Westover Woods Homeowners Association

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Thursday, January 29, 2015

October 2014 Board Minutes

Present: Board Members – Chet Mayflower, Cheryl Simpson, Ralph Culver and Karen St.Clair; PSG Management – Larry Edwards and Susan Keene; Absent – Mike Lowden and Bob Stewart
Place: Karen St.Clair’s home
I.    Call to Order by Chet Mayflower at 6:45 p.m.   
II.   Reflections and Prayer by Chet Mayflower
III.  Review September Minutes – accepted as written
IV.   Financial Report by Susan Keene
              YTD Balance $149,135.93
        1.   Cheryl Simpson made the motion to transfer $33,364.02
             (roofing funds) from the Ameriana Checking
             Account to the Ameriana Money MarketAccount
             to earn interest until the funds are needed for
             roofing in 2016. 
             2nd by Karen St.Clair. Motion passed.
V.      Property Report by Larry Edwards
        1.   Roofs Project – Roofs scheduled for this year have
             been completed.
        2.   Water pipe at entrance will be repaired by John Hall
             Construction in November.
        3.   Sandoval Lawn Care will be mowing every other week
             for rest of the season.
        4.   Outdoor Solutions completed their final lawn
             treatment for the year.
VI.   Continuing Business
        1.   Budget for 2015 by Susan Keene
             After review, Karen St.Clair made the motion to
             accept the proposed budget. 2nd by Cheryl Simpson. 
             Motion passed.
        2.   Agenda for Annual Meeting - Agenda was finalized.
        3.   Annual Meeting Packet
             a.  Ralph Culver will have an “Annual Meeting
                 Packet” stamp made. 
             b.  Packets will be mailed to
                 homeowners on November 3rd which is 2 weeks
                 prior to the annual meeting which abides by the 
                 covenants of no earlier than 2 weeks prior. 
             c.  Board discussed and agreed to send a handout
                 titled Voting Eligibility in the packet 
                 stressing the voting restrictions from our 
                 Covenants and By-Laws.
             d.  Contents of the Annual Meeting Packet will
                 include the following: (1) Agenda; (2) YTD
                 Financial Report; (3) 2015 Proposed Budget;
                 (4) Voting Eligibility; (5) Proxy; and 
                 (6) Ballot.
             e.  Karen St.Clair will prepare following: Agenda, 
                 Voting Eligibility and the Ballot and send
                 to Susan.  PSG will make all copies of 
                 contents for packets and mail.
        4.  Letters to homeowners - Letters have been sent to the
            homeowners in violation of pet covenants and in
            violation of up keep of dead trees on property.  
VII.  New Business
       1.      Winter preparations - Karen St.Clair shared the
           cost differences of management delivering ice melt
           to homeowners vs. homeowner  purchasing their
           own ice melt. Ralph Culver would like management
           to continue spreading salt at entrance.  Ralph will
           prepare a winter prep list to give homeowners at
           this year’s annual meeting.
    VIII. Next board meeting- Thurs. Jan. 22nd at Cheryl's home.
     IX.  Adjournment at 8:45 p.m.
          Submitted by Karen St. Clair/Board Secretary