26 Feb 2009
Trabue Woods Home Owners Association, Inc
Board of Trustee & Officer Monthly Meeting
Date: 02/23/2009
Location: Debbie Gordon’s house
Time: 7:20 PM to 9:20 PM
Call to Order and Roll Call
Trabue Woods HOA, Inc. Board of Trustees and Officers met at the regular monthly session. Members in attendance were Debbie Gordon (Trustee and Safety Committee Chair), Pam Johnson (Trustee, Treasurer and shared Secretary), Beth Lintz (Trustee, President, Communication Committee Chair and shared Secretary). Beth is responsible for this month’s meeting minutes to allow Pam more time for the Treasurer and Collection duties.
Previous month’s meeting on 01/22/2009
The monthly meeting minutes will be presented by topic as follows:
I. Business/Financial
Pam sent Beth the amounts of income and expenses since last month’s meeting. Beth has not had time to review or print the information for the meeting. All agreed that Beth will review and include this information to the minutes once approved by all Trustees. (02/25/09: Trustees reviewed and agreed to inclusion of above mentioned data for the meeting minutes.) Beth Lintz, President.
A. Banking
1. Income: $782.62 (7 homes paid delinquent dues)
2. Expenses:
- Spring Fling Food: $148.33
- Office Supplies: $15.93 ink
- Office Max: $397.60 Newsletters & Mailing Seals
- USPS: $180.00 Yearly Standard Bulk Mail Application
- USPS: Postage Stamps $103.21 (x500 forever stamps for 2009 invoice mail out and other mailings)
- USPS: $210.00 for mail out of news letters
- AEP: $54.45 & $32.69 (TW Blvd & Tenagra Way, respectively)
- Loveland and Brosius: $37 for telephone conference regarding collection accounts
3. Current Bank Balance: $ $20,105.80 (as of 01/23/09)
4. We are out of checks. Beth will reorder this week. (02/25/09: Beth reordered checks which should arrive in 11-14 days).
B. 2009 Estimated Budget: Pam provided estimates for costs to run the Association through 2009. The Trustees reviewed the estimates and actual costs from 2007 and 2008 agreeing further research is necessary relative to attorney fees for dues collection and deed violation enforcement, before a more accurate estimate can be made. Finalization of the budget will occur on or before next month’s meeting.
C. Yearly Calendar/Important Dates: Beth drafted a calendar spreadsheet with all the due dates of HOA business i.e., renewal of PO Box, Bulk Mail, Taxes, Landscaping Bid, etc.
D. HOA Property List: Updated (this is a list of all HOA property and who is in possession of items).
E. Annual HOA Meeting: Beth confirmed the availability of Maranatha Church for Tuesday March 31, 2009 from 7:00 PM to 8:30 PM. The church’s generosity is greatly appreciated for providing not only the meeting location at no cost to Association but also beverages and cookies. The Trustees will finalize the agenda, handouts (including ballots to cast vote for Trustees) and the overhead projection presentation at the next Trustee meeting in March. The Association is required to notify entitled members with the announcement of the meeting (10-60 days before the meeting) which was accomplished with no additional cost as it was included in the February edition of TNT the newsletter.
1. Beth will submit draft of voting ballot for Trustee’s approval and print copies for the meeting. Home section maps are ready to go. Provide draft of Agenda to Trustees to discuss, make necessary change and approve. Print copies for the meeting.
2. Pam will provide updated sign in sheets for the meeting. She has been updating the homeowner information from data on the Recorder’s office and through discussions with Beth and a number of homeowners.
F. 2008 Tax Returns: Pam will provide the needed documents for Beth to take to the accountant (Arena Harrison & Rings) for completion of the 2008 corporate taxes by or before March 15, 2009. 02/25/09: tax documents dropped off at CPA office for completion by Beth.
G. USPS Costs:
1. Standard (Bulk) Rate renewed. On February 11 & 12 the Trustees agreed via phone and email to renew the Standard (Bulk) Rate Mailing for $180.00. This amounts to $0.44 per home per year. With the bulk rate we pay $0.26 per mailing instead of $0.42. The mailing address was also updated/changed to the PO Box 469 in Hilliard.
