HomeMy WebLinkAboutResolution 051-15RECORD OF RESOLUTIONS
Dayton Legal Blank, Inc., Fom No. 30045
Resolution No.
51 -15 (Amended)
Passed -'20
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO PROVIDE TEMPORARY MAINTENANCE AT
THE VILLAGE OF COFFMAN PARK CONDOMINIUMS
WHEREAS, the Village of Coffman Park Condominium Association (VCPCA)
requested City Council to provide some type of relief from the maintenance of
l reserves dedicated during the development process; and
WHEREAS, the Association expressed concerns that their annual maintenance cost
per home was significantly higher than that for other homeowners associations; and
WHEREAS, providing such relief would lower the overall annual cost to members of
the Association; and
WHEREAS, City Council requested the Public Services Committee review the request
and make a recommendation; and
WHEREAS, the Public Services Committee determined this Association is in a unique
situation since only a portion of the homes approved for this development have been
built; and
WHEREAS, the Public Services Committee, based on this unique situation,
recommended temporary relief for the public common area mowing and turf care be
granted to the Association; and
WHEREAS, City Council concurs with the Public Service Committee's
recommendation that temporary relief is warranted.
NO , THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
of its elected members concurring, that:
Section 1 . The City of Dublin will assume responsibility for the public common
area mowing and turf care for a temporary period, beginning immediately and
continuing through December 31, 2016.
Section 2. The Village of Coffman Park Condominium Association will continue to
provide all landscaping, tree maintenance, and any other maintenance, except as
otherwise specified above, for all areas for which the Association has responsibility.
Section 3. This Resolution shall take effect and be in force upon passage in
accordance with Section 4.04(a) of the Revised Charter.
Passed this �� day of _, 2015.
l ayor - Presiding Offic
ATTEST:
Clerk of Council
Office of the City Manager
City of Dublin Pho n ne: 614-410-4400 y Fax:b614 -0410 -4490 1090
To: Members of Dublin City Council
From: Dana L. McDaniel, City Man r
Date: June 4, 2015
Initiated By: Megan O'Callaghan, Public Works Director
Fred Hahn, Parks & Open Space Director
Memo
Re: Resolution 51 -15 - Authorizing the City Manager to Temporarily Provide
Maintenance at the Village of Coffman Park for a Period of One Year
Summary
On September 15, 2014, the City received a request from the Village of Coffman Park
Condominium Association ( VCPCA) for the City to provide relief from the public pond maintenance
responsibilities within their neighborhood. The VCPCA listed their pond maintenance activities as
mowing and maintenance, goose control, and electric for the pond aerator. Currently, there are
11 homes within the association. At the time of zoning, the development had been approved for
up to 66 homes. This number was used in determining the amount of public land maintenance
responsibilities that would be deemed appropriate in comparison to like associations that have
public land responsibilities.
The VCPCA provided detailed cost information about all aspects of revenues and expenses,
including expenses associated with maintaining the public land within their neighborhood. Their
current costs associated with mowing were compared to the City's contract mowing costs and
were found to be reasonable. In addition to mowing, the association also is responsible for the
electric for the public pond aerator. Annually, these two costs have totaled approximately $6,400,
which equates to approximately $580 per home.
Currently, monthly dues are $375 per unit. Costs associated with the public land mowing and care
equate to approximately $64 per unit per month ($768 per unit per year).
Recommendation
The Public Services Committee convened on May 26, 2015 to discuss the broader topic of HOA
maintenance of public common areas. As a part of this committee meeting, the VCPCA request
was discussed specifically. Staff pointed out this HOA is in a unique situation since only a portion
of the homes approved for this development have been built. Staff also indicated that based on
this unique situation, it is staffs determination that the level of VCPCA responsibility for
maintenance of public areas is excessive in comparison to other associations. Staff recommended
the most straightforward method of relief would be for the City to assume maintenance
responsibility for the public common area mowing and turf care (approximately $6,000 per year at
the current City's contract rate). Staff further recommended this maintenance relief should be
considered temporary and subject to annual reevaluation until the development expands to a
number of housing units that makes the level of maintenance responsibilities more reasonable.
