Fountain Trace Homeowners Association Directors

Winter 2022 Newsletter

 

The Fountain Trace Board of Directors for 2022 hopes that everyone is doing well and will focus this newsletter as an update for anyone who missed the annual meeting on our direction for the year.  This newsletter will not follow the exact order of items as they were presented at the meeting in order to highlight the items that will directly affect each homeowner this year and in 2023.

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Annual Fountain Trace Homeowners Association Meeting

 

The annual HOA meeting was held on Tuesday, Feb 8th, 2022 at Crosspoint Church.  It began at 7pm and adjourned just before 9pm.   Attendance was strong with 32 lot owners in person and 18 by proxy.   Quorum is 25%.  The HOA has 125 lots.  111 were in good standing and 14 have delinquent dues which makes the quorum requirement to conduct business at least 28 lots which was met.   A social hour was held before the meeting with coffee, water, and snacks.

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Front Entrance

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Additional Volunteers for Entrance Improvement Committee Requested

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A detailed review of the issues at the front entrance was presented with some suggestions and discussions on course of action.  Highlights include:

• Both lamp posts are in poor shape and were unable to be repaired by the Board.  Given their 20yr age and poor condition we think it is best to replace them.  The lights are also on 24/7 due to poor electrical construction.

• There are multiple leaks in the front fountain water feature and after isolating the different sections, it appears that the leaks are internal. 

• Contractors have only provided initial estimates of approximately $1000 just to attempt to find the leak.

• Discussion was held concerning estimated cost to repair the front entrance to its original state and the neighborhood consensus is that it will be approximately $20,000-$25,000

  • Comments were received that since the water feature is the source of needed repairs as well as the significant water and electrical costs, that it seems the best solution would be to redesign the front entrance without a water feature. (It was noted the Board has received zero complaints since turning it off in October due to the very high water bills)

• Consensus was that the HOA is okay to not have a water fountain/feature.  Everyone agreed we want to have a nice entry.

 

Motion

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Front Fountain Redesign Motion made by FTHOA President Grilli & 2nd by FTHOA Treasurer Minotti for HOA Vote:

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At Front Entrance, disable the fountain and make repairs to fallen rocks.  Complete temporary repairs to make front aesthetically pleasing. The initial repair costs will be drawn from the annual repair budget.

Additionally, form a committee to determine future redesign with planning cost not to exceed $3,000 for preparing the design proposal which will be drawn from the annual repair budget.  The redesign will focus on being water free and optimize traffic flow.  Committee members include Christie Bellair, Scott Mayo, Mike Harney with Steve Grilli as chairman.  Additional volunteers will be welcomed.

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Motion passed with unanimous consent

Anyone interested in joining the redesign committee should contact Steve Grilli.  The first meeting will be planned to occur in March 2022.

 

Annual Dues Increase

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A discussion was held concerning the need to raise annual dues from $325/yr to $375/yr.  With both the reality of 40 year high inflation and that many 2021 costs were minimized by Board members’ free labor, we need to raise dues. Examples of actual cost increases for past two years were presented as well as how our bank account balance has been essentially flat the past few years.  Members asked about raising dues higher in order to provide more cash reserves, but Board felt the current cost would be sufficient.  We did not wish to ask for more than is needed. This led into discussion of how much of a reserve is needed.  Costs to replace the pond liner were discussed with it being noted that the last replacement cost over $100,000 and resulted in over $1100 in special assessment per home/lot owner.  No consensus on the size of reserve desired was reached, but with the minimal dues increase and cost savings the Board hopes to gradually add to the reserves barring any unforeseen circumstances.

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Motion

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Motion made by FTHOA President Grilli & 2nd by FTHOA Secretary Rice for HOA Vote:

 

Beginning in 2023, annual dues will increase to $375

 

Motion passed with 48 in favor and 2 opposed

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Special Assessment Increase

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​The Board explained that while vast majority of the HOA members properly maintain their lots, a few lots consistently do not. A $50 special assessment was approved in 2021, but there were several examples of members paying the $50 monthly for multiple months because it was cheaper than correcting the violation by cutting grass or obtaining storage for boats or trailers.

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It was reviewed that per the Covenants the HOA has the right to enter a member's property to correct the violation (including towing away a boat/trailer, or cutting the grass at the owner’s expense).  However, the Board is hesitant to do this because it can create an unnecessary situation between contractors and the owner in violation.  Although reserving the Homeowners Association’s right to correct violations at owner’s expense, the Board asked that the assessment be increased to $150 in order to encourage compliance as the most inexpensive solution to a violation.

