Annual Meeting of the Deer Ridge Home Owners Association
February 24, 2019
1. Welcome – Schuyler Schupbach
2. Introductions of all homeowners present
3. Overview of IEPA status
Schuyler presented an overview of the historical status of the ponds. At this time we have not had any contact with the IEPA/EPA for two years. It is the opinion of the board to not reach out to this agency until they contact us. He also mentioned that there has not been any contact with any environmental groups during this time. The association is required and will continue to test and submit test results to the EPA. No action taken.
4. Chlorination
It was brought up that a reminder should be sent to homeowners reminding them that each homeowner should be placing chlorination tables into their septic system as is required by the county health department. Chlorine tablets should the type and kind that are designed and formulated for septic systems, not swimming pools.
5. Treasurer’s Report
The treasurers’ report was presented and attached.
2018 Expenses $25,411.72
2018 Carryover $22,035.02
2019 Anticipated Expenses $ 25,660
After group discussion and based on the anticipated expenses and carryover the annual dues were set at $300. The annual dues run from April 1 to March 31 each year.
Dues Notices will be sent out by the treasurer in April. Reserve will help for any pond support and treatment and for non anticipated expenses.
6. Additional Items
A suggestion was made to inquire about the cost to dredge out the pond on the Southeast corner of Fawn Dr.
Tom Maere suggested the use of grass carp to help with the moss and vegetation in the ponds. Tom will look into the cost, feasibility and effectiveness of using these fish in our ponds. $300 were allocated to this effort is it deems effective.
A question was proposed asking if anything can be done to help the blue spruces that are on the common grounds. Discussion followed with more information needed.
A general discussion took place asking if communications can be improved. Craig Thompson has joined the board and will help support communications and enhance our web presence. Look for an invitation to join the HOA’s Facebook closed group.
Discussion as to if anyone would like to create and maintain an email list of residents. Would the homeowners like to have an email registry?
A request was made to provide a list of the board members including their email and phone numbers. This will be updated on the website.
Anyone wanting to join the board are welcome.
7. Reminders
During the fall season, please remember to not blow leaves into the streets. We do not have a service that will collect these leaves and they will clog up our storm drains that also flow into the ponds.
If you have a sewer drain in front of your home, please clear the drain if possible.
Annual Meeting of the Deer Ridge Home Owners Association
February 27, 2017
The annual meeting of the Deer Ridge Home Owner Association was held on Sunday February 27, 2017 at the Dale Township Community Center. Thirty eight homes in the subdivision were represented by approximately 50 attendees. The meeting was held from 1:00 pm until 3:45 pm, and was presided over by HOA president Schuyler Schupbach.
Topics Discussed were:
Deer Ridge 2016 Expense Report
Dues for the 2016 budget year were $450 per home, with 100% compliance by homeowners. Total amount of expenses in 2016 was $32,553. On 1/1/17 the carry-over funds were $20,894. After January and February bill payments, the current balance is $17,974.
Pending Questions
Two questions that did not receive action, but were discussed by the members included:
Should we continue to pay for each home to receive chlorination tables by a vendor each month?
Should we continue to pay for pond treatments each year?
EPA Compliance Issue
A brief review and overview of the issues with current septic systems in the Deer Ridge subdivision was provided. The sand filter systems that each home has will not meet the current standards in place today.
On September 15, 2016 the U.S. EPA sent an Administrative Order to the Deer Ridge HOA enforcing the clean water act and requiring the HOA to be in compliance. The board has had three teleconference sessions with board members, Illinois EPA and US EPA representatives. Through these discussions, the EPA is seeking a detailed plan of action that will bring the subdivision into compliance.
“Have we had a response to the sept order? We have had three conference calls with the EPA to discuss possible solutions, and the expectation of the EPA is that we are to provide possible solutions. We have told the EPA that we are looking for any and all that are possible.
“What has been the tone of the conversations with the EPA?” The tone has been good, they seem to understand our plight, and have made statements to the effect that they don’t know of a common solution. However, they are still requesting that we come into compliance.
“Can we work with the townships or city of Bloomington to take our wastewater?” There is not a mechanism with the township to support this type of support. The city of Bloomington does not plan to include our subdivision in its expansion plans for several years. Plus, the BN water reclamation district’s permits do not include our subdivision in its support footprint. We would have to pay for the EPA changes to their support area in order to be able to have the waste water sent to them.
“What are our options? Should we dissolve the HOA?” The board will look into this with a lawyer?
“Does the EPA monitor single home outfalls or only the multi-home outfalls?” The EPA monitors the multi-home outfalls only.
“What are the items that we are in violation?” Too much Ammonia, nitrogen, and fecal.
The board provided three possible options to attempt to bring the neighborhood into compliance with the Illinois and US EPA. Those three options are:
Algae Wheel, Bio Barrier, and Individual Home Septic Systems with seepage fields or Illinois mounds. Each solution was discussed with costs and for each solution provided.
Algae Wheel would require the collection of all outflows and the effluent be pumped to and treated at a common site. The Algae wheel would process the waste water and pump the treated water into the pond. This would be one outfall that would be tested and reported to the EPA. At this point it is not certain that the Illinois EPA will grant a permit to build this type of solution. Cost to build the treatment plant and the infrastructure to carry the waste water to the treatment plant would exceed 2 million dollars or $23,000 per household.
“Would there be ongoing costs with this system.” Yes, there would be continued testing of the water from this process, we would have to pay a licensed operator and there would be ongoing maintenance and repair costs.
Bio Barrier is a system that would be installed at each individual home. The system is an updated septic system with an enhanced filter and seepage technology. The advantage to this system is that the seepage area is significantly smaller. Based on the number of bedrooms in a home, the seepage area could be as little as 60 square feet. This is a solution that would be the responsibility of each home owner to purchase and to maintain. The cost for each system is estimated at $25,000 - $30,000.
“Would there be maintenance for the Bio Barrier system?” Yes, there would be yearly maintenance for the system to clean filters, replace pumps or broken parts estimated at $250 per year.
Individual Home Septic Systems with seepage fields or Illinois mounds would be installed at each home and would be the responsibility of each homeowner to install and maintain. The type and size of seepage field will depend on the amount of land available and the type of soil at each home. If a home has sufficient space and the soil type will support it, a conventional seepage system would be installed. (This is not expected to apply to very many home in the subdivision). If there is not enough room or the soil type will not allow for sufficient drainage, an Illinois raised filter bed would be installed. The Illinois raised filter bed could be as much as 4 feet on top of the current soil and will vary in size from 1,200 to 1,500 sq ft.
Litwiller excavating worked with a soil expert to access four homes in the subdivision. Three of the home would require the Illinois bed and one had the soil and space available to support a conventional seepage field.
Rough estimates are based on the number of bedrooms per house. See the attached estimate from Litwiller Excavation.
3 bedroom home $5,000 to 11,700
4 bedroom home $5,500 to 12,800
5 bedroom home $6,500 to 14,200
6 bedroom home $7,400 to 14,900
“Will the current tank need to be replaced?” It depends on the several issues. The size of the house the seepage field and if an aerobic treatment process is needed. The raised filter bed (Illinois Mound) requires the aerobic treatment and a new septic tank.
“Do I have to use the contractor that came to the meeting?” No, you will have the option to choose your vendor, but there may be date that all work must be completed by.
“Can I go ahead and install my own system and remove myself from the EPA issues?”
“What type of plants can I grow over and around the mound?” There should not be any plants or trees on top of the mound, only grass. You can place some plants around the mound that do not have extensive root systems. The contractor can provide a list of appropriate plants that you can use.
