December 2020

Budget for 2021

The Board has approved a budget in the amount of $77,472 for the operation and maintenance of the Association for the upcoming year and a reserve fund contribution.  The Board looked at recent trends in inflation, referred to the CPI-U figures reported by the US Bureau of Labor Statistics and  deficit levels over the 2020 budget at the time due to extraordinary tree  services, property maintenance and capital expenses. 

The 2021 budget represents an increase of 2.15% over the 2020 budget and is the first increase since 2012, when fees were increased 9.41%.  This budget provides funds for operations such as repairs, insurance, grounds  maintenance, accounting and management as well as the continued funding for the future replacement of capital items such as roofs, siding and driveways.   

Regular Assessments, which are due on the first day of the month, effective January 1, 2021:

• Ownership Percentage:  2.525% - $163.00 per month
• Ownership Percentage:  2.85% - $184.00 per month

Monthly assessments are due on the first day of the month and the recorded bylaws of the Association provide that assessments are considered late when received after the 10th day of the month.  Should an unexpected situation cause a delay in payment, please contact us.  The payment of Association obligations are second only to your mortgage and taxes.  Our Administrative Assistant processes payments one time per month.  Funds should be available in your bank account to cover the eventual clearing of your check or the debit of funds that have been authorized by automatic payment. 

Payments may be mailed to 680 South Point Trail, Berea OH  44107 or placed in the drop box near the mailboxes near gazebo.  When using a bank bill pay service, please use the 680 South Point Trail address and your house number as the account number. 

Replacement Reserves

Common Elements have a finite life and all portions of the Association will wear out in time due to age and their exposure to the elements and will need to be replaced.  Fully funded reserves provide that the persons who are using the elements that wear out pay for them as they use them.  Adequately funded reserves can provide an ongoing source of funds thus reducing the need for special assessments at the time that capital elements need replacement.

Advance planning for maintaining multi-million dollar corporate assets - the common elements - demonstrates responsibility in the management of the corporation - the Association - and provides stability for the corporate share holders - the Unit Owners - when costs are relatively predictable.

Additional information, including a media presentation on reserves is available

Services at the Property

Several maintenance tasks were performed at the Association in recent months. All deteriorated wood surfaces of the gazebo, slightly more than half, were replaced and painted.  This work will extend the life of the feature and in addition, the old vapor lighting was replaced a LED fixture, which will save energy on a monthly basis. 

Several large trees, some which were visibly in decline, others which looked like they had life, had to be removed after a professional evaluation.  Other large oaks were pruned to remove dead wood. Due to the size and location of the trees, the cost of servicing them exceeded $1,000 per tree.  A recent storm will result in additional costs to service over a dozen ornamental trees that sustained damage due to the weight of the wet snow. 

An underground electrical service line leading to a building failed resulting in partial service to some homes.  This line was replaced and a tree had to be removed in order to access the utility. 

Board Meeting Highlights 

September 19, 2020 Board Meeting - Accepted the Minutes of the May 2, 2020 Board Meeting, Approved Cash Disbursements for the period May 1, 2020 - September 18, 2020.  Approved Variance requests for replacement Bufftech New Lexington Patio fences at Units A-1, D-6  and E-7 and a Bufftech New Lexington garage divider fence between D-15 and D-16.  Authorized the removal of nine dead, declining or leaning trees and the evaluation of the health of and pruning of oaks.

October 21, 2020 Board Meeting - Interviewed Landscape Maintenance and Snow Removal Service  providers, reviewed references and reports from other properties.  Awarded contract for one year one season.

December 12, 2020 - Budget Meeting -  Adopted a Budget for Fiscal Year 2021 of $77,472, with per unit monthly assessments of  2.525% - $163.00 and 2.85% assessments of $184.00 due on the first day of each month and to assess all owners of record.  Authorized the Secretary/Treasurer and/or the Administrative Assistant to expend funds and transfer unexpended funds from one account to another.  All unexpended operating funds shall be transferred to reserves on December 30, 2021.

December 12, 2020 - Board Meeting -  Accepted the Minutes of the May 2, 2020 Board Meeting as corrected and the September 19 and October 21, 2020 Board Meetings as written.  Approved Cash Disbursements for the period September 15, 2020 through December 11, 2020. 

NEORSD Regional Storm Water Management Program

The Northeast Ohio Sewer District may consider a reduction in the storm water fee when property owners make changes or improvements on their properties to reduce the amount of runoff affecting local streams and storm sewers.  A fee credit or a reduction in charges may be available. 

Visit https://www.neorsd.org/stormwater-2/stormwater-management-program/   for more information.

