Newsletter July 2021 | Fountain Trace HOA

SUMMER 2021 NEWSLETTER 7/23/21

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Fountain Trace Homeowners Association Directors

Summer 2021 Newsletter

The Fountain Trace Board of Directors for 2021 wishes everyone a safe and happy summer and hopes this newsletter finds everyone healthy and enjoying the outdoors.

ANNOUNCEMENTS

As the Directors of the HOA we do not go searching nor constantly monitor all residences for instances of Covenant violations. Almost all complaints come from the Homeowners to the Board, and it is the residents that we are speaking on behalf of. The following violations below are common violations and we have received multiple complaints. On behalf of all of FTHO, we would appreciate your attention to these items.

Golf Carts and other Unlicensed Vehicles

Since our subdivision does not have sidewalks, the combination of walkers, joggers, bicycles, cars and golf carts creates a high risk of an accident. First of all, PLEASE DRIVE SLOWLY THROUGH THE NEIGHBORHOOD. Secondly, many may not be aware that golf carts must be operated by a licensed driver and display a permit in order to be driven on neighborhood streets. This is in accordance with KRS 189.126 (click on link). This means unlicensed drivers cannot drive on the streets since they cannot obtain liability insurance and this also applies to other off-road vehicles not licensed for street use. If you own a golf cart and have additional questions, you may want to contact the Warren County Sheriff’s office. Your insurance agent may also be an informational source.

Repeated Covenant Violations:

Garbage Containers must be kept in buildings or be screened by a wall or landscaping

We have received multiple complaints of lots leaving their garbage cans outside of garages without any attempt to screen the view from the street. Article IV SECTION TEN states “Garbage and refuse shall be placed in suitable containers which shall be concealed and contained within buildings or by means of a screening wall or material similar with that of the building or by sufficient landscaping to provide a permanent screen at all times of the year.”

Trailers, boats, RVs cannot be kept on any lot unless housed in a garage or basement

Multiple complaints have been received concerning trailers and or boats parked in driveways or on lots for more than a week. We understand trailers are needed temporarily for landscaping or moving and we are not typically concerned when a trailer is occasionally at a residence for a day or two. If you believe you have an extenuating circumstance please contact the Directors and we will discuss with you the situation.

Lots are not being Maintained

“Vacant lots shall not be allowed to grow more than 15 inches before mowing is required.” – Article V; Restrictive Covenants for Fountain Trace

We continuously receive complaints about several lots not complying with the covenants concerning grass height and general maintenance. 120 out of 125 lots are consistently and properly maintained, however we have a few repeat offenders. We notified these lots and sent out assessments to them and received the assessment as well compliance with the majority of the lots.

Assessments

Since beginning the assessment of $50 per 30 days of uncorrected violations, the HOA has received $350 in special assessments with $100 more owed as well as $400 in dues late fees. However, the assessment is meant to encourage compliance, not provide a way to continue with the violation. Although the added money to the Association helps with costs, as the Directors we would much rather not have to spend the hours it takes to get the violations corrected. With the repeated violations from certain lots for the same items year after year, we have discussed an increasing assessment for the same violation if it occurs within 12 months of the initial violation. For example the first assessment would be $50, the next $75, then $100, or possibly a $50 increase each time. We request our neighborhood’s input on ideas. We expect to have an updated assessment proposal to present for a vote at the next annual Association meeting. We currently have two lots persisting in violation and a third chose to pay the assessment monthly until they moved out. Two additional lots chose to let their lawn grow to violation before mowing again.

Welcome Committee Formation

The Board would like to start a Welcome Committee to greet new homeowners and be a contact and resource for them. We are open to the format and loosely think it would be ideal to have a member from each street (or section) of the neighborhood. Someone that could stop by a new neighbor and invite them for some sort of welcome, perhaps inviting a few other neighbors to break the ice. Answer questions and let the Board know if they need any additional assistance. Provide social directory and covenants. Ideally have a chairman with a committee member on each street. Until a chairperson is found, please submit interest to Steve Grilli at Email: Steve@fountaintrace.com or any Board member.

Lot 119 Legal Proceedings

The Directors have communicated several times with the owners of Lot 119. The legal appeals process has made immediate corrections to the lot complicated. The Directors must be careful not to violate the court’s rulings and must also not approve work outside of the court’s ruling prior to the legal appeal process being completed. The owners did submit a detailed request, but it was determined that much of the request was a continuation of construction on the addition and not just lot maintenance. We are continuing to work with the owners to remove confusion and clarify requests while coordinating with the Association’s legal counsel. The homeowner has been notified that the trash, weeds, and construction materials must be corrected.

