Westover Woods Homeowners Association

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Tuesday, November 24, 2015

Annual Homeowner's Association Meeting November 2014

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
                  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
       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

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 MinutesBob 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 MinutesBob 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 
3.     Bids for entrance signs have been received.  
   The price for two signs made from foam board, 
   like our current signs, range between 
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