November 2020

Fully Funded Reserve Waiver

A notice to waive the fully funded reserve requirement has been provided to all Unit Owners.  Although the Association has been building a reserve fund over time, and reserves have increased substantially, there are not presently sufficient funds to perform all of the capital replacements necessary in a short period of time in accordance to state statues.  Please sign and return the card, or use the form in the Services section of the website, so that there will not be a maintenance fee increase of an order of magnitude that would occur if the requirement is not suspended. 

Input to 2021 Financial Planning

You may provide your input to the Budgeting process through the Administration in advance of the Budget meeting, which will be held in December.  Your ideas are welcome for suggested expenditure items or priorities that the Board may consider in formulating the 2021 Budget.

Getting Ready for Winter

Fall is the time to prepare for winter as old and wet conditions can damage your home. Some winterizing can wait, some can’t. Make a list of what needs to be done and tackle the time-sensitive tasks first. Here’s a simple checklist to help you get a jump on winter.

Indoors

Examine doors and replace weather-stripping as needed.

Examine and repair vents where needed.

Clean chimneys and flues.

Remove items near heat vents.

Place nonskid runners or door mats inside doorways to help keep water, sand and salt out of the house.

Outdoors

Remove door mats and pet tethers from outside so that they are not caught in snow removal equipment.

Turn off electrical breakers for outdoor equipment.

Close hose bibs.

Spray outdoor locks and hinges with lubricant.

Return gas grill fuel tank to dealer or store outside - never in the garage or in the home.

Keep firewood well away from building surfaces - it can be a home for insects and vermin - See the article below.

Winter Parking

That time of year will be with us soon.  Driveway extensions are for maneuvering in and out of garages and the temporary use of guests (a few hours maximum).  During periods of heavy snowfall the extensions are used for the storage of snow removed from driveways as removal of this snow from the property is extremely expensive.  They never were designed for permanent or overnight parking as they need to be clear to enable your neighbor to access their garage and for the movement and storage of snow.  

Snow Removal Services

The Association has allocated $11.75 per month of the monthly assessment for reasonable levels of snow removal services.  Services are provided only after snow accumulation in open areas, not subject to drifting, exceeds two (2”) inches.  Chemical deicing agents are limited in use.  The responsibility for the removal of snow and ice at all other times is that of the unit owner.  Please report concerns to the Administration during the winter season with the understanding that we are unable to provide specific services at a particular residence or accommodate personal scheduling requests. 

Fireplace Use

When using your fireplace, either gas or wood burning, be sure to open the flue prior to use and let all burned logs cool for several hours before closing the flue after use. Do not store firewood within 4 feet of the building nor in the garage as critters and insects may have made a home in the wood.

If your wood burning fireplace has not been cleaned recently, it is recommended that a professional chimney sweep inspect and clean and it before use.

Smoke and Carbon Monoxide Detector Check

Be sure to test your smoke and carbon monoxide detectors monthly and change the battery when the time changes.  We just switched from Daylight Savings Time.  Did you change your batteries?

Board Meeting Highlights 

Due to safety restrictions imposed by the COVID-19 pandemic, Board meetings have been held via conference call.  With the present rate of virus spread, the December Budget and Board Meetings will also be held in this manner.  Unit Owners who would like to attend Board Meetings may contact the Administration for call in details.  Dates will be posted listed on the website in advance of the Budget and Board meetings.

It is highly likely that next year’s Annual Meeting may also be held remotely and we will have details in that meeting’s notice.  Two Board of Director positions will be elected at the 2021 Annual Meeting.

May 2, 2020 Board Meeting - Accepted the Minutes of the December 14, 2019 Budget Meeting as written and December 14, 2019 Board Meeting as corrected, Approved Cash Disbursements for the period December 15, 2019 through April 30, 2020.  Approved Contract Documents in preparation for the solicitation of proposals for Landscape Maintenance and Snow Removal Services.  Approved Variances for the installation of a Bufftech New Lexington Patio Fence at Unit D-13 and a Bufftech New Lexington garage divider fence between D-13 and D-14. 

April 2020

COVID 19 Response

The Board hopes that all residents, their families and friends are coping as well as can be expected during the pandemic.  Please follow all directives from local, state and national public and health officials.  Should services to the Common Elements be necessary, please contact the Association Administration through the channels noted on the panel on the left side of this newsletter.   As all services to the Association are provided by independent businesses, there may be a delay in delivery, especially if the provider is not considered an essential service.   During the present situation, even essential service providers are experiencing extended follow-up times. 

The Association needs and appreciates your timely payment of assessments.  If you experience reduced work income or a cessation of employment to an extent that impacts your payment of montly assessments, please contact us in writing.

