Chardonnay Articles of Incorporation

CHARDONNAY COUNCIL OF CO-OWNERS
BOARD OF DIRECTORS MEETING
MARCH 02, 2006

The meeting was called to order by Bill Frambes, President, at 7:00 P.M.

After the Pledge of Allegiance, Alan Hahn began the meeting with a short prayer. Bill Frambes then asked everyone for a moment of silence in memory of Mr. Charles Hewitt, a resident of Chardonnay, who recently passed away.

Attendance was taken. Present: Bill Frambes, Marge Rauch, Alan Hahn, Ned Barnes, and Gerrie Kortekamp, Board Members; and Dave Munro, Property Manager from Towne Properties.

The minutes of the board meeting of January 25, 2006 were presented. Bill Frambes made several corrections which were passed onto the secretary. A motion was made by Ned Barnes, second by Marge Rauch to approve the minutes with corrections. Motion Carried.

OFFICER REPORTS:
• Gerrie Kortekamp reported that “Thank You” notes had been sent to the Social Committee and the Chardonnay Auxiliary (Chain Gang) for all the help that they provided for the Annual Owners Meeting as well as the door prizes that they helped solicit from local businesses. A thank you note was also sent to Barb Schneider for her help in obtaining the room at the Elk’s to hold our meeting. Another note of thanks was sent to Adelene Mullins for her leadership as Chair of the Nominating Committee.

MANAGEMENT REPORT:
• Dave Munro reported that he had contacted Cinergy about the damage to the turf on the hillside at the end of Vina Vista with their service truck. Bill mentioned that Cinergy had been out today and was working to fix the damage.
• Dave also called to have someone look at the lift station. He said running water was needed to test it, to see if it was working as it should. Bill Frambes said that Rick Rummel had assisted them in getting the water. Dave said that the lift station requires periodic maintenance to make sure that it is working properly.
• Dave is attempting to get three bids for the work of sealing the cracks in the roadways in order to turn them over to the city. He has only received one estimate so far, and is waiting on two others; one from APEX and the other from Towne Machine Group. He would like to get approval soon so that when the weather breaks, they can get started on the repair work.
• Dave reported that some owners are still paying their old assessment fee amount. Condo fees increased in January 2006. The small amounts, listed on the delinquent report, are the differences between the old and new assessment amount. Letters have been sent to those who still owe the increased amount.

COMMITTEE REPORTS:
• Social Committee…..Marilyn Jenner reported that they had their Valentine’s Party, and they are planning a St. Patrick’s Day party in March and a Birthday Party in April (one big party for everyone—to celebrate their own birthday).
• Welcome Committee…..Judi Hahn reported that they have not had any new arrivals since her last report. She urged anyone with contributions or donations, to include in the baskets, to contact her or her committee members. They have sent out three get-well cards and three sympathy cards. They have also made one memorial donation.
• Landscape Committee….. Beth Maggard reported that her committee has not had a meeting as yet. They hope to meet this month. Presently they are considering bids for an irrigation system and need to know how much of this year’s budget amount will be used to cover that project. If all of the budget amount is spent on irrigation, there will not be enough money left for replacing shrubs or trees or flower planting around the community. They have a bid on tree/shrub replacement from T.R. Gear and want to get a few more. They will wait on their plans until they hear on the board decision on funding. Bill said the board will be addressing this issue and will get back to them.
• Architectural & Maintenance Committee…..Alan Hahn submitted his written report to the board (see attached). At this time, Alan announced that he would be resigning as Chairman of this committee as he will be serving on the board. Dave Trowbridge has volunteered to chair this committee and Alan recommended that the board accept this appointment. A motion was made by Ned Barnes, second by Alan Hahn. Motion Carried. Alan will remain on the committee as a board representative.
• Chain Gang /Auxiliary…..Marge Rauch reported for this committee in the absence of Rhoda Wheeler. She reported that refreshments and drinks had been provided at the annual owner’s meeting. From reports that she received, everything was very nice and appreciated.
• Finance Committee……Bill Frambes reported that the committee will be meeting in March and that Alan Hahn, as our new Treasurer, will also be serving on this committee. The financials for February will be coming to us shortly. As of the end of January, income was $6,713.78 over budget . The expenses for the first month were $5,031.00 under budget which leaves us approximately $12,000.00 to the good.

