Thursday, March 1, HOA Board Meeting Minutes

TOWNHOMES OF ANDOVER

Home Owners Association

Board of Directors Quarterly Meeting Minutes

Thursday March 1, 2012

Location:  Whole Foods Store

1566 West McEwen Drive
Franklin, TN 37067

CALL TO ORDER:

By Jim Ford, President

Time: 7:03 p.m.

ROLL CALL TO ESTABLISH QUORUM

Board of Directors Present:

Ø    Jim Ford, President

Ø    Bob Schettler, Director at Large

Ø    Gloria Dale Williams, Director at Large

Ø    Kristy Bergstrom, Director at Large

Also Present:

Emery Gasser of Gasser Properties

Mike Woods of Gasser Properties

Matt Bergstrom 745

Eileen Littlefield 655

York Larese 750

OLD BUSINESS:

Ø    Minutes of December 1, 2011 were previously approved via e-mail.

Ø    Financials were reviewed.  The Association had approximately $36, 330 in operating and reserve accounts at the end of 2011.  Approximately 26,000 are in these accounts at the end of January, 2011.

Ø    Delinquent dues were discussed.  The Board reported an overall

improvement in the timeliness in which late dues are being collected. The remaining delinquent accounts are being pursued via court action and property liens. Payments of $3,105 have been collected in the last three months.

Ø    Painting and caulking of the Andover complex has been completed.

Ø    Replacement of the Bradford Pears is almost complete.  New trees have been ordered for four additional units. Gasser Property is exploring the best method for watering the trees during the summer.

Ø    Exterior termite treatment of all the units has been completed.  Arrow Termite will need access to each unit to complete an interior inspection.  The inspection will only take about 5 minutes.  Owners will be notified by Arrow Termite when these inspections will be done.  The round green objects in the ground around all the units are termite baiting stations.  Please do not tamper with them.  Also, the yellow flags were placed by Atmos Energy Company to delineate the gas lines and prevent damage when placing the baiting stations.  The flags can be removed.

Ø    Trash cans – Please place your trash can either behind your unit or in your garage by Tuesday evening.  Since the trees have been cut, all the fronts of the units are visible.  Trash cans left in front of the units during the remainder of the week make the complex very unattractive. The association has spent considerable  money to improve the aesthetics of our community. Please be considerate of your neighbors and the overall appearance of Andover.

NEW BUSINESS:

Ø    Vandalism – There have been reports of some vandalism in and around Andover.  The Franklin Police Department was notified and did apprehend the suspected teenagers.  The Police Department will increase patrols of the area. If you see or hear any suspicious activity, please report it to the Franklin Police at (615) 794-2513.

Ø    Landscaping in Front of the Units – Homeowners are responsible for maintaining the landscaping immediately in front of their unit.  Many units have dead shrubs and no plants.  The Board will notify owners who need to redo their landscaping.  Owners will be given ample time to comply.  If no improvements are made within the allotted time frame, the association will make improvements and add the cost to the owner’s dues.  Notification will be given to the affected owners when this process will begin.

Ø    Sealing and Striping – A motion was made by Jim Ford and seconded by Bob Schettler to accept the proposal with modifications to be added for sealing and striping the entire complex.  The plan is to complete this project in multiple stages with minimal inconvenience. Similar to the roofing project and recent tree removal, we will need the full cooperation of everyone in the complex. Driving on the road surface throughout Huffine Manor Circle will be prohibited for up to 14 hours, meaning residents will have to park any cars on Stanwick for at least one day.  When this project has been scheduled, two separate notices will be placed on each door.  Please read these notices.  If your car is parked in a common area parking space when the project is underway, it will be towed. 

Ø    Yard Sale Dates – Yard sales for the complex are April 21 (April 28 in case of rain), and October 13 (October 20 in case of rain).  You must obtain a permit from the City of Franklin.

Ø    The Board will obtain estimates to aerate and reseed the complex prior to summer.

Ø    The Board will explore the replacement of the fence behind the units and if it should be extended.

Ø    The Board will obtain estimates on the drainage problems behind units 682-690 and 648-656.

Ø    The Board requested Gasser to get the brick on Unit 755 pressure washed and have the gutters facing Stanwick cleaned out.

Ø    The owner of Unit 750 requested the Board to determine the cause of the crack in the brick on his unit.  The Board agreed to have it inspected and make any necessary repairs.

NEXT MEETING:

Thursday, June 14, 2012.  The location is to be announced.

Kristy Bergstrom will inquire if the Community Room at Whole Foods will be available.

MEETING ADJOURNED:

The Meeting was adjourned by Jim Ford, President at 8:10 p.m.

Respectively submitted by,

Debra Gerstenberger

Secretary, Andover Townhomes HOA BOD