash in Operation $23,748.72
Total Operating Expenses YTD $ 18,477.07
Cash
in Reserve $30,798.10 Total Operating Expenses
Budgeted $17,816.00 |
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$950
in Late Charges has been paid. Delinquent
Fees still outstanding $1,085.83 w/2 houses liened.
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Conclusions |
The GroundMasters bill put us over but will even
out & put us just under budget. |
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Action items |
Person responsible |
Deadline |
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None required |
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VII. OLD
BUSINESS
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A.
EASEMENT CLEANUP
VOLUNTEER GROUPS
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MARIANNE FLECKENSTEIN
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Discussion |
Marianne reported that the response from Mount
Notre Dame HS was positive on using students who need community service
to pick up trash along Butler-Warren & Socialville-Foster entrances. |
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Inquiries at Mason HS went unanswered.
Board discussed many aspects of using students- insurance
coverage; equipment and supplies; and supervision as opposed to having
professionals cleanup the areas. |
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Conclusions |
Board decided that as long as GroundMasters is
willing to have their employees do the cleanup (except in winter months)
as they mow, we will leave it at that. |
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Action items |
Person responsible |
Deadline |
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None required |
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VII. OLD
BUSINESS
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B.
PERIMETER FENCING UPDATE
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KIRK APPELL |
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Discussion |
Kirk & Marianne made personal visits to
homeowners with perimeter fence. They
found
homeowners appreciative of and very receptive to the personal contact.
Many questions were |
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answered. Kirk & Marianne collected 3 signed
permission slips; left six with homeowners and had to mail eight to
residents who were not at home. |
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Mills Fence Co., Inc. has bid the job to remove and
haul away 1503’ of French Gothic picket fence for $3000. GroundMasters has bid to fill the holes w/topsoil
and seed for $449. |
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Conclusions |
Kirk made a motion that we accept the bids from
Mills & GM as offered. Hildy
seconded. Motion carried
unanimously. |
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Action items |
Person responsible |
Deadline |
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Mills Fence & GroundMasters will be notified
of acceptance of bids & work will be scheduled ASAP |
Towne Properties - Mgmnt |
ASAP |
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VII. OLD
BUSINESS
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C.
COUNTY STUMP REMOVAL UPDATE
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TOWNE PROPERTIES
CHRISTY RYAN |
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Discussion |
There are 3 tree stumps left by the county along
Socialville-Foster easement. One
stump has a limb attached that could damage the adjoining fence.
Do we wait for county or pay someone else to do it? See attached
**President’s Report – Item 9 & *Mgt. Report – Item #9 |
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Conclusions |
Board decided that the expense of removing the
stumps was an expenditure that they are not ready to approve. |
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Action items |
Person responsible |
Deadline |
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Board has requested that the county continue to
be faxed with request to remove stumps. |
Towne Properties - Mgmnt |
As required |
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VII. OLD
BUSINESS
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D.
8159 WINTERS LANE VACANT
HOME CONDITION |
TOWNE PROPERTIES
CHRISTY RYAN |
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Discussion |
After some investigative work Management was able
to find the responsible party for this property. |
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Management has been working with the neighbor to
contact the responsible parties to see that the property is cleaned up
See attached *Mgmnt Action List – Item #2 |
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Conclusions |
All is being done that can be done.
Management is staying in close contact with the mortgage company
who now has possession of the property. |
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Action items |
Person responsible |
Deadline |
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Check on property when subdivision inspections are
made to observe progress in cleanup and maintenance. |
Towne Properties Mgmnt |
As required |
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ViI. OLD
BUSINESS
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e.
butler-warren lighting options
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towne properties
CHRISTY RYAN |
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Discussion |
Management reported that Becker Electric could
provide 2 fixtures (one on ea. side of sign) for $342 each and $93 each
for 4 mounting brackets anchored in concrete. |
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Travel time plus $42 per hr (approx. 6 hrs.) to
install = $275 The Accent Lights are 49” horizontal tubes (in
green) that will flood the sign with much more light than current
fixtures. |
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Board discussed the floodlights under the trees
that really do not seem to offer much in the way of practicality. |
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Conclusions |
Hildy made a motion that we remove and cap the
floodlights under the trees for the time being and see if we really need
them at all. Roger
seconded. Motion passed
unanimously. |
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Roger made a motion that we replace existing
floodlights on either side of sign with fluorescent fixture in green
finish. Kirk seconded.
