Chevington Woods

Trustee Meeting Minutes 9/19/05

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CHEVINGTON WOODS CIVIC ASSOCIATION
MINUTES OF TRUSTEES MEETING
September 19, 2005

Meeting site: Violet Twp Offices, 12970 Rustic Drive, Pickerington, OH 43147

President Comanita called the meeting to order at 7:05 p.m.

The President ascertained the presence of a quorum with six (6) trustees in attendance:

Carol Comanita, President
Don Roeder, Vice President
Mark Briggs, Treasurer
Will Snell, Secretary
Rachel Hintz, Trustee
Teresa Hartley, Trustee

Residents in attendance:

Ted & Gina Stacy
Tom & Linda Besser
Gordon Greenman
Dan Oyer

Reading of the minutes: The Chair noted the minutes of the August 15, 2005 regular meeting had been previously distributed via email to the trustees and advised, that if there were no objections, the minutes could be approved as distributed. Thereafter, Trustee Briggs moved the minutes be approved as previously distributed. The motion was duly seconded and passed without dissent.

Correspondence and Resident Participation:

Resident Gina Stacy inquired about dwelling set back provisions in Chevington Woods noting that some real estate sales had been stymied at closing when the potential buyer refused to sign a waiver in regard to an existing violation. During the ensuing discussion it was noted the homes in Chevington Woods were constructed some thirty-five years ago and the method of measuring set backs had been subject to interpretation until Violet Township adopted a set method a few years ago.

Secretary Snell noted that he was in communication with the Violet Township Zoning Inspector and volunteered to add this question to the other issues pending. It was the consensus of opinion among the Trustees assembled that the Secretary contact the Township for clarification of the set back issue.


Minutes of CWCA Trustees Meeting – 9/19/05 – Page 2


Secretary Snell read correspondence received from residents as follows:

A letter dated August 29, 2005 received from resident Gordon Greenman was reviewed and as the contents thereof were being discussed Mr. Greenman arrived at the meeting. The Chair recognized Mr. Greenman and allowed him ample opportunity to clarify the contents of his letter in regard to deed restriction enforcement and possible consequences thereof. The Trustees assembled responded to the questions raised in Mr. Greenman’s letter and a lengthy discussion was held in regard to the issues raised.

An undated letter received on September 8, 2005 from resident Gene Bednarski in regard to the storage of a boat on his lot during the summer months was reviewed. Mrs. Stacy noted Mr. Bednarski was on vacation and unable to attend the meeting. During the ensuing discussion it was noted that legal counsel had advised that exceptions, absent compelling justification, could not be made to the deed restrictions as they were presently written. It was also noted that Mr. Bednarski stated in his letter that he would be in attendance at the annual meeting the following month and he would have the opportunity to address the members present in regard to the contents of his letter at that time.


Treasurer’s Report: Treasurer Briggs presented the Treasurer’s report and entertained questions from the Trustees and residents assembled. He noted a significant amount of dues in arrearage had been received since the last meeting. A written copy of the report is made a part of these minutes by reference.

Resident Gina Stacy inquired about the matter of an insurance payment to the Chevington Woods Recreation Club, Inc. Treasurer Briggs reported that he had been unable to locate the check register recording the last payment so the matter could be resolved but that he would continue searching through past records and attempt to locate it. Mrs. Stacy noted the CWRC also had a new Treasurer and it was unlikely the record of the last payment would be available from the current CWRC Treasurer.

Committee Reports:

Deed Restriction Committee – Secretary Snell furnished a report on the result of the round two “dialogue” letters and noted formal citations would now be in order to be sent to those lot owners where the deed restriction violation had not been resolved. A motion was made by Trustee Hartley to issue the citations. The motion was duly seconded and passed without dissent.

Secretary Snell noted there was still some discussion with a couple of residents and he was hopeful the issues could be resolved.

Minutes of CWCA Trustees Meeting – 9/19/05 – Page 3

Trustee Squier presented correspondence she had received from resident Holly Howard in regard to the abandoned autos stored at 8550 Chevington Chase. It was noted that Mrs. Howard was seeking a temporary waiver to allow adequate time for resolution of the problem due to her elderly mother, who resides at the residence, being in the care of hospice, the current ill health of her husband and she, herself, was facing major surgery.

The Trustees were of the unanimous opinion that compassion was in order in this particular instance but the CWCA must be careful not to set precedent that was contrary to the spirit and intent of the deed restrictions and/or existing law. Following a thorough discussion of the matter by the Trustees assembled, Trustee Squier made a motion that the request for a temporary waiver be placed upon the table and the matter be dealt with by the Trustees assembled at the appropriate time in the future. The motion was duly seconded and passed without dissent.