2. Purchase 500 Forever Stamps. On February 11 & 12 the Trustees agreed via phone and email to purchase stamps that will cover the 2009 Dues Bills postage and cover the cost of mailing bills and other correspondence throughout the year. This will save the Association $10.00 for stamps this year (as the cost of a stamp is raising $0.02 in May).
H. Delinquent Dues Update: Pam and Beth have been working with attorneys Loveland and Leidinger to collect on the 20% of homeowners who did not pay their 2007 and/or 2008 dues. Pam, Debbie and Beth have had multiple discussion regarding specific homeowner calls and emails regarding overdue balances. Once each account was thoroughly researched, the homeowner was contacted to discuss their account. We are working with homeowners on a case by case basis to resolve the outstanding dues issues. We continue to assess feasibility of collection from foreclosed properties but generally speaking, many will have to be absorbed as it would cost more in attorney fees than we would likely get out of a foreclosed property. We will continue to work with the attorney to pursue full payment of yearly dues. Those who remain unpaid will have a lien placed on their home.
I. Change Billing Cycle for 2010: Association Due bills will be mailed out in November or December of 2009 for the 2010 Association Dues. Rationale: We will be operating on our fiscal year.
Those unpaid will be sent directly to the attorney for collections. We will not and can not be chasing dues all year long.
J. Cost of Deed Violation Enforcement. We have received multiple complaints from homeowners and residents about deed violations. The vast majority by far are those associated with commercial vehicles including semi trucks being driven through and parked throughout our residential community. These trucks as well as other large commercial vehicles are not only unsightly; they are unsafe and violate the deed restrictions. We have also had multiple complaints about automobiles being parked on the streets for days and sometimes weeks at a time without being moved. Some are parking on the narrow corners of our small streets and do not allow for easy access to driveways and others are blocking mailboxes. We have encouraged everyone to contact the CPD to enforce city codes and the HOA has followed up with CPD as well. We are also receiving complaints about fences that were blown down or damaged in the storms, specifically along I-270. These fences are the homeowner’s responsibility to maintain and repair.
We are currently researching how much time and money it will cost to enforce the restrictions. Working with the attorney, we will establish a policy and procedure for enforcement of deed restrictions. Our number one priority will focus on safety issues. We would encourage all homeowners and residents to read and become familiar with the deed restrictions for their properties. They can be found on the HOA website.
II. Safety, Security & Maintenance:
A. Landscaping (front entrances): The Association must maintain the common areas of the development and this requires volunteer efforts and professional landscaping services.
1. Volunteer Services: Mike Schlegler has agreed to cut the grass and weed-whack the front entrances weekly throughout the heaviest growing season and then as needed. He will be paid $100 to cover the cost of gas. Beth and Nancy have also agreed to pitch-in and mow should Mike be unavailable. Pam and Beth will bring a generator, power washer, weed-whacker and mowers to clean up the entrances on our Earth Day Clean-Up.
2. Professional Services: Landscaping Bids are being accepted through March 17, 2009. Paul Dobner and Beth will be meeting at the front entrances over the next few weeks to discuss his professional recommendations and obtain a written estimate for various services at various times throughout the year. Beth has also made herself available to meet with others who want to place a landscaping bid. All bids will be discussed and voted on by the Trustees with a decision to be made by March 23, 2009.
a. Policy and Procedures were finalized and agreed upon by all three Trustees and includes the following:
● The announcement of the yearly landscaping bids to be posted on the website (and in the Newsletter if possible).
● Opening of bids to begin on or about February 15th of each year and closed on or about March 15th of each year.
● The landscaper must be bonded and insured.
● The landscaper must meet with a member of the Association to discuss proposed services and submit a written estimate of services as discussed.
● The Trustees will choose the most cost effective and quality service from those bids.
● A Trustee will notify the landscaper and secure start and completion dates and follow up to ensure the work is completed as outlined in the estimate.