 Watch What You Flush

With shortages being reported for necessary products such as toilet paper, it is essential that the wrong things not be flushed into the sewers if an alternate product is used.  An area city provides the following advice:

Pay extra attention to what items that are used and flushed and do not flush anything other than toilet paper.  Whether being used for personal hygiene purposes or for wiping and cleaning surfaces, many so-called “flushable” hand, adult or baby wipes, paper towels, napkins and facial tissues are advertised as being safe, in reality they can cause backups in the sewer system and contribute to a buildup of foreign materials.

While the “flushable” wipes concern is not new to wastewater facilities, there is an increased risk to the system due to the current shortage of toilet paper. In some cases, they can attach to buildups of grease in the system and create large blockages called “fatbergs”.

As a general reminder, here are “Dos and Don’ts” for avoiding backups in sewer lines:

• DO NOT flush wipes, gloves, towels, diapers, dental floss or other trash down the toilet, even if they’re labeled flushable.
• DO NOT pour grease down kitchen sinks or toilets. Instead, put grease in a sealed non-recyclable container and throw it out with regular trash.
• DO toss dirty baby, makeup and cleaning wipes, feminie & male products in the trash.
• DO NOT use the sink as a toilet or the toilet as a garbage disposal.
• DO recycle finished toilet rolls, cardboard packaging from toothpaste, soap and plastic bottles from shampoos and shower gels.

Landscape Maintenance Opt Out

Unit Owners who have “Green Thumbs” may opt out of certain landscape services around their home.  In the Revocable Exclusive Use Areas, which is the area within three feet (3’) of the building, owners may plant  flowers and small shrubs not to exceed 4 feet in height, that are compatible with Association maintained maintain plant materials and install mulch in the same color as installed by the Association.

To Opt Out of the following services (any or all) please contact the Association in writing.

Mulch

Shrub Trimming

Bed Pest Control

General Bed Maintenance

The Association cannot guarantee that Landscape Crews will suspend work at your unit in all cases and reserves the right to revoke the exclusive use rights of any bed that is not properly maintained.

Record Breaking Rain

During the last two years, early spring rainfall in the area has broken 100 year records.  As our buildings are not equipped with storm sewers, rainfall from the roofs and driveways may collect on lawns and in some landscape beds when the ground is saturated.  With the mild winter of 2019-2020 the ground did not freeze in all places leaving a pre-saturated condition that will most likely only compound the typical spring rainy season.  Water collected in our retention basin flows into the West Branch of the Rocky River and eventually ends up in Lake Erie.  Retentiion basins are designed to moderate the flow into larger waterways.  If weather reports note that these bodies of water are overflowing or at flood levels, the situation at the Association will naturally be compromised. 

Insurance

The Association’s master insurance policy for the Common Elements with Nationwide was recently renewed.  If your lender sends you a request for evidence of insurance, please mail, e-mail or fax a copy of the request to us so that updated information may be provided.  We need all of the information in the letter, so a telephone call won’t work to convey accurate details. 

Due to policy exclusions and limitations, there may be situations where certain losses are not covered by any insurance and costs may be borne by the unit owner.  Each Unit Owner must carry condominium owners insurance (Form H0-6) for personal property, the unit and limited common elements, (furniture, carpet, interior improvements, patios, storm doors, etc.) public liability protection and additional living expenses in the event of a loss.  Living in a condominium does not suspend the laws of physics or the ravages of Mother Nature.  There is no coverage for flood, earthquake, water and sewer back up, clean up after a plumber’s visit, mold, appliances, unit, limited common or personal property in the Association’s master policy.

Rules and Regulations 

The Board is in the process of revising the General Rules, Procedures and Regulations for the Association.

A draft copy, with is subject to change, is available in the Rules section and your comments regarding the changes, should be sent to us through the Communications Form below. 

Provisions permitting the replacement of patio fences and privacy dividers with Bufftech New Lexington with Lattice top in the Almond colour has been tentatively adopted as the only option for vinyl in addition to  replacement with original wood materials.  The full replacement of ANY patio fence, privacy divider or patio floor surface requires an Architectural Review BEFORE work starts and all requests are DENIED until so approved by the Association.  Information such as drawings and materials lists are required in writing.  An Architectural Review form is available on the website.

January 2020

Budget for 2020

The Board has approved the no fee increase budget for the operation and maintenance of the Association for the upcoming year.  This budget provides funds for operations such as repairs, insurance, landscape maintenance, accounting, management and snow removal as well as the replacement of capital items such as roofs, siding and driveways.   