Additional Questions
“How do we ensure that all homes have stopped discharging into the ponds?” We are trying to identify this process but, it could require the HOA to cap each outfall.
“Should we disband the HOA?” The board will research this option and identify the possible ramifications to doing this.
Board Action
A motion was made by homeowner Tom Maere to set the annual HO dues to $600. The motion was seconded by Neil Sappington. Motion was passed by voice vote.
Dues were increased to $600 to cover anticipated, possible, and/or unexpected costs related to resolving the EPA/IEPA issues. 2017 dues are being processed, and will be mailed to homeowners in March. Payments will be due in April.
There was no further business so the meeting was adjourned at 3:45 p.m.
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Deer Ridge Property Owners Association
Apr 15, 2015 -- start time - 7:00 PM, end time - 8:00
Board Members present:
a. Schuyler Schupbach
b. David Webb
c. Carrie Kuznik
Annual Meeting
Only 16 homeowners were represented at the annual meeting. Minutes are posted under the Neighborhood News section of the website.
Treasuer Report
Checking account balance is currently $39,478.16. All homewoners have paid annual dues with the exception of Arbogast. Arbogast amount owed is now $6,198.84.
Common Areas
Contracted with Marine Biochemists on pond treatment. Cost is $4,182 for base treatments. Additional fees will apply if treatment is needed for duckweed and watermeal.
Although the topic was discussed at the annual meeting, the Board was not involved in the placement of stop signs throughout the subdivision so these signs are likely the result of an individual homeowner request to Dale Township.
Directory Update
David is working on updating the homeowner directory. It will be posted to the website when complete.
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DRPOA Annual Meeting
February 15, 2015
Start 1pm, End 2pm
1. Environmental Status
a. Outfall Monitoring
i. No recent contact from IEPA
ii. We will continue the chlorination program, testing at each permited outfall, and submitting monhtly results to IEPA
b. Pond treatment
i. Last year's pond treatment service provider is not available
ii. We will need to hire a new pond treatment service
iii. We are considering bids from Pond Doctor and Marine Bochemists
c. Ash tree removal
i. Josh Papatyi removed dead ash trees Fall 2014
ii. Tree committee will evaluate planting new trees
1. Hardwood trees are recommended for long term health
2. Stop Signs and Yield Signs
a. Concern raised arounf need to add traffic signs for slowing down traffic
b. Board will call road commissioner to see about adding signs
i. Also request street name signs that need straightened
ii. Pot holes
iii. Storm drain sink holes
c. Board requested a homeowner to volunteer to take communication management with the Dale TWS road commissioner
3. Treasurer report
a. Proposed $550 annual dues for 2015
b. Motioned and seconded and approved
4. Delinquent dues
a. One homeowner is/has been in arrears for years
b. Board is investigating options, other than the lien that has already been placed, to collect unpaid dues
i. The lien does not guarantee the dues will be collected, especially in the case of a foreclosure
5. Compliance
a. Gary Ash is resigning from Compliance officer position, a new volunteer is needed
b. There is interest from homeowners to make some amendments to the covenants
c. Homeowners want more enforcement of the rules
d. A committee is needed to evaluate covenants rules and enforcement policies
e. It was suggested to have a committee handle all compliance issues instead of having a single person be the face of compliance
6. Route 9 passing zone by Deer Ridge entrance
a. Homeowners request the removal of the passing zone by our entrance for safety reasons
b. Board will look into this
7. Officer elections needed
a. Current members reelected: Cory, Schuyler, Carrie, David, Anna
b. One member has resigned: Gary Ash
c. Compliance - open
d. President - open
e. Treasurer - David
f. Secretary - open
g. Grounds manager
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Deer Ridge Property Owners Association
Jan 6, 2015 -- start time - 7:00 PM, end time - 8:00
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Common Areas - Carrie Kuznik
d. Treasurer - David Webb
e. Compliance - Gary Ash
Annual Meeting
Meeting will be held on Sunday, February 15th, 1:00pm @ Covell Town Hall. A number of existing board members will be transitioning off this year so new officers will be needed.
Common Areas
The Board will need to identify a new pond treatment contractor for 2015 as Aquatic Control is no longer in business.
Some homeowners have asked about placing stop or yield signs at intersections throughout the subdivision. This topic was discussed previously at the annual meeting with the majority of homeowners indicating that they did not feel signs should be added. We'll discuss this topic once again at this year's annual meeting to get homeowner input.
There are numerous places throughout the subdivision where the roads are in need of repair. The Board has previously contacted Tom Stokes (Dale Township Road Commissioner) to request repairs - the Board will once again contact Tom to request that repairs are scheduled for the Spring.
Treasurer Report
Checking balance is currently $6,643.95. All homeowners have paid their annual dues with the exception of Arbogast (which brings outstanding balance for Arbogast to $5,229.02). Proposed annual dues for this year are $550 to cover remaining payment for ash tree removal and potential pond treatment costs (unknown at this time due to the need to find a new contractor) - this will be discussed during the annual meeting.
IEPA
No new update on IEPA issue.
Compliance Update
Board has received complaints regarding boat parked at a home on Whitetail. A letter will be sent asking for the boat to be removed (citing covenant violation).
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Deer Ridge Property Owners Association
August 19, 2014 -- start time - 7:00 PM, end time - 8:00
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
Common Areas
Spencer Vatterrodt attended to discuss testing that he had completed on the large north pond. Results indicated high nitrate and phosphate levels. This is contributing to the inability for the current treatment plan to be effective. The board discussed a bid received from Auquatic Control to treat the high nitrate levels. The cost to treat all 5 ponds would be $2780. We strongly reccomend that this treatment occur ASAP (funds exist currently to cover).
Ongoing treatments by Aquatic Control in 2015 would be $7120. Although higher than our current treatment plan, Aquatic Control quarantees 98% clarity. The board will work with Aquatic Control on payment options for the 2015 treatments.
A reminder that we continue to contract with Zeschke for monthly chlorination. Chlorinator tubes must be accessible and functioning properly in order for treatment to occur. Also, the tubes must be removed in order for treatment to occur - this sometimes may result in impact to plants next to the tube locations.
Hintz common collection solution has been fixed by Capodice Excavating.
Ash tree removal is nearly complete - a reminder that our contract only covered the removal of trees (not replanting/replacing).
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Deer Ridge Property Owners Association
May 20, 2014 -- start tim - 7:00 PM, end time - 8:00
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Common Areas: Carrie Kuznik
Board member position assignments made. Only one change from 2013 - Justin Clark will be replaced by Carrie Kuznik with responsibilities for common areas.
Common Areas
Contract was signed two weeks ago with Marine Biochemists for pond treatment.
Carrie & David will be scheduling a meeting with the following individuals to determine immediate next steps for removal of dead/dying ash trees -- Scott & Lynn Shook, Ann Nadakavukaren, Allan and Lana Hixon.
David called Tom Stokes (Dale Township Road Commissioner) asking him to address the sinkhole at the curve on Buck Rd (in front of southwest pond). Tom told David that he would repair. However, no work has been completed to date so David will be following up once again with Tom.
Schuyler will call the owner of the empty lot on Fawn requesting that it be mowed.
Treasurer Report
Checking balance is currently $49,838.24. All homeowners have paid their annual dues with the exception of Arbogast (which brings outstanding balance for Arbogast to $5,229.02).
IEPA
No new update on IEPA issue. Schuyler is currently working with Jennifer and Erin Hintz on identifying a contractor to fix the ongoing issue with the common collection tube which runs between their home and Sappington's lot.
