Annual Meeting Minutes
TOWNE SOUTH HOMEOWNERS ASSOCIATION
ANNUAL MEETING – FEBRUARY 18, 2023
PRINCE OF PEACE UCC
The 60th Annual Meeting of the Towne South Homeowners Association was called to order at 2:10 pm by President Mackenzie Hennekes. She asked that all questions regarding TSHA business be held until the end of the agenda.
Board Members Present: Mackenzie Hennekes, Ryan Storie, Jackie Tebbe, Greg Hertlein and Hugh McWilliams.
In addition to the Board, there were 51 homeowners present as based on the sign in sheets plus 4 additional homeowners present via Zoom.
Introductions of Board Members – each board member introduced themselves, plus Mary Ann McWilliams was introduced as the new Administrative Assistant.
Mackenzie stated that in order to not keep our guest speakers waiting until our business meeting is over, we will move the speakers to the top of our agenda.
FIRST GUEST SPEAKER - Roland Biehl from Metropolitan Sewer District
First speaker was Roland Biehl from Metropolitan Sewer District. Roland is a civil engineer and deals with environmental compliance and waste water and storm water management. MSD is the fourth largest sewer district in the United States with over 550 miles of sewer lines. He spoke to the contamination of a lot of our creeks and gave residents many ways to both avoid and fix these problems. The creeks within our subdivision are part of the Mattis Creek water shed and flow directly to the Meramec River. He stated that MSD has funding available for residents to apply for to help with rain water runoff. He encouraged residents to look into a program called Rainscaping. Roland had many handouts available and suggested many resources available to the public just for the asking. He answered many questions from those in attendance and gave the phone number for people to call for further information.
SECOND GUEST SPEAKER - Officer Tony Dittmann who is with the St. Louis County Affton-Southwest Police Precinct
Next speaker was Officer Tony Dittmann who is with the St. Louis County Affton-Southwest Police Precinct. He has previously been assigned to our subdivision, but is now working out of another area. He reported that as with most businesses, St. Louis County Police are also very short staffed. They have now gone to 12 hour shifts with no overlap between shifts. Stolen vehicles still remain one of the biggest crimes in our area with at least one vehicle stolen every day. Hyundais and Kias top the list given the ease of getting into and starting these vehicles. The best deterrent for these thefts is The Club and he noted that the Police will give out one free Club to each Hyundai and Kia car owner. As the weather improves he suspects all vandalism will increase, however violent crimes are down for now. They are seeing many more juveniles involved because they know there is nothing the police can do to them. He encouraged residents to leave as many lights on around your house and yard as possible. He noted that Neighborhood Watch Programs are very helpful. Be a good observer from a distance – don’t be a hero. If you see anything suspicious, call the police. Cars without appropriate licensing cannot be parked on the street. Call the police and they will take measures to get it removed. Officer Dittmann asked that if you have a gun, please keep it locked. He brought a box of gun locks – anyone who wants one or two, please take them. He answered many questions from those in attendance and gave his card out for anyone who might want to contact him.
Financial Report
Financial Report – Jackie had handouts on our year-end financials. She noted that she joined the Board in March of 2022 and then became the Secretary/Treasurer when the new Board was established in October. She went through the categories and pointed out the trend she noticed during 2022. This chart shows what happens to the money we collect from our homeowners every year. As most of you know, we have about 50 acres of common ground, much of which has to be mowed and the remainder of which is in creeks and trees which have to be maintained. Clearly landscaping is our number one expense by far, comprising about half of our budget. We will be reducing the number of times we mow. Currently we are mowing every week, even during the hot and dry months of June, July and August. We have drawn up a new schedule and hope to get more bids on this project. Jackie invited anyone who knows of a landscaping company that would be big enough to handle a project our size to please give us their name and phone number and we will reach out to them for a bid. So far we’ve had two companies turn us down saying they can’t accommodate our needs. We have no intentions of selling off any of the common ground.
Tree trimming is also a big problem. Our trees are getting old and with all the storms we continue to lose big limbs and whole trees. We get lots of calls and ask that you have patience with us as we work through each incident. Insurance is another big chunk of our expenses. We have three different insurance policies and we are reevaluating each policy and getting bids as we move forward. Administrative fees were significant last year, but thanks to Mary Ann McWilliams, we will not have any admin fees in 2023. She is volunteering all her time to us.
Utilities and Electric
Utilities and Electric – Thanks to Greg, Ameren has been replacing all our light bulbs in the subdivision to LED bulbs which will save us some money. We get billed for the lights at our three main entrances, plus 12 other light poles throughout the subdivision. Accounting fees have been reduced because Jackie has taken over all the QB entries and much of the regular accounting work. Postage – it is what it is for now. Based on our current Indentures, we must send everything via US Mail. Telephone – Jackie reported that she discontinued the landline and moved to a mobile phone which is half the cost of the landline. Website – our former website was archaic and Jackie has moved to a new provider which is costing us less, is technically better, and is much more user friendly. She invited everyone to be sure to check it out. It has a lot more information than ever before. Bank Fees – PNC Bank charges us a small business account fee if our balance goes below $5000. We are cash flush in the beginning of the year when everyone is paying their fees, but cut things a little close at the end of the year. We have a small money market account that we move funds from to help avoid fees, but sometimes it just doesn’t work out.