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Motion

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Motion made by FTHOA President Grilli & 2nd by Homeowner Brandon Greer for HOA Vote:

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Special Assessment for Covenant Violations to increase to $150

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A $150.00 monthly Special Assessment will be levied on a lot owner for each violation of any of the Declaration of Restrictive Covenants for Fountain Trace as recorded in the Warren County Clerk’s Office. (D793, PG 453 and D914, PG 521), if the lot owner has not corrected the violation within 30 days of written notice of the violation to the lot owner from the Board or Association. A $150.00 Special Assessment will be levied for each violation of the Declaration of Restrictive Covenants and will accrue cumulatively, as levied on the lot with an additional $150.00 assessed each month per violation until the violation is corrected. Each $150.00 Special Assessment shall be initially due and payable within 31 days after the date of the written notice of the violation to the lot owner if the violation is not corrected, an additional $150.00 Special Assessment shall be due and payable consecutively on the 30th day hereafter, if the violation is not previously corrected

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Motion passed with 49 in favor and 1 opposed

 

Budget Approval

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​Treasurer Mark Minotti provided statistics concerning the number of lots, dues paying lots, counts of vacant vs improved lots, the number of unique homeowners, and the percentage with valid email addresses.  He also provided a review of 2021 spending and explained the variances.

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He provided a review of the 2022 proposed budget.   Discussion occurred concerning that since the 2022 budget pulls $4,000 from reserves we should reduce repair and improvement spending by equal amount to balance.  Further comments were also made that some years we spend more and some we spend less.  It was also noted that the while the Board does not have authority to purposely exceed the budget, the current Board is looking to minimize costs and would not spend the budget unless necessary.

 

Motion

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Motion made by FTHOA President Grilli & 2nd by FTHOA Vice President Tisdale for HOA Vote:

 

2022 Budget It is annual responsibility for the Treasurer, under advisement from the Board of Directors, to present a budget to the HOA members for approval of planned expenditures. The Board recommends the approval of the 2022 budget as presented.

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Motion passed with 48 in favor and 2 opposed

The budget document was sent with the HOA meeting notice.  It was not changed at the meeting. Contact the treasurer if you would like a copy.

 

Elections

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​Board of Directors:

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Per the by-laws (Art 3, Sec 2), the HOA shall elect 3 to 6 of its members to a Board of Directors for a term that shall expire at the next annual meeting.

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The current Board members indicated they would stay if elected and nominations were sought if any other homeowners had a desire to be on the Board.  None came forward.

The current FTHOA Board members were approved unanimously to serve as the 2022 Board of Directors by the Homeowners Association. They are:

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Steve Grilli (2021 President)

Kirk Tisdale (2021 Vice President)

Chip Rice (2021 Secretary)

Mark Minotti (2021 Treasurer)

Joe Macrino (2021 Member At Large)

Todd McNeilage (2021 Member At Large)

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Architectural Review Committee:

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Per the covenants (Art 3, Sec1), approval of plans and specifications by the HOA architectural committee is required before construction. The covenants do not specify requirements for committee membership, but tradition dictates the architectural review committee (ARC) shall consist of a reasonable number of HOA members with at least 1 member who is also on Board of Directors.

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The 3 existing members agreed to remain if elected. Nominations were sought if anyone wanted to be on the ARC no additional homeowners expressed interest and no nominations came forward.

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The current FTHOA Architectural Review Committee (ARC) members were approved unanimously to serve as the 2022 ARC by the Homeowners Association. They are:

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Chris Champion (2021 Chairman)

Todd McNeilage

Kirk Tisdale

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Pond Area

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​​Steve Grilli explained the status of sprinkler heads and how part of the repair budget ($2,500) will be used to replace sprinkler heads, raise some up higher, and replace the controller.   He also discussed that the location of the station valves which turn on/off each section is unknown and the Board will determine the best way to find them.   It is a current problem not knowing where they are for now, but if one should break we will be forced to find them or the grass will not be irrigated in that section.​

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Lot 119 Update

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Although it was explained that the lawsuit filed by Lot 119 against the HOA is being appealed and will be heard at 11:30am on Feb 24th, 2022, we learned this week it was moved to 2:15pm on March 15th, 2022.  It was also moved from Edmonton to Frankfort.  Their ruling is expected several months later.   The panel is Judges Caldwell, Goodwine, and Lambert. 

• The appeal is against previous rulings by Judge Grise on 9/16/19 and 1/27/21. 

• Meetings were held in the past year with Board members and Lot 119.

• The Board has told the homeowner it is the responsibility of their lawyer to advise what actions they can take to protect their property within the Judge's rulings.

• The Board said that the owners should and could do what the judge had approved and HOA would not go against the judge's order for fear of being liable if the judge rules against the owner and the owner has to remove the work the HOA approved.

 

Open Discussion

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A homeowner presented a safety concern about the entrance warning sign just prior to the front entrance.  In particular that it does not provided an adequate warning distance and is not readily noticeable.  He mentioned possibly getting the county to adjust its location and highlight it with flashing caution lighting. The Board will research the possibility of achieving this safety improvement.

