Place: Avon Town Hall
In Attendance: Board Members Chet Mayflower, President; Robert Stewart, Vice–President; Mike Lowden, Member-at-Large; Ralph Culver, Member-at-Large; Karen St.Clair, Secretary; Larry Edwards and Susan Keene, managers from Property Service Group; 13 residents, representing 12 homes.
I. Call to order by Chet Mayflower at 7:00 p.m.
II. Reflections and Prayer by Chet Mayflower
III. Review of 2013 Minutes by Karen St.Clair
A motion was made to approve the 2013 minutes by Bill
Slykas. 2nd by Sherri Lowden. Motion passed.
IV. Annual Reports
A. Property Report by Larry Edwards
1. Roof Project – Additional 5 units (10 homes) had roofs
replaced, keeping schedule on target. Shingles and
materials have been paid for in advance for 2015
which helped negotiate a price, saving the
association 40%.
2. Vinyl siding has been replaced on homes with damage.
3. Last check from DuPont from Imprellis claim was
received and deposited
4. Improvements made around lake and common area
with trees and bushes.
Q. Concern on tree replacement along Pedcor’s
fence line.
A. Karen St.Clair shared that Pedcor turned in
a counter offer to DuPont in August. In October
Pedcor still had not responded to their counter
claim.
A motion was made to have a lawyer send a letter
to Pedcor Management requesting that they
replace the trees by June 2015 and reimburse
Westover Woods for the removal of the dead
trees. 2nd by Bill Slykas. Motion passed.
B. Beautification Report by Mike Lowden
1. 2014 Projects – 2 burning bushes were replaced at
the entrance; electricity was supplied to the pond;
a fountain installed in the pond; 4 trees and 4
burning bushes were planted around the pond;
2 trees and 4 burning bushes were planted on
the common lot.
2. 2015 Proposed Projects – trees planted along Burnett
Blvd; lights on signs at entrance; park benches
around pond; community shelter on common lot
with attached storage shed; yards and areas around
the pond backfilled with dirt. These projects could
take 5-6 years depending on available funds.
3. Larry Edwards from PSG management shared that the
entrance sign will eventually have to be replaced.
C. Architectural Report by Ralph Culver
1. Ralph reminded everyone to get in contact of him or
the office if they are doing any improvements to
the outside of their home for HOA approval. He also
reminded everyone that building permits must be
obtained and that any fences cannot interfere with
the mowing.
D. Financial Reports
1. Income and Expenses by Susan Keene
♦Oct. YTD = $ 143,729.08
♦Ameriana Bank CD started at $75,000 but has
grown to $79,147.91 with interest earned.
♦Reason for $3846.62 bill from Citizens Water
was from a leak in the water line. A petition
can be made to Citizen’s Water for
reimbursement once the water leak is repaired.
♦Nationwide Insurance increase will only be 1%
instead of 2% due to no claims.
V. Proposed Budget for 2015 by Bob Stewart
Q. Criteria on lawn care
A. Dollars and cents
Q. Suggestion to have contract for several years with
Lawn Company
A. We have a 3 year contract with Classic Lawn Care
Q. Traffic concern with cars coming into
Westover Woods from Pedcor Apts.
A. A traffic study has been done, but the Town of Avon has
given other communities a higher priority for
rectifying their traffic concerns.
The majority of those in attendance and proxy votes
accepted the proposed budget.
VII. Election of Officers
A motion was made by Bill Slykas to accept the nomination
for Cheryl Simpson to remain on the board for a 3 year
term.
2nd by Sherri Lowden. Majority of those in attendance and
proxy votes elected Cheryl Simpson for a 3 year term
as a board officer.
VIII. Date and Place for 2015 Annual Meeting
Monday, November 16th at Avon Town Hall.
Karen St.Clair will call Town to get date scheduled.
IX. Adjournment at 8:25 p.m.
Submitted by Karen St.Clair/Board Secretary
Westover Woods Homeowners Association
Latest News
Tuesday, November 24, 2015
Monday, November 2, 2015
September 2015 Board Minutes
Place: Mike Lowden’s
home
Present: Board members Chet
Mayflower, Bob Stewart, Mike Lowden, Cheryl Simpson, Karen St.Clair; PSG
Management Larry Edwards and Susan Keene
Call to Order by Chet Mayflower
at 6:30 p.m.
