Chestnut Oaks Subdivision Home Owner's Association

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

Sept 21, 2005

Chestnut Oaks Owner’s Association Meeting
Minutes				September 21, 2005	7:00 PM			mason municipal bldg.

Meeting called to order		@ 7: 05 PM by President, Kirk Appell
Type of meeting		2005 ANNUAL MEETING OF THE MEMBERSHIP
Facilitator		Kirk Appell
Note taker		Marianne Fleckenstein
Board Members		Kirk Appell, Marianne Fleckenstein, Roger Niehaus, Hildy McNulty and Brian Carroll.
Members Present		Roger Beyer, Matthew Burns, Linda Greiwe, Linda Handley, Carol and Nick Nye 18 Proxies were returned. Notice of this meeting was mailed to each member of record on August 15.
gUESTS		None present
resource person		Christy Ryan, representing Towne Properties Asset Management Company
Agenda topics
V.				review minutes of september 15, 2004				marianne fleckenstein
Discussion	Everyone reviewed the minutes. No changes were suggested.
Conclusions	Brian made a motion to accept the minutes as recorded. Kirk seconded. Motion carried unanimously.
Action items						Person responsible			Deadline
Website Mgr. to label minutes APPROVED						Brian Carroll			ASAP

VI. See attached *report for details				a. board of trustees report				kirk appell
Discussion	Kirk reported on the following projects which are detailed in the attached report: Fence removal along area north of Butler-Warren entrance. $1,275.00
Spring floral display: $958.50; Retention Pond maint. work: $1,658.35; Detention Pond maint. work: $1,091.63; Replacement of Pond Fountain motor: $1251.38; Light Fixture upgrade @ Butler-Warren entrance: $1612.79
The Board approved the following contracts during the last year: Towne Properties 2005-06 $7,725.00; GroundMasters 2005-09 $11,975.00
Conclusions	Management praised the Board for their professionalism and dedication in seeing all projects to a timely and cost efficient conclusion.
Action items						Person responsible			Deadline
None required

vI. SEE ATTACHED REPORT for details*			b. Manager’s report				towne properties chrisine ryan
Discussion	Call-in complaints are about ongoing issues: dumping of trash, grass clippings & limbs in easements, trees along curbs that have dead limbs & need to be trimmed, speeding & loud car stereos, papers piling up in driveways and trash containers sitting by curbs past pickup times.
Management handles the complaints (w/direction from Board as needed) on an individual basis.
Conclusions	The Board thanked Towne Properties for their partnership and guidance in managing the subdivision.
Action items						Person responsible			Deadline
None required


VI. See attached Report for details				c. FINANCIAL REPORT			TOWNE PROPERTIES CHRISTY RYAN &TREASURER, BRIAN CARROLL
Discussion	Management reported the following figures:
Cash in Operation Acct. $14,945.02 Total Operating Expenses YTD $ 27,731.66 Cash in Reserve Acct. $28,158.84 Total Operating Expenses Budgeted $28,645.00
YTD Actual Income: $31,702.07 YTD Budgeted Income: $39,520.00 A/R Owners’ Fees From Previous Year: $8,215.58 Delinquency Amt.: $471.41 (includes HOA Fee & Late Fee)_
Conclusions	Members pay $160.00 per year. Six residents were charged w/late fees. There is one lien in place & one outstanding balance from a new owner.
2006 Fees are due by january 1, 2006 . fees arriving after February 1, 2006 will incur late fees and liens. mail no later than Wednesday January 18, 2006 so there is not a conflict.
Brian reported the following: Remaining budget expenditures: $10,875.00 which is $913.34 under budgeted amount. We currently have $14,945.02 cash in the account which leaves us with a projected balance at year end of $4,983.36.
Action items						Person responsible			Deadline
None required

VII. OLD BUSINESS							kIRK APPELL
Discussion	Kirk reported that all items had been completed or were in the process of being completed and therefore there was no old business to discuss.
Action items						Person responsible			Deadline
None required
VIII. new BUSINESS				a. election of board of trustees			HILDY MCNULTY
Discussion	Nominating committee reported that there were no volunteers to run for the one open Board position.
Members present were encouraged to step up and volunteer. There were no volunteers.
Conclusions	Marianne made a motion to close nominations and leave the position open. Brian seconded. Motion passed unanimously.
Action items						Person responsible			Deadline
Board will seek someone to volunteer to fill the open position						All members			ASAP
ix. open forum				concerns of members present
Discussion	Homeowner expressed concern about condition of lamppost. Cynergy maintains the street lights and can be reached at 421-9500. There is a code on the pole that tells Cynergy which one to repair if a light is burned out. Get the code off of pole before you call Cynergy w/notification of a problem.
Roger & Kirk reported that there is a top of lamp post in the retention pond. Don’t know how it got there but anyone who wants to get wet can remove it for the subdivision.
Homeowner expressed concern about flooding of Greenfield Terrace and the burm between us and them. Warrant County engineers are the only ones who can help our neighbor with their flooding problem.
Homeowner expressed unhappiness w/association continuing to mow area along Butler-Warren where fence was removed. Homeowner felt the residence along that line should be responsible to mow their own grass. Board informed concerned homeowner that if we did not mow it the area could very likely become unsightly and the fence removal would have been for naught. It is a minimal expense for a maximum effect.
Conclusions	All questions and concerns were answered.
Action items						Person responsible			Deadline
Notify Warren County engineers of problem w/Greenfield Terrace						Towne Properties			ASAP

