December 8, 2010

1. Call to order 7:00 pm by Val
   1. Members present

                                                               i.      Val Hunter

                                                             ii.      David Clarke

                                                            iii.      Jay Tucker

                                                          iv.      Liz Hall

                                                           v.      Sherry Cohoon

1. Review of Meeting Novembers’ minutes
   1. Motion to accept by Hall
   2. Second by Hunter
   3. Approved 
   4. Review of Financial reports
      1. Motion to accept by Clarke
      2. Second by Hall
      3. Approved
      4. Discussion of letters for past dues
         1. Writing of letters for past dues.
         2. Discussion of changes to the Covenant.
            1. This has been decided to be moved to the January meeting.
            2. Discussion of Hiring ADAC collection agency.
               1. Discussion to see how current method continues to work versus collection agency.

                                                               i.      Motion to delay hiring ADAC

                                                             ii.      Motion by Hall

                                                            iii.      Seconded by Tucker

                                                          iv.      Motion Passed

1. Closure of meeting;
   1. Motion to dismiss Clarke
   2. Seconded by Cohoon
   3. Meeting brought to close.

HOA Board Minutes

Friday, November 12, 2010   7:00 pm

1.  Meeting called to order by Val Hunter @7:05 pm

a.   Members in attendance include: 

Val Hunter

Elizabeth Hall

Jay Tucker

Sherry Cohoon.

2.  Board Positions for 2011 are as follows:

Val Hunter – President

Elizabeth Hall – Vice President

David Clarke– Secretary

Sherry Cohoon – Treasurer

Jay Tucker – 5^th Person/Web-Site Coordinator

3.  Two sets of minutes from Sept. 10, 2010 board meeting and  

     Oct. 14, 2010 community meeting.                                                                                                                              

Jay motions to approve both sets of minutes

Liz second’s

Minutes Approved

4.  Elizabeth went over the expenses

1. Val motions to except financial statement;
2. Jay seconds it.
3. Approved

5.  Rep from ADAC (Association Dues Assurance Corporation) came and                                       spoke to Board on what they have to offer and the costs.  Rep will send                    Val Hunter a copy of the new Collection Agreement for the Board to go over at next meeting. He did say that we can re-write some of it.

6.  Delinquent Dues:

a. Discussion about delinquent households

b. Will discuss how to proceed at next meeting

7.  Re-Scheduled Board Meeting for Covenant for December 8^th at 7 pm.

8.  Two new residents…gift cards to be sent

9.  8:30 meeting called.

References for ADAC

CAI (Community Association Institute)

Trade show March 12, 2011

Association Kramer Triad in MI

Lake Columbia   Jackson MI   Harry Breinser

1. Called to order at 5:31 p.m. by Val Hunter

2. Approval of May 7^th meeting minutes motioned by Scott Howes second by Val Hunter

3. Accept resignation of Beth Vanbelois as president motioned by Joe Cote second by Val Hunter unanimously passed

4. Nomination of Jo Atkinson to board motioned by Scott Howes second by Joe Cote unanimously passed

5. Designation of officers for remainer of 2009 are as follows: President: Val Hunter nominated by Joe Cote, second by Jo Atkinson Vice President: Jay Tucker nominated by Jo Atkinson, second by Val Hunter Secretary: Jo Atkinson nominated by Val Hunter, second by Scott Howes Treasurer: Scott Howes nominated by Val Hunter, second by Joe Cote: All unanimously passed.

6. Two weeks of garage sale ads to be run in Davison Index

7. Adjourned at 5:53 p.m. motioned by Val Hunter, second Scott Howes

Next meeting date to be determined

1. Called to order 8:00 p.m. by Val Hunter

In attendance: V. Hunter, S. Howes, J. Cote, J. Tucker and J. Atkinson

2. Minutes approved for May 11, 2009 meeting.

Motioned by S. Howes, second by J. Tucker

3. Financial report presented by S. Howes

Motion to accept by J. Atkinson, second V. Hunter

Unanimously approved.

4. President’s report:

• Front entrance completed with possible addition of one more bush.
• Community picnic August 8, 2009 from 1p.m.- 4 p.m..
• Liens to be attached to properties with dues arrears 2+ years.
• Reissue statements with late fees added to balance.
• Violation letters: Three issued compliance approval letters, others to be followed up on accordingly.
• Newsletter to be done and sent out by V. Hunter and J. Atkinson.

