Board of Directors Meetings

CHARDONNAY COUNCIL OF CO-OWNERS
BOARD OF DIRECTORS MEETING
MAY, 2006

The meeting was called to order by Marge Rauch, Vice-President at 7:03 P.M.

After the Pledge of Allegiance, Alan Hahn began the meeting with a short prayer.

Attendance was taken. Present: Marge Rauch, Alan Hahn, Jim Remley, Gerrie Kortekamp, board members; and Dave Munro, Property Manager from Towne Properties. Absent: Bill Frambes. Jim Remley was introduced as our newly appointed board member. He will complete the remaining term of Ned Barnes who has resigned.

The minutes of the March 02, 2006 meeting were not available for review by the board members. A motion was made by Jim Remley and seconded by Marge Rauch to table the approval of the minutes until the board has been able to review them. Motion Carried.

OFFICER REPORTS:
• Marge Rauch reported that she is responsible for the Committee Listing. She is putting the list together and still needs someone to Chair the Pool Committee. Anyone willing to volunteer should contact her. She also reported that Ron Culp had volunteered to keep the maintenance log for the Architectural & Maintenance Committee.
• Jim Remley thanked everyone who had responded to his call for help as Light Captains and Watering Captains for their building. He has captains assigned for a majority of the buildings. He plans to have a meeting with the captains to explain their responsibilities and to make them aware of where our supply of light bulbs and watering hoses are located in the clubhouse. He will be looking at our inventory to see that we have sufficient hoses for watering.

MANAGEMENT REPORT:
• Dave Munro reported that he will be receiving the final check from the insurance company for the fire damage to 1400-1402 Napa Valley. The check should be approximately $47,000.00 and should be coming to us sometime next week. It should show up on the May financial reports.
• The dryer vents and gutters have been cleaned out on all the buildings, as part of our annual maintenance program. He asked that we call Towne Properties if we experience any problems.
• The irrigation system at the front entrance has been adjusted. Jim Sharp from Expert Irrigation has re-programmed the controller so that the irrigation system comes on at the right times. The only time that the controller may need to be adjusted would be in July or August when there is less rain and the soil may be drier. He requested that someone could call him when an adjustment is needed, and he will contact Jim Sharp to come out and re-set the timer.

COMMITTEE REPORTS:
• Social Committee……Pat Rummel submitted a written report (see attached) Discussion followed about the date scheduled for the pool opening (Monday, May 29th) Several residents have mentioned that the pool should be opened on Saturday, May 27th to allow everyone the use of the pool for the entire Memorial Day weekend. This change of the date will be discussed by the committee and a flyer will be circulated with the date change. Pat also passed on a copy of the revised committee responsibilities and duties for the board to review and consider for adoption into the association by-laws. (see attached)
• Welcome Committee……Judi Hahn submitted her written report (see attached)
• Landscape Committee…..Beth Maggard submitted her written report (see attached).
• Chain Gang/Auxiliary…..Pat Malloy submitted a written report (see attached).
• Architectural & Maintenance Committee….. Alan Hahn submitted his written report (see attached).
• Pool Committee…..Marge Rauch reported that a chair for this committee is still needed. The committee consists of Barb Culp, Delores VonHandorf, Dave Eaglian, Terri Young, and Jan Grefer. The pool will open this year on May 27th. Dave Munro has obtained our pool permit. The committee will be meeting next week to review the pool rules/regulations and signage. The rules will be published in the next issue of the Grapevine.

OLD BUSINESS:
• Turnover of streets to the city……Alan Hahn reported that he attended the last council meeting where our issue was brought up for approval. He believes that the council has turned us down even though we have not received anything in writing. We may not get anything in writing. He would like to review the report from Thelen. Bill Frambes will be discussing this further with Fischer Homes and with our lawyer to see what alternatives we may have. There may be some “corrective action” that could be taken in order to have the city reconsider the approval of our streets. Our streets failed to meet the “compaction standards” in several areas that were tested, even though The Northern Kentucky Area Planning Commission originally inspected and approved the streets.
• Terrace hall light sensors……Marge Rauch reported that the installation of sensors is almost completed. Out of 21 buildings, 18 have been completed. The last three are scheduled to be installed on Mayl9th.
• Fire restoration……Marge Rauch reported that the final check has been issued and we should be receiving this check within the next week. The lawn has been repaired and re-seeded in the rear of the building. The lawn repair is scheduled for the front area of the building. Repair of shingles on the roof (discovered during the Spring Walk) is also scheduled to be done.
• Stormwater credit……Alan Hahn reported that our application for a credit has been approved. This will result in a 25% reduction (approx. $1,100.00 annually) on our stormwater bill. In addition, they will issue a retroactive credit, so we should receive a prior year credit. This credit has been approved because we have a detention basin for the stormwater run-off that has been certified by an engineer to be working properly.
• Irrigation system…..An electrical bill for part of the installation of the irrigation system has been received for $311.50. A motion was made by Alan Hahn to approve the payment of this expense, second by Gerrie Kortekamp. Motion Carried.
• Patio Enclosures…….Alan Hahn gave out a generic permit and estimate for enclosing a deck/patio. He plans to have a meeting with the vendor to answer any questions. Contact Alan if interested.