Compliance Update
Mark Carter submitted fence request which met all covenant requirements and was approved by the board.
Gary will be assembling the group to work on covenant updates this summer.
Directory needs to be updated - David will contact Melanie Shellito.
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Deer Ridge Property Owners Association
2014 Annual Meeting
February 16, 2014 -- 1:15PM
Association Compliance
-- Handout was given: Article XI, Enforcement Authority and Procedure
-- The enforcement procedure was reviewed, board asked homeowners what, if any, changes would they like to make
-- Homeowners expressed wanting better consistency of enforcing rules
-- It is suggested that we reevaluate some of the rules to make sure we are meeting the needs of the current homeowners
-- Homeowners volunteered to form a committee to evaluate and make changes to association rules
Rick and Carrie Kuznik
Lyn & Scott Shook
Deb Plouffe
Eric Shellito
Valerie Farmer-Dougan
Tom Young
Mike Bronger
-- Suggestion was made to create a “communications chair” role to deliver news of violations
The volunteer committee listed above can discuss the delivery methods for violations
Financial issues
o Arbogast outstanding lien of $4,839.93
§ It is expressed by homeowners not to take additional legal action
§ The board needs to check the status of the lien to make sure is doesn’t expire
o Homeowners would like to keep tree removal budget of $100.00 per home
o A motion was made and passed for 2014 dues to be $500
· Common area
o Ash tree removal due to ash borer
§ Red Oak Tree Farm, Johnson, was suggested for removal
§ Board has received a bid for removal of dead trees
· It is $8,800 or approximately $100 per home
§ Homeowners expressed interest in organizing a volunteer group
§ Suggestion was made that the board needs to check with the township
§ Homeowners want to keep the $8,800 budget for tree removal
o Pond maintenance
§ Homeowners suggest we install fountains to aerate the ponds
· Look into solar power
o Suggestion is made for form a common area committee, volunteers are:
§ Scott & Lynn Shook
§ Ann Nadakavukaren
§ Allan and Lana Hixon
§ This committee will address the ash trees and pond cleanup
· Environmental issues
o Hintz discharge issue has been ongoing
§ there has been a lot of investigative work done
§ The board plans to find a contractor to resolve the problem this spring
o Special assessment money has been returned to all homeowners
§ IEPA has not responded for over a year and we will continue to reach out for communication
§ Board will continue to investigate new options to resolve the environmental issues
o Homeowners suggest we price and install fountains to aerate the ponds
§ Look into solar power
· The board asked for new volunteers to serve on the board
o Carrie Kuznik volunteered, Thanks Carrie!
o We could still use more new volunteers if you are interested
o Officer positions will be determined at the next monthly meeting
· 2:45PM
Deer Ridge Property Owners Monthly Meeting - 1/7/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
Common Areas
Hintz septic problem - no progress. Schuyler will follow up with Erin Hintz to devise a plan for addressing once thaw occurs in the Spring.
Mowing common areas - Schuyler will contact Garriott regarding the potential of adding the common area between the
Muhlbauer and Gottsacker lots to this year's mowing contract.
Ash Trees - several ash trees within the subdivision common areas are starting to die. There are approximately 80 ash trees within the subdivision common areas. The Board will get bids for the Spring removal of those that have died thus far (and bids for replacement trees). This work could have an impact on this year's annual dues given the potentially significant cost. This will be a topic of disucssion during this year's annual meeting where homeowners will be able to provide feedback on next steps.
Question was received regarding whether skating/playing is allowed on the frozen ponds. There is nothing in the covenants which prohibits this activity - however, it should be noted that all residents do so at their own risk.
Treasurer's Report
Heartland checking balance $14,351.89. Special assesment account value is now $0 as all refund checks have been been issued.
IEPA Update
No update related to IEPA situation. This will be a topic of discussion during the annual meeting.
Annual Meeting
Meeting will be held the third Sunday of February (2/16) at 1:00pm. The Board is still in need of additional members - please consider volunteering. David will call to reserve the Covell Town Hall (same location as prior years). Tentative agenda includes the following items:- - Review 2013 committee updates
- - Update on environmental issue
- - Discuss ash tree removal & replacement
- - Discuss homeowner interest in pursuing litigation against delinquent homeowners
- - Review 2013 financial results/ending position and 2014 budget
- - Review proposed annual assessment
- - Elect directors
- Covenants
The board has received complaints regarding three new sheds which do not appear to comply with the covenants. Letters will be sent to all three homeowners requesting that they provide support to the Board that their sheds do comply with the covenants.
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Deer Ridge Property Owners Monthly Meeting - 12/3/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
e. Secretary - Cory Muhlbauer
Common Areas
Hintz septic problem - the contractor which was previously engaged is no longer interested in assisting. Eric and Schuyler will attempt to contact other contractors.
Mowing contract - Garriott will continue next year for the same annual fee. Additional revsions to the contract will be discussed with Mr. Garriott before finalizing.
Treasurer's Report
Heartland checking balance $16,080.12 Special assesment account value $176,770.54. $406.37 received from Chilcote foreclosure.
IEPA Update
No update related to IEPA situation. Assessment will be refunded back to homeowners while other solutions are being investigated - technology is advancing in this area so additional options which weren't previously explored may now be feasible. At the annual meeting, we will discuss pilot options and potnetial funding which would likley be included within the annual dues. David will work on refund checks with a target of refunding within the next 30 days.
Annual Meeting
Meeting will be held the third Sunday of February (2/16). The Board is still in need of additional members - please consider volunteering.
Covenants
The board has received complaints regarding three new sheds which do not appear to comply with the covenants. Letters will be sent to all three homeowners requesting that they provide support to the Board that their sheds do comply with the covenants.
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Deer Ridge Property Owners Monthly Meeting - 9/3/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
e. Common Areas - Justin Clark
Ray Coker - Homeowner
Common Areas
Marine Biochemists has completed an additional treatment on the large pond off Deer Ridge Drive. Please remember that the Homeowners Association is not liable for any lawn/plant damage created when irrigating from the ponds. Marine Biochemists has indicated that a 30 day waiting period is advisable before using pond water after treatment. Additional treatments will be completed on an as needed basis so monthly timing for treatment may vary.
Next year we will obtain bids to increase the number of pond treatments applied and also add duckweed treatment to the contract.
Justin will call to get quotes on tree removal for dead ash trees (as well as for dead evergreen near entrance from Rt. 9). Two seperate bids will be provided - one for removal only and one for removal and stump grinding.
Reminder that cars are not allowed to be parked on the street overnight.
Homeowner complaints have been received regarding new sheds being built - please see the covenants for specific guidelines.
IEPA Update
No word from the IEPA. If still no progress over the next two months, the board will discuss reimbursement options for the special assessment payments. In the event of reimbursement, all monies will be issued to CURRENT homeowners unless the Treasurer is notified of other payment arrangements.
In the meantime, Schuyler will contact Norweco to explore options for treatment systems that would be located on each outfall rather than a centralized treatment system.
Plumber came to evaluate the ongoing situation on the Hintz property related to the common collection system. A bid is expected within the next week.
Financial Report
Heartland Checking Account Balance - $21,785.2
Special Assessment Fund Balance - $176,752.72
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Deer Ridge Property Owners Monthly Meeting - 5/21/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
e. Secretary - Cory Muhlbauer
It has come to the Board's attention that some homeowners are contacting subdivision contractors directly (for example, our mowing contractor) to complain about services being provided. The issue has become significant enough that some contractors are considering discontinuing their services. Please direct any complaints/questions/concerns regarding subdivision contractors to a member of the Board (preferred method is direct email to a Board member or use of the form on the Contact Us page of the website). Subdivision contractors have been instructed not to respond directly to individual homeowners complaints, questions, or concerns.