The Public Services Committee concurred and recommends that the City temporarily provide such
maintenance at the Village of Coffman Park for a period of one year.
Office of the City Manager
5200 Prkway* City of Dublin Phone: 614 - 1 410.4 0 • Fax: 14 - 10 -449 0 43017-1090
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager
Date: November 13, 2014
Initiated By: Megan O'Callaghan, Public Service Director
Fred Hahn, Director of Parks & Open Space
Memo
Re: Village of Coffman Park Condominium Association - Request for Relief from Public
Pond Maintenance Responsibilities
Summary
On September 15, 2014, we received a request from the Village of Coffman Park Condominium
Association ( VCPCA) for the City of Dublin to provide relief from the public pond maintenance
responsibilities within their neighborhood. VCPCA's pond maintenance activities consist of mowing
and maintenance, goose control, and electric for the pond aerator. Currently, there are 11 homes
within the association. At the time of zoning, the development had been approved for up to 66
homes. This number was used in determining the amount of public land maintenance
responsibilities that would be deemed appropriate in comparison to like associations that have
public land responsibilities.
The VCPCA provided detailed cost information about all aspects of revenues and expenses
including expenses associated with the public land within their neighborhood. (see attached) Their
current costs associated with mowing were compared to the City's contract mowing costs and we
found their costs to be reasonable. In addition to mowing, the association also is responsible for
the electric for the public pond aerator. Annually, these two costs have totaled approximately
$6,400 which equates to approximately $580 per home. These costs are in addition to other costs
normally associated with condominium developments such as snow removal, pavement repairs,
clubhouse maintenance and grounds maintenance of private land next to the condominium units.
Currently, monthly dues are $375 per unit. Costs associated with the public land mowing and care
equate to approximately $64 per unit per month ($768 per unit per year).
Recommendation
This HOA is in a unique situation since only a portion of the homes approved for this development
have been built. Based on this unique situation, it is staff's determination that the level of VCPCA
responsibility for maintenance of public areas is excessive in comparison to other associations.
Should Council desire to provide some relief from the maintenance responsibilities, it should be
considered temporary and subject to annual re- evaluation until the development expands to a
number of housing units that makes the maintenance responsibilities more reasonable.
Rev. 8/12/2014
Homeowners Association Questionnaire
CM OF DUBLIN
8. Description of maintenance responsibilities (e.g. acreage, signage, fencing, mowing, etc.):
� I Vh,
9. Do you contract maintenance? If yes, what is contracted? Yep-
.._ ce, il,10,IJ- ft-0 -
Gore 46�, tkut / U-0 6,, ir 6o
10. Is all maintenance performed voluntarily? If not, please describe.-
11. Do you experience difficulty in collecting fees/dues? If yes, please describe:
A I
IU ut tQ e`
How do you resolve this?
Please return thi's completed questionnaire in the enclosed envelope or to:
Megan O'Callaghan, Director of Public Service
City of Dublin, Department of Public Service
6555 Shier Rings Road
Dublin, Ohio 43016
60
No `- � 6rrj,&JA,
Thank you for your assistance.
10:17 AM THE VILLAGE AT COFFMAN PARK CONDOMINIUM ASSOCIATION
07102144 Profit & Loss Budget vs. Actual
Accrual Basis January through June 2014
Jan - Ju...
