Board of Directors Meetings
BOARD OF DIRECTORS MEETING
SEPTEMBER 28, 2005
The meeting was called to order by Bill Frambes, President 7:00 P.M.
Attendance was taken. Present: Bill Frambes, Jim Smalley, Ned Barnes, and Gerrie Kortekamp, board members, and Dave Munro from Towne Properties. Absent: Chuck Gerhardstein, board member.
After the Pledge of Allegiance, the minutes from the previous board meeting of July 27, 2005 were presented. Some spelling corrections were noted. A motion was made by Jim Smalley, second by Ned Barnes, to approve the minutes with corrections. Motion Carried.
OFFICER REPORTS:
Issues to report will be covered under old and new business per the listed
agenda items.
MANAGEMENT REPORT:
•
Dave Munro reported that the drainage issues on Vina Vista have been
repaired.
•
Dave also gave us an estimate on cleaning out the gutters as requested
at last month’s meeting. Gary (Towne Properties-Maintenance) has
estimated that is will take him approximately twelve man-hours to completely
clean out all the gutters.
•
Dave reported that SERV-PRO had cleaned the hallway carpets. The second-story
windows and chandeliers have also been cleaned.
•
Dave sent Mike O’Brien to speak to Bill Frambes about the condition
of the pool. At this time, Bill Frambes reported that Mike felt that
the pool is in excellent condition for being five years old. Mike said
that the pool should be acid-cleaned at the beginning of each pool season,
and Bill will talk with Art Daniels before we open the pool next season.
Mike also commented that every eight to ten years, the pool needs to
be resurfaced. The estimated cost for this job is approximately $8,000
to $10,000.00. We already are reserving for a new pool, so instead that
reserved money can be used to resurface the pool rather than replace
it. Bill will pass along his information from Mike to the pool committee.
•
Dave has asked the board about allowing permission to post a sign at
the entrance to Chardonnay. It is a small plaque which states that Chardonnay
is managed by Towne Properties. Bill passed a picture of the plaque around
to those present, so they could see what it looks like. We will be voting
on allowing/disallowing this later in the meeting.
COMMITTEE REPORTS:
•
Social Committee…… Pat Rummel reported that her committee
had their first meeting. They have elected Ned Barnes as secretary and
he will have minutes from their future committee meetings. They also
will have a Treasurer’s report.
The budgeted amount for 2005 has been used to purchase twelve new white
folding chairs for the clubhouse, as well as two coffee carafes and an
ice tea maker.
Marilyn Jenner , Co-Chair has redone the window seat cushions, pillows
and window valances in the clubhouse. Money for the material came from
their budget. Kitty money was used to purchase four more white folding
chairs for the clubhouse.
The pool closing celebration was well attended. Gold coins were awarded
for the games winners. A raffle was held and Door prizes were awarded
to Bingo winners.
October 8th they are planning for an “Octoberfest” party.
It will begin at 3:00 P.M. They will be grilling hamburgers, brats, and
mets; and there will be sauerkraut. It will be potluck, so bring a side
dish. Split-the-Pot.
Thanksgiving Dinner is planned for Friday, November 18th, at 6:00 P.M.
Bring non-perishable food donations. Turkey and dressing will be provided.
Bring a side dish.
The Christmas Party is planned for Friday, December 9th, at 7:00 P.M.
Hors d’oeuvres $5.00 Gift exchange
•
Welcome Committee….Judi Hahn reported their committee met on Sept.6th
and regretfully has received a resignation from committee member, Kathy
Frambes. Kathy did a good job of keeping up with who was sick, ill, and
sending out greeting cards. Anyone interested in filling this place,
should contact Judi. They are out of their supply of “welcome” baskets
and are looking for donations of items to put into the baskets. Five
new residents have joined Chardonnay; four have moved into their condo
and one has not.
•
Pool Committee…..Kathy Frambes reported that the committee had
met and discussed their budget and how much money will be needed for
this committee next year. They have suggestions and recommendations to
pass onto next year’s committee. They will also pass on information
that Bill Frambes obtained when he met with Mike O’Brien. Barb
Culp will hold onto these items until next year, since Kathy Frambes
and Helen Lehkamp will no longer serve on this committee. The life board
was in poor condition and Kathy has asked Alan Hahn to take care of refurbishing
it.
