Board Members in attendance:  Beth Lintz, Pam Johnson, Debbie Gordon.

Officers in attendance: Mike Schlegler (VP) as well as the Board Members who also serve as Officers. 

Other: Nancy Tucci (Web Administrator) and Laura Neidig, Director of Management Services, Towne Properties.

 

 

Discussion: The last two years have provided the opportunity for the B &O to thoroughly assess the needs of our community and develop plans to meet those needs. As Board members, it is our responsibility to manage the Association on behalf of all 378 homeowners to ensure the integrity of our neighborhood. The first order of business was to ensure the fiscal soundness of the Association. We were able to reduce the Association’s debt substantially by eliminating and/or altering various services but the time commitment required to perform the business tasks have been considerable and ongoing. The dues collection process specifically has consumed the vast majority of our time and unfortunately, did not allow time for other equally important and rewarding programs. We simply do not have the volunteer base required to ‘do-it-all’. Hiring a property management company has been a frequently discussed and debated topic over the years, including the past couple of years of this administration.

 

It was the consensus of the B&O that the goals of the Association would never be realized without a professional management company to conduct the business affairs of the Association in conjunction with the B&O. Consequently, after the last B & O meeting on 06/08/09, Beth researched property management companies by reviewing data previously researched and reported by past Board Member, Elizabeth Ehret in 2007, internet research, contact via email, US Mail and telephone with property management companies; obtained references for Towne Properties from three homeowners in a different Association. Laura Neidig, Director of Management Services for Towne Properties provided a ‘Management Proposal’ for the B & O to review prior to the meeting, which was scheduled in conjunction with our regular B&O meeting. 

 

The meeting began with an introduction of meeting attendees as noted above and a brief but though history of the Association was presented to Ms. Neidig by the B & O. Ms. Neidig’s presentation outlined the benefits of utilizing the management services of Towne Properties. All questions were answered. The attendees thanked Ms. Neidig for her time and informed her we would discuss the benefits of her company’s services and contact her with questions before making a decision.  

 

 

 

The B&O discussed Towne Properties Management Proposal as presented by Ms. Neidig. She stated the first goal of Towne Properties is to physically and financially manage the Association to ensure each home will achieve an increase in value. Their second goal is to provide outstanding service to each homeowner, board member and resident within the community. These too are the goals of the Board and Officers as we work on behalf of all homeowners and residents of the 378 homes in the development. We feel that the right property management company will help us fully realize these goals.

 

Town Properties’ business plan includes maintaining and improving the Associations physical property and its curb appeal, providing assistance in the ongoing development and enforcement of policies, rules and regulations and manage the financial aspect of the Association. Below you will find an overview of the services Towne Properties would provide to the TrabueWoods Subdivision HOA.       

Columbus District Office

777A Dearborn Park Lane

Worthington Ohio 43085

Website: www. towneprop.com

 

Management Cost: $2.75/month/home ($33/year/home; $1,039.50/month or $12,474/year). 

Length of Contract: 1 year contract from 09/01/2009 to 09/01/2010

Management Services: Towne Properties will mail out a Letter of Introduction to all homeowners on or around September 1^st detailing their management services and providing contact information. Towne Properties will manage both the day-to-day aspect of running the Association as well as the long-term aspect. Below you will find an overview of the management services homeowners will receive.

 

Dues Collections: Towne Properties will maintain accurate data on the homeowners in the subdivision via research on the Auditor’s website. They will mail yearly dues invoices/coupons to all homeowners one time per year (in November). The fees will be due the following January to match the Association’s fiscal year of January to December). Accompanying the invoice will be other documents including the current years accounting and budget for the next fiscal year. Towne Properties will also work with Attorney Loveland’s office to aggressively pursue past dues collections. All legal fees, copies and postage will be an additional cost to the Association and are not included in the management fees. 

 

Banking: Towne Properties usually utilizes Commerce National Bank although they are willing to use any bank the Association requests. They would open a separate TrabueWoods account (no commingling of funds with the management company or other associations). All dues must be sent to the bank’s lock box as will be detailed in the invoicing. The Association will no longer require a PO Box or a bank account which will save approximately $100/year (more with the increase in insufficient funds). Items such as returned cash or check item costs would be paid out of Association funds and later recovered from the homeowner responsible for the /bounced check.

 

Monthly financial statements:  Towne Properties will provide the Association with monthly financial statements that will including all income, debts, and bank balance. This will be posted on the HOA website by the Web Administrator, Nancy Tucci.

 

Newsletters: Town Properties will also provide regular newsletters to the homeowners but again, printing and postage are additional charges. The frequency will be determined at a later date.