OLD BUSSINESS:
• Turnover of streets to the city……Alan Hahn has attended two city council meetings and reported that city council is not comfortable with some of the information contained in the Thelen report from the core drillings. They have asked the NKY Area Planning Commission to look at the Thelen report. Council will be meeting again on March 13th and the NKY Area Planning Commission should be able to explain what is in this report and how it relates to their decision. Alan has spoke to a member of the commission and he agrees with Alan, that the fact that there is no apparent “rutting” of the pavement, means the foundation is firm, regardless of what is contained in the Thelen report. This is a technical difficulty, that will have to be considered by the city, but ultimately, everyone Alan has spoken with feels that the city should give their approval.
• Terrace hall light sensors…..Bill has a call into the electrician to see when they can schedule the installation of the last seven buildings.
• Fire restoration….Bill reported that everything is completed. Rick Hatton has sent someone out to straighten the chimney stack. The only thing remaining, weather permitting, T.R. Gear will be out to add new top soil and re-seed the lawn in front of the building as well as in the back of the building where the dumpster was sitting. Also, we are still awaiting the final insurance check from the insurance company.
• Stormwater credit……Bill reported that Fischer Homes will be covering the $2,000.00 to send someone out to test the detention basin and to certify that it is operating properly. If it is not, then Fischer will take care of getting it fixed so that we can get a certification letter and proceed with sending in our application for the stormwater credit. Bill gave a special thank you to Jeff Haas who put Bill in touch with the right people at Fischer to address this problem.
• Annual Owner’s Meeting…..Bill thanked everyone who contributed to the owner’s meeting. Thanks was given to Towne Properties for all of their help, Barb Schneider who helped set up the hall and then helped put everything back after the meeting, Chain Gang ladies who brought refreshments and provided door prizes. His only disappointment was that only half of the owners voted, both those present and the absentee ballots. We had 81 ballots out of 166. The board thanks everyone who had confidence in them and voted for them to serve on the board.

FLOOR OPEN TO OWNERS:
• Evelyn Smith asked if the increased sewer charges will have an effect on our budget. Bill answered that it would, but we will not know how much until we are billed and see what effect our credit will have once we have submitted our application.
• Daryl Moore asked about the landscaping around the 1400-1402 building. Bill said that T.R. Gear will be coming out this week to begin cleaning up the debris and then start bringing in topsoil to re-seed.
• Gerrie Kortekamp asked if the landscape committee, (not this budget year, but next year) would consider bringing in more topsoil to re-seed the bare spots in the lawn areas. Bill said the board will ask their committee to look at this.
• Joe Malloy asked who will be doing the landscaping around his building, Bill answered that T.R. Gear’s bid had been approved to restore the landscaping.
• Rick Rummel asked about a car that has been leaking oil into the parking pad and into the street. Bill said that he would look into what we could do to correct this. Daryl Moore offered to put some kitty litter down to clean up some of the oil. Pat Malloy also mentioned that a similar situation appeared in the front of her building in the parking area.
• Beth Maggard asked about the damage to the turf on the hillside at the end of Vina Vista. Bill answered that the energy company had taken a service truck up the hill to repair an electric pole. They subsequently came out and repaired the damage by re-seeding and spreading straw over the damaged area.
• Rhoda Frankel asked about the balloting process at the annual meeting. She thought that we had secret ballots. Dave Munro explained that we do have secret ballots, in that, only George Hope, from Towne Properties, actually saw the ballots. He then recorded the ballots. The committee members did not see the totals of how many votes each candidate received. Bill said that next year we will look into not putting the addresses on the ballots.
• Chuck Gehardstein asked if anyone knew how many people have looked at our web site. Bill said that we were going to address this and asked to table this question for the moment.

