2/25/13 Annual Meeting Minutes

2/25/13

Present - Brian Cox, Jen Newman, Brad Swillinger, Tonya Langenkamp, Amy Bauer, Amy Volmer
Absent - Jill Hertenstein
Guests - Adam Jellison, Meghan Mapes, Tom Shevlin, Dennis Bateman

1. 2012 Budget Report Review
Utilities/Lawn Care
-Duke Energy ($888.12)
-Lawn Management ($1586.22) - includes sprinkler repairs on both lots; Addendum for tall grass in Nov.2012
-West Chester Lawn Care ($3747.46)

Butler Co. Water/Sewer
-Windwood ($737.63)
-Friar Tuck ($457.37)

Property Taxes
-($2055.06)

Social
-July cookout ($258.91 - supplies; $50 - tennis club)

PO Box
-($70)

Liability Insurance Premium (Motorist Mutual)
-($500)

Mailings/Supplies for Yearly Ballots
-($428.99)

TOTAL: $10,279.76

Notes:
-Operated with a loss of $2310.77
-Total Dues Received since 12/12 ($7968.99)
-$1300 was paid to Lawn Management for pipe repairs
-$400 was paid to Butler Co. for water leak

2. 2013 Projected Budget
Utilities/Lawn Care
-Duke Energy ($1000)
-Lawn Management ($600)
-WC Landmark  ($4500, plus any extra for fertilizing, etc. - $500)

Butler Co. Water/Sewer
-Windwood ($600)
-Friar Tuck ($600)

Property Taxes
-($2055)

Social
-July cookout ($300)
-Easter Egg Hunt ($50)
-Additional/New Holiday Decorations for lots ($100)

PO Box
-($70)

Liability Insurance Premium (Motorist Mutual)
-($500)

Mailings/Supplies for Yearly Ballots
-($500)

Directory
-($500)

TOTAL: $11,500

Notes:
-For 2013, we have 237 (out of 465) households that have paid dues as of 2/25/13. We had estimated on 265 doing so this year. We are at 89% of our estimate.

3. Board Elections
The Board voted to approve 3 new board members:
-Martin Hanighan (pending his acceptance)
-Meghan Mapes
-Adam Jellison

Dennis Bateman and Tom & Linda Shevlin have committed to helping on committees
Welcome and THANK YOU! We now have a full board of 10 volunteers!

New board to vote on new officers soon.

4. New Business
-Calling WC Township re. poor seeding after July 2012 maintenance
-2nd dues notice to go out via postcard
-Question regarding bylaws regulations re. large dog kennels
-Question regarding parked commercial vehicles
-Dennis Bateman inquired about any homeschooling contacts in the neighborhood
-Suggested to check "Recent Sales" on Auditor site to assist in welcoming new homeowners
-Directory committee needs to be formed soon - contact board if interested
-Question regarding storm drains and possible inspection to prevent clogs

1/7/13 Minutes

BM Present: Amy B, Jill H, Jen N, Brad S
BM Absent: Brian C, Tonya L, Amy V

• 1/13 - Taking down front entrance decorations
• West Chester Farmers Market Winter Schedule (sponsored by The Feed Barn)

      Feb 9, Mar 9, Apr 6, Apr 27 (2-3:30; Located on West Chester Town Centre Rd)
      www.westchestersfarmersmarket.com
      www.thefeedbarn.com

• Santa visit throughout the neighborhood went well! Definitely will do this again for 2013!
• Mailing to arrive to homeowners soon. To include: Ballot, Dues Notice ($40), Payment Voucher, and short information template (in order to update information for directory). Dues are due by 2/1/13. There will be a stamped/addressed envelope to pay dues.
• ANNUAL MEETING (open forum for community members) on 2/25/13 at Panera (Union Center) at 7pm. Hope to see new faces interested in their community happenings!
• A sign will be posted soon in our front lot display board advertising our blog: "Visit rollingknollshomeowners.blogspot.com"...Board hopes community is finding ways to stay informed (email, facebook, and blog)

Nominations for Board Needed!

Hello Residents!

I hope everyone had a great Thanksgiving Holiday.  Tis the season to elect the upcoming board members for your HOA.  Please join us in our efforts!

Please present nominations for the Board of Directors

If you would like to nominate yourself or anyone else to the Board of Directors please email your nominations to rollingknolls@fuse.net or leave a voicemail at 513-721-1125 for Brad Swillinger. All nominations are due by December 15, 2012. Please include your name and the name of the person you wish to nominate.

There are six positions available.

11.19.12 Board Meeting Minutes

Present: Amy Bauer, Jill Hertenstein, Tonya Langenkamp, Brad Swillinger, Amy Volmer, Jen Newman
Absent: Brian Cox

1. Communication
Email to go out within next day to all homeowner emails we have on file (An opportunity to update emails will come in the January mailing.  In this email, the following will be included:
- Newsletter
- Opportunity to nominate for Board positions (6 available)
- New methods of communication: Email: rollingknolls@fuse.net
                                                     Facebook: search "Rolling Knolls Homeowners"
                                                     Blog
2. January Mailing
- Envelope stuffing - 1st week in January
- Contents:
      Ballot for Board Election (6 more positions available!)
      Dues Invoice (Voted to approve a $5 increase in dues from $35 to $40)
      Homeowners information (to be updated for the Directory to be distributed in late Spring 2013)
- Ballots and mandatory dues to be returned by Feb 1st, 2013

3. Directory
- Will need to get ads; Draft letter from the Board to current ad holders. Follow up w/call.
- To be delivered late Spring after updated information is received and compiled from January mailing
- ANYONE interested in being on a Directory Committee, please contact the Board (rollingknolls@fuse.net)

4. Estimated 2013 Budget
$2000   Real-estate taxes
$5000   Landscape(pending contract being negotiated with Landmark Enterprises, Inc.)
$750     Water/Utility
$500     Social
$900     Energy
$1000   Sprinkler Inspection/Maintance/Repairs
$500     Mailings (2xs/year -- Includes Directory to dues paying members)

5. Social
- Visit with Santa/Holiday Bonfire
    @ Windwood Pool parking lot (pending approval) on 12/16 from 3-4:30 pm
   Sign in 42 sign put up week of 12/3
- Holiday decorations to go up soon!!!

