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.

Board Meeting: Sept 4, 2007

Meeting called to order at 1902

Members: Scott Howes, Neil Spodney, Joe Cote, John DiMaggio.

I. Old Business

• Accept minutes from last meeting second by Joe Cote.

• $2100 Paid to B&B for mowing and maintenance for July.

• Community Picnic cost $842.91, with 75 people participating.

• B&B Quote for maintenance of subdivision

-$200/month for maintaining of garden and playground

-$200/month to brush hog trail every month

-$3,505 to install weed barrier and mulch 5 ft wide, 2500 ft long trail.

Hold doing the trail until next year but have them brush hog one more time before winter.

• 9 houses still unpaid dues for this year. Scott Howes to go door to door.

II. New Business

• Fall inspections to be done ASAP.

• Terms of board members to be 2 years with election of officers to be done every year. Scott and Joe to stay on for one more year, Neil and John stepping down.

• Clothesline proposal to be voted on at Oct. 11 meeting at twp hall.

• Start accepting nominations for new board members for 2008.

• Privacy fence proposal to be voted on at Oct 11 meeting.

• Street lights are being looked at as a future doing in the sub. Information to be obtained by Joe Cote. Matt Soper to be at Oct 11 meeting to give us an idea of cost and types of street lights available.

Next meeting Sept 27, 7pm.

Adjourned at 2035.

Board Meeting, July 30, 2007

Attendance: Joe, Scott, John, Neil

Called to order at 1905

Minutes from last meeting reviewed and accepted, 2^nd by Joe Cote

9 houses still have not paid their dues (down from 20).

• 1 moved out

• 6 received letters

• 3 letters were returned

INSPECTIONS

• letters getting ready to go out in the mail

MAINTENANCE

• No longer getting quote from Mike’s Lawn Service, could not get reply.

• B&B Landscape doing all maintenance

• Possibly have them back out to do the trees again 20gal/tree

• Quote to keep up maintenance on the subdivision

PICNIC

• Rain or shine

• $25 gift card drawing

• use Sturbridge Park not Emerald Forest Park

TERM LIMITS

• not defined in covenants

• draft a proposal

Portable hoops need a covenant written since police will not enforce ordinance until it hinders traffic.

Meeting at Davison Twp Hall on Oct 11 at 7pm.

Next meeting for officers is Sept 4 7pm.

Board Meeting: June 4, 2007

Meeting called to order at 7:05pm

Members: Scott Howes, Joe Cote, Neil Spodney and John DiMaggio.

Acceptance of resignation by Beth Vanbelois.

Election of Vice President: Joe Cote

Election of Treasurer: John DiMaggio

Election of Secretary: Neil Spodney

Old Business

I. Mike’s Lawn Service

A. Budget $2000

B. Have him brush hog, trim bushes, stone cul-de-sacs, regrade cul-de-sac in

back of sub and replant grass.

C. John will ask for a firm quote.

II. Play Ground

A. Have the board possibly spray weed killer on play ground.

III. Banking Summary

A. As of June 4, 20 houses have yet to pay bills. Scott will be going door to

door to approach people on this issue.

B. The 3 empty lots have never received a bill for dues, bill will be sent.

IV. Sprinklers

• Cost would be at least $1875 to hook up. The break down of cost is as follows:

$105 for a 5/8”meter or $170 for a 1” meter

$870 to dig hole for 5/8” meter or $945 for 1” meter

$900 to tap into the water line

• Shelf this idea until more money is available.

V. Surveying

It would cost $2800 to resurvey all the common areas.

New Business

I. Make sure all new residents get the Covenants.

II. Party

Rentals

• Bounce house $300

• Tent/tables/chairs $300

• Hot dogs/buns/condiments $300

Houses on Sturbridge are responsible for bringing dessert, Alexandria is to bring chips and Emerald Forest is to bring favorite side dish for a BBQ. Move the party to Emerald Forest Park and rent a generator for the bounce house

III. Insurance has been renewed

IV. Next meeting July30, 7pm-at Joe Cote’s house.

V. Meeting adjourned at 8:20pm.

Board Meeting: April 30, 2007

Meeting called to order at 7pm.

Members: Scott Howes, Beth Vanbelois and Joe Cote.

Neil Spodney to be added to board per Scott Howes seconded by Joe Cote.

Unpaid Dues $3950.00

• $50 fine assessed on each unpaid invoice

Mowing

• Thursday or Friday schedule

• Fertilizer to be done on a as needed bases

Inspections of all houses in Chestnut Hills and violations reported

• Major violations have until end of year to be taken care of otherwise $50/month fine (fences not with covenants along with sheds).

• Minor violations have until end of summer to be taken care of otherwise $25/month fine (yards (unsightly)/yard lights not working)

• Easy violations have 30 days to be taken care of other wise $10/month fine (ie. Boats, campers, toppers)

Portable hoops

• Not allow at all? Possibly need vote.

• Have person place name and address on pole so they are responsible for up keep of system (clean net, backboard not broken and other maintenance being performed)

Maintance

• Mikes Tractor will be brush hogging and trimming bushes and maintaining entrance

• Doing maintenance on Playground equipment

• Need another quote of how many hours with items quoted per hour

Trees

• Everybody’s responsibility to water them

Sprinklers

• Joe Cote to talk with township about a box and meter

Taxes to be filed by CPA.

Yard sale June 1-2.

Next meeting June 4 at 7pm.

Board Minutes: January 11, 2007

Members present: Scott Howes, Beth VanBelois, John Dimaggio, Joe Cote

Old Business:
Unpaid dues: 3 houses have paid their dues, 3 remain outstanding (1 of which is a vacant property). Efforts continue to collect the remaining dues.