Accomplishments from 2022
Transitioned documents from old Board to new – Ryan noted that Jackie has created a Google Drive for all our documents and has scanned everything we have been able to obtain from the old Board into that drive which is available to all Board members. We are still having trouble getting some of the old records.
Reduced expenditures - Mackenzie reported that we have been able to reduce some of our expenditures thanks to Jackie doing the financials and Mary Ann volunteering as an administrative assistant.
Separated subdivision into 15 zones and got volunteers to be Captain of each zone. Hugh thanked Jackie for all her efforts in dividing our subdivision into 15 zones. We are only a Board of five people and it is impossible for us to get out and talk to 715 homeowners. We currently have 10 captains and still need 5 more, specifically zones 1, 3, 4, 5 & 14. Zone Captains will be the liaison between the homeowners and the Board. They will be able to distribute flyers, get information out regarding any issue, and allow the residents a much easier way to communicate their concerns or needs. Copies of the subdivision map showing the zones are at the registration table. If you are interested in taking one of the remaining zones, please see Hugh after this meeting.
Identifying and addressing landscaping issues – Greg noted that as Jackie showed in the financials, landscaping is our biggest expense and we have been surveying some of our common ground and finding ways to reduce our costs. We know we have a lot to still do.
Identifying and addressing trees and creek issues – Greg stated that the same applies to our trees and creeks as it does with our landscaping. We are hoping to find an MSD program to help us with these costs. Anytime you talk about taking down trees, you are talking quite an expense. Some residents have taken it upon themselves to remove fallen limbs and cleaning up the creek banks.
Repairs to lighting and signage – Greg reported that over the past few months he has been working with Ameren and Missouri American Water to get the light on our sign at Mattis and Towne South repaired. The water company cut the electric line to our sign back when they were replacing the water lines along Mattis. The line itself has been repaired, however, Ameren dropped the ball on getting the electric reconnected at the pole across the street. Other lights out in our subdivision have been identified to Ameren and we are waiting for repairs. Ameren just started working on the light at the entrance at Kerth and Towne South. Greg noted that it takes at least 5 weeks to pull permits for each project.
New and improved website – Jackie reported that our new website is capable of giving us a lot more information. She has uploaded all the zone maps and zone captains. She also uploads all the financials each month, along with minutes of our monthly meetings. Our Indentures are posted plus the proposed amendment. There is a Contact Us button, our new QR code, and links to our FaceBook and NextDoor page. We want to hear from you.
Created Venmo and PayPal accounts to allow homeowners to pay fees electronically – Jackie created these accounts so that homeowners who wished could pay their fees electronically. She is happy to report that many of you are taking advantage of this new option.
Worked with our attorney to prepare proposed amendment to the Indentures – Jackie was able to consult with our attorney and put together the wording for our proposed amendment. This leads into the next item on our agenda.
Explanation of Proposed Amendment to the Indentures
Explanation of Proposed Amendment to the Indentures – Ryan reported that we are learning that there is a lot of confusion about this amendment. We can thank the legalese used by attorneys for this. Jackie further explained that it’s not a pick one of A, B, or C. A proposed amendment can be brought to a vote of the homeowners in one of two ways – A or B. A is by unanimous vote of the Board. B is by 20% of homeowners submitting a written petition to amend the Indentures. In either A or B, then C is the process by which it gets voted on. The important part of the amendment is that it will require 2/3 of all homeowners either present in person or by proxy at a specially called meeting specifically for the purpose of voting on proposed amendment. Our current Indentures require 2/3 of all homeowners vote affirmative. At this point, that means 479 homeowners must cast an affirmative vote. That is practically impossible to get that many homeowners to return their ballots. Our Indentures are in dire need of updating and we hope that the homeowners see this as the best way to achieve this. We are not trying to remove homeowners from the process. We want those homeowners who care to make the decisions.
Liens & Releases
Number of unsettled liens – Mary Ann reported that, thanks to Jackie’s untiring efforts digging through County records, we feel confident in reporting that we have 34 unresolved liens on the TSHA books, representing 18 properties. We also can report that we have had to close our books on 9 liens representing 6 properties dating back as far as 2008. We cannot confirm the liens were released, however these homes have sold and changed owners (sometimes more than once) and we can only assume that the title companies involved handled the closings in the proper manner. Mary Ann reported that she has begun reaching out personally to all the homeowners with liens to see what we can do to resolve these issues.