•
Landscape Committee….Beth Maggard, the new committee chairman,
reported that they had purchased 30 “alligator” bags and
put them on the trees coming up the entrance driveway to help in watering
and irrigating the trees. The bags cost $20.00, hold 20 gallons of water
and take six to ten hours to empty. T.R. Gear has been refilling them
when they come to do lawn care. The bags can be reused each year; Bob
Gray has agreed to store them this winter. Beth thanked all those who
have assisted in watering the common areas. Soaker hoses have also been
used to help keep several areas watered. They have received one bid and
are awaiting another bid on installing a new irrigation system at the
entrance, and would recommend using the remainder of their budgeted money
to pay for this. Requests for memorial garden area have been discussed,
and the committee has decided that they have more than enough to manage
with the flower beds, shrubs, trees, etc. They suggested that as trees
are replaced, that they could dedicate it to a loved one and see about
placing a plaque in memoriam. The committee plans to have a walk thru
with T.R. Gear, to inspect what replacements will be needed in 2006.
They are also getting bids from other vendors. In October they will be
planting tulip bulbs donated by Joe Malloy. Beth thanked those who cleared
out the flower beds at the entrance and provided the fall decorations;
Bob Wheeler, Jerry Lehkamp, and Chuck Gerhardstein.
•
Architectural & Maintenance…….Alan Hahn submitted his
written report to the board (see attached).
•
Finance Committee…..Bill reported that through August 2005, we
are YTD $10,902.66 above the budgeted income level.. YTD expenses are
over budget by $1,109.00 leaving us a positive $9,972.00. YTD numbers
are important and shows that we are managing things very well. Reserves
YTD are $118,673.00. Money invested has earned $2,246.00 YTD. The income
we have received from the cable company that Towne Properties shares
with us, will help offset the storm water bill.
OLD BUSINESS:
•
Chardonnay streets turnover to city…..Bill thanked everyone for
their attendance at the Sept. 12th meeting held at St. Joseph’s
as he felt that our presence made a difference in letting the city council
members know that we are serious about our issue. At the conclusion of
that meeting, the council agreed to include our issue on the agenda of
their next caucus meeting being held October 10th . Meanwhile they want
to gather more information about what will be needed in order for them
to consider adding our streets. The Northern Kentucky Area Planning & Zoning
Commission will need to provide the information that city council requested
from them last May, before they can make any decisions. Hopefully they
will have the information needed in order to bring it up for a vote at
their regular council meeting on October 24th. Bill encouraged everyone
who could attend to try to be at the October 10th meeting and show our
concern. The meeting will be at the public library at 7:30 P.M.
•
Terrance hall Chandelier sensor……Bill reported that they
are trying to have sensors installed in the remaining nine buildings
by the end of October. He has the dates when the electrician can do the
work, and will be making calls to the appropriate owners to allow entry
into the roof areas.
•
Towne Properties/fix drainage on Vina Vista……Bill reported
that he had received several bids. One bid from Apex Maintenance was
$2,975. The best bid was from The Machine Group, a division of Towne
Properties, for $2,680. The work was given to The Machine Group. Bill
reported that they did an excellent job, came out quickly to do the work,
finished in two days, had to rent a stronger saw blade to get through
the pavement, and did the job for less than the original bid. The actual
cost was $1,852.77.
•
1400 – 1402 Building Fire Restoration…..Work is progressing
quickly, a little ahead of schedule. It was estimated that it would take
six to eight months to get everyone back into their condo units. Hopefully,
six of the nine units may be able to move back by the first part of November.
The middle three units which were most affected by the fire, may not
move back until after the first of the year. Everything that can be done
to speed up the process is being done. Drywall inspections required in
Campbell County, increased costs of building materials due to limited
supplies because of Hurricane Katrina, special upgrades requested by
owners, all contribute to adding to the time that is necessary to complete
the work within a reasonable timeframe. Dave Munro added that the Chardonnay
insurance deductible is $5,000.00 for this occurrence. It will be billed
to each of the nine owners affected by the fire. Each owner will owe
$556.00 as their portion of the total deductible amount for the building.
•
Knox-Box Rapid Entry System…….Bill thanked all who helped
in getting this project completed. Rhoda Wheeler, Nancy Trowbridge, and
Barbara Culp helped in getting keys cut and collect individual owner
unit keys. Bob Wheeler, Jerry Lehkamp and Chuck Gerhardstein installed
the boxes per directions from the fire department. It was a well organized
and coordinated effort and very much appreciated by everyone in our community.
Bill asked Judi Hahn to ask any new owners, as she welcomes them, if
they would like to add their unit key to the Knox-Box on their building.
•
Chardonnay Memorial area…..Jim Smalley suggested that we table
this item for discussion later. Beth has already reported on behalf of
the Landscaping Committee.
