Minutes

October 18, 2006

6:30 PM

Mason Public library

Meeting called to order

@ 7:18 PM by President Roger Niehaus

Type of meeting

Board of Trustees

Facilitator

Roger Niehaus

Note taker

Michelle Sisk

attendees

Roger Niehaus, Hildy McNulty, Michelle Sisk

guests

No homeowners in attendance.

resource person

Christy Ryan, representing Towne Properties Asset Management Company and her trainee, Jennifer

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.

AGENDA TOPICS

III.

review minutes of May 3, 2006

marianne fleckenstein

Discussion

Upon review of minutes it was discovered that number VI, the word debris was misspelled. Michelle agreed to correct this.

Conclusions

Roger made a motion to accept the minutes as amended.  Michelle seconded.  Motion carried unanimously.

Action items

Person responsible

Deadline

Inform Christy Ryan (Website Mgr.) to insert APPROVED minutes on website

Michelle Sisk

ASAP

IV. SEE  october

 MGMNT REPORT

MANAGEMENT REPORT

tOWNE PROPERTIES

CHRISTINE  RYAN

Discussion

Management presented 14 item Action List to Board.

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

tOWNE PROPERTIES

CHRISTINE  RYAN

Discussion

Management  reported the following figures (Sept. 2006 financial report):

     Cash for Operations  $10558.66      Total Operating Expenses YTD $31,893.47                

     Cash in Reserve    $32,810.97       Total Operating Expenses Budgeted $33,701.00  We are currently $1,192.47 to the good.

Conclusions

We are on target with the budget.

Action items

Person responsible

Deadline

None required

VI. OLD BUSINESS

A.  Non-exclusive revocable license

for landscaping

towne properties

                               CHRISTINE RYAN

Discussion

Warren County lost our original paperwork for approval of the Association’s permanent license to clean and maintain Socialville Foster easement areas on the perimeter of the development.  Since County has new Commissioners and lost all paperwork, it had to be resubmitted.  New paperwork was brought to meeting. Roger signed and Management will mail.

Conclusions

Management will continue to pursue issue of getting license paperwork processed.

Action items

Person responsible

Deadline

Board request to be kept advised on progress.

TP Management

Next meeting

VI. OLD BUSINESS

B.  butler-warren easement

                            DRAINAGE/STANDING WATER

towne properties

                               CHRISTINE RYAN

Discussion

Management emailed M. Fitzgerald who told her that the work was on the schedule to be completed during the winter months end of 2006 or beginning of 2007.

Conclusions

Board cannot take any further action until West Chester begins work on this.

Action items

Person responsible

Deadline

VI. old BUSINESS

c.  cooa property behind winters lane

TOWNE PROPERTIES

CHRISTINE RYAN

Discussion

Roger suggested Board complete a walk through of this area before taking any further actions on this issue. Michelle seconded.

Conclusions

Complete a walkthrough.

Action items

Person responsible

Deadline

Board will do walkthrough before taking further action

Board members

Early spring

VII. new BUSINESS

A.  ELECTION OF OFFICERS

rOGER nIEHAUS

Discussion

No homeowners have come forward to serve on the board. The present members of the board discussed the roles of each officer and realigned the positions. We are now operating with a minimal board, consisting of three members. Roger has been talking to his wife about possibly joining board. Management will check to see if having spouses on board is legal and will report back.

Conclusions

Roger Niehaus will remain as President, Michelle Sisk will become Vice-President and Hildy McNulty will take on the roles of secretary and treasurer. Management will research legality of spouses on same board.

Action items

Person responsible

Deadline

Management will research legality of spouses on same board.

TP

ASAP

VII. new BUSINESS

B.  2007 BUDGET

ROGER NIEHAUS

Discussion

Budget was reviewed by Board members.

Conclusions

Roger made motion to accept budget. Hildy seconded. Motion passed unanimously.2007 budget accepted.

Action items

Person responsible

Deadline

VII. NEW BUSINESS

C.  BID TO REMOVE WILLOW TREE AT POND

   tOWNE PROPERTIES

CHRISTINE  RYAN

Discussion

Cost of this is $640.00 plus tax. This removal was not in budget. Board discussed using landscaping budget and letting this be slightly over budget.

Conclusions

Hildy made a motion to have this tree removed.  Roger seconded.  Motion passed unanimously.

Action items

Person responsible

Deadline

Management will contact Groundmasters to remove tree.

TP

ASAP

VII. NEW BUSINESS

D.  PHASE 2 OF SOCIALVILLE FOSTER EASEMENT CLEANUP

ROGER NIEHAUS

Discussion

Roger presented information that this will proceed during the winter months at the end of 2006 or the beginning of 2007. 

Conclusions

GroundMasters to Complete, as Board has approved contracted work to be completed.

Action items

Person responsible

Deadline

VII. NEW BUSINESS

E.  FALL WALKTHR0UGH WITH GROUNDMASTERS

ROGER NIEHAUS/HILDY MCNULTY/GROUNDMASTER

Discussion

Roger, Hildy and Kirk Appel will do walkthrough on morning of October 31. Christy will schedule this.

Conclusions

Walkthrough will take place on October 31.

Action items

Person responsible

Deadline

Management will set up walkthrough

Towne Properties – Mgmnt

ASAP

VIII. executive session

A.  OUTSTANDING BALANCES

TOWNE PROPERTIES

CHRISTINE  RYAN

Discussion

All followed up on.

Conclusions

Management will continue to update board on any changes with balances.

Action items

Person responsible

Deadline

None needed at this time.

VIII.  EXECUTIVE SESSION

B.  VIOLATION/COMPLAINT ISSUES

ROGER NIEHAUS

Discussion

Roger brought up the placing of political signs on common property.  All political signs placed on common property will be removed. Signs placed on homeowners will remain in yards, provided they are within the size of covenant restraints.

Conclusions

Roger made a motion to remove any signs placed on common property and to allow those on homeowners to remain. Hildy seconded. Motion passed unanimously.

Action items

Person responsible

Deadline

None needed at this time.

Observers

None.

Resource persons

None.

Special notes

Management will inform board when they have reserved a meeting place for next meeting, which will be during first quarter of 2007

nEXT MEETING

First quarter 2007

ADJOURNMENT

@ 8:00 PM Roger made a motion to adjourn. Hildy seconded.  Motion passed unanimously,