NEW BUSINESS:
• 2006 Action List……Bill reported that the board had put together a list of items/issues that we felt were important for us to address and complete for the community. Marge Rauch read the items and asked for input from the owners if they had something to add to the list. (see attached list)
• Bill reopened the floor to the owners to accept comments or suggestions or ideas to add to our action list.
• Pat Malloy mentioned that installing lighting rods on the buildings should be an important item to consider. Bill mentioned that this will be a very costly thing to do, and is not sure how we would cover the cost.
• Pat Rummel said that we need to look into replacing the flooring in the clubhouse and asked who makes the decision of what we get. Bill agreed that the carpeting definitely needed to be replaced, and that this would all be taken into consideration along with remodeling of the clubhouse. The Architectural & Maintenance will be getting bids and making recommendations for the board to consider. He felt that that this was a very important item that will be at the top of our action list.
• Bob Kremer asked what has been done about designating handicap parking. Bill said that we will approach this issue once the streets are turned over to the city.
• Pat Rummel asked about putting in a sidewalk or stairs that would follow from the lower level units in the back of the building to the parking area. Bill said that this was a good idea and is something that we can add to our list .
• Joe Gates asked about the costs of repairs to our streets in order to have them prepared to turn over to the city. Bill said that we have approximately $6,000.00 in reserves for the repair of our streets and that most of that amount will be needed to do this in order to have them in condition to turn over to the city. Once the streets are turned over, we will need to reserve for the cost of maintaining the parking areas, which will be our responsibility. We have already gotten a bid to seal the cracks in the streets and driveways.
• Beth Maggard asked who is responsible for cleaning out the window wells around some of the buildings. Bill mentioned that the board has an item on our action list to establish a maintenance schedule of everything that needs routine maintenance and we will include this on that list.

Bill thanked everyone for their comments and concerns. He invited everyone to share a piece of cake that was provided by Nancy Trowbridge welcoming the new board.

The meeting was adjourned at 8:10 P.M.

The board opened for an executive session meeting to discuss delinquent owner accounts. This meeting was adjourned at 9:30 P.M.

