·Meeting was called to order at 7:10PM.In attendance were Beth Lintz, Pam Johnson, Debbie Gordon and Mike Schleger.Kara Frederick and Joyce Schultz represented Towne Properties.
II.Approval of April 2009 Annual Meeting Minutes
·Motion was made to approve the 2009 Annual Meeting minutes (copies of the minutes were provided).Karen Marshall made the motion, Beth Lintz seconded the motion, motion carried; April 2009 Annual meeting minutes were approved.
·Kara Frederick, Property Manager and Administrative Assistant, Joyce Schultz.We are here to continue the hard work your Board of Trustees started.We will manage the financial aspects, collect homeowner dues and enforce Association policies.
V.Financial Report
·For the year ending December 31, 2009:
·Totalcash in operations: $29,865
·ACTUALBUDGET
Association Fees - $26,318$22,087
Utilities:
electric - $785$1020
water -$37$150
Grounds Care:-$7164$6850
Social Events-$631$750
Administrative:
Legal-$2715$11,000
Auditing-$300$2000
Office supplies-$87$0
Copies-$174$1100
Misc Admin-$54
Bank Fees-$98
Software license-$97
Website-$216$225
Postage-$749$948
Newsletters-$684
Management fee-$2079
Insurance-$1237$1405
Total Expenses$17106$25,580
Net Operating Flow$9212($3944)
VI.Election of 2010 Board of Trustees
·There were no nominations from the floor for any new Board of Trustees.
VII.2009 Accomplishments
ØLegal / Delinquents
·As of 1/31/2010 (which captures efforts through 12/2009), nearly 40% of all homeowners paid their 2010 dues.21% still remain on past dues from 2007-2009.However, an aggressive collection effort will continue throughout 2010 to collect all past dues.
ØArchitectural
·With the cooperation of our homeowners, the effort to return Trabue Woods HOA to a more uniform community is succeeding.Many homeowners this year have properly requested permission to make improvements to their homes.
ØCompliance
·The Board of Trustees is routinely out on the community enforcing minor community infractions.
·Beginning stages of creating a rules and regulation booklet for distribution in 2010.
ØBudget and Finance
·Continue to improve reporting and analysis for homeowners.Maintained operating costs with emphasis on collection and legal expenditures.
ØMaintenance
·Identified effective solutions for lower costs for landscaping front entrances, entry lighting and other minor community repairs.
·Successfully lobbied for a traffic light to be installed at the intersection of Trabue Woods Boulevard Westbelt Drive
·Installation of barrier wall
ØProperty Management Company
·Hired Towne Properties to carry on the mission the Board of Trustees has worked tirelessly to promote: managing the budget and expenditures, persevere in payments and collections, enforce policy and procedure and provide customer service to all homeowners and residents
ØMiscellaneous
·Garage Sale
·Welcome Wagon
ØFinancial Status as of December 31, 2009
·Cash in operating account $29,865.30.Total expenditures of $17,105.71 making net operating flow $9,212.08
VIII.2010 Goals / Action Items
Traffic Light Update:
The project was legislated thru the CountyCommissioners
by a “viewing” and “declaring it necessary” in the late fall. The survey was completed by the counties.
A design consultant was selected in December and was hired in January.
The preliminary traffic signal plan was completed, and reviewed and returned to the design consultant about two week ago.We have asked the designer not to submit the final drawings until the necessary private property is obtained to complete the work. (just in case the design has to be changed)
There is one piece of land required and since I don’t think we have contacted the land owner yet, I’m a little hesitant to talk about those details.
Once the land is acquired (probably about 90 days), we will work with the appropriate utilities (power, water, gas, telephone) for them to move anything that might be in the way.
Assuming that this is not a big deal, bidding land construction could start in the 2nd ½ of this year and be completed before the end of the year.
Barrier Wall:
Working with ODOT (Andrea Herndez) regarding putting up a barrier wall.We are on the list but way down on the list.I will see if I can get us put up higher on the list and I may need help from everyone to do it.
Kevin Cross-President of HOA years ago found a crack or pot homemade pipe in park.Pam took a picture of pipe and Debbie Gordon sent to all duty shift police officers plus our police liaison Officer Paulus to look into.This pipe was found at park.Then later on in meeting another person said they found a used condom.Pam is working with Kathy in Parks and Recreation to get more lighting in the park area since open until 11:00 p.m.Also Jeff stated saw a drug deal go down at around 6 p.m. the other night around the park area.It was a candy apple red van.The other person parked in a vacant house driveway.We will notify officers of this activity as well.