 

Deed Restriction Violations: Towne Properties will address the complaints and concerns of the homeowners and residents. They will work with the B&O to draft policies and procedures and set fines for various deed restrictions. Towne Properties will follow up to ensure the violations are addressed. If violations are not corrected, fines will be levied. Please note that the B&O receives several complaints each week from homeowners and residents regarding deed violations. Enforcement of deed restrictions will be performed by Towne Properties.    

 

Debts specific to running our Association are not covered in the management fees. These include water, front entrances landscaping and maintenance costs, postal goods and services, insurance, website cost, accounting services for tax preparation and auditing services as deemed necessary by the Association. The management fees also do not cover legal fees which the B & O have consistently reported will be significant to secure all outstanding and current dues fees and pursue deed restriction enforcement. Again, the goal is to recover these costs from those specific homeowners who are delinquent on payments.

 

Special Assessments will, in all reality, be needed and required in the future to cover the costs of running the Association. The B & O will work with Towne Properties in assessing actual and anticipated income and expenditures and prepare a 2010 budget. Once those figures are known, we will have a better idea of the actual cost of any special assessments that will be needed. It is important to point out the following:

 

     $20,595.00: 2009 Estimated Budget. The 2010 budget will be completed before the end of 2009.   

 + $12,474.00: Towne Properties management fees

 

2009 Association Dues: $58.43/home would bring in $22,086.87 per year (if everyone paid). This will not cover the estimated yearly costs associated with running the Association).

 

2010 Association Dues: $61.35/home would bring in $23,190.00 per year (if everyone paid). This would not cover the estimated yearly cost of running the association).

 

83% (313) of homeowners have paid their dues through 2009. 

17% (64) of homeowners have not paid either their 2009 and/or 2008 and/or 2009 dues.   

 

Collection of dues requires a substantial time commitment to research and maintain accurate records of the home and their owners (research of the Auditor and Recorder websites), accounting of the dues paid and when they are not paid timely, accounting of annum and collection costs is required. Then the actual collections process begins. This requires that 378 bills be completed and mailed out. Once the dues are paid, the checks and invoices are scanned and saved on a scan disc. Records are continually updated and maintained. The bank account must be accurately maintained and balanced with reporting to the Association members on the website and/or in other forms such as the website or newsletter. The financial/business requirements to efficiently manage the Association require a property management company. By turning over the management of the Association to Towne Properties, the B&O will have time to work with residents to develop a strong and effective Block Watch Program as well as other programs.

 

Two representatives from Towne Properties will assess the neighborhood’s current status by looking at the common areas (front entrances) and each home in the development to ensure compliance with deed restrictions and bylaws. New homeowners will be charged a one time fee of $175 at closing. The new owners will receive a Welcome Packet that will include the goals of the HOA and Towne Properties Management Company, contact information, Bylaws and Deed Restriction information and a financial accounting of the Association.   The B&O initiated the Welcome To TrabueWoods Program but again the time commitment required to maintain records did not allow for the face-to-face contact we feel is necessary to achieve our common goals. 

 

Beth will complete the last edition of TNT in the next couple of weeks, hopefully before Towne Properties send out their letter to introduction. We will also place an announcement on the website.  

 

Beth will notify Towne Properties of the Board’s decision to hire their company to manage the Association, will obtain the written contract and share with the other Board members/Officers to discuss and question. Towne Properties required a primary and secondary contact name. Beth Lintz is the primary and Pam Johnson is the secondary.

 

Statutory Agent: can be changed to Towne Properties or remain with Attorney William Loveland, whom Towne Properties also works with. The Board and Officers do not feel that a change of statutory agent is required and do not want to incur the additional cost.

 

End Report of Towne Properties proposed services

 

Following discussion, the B&O unanimously agreed to hire Towne Properties to manage TrabueWoods Subdivision Home Owner Association, Inc. 

 

Beth will contact Ms. Neidig and obtain a written contract to be reviewed by the B&O.   All questions will be answered to the satisfaction of the Board before Beth signs the contract. Once the contract is signed, Pam will provide all data requested and required by Towne Properties to conduct business on behalf of the Association. 

 

□  AEP 6/8/09: TW side $35.94, Tenagra side $29.32

□ AEP 6/25/09: TW side $39.28, Tenagra side $29.97

□  Bank Charges $15.50 (returned cash item)

□ Paul Dobner Landscaping $850.00 weed control, fertilizing, trimming bushes

□ HOA Insurance $1,237

□ Social: Garage Sale & Grill Out: 367.77 (We made 238.00 resulting in a loss of 129.77).