Reflections by Chet Mayflower
Review of August
Board Minutes – Bob Stewart made
the motion to accept the minutes as written. 2nd by Mike Lowden.
Motion passed.
Property Report by Larry Edwards
1.
Roofing – completed reroofing last set of homes for 2015
2. Price
for purchasing shingles by bulk from Reece Wholesale for 2016 did not increase
(23 bundles) = $25,760. Cheryl made the motion to purchase shingles in
bulk from Reece Wholesale this year for
the 2016 reroofing project. 2nd by Mike Lowden. Motion passed.
Financial Report by Susan Keene
1. YTD = $143,705.10
2.
Money to purchase shingles for 2016
reroofing project will come from Ameriana Money Market account
3. 2016 Budget reviewed and adjusted and will be
finalized at October board meeting
New Business 1. Chet Mayflower
made a suggestion to appoint 2 homeowners to be a liaison between the Town of
Avon’s Town and Zoning Boards and Westover Wood’s Board. After discussion, Bob Stewart made the motion to organize a liaison between the Town of
Avon and Westover Woods. 2nd by Karen St.Clair. Motion passed. Homeowner names, not on the current board,
were suggested. Chet will follow up with asking those people if they wish to be
a liaison. They will work with the current board Vice President, Bob
Stewart.
2. The HOA Annual Meeting agenda was prepared by Chet and
assignments given to board members on what they will discuss and/or present.
Continuing Business
and Updates
1. A new policy for Selecting Contractors and our Settlement with Pedcor will be reviewed in 2016
Continuing Business
and Updates (Continued)
2. Tree
Update by Bob Stewart – trees stumps have been removed and waiting on fall
planting to be done by Pedcor.
3. Sprinkler
System Update by Karen St.Clair – Several leaks have been identified,
including a slow unidentified leak causing water to build up in the water pit.
Identified leaks include 1.) valve leak in water pit repaired 2.) major break
in line in zone #1 which has been shut off (only one head in this zone) and 3.)
a sprinkler heads in zone #3 and #7 to be repaired or replaced. Charlie St.Clair has been asked to turn the
sprinkler system on/off as needed. Chet recommends that Keeping It Green
Irrigation Company not be contacted anymore this year, but to turn off and
winterize the irrigation system. A motion was made by Cheryl Simpson to have
the sprinkler system repaired this year. 2nd by Mike Lowden. Motion
ended in a tie vote. Chet Mayflower broke the tie vote in favor of not
repairing system leaks until next year. $300 was added to the 2016 budget for
necessary repairs next year.
4. Entrance
Signs – After recommendations that we not replace the entrance signs until
we have completed our roof project, Bob
Stewart made the motion to have the entrance signs painted next spring. 2nd
by Cheryl Simpson. Motion passed.
Cheryl will ask Lana Mitchell, whom painted the brick walls for Westover
Woods, to give a bid on painting the entrance signs. It was suggested and
agreed by the board that this expense be taken from the Beautification budget
in 2016.
Next
Board meeting and other dates
1. Next Board meeting – Tues. Oct. 27th
at 6:30 p.m. Place: Karen St.Clair’s home
2.
Annual Fall Picnic – Sun. Oct. 4th at 4:00 p.m. Place: Avon Town
Park Shelter
3. Annual HOA
meeting – Mon. Nov. 16th at 7:00 p.m Place: Avon Town Hall
Meeting
Adjourned at 8:10 p.m.
Submitted by Karen St.Clair/Board Secretary
Action Items:
1. Cheryl to ask Lana
Mitchell If interested in painting the entrance signs. If so, ask for a bid for
the job.
2. Chet to ask suggested
homeowners if they would be interested in being a liaison between Avon’s Town
and Zoning boards and Westover Wood’s board.
Monday, September 28, 2015
August 2015 Board Minutes
Place: Cheryl Simpson’s
Attendance: Board Members –
Chet Mayflower, Robert Stewart, Mike Lowden, Cheryl Simpson and Karen St.Clair;
PSG Management – Larry Edwards and Susan Keene
Call to Order by Chet Mayflower at 6:35 p.m.