Respectfully Submitted,

Gerrie Kortekamp, Secretary
Chardonnay Council of Co-Owners

Board of Directors Meetings
Home
CHARDONNAY COUNCIL OF CO-OWNERS BOARD OF DIRECTORS MEETING MARCH 02, 2006 The meeting was called to order by Bill Frambes, President, at 7:00 P.M. After the Pledge of Allegiance, Alan Hahn began the meeting with a short prayer. Bill Frambes then asked everyone for a moment of silence in memory of Mr. Charles Hewitt, a resident of Chardonnay, who recently passed away. Attendance was taken. Present: Bill Frambes, Marge Rauch, Alan Hahn, Ned Barnes, and Gerrie Kortekamp, Board Members; and Dave Munro, Property Manager from Towne Properties. The minutes of the board meeting of January 25, 2006 were presented. Bill Frambes made several corrections which were passed onto the secretary. A motion was made by Ned Barnes, second by Marge Rauch to approve the minutes with corrections. Motion Carried. OFFICER REPORTS: • Gerrie Kortekamp reported that “Thank You” notes had been sent to the Social Committee and the Chardonnay Auxiliary (Chain Gang) for all the help that they provided for the Annual Owners Meeting as well as the door prizes that they helped solicit from local businesses. A thank you note was also sent to Barb Schneider for her help in obtaining the room at the Elk’s to hold our meeting. Another note of thanks was sent to Adelene Mullins for her leadership as Chair of the Nominating Committee. MANAGEMENT REPORT: • Dave Munro reported that he had contacted Cinergy about the damage to the turf on the hillside at the end of Vina Vista with their service truck. Bill mentioned that Cinergy had been out today and was working to fix the damage. • Dave also called to have someone look at the lift station. He said running water was needed to test it, to see if it was working as it should. Bill Frambes said that Rick Rummel had assisted them in getting the water. Dave said that the lift station requires periodic maintenance to make sure that it is working properly. • Dave is attempting to get three bids for the work of sealing the cracks in the roadways in order to turn them over to the city. He has only received one estimate so far, and is waiting on two others; one from APEX and the other from Towne Machine Group. He would like to get approval soon so that when the weather breaks, they can get started on the repair work. • Dave reported that some owners are still paying their old assessment fee amount. Condo fees increased in January 2006. The small amounts, listed on the delinquent report, are the differences between the old and new assessment amount. Letters have been sent to those who still owe the increased amount. COMMITTEE REPORTS: • Social Committee…..Marilyn Jenner reported that they had their Valentine’s Party, and they are planning a St. Patrick’s Day party in March and a Birthday Party in April (one big party for everyone—to celebrate their own birthday). • Welcome Committee…..Judi Hahn reported that they have not had any new arrivals since her last report. She urged anyone with contributions or donations, to include in the baskets, to contact her or her committee members. They have sent out three get-well cards and three sympathy cards. They have also made one memorial donation. • Landscape Committee….. Beth Maggard reported that her committee has not had a meeting as yet. They hope to meet this month. Presently they are considering bids for an irrigation system and need to know how much of this year’s budget amount will be used to cover that project. If all of the budget amount is spent on irrigation, there will not be enough money left for replacing shrubs or trees or flower planting around the community. They have a bid on tree/shrub replacement from T.R. Gear and want to get a few more. They will wait on their plans until they hear on the board decision on funding. Bill said the board will be addressing this issue and will get back to them. • Architectural & Maintenance Committee…..Alan Hahn submitted his written report to the board (see attached). At this time, Alan announced that he would be resigning as Chairman of this committee as he will be serving on the board. Dave Trowbridge has volunteered to chair this committee and Alan recommended that the board accept this appointment. A motion was made by Ned Barnes, second by Alan Hahn. Motion Carried. Alan will remain on the committee as a board representative. • Chain Gang /Auxiliary…..Marge Rauch reported for this committee in the absence of Rhoda Wheeler. She reported that refreshments and drinks had been provided at the annual owner’s meeting. From reports that she received, everything was very nice and appreciated. • Finance Committee……Bill Frambes reported that the committee will be meeting in March and that Alan Hahn, as our new Treasurer, will also be serving on this committee. The financials for February will be coming to us shortly. As of the end of January, income was $6,713.78 over budget . The expenses for the first month were $5,031.00 under budget which leaves us approximately $12,000.00 to the good. OLD BUSSINESS: • Turnover of streets to the city……Alan Hahn has attended two city council meetings and reported that city council is not comfortable with some of the information contained in the Thelen report from the core drillings. They have asked the NKY Area Planning Commission to look at the Thelen report. Council will be meeting again on March 13th and the NKY Area Planning Commission should be able to explain what is in this report and how it relates to their decision. Alan has spoke to a member of the commission and he agrees with Alan, that the fact that there is no apparent “rutting” of the pavement, means the foundation is firm, regardless of what is contained in the Thelen report. This is a technical difficulty, that will have to be considered by the city, but ultimately, everyone Alan has spoken with feels that the city should give their approval. • Terrace hall light sensors…..Bill has a call into the electrician to see when they can schedule the installation of the last seven buildings. • Fire restoration….Bill reported that everything is completed. Rick Hatton has sent someone out to straighten the chimney