Schuyler will be meeting a contractor on Thursday evening to finalize options for addressing the issue with effluent on the Hintz property.
Treasurer's Report (David Webb) -- Checking balance is $38,062.93. Special assessment account balance is $176,734.90. Two homewoners haven't paid annual dues (Arbogast and Chilcote). Two homeowners (Lancaster and Phelps) haven't paid special assessment. Arbogast owes $8,105.21 in total and Chilcote owes $6,700.39 in total.
Anna will contact Attorney Grosso to determine whether we can foreclose on the lein on the Arbogast home. She will also clarify our rights under various foreclosure scenarios (ex: why we have been paid on some foreclosures, but not others).
Compliance (Gary Ash) - Multiple recent requests from homeowners
- Kirkwood - the Board received a request from a homeowner to contact the Kirkwood's regarding a planned fence in their yard. The Board confirmed that no fence is planned, just landscaping updates so no action/approval is needed from the Board.
- Shook - requested approval for replacing current deck with a new, larger deck. The Board has reviewed and detremined that the plan meets all covenant requirements. Gary will communicate approval.
- Chilcote - lawn has been mowed as of today. The Board will take no additional action at this time - Gary will respond to the involved homeowners.
- Dead pine tree on east entrance - Board will contact someone to remove
Common Areas - Ponds will be treated tomorrow (5/22).
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Deer Ridge Property Owners Monthly Meeting - 4/16/2013
Time Started: 7:05 pm, Adjourned: 8:15 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Common Areas: Justin Clark
e. Member: Anna Paxton
Treasurer's Report: Heartland checking balance = $38,953 --- Special assessment account = $176,729. 3 haven't paid annual dues. 4 haven't paid special assessment 1st installment. Mowing contract has been signed with Garriott.
Board contacted Dale township road commissioner Tom Stokes on the issue with wash out on southwest corner of subdivision. He plans to fix this week.
Electric bill has increased over the past few months. Potential issue with tertiary sand filter. Justin will follow up to get someone to look into the issue.
Compliance discussion - letter will be drafted to all homeowners highlighting covenant reminders. Examples include -
--- Yard Lights
--- Dogs Running Loose
--- Boats Parked Outside
--- Construction Approval Requirements
--- Parking in the Street
This letter will also be posted in the neighborhood news section of the website.
Common areas - two new pond bids were reviewed. Marine Biochemists -- $3795 and Aquatic Control of Illinois -- $3750. Based on the comprehensive reporting and analysis completed with each treatment, the Board agreed to use Marine Biochemists for this year's treatment.
Environmental Update - no recent contact from the IEPA. The board is continuing to work on securing a contractor to fix the issue with the common collection tube running between the Hintz and Sappington properties. This needs to be a priority given the delay in the comprehensive IEPA solution (which was previously going to solve this specifc issue).
Schuyler will schedule a meeting with the following individuals - Ron Roth, Rick Strong, Jim Gottsacker, Stuart Nerby, Scott Klein, Tom Young, and Scott Shook to discuss individual treatment system options that could be installed at each individual outfall.
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DRPOA Annual Meeting
February 17, 2013
Environmental issue update:
1. IEPA slow to respond for last 6 months. Schuyler did hear from them last week so no additional update regarding final approval.
a. We are still in need of more land area to create the needed sand filter
b. We are looking into local treatment options at each outfall
2. The board will postpone the second installment for septic system funds until we get closer to final stages with IEPA
3. Homeowners asked what the plan is for money collected for the first installments
a. The board will see how the progress goes with the IEPA
2012 financial review and 2013 Budget proposal:
1. Treasurer’s report was mailed out prior to the meeting
a. Changes for 2013
i. Pond budget increased to $5,000
ii. Legal fees increased to $800
iii. 2013 dues will be $410
1. The motion was made, and homeowners voted to approve the dues
Concern was raised for future ash tree death in common areas
1. Homeowners all agree we will have a future issue from ash borer and bag worms
2. Board and homeowners agree we will address this issue as it becomes a problem
Current Treasurer, George Kaupas, is resigning
1. David Webb has been nominated and approved to take over the treasurer position
Opportunity to nominate new board directors was given
1. No new directors were nominated, other than the new treasurer
2. A motion was made to continue with the current board members
a. Majority vote of homeowners agreed to do so
Homeowner asked why the covenents wasn’t enforces for political signs
1. Garry said not allowing political signs is a violation of free speech so we are not allowed to enforce the “no sign rule” for political signs
What is the status of traffic signs on Deer Ridge Dr?
1. Dale TWS has agreed to look at putting in signs
2. The board will need to follow up to make sure Dale Tws is still working on this
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Deer Ridge Property Owners Monthly Meeting - 1/14/2013
Time Started: 7:05 pm, Adjourned: 8:15 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: George Kaupas
c. Compliance: Gary Ash
d. Secretary: Cory Muhlbauer
e. Member: Anna Paxton
Treasurer's Report: Reviewed annual financial statements. Two large liens exist - Arbogast lien is now $5,772.93 Chilcote $5,087.48. $171k has been collected for special assesment.
2013 Budget was discussed - Board discussed the potential need for one additional pond treatment given the challenges this past year. We will follow up to determine whether the additional treatment will help prevent the type of growth that occured this past year.
Only 5 homeowners have not paid the $1900 Special Assessment.
$410 will be the proposed annual dues for 2013 - this is down from $450 last year.
No additional progress on the purchase of land for the Farnsworth proposal. Also, no contact from IEPA on proposed solution.
Annual meeting will be held on Sunday, Feb. 17th at 1:00. The annual meeting announcement is attached at the top of the page above.
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Deer Ridge Property Owners Monthly Meeting - 11/19/2012
Time Started: 7:05 pm, Adjourned: 8:15 pm
- Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: George Kaupas
c. Grounds Management: Justin Clark
d. Compliance: Gary Ash
e. Member: Anna Paxton
Significant progress has been made on collection of Special Assessment first installment - all homeowners with the exception of 6 have paid. The following homeowners have not yet paid -- Gleason, Mixer. Lancaster. Phelps, Chilcote, and Arbogast.
The Board continues to work with the IEPA to confirm next steps towards our proposed treatment solution. At this time, we have yet to receive a revised Compliance Committment Agreement (CCA) from the IEPA. The Board would like to meet with the individuals who volunteered to assist with the IEPA issue. Schuyler will schedule a meeting with the following individuals - Ron Roth, Rick Strong, Jim Gottsacker, Stuart Nerby, Scott Klein, Tom Young, and Scott Shook.
Covenants have been republished in Word. Gary will begin planning Covenant Committee meetings after the first of the year to draft proposed changes.
Discussion around the job that Williamson Farm Drainage did to fix the broken culvert and wash-out on the south side of the large pond. It appears that the problem has reemerged. Justin will contact Williamson after the first of the year to request an evaluation in the Spring and discuss options.
Board received judicial foreclosure notice for the Chilcote home.
Annual meeting will be held on Sunday, Feb. 17th. Planning will begin during our December meeting.
Reminder: Please do not dispose of your Christmas trees in the pond (this has been a common issue in past years).
Reminder: Please remember that all homes need functioning front yard illumination from dusk to dawn per the Association Covenants.