Repairs and Improvements

As your Directors we are extremely focused on where every dollar of your money is spent. We have been and continue to review all maintenance costs (grass cutting, landscaping, fertilizer, irrigation, etc.) and are searching for cost efficiencies and quality control. We review and analyze every receipt and insure no single Director approves spending without oversight. We are excited to announce several completed cost saving improvements and repairs.

Front Fountain Work

Our Board members have been working on front entrance improvements, repairs and much needed maintenance. The Board’s goal also is to obtain an understanding of and documentation of how everything works. It is also our intention to locate and document water shut off valves, and electrical switches. We checked the lights, checked for water leaks, sprinkler timers, and made sprinkler head adjustments. There have been well over 80 man hours volunteered.

After draining the fountain dry with the exception of the middle section, we power washed the two ends and then attempted to clean the middle. It became obvious that the fountain has not been cleaned since it was opened. There was approximately 14 inches of sludge that our shop vacuum was not able to remove and we were not going to be able shovel out and dispose of it manually.

Calls were made to several septic tank companies and they recommended Caveland Environmental Authority…they also clean the fountain at the funeral home on Lovers Lane. They completed the work and the fountain is sparkling clean. The Board is discussing how to proceed forward with regular routine maintenance of the fountain that will keep it clear, algae free and protect our investment for years to come.

A sprinkler timer was also replaced for the irrigation at the East end of the front entrance. The replacement timer was donated free of charge by a neighbor. One sprinkler pipe was damaged during the winter. A sprinkler head was also replaced on the east side of the entrance and it is believed it was damaged when the road crews were paving the road. We adjusted the sprinkler timers and heads which will save water and electricity. Some repairs still need to be accomplished such as some stones which have come loose on the east side wall of the fountain and they need to be cemented in place.

Pond Improvements/Work

A meeting was held with Premier Irrigation (The Association’s current landscaping and irrigation contractor) on Saturday May 22nd to review items we thought were not being addressed properly. We must replace the sprinkler system “back flow preventer” valve which is cracked from improper winterizing. We have discovered and documented the location of the water shut offs for both the sprinklers and city water feed to the Pond. We are 60% complete with mapping the sprinklers in this area. 83 sprinkler heads in 10 stations have been found thus far. We uncovered 18 heads buried under the sod…that is 18 heads that were not functioning and it is impossible to determine how long they have been that way. Some of them had 2 inches of sod over them. Numerous sprinkler head adjustments were accomplished to stop watering the pond, the street, trees and to only water the common lands. This will improve the efficiency of our irrigation system by putting water where it’s required and saving us money over the years. This is a long process and has over 60 man hours donated to this project. Thank you to all that volunteered your time!

Pond Well Repair

Did you know the pond in the middle of the neighborhood has three water sources? We lose a good deal of water to evaporation that must be replaced by either 1) rain 2) well water or 3) county water. We prefer to fill it in that order due to cost.

A well pump was initially installed for the pond when the subdivision was built, but has been inoperative. This has caused the Association to buy and use county water to keep the pond at an appropriate level costing thousands of dollars annually. Water must be added to the Pond to maintain a level that keeps the liner under water to keep damaging UV rays from decaying the liner (a new liner will cost approximately $100,000).

The Board decided to investigate repairing the well pump in order to obtain water free of charge. After a search we found a local company, T and T Drilling. We received an estimate of $3000.00 to $5000.00. The Directors voted to budget $5000.00 for repairs with the savings from electricity using timers for lighting, the pond fountain, and with water savings due to only irrigating the common area 4 times weekly to help defray the cost. We agreed to repair the well as it would pay for itself within a year.

During the repair process we found the following:

The well pump wiring was substandard. The wires at the well where held together by electrical tape and duct tape which fell off when unearthed. This was replaced with appropriate electrical connectors and wrapped in a heat shrink protective coating.

The water line from the pump motor to the outlet was PVC piping which gets brittle over time and can break from the torque of the motor when it turns on and off. This was replaced with a polymer pipe like what is used to supply water to our houses.

We were able to get the original pump motor to run, but it eventually quit. It was determined we needed a new motor. The old motor was a 1/2 HP and was replaced with a 3/4 HP motor. This new pump motor should last 10 years.

We also found some wiring at the breaker box that needed to be corrected and this was done to reduce wear on the electric motor.

The timer on the well was in good working order and was reconnected. Now the well pump runs 12 hours a day (with no cost for water). This will be reduced to two hours per day during the cooler months. When it is cooler there is not a need to fill the Pond as much and it is better for the well to have the water agitated and for the pump to run daily to keep seals from drying out and keep it from rusting. Todd McNeilage observed the three full days of work to ensure quality and the final cost was $3,449.