Welcome Wagon
Since Pam’s father has been sick I have been slacking on Welcome Wagon but you will see me again shortly with gift basket or gift certificate.Coming your way soon if you just bought a house.
Community Garage Sale
June 18th, 19th, and 20th.9:00 a.m.-3:00 p.m.Will be listed in June 13th Columbus Dispatch Paper on Sunday, plus Craig’s list, and local newspapers.There will be no balloons or food in park area we are cutting costs this year.If you have any large items please email me at pkjohnson1960@yahoo.com and I will list in advertisements.
IX.Election Results
·Since there were no nominations from the floor, all members were nominated and awarded new terms by acclimation.Counting all the ballots, there were 19 votes for each Board of Trustee (Beth Lintz, Pam Johnson and Debbie Gordon).
X.Open Forum--Owner Questions/Concerns/Etc.
·Working to decide on two landscape proposals (current landscaper Paul Dobner or new proposal from Simplicity Landscaping).Beth will be meeting with Simplicity to ensure they understand the full scope of work since the entrance property lines are ‘deceiving’.
·The Board of Trustees has worked hard in keeping costs down for landscaping, entry lighting and irrigation.The entrances are the focal point of Trabue Woods, so the Board tries to keep it looking good
·Last year Mike Schleger was able to remove a culvert that contained poison ivy and poison oak at his own expense.
·There were several complaints on dog waste, parking in streets and cul-de-sacs (which hinder access for cars) and speeding throughout the community.Any and all complaints must be submitted in writing and given to Towne Properties for a follow up.
XI.Adjournment
·Beth Lintz made the motion to adjourn and Debbie Gordon seconded the motion.Motion carried; meeting was adjourned at 7:41PM.
8 homes for sale, 8 homes vacant, and 3 homes for rent (not accurate-work in progress). The spreadsheet will be updated on a monthly basis as some homes were sold, foreclosed or vacant.
IV. Crime Statistics
Attached
there were approximately 15 entries for the month of January specific to the cruiser/boundaries
V. Deed Restriction Policy/Procedures
Example attached
Determine violation; what length of time for the notice to cure
Depending on the violation, the normal amount is thirty (30) days. With other items, we will allow ten (10) days.
Review the letter content specific to Trabue Woods
Letter content was approved, unanimous by the Board
Timelines for curing violation / assessing violation fee
As stated above, it will depend on the violation, but anywhere from immediately, to ten (10) days or thirty (30) days
Determine assessment amount
Assessment amount will be $50, unanimous by the Board
Enforcement policy
We will follow the time frame stated in the letter; Towne will visually inspect or ask a Board member to inspect to ensure the violation was cured.
Process of appeal / hearing
If owners do not cure the violation, and Towne/Board Member has visually confirmed it is not cure, Towne will send a levy of enforcement assessment to the owner. The owner has ten (10) days to respond to request a hearing. If there is no response, the assessment is posted and considered a valid charge to pursue.
VI. Invoicing Past Due Owners
Example attached
late notices will be sent no later than March 30th to all owners indicating the past dues. Towne’s software only allows for a ‘lump sum’ to be charged so owners will be encouraged to call Towne to verify the breakdown of fees.
VII. Newsletter-mailed 2/25/10
Revisions / updates / changes for June newsletter; newsletter items for June will include policies on Satellite dishes, trash cans, inoperable vehicles, parking, Ohio Mulch discount, and telling owners to call a Board member if they need help with their yard or have questions.
VIII. Maintenance Items
Lights out front; Mike can fix but will defer until April meeting so we have a better idea of cost
Landscaping Bids-posted in newsletter / website; discuss scope and deadline; received Paul Dobner’s bid. Kara will contact to discuss.
Private Snow Removal-bid received by Bodkins Enterprises: general scope is to clean up snow and ice from streets and curbs, one truck and loader for four (4) hours would be $520. Will not be feasible in our 2010 budget
IX. Annual Meeting - APRIL 5 (7-8:30PM) at Maranatha Church
Towne Properties will facilitate meeting. The power point presentation will not be needed. Towne will ensure to bring agenda, summary of 2009 (financial report, manager report), our future in 2010, committee volunteer sign ups and sign in sheets.
X. Yard Sale – June 18-20
Discuss details; Yard sale will be held from 9-3. We will list the sale in all local papers, in the Columbus Dispatch, and on Craigslist. Owners are to let Pam Johnson know of any large valuable items for sale.