Reflections by Chet Mayflower
Review July Board Minutes – Bob Stewart
made the motion to accept the minutes as written. 2nd by Mike
Lowden. Motion passed.
Property Report by Larry Edwards
1.
Roofing- 4th set of homes completed with
one set remaining
2.
Waiting on price
of shingles from Reece to be purchased in bulk for homes replaced in 2016
3.
Homeowner
requests that HOA paint water stain in garage from old ice dam. After board
discussion, Bob Stewart made a motion that
interior painting of such, are the responsibility of the homeowner. 2nd
by Mike Lowden. Motion passed.
Financial Report by Susan Keene
1.
YTD =
$146,657.29
2.
$1,000 of $2380
was recovered from Key Bank in back HOA dues.
3.
2016 Budget
Worksheet given to board for input.
Budget categories on worksheet were revised, reviewed and agreed by
board.
Beautification Projects suggested for
2016 by Mike Lowden
1.
New Westover
Wood’s signage for entrance. Several board members would like to see the new
signs purchased and installed this year if funding in the budget is available.
Board will know more next month if this is possible after reviewing pricing and
labor for signs.
2.
New globes and
LED bulbs for street lights at entrance
3.
Additional
plants and rocks at entrance
4.
Start Rip Rap
around pond
Continuing Business
No
meeting time left for this topic. Handouts were given to board and management
on Pedcor Landscaping and Policy for Selecting Bids for discussion at September
board meeting.
Next Meeting and other dates
1.
Next board
meeting – Tues. Sept. 22nd at 6:30 p.m. Place: Mike Lowden’s
2.
Annual Picnic at
Avon Shelter will be Sun. Oct. 4th at 4:00
3.
Annual HOA
meeting will be Mon. November 16th at 700 p.m.
Place Avon Town Hall
Meeting adjourned at 8:10 p.m.
Submitted by Karen St.Clair/Board
Secretary
Tuesday, September 1, 2015
July 2015 Board Minutes
Place: Chet Mayflower’s
Attendance: Board Members - Chet Mayflower, Bob Stewart,
Cheryl Simpson, Karen St.Clair; PSG
Management – Larry Edwards and Susan Keene;
Absent: Mike Lowden
Call to Order by Chet Mayflower
at 6:35 p.m.
Reflections by Chet Mayflower
Review May Board
Minutes - Bob made motion to accept minutes as revised. 2nd by Cheryl. Motion passed. New Board meeting expectations written and
presented by Chet Mayflower (see attached agenda).
Financial Report by Susan Keene
1. YTD = 149,552.842. Key Bank owns Volpatti Estate after
Sherriff sale on July 16th.
HOA fees of $2380 could not be collected. Key Bank is only responsible for HOA fees
from July 7th until sale of home. The July dues will be prorated.
Property Report by Larry Edwards
1. Roofing - completed 3rd set of homes
2. Maintenance – Power washed homes
with algae and completed other minor
repairs
3. Rainstorm – electricity hit a home
in June damaging a stove. Electricity repaired by PSG. New stove will be purchased
by HOA due to lightening insurance coverage.
Continuing Business
1. Sprinkler
leak – Location of leak still unknown.
Sprinkler turned off in July.
2. Final
zoning for storage shed proposed for 100 South/Dan Jones Rd. not on town agenda for July.
3. Pedcor
Update – To do: Susan will check
with lawyer about request for reimbursement, and removal of stumps in addition
to the replanting of trees.
New Business
1. Budget
for 2016 - New budget categories were discussed. Larry projected price of shingles to
increase. Cheryl Simpson made motion for
Larry to work with Reese manufacturer to purchase shingles in bulk for roof
replacements in 2016 to keep shingle cost at current rate; to be paid from
Money Market account. 2nd
by Bob Stewart. Motion passed. To do: Susan will draft budget projections for 2016,
including projections for roof project to the 2019 end date.
2. Policy
for selecting building contractors – To
do: Karen to suggest ideas for discussion at next board meeting.
