Chestnut Oaks Subdivision Home Owner's Association

Minutes from the Chestnut Oaks Homeowners Association 2005 Board Meeting of the Membership

May 11, 2005

Chestnut Oaks Owner’s Association Meeting
Minutes				May 11, 2005	7:00 PM			mason municipal bldg.

Meeting called to order		@ 7:03 PM by President, Kirk Appell
Type of meeting		Board of Trustees
Facilitator		Kirk Appell
Note taker		Marianne Fleckenstein
attendees		Kirk Appell, Marianne Fleckenstein, Roger Niehaus, Hildy McNulty, Brian Carroll was absent.
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.
resource person		Christy Ryan, representing Towne Properties Asset Management Company
Agenda topics
III.				review minutes of january 12, 2005				marianne fleckenstein
Discussion	Everyone reviewed the minutes. No changes were suggested.
Conclusions	Kirk made a motion to accept the minutes as recorded. Roger seconded. Motion carried unanimously.
Action items						Person responsible			Deadline
Inform Brian Carroll (Website Mgr.) to label minutes APPROVED						TP Management			ASAP
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.

iv. See May Mgmnt Report FOR DETAILS*				management report				tOWNE pROPERTIES christy ryan
Discussion	Ref.Item #2 – Once deed to 8159 Winters Ln. is transferred to Coldwell Banker they will give OK for removal of fence.
Ref. Item #5 – Kirk drafted letter & permission form. He and Marianne delivered them in person to homeowners involved.
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.
Conclusions	TP has responded to all issues in a timely and thorough manner. The Board thanks TP Management.
Action items						Person responsible			Deadline
Management to keep Board informed of developments/issues as needed.						TP Management			N/A

v. SEE ATTACHED **PRESIDENT’S REPORT			PRESIDENT’S REPORT				KIRK APPELL
Discussion	Item #9 – Kirk reported that the tree removal company will be advised to work carefully so as not to damage the fence.
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.
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.
Conclusions	Kirk is in good communication with GroundMasters and will continue to monitor all of the “hot spots” in the subdivision.
The Board thanks GroundMasters for being an outstanding business partner in keeping our community beautiful.
Action items						Person responsible			Deadline
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

VI.				FINANCIAL REPORT			TOWNE PROPERTIES CHRISTY RYAN
Discussion	Management reported the following figures:
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
$950 in Late Charges has been paid. Delinquent Fees still outstanding $1,085.83 w/2 houses liened.
Conclusions	The GroundMasters bill put us over but will even out & put us just under budget.
Action items						Person responsible			Deadline
None required

