Annual Meeting June 8, 2011 Page 1. Stonehenge Subdivision Owners Association Annual Meeting June 8, 2011 stonehengecondoassociation.

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1 June 8, 2011 Page 1 Trustees present: John Crandall Ellen Elton, Treasurer Joe Frankel, Vice President Peggy Kirk Alan Kirshner Suzy Kirshner, President Dewey Miller Susan Romans, Secretary Stonehenge Subdivision Owners Association June 8, 2011 stonehengecondoassociation.com The meeting was called to order by Suzy Kirshner at 6:00 p.m. in the orchestra room of McCord Junior High School. Approximately 35 owners were present. President s Report Suzy informed the owners that Becky Bauerschmidt resigned as President in February, 2011, due to her heavy work schedule. At a trustee meeting shortly after Becky s resignation, Suzy was elected President and Joe Frankel was elected Vice President. Suzy thanked Becky for all her hard work and dedication during her term and presented her with a gift. Secretary s Report Suzy asked Susan for a reading of the minutes from June 14, However, since the minutes were mailed to owners and posted on the association s website in August, 2010, a motion was made and seconded that the reading of last year s minutes be dispensed with and the minutes be approved. A vote was taken and the motion passed. Treasurer s Report Ellen Elton reported that the Homeowners Association is comprised of 37 condominium subassociations and all have paid their 2011 assessment except one. The building that has not paid is a rental with two units on Woodhall. Ellen has made numerous phone calls to the owner. She has not been able to reach anyone, and there is no answering machine to leave messages. She will keep trying to get in touch with the owner. If payment is not made in the near future, a lien will be filed. Ellen also reported that 79% of sub-associations/owners paid their assessments in full by January 20, 2011 and thus received a 10% discount for doing so. Last year only 75% paid in time to receive the 10% discount.

2 June 8, 2011 Page 2 The Owners Association s income year to date is $50, Last year at this time the Owners Association income was $49, Income from pool tag sales in 2011 is $ Last year the income from pool tag sales was $ Owner Question: Who carries the insurance for the Owners Association? My association s insurance is going up. Answer: Auto Owners. The insurance covers the pool and common grounds. It does not cover the lots in Stonehenge. Sub-associations have their own policies. Audit & Budget Committee Report John Crandall, chairperson for the Audit & Budget Committee reviewed the 2010 audit and the 2011 budget report, which was given to all owners present at this meeting. In summary, income in 2010 was $51, and expenses totaled $48, The 2011 budget includes expenses for a pool cover, improvements to the entrance islands, and maintenance and repair of the pool and grounds. He specifically talked about the pool renovation in 2010 and the lien write-off of $3, The lien was filed after a property owner failed to pay her assessment after many years. Unfortunately, the owner filed bankruptcy and has since passed away. In 2010, the Owners Association put $3,000 in a reserve fund and the total for the reserve fund today is $6,000. It took three years to get to that amount. We are required to have a 10% reserve. John continued by pointing out the Board of Trustees is comprised of all volunteers. In the past, accounting and pool coordinator positions were budgeted at $2,800. In 2009 and 2010 these functions were taken over by the Board at no cost to the Owners Association. In 2011, the budget shows $3,000 for these services, but so far the Board has continued to provide these services at no cost because Board members cannot be compensated. He thanked Becky Bauerschmidt, Susan Romans, Ellen Elton, Suzy Kirshner and Joe Frankel who have saved the Owners Association over $8,000. In summary, the financial health of the Owners Association has come a long way since A reserve fund of $6,000 exists along with nearly $12,000 in improvements to the pool and equipment. By the end of this year, a new pool cover will be installed and island improvements should be completed in early Ellen Elton has done a great job as Treasurer but has resigned; however, she will remain on the Board. Looking ahead, the Board anticipates that some paid assistants may be necessary. Pool Report Suzy thanked the pool committee for all they have done to get the pool up and running by Memorial Day. Pool committee members for 2011 are: Suzy Kirshner, chairperson, Susan Romans, Sue Crandall, Lois Willett, Peggy Kirk, and Ellen Elton.