stack. The only thing remaining, weather permitting, T.R. Gear will be out to add new top soil and re-seed the lawn in front of the building as well as in the back of the building where the dumpster was sitting. Also, we are still awaiting the final insurance check from the insurance company. • Stormwater credit……Bill reported that Fischer Homes will be covering the $2,000.00 to send someone out to test the detention basin and to certify that it is operating properly. If it is not, then Fischer will take care of getting it fixed so that we can get a certification letter and proceed with sending in our application for the stormwater credit. Bill gave a special thank you to Jeff Haas who put Bill in touch with the right people at Fischer to address this problem. • Annual Owner’s Meeting…..Bill thanked everyone who contributed to the owner’s meeting. Thanks was given to Towne Properties for all of their help, Barb Schneider who helped set up the hall and then helped put everything back after the meeting, Chain Gang ladies who brought refreshments and provided door prizes. His only disappointment was that only half of the owners voted, both those present and the absentee ballots. We had 81 ballots out of 166. The board thanks everyone who had confidence in them and voted for them to serve on the board. FLOOR OPEN TO OWNERS: • Evelyn Smith asked if the increased sewer charges will have an effect on our budget. Bill answered that it would, but we will not know how much until we are billed and see what effect our credit will have once we have submitted our application. • Daryl Moore asked about the landscaping around the 1400-1402 building. Bill said that T.R. Gear will be coming out this week to begin cleaning up the debris and then start bringing in topsoil to re-seed. • Gerrie Kortekamp asked if the landscape committee, (not this budget year, but next year) would consider bringing in more topsoil to re-seed the bare spots in the lawn areas. Bill said the board will ask their committee to look at this. • Joe Malloy asked who will be doing the landscaping around his building, Bill answered that T.R. Gear’s bid had been approved to restore the landscaping. • Rick Rummel asked about a car that has been leaking oil into the parking pad and into the street. Bill said that he would look into what we could do to correct this. Daryl Moore offered to put some kitty litter down to clean up some of the oil. Pat Malloy also mentioned that a similar situation appeared in the front of her building in the parking area. • Beth Maggard asked about the damage to the turf on the hillside at the end of Vina Vista. Bill answered that the energy company had taken a service truck up the hill to repair an electric pole. They subsequently came out and repaired the damage by re-seeding and spreading straw over the damaged area. • Rhoda Frankel asked about the balloting process at the annual meeting. She thought that we had secret ballots. Dave Munro explained that we do have secret ballots, in that, only George Hope, from Towne Properties, actually saw the ballots. He then recorded the ballots. The committee members did not see the totals of how many votes each candidate received. Bill said that next year we will look into not putting the addresses on the ballots. • Chuck Gehardstein asked if anyone knew how many people have looked at our web site. Bill said that we were going to address this and asked to table this question for the moment. NEW BUSINESS: • 2006 Action List……Bill reported that the board had put together a list of items/issues that we felt were important for us to address and complete for the community. Marge Rauch read the items and asked for input from the owners if they had something to add to the list. (see attached list) • Bill reopened the floor to the owners to accept comments or suggestions or ideas to add to our action list. • Pat Malloy mentioned that installing lighting rods on the buildings should be an important item to consider. Bill mentioned that this will be a very costly thing to do, and is not sure how we would cover the cost. • Pat Rummel said that we need to look into replacing the flooring in the clubhouse and asked who makes the decision of what we get. Bill agreed that the carpeting definitely needed to be replaced, and that this would all be taken into consideration along with remodeling of the clubhouse. The Architectural & Maintenance will be getting bids and making recommendations for the board to consider. He felt that that this was a very important item that will be at the top of our action list. • Bob Kremer asked what has been done about designating handicap parking. Bill said that we will approach this issue once the streets are turned over to the city. • Pat Rummel asked about putting in a sidewalk or stairs that would follow from the lower level units in the back of the building to the parking area. Bill said that this was a good idea and is something that we can add to our list . • Joe Gates asked about the costs of repairs to our streets in order to have them prepared to turn over to the city. Bill said that we have approximately $6,000.00 in reserves for the repair of our streets and that most of that amount will be needed to do this in order to have them in condition to turn over to the city. Once the streets are turned over, we will need to reserve for the cost of maintaining the parking areas, which will be our responsibility. We have already gotten a bid to seal the cracks in the streets and driveways. • Beth Maggard asked who is responsible for cleaning out the window wells around some of the buildings. Bill mentioned that the board has an item on our action list to establish a maintenance schedule of everything that needs routine maintenance and we will include this on that list. Bill thanked everyone for their comments and concerns. He invited everyone to share a piece of cake that was provided by Nancy Trowbridge welcoming the new board. The meeting was adjourned at 8:10 P.M. The board opened for an executive session meeting to discuss delinquent owner accounts. This meeting was adjourned at 9:30 P.M. Respectfully Submitted, Gerrie Kortekamp, Secretary Chardonnay Council of Co-Owners