Cheltenham’s Annual HOA Meeting Minutes

Date/Time: 11/21/13 7 p.m.

Location: St. Francis Church

Board Members Present: Walter Baab, First Vice-President; Cathy Frank, Treasurer; Carrie Ellzey, Secretary.

Agenda Items

  1. Welcome/Introductions: Walter welcomed all homeowners to our annual meeting and introductions were made by the board’s officers.
  2. Secretary’s Report: Several issues were discussed at September’s Executive Board meeting. Calvin Frank presented the board with a quote regarding repair work for the neighborhood’s stone entrance walls. The board agreed that the work was necessary but requested we get at least 2 additional quotes and then proceed with the lowest bid. Summer landscaping work was reviewed and Corinne shared that Cheltenham had been presented with the Centerville City Beautification award for the month of August for the flower beds at our entry ways. Cal shared that the city took ownership over the sick trees along Wilmington. However, our neighborhood still has several ash trees that are not doing well. Walter was going to meet with the arborist in October to discuss this. Having been asked to examine the association’s reserve fund, Carrie presented the board with a spreadsheet developed by herself and her husband that can be used to help the board forecast their long-term budget and make decisions about dues increases. The board reviewed the information and discussed whether or not to raise dues. A vote was taken and no increase was recommended at this time. The board agreed to continue reviewing and refining the budget categories and figures over the next year before reconsidering the issue. The current secretary and second vice-president will be stepping down from their positions. Nominations would be needed for both vacancies. Secretary’s report approved by unanimous vote.
  3. Treasurer’s Report: Cathy reviewed the year’s financial report. We had a total income of $45,281.42 from dues and interest. Our major expenses included general landscaping, repairs to the entrance walls, and utilities. Additional expenses included new homeowner’s gifts, insurance, irrigation system (repairs/opening/closing), maintenance (chipper rental, lightbulbs), website, pond services, postage, tree services, and misc. (Christmas lights, bee treatment, flowerbeds). Our total expenses equaled $36,723.34 for the year so far, leaving us with $8,558.08 left from this year’s income. Our total reserve currently equals $38,063.34. We will still have one water bill, one DP&L bill, and one mowing bill to pay this year. Treasurer’s report was approved unanimously.
  4. Overview of the Year: Calvin Frank shared an overview of the year. The board has continued to try to keep expenses down through the use of volunteers for certain projects. Cal, himself, has done a lot of clean up around the entrances to the neighborhood, clearing out honeysuckle, chipping and removing debris. The common area lights have been repaired but will need to be painted. We will need to do one last landscaping clean-up (trimming ornamental grasses, etc.). There were very few sprinkler repairs this year (one leak and 2 sprinkler head repairs). The fountain on Wilmington was cleaned ($75). It is recommended that we do that every 2 or so years. Fences are currently in good shape although Walter and Cal will need to lift and repair some of the gates. The stone entry way walls were cleaned, retucked, and sealed. Cal had received 3 bids($9,000; $13,500; and, $2,800) for this work. The lowest bid did not seem legitimately qualified and the board went with the company offering to do the work for $9,000. The contractor said it would have cost us approx. $18,000-$20,000 to replace just one of the stone walls. It is important that we maintain the walls properly now that they have been cleaned and sealed. The sealant should help keep mold/algae from becoming a problem for the next 7-9 years. It was recommended that the board look into putting a concrete cap on the stone to further protect it from erosion. The homeowners present agreed that the board should get quotes on doing this.
  5. Welcoming Report:
  • Landscaping: Walter met with an arborist regarding the ash trees afflicted with bores in our common areas. The annual cost of treatment is estimated to be $10/inch in diameter for each tree. Several residents shared that they have been treated their ash trees with little success. The board will be discussing whether to treat or remove the trees this year. There are approx. 13 ash trees to consider. Walter will meet with the arborist again to further discuss the issue. Questions raised included: How long would the trees need to be treated? Would we need to replace the trees or would we just thin these areas out? How much would removal/disposal cost?
