The Oaks Board of Directors
Community Board Meeting
January 21, 2025
Attendance: David Sorrell, Joyce Fister-Daley, Marty Flynn, Ron Oliver, Sharon Brown, and Debbie Davis
Co-owners/Residents Present: Thirteen (13) Co-owners/Residents signed the attendance sheet
Call to Order: David Sorrell called the meeting to order at 6:30pm
Board Minutes: David Sorrell called for a motion to approve the minutes. Minutes were approved as presented.
President’s Remarks: We appreciate everyone’s patience. I know it is hard when we get a lot of snow and ice, tree limbs come down. They started cleaning up some of the tree limbs this last week which is helpful. The snow guy said the snow crew has done a good job of keeping our sidewalks relatively clean. °I don’t know if you have been around the rest of the town, we’re way better off than a lot of people. So, hang in there. I’m sure Spring is coming. I think I saw 45° next week so that should really help a lot. I do want to ask one thing… there is a car situation. There’s a car parked on the sidewalk going down the hill. So if we could put a note on it or try to figure out who owns it. And I understand when it’s bad, but there’s no reason for it to be up on the sidewalk. It is clear enough that they can pull off that sidewalk if they want to. It’s blocking where people walk.
Treasurer’s Report: Ron Oliver
In the checking account at the end of the year we have $173,922.68. For the Reserve accounts, we have $477,315.41 for a total $651,238.09 for a total of $622,854.48.
HOA dues for the month was $86,339.67. Other Income, $6,142.42 for a total Income of $92,482.09.
For Expenses: Administrative Expenses were $19,922.02. Utilities was $20,876.03. Repairs and Maintenance were $4,514.38. Supplies was $1,212.31. And Landscaping & Grounds were $8,258.99 for total Expenses of $54,783.73.
For Net Income was $37,698.36. Buyer’s Reserve fee of $1,536.00. Reserve Transfer of $6,587.00. Net Income was $27,510.36.
For Budget vs. Actual: Income was Actual was $988,268.09 on a Budget of $988,080.00 for a plus of $188.09. Other Income Actual $78,470.01 on a Budget of $28,400.00 for a plus of $50,070.01. For Total Income Actual $1,066,738.10 on a Budget of $1,016,480.00 for a plus of $50,258.10
For Expenses, Administrative was Actual was $22,655.25 on the Budget of $216,850.00 so we were over $5,805.25. Utilities Actual was $249,435.34 on a Budget of $249,840.00 so we were under $404.66. Repairs and Maintenance Actual was $154,662.07 on a Budget of $179,650.00 so we were under $24,987.93. Supplies Actual was $14,865.59 on a Budget of $10,400.00 so we were over budget b y $4,465.59. Landscaping & Grounds Actual was $104,970.79 on the Budget of $96,676.00 over budget of $8,294.79. Total Expense Actual was $746,589.04 on the Budget of $753,416.00 so we were under budget by $6,826.96.
For a Net Income $320,149.06 on the Budget of $263,064.00 so we were to the good $57,085.06.
Net Other Income was $298,150.00 on the Budget of $263.044.00 so we were -$35,106.00.
Net Income Actual was $21,999.06 on a Budget of $20.00 so for the year we were to the good $21,979.06
Property Manager’s Report – Ann Wesley
Collections: We are currently at $3,721.34 as of the end of December $873.00 are still open for the plumbing cleanout, and $1120.00 for late fees. The remainder of $1728.34 in dues. We are continuing to send invoices and balance letters monthly. Thanks to our legal counsel, several past due owners cleared their accounts. We still have one pending foreclosure.
Work Requests: There were 21 work orders received the last 30 days. 7 are still pending from November 3 are gutters, 2 are concrete repairs, 2 are exterior drywall repairs. Bone dry replaced bent/damaged gutters on several carports including T3, E14 & E12.
Tree Trimming and damages: We contacted Tree Pro to trim the trees around E14, C-2, C3, & C4 in anticipation of upcoming roof replacements. They came out and worked on January 2nd and completed those tasks except a few trees inside patio walls. After the snow and ice storm, our maintenance staff spent several days from January 6th – 14th moving limbs from parking areas and grass areas to allow pass through space. We moved those to the roll off trash area. We contacted Tree Pro to trim large trees, hanging limbs, and down tree near E1. A large tree was laying on the roof of T1 and several limbs on top of E14. Tree Pro came out last Thursday, January 16th and spent another day trimming those large trees, taking limbs off buildings and trimming tree limbs that were broken and hanging. They also chipped up a lot of the debris maintenance was able to clean up. There is much more work to do, but we are waiting for warmer temperatures to complete those tasks. I would remind you that the community rules do not allow owners to modify the landscaping, which would include planting trees inside patio walls. Most of the trees that exist inside the patio wall are much to large to be there and are causing structural issues to the building that will need to be addressed. We appreciate your help in this area.
Snow Removal: Snow removal has been a challenge due to the large amounts of ice. We pre-salted the parking lots in anticipation of the winter weather. We placed snow pales out as well near the Eaton steps. Several have requested a refill, and we have done those also. Caudill’s Landscaping made several trips and spent many hours working to get the lots clear and the sidewalks clean.
Special Assessment: We have collected over $329,623.59 less the $7,103 for the 3% discount for a net of $322,610.59 in special Assessment income. The only project completed so far from special assessment funds are the gutters on T3 in the amount of $9,740. The gutters on this had pulled away from the building and bent causing water to infiltrate inside the units. Bone Dry Roofing is scheduled to replace the gutters on the T5 on Friday the 24th, weather permitting. The gutters have completely fell off he back of this building due to rotted facia and the weight of the ice. Maintenance removed the damaged guttering from the patio areas. The next item to be completed will be the gutters on E11 and the roof on E14 as soon as weather permits. Gutter crews will be working ahead of the painters to replace any needed facia prior to painting.
Social Committee: Sue Wieser
We had a small gathering for Christmas. We are going to have a smaller gathering for the basketball game this Saturday, starts at 2:30 PM. People can bring food to share.
Discussion about using a card table for the puzzles in the clubhouse.
Discussion about locking the door to the pool and the requirements when there is a party in the clubhouse with access to the bathrooms. Option of having fob access to the door.
Discussion about finding someone to take over the Social Committee with Sue staying on as a support. If you know of anybody, please let Sue know.
President’s Remarks: David Sorrell
I have been in contact with a gentleman at the Police Department and they could send somebody out and speak at one of our meetings. I was just thinking there might be something interesting to have somebody come every once in a while and speak for 15 – 20 minutes about things around the community, especially if interested in the crime across the street and different things. So if everybody’s okay with that, I might invite a police officer to come either next month or March, Then I was also going to try to contact our council person and see if she would like to come and speak at a future meeting and that’s okay. I don’t want to take up your time, but if that’s something you guys would be interested in, that’d be all right.
Meeting adjourned at 6:49PM
Note from Board Secretary – Please make sure the office has your email address and all your contact information.
Sharon Brown
Board Secretary