Minutes
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August
9, 2006
6:30
PM
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mason Public library
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Meeting called to order
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@ 6:35 PM by President Roger Niehaus
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Type of meeting
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Board of Trustees
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Facilitator
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Roger Niehaus
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Note taker
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Marianne Fleckenstein
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attendees
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Roger Niehaus, Hildy McNulty, Marianne
Fleckenstein, Michelle Sisk
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guests
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Three homeowners in attendance.
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resource person
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Christy Ryan, representing Towne
Properties Asset Management Company
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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.
OPEN FORUM
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CONCERNS/
COMPLAINTS
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ANY HOMEOWNER
PRESENT
AT MEETING
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Discussion
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Homeowners of 8286 Winters Lane
expressed concern over clearing of trees behind their
property that are on easement along Socialville-Foster.
They requested the county to cease cutting
trees that they considered to be viable.
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Conclusion
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County was asked to call TP when
ready to cut trees so TP could oversee that only dead
trees would be cut down.
County failed to do so.
TP has requested County to consult them before
attempting future cuttings.
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Action
items
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Person
responsible
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Deadline
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Board has asked that county be
contacted again to ascertain status of situation.
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TP Management
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ASAP
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AGENDA TOPICS
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review
minutes of May 3, 2006
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marianne
fleckenstein
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Discussion
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Upon
review of minutes it was discovered that number V. Financial
Reports, Conclusions & Action Item really belonged in the
VIII. Executive Session.
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Conclusions
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Roger
made a motion to accept the minutes as amended.
Michelle 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 insert APPROVED minutes on
website
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Marianne
Fleckenstein
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ASAP
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IV. SEE
AUGUST
MGMNT
REPORT
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MANAGEMENT REPORT
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tOWNE PROPERTIES
CHRISTINE
RYAN
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Discussion
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Management
presented 13 item Action List.
Management has received 13 calls from homeowners in
last month and has responded to all of them.
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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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Financial
REPORT
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tOWNE PROPERTIES
CHRISTINE
RYAN
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Discussion
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Management reported the following figures (July 2006 financial report):
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Cash for Operations
$15,718.60 Total Operating Expenses YTD
$26,560.13
Cash in Reserve
$32,550.47
Total Operating Expenses Budgeted $27,704.00
We are currently $1,143.87 to the good.
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Conclusions
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We are on target with the budget.
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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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VI. OLD
BUSINESS
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A. Non-exclusive
revocable license
for landscaping
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towne properties
CHRISTINE RYAN
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Discussion
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Warren County lost our original paperwork
for approval of the Association’s permanent license to clean
and maintain all easement areas on the perimeter of the
development. County
has new Commissioners and therefore all paperwork must now be
resubmitted. Mgmt. has made many calls in attempt to rectify
this problem.
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Conclusions
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Management will continue to pursue issue
of getting license approved.
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Action items
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Person
responsible
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Deadline
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Board request to be kept advised on
progress.
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TP Management
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Next meeting
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VI. OLD
BUSINESS
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B. butler-warren
easement
DRAINAGE/STANDING
WATER
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towne properties
CHRISTINE RYAN
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Discussion
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Mgmnt checked on what governing body is
responsible for the roadside water drainage problem.
Deerfield Township turned it over to West Chester.
WC looked situation over but would not commit to any
time frame to work on problem.
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WC noted that much of the standing water
is really on private property which they cannot do anything
about. Issue is
really in hands of homeowners whose property connects to
Butler-Warren.
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Conclusions
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Board
concluded that all we can do now is send letter to affected
homeowners letting them know what West Chester has said and
what their options are. The
letter should also contain contact information for West
Chester Township.
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Action items
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Person
responsible
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Deadline
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Management will draft letter to homeowners and
email to board for approval.
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Towne Properties - Mgmnt
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ASAP
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VI. old
BUSINESS
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c. cooa
property behind winters lane
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TOWNE PROPERTIES
CHRISTINE RYAN
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Discussion
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Management
sent a letter to homeowner in Greenfield Place who was
identified as the person putting grass cutting and other yard
debris in our easement behind Winters Lane.
We requested they cease or face legal action.
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Conclusions
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There has been no more activity on our
side of the property line.
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Action items
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Person
responsible
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Deadline
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None required at this time.
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VI. old
BUSINESS
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D.