3 June 8, 2011 Page 3 This year it is necessary for anyone entering the pool to not only show the lifeguard his or her pool tags but also sign a log book. The log book is located at the lifeguard s station. A pool tag is required from everyone entering the pool area. New pool furniture was purchased to accommodate all the many pool goers. An adult (18 years and older) swim will start on Monday, June 13, from 11:00 to noon and will be in effect every day until the pool closes in September. This will allow adults to use the pool for laps, swimming, etc. without any interruption from children. If, however, an adult would like an adult only swim later in the day for 15 minutes, please tell the lifeguard. Five of the six lifeguards have returned from previous years. They are experienced and have performed their jobs in a professional manner. Suzy pointed out, however, that the lifeguards are not babysitters and requests that adults do not drop off their children at the pool and expect the lifeguards to watch them. A lifeguard s job is to watch all the people in the pool. Additionally, because the life guards cannot hear all conversations at the pool, if a resident hears bad language from another resident/guest, please let that resident/guest know that bad language is not acceptable and notify the guard. Current projects in the works include mulching around the grassy area in the back of the pool area and the adding of a water irrigation system to water the plants and grass. Suzy is currently requesting bids for sandblasting the pool in Because the pool has many layers of paint, it is not feasible to paint it again without sandblasting and removing all the layers of paint. New paint simply will not stick to old paint without sandblasting. As John previously reported, the Owners Association will purchase a pool cover in The cover will protect the pool from weather during the fall, winter and spring. Owner Question: How do you deal with annoying people? Answer: Guards will call Suzy and/or adult swimmers can intervene. Owner Question: Will there be a no smoking area? Some people walk around with cigarettes. Answer: The pool does not have a non smoking area. The guards could not monitor it, or enforce it, because their main job is to watch the swimmers. Owner Question: Do the guards skim the pool in the morning? Answer: The guards skim the pool most mornings. Owner Question: Can we make the pool non-smoking? Answer: The pool committee will discuss it.

4 June 8, 2011 Page 4 Building & Grounds Report Joe Frankel, chairperson of the Building & Grounds Committee, reported as follows: This past year has been a good one for Stonehenge for many reasons. Many needed improvements have been addressed as well as careful analysis of the annual budget to make sure the Owners Association stays on track financially. Careful planning has paid off in maximizing each dollar spent. To show the owners present at this meeting, Joe discussed the meter pit project, which is a water supply installed by the City of Sylvania to provide water to the center islands at both entrances into Stonehenge. At first, the Association was planning to have the City of Sylvania install a meter pit on the center island at the Sylvania/Stonehenge entrance. As Joe further investigated what was needed to complete the project, it became evident that it was more of a money pit than a meter pit. The Association changed direction and started investigating the installation of point wells, which clearly proved to provide the greatest bang for the buck. Another example of an improvement is the removal of the front bushes at each entrance. The bushes were approximately 40 years old. The removal was a difficult decision, but after talking with the Board members, neighbors, and landscaping people, it was clear that in order to keep the bushes, they would have to be cut back. However, cutting/trimming bushes that are very old would make them look unattractive so the Board voted to remove them. Once they were removed, both entrances took on a whole new look of openness. Prior to removing the bushes, the Board planned to relocate a few existing bushes to fill in as needed so as to not increase the project cost. The pool paint touch up for this year was deferred until next year when the pool will be getting a complete makeover, which is badly needed. The Board decided not to spend good money for something that will be sandblasted away next year. Suzy is gathering bids now. One bid is approximately $8,500, which does not include painting. Money was again saved by shifting some of the ground upkeep to Brad, our pool maintenance technician, rather than to our landscaping company. Joe continued his presentation regarding a big eye catcher improvement the addition of red mulch at the entrance islands plant beds coupled by flowers around the entrance signs. The point wells at each entrance will provide plenty of water to keep things looking good throughout the summer. Each point well has a locking custom cover to protect the pumps. The look of the covers was designed to complement the adjacent entrance marquee. The east tower light has been repaired and is shining brightly. This is the light which is attached to the stone tower on the east side of Stonehenge Drive along Sylvania Avenue. It has been out for many years and is now back on line. A new toilet has been installed in the pool house because the old one was leaking and in need of replacement. The main pool motors have been rebuilt and the filter system has been refreshed

5 June 8, 2011 Page 5 with new silicon sand. The pool heater has been cleaned and is undergoing an inspection to determine its overall condition. Finally, as mentioned earlier, a new commercial pool cover is being purchased for the winter, which will protect it from the harsh elements of snow and ice as well as cutting the costs of opening the pool. After researching the many tasks/elements needed to maintain our pool, Joe discovered some interesting facts: 1. The pool holds 117,000 gallons of water. 2. Each season, the pool uses a half million gallons of water. That is equal to half the total water supply that the City of Sylvania has on hand at any given moment. 3. The Sylvania water meter that monitors the pool s water usage is connected to a radio transmitter that sends water usage data to the Sylvania Utilities Department once or twice a day. 4. Pool chemicals for the 14 weeks the pool is open cost approximately $4, Columbia Gas collects approximately $3,000 during the same period for natural gas to run the pool heater. 6. Electricity for the summer is about $1, The Board, in an effort to minimize these costs, has put together a pool manual and an instructional DVD to educate the life guards and maintenance personnel regarding the proper way to read and evaluate the chemical testing of the water, what chemicals are needed, and how much of each to use. Owner Comment to Joe: I think you are terrific! Owner Comment: Never saw entrances look better in the last 15 years. Regulations & Enforcement Committee Report Alan Kirshner, committee chairperson, explained the new pet policy, which recently took effect. Basically, the pet policy requires dog owners to be responsible for picking up after their dogs as they walk them around the neighborhood. The person in control of the dog must carry a disposable plastic bag or some type of receptacle for this purpose. A fine may be imposed for violation on the rules. A copy of the policy can be found on the Owners Association s website, The Rules and Regulations for Exterior Maintenance took effect in The rules are quite comprehensive and were made to keep the buildings in Stonehenge looking good and to help maintain property values. All owners have an interest in keeping Stonehenge a great place to live and an attractive community. A copy of the rules can also be found on the Owners Association s website. Last year, ten buildings were sent notices to improve. A few owners complied, but some did not. One building owner was recently sent another notice that unless improvements were made, a fine

