Twelve Lakes Annual Homeowners Association Meeting
May 10, 2018 – With Notes from Meeting By Ian McClellan
1. Welcome & Introductions – All 2017-2018 officers present (Roberta Handel, Matt West, Jan/John Billis, Ian McClellan)
2. Treasurer’s Report – Jan Billis (Immediate Past Treasurer)
· $77,391 Account Balance (as-of 5-4-18)
· 82 Households Unpaid for 2018
o Second notices going out in several weeks
o Liens - Three homeowners did not pay in 2017
o Please pay promptly for 2018 (Due by 6-1 each year)
· Questions during Meeting on this section
o Deeper look into HOA finances – what do we spend in the ‘misc’ category
- Talked about mowing of subdivision islands - $2430/annual
- We have several neighborhood kids doing the mowing of 3 islands
- Is there a cheaper way for that to be done?
- Do we have or need liability waivers should something happen to one of these kids?
- Does our liability coverage have this covered should something hypothetically happen?
- Board to review and make sure that we are covered
o We talked about the $30,000 ‘min balance’ that we voted on in 2017, which was approved.
- This balance was voted on as a means to buffer future large expenses – including bike path improvements, fountain replacements, etc…
o Question about when HOA dues are required to be paid
- HOA dues are to be paid no later than 6-1-18 for the year
- HOA dues should be sent to
Warren Henry, HOA Treasurer
9338 Duck Lake Ct.
Sylvania, OH 43560
3. Landscaping Report – John Billis (President-Elect)
· New landscaper for 2018 – Bridgewater
o Tadsen was landscaper of note and shut down
· Two dead pine trees removed
o Trees will be replaced shortly by Bridgewater
· Mulching complete
o If residents see common areas that still require mulch, please use the web form on the website to alert the HOA Board Members
· Contracting Dragonfly Landscaping for annuals installation
o Quote is due Monday, May 14th
· Power-washing of fence/pergolas/signs
o Mike’s Powerwash will be doing the service
o Power-washing will only be on the ‘public/common’ side of the fencing – he will not be inside residents’ yards power-washing.
· Irrigation – Waterville Irrigation – May 15
o Possible expansion west of Entrance #2
- Matt West (VP) looking into this as a possibility and costs associated
o Monthly inspections will be occurring on the full system to ensure performance
o Group talked about whether Waterville Irrigation would offer discounted ‘start-up’ and ‘shut downs’ in the neighborhood. Matt West (VP) to check with Waterville to see if this is an option and how to proceed.
· Tree Installation on Residential lots
o To date, we have been recommending the ‘Cleveland Select Pear’ as the preferred tree – but Arun Mathur (Arch. Committee) informed the group that the Cleveland-Select Pear tree may be classified as an invasive species and no longer allowed to be sold in Ohio shortly. We are going to look into that as a board and see what we can come back with. I found a related article here.
4. Pond Management – Roberta Handel (Immediate past President)
· AquaDoc’s role in our pond and equipment maintenance
· Fountain in Entrance - GFI is tripping consistently.
o Will be monitoring closely but may need replacement.
· Aerators – maintenance done & all working
· Resident monitoring helpful
· New fountain should be installed in the pond behind Bluewater Lane
o Millstream is paying 100% for the Bluewater Pond’s fountain unit
§ They have been very stand-offish about timing, but was supposed to be ‘early this spring’… time will tell.
o Resident expressed concern about the retention pond behind his home not having aeration or a fountain – after expressing a desire for that for 9 years.
§ The HOA Board referenced that the pond in the Northwest Corner of the subdivision (between Twelve Lakes and Mallard Pointe, adjacent to Sylvania-Metamora) is not a lake owned or maintained by the HOA, but rather the property of the township.
· Algae Blooms
o Talked about the problem-areas (shallows, coves, etc…) and asked residents to be sure to keep us informed if areas get too bad.
· Colorants added to the ponds
o Several times a year, colorant is added to the ponds. It has a variety of purposes beyond just coloring the pond for aesthetics. It helps control weeds and algae and improves the water’s overall health.
o I read an article at https://www.sancoind.com/blog/benefits-of-pond-dye that helps explain benefits fully.
o We will get the chemical SDS sheets for the colorant that Aqua Doc uses and will add it (or a link to it) to the website shortly.
5. Refuse & Recycling – Matt West
· Rules/Regulations of Countryside Trash contract
o All homes have been issued a 96-gallon trash container and should also have a 21-gallon recycling container
o Per contract, each home is allowed that trash container, Countryside is not required to take anything beyond that – and while many residents had experienced leniency in months/years past, Countryside seems to be adhering to the policy much more closely
o Residents with more trash than the 96-gallon toter will hold are encouraged to contact Countryside directly and set-up an overage pick-up, which may result in an additional charge
o Some residents expressed that they had yard-waste removed from their containers and placed on their curb. We are going to clarify with Countryside – as the current contract does not forbid yard waste from pickup.
· One neighbor did offer up that A&J Landscaping (On Sylvania Ave between Centennial and King) will accept yard waste for $1/bag
· 3-Year Contract with Countryside – up December 2019
· Recycling options for containers
o Residents are able to purchase their own Recycling Container and utilize, we are recommending nothing larger than 32 gallons. You can purchase one like this at Lowes or many home improvement stores.
o Be sure to label it as ‘Recycling’ clearly
· $144 of the $769 HOA dues go to Countryside for pick-up.