•
Chardonnay Internet Web Page….Jim Smalley reported that there were
113 individual hits to the web site with 182 visits since the web page
was set up. Jim will be working to improve the way that the Master Deed
appears on the web site.
•
Benches/resting area in common area…..Ned Barnes reported that
Alan Hahn had found some benches at Lowe’s for $199. which is a
lower price than the other benches that he had reported on previously
that were $400.00+. The less expensive benches are guaranteed for ten
years. Lowe’s has put the benches in storage until next spring,
so it was decided that we would hold off on any more discussion until
next spring. Ned will see if we can lock in the lower price this year
before they bring them back out next spring.
•
Pool Gate Lock….. Bill reported that the pool gate and closure
had been repaired at a cost of $482.00. A protection shield has been
installed to prevent anyone from reaching in and opening the gate without
a key. The posts which secure the gate have been stabilized.
•
Storm water charges and credit…….Bill reported that there
is a 22-page application which needs to be completed in order to have
our billing reviewed for possible credit. We will only need to complete
about seven or so pages. We will need certification from an engineer,
to certify that we have retention ponds that will cover the water run-off
from the sidewalks and driveways. Bill has been in contact with Joe Kramer,
from Cardinal Engineering. Joe remembered that the original plans for
Chardonnay showed that two retention ponds were in the original plans,
however, only one was actually built. He will need to write a letter
certifying that the retention pond is physically built. Bill will follow
with him to get this done.
•
Building Lightning Rods…..Bill reported that he is getting other
bids. He does not believe the estimate will be $10,000.00 that was quoted
by Jeff Haas, from Fischer Homes, as a rough estimate per building. He
feels the new bids will be around $4,000.00 per building. He will probably
get two other bids and will keep us informed.
•
Skunk removal/Joe Gates bill……Bill reported that Joe Gates
has presented an invoice from Critter-Getter for $198.00. The board agreed
to split the cost 50-50%. A motion was made by Gerrie Kortekamp to pay
$99.00 for the skunk removal. Seconded by Jim Smalley. M.C.
FLOOR OPEN TO OWNERS:
•
Pat Rummel inquired about the appliances that Pat & Joe Malloy wish
to donate for the clubhouse. Bill will cover this under “New Business”.
•
Bob Kramer asked about the parking situation. Bob wanted to know what
happened about the five cars that he reported that have not been moved
since our last meeting. Dave Munro will look into his concerns and get
back to him. Bill then mentioned that he had an item for discussion under “New
Business” which pertained to parking. Cynthia Zurborg, an owner
at Chardonnay, had requested a reserved parking space outside her condo.
She said this had been promised to her before she bought her condo by
the sales representative from Fischer Homes. Her initial request was
made about four years ago while Fisher was still on the board of directors,
and since her requests were not met. A civil suit was filed. Our Master
Deed does not permit reserved parking. An out-of-court settlement was
made and Chardonnay was ordered to reserve a parking space closest to
her condo for her sole use for as long as she remains a resident of Chardonnay.
Once she sells her condo, this provision terminates. This space must
be clearly marked and the board must enforce any violations by having
the car towed away. The only way the “reserved” parking issue
can be changed is by court instruction, as Ms. Zurborg has done, or by
changing the Master Deed which will require 75% agreement of the owners.
If the streets become “public” if the city includes them
in their maintenance program, Handicap parking spots may be required.
•
Jerry Lehkamp asked what price we paid for the fire boxes that were installed.
Bill said that we had paid $4,742.50 plus $237.00 to Towne Properties
for the special mailing and collection of the assessment. The actual
cost of the box itself was $229.00 plus $17.00 Shipping & Handling,
for a total cost of $246.00 each. Jerry mentioned an estimate given to
him by the fire chief of $150.00- $175.00 per box . Bill said originally
they looked at a smaller box that would run about $189.00 each however,
they were afraid that 13 keys (in the Terrace Buildings, if everyone
supplied their unit key) might not fit into that small box, so they decided
on the larger one.
NEW BUSINESS:
•
Before everyone left the meeting, Bill asked for comments about whether
we should allow Towne Properties to mount their plaque on the entrance
wall. Towne has agreed to mount it on the wall. If they, at some future
point, no longer manage Chardonnay, they will come and remove the plaque
and repair the wall back to its original condition. Ned Barnes made a
motion to allow Towne Properties to attach their plaque to the front
wall, seconded by Jim Smalley. Motion Carried.
•
The second quarter rebate check from the cable company has been received.