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Deer Ridge Property Owners Monthly Meeting - 10/9/2012
Time Started: 7:05 pm, Adjourned: 8:30pm
1. Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: George Kaupas
c. Grounds Management: Justin Clark
d. Member: Anna Paxton
Guest - Cary Zeschke
Cary Zeschke joined the meeting to discuss recent questions/concerns from homeowners regarding the chlorination service. The Board agreed that any damaged collection tubes will be repaired by Cary for $10 per tube. The Association will pay for these repairs rather than asking individual homeowners to cover. The Board asks that homeowners direct any questions or concerns regarding the service provided by Zeschke to Board members rather than to Cary or his employees. The Board is comfortable with the current quality of Zeschke's services - our current monthly fee for chlorination of $400 is over 20% less than the fee charged three years ago.
Treasurer's Report - currently approx 17k in checking. Approxinately 12 homeowners have paid the special assessment to date. Reminder that 11/1 is due date.
IEPA Update - No update from IEPA over the last several weeks. The Board has also not received approval from the IEPA on a proposed solution for the Hintz septic issue. We will follow up once again to request IEPA mmedation on solution.
The Board reviewed a formal complaint letter received regarding the following covenant violations - 1. Boats (previously or currently) parked in the driveway at Garriott and Mixer lots 2. Condition of lawn and exterior of Bennencort home 3. Lack of regular maintainence of Hasse lot, Chilcote lot, and Arbogast lot.
Certified letters noting the particular covenenat violations will be sent to these homeowners with a copy attached to upcoming meeting minutes. If problems are not remedied, the Association will pursue appropriate next steps as outlined in the covenants.
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Ridge Property Owners Monthly Meeting - 9/4/2012
- Time Started: 7:05 pm, Adjourned: 8:00pm
1. Board Members present:
a. President: Schuyler Schupbach
b. Secretary: Cory Muhlbauer
c. Treasurer: George Kaupas
d. Grounds Management: Justin Clark
e. Compliance: Gary Ash
f. Member: Anna Paxton
Treasurer's Report - George reported that we have $21,472 in checking. Arbogast and Chilcote still have outstanding dues. Fiscal year projection as of March is $4,200 remaining in checking.
Justin provided an update on volunteers to assist with our IEPA solution - Ron Roth and Rick Strong have been added to the list as they volunteered after the special assessment meeting. Our current volunteer list includes seven homeowners (Ron Roth, Rick Strong, Jim Gottsacker, Stuart Nerby, Scott Klein, Tom Young, and Scott Shook). Please contact Schuyler if you have volunteered, but are not included on this list.
We have no heard from the IEPA since the special assessment meeting. Schuyler will make contact and request status. We will also follow up with Lancaster and Fischer/Cryder on the potential to obtain the required land.
George will be sending the special assessment notices in the next week. 1st insallment of $1,900 is due Nov. 1st.
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Deer Ridge Property Owners Association
Special Assessment Meeting
Covell Town Hall
August 1, 2012
Time Started: 7:10pm, Adjourned: 8:35pm
1. Board Members present:
a. President: Schuyler Schupbach
b. Secretary: Cory Muhlbauer
c. Treasurer: George Kaupas
d. Grounds Management: Justin Clark
e. Compliance: Gary Ash
f. Member: Anna
2. Schuyler coved history of outfall violations
a. End of 2006 – Compliance Commitment Agreement (CCA) submitted by Deer Ridge in response to formal violation notice from the IEPA
b. This CCA was rejected by IEPA
c. Spring 2007 - Farnsworth revised the design of the plan, but the IEPA still had concerns given the fact that the proposed design was largely unproven with few similar working systems in place
d. Since this time, the DRPOA has continued to work on potential short-term remedies, but we continue to see violations nearly every month on each outfall
e. Earlier this year, Deer Ridge received another Formal Violation Notice from the IEPA. The IEPA requires a written response within 30 days.
f. A new Compliance Commitment Agreement was submitted to the IEPA with a revised design plan which utilizes a recirculating sand filter
g. Approximately 8,000 square feet is needed for this design which will consolidate all effluent into a single outfall where it will be treated before entering into the lake. The subdivision does not currently have a large enough easement or common area for the system so we would need to work with homeowners who are adjacent to the proposed area on the north side of the large pond (in the area of the concrete spillway)
3. Dan, Engineer from Farnsworth
a. Explained the proposed Recirculating Sand Filter system
b. This is a common treatment system for the subdivision
c. A large tank collects all effluent and pumps circulate the effluent through the filter about 4 times a day
d. Approximately 8,000 total sq ft would be required
e. All exit material will treated and disinfected before going into the pond
f. A licensed operator will need to collect samples and monitor the RSF system – however this would only need to be done on one outfall whereas today we have to montor 6 outfalls
g. Pumps will need maintenance and power
h. Homeowner asked:
i. Will there be real-time monitoring so we know if we are in compliance before monthly testing - not planned at this time, but can be added for additional cost
ii. Does sand filter material need replaced? Yes, about every 30 yrs
iii. What does it look like? Pea gravel on surface, vent pipes – similar to the system that is on the south side of the subdivision along Washington street just to the west of the small pond
iv. What about pump failure? Effluent would still flow through, there is an indicator that will tell us when pump is failing
v. What is wrong with our current septics? Homeowners say the systems were not designed to meet these types of standards
vi. Would capacity of proposed RSF allow for more homes in neighborhood? Yes, there would be enough capacity for the one empty lot that remains
vii. Is there odor with RSF? No, there is no odor
viii. Is there noise from pumps? Very minimal - Wexford Hills has a similar system and there is very little noise – pumps are buried below surface level
ix. Will there be pumps throughout subdivision? Yes, it expected to have 4 lift stations
x. Where will pumps be, what do they look like? Referenced proposed drawing, pumps would be below ground, only visual is a man hole
xi. What happens if power is lost? Pumps can have battery backup or a generator system, these are additional options
xii. Is there a UV treatment system proposed? Not currently part of the design but UV is another option for treatment, UV is higher cost up front but less cost to operate
xiii. Is Farnsworth only bid? Farnsworth is the only firm we have engaged from a design perspective, however, we would plan to get multiple bids for the actual construction
xiv. Is there a public system we can tie into? past discussions with City of Bloomington made it clear that this was not a viable option
i. Schuyler asked the group for volunteers to help research the detail options of the proposed system.
j. Schuyler communicated concerns with CCA document from IEPA
i. Deadlines are too tight given the magnitude of the project and the amount of money that needs to be collected
ii. Language in the CCA indicates broad liability including officers
iii. DRPOA asked the IEPA for more time – we have not yet signed a CCA given these concerns
4. Homeowner addresses Covenants: article 8, section 2
a. What about lots listed as exempt?
i. The IEPA is enforcing action against DRPOA as a whole unit
ii. This exemption is a carry over from the orginal covenants – this language can be amended with 2/3 approval from the homeowners – that would be the next step if homeowners choose to opt out
b. What happens if a property owner chooses not to pay the $3,800?
i. The board will place liens on those properties just as is done with annual dues which are not paid
c. Why don’t individual homes have adequate systems?
i. The soil in our subdivision doesn’t perk so self-contained systems are not viable
d. Homeowner asked why we are only reporting sampling of 6 out of 9 outfalls?
i. We currently only have permits from the IEPA for the 6 outfalls – the permit process for the others has been in progress for quite some time, but not yet finalized. There was some differing opinions on this topic as some homeowners have seen permits which indicate 9 outfalls – the Board felt that these copies were draft permits, but will be checking with the IEPA to confirm.
