Westover Woods Homeowners Association

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Wednesday, November 26, 2014

Annual Homeowner's Association Meeting- December 2, 2013

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.

Submitted by Karen St. Clair                                                                           

Wednesday, October 1, 2014

August 2014 Board Minutes

Present: All board members including Chet Mayflower, Bob Stewart, Mike Lowden, Cheryl Simpson, Ralph Culver and Karen St.Clair; PSG Management – Larry Edwards and Susan Keene
I.      Call to Order by Chet Mayflower at 6:50 p.m.

II.      Reflections and Prayer by Chet Mayflower

III.   Review of July Board MinutesA motion was made from Bob Stewart to accept the July board minutes. 2nd by Mike Lowden. Motion passed

IV.   Financial Report by Susan Keene                                                                        
1.     YTD Net worth = $184,791.82
      YTD Income = $31,901.65 (from Western Asset transfer)
      YTD Total = $216,693.47
2.     Western Asset Fund liquidation of $32.783.21 was transferred to the Money Market account at Ameriana Bank to be used for roof replacement.

V.    Property Report by Larry Edwards
1. Siding repairs have been completed.
2. Shingles have been purchased and roof replacement at 8178-8175 Burnett has begun. Other          buildings on the roof schedule will follow shortly after.
3. Larry shared a 14% savings of purchasing shingles in bulk.  

VI.   Continuing Business
1. Roof Schedulea motion was made from Mike Lowden to revisit the motion in July to delete one of the units from the roof replacement schedule this year. 2nd by Karen St.Clair. Motion passed. After reviewing the savings of purchasing shingles in bulk, a motion was made by Bob Stewart to complete all 5 roofs on schedule for 2014 and to purchase the shingles needed for the 2015 roof schedule by the end 2014 for the savings.  2nd by Ralph Culver. Motion passed.  $37,829.46 will be needed for the shingle purchase.  After reviewing money available, a motion was made by Cheryl Simpson to liquidate the Morgan Stanley Nuveen Fund of $66,830.29 and to transfer this money, along with the $2,190.62 in bank deposits earned from interest, into the Money Market account at Ameriana Bank. 2nd by Bob Stewart. Motion passed.  
      2. Mowing bids – bids were reviewed from Allen & Scott, Classic Lawn Care and Sandoval Landscape. Sandoval’s bid in comparison with the others was much higher for mowing and snow removal.   A motion was made from Cheryl Simpson to accept a 3 year bid from Classic Lawn Care. 2nd by Bob Stewart.  Motion passed. The board agreed that $12,600 would be budgeted for 24 mows and $6,500 for 10 snows. Classic Lawn Care will be taking care of the snow removal for this winter season. 
      3. Picnic - Karen St.Clair will purchase the food. Paper products are not needed at this time.
      4. Pedcor Update– Karen spoke to the manager of Pedcor Properties. Pedcor is still waiting on closure from DuPont before action can be taken on the reimbursement request of dead trees removed on their property at the fence line along Overbrook Lane.  

VII.   New Business/Concerns                                                                                                          
      1. Board Election – Cheryl Simpson is the only member for re-election this year. Karen is to explore options to even out the vote schedule. 
      2. Car in driveway – Since Property Services has already sent a letter to the homeowner, the board agreed to follow the next step with attorney involvement.                                                 
      3.  Dog poo is still a problem. Karen will add a reminder in the next newsletter for residents to pick up after their dog(s).

VIII.  Next meeting  scheduled for Thurs. September 25, 2014 at Cheryl’s home

IX.     Meeting Adjourned at 9:10 p.m.

Submitted by Karen St.Clair/Board Secretary

Wednesday, September 3, 2014

July 2014 Board Minutes

Westover Wood Board Minutes – July 23, 2014
Attendance: Board members present – Chet Mayflower, Mike Lowden, Cheryl Simpson and Karen St.Clair; Managers present – Larry Edwards and Susan Keene; Absent: Robert Stewart and Ralph Culver
Place: Mike Lowden’s home
Call to Order at 6:40 p.m. by Chet Mayflower
Reflections by Chet Mayflower
Approval of May Board Minutes – board approved minutes as written
Financial Report by Susan Keene
Net Worth: $216,798.49                                                                                                              
YTD Income   ($1,333.33)                                                                                                                                       
Property Report by Larry Edwards
1.     Street lights along Burnett Blvd have been repaired.    
2.     Walk Around – Rockview Circle and Westover Road has been complete. Some of that work Is being addressed.
   Continuing Business
1.     The manager of Pedcore Property received the certified letter sent for the reimbursement of their dead trees on June 13th.  No reply has been received. Karen St.Clair will follow-up.         $4.85 for the cost of a certified letter is due to Karen St.Clair
2.     Avon Picnic Shelter has been reserved. $40.00 reservation fee is due to Karen St.Clair
3.     Pond rip rap and benches will not be purchased this year due to the extra cost for snow removal this winter.  It was suggested that the holes around the pond be filled with dirt if the budget allows.
New Business
1.     Proposed new projects for 2015 - street light at entrance and shelter/gazebo on corner lot
at Overbrook Lane and Burnett Blvd.   Further discussion at the August meeting with Larry and Mike sharing suggestions and costs for street lights and Cheryl and Karen sharing suggestions and costs for a shelter/gazebo.
2.     Continuing Projects – after discussion about budget for roofs, a motion was made by Cheryl Simpson to defer one unit from the 2014 roof schedule, advancing 6167/6169 Burnett Blvd. to the 2015 schedule bumping the last unit for each subsequent year to the next upcoming year. Addendum: In the August meeting this decision was reversed and we will be doing the 5 buildings as planned. 2nd by Mike Lowden. Motion passed.  Since an estimate of $39,000 will be needed to fund the rest of the roofing project for 2014, a second motion was made by Cheryl Simpson to close the Western Asset Fund and transfer $32,631.67 from that account to the Ameriana Money Market.  2nd by Karen St.Clair. Motion passed. The remaining $7,000 needed for roof replacement will come from Ameriana Money Market.
3.     2015 Budget - Board began worksheet for 2015 budget. New bids for mowing and trash services are needed.  It was suggested that we get 3 year contracts for mowing and trash services with a 30 day notice, if possible.