VII. OLD BUSINESS				A. EASEMENT CLEANUP VOLUNTEER GROUPS			MARIANNE FLECKENSTEIN
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.
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.
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.
Action items						Person responsible			Deadline
None required
VII. OLD BUSINESS				B. PERIMETER FENCING UPDATE			KIRK APPELL
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
answered. Kirk & Marianne collected 3 signed permission slips; left six with homeowners and had to mail eight to residents who were not at home.
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.
Conclusions	Kirk made a motion that we accept the bids from Mills & GM as offered. Hildy seconded. Motion carried unanimously.
Action items						Person responsible			Deadline
Mills Fence & GroundMasters will be notified of acceptance of bids & work will be scheduled ASAP						Towne Properties - Mgmnt			ASAP
VII. OLD BUSINESS				C. COUNTY STUMP REMOVAL UPDATE			TOWNE PROPERTIES CHRISTY RYAN
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*
Conclusions	Board decided that the expense of removing the stumps was an expenditure that they are not ready to approve.
Action items						Person responsible			Deadline
Board has requested that the county continue to be faxed with request to remove stumps.						Towne Properties - Mgmnt			As required
VII. OLD BUSINESS				D. 8159 WINTERS LANE VACANT HOME CONDITION			TOWNE PROPERTIES CHRISTY RYAN
Discussion	After some investigative work Management was able to find the responsible party for this property.
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
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.
Action items						Person responsible			Deadline
Check on property when subdivision inspections are made to observe progress in cleanup and maintenance.						Towne Properties Mgmnt			As required
ViI. OLD BUSINESS				e. butler-warren lighting options			towne properties CHRISTY RYAN
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.
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.
Board discussed the floodlights under the trees that really do not seem to offer much in the way of practicality.
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.
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.
Action items						Person responsible			Deadline
Board request that work be done in June/July by Becker Electric as bid.						Town Properties -Mgmnt			ASAP
VIII. NEW BUSINESS				A. FLORAL INSTALLATION AT ENTRANCES			KIRK APPELL
Discussion	See **President’s Report – Item #4
GroundMasters highly recommends the wave petunias because they do better in drought conditions.
Conclusions	Board is very satisfied with GroundMasters and their maintenance of our community.
Action items						Person responsible			Deadline
GroundMasters to be reminded to plant flowers behind new light at Butler-Warren entrance sign						Towne Properties – Mgmnt			Before planting
VIII. NEW BUSINESS				B. RETENTION POND FOUNTAIN			TOWNE PROPERTIES CHRISTY RYAN
Discussion	Fountain pump tripped GFI switch. Pump company charged $42 to flip switch back on.
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.
Action items						Person responsible			Deadline
Board will be responsible to flip switch to turn electric back on						Roger Niehaus			As required
VIII. NEW BUSINESS				C. PAVEMENT REPAIR NEEDED			rOGER nIEHAUS
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.
Conclusions	The Township needs to be notified that the pavement was never replaced in that area of the road.
Action items						Person responsible			Deadline
Request Township to pave Winters Lane cul-de-sac where pavement is missing.						Towne Properties – Mgmnt			ASAP
VIII. NEW BUSINESS				D. TOWNSHIP ORDINANCE VIOLATIONS			TOWNE PROPERTIES CHRISTY RYAN
Discussion	Management brought several violations of recreation vehicles in driveways and in front of properties to the Boards attention.
Conclusions	Township needs to be notified of infractions.
Action items						Person responsible			Deadline
Contact Kevin Fehring, Township Zoning about violators						Towne Properties – Mgmnt			ASAP
IX. EXECUTIVE SESSION				outstanding balances			KIRK APPELL

Observers	None.
Resource persons	None.
Special notes	Kirk will email everyone in July to set date for next meeting.
nEXT MEETING	Date/Time to be announced.
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 30^th. Chestnut Oaks are in their schedule for the week of June 30^th. 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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1. Had first of the year walk-through with John Hackney of GroundMasters last Tuesday May 3, 2005.

2. He will be doing a walk-through with his mowing crew to advise them exactly where and what to mow. I also noted the property line to be followed after the removal of the white picket fence north of the Butler- Warren entrance.

3. Mulching of beds at the Socialville-Foster and Butler- Warren entrances should be completed sometime in the next week.

4. The planting of the wave petunias in these beds will be planted after May 12’, and will be watered accordingly throughout the summer. We are on the
second load of annuals to be planted by GroundMasters. They will allow room for the installation of ground lighting for the B/W entrance signage.

5. All Day Lilies around the stone signage on the B/W entrance will be transplanted to the outside beds on both sides of the road to make room for the wave petunias.

6. The large bush on the backside of the B/W sign will be trimmed back also.

7. A large rut left by a truck at the B/W entrance boulevard will be filled with dirt and seeded.

8. The center transplanted bush (taxis) behind the Socialville-Foster sign was removed and will be replaced at our cost per my request. Cost roughly $45.00. All perennials planted last year by GroundMasters are still under warranty, and John stated that he would be keeping a close eye on all of those planted.

9. We noted that there are currently three dead trees along the Socialville-Foster easement. John gave me the name of a tree removal company (Bartlett Tree per Steve Lake). Along with these dead trees there are still the stumps that have not been removed by the company. John stated that Bartlett Tree could remove the dead trees, their respective stumps and the current stumps left behind by the county. He said to tell Steve that we are a client of John's at GroundMasters and we would receive the contractor's discount. If we so choose to have an outside contractor take care of this.

10. The Retention Pond catch basin is starting to plug up again. John advised me that he’d have GroundMasters clean it out for FREE.

11. He will have GroundMasters cut back the undergrowth/honeysuckle along Socialville-Foster Road about two feet later this summer. This also will be

done for FREE. The honeysuckle has grown back out two to three feet since last years cutting. It is currently impeding the mowing crew from getting in as close as possible. THESE ARE OUR TWO FREEBIES FOR THE YEAR, AND I TOLD HIM HOW MUCH WE APPRECIATED THIS.