5. Fines can be enforced by IEPA for non-compliance
6. Veteran homeowners expressed how fortunate we are to have been given the amount of time we have to find a solution.
7. A motion was made to move forward with the prosed plan listed in paragraph 2 of the special assessment announcement – collection of a total of $3,800 per lot owner with 2 installments (Nov 1st - $1,900 and March 1st - $1,900
a. The motion was seconded by another homeowner
8. Discussion was held – one idea presented was to collect a smaller amount of money in order to get a more detailed design and cost estimate.
a. Some homeowners would feel better if we had a more detailed design plan and total cost estimate including bids from contractors
9. What is proposed date of ground breaking?
a. Ideally Spring of 2013
10. Do we know if other systems like this are working?
a. Yes, many other community examples – Wexford Hills was cited
11. Do we have space for the recirculating sand filter (need around 8,000 sq ft)?
a. Not at this time, the board is in contact with a couple homeowners to discuss the need for additional property
b. What about land adjacent to our subdivision?
i. This land was previously unavailable, but the Board will check into it
ii. A suggestion was made to convert the SE pond to a potential site for the new system. However, the Board believes that this site would be too close to existing homes per IEPA requirements
12. What are next steps if homeowners vote to move forward?
a. Invoices will be sent for 1st installment which will be due Nov 1st
b. Once we are comfortable with homeowner participation, we will plan to sign a new IEPA CCA with revisions for an updated timeline
13. There was a question regarding current costs to monitor outfalls - our current monthly costs are over $1,000 per month for sampling and treatment
14. A vote was called to approve a special assessment of $3800 per lot owner paid over two installments ($1900 by Nov 1st and $1900 by March 1st).
a. 52 lot owners present
b. 10 proxies
c. 56 were in favor, 6 opposed
15. The Board requested volunteers to assist with the oversight of this project – four homeowners (Jim Gottsacker, Stuart Nerby, Scott Klein, Scott Shook) volunteered and will be included once final approval for the project is received from the IEPA
16. The Board will continue to update all Homeowners via meeting minutes on the Deer Ridge website (
- www.deerridgesubdivision.com)
Meeting was adjourned at 8:35pm
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The board has received complaints regarding three new sheds which do not appear to comply with the covenants. Letters will be sent to all three homeowners requesting that they provide support to the Board that their sheds do comply with the covenants.
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Deer Ridge Property Owners Monthly Meeting - 12/3/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
e. Secretary - Cory Muhlbauer
Common Areas
Hintz septic problem - the contractor which was previously engaged is no longer interested in assisting. Eric and Schuyler will attempt to contact other contractors.
Mowing contract - Garriott will continue next year for the same annual fee. Additional revsions to the contract will be discussed with Mr. Garriott before finalizing.
Treasurer's Report
Heartland checking balance $16,080.12 Special assesment account value $176,770.54. $406.37 received from Chilcote foreclosure.
IEPA Update
No update related to IEPA situation. Assessment will be refunded back to homeowners while other solutions are being investigated - technology is advancing in this area so additional options which weren't previously explored may now be feasible. At the annual meeting, we will discuss pilot options and potnetial funding which would likley be included within the annual dues. David will work on refund checks with a target of refunding within the next 30 days.
Annual Meeting
Meeting will be held the third Sunday of February (2/16). The Board is still in need of additional members - please consider volunteering.
Covenants
The board has received complaints regarding three new sheds which do not appear to comply with the covenants. Letters will be sent to all three homeowners requesting that they provide support to the Board that their sheds do comply with the covenants.
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Deer Ridge Property Owners Monthly Meeting - 9/3/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
e. Common Areas - Justin Clark
Ray Coker - Homeowner
Common Areas
Marine Biochemists has completed an additional treatment on the large pond off Deer Ridge Drive. Please remember that the Homeowners Association is not liable for any lawn/plant damage created when irrigating from the ponds. Marine Biochemists has indicated that a 30 day waiting period is advisable before using pond water after treatment. Additional treatments will be completed on an as needed basis so monthly timing for treatment may vary.
Next year we will obtain bids to increase the number of pond treatments applied and also add duckweed treatment to the contract.
Justin will call to get quotes on tree removal for dead ash trees (as well as for dead evergreen near entrance from Rt. 9). Two seperate bids will be provided - one for removal only and one for removal and stump grinding.
Reminder that cars are not allowed to be parked on the street overnight.
Homeowner complaints have been received regarding new sheds being built - please see the covenants for specific guidelines.
IEPA Update
No word from the IEPA. If still no progress over the next two months, the board will discuss reimbursement options for the special assessment payments. In the event of reimbursement, all monies will be issued to CURRENT homeowners unless the Treasurer is notified of other payment arrangements.
In the meantime, Schuyler will contact Norweco to explore options for treatment systems that would be located on each outfall rather than a centralized treatment system.
Plumber came to evaluate the ongoing situation on the Hintz property related to the common collection system. A bid is expected within the next week.
Financial Report
Heartland Checking Account Balance - $21,785.2
Special Assessment Fund Balance - $176,752.72
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Deer Ridge Property Owners Monthly Meeting - 5/21/2013
Time Started: 7:05 pm, Adjourned: 8:00 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Member: Anna Paxton
e. Secretary - Cory Muhlbauer
It has come to the Board's attention that some homeowners are contacting subdivision contractors directly (for example, our mowing contractor) to complain about services being provided. The issue has become significant enough that some contractors are considering discontinuing their services. Please direct any complaints/questions/concerns regarding subdivision contractors to a member of the Board (preferred method is direct email to a Board member or use of the form on the Contact Us page of the website). Subdivision contractors have been instructed not to respond directly to individual homeowners complaints, questions, or concerns.
Schuyler will be meeting a contractor on Thursday evening to finalize options for addressing the issue with effluent on the Hintz property.
Treasurer's Report (David Webb) -- Checking balance is $38,062.93. Special assessment account balance is $176,734.90. Two homewoners haven't paid annual dues (Arbogast and Chilcote). Two homeowners (Lancaster and Phelps) haven't paid special assessment. Arbogast owes $8,105.21 in total and Chilcote owes $6,700.39 in total.
Anna will contact Attorney Grosso to determine whether we can foreclose on the lein on the Arbogast home. She will also clarify our rights under various foreclosure scenarios (ex: why we have been paid on some foreclosures, but not others).
Compliance (Gary Ash) - Multiple recent requests from homeowners
- Kirkwood - the Board received a request from a homeowner to contact the Kirkwood's regarding a planned fence in their yard. The Board confirmed that no fence is planned, just landscaping updates so no action/approval is needed from the Board.
- Shook - requested approval for replacing current deck with a new, larger deck. The Board has reviewed and detremined that the plan meets all covenant requirements. Gary will communicate approval.
- Chilcote - lawn has been mowed as of today. The Board will take no additional action at this time - Gary will respond to the involved homeowners.
- Dead pine tree on east entrance - Board will contact someone to remove
Common Areas - Ponds will be treated tomorrow (5/22).
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Deer Ridge Property Owners Monthly Meeting - 4/16/2013
Time Started: 7:05 pm, Adjourned: 8:15 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: David Webb
c. Compliance: Gary Ash
d. Common Areas: Justin Clark
e. Member: Anna Paxton
Treasurer's Report: Heartland checking balance = $38,953 --- Special assessment account = $176,729. 3 haven't paid annual dues. 4 haven't paid special assessment 1st installment. Mowing contract has been signed with Garriott.
Board contacted Dale township road commissioner Tom Stokes on the issue with wash out on southwest corner of subdivision. He plans to fix this week.