Newsletter: To be distributed on January 15th by Joe Cote

Mowing and New Trees: One quote received for mowing from Petoskey Lawncare Plus for $215 per mowing. New Trees: Douglas Tree Farm, $160 per 1.5-2in diameter tree, based on 20-30 trees. Further quotes to be obtained by Beth VanBelois

Lighting: Photovoltaic eyes run about $8 per light fixture, however, look very unsightly.

New Business:
Scott Howes to pursue website improvements with Barry Pendley.

Community meeting to be scheduled around March 1st to present budget.

Meeting adjourned at 8:25pm

Board Meeting: December 4, 2006 7pm

Members Present: Scott Howes, Beth VanBelois, Kenton Andreasson, Bill Arnold, Joseph Cote

Meeting opened at 7:05 pm

Old Business:

The lien on the property at 1173 Emerald Forest Lane would be very difficult to pursue. The Association will recoup the funds when the property sells. We will also let the Township handle the maintenance going forward.

Unpaid dues: All unpaid dues are for one year. The Association will send letters via Certified Mail and Scott Howes will meet one on one with all delinquent homeowners. Association to acquire phone number for the lot at 1085 Emerald Forest and contact builder in regards to unpaid dues.

Beth VanBelois and Kenton Andreasson will coordinate with former President Barry Pendley to meet at Davison State Bank and will transfer authority of the Association Bank account. Signature cards will be signed at that time.

Motion for due date for association fees to be changed to March 31st:

Proposed by Scott Howes

2nd by Beth VanBelois

All in favor – unanimous

Motion carried

New Business:

Volunteer mowing program: Did it work or should we hire professional landscapers? The Board will research opportunities for grounds maintenance including the acceptance of no less than three bids from landscape companies. We will ask for quotes on the maintenance of just the front entrance area and also for maintenance on all common areas.

Outdoor lighting for safety: New phase has carriage lights in every yard, but phase 1 does not have any. If homeowners do not have on outside lights, it can be very dark and dangerous. Board will research cost involved to provide homeowners with photocell adapters to install in outdoor lighting. These will automatically turn on the lights at dusk and turn them off at dawn.

Association Newsletter: The Board has agreed to create and distribute a quarterly newsletter. The first newsletter will be available in January. Plans are to include helpful hints, homeowner classifieds, pictures, contests, etc…Board is looking for homeowner input for more content. For cost saving purposes, the newsletter can be distributed through email to internet enabled households. A hard copy would also be distributed to those who do not have internet access.

Motion for Association to purchase a ream of letter size paper to create newsletter:

Proposed by Scott Howes

2nd by Beth VanBelois

All in favor – unanimous

Motion carried

Scheduled next Board meeting for January 8th @ 7:00pm

Meeting adjourned at 8:20 pm

Board Meeting: October 29, 2006 1pm

Members Present: Scott Howes, Beth VanBelois, Kenton Andreasson, Bill Arnold, Joseph Cote, Barry Pendley (former President)

Elections:

Nominated Kenton Andreasson for Treasurer: Kenton Andreasson elected.

Nominated Scott Howes and Beth VanBelois for President: Scott Howes elected.

Nominated Beth VanBelios for Vice-President: Beth VanBelois elected.

Old Business:

The lien on the property at 1173 Emerald Forest Lane needs to be followed through on. Charges for the association to maintain the property have gone unpaid.

Nature path: Will need mowing and weeding in the spring.

Volunteer mowing program: Should we continue to use or pay professionals to take care of ($6000/yr)? If we continue volunteer program, should we purchase a lawn tractor for the subdivision?

Unpaid dues: Send final letter to those that have not paid their dues ($1550 unpaid).

Board Brainstorming:

Considered changing due date for association dues. Concerns about due date so close to the Holidays.

Road repairs and who should pay for them. Agreed that we should pursue the county.

Considered the possibility of having street lights throughout the entire subdivision or requiring garage lights to be on in areas without street lights.

Considered improving community with additional playscapes and trails as per the original community plans.

New Budget:

New budget proposal to be developed prior to collecting yearly dues

Turning Over:

Barry Pendley turned over association P.O. Box (#761) keys to Scott Howes and Beth VanBelois.

Association Website:

Barry Pendley to continue to host association website and will only charge for hosting fees ($150/yr). Charge to be paid at time of dues collection.

New Business:

Association to purchase QuickBooks software for financial business.

Charge builders of vacant lots for association dues.

Continue to hold monthly board meetings until further notice. Next meeting scheduled for December 4th at 7pm.

Develop and distribute a quarterly association news letter. The first edition published prior to the Holidays.

Meeting adjourned at 2:30 pm

Board Meeting: September 21, 2006 7pm

Members Present: Brad Gearhart, Lonna Gearhart, Barry Pendley, Dave Clarke, Bill Skellenger, Greg Dutkiewicz

Establish Date for Annual Meeting:

Third Tuesday of October (17) 7:00pm

Financial Statement:

None given. Positive bank statement amount. Discussion of dues still owed, leans and follow-thru, Lean action to start November 1st on unpaid dues. 

Distribute Covenants: 

Volunteers to pass out booklets

Dog Runs: 

Approval give to Barry Pendley to leave existing dog run provided that bushes are placed in front of it.

Jay Tucker has till October 1st to complete changes to his run. 

Review/Make Nominations and Review Voting Procedures

Motion to approve above changes and actions to take place: Motion: Bill Skellinger Second: Barry Pendley Motion carried.

Motion to close meeting Motion: Lonna Gearhart Second: David Clarke Motion carried.