Chestnut Oaks Owner’s Association Meeting

Minutes

February 1, 2006

6:30 PM

Mason Public library

Meeting called to order

@ 6:37 PM by President Roger Niehaus

Type of meeting

Board of Trustees

Facilitator

Roger Niehaus

Note taker

Marianne Fleckenstein

attendees

Kirk Appell, Marianne Fleckenstein, Roger Niehaus, & Hildy McNulty

guests

2 Homeowners were in attendance.

resource person

Christy Ryan, representing Towne Properties Asset Management Company

Agenda topics

III.

review minutes of October 20, 2005

marianne fleckenstein

Discussion

Everyone reviewed the minutes.  No changes were suggested.

Conclusions

Marianne 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

TO MAINTAIN ORDER & BREVITY OF MEETING, HOMEOWNERS & GUESTS ARE WELCOME TO OBSERVE BUT WILL NOT BE PERMITTED TO PARTICIPATE IN DISCUSSIONS AFTER OPEN FORUM & WILL BE DISMISSED BEFORE EXECUTIVE SESSION BEGINS.

OPEN FORUM

CONCERNS/ COMPLAINTS

ANY HOMEOWNER

 PRESENT AT MEETING

Discussion

Homeowner voiced concern over a missing cover on a pipe in middle of sidewalk in front of residence at 6767 Spring Arbor.

Conclusions

Kirk believes it is a Water Department cover.

Action items

Person responsible

Deadline

Missing cover will be reported  to Water Department

TP Management

ASAP

IV. SEE  ATTACHED  FEBRUARY MGMNT REPORT FOR DETAILS                                                      MANAGEMENT REPORT

TOWNE PROPERTIES

CHRISTINE  RYAN

Discussion

Management presented 11 item Action List.

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.

Financial REPORT

KIRK APPELL

Discussion

Kirk reported the following figures:

                        Cash in Operation  $12,725.52      Total Operating Expenses YTD $38,349.49                

                        Cash in Reserve    $24,461.32       Total Operating Expenses Budgeted $39,520.00

$1,000.00 of the $1,737.99 anticipated variance was committed in the 2005 Budget to pay for the first phase of the Socialville-Foster easement cleanup between Summer View and Butler-Warren.

Conclusions

No money in budget at this time to finish Socialville-Foster easement cleanup before Spring of 2007.

Action items

Person responsible

Deadline

None required.

 VI. old business

A.       Socialville-foster clean-up status

ROGER NIEHAUS

Discussion

The budgeted work under the 2005 part of the contract with GroundMasters has been completed.  Area looks greatly improved and more appealing to the eye. The next phase of the contract will not be done until the Spring of 2007.

GroundMasters informed Kirk that the next and last phase could cost approximately $2000.00 because of the huge stumps that need to be removed.  Board will keep that in mind when planning the 2007 budget.   

Roger informed the board that GroundMasters is willing to seed the areas around the trees and where the honeysuckle was removed, for $450.                   

Conclusions

Kirk made a motion to have GroundMasters seed the Socialville-Foster easement for the $450, which would come out of the variance in 2005 budget.  Hildy seconded. Motion carried unanimously.

Action items

Person responsible

Deadline

Inform GroundMasters to do the seeding as described above.

TP Management

ASAP

 VI. OLD BUSINESS

B.  Non-exclusive revocable    license for landscaping

towne properties                               CHRISTINE RYAN

Discussion

All paperwork has been turned over to Warren County Commissioners for approval of the Association’s

permanent license to clean and maintain all easement areas on the perimeter of the development. 

Conclusions

Permanent permit will replace the temporary one we currently hold.  Permit does not allow us to plant any trees.

Action items

Person responsible

Deadline

Board request to be kept advised on progress of this matter

TP Management

NA

 VI. OLD BUSINESS

 C.  Signage Resolution

towne properties CHRISTINE RYAN

Discussion

 Management drafted the following signage resolution for non-enforcement of temporary signage in homeowner’s yards.

The Board will only enforce permanent signage located upon unit owners lots within the Association.  A permanent sign is any sign that would remain on the property, in excess of 30 days, except one professional sign of not more than five (5) square feet, advertising the property for sale.  Property identification signs are permitted to remain on the lot. 

Conclusions

  Roger made a motion to accept the drafted verbiage.  Kirk seconded.  Motion carried unanimously.

Action items

Person responsible

Deadline

Towne Properties - Mgmnt

ASAP

 VII. NEW BUSINESS

  A.  Pond Signage

  ROGER NIEHAUS

Discussion

Roger noted that the signs around the pond are looking very weathered and worn.