XI. Resident Complaints / Concerns
Log Update Attached
renters let the dogs run / leave trash can out
lack of snow removal in cul-de-sacs
complaint on trash on Tenagra
lack of snow removal/ especially with cars parked on street
closing on sale of home; questioned past due and transfer fee on Condocerts.
VII Next Meeting
The Board will not have a meeting prior to the Annual meeting. The next board meeting will be determined after the Annual Meeting.
Board members in attendance were Beth Lintz, Pamela Johnson, Debbie Gordon and Officer Mike Schlegler. Laura Neidig represented Towne Properties.
The Board defined the Association’s expectations and requirements of Towne Properties regarding monthly meetings. Towne Properties will do the following:
A. Attend all monthly board meetings
B. Record monthly meeting minutes, send to Board for review, after review and approval Board will send back to Towne Properties to place on website. Whole process should take 2 weeks or less.
C. Post monthly meeting minutes on the HOA website within two weeks of meeting date. The whole process minutes should be posted on website 2 weeks or less.
D. Financial Reporting-You will see itemized expenses and deposits from last reporting date to meeting date.
E. Crime Reports-from previous meeting time-Monthly crime reports.
F. Home Statistics-You will see number of homes for sale, rent, and vacant. You will also see the highest house that sold for month, lowest, and the average sale price.
Kara Frederick will be the new Property Manager for the Association and Joyce Schultz will be her Assistant. They can both be reached at 614-781-0055.
Board will contact Towne Properties to schedule meeting with billing representative to review and understand Towne Properties process and ensure correct data.
2. FINANCIALS:
Financial report ending December 31, 2009 follows:
Expenditures
AEP-11/10-12/10
Trabue Woods entrance: $38.11
Tenagra Way entrance: $27.96
Copies- 11/18-12/16
$6.16: Copies and scanning charges for Board correspondence, owner letters, demand and or late notice letters (this will be more detailed as I get more involved)
Management Fees- $1039.50
Total Expenditures- $1,111.73
Income
Association Fees from 12/1-12/31: Approximately 89 homes paid $61.35 in December, one home paid past due of $270.50 and one home paid $65 totaling $5,795.65
Current Bank Balance - $29,865.30
Delinquency-
Approximately, 286 homes have not paid in December, thereby incurring an approximate delinquency of $17,546.10.
The above-mentioned delinquency amount consists of 2010 association fees only. Towne Properties is working with the Board of Trustees reconciling past due fees from 2007 – 2009.
Home Statistics:
There are currently 7 homes for sale, 10 homes are vacant and 27 rentals in the community.
Kara will provide HOA with new owner info monthly-HOA will send welcome letter and gift certificate and newsletter most recent edition.
Crime Statistics:
There were three reports of thefts from vehicles, two on January 13, 2010 in the 4300 block of Equity Dr. and the 1300 block of Bluffton Ct. and one on January 18, 2010 in the 5100 block of Trabue Road. There was also a breaking and entering report on December 25, 2009 in the1300 block of Trabue Woods Blvd.
Crimes will be reported monthly in the meeting minutes. On 1/29/2010 Pam sent them a report that can be run for 7 days that shows all the crime in the Trabue Woods area
Landscaping
Pam has contacted Paul Dobner regarding the landscaping. If anyone else is interested please send bid to Kara at 614-781-0832. Paul is doing his bid on spring, monthly, fall clean up rates. He will have done before annual meeting around end of March or April.
Newsletter
Towne Properties will publish and mail out the next Newsletter in February. This edition will serve as the announcement of the Annual Meeting.
Deed Restrictions
The Board discussed deed restriction violations in the community. Towne Properties will provide violation letters for the Board to review. The Board will decide how to proceed in regards to what letters will be sent and a fine schedule at their February meeting.
CondoCerts / HOA Notification for New Homeowners
Laura Neidig discussed that Towne Properties uses a service called CondoCerts which helps simplify the process of delivering and obtaining Homeowners Association data as needed for real estate transactions. It is a fully customizable website that title agencies, lenders, appraisers and realtors must access for HOA fees, deed restrictions, Association insurance policies, occupancy information, etc. The advantage of utilizing CondoCerts provides a ‘one stop shop’ for all real estate entities to receive uniform, accurate information on the Association. So often sellers leave no information on the Homeowner Association rules and regulations and buyers are unfamiliar with the particulars. CondoCerts provides the information on a CD for buyers at closing.
The next meeting will be held on March 1, 2010 at 6:30pm at the home of Beth Lintz.