□ Website: $215.76 (reimbursed to Beth)

□ $4294.23 Dues paid plus added check back for Franklin County Clerk of Courts

Current Bank Balance (pj) as of 08/03/2009: $ 29,213.44

83% of homeowners (313) have paid their dues through 2009. This leaves 17% of homeowners (65) have not paid including 37 homeowners who owe for 2007 and/or 2008 and 2009. 

It was the intent of the Board to pursue outstanding dues collection through the small claims court. This would have required an unrealistic time commitment by the volunteer Board members to attend court. Towne Properties will work with Attorney Loveland’s office to secure all outstanding yearly fees, interest and collection costs in the near future.   

As of 08/03/09 there are 13 homes for sale and one rental advertised and 8 vacant homes. 

 

The Association can only report what we know as reported by the residents of the neighborhood. Since the last B&O Meeting on 06/08/09 we have had the following reports:

- Attempted Breaking & Entering Tenagra Way June 28^th. Police were called. Assailant was not apprehended.

- Dog Attack was reported at the end of July on Sandrell Drive (dog bit another dog and a child) and the owner is reportedly gong to court.

- Overgrowth of the culverts/drainage ditches at 1570 TrabueWoods Blvd (development entrance) was reported to the Association who, in turn, reported it to the City of Columbus.  Because the growth was obstructing the view of Trabue Road traffic and felt to be a safety issue, Mike Schlegler cleared a line of sight and has hauled away most of the debris. Please take a moment to thank Mike for clearing away the overgrowth (that was filled with poison ivy and oak)!  By the way, the city did not feel the issue warranted action so once again, thanks to Mike accidents may have been avoided.

- Rental Scam on Craigs: in early July the Association was notified that homes were being advertised on Craig’s List as being for rent. Pam jumped into action and with a little research and discussions with neighborhood residents, the ‘Rental Scam’ was identified.

-Interest In BlockWatch: we have had several residents interested in formalizing a block watch for their immediate area, specifically in the Nickerson - Canaday area. By hiring Towne Properties to manage the Association, the B&O will have time available to participate in this effort.  

 

Please log on to www.columbuspolice.org to obtain current statistics for our area. TrabueWoods is located in Zone 3, District 15.

Website: Feedback Forms, emails and phone calls utilized for contact between the Association and the homeowners and residents. A variety of topics were addressed including Deed Restrictions and City Codes (decks, fencing, vacant and unkempt lots, abandon vehicles, commercial and recreational vehicles parked throughout the development, street light outages, trash and one dead animal report as well as the ever-present complaints about dog poop and unleashed animals).  

 

Please see our website, www.trabuewoods.builderspot.com for Deed Restrictions and Bylaws for the TrabueWoods Subdivision. You may also access the Official Website for the City of Columbus at www.cityofcolumbus.org for a list of valuable city services and information. We encourage each homeowner and resident to familiarize yourself with these sites.

      

TNT (bl): last edition Feb. 11,09. Next edition which was planned for July 2009 has been delayed but will be completed in August. The Board and Officers will announce that Towne Properties has been hired to manage the Association.

 

Welcome to TrabueWoods Program: we have provided new homeowners with a copy of the February edition of TNT, to introduce them to our development along with a small gift. Towne Properties will be responsible for contacting and notifying new homeowners of the HOA. The B&O would like to continue it’s contact with our new residents as well.

Garage Sale: Since the last B&O Meeting 06/08/09, the Association sponsored The TrabueWoods Annual Community Garage Sale & Grill-Out (June 12 & 13) with Association funds. Because the Community Garage Sale is the single most requested event from homeowners and residents, the Association has sponsored it by paying for the ads in local newspapers and on the internet, advertising in TNT (The TrabueWoods Times) newsletter and utilizing the sandwich boards at the front entrances. In order to offset the cost or even pay for the event, the HOA sold balloons. The Balloons-For-Bucks also provided the opportunity for some of the Board members and volunteers to say hello to homeowners and residents. Because last year’s grill out at the park was so successful, we decided to ‘grill out at the park’ again. It was our hope that the homeowners and residents would take a few minutes to grab a bite to eat and say hello to other members of the community as they did the previous year. The vast majority of people at the grill-out, however, were the shoppers and not residents. There were only 24 homes who participated in the garage sale, as opposed to 50 in 2008. Future sponsorship of the garage sale will be discussed by year’s end, in order to prepare the 2010 budget. While the Association will likely continue to support the annual event by paying for ads and placing the sandwich boards at the front entrances, the grill-out in the park will probably not be continued as it was not supported by the community as a whole.

Walk-4-Food was sponsored by a resident in the neighborhood. The Association provided advertisement via the sandwich boards at the front entrances. It was great to see all the ‘walkers’ but again, the majority of participates were not residents of our community.   

The meeting was adjourned at 8:30 PM