Conclusions

Board concluded that new signage is necessary.  There is $3000.00 in reserve for signage.

Action items

Person responsible

Deadline

Management to research cost to replace existing signs.

Towne Properties - Mgmnt

Next Meeting

 VII. NEW BUSINESS

  B.  RECENT THEFTS IN AREA

  KIRK  APPELL

Discussion

Kirk informed board that there have been several professional-type car break-ins in neighboring areas.  One person in Greenfield Place has asked our neighborhood to be on lookout for mini VHS tapes stolen from her car. 

They are priceless videos of her child from birth to present.

Conclusions

Board feels it is in best interest of our neighborhood to put notice on association website that thieves are in the area.

Action items

Person responsible

Deadline

Notify Brian Carroll (Web site Mgr.) to put notice up warning neighborhood of danger.

Towne Properties Mgmnt

ASAP

VII. NEW BUSINESS

  C.  COMPLAINT - ABANDONED BASKETBALL HOOP IN FRONT OF RESIDENCE

towne properties CHRISTY RYAN

Discussion

Complaint was received about an abandoned basketball hoop in front of a home.  Management wrote letter notifying homeowner that the BB hoop must be removed.

Homeowner has been trying to get rid of item but no one will take it.  Management gave homeowner name of person who might cut it up

for a price, to make it easier to dispose of.

Conclusions

Board understands that the hoop was inherited with the house and is therefore working with homeowner to find a resolution to the problem.

Suggestions were made to call 1-800-GOT-JUNK, or put a FREE sign on it, or post it on freecycle.org.

Action items

Person responsible

Deadline

Management will notify homeowner of the above options.

Town Properties -Mgmnt

ASAP

  VII. NEW BUSINESS

 D.  COMPLAINT – CARS BLOCKING SIDEWALK

towne propertiesCHRISTY RYAN

Discussion

Homeowner complained about cars blocking sidewalks thereby forcing people to walk in the road.  Management talked to Ronnie Caldwell at Township about problem.  He stated that it is not against any zoning ordinance.

Board is aware that some cars do not fit some driveways and that sometimes special circumstances prevail.

Conclusions

Board does not have power to force anyone not to block sidewalks.  Township suggested that complainant call Sheriff.

Action items

Person responsible

Deadline

Management will notify complainant to call Sheriff and see what they might do.

Towne Properties – Mgmnt

ASAP

 VII. NEW BUSINESS

  E.  FENCE AROUND POND

  ROGER NIEHAUS

Discussion

The fence around the pond is looking rather worn and weathered.  Roger suggests that we consider doing some power washing and/or staining next year.  Kirk also mentioned that the gate will need to be replaced soon.

Conclusions

Marianne suggested that Management check into PVC fence around the horse farm that is now owned by Long Cove.

They have been removing all the fences and piece milling the houses apart.

Action items

Person responsible

Deadline

Management to check with Long Cove owners to see if fence is available for sale.

Towne Properties – Mgmnt.

ASAP

VII.  NEW BUSINESS

  F.        BOARD APPOINTMENT TO FILL OPEN POSITION 

HILDY MCNULTY

Discussion

Because of a lack of interest a Member-At-Large position on board has been vacant since last September.

Hildy talked with Michelle Sisk and Michelle agreed to fill the position if board approved.

Conclusions

Hildy made a motion to appoint Michelle Sisk as the Member-At-Large with term expiring in 2008.  Kirk seconded.  Motion carried unanimously.

Action items

Person responsible

Deadline

Notify Brian to add Michele’s name to roster on website as Member-At-Large

Towne Properties – Mgmnt

ASAP

VIII. Executive Session

  A.  OUTSTANDING BALANCES

 TOWNE PROPERTIES

CHRISTINE  RYAN

Discussion

Management informed board of fee delinquencies and of upcoming Sheriff sales on several properties in the association.

Conclusions

Board agreed that putting liens on properties that were being foreclosed on is a waste of money.  We will have to find another avenue to collect back dues from homeowners who are going under. 

Action items

Person responsible

Deadline

Continue to collect back dues from delinquent homeowners as efficiently as possible.

Towne Properties – Mgmnt

ASAP

Observers

None.

Resource persons

None.

Special notes

Management will inform board when they have reserved a meeting place for next meeting.

NEXT MEETING

May 3, 2006 at 6:30 PM

ADJOURNMENT

@ 7:23 PM Roger made a motion to adjourn. Marianne seconded.  Motion passed unanimously,