Westover Woods Homeowners Association

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Friday, May 30, 2014

April 2014 Board Minutes

Present: Board Members Chet Mayflower, Robert Stewart, Mike Lowden, Cheryl Simpson; Larry Edwards and Susan Keene form PSG Management
Place: Chet Mayflower’s home
Call to Order at 6:35 p.m. by Chet Mayflower
Reflections by Chet Mayflower
Approval of March Minutes – Motion from Bob Stewart to accept the minutes as written. Motion passed.  Motion made by Bob Stewart to accept Cheryl Simpson back as Board Treasurer. 2nd by Karen St.Clair.  Motion passed.  There isn’t a need to follow through with a change in bank signatures since Cheryl has returned to the board.
March Financial Report by Susan Keene:                                                                            
Net Worth: $222,947.40                                                                                                        
Morgan Stanley Interest YTD: $1,494.00 (updated figure; gain of $452.39 since February report)     
YTD Income: $4,869.91        
Sheriff’s sale occurred for property at 772 Treeview Circle. No word, as of yet, if bank accepted a bid or if there is a new homeowner.  Home at 8187 Overbrook Lane sold quickly.                       
Property Report by Larry Edwards                                                                                        
1. Shingles and building permits have been ordered for roof project. Suggestion made to stagger the roofing project throughout the year so all the funds aren’t pulled out of the reserve at the same time. Reroofing will begin as soon as May.                                                                 
2. Electricity has been wired for the pond aerator. Bid still pending for installing the aerator.
Continuing Business                                                                                                              
1.  Resolution letter - Chet will notify the owners that the board approved four trees to be 
planted at this property.
2.  Letters to homeowners for removal of dead trees was reviewed by board, written by Susan Keene. Susan consulted our attorney and his suggestions were included in the letter.
3.  Muskrat bid – Aqua Pond does not service the Hendricks County area. There is a company from Fortville, IN that will get rid of all the muskrats for $400.00. Motion made by Cheryl Simpson to hire this company to remove the Muskrats in the pond. 2nd by Bob Stewart. Motion passed.        
New Business                                                                                                                                     
1. Beautification Project- A proposal was presented by Mike Lowden and Cheryl Simpson for trees, bushes and benches to be added on the common area between the Westside of the pond and Westover Road.  Estimated cost and labor for the trees and bushes is approximately $1,200.00. Average cost for resin benches is approx. $400.00 each plus the cost of a cement base.  Several opinions where shared on the number and type of trees and bushes and how the project will be funded.  After discussion, Cheryl Simpson made a motion to fund this project with a cap of $2000.00 from the Common Area budget and to give the committee approval to move forward with the project. The committee will be chaired by Mike Lowden and whomever he recruits.  2nd by Mike Lowden. Motion passed with vote of 3-1.
2.  Roof leak damage at 8171 Burnett Blvd. – Board agreed that the inside damage from this roof leak would have to be covered by the homeowner’s insurance since this leak had been addressed in 2003 by Sentry Homes.
3.  Board officer election schedule – a suggestion was made to stagger board elections more evenly because of the newly 6th member elected to the board last November.  The schedule currently stands at a 3-2-1 election pattern. The aim is for electing and/or re-electing 2 officers each year which would allow for a 2-2-2 election pattern or to add an additional board member.   
Upcoming Dates                                                                                                                  
1. May Board meeting – Wed. May 28th at Karen’s home                                                                 

2. HOA meeting – Mon. June 2nd at 7:00 p.m., Avon Town Hall                                                          
3. July Board meeting – Wed. July 23rd at Mike Lowden’s home                                                      

4. August Board meeting – Wed. August 27th (tentatively at Ralph’s home)                                        
5. Fall picnic – Sunday, Sept. 28th (Place to be announced)                                                                  

6. Annual HOA meeting – Date to be determined at June HOA meeting 

7. Walk Around – Date to be determined

HOA Meeting Agenda – to be finalized at May board meeting. Suggestions include: setting a date for the Annual HOA meeting; recruiting volunteers for the Architectural, Pond and Beautification committees; and possible donations for community benches.  
Meeting adjourned at 8:55 p.m.
Submitted by Karen St.Clair

Friday, May 2, 2014

March 2014 Board Minutes

Present: Board members Chet Mayflower, Robert Stewart, Mike Lowden, Ralph Culver, Karen St.Clair; Larry Edwards and Susan Keene from PSG Management
Place: Mike Lowden’s home
Call to Order at 6:40 p.m. by Chet Mayflower                                                                     
Reflections by Chet Mayflower
Review of February Minutes – Motion from Bob Stewart to accept the minutes as written. 2nd by Mike Lowden. Motion passed.
1.     Resignation: Chet Mayflower received resignation letter from Cheryl Simpson on March 16, 2014.  Thank you card signed by board members tonight in courtesy of Karen St.Clair.
2.     Financial Report by Susan Keene
Net worth: $218,227.49
Interest: $2521.80
YTD Income (loss) $68.29
YTD loss reflects our snow expenses this season of $11,854.83 ($5,229.83 over budget)
A Sherriff’s Sale will take place on April 17th for home at 709 Treeview Circle.
Motion made by Ralph Culver to put a lien on the home at 772 Rockview Circle. 2nd by Mike Lowden. Motion passed.  The $250 dollar fee will be added to total amount owed.
3.     Property Report by Larry Edwards – Continuing to make roof repairs due to blown off shingles; salt pellets put on roofs where ice damming was observed Larry and called in by residents; Larry was told by DuPont’s attorney that Pedcore will be receiving money for the dead trees on their property at fence line, and Westover Woods will be receiving money for 1 dead tree. No money received to date.
Continuing Business
1.     Policy for Architectural Control – Procedures will apply from the Westover Wood’s Governing Documents. Ralph Culver was appointed to be chairperson of Architectural Committee. An Architectural Change application has been received and given to Ralph for review and follow up
with homeowner.
2.     Resolution Letter to be presented to homeowners at 798 Westover Road by Chet Mayflower.
3.     Rain damage to home at 8128 Overbrook is not new damage. Repairs were made several years ago and are now the responsibility of the homeowner.
4.     Larry has contacted Keeping it Green about the sprinkler damage at entrance for repair when sprinklers are turned on in the spring.
5.     Letter to homeowners at 8206 and 8218 Overbrook Lane for removal of dead trees, to be written by our attorney.
New Business
1.     Replacement for Cheryl Simpson as Treasurer – Bob Stewart will be the 2nd signature on reserve account; address change will be made to PSG (P.O. Box 986) for the Morgan Stanley, Ameriana and CD accounts.
2.     Process of Building our Budget – goal is to break budget into sections and to include residents in the decision making process in order to allow for community ownership. Further discussion at April meeting.
3.     Muskrats reported in pond – Susan will check with Aqua Pond Service.
4.     Larry will call AMPED to begin electrical set up at pond.
5.     Karen will check with Town of Avon on tentative date of May 28th for next community meeting and report back with availability.
Next Board meeting – Tues. April 29th at Chet’s home
Adjourned – Motion made by Bob Stewart to adjourn. 2nd by Mike Lowden. Adjourned at 8:35 p.m.
Submitted by Karen St.Clair/Board Secretary