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The Board welcomes any suggestion or input such as the one above that improves the safety and quality of life in Fountain Trace.

 

2021 Year in Review

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​President Steve Grilli provided pictures of work done by HOA members over the past year and included pictures of parts of the neighborhood that need attention.  These items included:

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• Active Board Engagement​

  • Work was split up well amongst the 6 Board members, ARC members, and neighbor volunteers​.

  • Board met every other month and had a number of special meetings addressing Lot 119 and other neighborhood issues.  

  • Met with HOA vendors to review scope of work and detail, reviewing all expenses for purpose, need, quality of service (is the HOA getting our money worth), and "can we get it for less"

• Newsletter ​

  • The newsletter was put in place to promote transparency and improve communication to you the HOA in real time, to share information as it was happening or coming in to us.  Some examples were on lot maintenance and cleaning up after your dog.

  • We welcome feedback.  It was issued about every 3 months.​   Past copies are on website - fountaintrace.com

• ARC Process Improvements

  • Proud that any change requiring Architectural Review Committee is submitted with an on-line form at our website and the change is immediately sent to all ARC members and the Board President. 

  • It is the homeowner responsibility to ensure they get a response from an ARC member that it was received within 24hrs or the submission is not a valid submission.   Every submission was confirmed received by the ARC in 24hrs except one.  Troubleshooting suspects the issue was with the user's web browser not completing the submittal.  That owner followed up after 24hrs, and it was immediately reviewed.

  • Projects this year were approved within 2 days, although the ARC requests you allow 30 days.​

• Pond Improvements​

  • The pond fountain was pulled for winter storage and found to have corroded brackets that risked allowing it to fall to the bottom.  The vendor replaced the parts at no cost and included a spray pattern kit which we had lost ​in a transition between contractors.

• Installed New Well Pump w/ Timer, Dug Deeper

  • Pictures and detail provided for all the troubleshooting of the failed well pump which included ​flushing the well by the fire dept and consulting with local experts.   

  • The well pump is used to fill the pond in the center of the neighborhood.  It runs about 12 hours a day in the summer and 1 hour a day in the winter.  It is about 3' long and fits in a 6" diameter pipe where it is lowered down into the well. 

  • We can also use city water to fill the lake, but that is expensive.

  • A local firm expert in wells was used to replace the pump as well as dig the well deeper.

• Sprinkler Inventory and adjustments; adjusted sprinkler schedule

  • Our irrigation system was found in poor condition.  Many of the heads were buried or not spraying in the direction they should.​

  • Board members unearthed about 40 heads and set all the heads we found to spray where they should.  We also turned off some zones in the front entrance that were not part of HOA property.  There is more work to be done as talked about in 2022 plans.

  • The schedule for the sprinklers was adjusted from 7X per week to 4X per week and monitored for sufficient watering.

• Installed Timer - Lights & Fountain

  • The pond fountain in center of the HOA was found to have a broken timer.  It was replaced by a volunteer member and we set the timer to run 12 hours a day (dawn to dusk).  This resulted in the electricity line item of the budget to be $1800 under budget.  Our electric bill with the fountain running 24/7 is about $500/mo

  • Timers were also installed at entrance lighting which was running 24/7.

• Identified Location of Water Supplies

  • Documented locations of sprinkler heads and water shut off valves to facilitate winterization​.

  • We still need to locate the valve locations at the pond.  We do not have a map from the company that installed the sprinkler system.

• Pond Fountain​

  • Board intended to change the pond fountain to a decorative spray pattern, but the nozzle kit could not be located.​

  • The pond fountain was pulled out for winter storage by Todd and Kirk and found that 3 of the 4 brackets that hold the pump in place were cracked.  This would have caused the pump to come loose and fall to the bottom of the pond damaging the pond liner.  Kirk called the vendor who replaced the parts at no cost and Kirk negotiated with the supplier to throw in a spray pattern kit which was lost in the transition between contractors.

• Cleaned Front Fountain

  • Pressure washed debris from all sections and cleaned all filters.

  • Found 15" of silt in center section.  It was too watery to shovel and too thick to pump so ended up hiring a vacuum truck specialist to remove the sludge.

  • We cleaned the fountain to preserve the pumps and look for water leaks.

  • Added timers to Landscape lighting in front.  They were running 24/7

  • Repaired sprinkler system leaks and adjusted heads, turned off zones not required.

  • Replaced sprinkler timer on east side which was donated by a neighbor for savings.

  • Identified location of water supply shutoff.

• Finished on Budget

  • Despite unplanned spending on the well pump at $3400, front fountain cleaning at $500, and inflationary price increases, there was savings realized on electric, fertilizer, and legal to net under budget.

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If you have any suggestions for neighborhood improvements, especially any cost-saving measures, the Board of Directors welcome your input.