Budqet
$ Over ..:
Ordinary Income /Expense
Income
Dues
15,950.00
15,950.00
0.00
Pond Surcharge
5,500.00
5,500.00
0.00
Interest - Savings
133.31
80.00
53.31
Intarpmt - Rastarva Fiend
1 R9 55
9 7R nn
.45 45
Late Fees
200.00
0.00
200.00
Total Income
21,965.86
21,758.00
207.86
Gross Profit
21,965.86
21,758.00
207.86
Expense
Adminl4trat7vo
Property Management Fees
4,300.00
4,300.00
0.00
Bank Fees
5.00
15.00
-10.00
Office Supplies
198.85
150.00
48.85
Insurance
5.899.50
5.688.06
211.44
Postage and Delivery
13.36
30.00
-16.64
inrnmw tAY
7 9 n
P5n nn
.3'R A
Total Administrative
10,627.91
10,433.06
19435
Club House
Repairs and Maintenance
1,050.00
600.00
450.00
Electric
893.26
859.98
33.28
Gas
1.227.52
450,00
777.52
Cleaning
125.00
300.00
- 175.00
Cable
833.07
818.34
14.73
11+Iir.raliananir4
n nn
i3nn nn
.inn nn
Total Club House
4,128.85
3,628.32
500.53
Grounds Keeping
Monthly Mowing and Maintenance
4,650.64
4,938.92
- 288.28
Extra Landscapinq
6,676.32
5,413.41
1,262.91
Total Grounds Keeping
11,326.96
10,352.33
974.63
Street Maintenance
Snow Removal
10,6 64.39
7,500.00
3,164.39
Total Street Maintenance
10,664.39
7,500.00
3,164.39
PonTMa
Mwing and Mainten ance
2,250.72
58.
- 2,807.84
Gtrol
3,772.72
3,750.00
22.72
Elocation
1.063,99
1.300.00
- 236.01
Total
7,087.43
10,108.56
- 3,021.13
Irrigation
Electric
851.93
311.10
540.83
Repairs
0.00
150.00
- 150.00
Rarkflow PrPV$*rMnn
2nn no
n nn
9nn nn
Total Irrigation
1,051.93
461.10
590.83
Utilities
Electric - Meter House
0.00
680.00
-680.00
Water
1,136.02
600.00
536.02
Trash Pick -Up
2,402.64
2,373.96
28.68
Total Utilities
3,538.66
3,653.96
- 115.30
Total Expense
48,426.13
46,137.33
2,288.80
Net Ordinary Income
- 26,460.27
- 24,379.33
- 2,080.94
Other Income/Expense
Other. Expense
Reserve Funding
2,145.00
2,145.00
0.00
Total Other Expense
2,145.00
2,1 45.00
0.00
Net Other Income
- 2,145.00
- 2,145.00
0.00
Net Income
- 28,605.27
- 26,524.33
- 2,080.94
THE VILLAGE AT COFFMAN PARK CONDONMINIUM ASSOCIATION
Annual Budget
2014
Budget 2014
Actual
Current: Dues
Proposed Dues
1/l/13-12/31/13
$275.00
$375.00
Income
Dues
36,300.00
36,300.00
49,500.00
Interest Income - Savings
369.42
80.00
80.00
Interest Income - Reserve Fund
434.67
456.00
456.00
Total Income
37,104.09
36,836.00
50,036.00
Expenses
Administrative
Property Management Fees
10,200.00
10,200.00
10,200.00
Bank Fees
32.68
30.00
30.00
Office Supplies
176.64
300.00
300.00
Insurance
7,898.50
11,376.08
11,376.08
Accounting
122.50
-
-
Miscellaneous
25.00
-
-
Postage and Delivery
70.04
60.00
60.00
Income Tax
277.80
250.00
250.00
Total Administrative
18,803.16
22,216.08
22,216.08
Club House
Repairs and Maintenance
1,836.91
1,200.00
1,200.00
Electric
1,714.92
1,71 -9.96
1,719.96
Gas
876.10
900.00
900.00
Cleaning
375.00
600.00
600.00
Cable
1,602.71
1,636.68
1,636.68
Miscellaneous
416.13
1,200.00
1,200.00
Total Club House
6,821.77
7,256.64
7,256.64
g
Monthly�Mong and Maintenance
10,196,46-
11,112.60
11,112.60
Landscaping /Mulching
5,621.10
6,713.41
6,713.41
Snow Removal
5,141.08
7,500.00
7,500.00
Sealing and Repairs
5,225.00
-
-
Total Grounds Keeping
26,183.64
25,326.01
25,326.01
Pond Maintenahc6
'�
Monthly Mowing and Maintenance
8,9�05 05
8,450.01
8,450.01
Goose Control
7,307.55
7,500.00
7,500.00
Total Pond Maintanence
16,212.60
15,950.01
15,950.0.