Motion passed unanimously. |
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Action items |
Person responsible |
Deadline |
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Board request that work be done in June/July by
Becker Electric as bid. |
Town Properties -Mgmnt |
ASAP |
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VIII.
NEW BUSINESS
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A.
FLORAL INSTALLATION
AT
ENTRANCES |
KIRK APPELL
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Discussion |
See **President’s Report – Item #4 |
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GroundMasters highly recommends the wave petunias
because they do better in drought conditions. |
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Conclusions |
Board is very satisfied with GroundMasters and
their maintenance of our community. |
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Action items |
Person responsible |
Deadline |
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GroundMasters to be reminded to plant flowers
behind new light at Butler-Warren entrance sign |
Towne Properties – Mgmnt |
Before planting |
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VIII.
NEW BUSINESS
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B.
RETENTION POND FOUNTAIN
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TOWNE PROPERTIES
CHRISTY RYAN |
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Discussion |
Fountain pump tripped GFI switch.
Pump company charged $42 to flip switch back on.
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Conclusions |
Board does not feel it necessary to PAY someone to
flip a switch. Roger has
agreed to go over to pond electrical box and flip switch when needed. |
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Action items |
Person responsible |
Deadline |
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Board will be responsible to flip switch to turn
electric back on |
Roger Niehaus |
As required |
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VIII.
NEW BUSINESS
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C.
PAVEMENT REPAIR NEEDED
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rOGER nIEHAUS
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Discussion |
Roger described a large area in cul-de-sac at
northern most end of Winters Lane that is not paved.
Mgmnt remembered a water line problem there that was worked on
quite a while ago. |
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Conclusions |
The Township needs to be notified that the pavement
was never replaced in that area of the road. |
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Action items |
Person responsible |
Deadline |
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Request Township to pave Winters Lane cul-de-sac
where pavement is missing. |
Towne Properties – Mgmnt |
ASAP |
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VIII.
NEW BUSINESS
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D.
TOWNSHIP ORDINANCE
VIOLATIONS |
TOWNE PROPERTIES
CHRISTY RYAN |
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Discussion |
Management brought several violations of recreation
vehicles in driveways and in front of properties to the Boards
attention. |
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Conclusions |
Township needs to be notified of infractions. |
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Action items |
Person responsible |
Deadline |
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Contact Kevin Fehring, Township Zoning about
violators |
Towne Properties – Mgmnt |
ASAP |
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IX.
EXECUTIVE SESSION
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outstanding balances
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KIRK APPELL
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Observers |
None. |
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Resource persons |
None. |
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Special notes |
Kirk will email everyone in July to set date for
next meeting. |
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nEXT MEETING |
Date/Time to be announced. |
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ADJOURNMENT |
@ 8:29 PM Kirk made a motion to adjourn.
Roger seconded. Motion passed unanimously, |
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Mgt. Action Item list from Board Meeting held on 1/12/2005
1. Have TP maintenance staff clean out trash/debris from pond and pond area— especially anything around inlet/overflow structure. If maintenance available, have work performed 1/13/05 AM. Work order completed 1/13/05.
2. Write complaint letter at 8161 or 8159 Winters Lane in regards to resident complaint on broken screens at rear of home and chipping paint around all windows on home. Complaint submitted from Roger Beyer. Management to confirm correct address. Management confirmed address of 8159 Winters Lane. Management drafted letter and sent copy to Kirk Appell on 1/21/05. Management researched that unit was set for Sheriffs sale on 1/3/05. Management contacted Attorney to get confirmation of sale. Letter on hold, per Kirk Appell, till sheriff’s sale confirmed. Sheriff’s sale confirmed. Letter mailed out to owner of property on April 6, 2005 to Federal National Mortgage Association. Management was then advised that property in hands of Fannie Mae. Management contacted Fame Mae and was then told that they turned over property to Coldwell Banker (Bill Hobbs) for maintenance. Management contacted Bill Hobbs via phone and fax. See attached. Bill Hobbs confirmed that he would take care of issues. Management also sent fence information and request for permission form to be returned.
