Hi Trailheaders,
The Board extends our wishes for a happy holiday season to all. It has certainly been a very eventful 2012, and looks to remain that way in 2013. We will finish out this Board’s tenure remaining active and pressing for HOA concerns as the development of phase one draws to a close.
A new item for 2013 includes the hiring of a law firm to represent our interests. We have hired the firm of Kaman and Cusimano, specialists in homeowners associations, beginning January 1. Two other law firms with whom we have had contact with this year recommended this firm to us. Their practice is solely in the area of homeowner associations. Financially, they are also a good fit for us. They charge a $400 yearly fee. This fee provides unlimited 15-minute phone help to the Board members throughout the year. They also hold seminars for Board members to help understand the financial and procedural responsibilities of a Board and insurance issues. We have already received booklets helpful to the Board on running a homeowners association. The Board will have a face-to-face meeting with them in March.
As we have read the materials supplied by Kaman and Cusimano, we were happy to understand that our insurance needs are adequate for our current situation. While we are speaking of insurance, we have moved our insurance policy to an agent in Berea who will be meeting with us in the spring to assess our future insurance needs as we move closer to owning the common properties.
Speaking of the common properties, our attorney’s have enlightened the Board on the way the common properties will come to us. We had always assumed that we would have a say on whether the properties were in acceptable condition before we agreed to accept them. We do not have that ability. When the number of units has been built to satisfy the Covenant between the bank and us, the properties will be signed over to the HOA. In light of that, we are working with the Building Department to understand the detention ponds and what needs to be done to them so they can pass the annual inspection (they have never passed inspection). We are also working with the tax department to determine what our property tax will be for those parcels of land. This information will help the Board understand and plan for expenses when this land is deeded to us. Insurance costs will increase and our new agent is ready to walk the property and make suggestions on our insurance needs once we own the common properties.
Another aspect of HOA management concerns the small day-to-day things that the Board deals with. The booklet provided to the Board by Kaman and Cusimano was very helpful in this area. We are a small business and as we grow, the running of the HOA will, by necessity, be run more formally. We did a great job for the years when we were 13 in number. Now we are shortly to become 23 homes and you may notice a subtle change in the way things are run.
The privacy forms have been returned and a new roster will be published in January. We will wait for the information from the newest residents of lot 32 and then will email everyone the new info. You will see how each home wishes to be contacted by other residents. If you want to contact people as a group, just send your request to the Board and we will do that for you.
At this time we would like to welcome the owners of lot 31, Dan and Sandy Fay. They closed on their home on December 28th and will be moving in slowly. If you see them out and about, please offer them the usual Trailhead greeting. They are very excited to be moving here, and it’s hard to meet people in the dead of winter!
We have some news on the lots being constructed and to be constructed in the future. As we have mentioned in the past, lot 8 was sold to a retired couple from Strongsville, Jim and Kathy Ruppe. This home will be an Alistair ranch. A market home, Crosby, is being built on lot 9. Ground breaking for lot 5 will happen shortly. The next market home will be built on lot 11. This will be a Chester. When either of the market homes on lot 9 or 11 is sold, another market home will be built on lot 7. That model will be a Crosby. It looks like lot 29 has been sold. The paperwork is still in process so it will be a few days before a sold sign appears on that lot. A Chester model with no fourth bedroom will be built for Kathy and Bill Boron.
Our 2 new streetlights have been delayed in installation. The one between the Sweeny’s and Angiocchi’s is scheduled to be installed shortly. The one in front of lot 10 will be delayed.
Our 2013 budget was fine tuned at our Board meeting on December 29th. We will get that out to you with explanation in January. Given all the building, it will require constant revision in terms of revenue during the year. But, that’s all for the good!
Speeding is a real issue for Trailhead. It is impossible to control the truck speed, but we can control our own speed. Please observe the 10-mile an hour speed limit sign and be aware of small children. This is especially true for the curve in Side Saddle Lane. The Board frequently receives complaints about speeding Trailheaders.
Our new purchase order form is working well for us. We have distributed the new Landscape change and Design and Review change forms to the committees and to Katie Hoecker. Katie is now able to work with prospective owners on their landscape and design requests before they move in.
Speaking of committees, after 6 years of chairing the Landscape Committee, Rod Rouse will be resigning from that position effective January 1, 2013. Bill Sweeny has agreed to assume the Chair of that committee. Rod has spearheaded the bidding process of the landscape/snow removers over the years, watched over their performance, addressed residents’ complaints and concerns, and been the liaison between residents and landscape/snow contractors. He has worked tirelessly on our behalf. The Board, and I am sure all the residents, wish to thank him for all he has done for us.
You have seen our new more formal and informative dues notice by now. Thanks for using the HOA community mailbox to get things back to us. Someone asked about the security of that box. Only the Board members have keys to it and it is checked frequently, so whatever you put in the mailbox does not sit there for days on end.
The Board wishes everyone at Trailhead a happy and healthy new year! If you have questions or concerns please contact us by email.