FLOOR OPEN TO OWNERS:
• Jim Smalley asked about mulching around the pine trees in back of his building. Beth Maggard said that she had spoke to Vince with T.R. Gear during our Spring Walk, and they will be taking care of this. Marge Rauch mentioned that during the Spring Walk, it was noted that some of the buildings had mulch around the heat pumps, while others did not. Estimates were being made as to how much gravel would be needed to put around the heat pumps, rather than mulching.
• Rick Rummel asked if someone could look into the drainage problem at the back of his unit on Vina Vista. The water pools up to his patio rather than draining away from it. Marge will find out what can be done.
• Ruth Noll asked what could be done about the plating around the door bell/name plate holders at the front entrance of the Terrace buildings. Marge mentioned that this had been noted during our Spring Walk and we are planning to replace or paint the covers.
• Anne Kendall asked if anything was being considered about re-seeding the bare spots around her building. Marge mentioned that we had spoke toVince with T.R. Gear about bringing in more topsoil and re-seeding. The landscape committee will not be able to consider this until next year, since this year’s budget was mainly used to cover the costs of the new irrigation system.

NEW BUSINESS:
• The Certificate of Deposit at Guardian Bank has matured. A motion was made by Gerrie Kortekamp, seconded by Jim Remley to renew this CD at Hunington Bank at 5.25% for nine months. Motion Carried.
• The proposal for a generic permit for the Patio/Deck enclosure was presented for approval. A motion was made by Alan Hahn to accept the permit, seconded by Gerrie Kortekamp. Motion Carried.
• The Spring Walk through the community was done on April 17th It took about four hours to tour around the seventeen buildings. Members of the Board , Landscape Committee , Architectural & Maintenance Committee, Dave Munro from Towne Properties, and Vince from T.R. Gear all made the tour. It was determined that Bldg.#1,2,3 and #17 will need to be painted this year. Previous estimates for the repair and painting of these buildings were reviewed by the board prior to the meeting. The painting of the exterior of these buildings will begin late spring-early summer. The interior hallways of Bldg.#1 & 2 will be done during the winter. The shutters and window trim boards on several other buildings will also need to be looked at for possible touch-up painting . A motion by Jim Remley, seconded by Alan Hahn, was made to accept the proposal made by McCain Painting to paint the exterior of Bldg.#1,2,3, and #17. Motion Carried. Dave Munro mentioned that the proposal included the power-washing of the decks, however it will not include sealing the decks. Any rotten or damaged wood would be repaired or replaced before painting begins. A motion was made by Gerrie Kortekamp, seconded by Jim Remley to accept the proposal from McCain Painting Co. to paint the interior of Bldg.#1 and #2 this winter. M.C.
• As a result of the Spring Walk it was determined that we should schedule the cleaning of the hallways in the Terrace Buildings. Deep-cleaning should be ordered for the interior hallways of Bldg.#2 and #3. Also the carpet in the exercise room should be cleaned as well as the front door carpet.
• Clubhouse renovations………Alan Hahn reported that while the board had made a decision to table the entire renovation of the clubhouse for a few years, we still want to replace the flooring in the clubhouse. Consideration is being given to wood flooring, ceramic tile, bamboo, and carpeting.
• 2006 Action List……Marge reported that, as a result of our Spring Walk, an Action Plan was put together listing all the items and issues that the board wanted to address. All the items were prioritized. Board members were given various assignments to help in completing the items on this list. This list is available to review, contact Marge if you want to see the Action List.
The next board meeting is scheduled for July 06, 2006 at 7:00 P.M. at the clubhouse.
The meeting was adjourned at 7:50 P.M.
The board opened for an executive session meeting to discuss delinquent owner accounts. This meeting was adjourned at 8:30 P.M.

Respectfully Submitted,

Gerrie Kortekamp, Secretary
Chardonnay Council of Co-Owners

Landscape Committee Report for May 4, 2006 Board Meeting

The landscape committee’s budget was approved for $6500.

$5000.00 of that budget was slated (by the board) for an irrigation system that we requested and they approved for around the pool, clubhouse and gazebo areas. The irrigation system was installed by Expert Irrigation the end of April.

For the remaining $1500 of the budget, the plan is to install flowers for the summer at the entrance to Chardonnay and around the clubhouse (estimated at $600) and then pick one of the numerous areas needing replacement plant life and have it planted.

Additionally, the committee has been charged with developing guidelines for memorial plantings with placques for whenever someone chooses to remember a neighbor or loved one in that manner. This is a project that is still in the works.

The committee welcomes Daryl Moore as a new member.

We also welcome any help with planting at the front entrance when the time comes.

As a reminder, since we are such a “welcoming group,” we welcome any potted bulbs/posies that neighbors receive for Easter or Mother’s day that can be replanted/recycled for enjoyment in our neighborhood next spring. Potted items can be dropped off in front of the garage door at 1012 Monterey Lane or call Beth Maggard for pick up.