12. The Detention Pond area will continue to be mowed every second mowing. THIS ALSO AT NO EXTRA COST TO US. This area is starting to look really nice compared to previous years.

13. The north side easement is looking really good since GroundMasters took over. With the fertilization schedule and continuous mowing of this area it actually looks better then the S/F and B/W easements in regards to physical appearance.

14. Points of Interest that will need to be addressed in the next year:

(a) The Retention Pond catch basin is continually plugging up due to the roots from both weeping willow trees, poorly laid white rip-rock, and debris. This area was improperly constructed and maintained for years.
Solution: Remove both weeping willow trees and seeding those two areas, temporarily removing the white rip-rock, grading this area for proper flowage, reinstalling the rip-rock for a better foundation, and a yearly application of Round-Up where the rip-rock is placed to keep grass and weeds down. John is currently working on a quote for this. This problem area will only continue to get worse each year.

(b) The Detention Pond release tubes are being over grown with honeysuckle from the top of the berm. This in time will also start to plug those tubes with limbs roots, and catch debris. This area was also improperly constructed and maintained for years. The white rip-rock is over grown with grass and weeds.

Solution: Remove all honeysuckle and reseed those areas for future mowing, temporarily remove rip-rock and grade area then reinstall rip-rock. This will also be scheduled for yearly applications of Round-Up. John is also working on a quote for this problem area.

(c) Storm drain along S/F easement west of the entrance is being overgrown with undergrowth/honeysuckle, and is creating a large catch basin for all trash and debris. During a large rainstorm this could create a sizeable backup of water as we saw a few years back.

Solution: Remove all undergrowth/honeysuckle, grade and seed.

(d) All three areas will need to be seriously looked at in regards to a final one-time repair. If not, we will continue to address these problem areas every year during large periods of rain. Then pay to have these areas temporarily cleaned out while hoping that a possible backup of water did not create homeowner damage. Just remember that during a substantial rainfall, and the growth of the surrounding area. The runoff alone could be too great for any storm drain and detention/retention pond.

(e) The best time of year to repair the detention pond area is late in the summer (July/August) when that area is the driest. Retention Pond can be done at the same time. John also stated that he can give us a better price for repairing these areas do to the slow time of the summer for GroundMasters. The best time to repair the storm drain is during the late fall when the undergrowth has dropped all of its leaves. A better price can also be done for this due the slow time of year.

(f) The last area to be addressed is the S/F easement undergrowth. This area will need to be addressed due to the overgrowth and constant problem with trash and debris due to its unsightly appearance no matter how hard we try to maintain it. The county's solution is to cut back this undergrowth once a year with a road mower. That in turn leaves large amounts of cut limbs and debris that we have to pay to be picked up or washed down to the storm drain that plugs up.

Home

Chestnut Oaks Owner’s Association Meeting

Minutes

May 11, 2005

7:00 PM

mason municipal bldg.

Agenda topics

III.

review minutes of january 12, 2005

marianne fleckenstein

iv. See* May Mgmnt Report FOR DETAILS

management report

tOWNE pROPERTIES

christy ryan

v. SEE ATTACHED

PRESIDENT’S REPORT

KIRK APPELL

VI.

FINANCIAL REPORT

TOWNE PROPERTIES

VII. OLD BUSINESS

A. EASEMENT CLEANUP

VOLUNTEER GROUPS

MARIANNE FLECKENSTEIN

VII. OLD BUSINESS

B. PERIMETER FENCING UPDATE

VII. OLD BUSINESS

C. COUNTY STUMP REMOVAL UPDATE

TOWNE PROPERTIES

VII. OLD BUSINESS

TOWNE PROPERTIES

ViI. OLD BUSINESS

e. butler-warren lighting options

towne properties

VIII. NEW BUSINESS

A. FLORAL INSTALLATION

KIRK APPELL

VIII. NEW BUSINESS

B. RETENTION POND FOUNTAIN

TOWNE PROPERTIES

VIII. NEW BUSINESS

C. PAVEMENT REPAIR NEEDED

rOGER nIEHAUS

VIII. NEW BUSINESS

D. TOWNSHIP ORDINANCE

TOWNE PROPERTIES

IX. EXECUTIVE SESSION

outstanding balances

KIRK APPELL

iv. See May Mgmnt Report FOR DETAILS*