Annual
Homeowner’s Association Meeting
– December 2, 2013
Place: Avon Town Hall
Attendance:
Board members Chet Mayflower, President; Robert Stewart, Vice-President;
Mike Lowden, Member-at-Large; Cheryl Simpson, Treasurer; Karen St.Clair,
Secretary; Larry Edwards and Susan Keene, managers from Property Services Group
and 25 residents, representing 20 homes.
I.
Call to order by Chet Mayflower at 7:00 p.m.
II.
Reflections and Prayer offered by Chet Mayflower
III.
Summary of 2012 Minutes by Karen St.Clair
Karen Burnett
made the motion to accept the minutes. 2nd by Harold Pierce. Motion
passed
IV.
Year End Reports
A.
Property Report by Larry Edwards
1. Roof replacement- finished 10 homes this
year
2. Imprellis claim with DuPont not totally
complete. Homeowner’s affected with Imprellis damage have received their money,
but the homeowner’s association has not receive money for one tree at the
entrance and 16 dead trees along the Pedcore fence line.
3. A concern from a homeowner who had trees
affected and cut down this year from a contractor the HOA hired this year has
not received any money for their trees.
Cheryl
Simpson will meet with the homeowners to start a resolution process.
4. Removal of dead trees – An in depth
research was done by Cheryl Simpson to find who owns the property behind the
homes along Burnett Blvd. It was discovered thru the research that Westover
Woods owns 4.3 acres of that wooded land.
Thus, a contractor has been hired to remove trees in the woods that are unsafe
to the homes behind Burnett Blvd.
5. Thanks was expressed tonight from a
homeowner for having the dead trees behind her home removed.
B.
Financial Report and Investments
by Susan Keene A copy of the October Operating
Statement and October Balance Sheet was given to those in attendance.
1. Net worth YTD as of October = $233.152.33
2. Net loss YTD as of October = $8,961.51
because of roof replacement
3. Roof expense YTD as of October =
$54,601.89 ($2,400 for roof repair and $52,201.89 for roof replacement)
V.
Proposed Budget for
2014 by Chet Mayflower
A copy of the
proposed budget was sent to all homeowners prior to the meeting for review and
discussed in detail at the meeting. Monthly fees proposed to increase from $145.00
to $150.00.
A. Exterior
Maintenance – Roof
replacement will continue budgeting $39,000 from Reserve and $21,000 from the
budget.
B. Grounds
and Common Area Maintenance
- contractors for 2014 include:
1. Mowing – new contract with Sandoval Lawn Care
2. Fertilization – renewal with Outdoor
Solutions for 3 treatments which include crabgrass treatment in the spring;
broadleaf treatment in the summer and fertilizer in late summer/early fall.
3. Trash Removal – new contract with Ray’s
Trash Service will begin in January 2014.
Residents can
sign up for recycling at an extra fee and can call ahead for heavy pickup. The
only holidays trash service is not provided is on Thanksgiving and Christmas
Day.
4. Snow Removal – new contract with Sandoval
Lawn Care – they will remove snow when snowfall is at 3” or above, and tapering
off.
5. A concern from a homeowner was voiced about
plans for treating icy drives and streets when that occurs. The Board
will investigate.
C. Administrative by Cheryl Simpson
1. Home Insurance – New policy with
Nationwide Insurance, effective Dec. 15, 2013. One major reason for
the change is increased rates with State Farm over the last 2 years by
$8,000. Cheryl Simpson checked with 8
insurance companies and found Nationwide to have the best coverage for the
lowest price. Nationwide pays for the original spec of home with homeowners
paying for betterments to their home.
2. Board plans to schedule a homeowners
meeting in January with a Nationwide Insurance representative so homeowners
understand the master policy and learn what individual coverage they may need.
D. Budget Vote
1. A concern from a few homeowners was
voiced about having enough long term funds in the Reserve account given the
roof replacement project and other projects in the 2014 budget.
2. A
motion to approve the budget for 2014 was made by Bill Slykas. 2nd
by Sherry Lowden. Motion
passed. Monthly fee for 2014 will
increase to $150.00.
VI.
Election of Officers
Susan Keene
from Property Services Group tallied ballot votes while speeches were heard
from Chet Mayflower, Mike Lowden, Ralph Culver and Cheryl Simpson on what they
their focus was for Westover Woods. Results
for officers = 3 way tie for Chet Mayflower, Mike Lowden and Ralph Culver to
serve a 3 year term (2014-2016) and for Cheryl Simpson to finish the last year
of the term vacated by Russell Young (2014). A motion was made by Cheryl Simpson for the
board to include 6 officers due to the 3 way tie for 2 board positions. 2nd by John Baily. Motion
passed.
VII.
Meeting adjourned at 9:00 p.m.