Meeting Dates:                   
Board meeting 6:30 p.m.  Wed., August 27th at Ralph’s home      
Board meeting 6:30 p.m. Thurs., Sept. 25th at Cheryl’s home                                                   
Annual Fall Picnic 4:00 p.m. Sunday, Sept. 28th – Avon Town Park                                        
Annual HOA meeting 7:00 p.m. Mon. Nov. 17th at Avon Town Hall

Adjourned at 8:35 p.m.

Submitted by Karen St.Clair, Board Secretary

Tuesday, July 29, 2014

May 2014 Board Minutes

Attendance: Board Members present - Chet Mayflower, Cheryl Simpson, Ralph Culver and Karen St.Clair; Managers present - Larry Edwards and Susan Keene; Absent - Robert Stewart and Mike Lowden
Place: Karen St.Clair's home
Call to Order at 6:25 p.m. by Chet Mayflower
Reflections by Chet Mayflower
Approval of April Minutes - Motion from Ralph Culver to accept the minutes as written. 2nd by Cheryl Simpson. Motion passed.
April Financial Report by Susan Keene
Net Worth: $213,852.87
YTD Income: $2,154.20
State Farm Insurance refund: $2,882.03
Lien was put on property at 772 Rockview Circle on April 1, 2014.

Property Report by Larry Edwards
1.           Roof replacement completed at 8140 and 8156 Burnett Blvd. Next unit to be scheduled for July.
2.     Imprellis claim for association closer to an end. 4 trees were planted at Ebert's home and 1 tree at Mitchell's home due to Imprellis damage and missed on DuPont claim.
3.     3 safety signs have been installed around the pond.
4.     4 trees and 4 burning bushes were planted with mulch around the pond.
5.     3 dead bushes were taken down at entrance and 2 Burning bushes were planted for replacement.
6.     Sandoval Landscape planted flowers at entrance and will trim Burning bushes in June.
Continuing Business
1.  Pond - a contract was signed with D.J. Johnson from Timberline Group for the trapping of muskrats. Traps will be set when the company has free traps to set up in our pond. Rip Rap around the pond is on hold for further discussion since Rip Rap will not deter muskrats. The fountain has been ordered. $2,000 has been put down. $900 is currently owed, which came in under budget.
2.   Board officer election schedule - Currently Cheryl Simpson is the only one of the six board members up for re-election this year. Robert Stewart and Karen St.Clair's terms end in 2015; Chet Mayflower, Ralph Culver, and Mike Lowden's terms end in 2016. After discussion thoughts leaned towards having a board member be re-elected prior to their term expiring in order to create more of an even election schedule. This will be decided closer to the annual meeting when elections take place.

3.   Dates
Walk Around - Tuesday, June 17th at 9:30 a.m.
Annual HOA meeting - Mon, Nov 17th at 7:00 p.m. (at Avon Town Hall if available) Karen will check.
New Business
1.       Architectural Committee Resolution - Ralph Culver shared a form he created for responding to architectural change requests.
2.  Letter to Board of Directors - After discussion, Ralph Culver made the motion that the board does the following: acknowledge the letter; waive the late fee, this one time; and talk to management to arrange a payment plan. 2nd by Karen St.Clair. Motion passed with 2-1 vote. Karen will draft the letter and send.
3.  Agenda for HOA Meeting Monday, June 2nd Karen will type agenda, make copies and pick up key from Avon Town Hall for the Chamber Room.
Call to Order and Reflections by Chet; Financial Report by Susan (including muskrat update) and Property Report by Larry; Updates on Beautification Project by Mike and Architecture Committee by Ralph; New Business; Upcoming Dates (including place for fall picnic) and Adjournment
Next Board Meeting -July 23rd at Mike Lowden's home Meeting adjourned at 8:20 p.m.
Submitted by Karen St.Clair/Board Secretary