  • Volunteer Projects and Hours: The board has had a difficult time finding homeowners to volunteer to help with landscaping projects this year. Cal shared that he has logged approx. 200 hours helping maintain the common areas. It is important that we have volunteers if we would like to keep our dues down. Cal shared several projects that are coming up that we would like to have volunteers help with. These included: trimming honeysuckle, repainting the flood lights in the spring, trimming around the common areas for mowers to get by, and helping to raise the pond gates.
  1. Association Dues for 2014: There will be no dues increase this year. Dues will remain $286/yr.
  2. Website: Zell Duval addressed the group saying that she is happy to put up any notices/information that residents would like to share. They should simply email her with the information. She has worked on cleaning up the website, removing outdated information, and updating the directory, as needed.
  3. Nomination and Elections: Walter asked for nominations for secretary and second vice-president. Tom Huguley, although not present had volunteered to run for secretary. Brad Barnes offered to serve as second VP. Both were elected by unanimous vote.
  4. Lawn Service: Six homeowners got together and piloted the use of Scott’s lawn service this past year. Mike Uddin shared that everyone was very happy with the quality of the work they had done and is excited to continue using Scott’s. Scott’s has offered Cheltenham residents a tiered discount dependent upon how many homeowners sign a contract with them. Billing would continue to be individual. If we have 50%+ owners sign contracts with Scott’s, they will charge $45/treatment (6 treatments) and $70/grub & insect treatment. If we have between 15-75 homes (below 50%), they will charge $55/treatment and $80/grub & insect. Several homeowners present at the meeting were very interested in bundling their services, as well. Mike will send information to Cal to share through email with all of the homeowners and the information will also go out in our February newsletter. Mike will ask Scott’s if they are certified to put chemicals down near the ponds (necessary if we were to consider using them as a HOA for our common areas) and what they would charge for aeration.
  5. Open Forum:
  • Speeding on streets The board will contact Centerville City Police about monitoring speeding cars on Baldwin.
  • Parked cars on the street overnight Several residents have been discouraged by cars being parked overnight for lengthy periods of time. This is a concern for school buses, emergency vehicles, and plows needing to get by. The police will come by and investigate/talk to homeowners if you call them about an issue with parked cars.
  • Tree Maintenance Walter asked for volunteers to form a tree committee. The committee would meet with the arborist to discuss ailing trees and share recommendations on treatment/removal/planting with the board. Faye Jendrian will help coordinate a committee. Additional homeowners are needed for the committee.
  • Neighborhood Watch A volunteer is needed to take over the neighborhood watch position. Thank you to Marcia Heben for doing this for so long! Marcia is willing to speak with anyone interested in the position. It mostly involves sharing newsletters and crime updates from the Centerville Police with residents.
  • Standing water Mike Uddin shared his growing concerns about the standing water in Tiverton Circle. He has water actually seeping up through the concrete in front of his house. Other residents, including Clair Kerr, also shared their concerns and questioned whether the issue will only get worse as the land across from Target is developed by Costco and other retailers and water is then diverted under 675 our direction. Water has been an on-going issue for many homeowners. Walter will develop a questionnaire to be sent to help identify target areas of concern. Once responses have been gathered, the board will contact the city engineer’s office to examine the issue and discuss possible solutions. Homeowners are encouraged to take photos/video documenting any water problems on their property. A committee was formed to continue investigating this issue. Members include: Walter Baab, Mike Uddin, David Bilbrey, and Claire Kerr.
  • Misc. Concern over barking dogs was noted. The board will add this to the green notes board members leave for homeowners on their neighborhood walk-throughs. It was suggested that you speak kindly to your neighbors if there is an issue. It was also noted that the police will respond if the barking occurs after ordinance time restrictions. Cathy suggested that since we just had the entry way walls repaired that we not put holes in them for the Christmas lights this year. A resident reported that an older gold Camry has been seen appearing to canvas the neighborhood. There has been some concern with overgrown bushes/trees that are infringing upon sidewalks. Homeowners are asked to please trim these back.