DEAD TREES/LIMBS ALONG SOCIALVILLE-FOSTER
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tOWNE PROPERTIES
CHRISTINE
RYAN
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Discussion
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The original plan to have Groundmasters
take care of the dead trees and limbs has been abandoned in
favor of letting Warren County take care of it at no cost to
the association.
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Conclusions
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Board agrees that it is better to have county tax
dollars pay for it rather than association fees.
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Action items
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Person
responsible
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Deadline
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Management will continue to monitor
Warren Counties execution of work.
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TP
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As needed
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VI. old
BUSINESS
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E.
SPEEDERS IN SUBDIVISION
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ROGER NIEHAUS
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Discussion
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Police were notified of speeding cars in
subdivision by homeowners.
Police caught one speeder in act.
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Conclusions
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Board agrees that if homeowners continue to take
pro-active role in turning over license numbers to police,
speeding will be brought under control.
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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. NEW
BUSINESS
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A.
HOMEOWNERS STORING TRASH
IN
FULL VIEW OF STREET
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tOWNE
PROPERTIES
CHRISTINE
RYAN
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Discussion
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Management has received complaints about
property on Summer View piling trash in front of garage.
Item 8 of the COOA covenant states that trash can only
be stored in sanitary containers.
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Conclusions
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Roger made a motion to have letter sent to
homeowner requesting trash be removed within 7 days.
Marianne seconded.
Motion passed unanimously.
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Action items
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Person
responsible
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Deadline
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Management will draft and send letter to
homeowner citing covenant item #8.
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TP
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ASAP
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VII. NEW
BUSINESS
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B.
RECENT REPAVING OF
FIRST SECTION OF SUBDIVISION
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ROGER NIEHAUS
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Discussion
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The
north cul-de-sac of Winters Lane has been very poorly paved in
the recent repaving of that section of the subdivision.
It is also noted that the temporary road work signs are
still up .
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Deerfield Township is the responsible
governing body.
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Conclusions
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The board has requested management to
look into the matter.
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Action items
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Person
responsible
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Deadline
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Management will request removal of signs
and resurfacing of cul-de-sac.
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Towne Properties – Mgmnt
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ASAP
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VII. NEW
BUSINESS
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c.
concerns over detiorating
properties
in area
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TOWNE PROPERTIES
CHRISTINE RYAN
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Discussion
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Homeowner interested in starting petition
to force Deerfield Township to cleanup properties at
Socialville-Foster and Snider Road.
Great concern that our property values will suffer
because of garbage at that intersection.
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Conclusions
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Marianne made a motion to have a link put
on our website to DT website where there is a form to fill out
so residents can electronically submit complaint on issue.
Michelle seconded.
Motion passed unanimously.
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Action items
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Person
responsible
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Deadline
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Management will request Brian Carroll put
link to Deerfield Township site with explanation about
submitting complaints on ordinance violations.
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Towne Properties – Mgmnt
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ASAP
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VII.
NEW BUSINESS
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D.
ANNUAL SEPTEMBER
MEETING
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ROGER NIEHAUS
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Discussion
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Roger reported no one interested in
running for positions that will be open on board.
Roger will not be present for Sept. meeting.
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Conclusions
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Nominating committee will continue to
encourage homeowners to become involved.
Board has requested management include letter in proxy
vote mailing inviting homeowners to voice comments and
concerns.
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Action items
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Person
responsible
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Deadline
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Mailing to all homeowners about annual September
meeting, date, place & time
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TP
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Mid-August
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Signs to be prepared for entrances to subdivision
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Roger Niehaus
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ASAP
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VIII.
executive session
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A.
OUTSTANDING BALANCES
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TOWNE PROPERTIES
CHRISTINE RYAN
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Discussion
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A house currently held by the bank owes
back dues.
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Conclusions
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Management put lien on property as
directed at last meeting.
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Action items
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Person
responsible
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Deadline
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None needed at this time.
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VIII.
EXECUTIVE SESSION
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B.
DEERFIELD TOWNSHIP
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TOWNE
PROPERTIES
CHRISTINE
RYAN
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Discussion
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Deerfield Township does not respond to
our complaints of ordinance violations or anything else.
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Conclusions
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Management has extreme difficulty dealing
with Kevin Fehring who is an elected official of the Township.
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Action items
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Person
responsible
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Deadline
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None needed at this time.
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