● Landscaping services should begin as early as possible in order to take advantage of the spring rains and remove or kill weeds before they have a chance to take hold.
● The winning bid, services and costs will be posted on the website by April 1st each year.
● It is suggested that the Association notify each homeowner who adjoins the common area properties in writing of the start and completion dates of the landscaping and the name of the landscaper. Beth has agreed to notify these three homeowners as she did in 2007 and 2008. She will also contact those homeowners to request the usage of water from them to clean the monuments out front. We are willing to provide a small amount of reimbursement to the homeowners if they will not donate the water. We may be looking at replacing one shrub on the west side of the TrabueWoods Blvd entrance. We will also separate and transplant the existing perennial lilies and possibly transplant other donated perennials.
B. Numerous Complaints Received from homeowners and residents throughout the development regarding 1. Parked cars blocking mail boxes, reducing ability of residents to pull into and out of their driveways, especially on the narrower streets and cul-de-sacs. CPD has been ticketing cars for this violation. 2. Semi trucks (tractors) in neighborhood are being seen more frequently. Last week there were three semi tractors reported to the Trustees. Semi trucks parked in the neighborhood violates the deed restrictions (it’s a residential neighborhood. The streets are not made for this type of traffic from a weight perspective and size perspective). The Trustees will be working on contacting these individuals over the next few weeks regarding deed restrictions. 3. Speeding through the neighborhood, especially on the larger, entry roads. We encourage everyone to drive 25 mph. 4. City of Columbus has been notified of several leaning and inoperable street lights throughout the neighborhood. Residents are encouraged to contact the City’s 311 Call Center to report any city code violations or issues with lights, garbage and bulk pick-up, etc.
III. Communication
A. Volume 3 Issue 1 TNT Newsletter mailing was delayed until 02/17/09. The printer was unable to complete until 02/13/09 and labeling completed on 02/15/09, the PO was closed for President’s Day on 02/16/09. Volume 3 Issue 2 is planned for June and Volume 3 Issue 3 is planned for October.
B. Website was updated by Beth Lintz and Nancy Tucci. Nancy put Internet Proxy Ballot for voting on the site. Nancy will obtain assistance with putting the Garage Sale Participation Form on the web by the end of March or first of April. Beth, Pam and Nancy have responded to the Feedback Forms that have been submitted.
IV. Social
A. Logo Contest. Last year the Trustees began discussing possible Logo’s for our development. The rules will be posted on the web by March 9th.
B. Earth Day Neighborhood Clean-Up. Announced in the February edition of TNT and on the website. Beth will contact homeowners who adjoin the common (entrance) areas to ask for access to water to clean the front monuments in March or early April. The Trustees will discuss further details at next month’s meeting and after the Annual HOA Meeting.
C. HOA Sponsored Community Garage Sale. Announced in the February edition of TNT and placed on the website by Nancy Tucci. Nancy will put the participation form on the website by the end of March. We will discuss this in greater detail after the Annual Meeting in March. Pam will estimate how many hot dogs and hamburgers will be needed and notify Tom Kilanski as he has generously donated those items for the Garage Sale Cook Out the Saturday of the sale.
D. Welcome To TrabueWoods Program. Beth designed business cards (at her own expense). She is also working on a brochure. Once completed, these will be placed in the gift boxes, along with the most recent edition of TNT for new homeowners. We have 2 boxes left to deliver. Beth will contact Christa Wike to request her continued support of the program (by purchasing the gift boxes and gifts and assembling them). Pam will contact Christina Chubb to set up a process for delivery of the gifts. We want to confirm the owner’s name and address and renter name if applicable in order to maintain the Association records.
E. Neighborhood Home Stats: (1/23/09)
- Homes for Sale: 9
- Homes for Rent: 27
- Vacant: 4
Next Meeting: in March before Annual Meeting (date and time TBA).
CLOSING /Adjournment
Moved by Beth, second by Pam to adjourn the meeting at 7:20 PM.
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