Chestnut Oaks
Owner’s Association Meeting
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Minutes
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October
20, 2005
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7:00 PM
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Towne
PRoperties AMC
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Meeting called to order
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@ 7:07 PM by President, Kirk Appell
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Type of meeting
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Board of Trustees
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Facilitator
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Kirk Appell
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Note taker
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Christine Ryan, Property Manager
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attendees
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Kirk Appell, Roger Niehaus, Hildy
McNulty. Marianne
Fleckenstein was absent with notice.
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guests
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No guests were in attendance.
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resource person
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Christy Ryan, representing Towne
Properties Asset Management Company
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Agenda topics
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review
minutes of MAy 11, 2005
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Kirk
Appell
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Discussion
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Everyone
reviewed the minutes. No
changes were suggested.
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Conclusions
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Hildy
made a motion to accept the minutes as recorded.
Roger seconded. Motion
carried unanimously.
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Action
items
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Person
responsible
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Deadline
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Inform
Brian Carroll (Website Mgr.) to label minutes APPROVED
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TP
Management
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ASAP
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iv.
See*
October Mgmnt Report FOR DETAILS
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management
report
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tOWNE pROPERTIES
christINE ryan
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Discussion
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Management stated that they are waiting
on the Board of Commissioners approval of the Non-Exclusive
Revocable License for Landscaping on Socialville-Foster Road.
The Board of Commissions are making a couple of minor
changes and mailing back for Board signage.
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No further discussion was held in response to the
Management report.
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Conclusions
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TP has responded to all issues in a
timely and thorough manner.
The Board thanks TP Management.
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Action items
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Person
responsible
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Deadline
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Management to keep Board informed of
developments/issues as needed.
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TP Management
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N/A
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V.
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PRESIDENT’S
REPORT
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KIRK APPELL
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Discussion
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Kirk reported that he performed community
inspection with John Hackney with GroundMasters.
Kirk stated that the retention pond and the detention
pond look great. It
was noted that GroundMasters would trim back the Willow Trees
around the retention pond for $0.00 extra cost.
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Kirk reported that GroundMasters would be
replacing one (1) Maiden Grass and seven (7) crimson
burberry’s at the Socialville Foster Entrance as they were
under warranty. It
appears that the maiden grass was dug up and taken away along
with three (3) of the burberry bushes.
Four (4) of the burberry’s did not survive. All items will be replaced in the spring of 2006.
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Kirk reported that GroundMasters will be
responsible for removing all signage located in the County
Easement.
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Conclusions
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Kirk is in good communication with
GroundMasters.
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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
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Person
responsible
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Deadline
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GroundMasters will complete the above
items as stated above.
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John Hackney, GroundMasters
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Timeline stated above
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VI.
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FINANCIAL REPORT
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TOWNE PROPERTIES
CHRISTINE RYAN
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Discussion
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Management reported the following
figures:
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Cash
in Operation $11,869.03 Total Operating Expenses YTD
$30,830.57
Cash in Reserve
$26,983.73
Total Operating Expenses Budgeted $32,384.00
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Delinquent
Fees still outstanding $461.41 w/1 house liened.
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Conclusions
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Association has net operating flow of
$881.50
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Action items
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Person responsible
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Deadline
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None required
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VII. OLD
BUSINESS
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A.
Socialville Foster Easement cleanup
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Kirk Appell
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Discussion
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Kirk reported that John Hackney stated
that the best thing to do would be to do this years $1000.00
worth of work and next years $1000.00 worth of work at the
same time. GroundMasters
would do the cleanup in December of 2005 and bill the
Association in January 2006. All undergrowth/brush/dead trees
will be removed in the cleanup and tree rings will be mulched
around. It
was noted that the brush growth is killing the trees.
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Kirk reported that the homeowner of lot
#53 would have to be contacted prior to work, as there is a
dead tree that is leaning over the fence into their yard.
GroundMasters would need to go into their yard to
remove the debris. GroundMasters
guarantees that the mess will be completely removed and the
fence undamaged. Otherwise the tree is going to fall over and damage the
fence.
Kirk reported that there is a pole in the
easement at the corner of Butler Warren and Socialville Foster
buried in the honeysuckle that needs to be removed.
The pole is labeled 6E.
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Conclusions
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Board voted in favor of having above work
performed, after review of the 2005 forecast budget and 2006
draft budget. The
motion was made by Hildy and was seconded by Roger.
Motion carried with all in favor.
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Action items
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Person responsible
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Deadline
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Management to draft letters to residents
affected by the easement cleanup upon notification from John
Hackney of proposed date.
Management is to look into removal of
pole by contacting company that installed.
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Christine Ryan
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Prior to easement cleanup
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VIII.
NEW BUSINESS
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A.
2006 BUDGET
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Christine Ryan
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Discussion
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Management presented the 2006 Draft
Budget for Board Review.
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The Board reviewed the 2006 draft budget
at length. The
Board also reviewed the 2005 Forecast Budget.
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Conclusions
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A motion was made by Roger and was
seconded by Kirk Appell to approve the 2006 budget for the
amount of $39,520.00, which reflects no increase in Assessment
fees for 2006. Roger
signed the Pond fountain contract with Jones Fish Hatcheries
with Board approval.
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Action items
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Person
responsible
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Deadline
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Kirk is to finalize budget cover letter.
Management is to prepare budget mailing.
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Kirk and Towne Properties – Mgmnt
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ASAP
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VIII.
NEW BUSINESS
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B.
Greenfield Place Storm Drain
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CHRISTINE RYAN & KIRK APPELL
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Discussion
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Kirk Appell noted that that John Hackney
cleaned out the Greenfield Place Storm Drain, as GroundMasters
is their grounds contractor. John Hackney recommended to
Greenfield Place that they look into permanent solution to
keep storm drain clear.
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Conclusions
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Both sides of storm drain area clear of
debris.
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Action items
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Person
responsible
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Deadline
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None
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VIII.
NEW BUSINESS
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C.
ELECTION SIGNAGE
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KIRK APPELL
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Discussion
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Kirk stated that GroundMasters is
responsible for removing any signage in the County Easement.
The Board discussed the signage within the community.
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Conclusions
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The Board requested that Management draft
a signage resolution for the Board to review at the next Board
Meeting, regarding non-enforcement of temporary signage.
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Action items
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Person
responsible
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Deadline
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Draft signage resolution
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Towne Properties – Mgmnt
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Prior to next Board Meeting.
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VIII.
NEW BUSINESS
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D.
ELECTION OF OFFICERS
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CHRISTINE RYAN
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Discussion
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The Board discussed interest in
positions.
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Conclusions
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A motion was made by Kirk and was
seconded by Hildy to elect the following officers:
President-Roger
Vice President-Hildy
Treasurer-Kirk
Secretary-Marianne
Member at large-Open Position
Motion carried with all in favor.
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Action items
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Person
responsible
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Deadline
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Look for candidate for open Board position
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Board
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None
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IX.
EXECUTIVE SESSION
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outstanding
balances
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Christine RyaN
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