Electric bill has increased over the past few months. Potential issue with tertiary sand filter. Justin will follow up to get someone to look into the issue.
Compliance discussion - letter will be drafted to all homeowners highlighting covenant reminders. Examples include -
--- Yard Lights
--- Dogs Running Loose
--- Boats Parked Outside
--- Construction Approval Requirements
--- Parking in the Street
This letter will also be posted in the neighborhood news section of the website.
Common areas - two new pond bids were reviewed. Marine Biochemists -- $3795 and Aquatic Control of Illinois -- $3750. Based on the comprehensive reporting and analysis completed with each treatment, the Board agreed to use Marine Biochemists for this year's treatment.
Environmental Update - no recent contact from the IEPA. The board is continuing to work on securing a contractor to fix the issue with the common collection tube running between the Hintz and Sappington properties. This needs to be a priority given the delay in the comprehensive IEPA solution (which was previously going to solve this specifc issue).
Schuyler will schedule a meeting with the following individuals - Ron Roth, Rick Strong, Jim Gottsacker, Stuart Nerby, Scott Klein, Tom Young, and Scott Shook to discuss individual treatment system options that could be installed at each individual outfall.
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DRPOA Annual Meeting
February 17, 2013
Environmental issue update:
1. IEPA slow to respond for last 6 months. Schuyler did hear from them last week so no additional update regarding final approval.
a. We are still in need of more land area to create the needed sand filter
b. We are looking into local treatment options at each outfall
2. The board will postpone the second installment for septic system funds until we get closer to final stages with IEPA
3. Homeowners asked what the plan is for money collected for the first installments
a. The board will see how the progress goes with the IEPA
2012 financial review and 2013 Budget proposal:
1. Treasurer’s report was mailed out prior to the meeting
a. Changes for 2013
i. Pond budget increased to $5,000
ii. Legal fees increased to $800
iii. 2013 dues will be $410
1. The motion was made, and homeowners voted to approve the dues
Concern was raised for future ash tree death in common areas
1. Homeowners all agree we will have a future issue from ash borer and bag worms
2. Board and homeowners agree we will address this issue as it becomes a problem
Current Treasurer, George Kaupas, is resigning
1. David Webb has been nominated and approved to take over the treasurer position
Opportunity to nominate new board directors was given
1. No new directors were nominated, other than the new treasurer
2. A motion was made to continue with the current board members
a. Majority vote of homeowners agreed to do so
Homeowner asked why the covenents wasn’t enforces for political signs
1. Garry said not allowing political signs is a violation of free speech so we are not allowed to enforce the “no sign rule” for political signs
What is the status of traffic signs on Deer Ridge Dr?
1. Dale TWS has agreed to look at putting in signs
2. The board will need to follow up to make sure Dale Tws is still working on this
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Deer Ridge Property Owners Monthly Meeting - 1/14/2013
Time Started: 7:05 pm, Adjourned: 8:15 pm
Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: George Kaupas
c. Compliance: Gary Ash
d. Secretary: Cory Muhlbauer
e. Member: Anna Paxton
Treasurer's Report: Reviewed annual financial statements. Two large liens exist - Arbogast lien is now $5,772.93 Chilcote $5,087.48. $171k has been collected for special assesment.
2013 Budget was discussed - Board discussed the potential need for one additional pond treatment given the challenges this past year. We will follow up to determine whether the additional treatment will help prevent the type of growth that occured this past year.
Only 5 homeowners have not paid the $1900 Special Assessment.
$410 will be the proposed annual dues for 2013 - this is down from $450 last year.
No additional progress on the purchase of land for the Farnsworth proposal. Also, no contact from IEPA on proposed solution.
Annual meeting will be held on Sunday, Feb. 17th at 1:00. The annual meeting announcement is attached at the top of the page above.
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Deer Ridge Property Owners Monthly Meeting - 11/19/2012
Time Started: 7:05 pm, Adjourned: 8:15 pm
a. President: Schuyler Schupbach
b. Treasurer: George Kaupas
c. Grounds Management: Justin Clark
d. Compliance: Gary Ash
e. Member: Anna Paxton
Significant progress has been made on collection of Special Assessment first installment - all homeowners with the exception of 6 have paid. The following homeowners have not yet paid -- Gleason, Mixer. Lancaster. Phelps, Chilcote, and Arbogast.
The Board continues to work with the IEPA to confirm next steps towards our proposed treatment solution. At this time, we have yet to receive a revised Compliance Committment Agreement (CCA) from the IEPA. The Board would like to meet with the individuals who volunteered to assist with the IEPA issue. Schuyler will schedule a meeting with the following individuals - Ron Roth, Rick Strong, Jim Gottsacker, Stuart Nerby, Scott Klein, Tom Young, and Scott Shook.
Covenants have been republished in Word. Gary will begin planning Covenant Committee meetings after the first of the year to draft proposed changes.
Discussion around the job that Williamson Farm Drainage did to fix the broken culvert and wash-out on the south side of the large pond. It appears that the problem has reemerged. Justin will contact Williamson after the first of the year to request an evaluation in the Spring and discuss options.
Board received judicial foreclosure notice for the Chilcote home.
Annual meeting will be held on Sunday, Feb. 17th. Planning will begin during our December meeting.
Reminder: Please do not dispose of your Christmas trees in the pond (this has been a common issue in past years).
Reminder: Please remember that all homes need functioning front yard illumination from dusk to dawn per the Association Covenants.
Deer Ridge Property Owners Monthly Meeting - 10/9/2012
Time Started: 7:05 pm, Adjourned: 8:30pm
1. Board Members present:
a. President: Schuyler Schupbach
b. Treasurer: George Kaupas
c. Grounds Management: Justin Clark
d. Member: Anna Paxton
Guest - Cary Zeschke
Cary Zeschke joined the meeting to discuss recent questions/concerns from homeowners regarding the chlorination service. The Board agreed that any damaged collection tubes will be repaired by Cary for $10 per tube. The Association will pay for these repairs rather than asking individual homeowners to cover. The Board asks that homeowners direct any questions or concerns regarding the service provided by Zeschke to Board members rather than to Cary or his employees. The Board is comfortable with the current quality of Zeschke's services - our current monthly fee for chlorination of $400 is over 20% less than the fee charged three years ago.
Treasurer's Report - currently approx 17k in checking. Approxinately 12 homeowners have paid the special assessment to date. Reminder that 11/1 is due date.
IEPA Update - No update from IEPA over the last several weeks. The Board has also not received approval from the IEPA on a proposed solution for the Hintz septic issue. We will follow up once again to request IEPA mmedation on solution.
The Board reviewed a formal complaint letter received regarding the following covenant violations - 1. Boats (previously or currently) parked in the driveway at Garriott and Mixer lots 2. Condition of lawn and exterior of Bennencort home 3. Lack of regular maintainence of Hasse lot, Chilcote lot, and Arbogast lot.
Certified letters noting the particular covenenat violations will be sent to these homeowners with a copy attached to upcoming meeting minutes. If problems are not remedied, the Association will pursue appropriate next steps as outlined in the covenants.
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Ridge Property Owners Monthly Meeting - 9/4/2012
1. Board Members present:
a. President: Schuyler Schupbach
b. Secretary: Cory Muhlbauer
c. Treasurer: George Kaupas
d. Grounds Management: Justin Clark
e. Compliance: Gary Ash
f. Member: Anna Paxton
Treasurer's Report - George reported that we have $21,472 in checking. Arbogast and Chilcote still have outstanding dues. Fiscal year projection as of March is $4,200 remaining in checking.