Unfinished Business: ACC - Secretary Snell reported on correspondence received from counsel and copied to the Trustees in regard to resurrecting the Architectural Control Committee. He also stated that he felt it would be prudent to send a copy of the deed restriction opinion in regard to sheds, as received from counsel, to the residents of Chevington Woods prior to the annual meeting on October 17th.

Following a discussion of the matters raised, Trustee Snell made a motion that the shed opinion, as received from counsel, be attached to the third quarter newsletter to be published at the end of September and sent via USPS to each residence in Chevington Woods. His motion also included providing a copy of the documents needed to resurrect the Architectural Control Committee along with the Treasurer’s financial statement to the members in attendance at the annual meeting on October 17, 2005. The motion was duly passed with one dissent. Trustee Briggs requested his dissenting vote be duly recorded in the Minutes of the meeting and the Secretary so noted.

Signs for entrances - Treasurer Briggs presented a paper example of the signs to be purchased for placement at the entrances prior to the annual meeting. He requested any suggestions from the Trustees assembled as to the design and text shown on the example. After discussing the matter a consensus of opinion was reached and Treasurer Briggs advised he would have the signs made and would put them at the entrances on the Friday prior to the annual meeting to be held the following Monday. It was also noted the approval of the Trustees for the purchase had been granted at a previous monthly meeting of the Trustees.





Minutes of CWCA Trustees Meeting – 9/19/05 – Page 4


North Reserve Playground Equipment: Trustee Roeder reported on his continuing quest to find suitable, safety approved playground equipment at a reasonable cost. President Comanita thanked Trustee Roeder for the time and effort he had expended on the matter. She also noted that it was time to make a decision and that she was going to appoint a committee to assist him in the matter. During the ensuing discussion it was noted the North Reserve also needed trashcans and a couple of permanent “park” grills should be included in the committee deliberations.

Thereafter the Chair appointed the following Playground Equipment Committee:

Trustee Don Roeder, Chairman
Treasurer Mark Briggs, Member
Trustee Rachael Hintz, Member
Resident Tom Besser, Member
Resident Linda Besser, Member

New Business:

Pet Clean Up – President Comanita noted that while walking her dog she had noticed several residents were not cleaning up after their dogs. She requested the matter be addressed in the forthcoming newsletter.

Your Lawn Care: Treasurer Briggs reported that he had attempted to get information from Your Lawn Care in regard to an invoice they had repeatedly sent to the former Treasurer. However, he had not received any documentation or information that would justify paying the invoice. It was noted that Your Lawn Care had at one time applied fertilizer to the entrances but their services had not been used since the election of Trustees in 2003. It was the consensus of opinion that if the company could not produce evidence to justify the invoice that it should not be paid.

Water Reimbursement: Secretary Snell noted the particularly dry summer and unusual amount of water required for the plants at entrances. He also reported that while helping Trustee Squier with the watering chores that he had an opportunity to discuss the impact upon water bills with one of the residents who generously allow the CWCA to use his water at will. A review of the resident’s water bills revealed a significant increase in his cost, which when prorated, would equal approximately $100 for the watering season during the year of 2005. Secretary Snell also noted the two residents who have furnished water for the entrances for years had never requested reimbursement but this year was unusual and the CWCA should reimburse the residents. The Secretary then made a motion that the two residents be reimbursed $100 each for the water furnished to the CWCA for the year 2005. The motion was duly seconded and passed without dissent.

Minutes of CWCA Trustees Meeting – 9/19/05 – Page 5


Trustee Squier then inquired if the Secretary would explore the possibility of getting water taps and a meter for the entrances, which would then allow the installation of an automatic watering system. She also noted that Trustee Fown had experience in the installation of watering systems and had volunteered his services. The Secretary noted that he would explore the issue prior to the 2006 watering season.

Entrance Light Experiment: Trustee Snell noted that he had served as the streetlight maintenance man for over two years and could not help but notice that the fluorescent lights that were present when he took over the job were in some cases still burning. He also noted that the incandescent lights that he received when he picked up the supplies on hand from the previous maintenance man did not appear to last as long. He further noted that he kept detailed records of light replacement that also supported his opinion.

He then requested permission from the Trustees assembled to replace the lights at the North Entrance wall with fluorescent bulbs and track the life of the bulbs. He also noted the cost of the fluorescent bulbs were significantly less than the current outdoor incandescent bulbs being used. Following discussion it was the consensus of opinion among the Trustees assembled that Trustee proceed with the experiment.

The Chair then called for any other business to come before the Trustees assembled. Hearing none, the Chair recognized a motion from Trustee Hartley to adjourn. The motion was duly seconded and passed without dissent. Meeting adjourned at 9:55 p.m.

Respectfully submitted,



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Will Snell, Secretary