5. New business/projects

• Collect estimates for possible future sprinkler system for front enterance.
• Reimburse V. Hunter for water usage to maintain common area.
• Motioned by J. Atkinson, second by J. Tucker, unanimously approved
• Cul-de-sac landscaping project to be done fall 2009.

6. Adjourned at 9:22 p.m. by V. Hunter

Next meeting August 6, 2009

1. Called to order by B. VanBelois – 7:40PM

   1. In attendance: B. VanBelois, V. Hunter, S. Howes

   2. Excused: J. Cote

2. Minutes approved for April 16^th, 2009 Meeting

   1. Motioned by V. Hunter

   2. Seconded by B. VanBelois

   3. Unanimous Passage

3. Financial Statement – V. Hunter

   1. Review of financial statement

   2. Various complaints of dues statements not received

   3. D. Sholes, accountant and V. Hunter are following up

   4. Current checking account balance is $13,877.07

4. Presidents Report

   1. Resignation of Jo Atkinson

      1. Letter reviewed

   2. Inspections / Violations

      1. Motion by S. Howes to request that J. Tucker of 1194 Emerald Forest to replace dying shrub with equivalent sized shrub and to keep the dog run in good working condition and clean of dog feces

         1. Seconded by V. Hunter

         2. In Favor – Howes, Hunter. Opposed – VanBelois. Motion carries

      2. Other violations discussed and letters to be written

   3. New Board Members

      1. Motion by S. Howes to nominate J. Tucker to Chestnut Hills Board for remainder of 2009 term

         1. Second by V. Hunter

         2. In Favor – Howes, Hunter. Opposed – VanBelois. Motion carries

5. New Business

   1. Front Entrance

      1. B&B compiling data, will return quotation soon

      2. B. VanBelois to solicit second quotation for work in question

   2. Board Votes

      1. S. Howes raised the issue to request that all officers respect the motions of the board, in keeping with democratic principles

   3. B. VanBelois resigned from the board, effective immediately

6. Meeting adjourned 8:50pm

Thursday, April 16, 2009, 7:00 p.m.

I. Called to order by Beth Vanbelois at 7:00 p.m.: In attendance: Beth Vanbelois, Val Hunter, Joe Cote and Jo Atkinson

II. Minutes approved for March 19, 2009 meeting, motioned by Beth Vanbelois

second by Jo Atkinson

III. Financial Report

1. Review of balance sheet from account by Val Hunter
2. 24 households still outstanding for dues
3. Follow up letters to be sent to households with outstanding dues

IV. President’s Report

1. Violation letters to be followed up with fines for non-compliance
2. Tax updates completed from prior accountant
3. Inspections May 2^nd per weather at 11:00 a.m.
4. Paypal account to be cancelled. Motioned by Beth Vanbelois second by Joe Cote
5. Garage sale June 5^th and 6^th from 9:00 a.m. to 5:00 p.m.
6. Community picnic August 1^st at 1:00 p.m. with rain date of August 8^th
7. Include community participation request in newsletter, to include any donations of supplies for set up.

V. New Business

1. Val meeting with B&B regarding entrance and cul-de-sacs.
2. Continued work on getting Consumers to straighten light posts.

IV. Meeting adjourned at 8:20 p.m. Motioned by Beth Vanbelois, second by Jo Atkinson

Next meeting TBD

1. Called to order by Beth VanBelois at 7:32 p.m.

1. Board meeting minutes from January 22, 2009 approved.

Motioned by Scott Howes/Second by Jo Atkinson

Community meeting minutes from February 19, 2009 approved.

Motioned by Beth VanBelois/Second by Scott Howes

1. Financial

   1. Val Hunter to assume treasurer duties due to resignation of Dave Fuhrwerk effective March 16, 2009

1. Accounts receivable stand at approximately 50% households paid

1. Phone service to be set up and paid by the homeowners association to conduct Chestnut Hills business.

Motioned by Val Hunter/Second Jo Atkinson

Beth VanBelois voting yes

Scott Howes voting no

1. President’s Report

   1. Review corporate by-laws and submit possible amendments

   2. Violation letters being followed up on.

   3. One petition entered to adjust covenant 4.3.2 as to number of pets allowed on one property. Need 2/3 (64) households to carry amendment. Val Hunter to follow up.