Justin provided an update on volunteers to assist with our IEPA solution - Ron Roth and Rick Strong have been added to the list as they volunteered after the special assessment meeting. Our current volunteer list includes seven homeowners (Ron Roth, Rick Strong, Jim Gottsacker, Stuart Nerby, Scott Klein, Tom Young, and Scott Shook). Please contact Schuyler if you have volunteered, but are not included on this list.
We have no heard from the IEPA since the special assessment meeting. Schuyler will make contact and request status. We will also follow up with Lancaster and Fischer/Cryder on the potential to obtain the required land.
George will be sending the special assessment notices in the next week. 1st insallment of $1,900 is due Nov. 1st.
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Deer Ridge Property Owners Association
Special Assessment Meeting
Covell Town Hall
August 1, 2012
Time Started: 7:10pm, Adjourned: 8:35pm
1. Board Members present:
a. President: Schuyler Schupbach
b. Secretary: Cory Muhlbauer
c. Treasurer: George Kaupas
d. Grounds Management: Justin Clark
e. Compliance: Gary Ash
f. Member: Anna
2. Schuyler coved history of outfall violations
a. End of 2006 – Compliance Commitment Agreement (CCA) submitted by Deer Ridge in response to formal violation notice from the IEPA
b. This CCA was rejected by IEPA
c. Spring 2007 - Farnsworth revised the design of the plan, but the IEPA still had concerns given the fact that the proposed design was largely unproven with few similar working systems in place
d. Since this time, the DRPOA has continued to work on potential short-term remedies, but we continue to see violations nearly every month on each outfall
e. Earlier this year, Deer Ridge received another Formal Violation Notice from the IEPA. The IEPA requires a written response within 30 days.
f. A new Compliance Commitment Agreement was submitted to the IEPA with a revised design plan which utilizes a recirculating sand filter
g. Approximately 8,000 square feet is needed for this design which will consolidate all effluent into a single outfall where it will be treated before entering into the lake. The subdivision does not currently have a large enough easement or common area for the system so we would need to work with homeowners who are adjacent to the proposed area on the north side of the large pond (in the area of the concrete spillway)
3. Dan, Engineer from Farnsworth
a. Explained the proposed Recirculating Sand Filter system
b. This is a common treatment system for the subdivision
c. A large tank collects all effluent and pumps circulate the effluent through the filter about 4 times a day
d. Approximately 8,000 total sq ft would be required
e. All exit material will treated and disinfected before going into the pond
f. A licensed operator will need to collect samples and monitor the RSF system – however this would only need to be done on one outfall whereas today we have to montor 6 outfalls
g. Pumps will need maintenance and power
h. Homeowner asked:
i. Will there be real-time monitoring so we know if we are in compliance before monthly testing - not planned at this time, but can be added for additional cost
ii. Does sand filter material need replaced? Yes, about every 30 yrs
iii. What does it look like? Pea gravel on surface, vent pipes – similar to the system that is on the south side of the subdivision along Washington street just to the west of the small pond
iv. What about pump failure? Effluent would still flow through, there is an indicator that will tell us when pump is failing
v. What is wrong with our current septics? Homeowners say the systems were not designed to meet these types of standards
vi. Would capacity of proposed RSF allow for more homes in neighborhood? Yes, there would be enough capacity for the one empty lot that remains
vii. Is there odor with RSF? No, there is no odor
viii. Is there noise from pumps? Very minimal - Wexford Hills has a similar system and there is very little noise – pumps are buried below surface level
ix. Will there be pumps throughout subdivision? Yes, it expected to have 4 lift stations
x. Where will pumps be, what do they look like? Referenced proposed drawing, pumps would be below ground, only visual is a man hole
xi. What happens if power is lost? Pumps can have battery backup or a generator system, these are additional options
xii. Is there a UV treatment system proposed? Not currently part of the design but UV is another option for treatment, UV is higher cost up front but less cost to operate
xiii. Is Farnsworth only bid? Farnsworth is the only firm we have engaged from a design perspective, however, we would plan to get multiple bids for the actual construction
xiv. Is there a public system we can tie into? past discussions with City of Bloomington made it clear that this was not a viable option
i. Schuyler asked the group for volunteers to help research the detail options of the proposed system.
j. Schuyler communicated concerns with CCA document from IEPA
i. Deadlines are too tight given the magnitude of the project and the amount of money that needs to be collected
ii. Language in the CCA indicates broad liability including officers
iii. DRPOA asked the IEPA for more time – we have not yet signed a CCA given these concerns
4. Homeowner addresses Covenants: article 8, section 2
a. What about lots listed as exempt?
i. The IEPA is enforcing action against DRPOA as a whole unit
ii. This exemption is a carry over from the orginal covenants – this language can be amended with 2/3 approval from the homeowners – that would be the next step if homeowners choose to opt out
b. What happens if a property owner chooses not to pay the $3,800?
i. The board will place liens on those properties just as is done with annual dues which are not paid
c. Why don’t individual homes have adequate systems?
i. The soil in our subdivision doesn’t perk so self-contained systems are not viable
d. Homeowner asked why we are only reporting sampling of 6 out of 9 outfalls?
i. We currently only have permits from the IEPA for the 6 outfalls – the permit process for the others has been in progress for quite some time, but not yet finalized. There was some differing opinions on this topic as some homeowners have seen permits which indicate 9 outfalls – the Board felt that these copies were draft permits, but will be checking with the IEPA to confirm.
5. Fines can be enforced by IEPA for non-compliance
6. Veteran homeowners expressed how fortunate we are to have been given the amount of time we have to find a solution.
7. A motion was made to move forward with the prosed plan listed in paragraph 2 of the special assessment announcement – collection of a total of $3,800 per lot owner with 2 installments (Nov 1st - $1,900 and March 1st - $1,900
a. The motion was seconded by another homeowner
8. Discussion was held – one idea presented was to collect a smaller amount of money in order to get a more detailed design and cost estimate.
a. Some homeowners would feel better if we had a more detailed design plan and total cost estimate including bids from contractors
9. What is proposed date of ground breaking?
a. Ideally Spring of 2013
10. Do we know if other systems like this are working?
a. Yes, many other community examples – Wexford Hills was cited
11. Do we have space for the recirculating sand filter (need around 8,000 sq ft)?
a. Not at this time, the board is in contact with a couple homeowners to discuss the need for additional property
b. What about land adjacent to our subdivision?
i. This land was previously unavailable, but the Board will check into it
ii. A suggestion was made to convert the SE pond to a potential site for the new system. However, the Board believes that this site would be too close to existing homes per IEPA requirements
12. What are next steps if homeowners vote to move forward?
a. Invoices will be sent for 1st installment which will be due Nov 1st
b. Once we are comfortable with homeowner participation, we will plan to sign a new IEPA CCA with revisions for an updated timeline
13. There was a question regarding current costs to monitor outfalls - our current monthly costs are over $1,000 per month for sampling and treatment
14. A vote was called to approve a special assessment of $3800 per lot owner paid over two installments ($1900 by Nov 1st and $1900 by March 1st).
a. 52 lot owners present
b. 10 proxies
c. 56 were in favor, 6 opposed
15. The Board requested volunteers to assist with the oversight of this project – four homeowners (Jim Gottsacker, Stuart Nerby, Scott Klein, Scott Shook) volunteered and will be included once final approval for the project is received from the IEPA
16. The Board will continue to update all Homeowners via meeting minutes on the Deer Ridge website (
Meeting was adjourned at 8:35pm
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