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.