Observers	None.
Resource persons	None.
Special notes	Next Board meeting is set for October 20, 2005 .
nEXT MEETING	Date/Time to be announced.
ADJOURNMENT	@ 7:40 PM Roger made a motion to adjourn. Brian seconded. Motion passed unanimously,

CHESTNUT OAKS OWNERS ASSOCIATION

2005 ANNUAL MEETING YEARLY BRIEF

I. PROJECTS COMPLETED FOR THE YEAR

Section of fence along Butler-Warren Road was removed with the approval/consent of those homeowners. Our entrances, easements and fence are the initial impression of our subdivision. Reserve: $1275.00

Spring Floral Display- We have received a lot of compliments on the installation of wave petunias, by GroundMasters, at both Socialville Foster and Butler Warren Entrance. Operating: $958.50

Retention Pond Work-Cleaned out drainage area at back lake with a mini excavator. Removed all muck, rocks and debris that have built up over the years from constant sediment being washed into the ponds from the roads and the roots from the Willow trees. By removing this stuff it will help increase the amount of water that flows out of the pond during a heavy rainstorm. Installed new riprap in the newly created swale in front of the overflow pipe leaving approximately 6-12" below the overflow pipe as to not leave an area for the Willow roots to grow into the structure and clog it up again. All debris that was generated in the above process was removed and hauled off site and dumped. The 2 Willow trees were flush cut that were on either side of the overflow. Stump killer was sprayed on the trunks to deter any re-growth. Reserve: $1658.35

Detention Pond Work-Completely removed all honeysuckle from around the head walls in the Detention pond. Cleaned out all swales with the mini excavator and installed riprap in the swales in front of the head walls to stop sediment from washing into the head walls and clogging them up. Seeded all areas that were disturbed. Removed all honeysuckle on the discharge side of the release pipe. After honeysuckle was removed, riprap was spread directly above the discharge pipe to reduce the chance of erosion. Seeded all other areas affected. Reserve: $1091.63

Replacement of Pond Fountain Motor- Work completed by Jones Fish Hatcheries. Reserve: $1251.38

Light Fixture Upgrade- The light fixtures were upgraded at the Butler Warren Entrance. Reserve: $1612.79

II. CONTRACTS

Towne Properties (Contract up for renewal for 2007) 2005-2006, Cost $7,725.00 Contract up for renewal for 2007

GroundMasters (Five year extension with no fee increase)

2005-2009, Cost $11,975.00

Note: They will also guarantee all perennials planted by them for life of contract.

III. FINANCIALS

• Yearly Budget as of September 1, 2005 (Christy Ryan)

• $ 160.00 Yearly Fee Payment by Homeowners

• 6 residents with fees associated with late payment

• 1 lien in place

• 1 outstanding balance from new owner

Late Fee and Lien Process

2006 payment must be in the possession of Tovme Properties no later than Wednesday,

February 1, 2006 . Please make sure you have your payment in the mail by Wednesday,

January 18, 2006 so there is not a conflict. If you have not received your fee package by

December 15, 2005 , please contact Christy Ryan at Towne Properties. Phone 513-489-

4059.

After February 1, 2005 , a late fee will be assessed to your account.

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.

Current Lien Charges that homeowner will pay to have the lien removed:

Yearly fee (Association fee)

• Late Fee (Association fee)

• $28.00 to file lien (County fee)

• $28.00 to remove the lien (County fee)

• $160.00 Administrative fee (paperwork involved)

• $50.00 Attorney Letter

• $10.00 (+) Courthouse fast fax info needed for paperwork

Reserve Account (see attached sheet) Current amount is $28,158.84

Yearly contribution is $8,632.67

Categories:

• Pond dredging

• Dam and Spillway (Retention headwalls)

• Entryway landscaping

• Retention basin fence

• Fountain

• Light fixtures around landscaping

• Signage

IV. CONTINUING PROBLEMS (HOMEOWNER CALL-IN COMPLAINTS)

• Dumping of trash, grass clippings and limbs in easements

• Trees that are between sidewalks and streets that have dead limbs need to be trimmed. This will provide for a healthier and fuller tree.

• Speeding and loud car stereos

• Not bringing up papers at end of driveway or bringing up trash containers

Chestnut Oaks Owner’s Association Meeting

Minutes

September 21, 2005

7:00 PM

mason municipal bldg.

Agenda topics

V.

review minutes of september 15, 2004

marianne fleckenstein

VI. See attached

*report for details

a. board of trustees report

kirk appell

vI. SEE ATTACHED REPORT for details*

b. Manager’s report

towne properties

chrisine ryan

VI. *See attached **Report for details*

c. FINANCIAL REPORT

TOWNE PROPERTIES

VII. OLD BUSINESS

kIRK APPELL

VIII. new BUSINESS

a. election of board of trustees

ix. open forum

concerns of members present