   4. Discussed creating a grandfather clause to amend dog run issues. Households would be required to put up approved screening to hide runs from the street view.

1. No new business

1. Adjourned at 8:58 p.m. motioned by Jo Atkinson

Second Scott Howes

Next meeting April 16^th, 2009

Meeting was called to order on January 22, 2009 at 7:07 p.m.

Members Present: President Beth VanBelois, Vice President Val Hunter,

Secretary Jo Atkinson, Treasurer Dave Fuhrwerk, Joe Cote, Scott Howes.

Members Absent: None

1. Motion to approve the November 23, 2008 Board meeting minutes was made

by Scott Howes, seconded by Beth VanBelois.

MOTION CARRIED.

1. Financial

1. Letter sent to lawyer to proceed w/ lien letters for unpaid dues of 2 years.

2. 2009 dues statements will go out 2/28/09. Due date 3/31/09.

3. Prepare budget for 2009 and present at Community Meeting on 2/19/09.

4. 30 day deadline has been put in place for covenant compliances/letters to be mailed to violators.

5. 2008 taxes to be prepared and filed by Debbie Sholes-Accountant.

6. Motion made by Joe Cote to lower Association dues for 2009 to $100, motion seconded by Val Hunter. MOTION CARRIED.

7. After review of the current budget, unexpected Association expenses, and current economic outlook, a Motion was made by Beth VanBelois (via e-mail) to Board members, Val Hunter, Jo Atkinson, Dave Fuhrwerk, Scott Howes, and by telephone to Joe Cote to amend the previous motion to lower the Association Dues to $100 for 2009;

Motion made by Joe Cote to establish dues at $125 for 2009, still giving homeowners a one-time Stimulus break. Motion was seconded by Beth VanBelois, members, Jo Atkinson voting YES, Val Hunter voting YES, Dave Fuhrwerk voting NO, and Scott Howes was a NON-VOTE.

MOTION CARRIED.

1. Subdivision lighting nearly complete. Beth VanBelois will follow-up with quotes

from electricians for permanent entranceway lighting to be included in the 2009

budget.

1. Motion to adjourn made by Dave Fuhrwerk, seconded by Beth VanBelois.

MOTION CARRIED. Meeting Adjourned 8:10p.m.

Next Meeting Date: Thursday, March 19 @ 7:30 p.m.

Respectfully Submitted:

Jo Atkinson, Secretary

1.  New board members:  President Beth Vanbelois, Vice Val Hunter, Treasurer Dave Fuhrwerk, Secretary Jo Atkinson
2.  Letter to organize change of signatures rg. check book to be Dave Fuhrwerk and our accountant Debbie Sholes
3.  Form letters to be drafted for enforcement of covenants when needed
4.  Possible 1-800 number established for Chestnut Hills
5.  Request to plow and salt own entrance to sub (county)
6.  Liens are to be filed against 2year unpaid due households
7.  Keep dues due in March
8.  Contact township rg. entrance lighting
Next meeting TBD in January.

Chestnut Hills Board Meeting: August 2, 2008

Agenda:

1. Current financial status

2. Hiring of a Management Company

3. Update association standings

   1. Dues i.e. outstanding debts

   2. Covenant Enforcement

   3. Taxes & finances

   4. Street lighting

   5. Walkway path mulching

4. Open issues

Meeting Notes:

Present at meeting:

Scott Howes – President

Joe Cote – Vice President

Dave Fuhrwerk – Treasure

Bill Arnold – Secretary

Issues covered:

1. Non-payment of dues from homeowners. To send letters of late payment to each homeowner.

2. Walking trail improvement workday is set for September 6. We will create steps on the slope leading to the bridge to stop erosion and help make the path easier to use.

3. Discussed the street lighting issue from the June general meeting with the county board.

4. Approved cost increase for web services.

5. Investigate hiring a property management company to maintain accounting activities i.e.; balance sheets, year-end statements etc., collections, enforcement actions (per board approval), payments to service providers, and legal actions (per board approval). Cost of this service was quoted at $1200 a year.

6. Board will perform a ballot action per home for a yes or no vote on street lighting. According to the June hearing at the township, the board recommended to acquire a vote of the homeowners for a decision. They said the 51% rule will determine the action that will be taken whether to have street lights installed or not.

Meeting was adjourned with the next schedule board meeting TBD.