Regular Assessments, which are due on the first day of the month, will remain the same as was set  in 2012:

Ownership Percentage: 

2.525% - $160.00 per month

2.85% - $180.00 per month

Snow Removal Services

The Association provides a limited portion of the monthly maintenance fee for reasonable levels of snow removal services only after snow accumulation in open areas, not subject to drifting, exceeds two (2”) inches.  Salt or calcium chloride deicing agents are limited in use.  The responsibility for the removal of snow and ice at all other times is that of the unit owner.  Please report concerns to the Administration with the understanding that we are unable to provide specific services at a particular residence or accommodate personal scheduling requests. 

Winter Parking

Driveway extensions are for maneuvering in and out of garages and the temporary use of guests (a few hours maximum).  During periods of heavy snowfall the extensions are used for the storage of snow removed from driveways as removal of this snow from the property is extremely expensive.  They may not be used for permanent or overnight parking as they need to be clear to enable your neighbor to access their garage and for the movement and storage of snow.   You may use the spaces in front of your garage door or the spaces on South Point Trail for additional guest parking.  When guests park in these spaces, please ask that they park vehicles in a fashion that does not occupy excess space so that the maximum amount of space is available.  

Cuyahoga County Ready Notify

ReadyNotify is an emergency notification system used by the County and participating municipalities to provide information regarding Emergency Events, Cuyahoga County Government News, Cuyahoga County Building Closures, Water Boil Alerts, Safety Messages and Other Information. 

Participation is voluntary and a valid e-mail address and phone number is needed to sign-up.  During the registration process you will also provide address, language and special assistance needs during an emergency event.  Https://ready.cuyahogacounty.us/en-US/ReadyNotify.aspx

***All system users are encouraged to reregister on the new system to enable new functionality including targeted weather alerts.***

The ReadyNotify system will send emails and you may choose how to receive additional messages delivered by:  »Home / Work / Cell Phone; »SMS / Text Message; »TDD or »Mobile App.  The CodeRED Mobile Alert is a free download in Apple or Google App Stores.   Questions should be directed to the Cuyahoga County Office of Emergency Management  216-443-5700.

Disaster Avoidance

Recent situations in our area in multi family buildings have brought about the need for review of certain practices at your home. 

Fire - Fires at Parma Heights and Strongsvlle apartment buildings have a caused loss of life, personal injury and the need for many residents to relocate while repairs are made to the buildings.  To minimize the possibility of a fire in your home please observe the following:

• Do not smoke in bed or when sleepy
• Make sure candles are burned on fire proof surfaces and never leave them unattended
• Do not store propane tanks for gas grills inside the home or garage.  Leave them outside.
• Do not bring containers of gasoline or kerosene onto the condominium property
• Make sure your dryer vents are cleaned periodically.
• Cigarettes must be extinguished by immersing the butt in water.   Do not simply throw a cigarette butt outside or attempt to put one out by crushing it on the ground, mulch or in a planter. Ingredients in most potting soils and mulch are extremely flammable.
• The Ohio Fire Code prohibits the use of charcoal and gas grills within 10 feet of any  multifamily dwelling.  Violations should be reported to the non-emergency number ( DO NOT call 911) of the Berea Fire Department (440) 826-5880. 
• Make sure your home has dual sensor smoke detectors in and around sleeping areas and on each floor that react to smoky and flaming fires.  If the unit is more than 10 years old, it should be replaced. 
• Carbon Monoxide detectors are also an essential safety item that all homes should have.

Board Meeting Highlights

July 20, 2019 - Accepted the Minutes of the December 1, 2018 Budget Meeting and December 1, 2018 Board Meeting, Approved Cash Disbursements for the period January 1 through June 30, 2019.  Approved the removal of a fence at the rear property line, installation of mulch at entrance to the storage barn, considered private access sidewalks Limited Common Elements and tabled consideration of concrete maintenance pending on-site review.  An Architectural Review for a Unit, found that the proposed replacement windows conformed to established Architectural Standards at the Association.

December 14, 2019 - Budget Meeting -  Adopted a Budget for Fiscal Year 2020 of $75,840, with per nit monthly assessments of  2.525% - $180.00 and 2.85% - $160.00 due on the first day of each month with no increase in maintenance fees, and to assess all owners of record.  Authorized the Secretary/Treasurer and/or the Administrative Assistant to expend funds and transfer unexpended funds from one account to another.  All unexpended funds shall be transferred to reserves on December 30, 2020.

December 14, 2019 - Board Meeting -  Accepted the Minutes of the July 20, 2019 Board Meeting and Approved Cash Disbursements for the period July 1 through December 14, 2019.  Confirmed an Agreement for Concrete Pavement Leveling.  In action related to Amending the Draft of General Rules, Procedures and Regulations set the Bufftech New Lexington with Lattice Top in the Almond Colour as the optional standard when fences or dividers are not replaced with original wood materials.