Rolling Knolls Residents,

With Black Friday quickly approaching, here are a few tips to keep you safe while out shopping!
Police Department offers
holiday shopping tips  
The West Chester Police Department encourages everyone to use extra caution during the holiday season.
When shopping in stores remember these tips:
- Park in a well-lit area during hours of darkness.
- Lock the car and set the alarm.
- Do not buy more that can be carried.  Plan ahead and bring a friend to help carry packages to the car.
- Do not leave purchased items visible in the car, Leave them in the trunk.
- Do not leave purses or purchases unattended. Leave expensive jewelry at home.
- Do not put a wallet out on a counter while paying for items.  
- Wait until asked before taking out your credit cards or checkbooks.  An enterprising thief would love to shoulder surf to get your account information.
- Whenever possible, swipe your own credit card and do not let the card out of your sight.
- Always cover the keypad when entering a PIN.
- Reduce the amount of credit and debit cards you carry and never carry your Social Security Card.
- Reduce pick pocketing by carrying  pursea close to your body or your wallet inside a coat or front pocket. 
- Tell a security guard or store employee if you see an unattended bag or package.  
- Remain aware of  surroundings at all times and move to and from your vehicle with confidence and "purpose". Have keys ready before getting to your car so you do not have to search for them while standing near it.
- Report suspicious people or activity to law enforcement immediately!

Hello Rolling Knolls Homeowners!

Here are some tips about fireplace safety to help keep everyone safe this holiday season!

Fire Department offers fireplace safety advice Wood-burning and gas fireplaces are designed to safely provide comfort, warmth and relaxation, but without proper precautions and maintenance they can pose a danger to residents. Before lighting the first fire of the season, the West Chester Fire Department offers this advice: Preventative Maintenance - Have the chimney inspected annually, and cleaned as necessary, by a professional chimney sweep to ensure it's clear of obstructions and creosote - Have a cap installed at the top of the chimney to avoid the possibility that debris or animals can block the chimney - Install both a smoke and carbon monoxide detectors and make sure the batteries work - Keep a fire extinguisher on hand - Make sure the area around the fireplace is clear of furniture, books, newspapers and other potentially flammable materials (three feet away is a good rule).  Lighting a Fire - Clear away ashes from previous fires - Build a safe fire - Open the damper - Use a fireplace grate - Keep glass doors open during the fire - Use fireplace tools to tend the fire - Always close the fire screen when in use  Using Common Sense - Never burn garbage, rolled newspapers, charcoal or plastic in the fireplace - Never use gasoline or any liquid accelerant to help start a fire - Keep small children and pets away from the fireplace - Never leave a fire unattended - Don't close the damper until the embers have completely stopped burning - Make sure the fire is completely out before going to bed or leaving the house - When cleaning the fireplace, store ashes in a non-combustible container with a tightly fitting lid and place the container away from the house   Follow These Tips When Using Fire Pits Before breaking out the fire pit this fall, there are a few important things to know about open burning.  Butler County is regulated by Hamilton County Environmental Services (HCES) with regard to "open burning". The HCES defines open burning as any kind of outdoor fire.  Most are prohibited in Ohio, although there are a few exceptions: cooking, heating tar, welding torches, and heating for warmth.   Residents building bonfires, camp fires, and/or using outdoor fireplace equipment must follow certain guidelines, whether they are being used for cooking, pleasure, religious ceremonies or recreation.  These fires must be fueled by clean firewood, natural gas, or an equivalent material.  The total area of the fire must be three feet or less in diameter and not more than two feet tall.  Fires cannot obstruct the visibility from road ways or railroad tracks, and burning is prohibited whenever there is an air pollution warning, alert or emergency in effect. Fires may not be used for waste disposal purposes, because burning yard waste, garbage or leaves can result in air-borne pollutants that may cause irritation of the eyes, nose and throat, headache, loss of coordination and nausea.  The burning of a standing structure, such as a shed or abandoned building, is also prohibited, even if it is on private property. Any other kind of open burning requires a permit, applications for which can be obtained at the West Chester Fire Department, Monday through Friday, between the hours of 8 a.m. and 4:30 p.m. Keep in mind that you are legally responsible for any fire you start—so remain present at the site at all times and have a means of putting out the fire nearby.  Even with a permit, fires must be extinguished if a complaint is made.

SPRINKLER BLOW OUT!

On October 24th, the Lawn Management Sprinkler Co. shut off and blew out the sprinkler systems at both entrances: Friar Tuck and Windwood.  The backflow valves have been disconnected and are in winter storage at Amy Bauer's residence. We look forward to springtime when the systems will be activated once again!

Keep your kids safe and warm while they are Trick - or - Treating this year! Be sure they have flashlights or reflective costumes! Hope they get every treat they want!