3. Selecting
a lawyer from Hendricks County for zoning issues, etc. – After discussion and
cost of keeping a lawyer on a retainer the board decided hiring an attorney was
not a priority at this time.
4. Preparations for Annual HOA meeting - To do: Cheryl will prepare boundaries of Westover Woods for distribution in Annual Meeting packet.
Next Board Meeting:
Tues. August 25th. Location: Cheryl’s home.
Submitted
by Karen St.Clair/Board Secretary
Friday, July 31, 2015
May 2015 Board Minutes
Present: Board Members – Chet Mayflower, Bob Stewart,
Mike Lowden and Karen St.Clair; PSG
Management – Larry Edwards and Susan Keene
Place: Karen St.Clair’s
home
I. Call to Order by Chet Mayflower
at 6:45 p.m.
II. Reflections by Chet Mayflower
on importance
of leadership
III. Review of April
Board Minutes – Bob Stewart made
a
motion to accept the minutes as written.
2nd by Mike Lowden.
Motion passed
IV. Financial Report by Susan Keene
YTD – 160,777.28
To Do:1.Add Cheryl Simpson’s name to the
checking account.
2.Update Beautification spending.
3.Give budget projection for
roofing
project thru 2019
V. Property Report
1. Roof replacement
completed at 8183 & 8187
Burnett Blvd.
2. Benches have been
delivered, built and ready to
install
3. Bids for entrance
signs have been received.
The price for
two signs made from foam board,
like our current signs, range between
$3,500-$5,000.
VI. Resignation - letter received from
Ralph Culver.
Resignation to be effective April 30, 2015
VII. Zoning Board
Hearing – Bob, Karen and Chet were in
attendance at the rezoning meeting Monday
evening and
shared what happened. There
was a large crowd of
homeowners from surrounding communities that voiced
their
opposition to the proposed storage sheds to be
built at 100 South and Dan Jones
Road. The Avon
Planning staff gave an unfavorable recommendation
to the Planning
Commission at the beginning of the
meeting, ending
with the Planning commissioners
voting on an unfavorable recommendation to give
the
Town Council, which meets next month.
To Do: Karen will share this outcome and the date of
the next Town Council meeting with Westover Woods’s
homeowners, via an email.
VIII.Continuing Business
1. Beautification
Project Update by Mike Lowden – Flowers and two miniature blue spruce trees
were planted on island at entrance by PSG management. The ground has been
marked to plant a 3rd blue spruce tree and maybe a 4th tree.
After discussion the board decided that
beautification spending is completed for 2015. Trimming of bushes and mulching
still need to be done at entrance.
$1,000 was budgeted for the entrance.
Last fall Rob Cox gave a bid for planting flowers and trimming bushes 2
times/year with his mowing bid. After board discussion, Mike Lowden made the motion to have Rob Cox from Classic Lawn Care trim
the bushes at the entrance per his bid, $350 for a spring and fall trimming. 2nd from Bob. Motion passed.
2. Lana Mitchell, a
homeowner from Westover Woods began and completed painting on the spalded brick
wall spots just recently. Association will be billed for services.
3. Water leak at
entrance – Karen St.Clair called Citizen’s Water about a potential water leak. Citizen’s Water discovered a leak at our irrigation
system. Citizen’s Water turned off the
water and a week later installed a new meter and lid.
To Do: Larry will have plumber check the
irrigation for a leak, fixed if necessary, and rechecked before water is turned
back on.
To Do: Mike Lowden will follow up on this board
decision.
To Do:
Susan will provide March and April water bill update.
IV. New Business
1. A
suggestion was made for a board member to follow-up on all Board
decisions. After board discussion, a motion was made by Bob Stewart to assign a
board member to follow-up on all board decisions. 2nd
by Mike Lowden. Motion passed.
2. Proposed
beautification projects for 2016 to be heard at next board meeting.
3. A
suggestion was made to select a real estate attorney from Hendricks County to
support the HOA with opposition on future proposals from developers impacting our
property. Further discussion will follow.
V. Next board meeting – Tues. June 16th
at 6:30 p.m.
Location: Chet Mayflower’s home.
VI. Meeting Adjourned at 8:35 p.m.
Submitted by Karen St.Clair/board secretary
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