3. Management to research cost of relocating lighting at Butler Warren Island Blvd that shine on signage. Look at possibility of hanging lighting over signage and cost. This item should be on next meeting agenda to be reviewed by Board, as item was tabled. Management has been in contact with Becker Electric regarding light fixture. See attached.
4. Contact Kevin Fehring, Township Zoning, on trailer stored in driveway of homeowner #746673, to see if it is in violation of the township-zoning ordinance. Management took digital picture of trailer in driveway and filled out citizen's complaint form (w/picture attached) and faxed to Kevin Fehring on 2/2/05. Management contacted Kevin Fehring by phone and left vm message. No return call.
5. Management to draft "fence violation" letter to homeowners who need to maintain picket fence that borders Socialville Foster and Butler Warren. Management to include the following:
a. Per the previous letter dated....
b. State violation of the Protective Covenants.
c. Impact of fence appearance on community.
d. Include paint type, color, and location to purchase. (Roger Niehaus to collect information from resident who already painted his section).
e. Compliance date of May 30, 2005
Letter to be completed by date of Board Executive Meeting to be held in March. Date to be determined by the Board. Management drafted letter and sent copy of letter to Kirk Appell on 1/25/05 and then sent draft copy to the rest of Board.
6.
Management to look into cost of removal of fence for Board information as
well as
picket information (where HO can get replacement). Management contacted Mills
Fence to get fence removal proposal 2/8/05.
Management contacted Bulls Eye Painting to get fence painting proposal
2/8/05.
Management received email from Kirk that he would offer to make the pickets for the residents.
Mills Fence proposal to remove and haul away picket fence $3000.00. Management contacted Mills to schedule our work for the week of June 30th. Chestnut Oaks are in their schedule for the week of June 30th. They can either remove the posts or cut off and pound under ground level with sledgehammer. Bulls Eye Painting cost to paint exterior of picket fence and repair missing or rotted wood pickets $2850.00
7. Management spoke to resident Jackie Fraley (8275 Winters Lane) at 398-3147. Resident stated that sections of picket fence could be purchased at Lowes. They have purchased this themselves previously to replace pickets.
8. Management received email 2/8/05 from Roger Niehaus with paint information from homeowner on Winters that painted section of fencing. Wal-Mart, Color Place Brand 15 year warranty 8000 White. She needed two (2) gallons at $11.00 each. Roger Niehaus also looked up Lowes and found Severe Weather by Valspar Brand at a cost of $13.00 per gallon.
9. Management was in contact with Lee Lewis (County Road Department). The three (3) marked dead trees were removed. Management then faxed on 2/21/05 a request to flush cut the stumps and dispose of the stumps. Management re-faxed on 3/29/05. Stumps have still not been removed.
10. Management faxed signed proposal on Socialville-Foster seeding to GroundMasters on 2/8/05. Completed.
11. Management contacted GroundMasters to get bid to fill in fence holes with topsoil, seed all topsoil and cover with straw. Proposal attached. $449.40
12. All delinquencies have been followed up on. Delinquency report is attached.
13. Attached is homeowner fence status. Please review.
14. All resident calls, concerns, issues have been addressed.
15. Management mailed out Newspapers/Flyers Complaint letter to all residents of Chestnut Oaks, as advised by the Board. Letter mailed 4/4/05. See attached.
16. Management had pond pump reinstalled prior to April 15, 2005, as advised. Timer is set to run from 6 AM to 9 PM.
17. Management forwarded improvement application to Board for satellite dish installation as submitted by Homeowner #775142. Board approved application. Management mailed out approval letter on 4/11/05.
18. Management performed community inspections and reported issues to Kirk Appell, Board President.
Management Notes:
Homeowners in attendance of 1/12/05 Board Meeting: Roger Beyer and Linda.
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