6. Website/Social Media – Ian McClellan
· Deed restrictions – How to find them on the site
· FAQs – News – Site navigation
· Please sign up for the email list if you haven’t already
· How to contact officers through the site
- Click here if you want to contact the officers, or go to the top right of any page on the site.
7. Misc. Concerns – see back, Roberta
8. New Business & Neighbor Concerns
a. Vote: No temporary or permanent structures are allowed to be constructed on any Twelve Lakes Island
o Roberta Handel relayed that there have been a number of concerns about adjacent residents using peninsulas and islands to host a variety of temporary items, structures and pieces of furniture.
§ After discussing with the residents in attendance – there was an overwhelming desire to remedy the situation.
§ A vote was held and it was decided unanimously that all island and peninsulas would be kept clear of all permanent or temporary structures, storage devices, furniture pieces, decoration, etc... for the good of the aesthetic of the neighborhood.
b. Election of Officers
· President – John Billis was elected unopposed (First Term)
· VP – Matt West was elected unopposed (Third Term 2016-Present)
· Treasurer – Warren Henry was elected unopposed (First Term)
· Secretary – Ian McClellan was elected unopposed (Second Term 2017-Present)
· Architectural Committee
o Arun Mather (Second Term)
o Alberto Almeida (Second Term)
o Enrique Pacheco (First Term)
· It was also asked during the meeting if we had a plan should an officer leave the neighborhood during their term – how we would create a succession plan. We did talk about the VP assuming the role of President for the balance of that term, and possibly placing additional responsibility on the balance of the board and/or moving up a member of the architecture team to backfill.
Miscellaneous Twelve Lakes Resident Information:
Items which need HOA approval:
· Docks- all docks must be approved by HOA; floating docks okayed by HOA last year but still need approval.
· Fences and all structures (additions, gazebos, pools, etc.) erected on your property need to be approved by HOA. Sect. 1.11,4.1
Items concerning Pond Management:
· No resident shall in any way compromise the clay liner of the lakes – shore easement. Sect. 2.2
· No fertilization within 30 feet of the lakes. Sect. 2.2
· Maintenance of shoreline – 1 & 2’s rocks on the shore, no sand! Pick up blowing trash. Sect. 2.2. Your shoreline rocks are still on your property. They have rolled into the lake. Simply pick them up and put back on your shore.
Landscape Items:
· Mailbox repairs – WHITE PAINT with BLACK numbers. Must be kept freshly painted and free from rot. Sect. 1.12 See www.twelve-lakes.com/faqs for information on how to get them repaired/replaced.
· Landscaping & Lawn Maintenance – Beds and grass must be kept neat and tidy. Sect. 1.10
· Blowing of resident trash, boats, etc. – please be aware of your property lines and keep trash inside containers, clean up your yard, and watch for high wind days.
Security & SafetY:
· Care of electrical, aeration, irrigation, and fountain equipment
· Keep an eye out for each other
o We discussed placing security cameras at the entrances to help with the identification of possible future problems
o We also talked about several adjacent subdivisions having a variety of crime issues and how to best keep ourselves clear.
· Cars parked in street – cars must be kept in garage and driveways as the rule. Cars are not allowed to be parked on the street for more than 24 hours.
o John Billis (President Elect) encouraged residents to call the township police if a car appears to be stationary a considerable amount of time in the street. The rule is that it must be moved every 18-hours.
o The HOA has very little power to enforce this particular rule.
o One resident suggested a window cling/sticker system for identifying cars that belong to residents vs. those that may be visitors
§ Board will review this idea and contemplate the benefits or weaknesses of such a plan.
· Slow Down! – Remind your children and new drivers.
· Island/Peninsula use
Lake Management Strategies
1. Chemical Management Program
- Control some aquatic vegetation. Keep healthy aquatic vegetation in order to benefit pond ecosystem.
- Regular inspections to identify and remove harmful vegetation and algae. Treat as necessary.
Note: Residents must use only phosphate-free fertilizers as phosphate creates food for unwanted aquatic plant growth.
2. Biological Control
- Bacteria and enzymes are added to aid in decomposing dead matter such as leaf litter, algae cells and aquatic plant matter
3. Mechanical Control
- Aeration Systems and Fountains help to maintain a proper oxygen balance which accelerates the decomposition of organic matter.
4. Fish Habitat
- Fish habitat plays a vital role in the ecosystem and help keep the water healthy
Mailboxes
Have you taken a good look at your mailbox lately? Is it falling down? In need of painting? According to our deed restrictions (ordinance 1.12) “The owner shall maintain the mailbox and replace if necessary”.
Call John Szparka @ 885-4072 for repairs, painting, or replacement.
***** IF YOU HAVE ITEMS WE ADDRESSED AT THE MEETING THAT I DID NOT INSERT IN THIS REVIEW, PLEASE SEND ME A NOTE VIA THE CONTACT HOA LINK AND I WILL BE SURE TO INCLUDE IN THIS POST*****