Number of releases filed – Mary Ann reported that there were three liens released representing one property in 2022 and that two more have been released since the first of 2023. Based on our records, we believe that 13 homeowners have not paid for 2022. Of that 13, 6 are the same homeowners with current liens that are accounted for in the 34 unresolved liens.
Future Plans for 2023
Prepare Welcome Letter/Packet for all new residents – Jackie has prepared a Welcome Letter that all new residents will receive so that they know more about the HOA and how to reach us. That letter will contain the name and contact information for their Zone Captain. In turn, Jackie will notify the Zone Captains when someone new moves into their zone.
Continue involvement and participation of Zone Captains – Hugh reported that a Zone Captains Handbook has been created. If you are a Zone Captain, please pick one up after the meeting. He also noted that we have business cards for Zone Captains.
It is anticipated that as we move into nicer weather, the Zone Captains will get out and make contact with their residents. We will need the Captains to help canvass people and attempt to explain the amendment to them and hopefully obtain their vote/ballot.
Our database is significantly obsolete and we anticipate our Zone Captains will help us update this.
Handbook – As reported earlier, this has been completed and is ready to distribute.
Create Policy & Procedures Manual so that everything we do is a documented process – Mary Ann reported that one of the biggest challenges facing this new Board is the inability to have records of past policies and practices. As far as we can tell there has never been an official Policy & Procedures Manual, only the Indentures. While having the Indentures is great, not all day-to-day workings of the organization is – or should be – part of them. The Indentures are the skeleton and the P&P Manual is the clothing you put on the skeleton.
Create individual committees to work on select projects – Mackenzie noted that as we move forward with various projects, we are going to need specific help, like with the P&P Manual and the Landscaping, tree and creek issues. Mary Ann is currently looking to put together the P&P Manual committee so if anyone is interested, please see her after the meeting.
Seek bids on landscaping and tree maintenance – Greg asked that if anyone knows of a company that could handle a job the size of ours, please ask them to contact us and we will reach out to get a bid.
Look into more lighting in the subdivision – Greg reported that with our ability to get the LED replacement bulbs which will lower our electric bill, we may be in a position to be able to install more lighting throughout the subdivision.
Identify areas of our Indentures that need to be updated – Ryan noted that as reported earlier in this meeting, our Indentures are very much in need of updating. This will be another opportunity to serve on a committee.
Continue looking for cost-cutting measures – Mackenzie reported that we have already reduced our budget over 2022, however if you have been to the grocery store lately, you know how hard it’s going to be to cut costs. She assured everyone that this Board takes your investment in your subdivision and HOA very seriously and will make every effort to spend the money wisely.
Meeting schedule for 2023 - Mackenzie reported that our Indentures require the Board to hold 9 open meetings a year. With that in mind, we have decided to use the February Annual Meeting as one, and cancel the August and December meetings. There is a handout on the table with the full 2023 meeting schedule.
Questions
1. How do we get a fallen tree cut up and taken away? Greg asked the resident to see him after the meeting and he would get the address.
2. Can a resident cut up trees from common ground that either fall on or near his property? Yes, definitely. Anything residents can do to help us defray these kinds of costs is greatly appreciated.
3. Not a question – but wanted to thank the new Board for taking on the task and for doing such a great job already.
4. What can we do about owners walking their dogs unleashed? The HOA has no authority in this regard. There is a County ordinance against any dog being unleashed outside the confines of its own yard. We will give you the website to follow up with this. It was suggested that we put something on our website and in a future Newsletter to this effect.
5. Do we know how many homes in the subdivision are currently rental property and how is this tracked? There are currently around 43 and Jackie has a record that she tracks closely.
6. Is renting your home allowed in our Indentures? Yes. The homeowner however remains responsible for all assessment fees, not the renter.
7. Who takes care of the cul-de-sacs? St. Louis County is responsible for mowing the grass, however many residents surrounding the cul-de-sacs take over that job themselves. Some actually plant things and do some landscaping there.
8. What do homeowners need to do if they want to make a change and/or addition to their property? Aside from getting all the necessary permits from St. Louis County, the HOA requires that you submit plans and diagrams of your intended project to the Board. The Board will review the project to make sure it meets the restrictions spelled out in our Indentures. If it does, we will give approval for the project to continue. This includes fences, sheds, additions, solar panels, etc.
Mackenzie stated that if anyone has further questions, they can contact us via our website or leave a message on our HOA phone number. She thanked everyone for attending and reiterated that the Board is working hard and has accepted the challenge of bringing this subdivision together in harmony, and to promote community pride and involvement. We want there to be a productive flow of information from the Board to the residents and from the residents to the Board. Get involved – attend the monthly open meetings held the third Tuesday of most months – see the print out for exact dates.
Mackenzie asked if there was any further business to be brought to this Annual Meeting. There being none, this meeting was adjourned at 3:54 pm. Refreshments were served.
Respectfully submitted,
Mary Ann McWilliams
Administrative Assistant