The amount was $817.47.
•
Sewer grates and covers painting….After discussion and consideration,
it looks O.K., however, it becomes a continuing maintenance issue in
keeping up with the painting. This may be taken over by the city if they
begin maintaining the streets. It was suggested that we discontinue painting
the grates until we find out about the city maintenance issue.
•
Clubhouse extra appliances request……..The Social Committee
has asked to purchase another smaller refrigerator for the clubhouse,
for
•
Chardonnay‘s use only, during events held at the clubhouse. This
would leave the larger refrigerator available for outside rentals. Joe
and Pat Malloy have offered to donate their old stove for the renovation
project being proposed for the clubhouse. The proposal which has been
presented by Alan Hahn was approximately $5,200. to knock out a wall
and move the kitchen into the back area where the storage room now exists.
They also proposed removing the bar, but leaving the cabinets against
the wall. Bill said he had the firemen look at the clubhouse when they
were here to install the Knox-Boxes. He asked them to look at the room
measurements with the proposed changes to see if we could increase our
maximum capacity number. The fireman estimated that we could probably
increase our capacity from 53 to 66 people. A survey is needed to see
what the owners want to do. The survey should include the clubhouse renovation
as well as the pool/patio area expansion. Bill will ask Alan to put an
owner survey together. Gerrie Kortekamp volunteered to help Alan on this
project.
•
Screened in decks……As mentioned in Alan Hahn’s report
several people are still interested in screening in their deck. Alan
hopes to get a few bids from suppliers during the month of October.
•
Ad Hoc committee for Board candidates…..Bill will be looking for
volunteers to serve as the Nominating Committee for our annual co-owners
meeting in February. He would like them to plan for a meet-the-candidate
meeting during January after the holidays. He will contact Barb Schneider
about the rental of the Elk’s meeting hall.
•
2006 Operating Budget…….The Finance Committee will be meeting
within the next week to begin preparation of next year’s operating
budget. Bill has requested that all committees submit their funding requests
for what they estimate they will need next year to cover their committee
expenses. They want to have all bids and proposals finalized so that
they can hand over an operating budget to Towne Properties in early November.
The next Board Meeting will be held November 23, 2005 - 7:00 P.M. at the Clubhouse.
Meeting adjourned at 8:50 P.M.
The board opened an executive session meeting to discuss delinquent owner accounts. Meeting was adjourned at 9:15 P.M.
Respectfully Submitted
Gerrie Kortekamp, Secretary
Chardonnay Council of Co-Owners
Architectural and Maintenance Committee
Board Report – 28 September 2005
Maintenance Tasks Performed:
1) Clubhouse Railing. Chuck painted the railing on the steps in front of the clubhouse.
2) Fire Boxes. Chuck installed Fire Boxes for keys on the seventeen buildings as instructed by the Fire Department. He was assisted by Bob Wheeler and Jerry Lehkamp. The Fire Department will lock the keys to the residences and the Terrace hallways in them when we have finished collecting all the keys. Rhoda Wheeler and Barb Culp are collecting the keys.
3) Settling Sidewalks. We repaired the settling sidewalk near the entrance of 100 Sonoma Court. We used the Dwyer Concrete Lifting Company to jack up the slab. It cost $275 and is guaranteed for a year.
Maintenance Tasks Ongoing:
1) Benches. We have identified some potential benches which are comfortable and will be easy to maintain. They cost $199 each at Loews. We are waiting for the on the Board’s approval to purchase and install the benches.
2) Deck and Patio Screens. Since the last meeting, several residents have indicated an interest in installing the screens, so I have not dropped the project, as promised last meeting. I have not yet approached any suppliers but will begin to do so in October.
3) Sewer Grate Painting. The Board is evaluating the value of painting the rest of the sewer grates along with the manhole covers in the development.
4) Storm Water Assessment. We are looking at rebutting our assessment. We can get a 25% credit for retention ponds, which we believe we have. I am still trying to determine what is needed to prove it, and who to prove it to. The amount of impervious area may be incorrectly computed. We will check that. If anyone has access to either a rolling yard stick and/or a hand held GPS devise, please let me know.
5) Garage Door Painting. The garage door at 800 Monterey Lane door was damaged and replaced by the resident. The new door, unfortunately, is off white in color. We will paint it to match the other garage doors in the community.
6) Pool Stretcher. The wooden stretcher kept by the pool has weathered and is in poor condition. We intend to paint it, and replace the strapping and buckles before next season.
Sincerely,
R. Alan Hahn, Chairman