Irrigation
Electric
3,088.14
3,216.00
3,216.00
Repairs
409.65
300.00
300.00
Backflow Prevention
200.00
-
-
Total irrigation
3,697.79
3,516.00
3,516.00
Utilities ; r'
Electric - Meter House
" "' 9 64 32
900.00
900.00
Water
1,003.60
1,200.00
1,200.00
Trash Pick -up
4,030.86
4,747.92
4,747.92
Total Utilities
5,998.78
6,847.92
6,847.92
Total Expenditures
77,717.74
81,112.66
81,112.66
Net Ordinary Income
(40,613.65)
(44,276.66)
(31,076.66)
Reserve Funding
3,630.00
3,630.00
4,950.00
Net Income (Loss)
(44,243.65)
(47,906.66)
(36,026.66)
9:23 AM THE VILLAGE AT COFFMAN PARK CONDOMINIUM ASSOCIATION
07/16/14 Balance Sheet
Accrual Basis As of June 30, 2014
ASSETS
Current Assets
Checking /Savings
Cash
Checking - HNB
Savings - HNB
Reserve Fund - HNB
Total Cash
Total Checking /Savings
Accounts Receivable
Accounts Receivable
Accounts Receivable - Dues
Coffman Partners' LLC
Total Accounts Receivable
Total Accounts Receivable
Other Current Assets
Prepaid Insurance
Total Other Current Assets
Total Current Assets
TOTAL ASSETS
LIABILITIES ,& EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable
Total Accounts Payable
Total Current Liabilities
Long Tenn Liabilities
Reserve - Capital Improvements
Total Long Tenn Liabilities
Total Liabilities
Equity
Opening Balance Equity
Net Income
Total Equity
TOTAL LIABILITIES & EQUITY
7,602.45 > N', tj o w d CCOJK
58,640.42 �p�y
87,249.41 w i d � .Slfr�
153,492.28
(3,750.00)
9R 1dd RR
YL,;3J4
22,394.66
2,949.75
2,949.75
178,836.69
178,836.69
1,326.97
1,326.97
1,326.97
86,632.19
86,632.19
87,959.16
119,482.80
(28,605.27)
90,877.53
178,836.69
11:56 AM THE VILLAGE AT COFFMAN PARK CONDOMINIUM ASSOCIATION
01/15/14 Balance Sheet
Accrual Basis As of December 31, 2013
ASSETS
Current Assets
Checking /Savings
Cash
Checking
Savings
Reserve Fund
Total Cash
Total Checking /Savings
Accounts Receivable
Accounts Receivable
Accounts Receivable - Dues
Coffman Partners' LLC
Davidson Phillips
Account Receivable - Other
Total Accounts Receivable
Total Accounts Receivable
Other Current Assets
Prepaid Insurance
Total Other Current Assets
Total Current Assets
Other Assets
Utility Deposits - AEP
Total Other Assets
TOTAL ASSETS
LIABILITIES $ EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
Security Deposit - Clubhouse
Total Other Current Liabilities
Total Current Liabilities
Long Term Liabilities
Reserve - Capital Improvements
Total Long Term Liabilities
Total Liabilities
Equity
Opening Balance Equity
Total Equity
TOTAL LIABILITIES S EQUITY
Dec 31,13
3,688.41
39,408.46
84,921.
AAA A.A "17
128,018.73
w�
- 1,100.00
2614468
44,243.6 /I= a
3.663.20 +�tinw- ?ftN
72,951.57
72,951.51
2,949.75
2,949.75
203,919.99
550.00
550.
204,469.99
500.00
500.00
500.00
84,487.19
84,487.19
84,987.19
119,48
119,482.80
204,469.99