Meeting was called to order at 6:40 p.m.

Present were: Beth Lintz, Pamela Johnson, Michael Schlegler and Debbie Gordon

Amy Cain with Towne Properties was also present.

Minutes from the September 28, 2009 were reviewed and Beth Lintz made a motion to approve them and have them posted to the website, the motion was seconded by Pam Johnson and all were in favor.

The financials for October will be made available to the board in the coming weeks. The board will be emailed a set of financials. These will be out by the 15^th of the month for the board via email.

The board discussed the new webpage address. It is www.trabuewoods.com . The board members email has changed through the webpage. Towne will be added to the webpage as the management agent with their contact information. They will also be able to login and add information to the webpage.

The topics for the next newsletter were discussed. The board decided that the billing for 2010 should be in the newsletter to let homeowners know that an increase will be implemented for the upcoming year. Also the due date for 2010 billing will change from June to January. The holiday decorating contest information should also be in the newsletter with dates and instruction to vote online through the webpage. Reminders of the deed restrictions should be mentioned. City ordinances such as speeding, cleaning up of pet waste and leash law reminders will be mentioned. A draft will be sent to the board for their approval prior to sending the newsletter.

The board informed Amy how to check crime stats in the area; the Community is in Columbus Police Department district 15 zone 3 prescient 15, for future crime stats to be listed in minutes.

A report from Pam was given on the traffic light concerns have been continually addresses to the county engineer’s office for a light to be installed at Trabue/Westbelt/Trabue Woods Blvd. The engineer’s office has decided that a traffic signal should be installed at this intersection after reviewing their traffic study.  It is the county engineer’s goal to complete the design before spring of next year. It is also their expectation that if the money comes available, they will build this intersection next summer. Thank you to all of those that continually made requests to the engineer’s office.

It was brought up for discussion on whether or not to proceed with Welcome Baskets to new owners in the community. Although it is a very nice gesture the concern is getting something to the new owners in a timelier manner. The board decided to refrain from the basket and provide a gift card to the new owner with a copy of the recent newsletter. Towne Properties will send a new owner packet to insure they receive the deed restrictions and any association information, which will be presented at the meetings.

Amy will also look into adding the community to Towne’s webpage they utilize for lenders and title companies. So that way there is documentation and down the road the title company’s will be able to be providing a CD –rom with the welcome packet information or paper copy (for those with out computers) to the new owners. Once the set up occurs Amy will notify the board.

 

 

The entry landscaping clean up was completed and the fall decorations will be placed out.

There was a question on if the association was a non profit or a not –for –profit organization. The Association is a not- for -profit organization. This means that they are operating as a business that is not tax exempt. (Such as church’s or charities which are a non-profit organization.) Paul Dobner had not charged sales taxes for the landscaping services provided since 2007. Which should be charged based on the state of Ohio’s requirements on goods and services. The board decided that it would reimburse or pay Paul for those prior years sales taxes not charged. He should provide an invoiced amount for these years indicating the sales tax for each year and a check will be cut and mailed to him.

The board wanted to make sure that the payables address changes were put in by Towne Properties. Amy has had the City water and sewer bill changed over as well as the AEP bills. The insurance policy information needs to be updated so that the address is listed with Towne Properties address. That way any future billing issues are avoided. Amy will check with the Agent’s office to make sure this is completed and if not she will have the address changed. Beth informed Amy that the webpage costs will be due in April and she would usually pay it. If she obtained the billing information Amy could change the billing address and then submit for payment. Beth explained it was set up through the email and would be paid online. Amy let Beth know that if she wanted to continue this way in payments that is fine just make sure to submit any receipts to be reimbursed for those cost.

The board asked that Towne Properties make sure that the billing information for each owner is updated, by checking the auditor site. Amy assured the board that will be completed prior to the mailing. There was also a discussion of the past due balances. The management company will be sending a pre-lien letter to those owners that show a past due balance and will be given 30 days to pay in full or make arrangements in writing on how they will bring the account current. If there is no communication or payments then they will be sent on to the attorney for a lien to be filed and final demand request.