6 June 8, 2011 Page 6 would be imposed. The non-compliant owners will be discussed at the next Board of Trustees meeting on June 22, Owner Question: I have a complaint regarding the management company of Phase I. Answer: The Stonehenge Owners Association does not get involved in the matters of subassociations. Alan suggested the owners talk with the Phase I representative, which is Dewey Miller. Alan further explained that the difference between a sub-association and the master association is similar to the difference between the state government (sub-association) and the federal government (master association). Owner Question/Comment: The building near the pool and at the end of Abbey Run has only one trash bin and the bin is usually overflowing. Can anything be done? Answer: Alan is the trustee for that building and will try to address the situation possibly by building an enclosure around the trash bin. Owner Comment: I think the Board is doing a good job. Thank you! (Applause) Owner Question: The building at the end of Margate and Newcastle (brown building) needs improvement. Can anything be done? Answer: The owner of that building received a very stiff letter from the Board regarding the exterior maintenance violations. After receiving the letter, the owner talked with Alan and told Alan he was not aware of some of the violations and promised that improvements would be made. Some improvements were made. The yard and driveway were improved, but not the patio decks. Another letter will be sent. Owner Question: Do you know what the City of Sylvania is doing at the corner of Stonehenge and Sylvania Avenue? Answer: They are installing new traffic lights with metal poles. Owner Question: What happened with the community-wide garage sale? Answer: Peggy Kirk replied that she researched this issue and found logistic and security concerns not to mention the fact that Stonehenge does not have a common area large enough to hold a community-wide garage sale. Many sub-associations will not participate and customers may not know where or where not to go. One logistic and security concern is that owners participating in the garage sale will have to park on the street. The streets are not wide enough to park all the owners and customers. Couple that with all the street traffic that comes with a garage sale and a safety hazard will surely follow. Additionally, there are security and safety issues for residents that do not participate. Owners not participating will have to dodge pedestrian traffic around their garages, and may not want customers to peer into their garages as they open them to move their cars in and out. For these safety, logistic, and security reasons, the Board decided that a Stonehenge-wide garage sale is not feasible. Peggy suggested that if an

7 June 8, 2011 Page 7 owner has unwanted clothes, furniture, etc., that donating to the Salvation Army or Goodwill is one solution and another is consignment shops. Asking McCord Junior High if Stonehenge owners can use their property for a garage sale is a possibility. Owner Comment: After hearing all the safety and security issues, I am in favor of NOT having a garage sale in Stonehenge. There is just not enough street parking. Owner Comment: Craigslist is also an alternative. Owner Question: Are estate sales okay? Answer: Yes. Election of Trustees There are three trustees whose terms have expired Susan Romans, Becky Bauerschmidt and Dewey Miller. Susan Romans, at-large representative, has agreed to run for another term. Alan asked for nominations and Susan was nominated. The nomination was seconded; and after a vote, Susan was re-elected for another three-year term. Becky Bauerschmidt, at-large representative, has decided not to run for re-election. Alan asked for nominations to fill her seat. Ben Dansard was nominated to fill Becky s seat. The nomination was seconded; and after a vote, Ben was elected as an at-large representative. Dewey Miller is the representative for Phase I and agreed to run for another term. Alan asked all owners that live in Phase I for a nomination. Dewey was nominated. The nomination was seconded; and after a vote, Dewey was re-elected as the Phase I representative. The Board will meet later to elect officers. Other Business Owner Question: How do I get copies of the minutes? Answer: The minutes are mailed to the presidents of sub-associations, absentee owners, maintenance companies, and phase representatives. Since you are from Phase II, Peggy Kirk will post the minutes. The trustee minutes and annual meeting minutes are also posted on the Owners Association s website. Owner Question: How many phases? Answer: There are four phases. All other buildings are sub-associations. Owner Question: How is the assessment to the Owners Association calculated?

8 June 8, 2011 Page 8 Answer: By square foot. Suzy is looking for volunteers to help on the pool and building & grounds committees. If you are interested, please contact Suzy. There being no further business, a motion was made, seconded and passed to adjourn the meeting. Respectfully, Susan Romans Secretary Note: A copy of the 2011 annual meeting minutes will be posted on the Owners Association website: