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.  2^nd 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 16^th.  HOA fees of $2380 could not be collected.  Key Bank is only responsible for HOA fees from July 7^th until sale of home.  The July dues will be prorated.  

Property Report by Larry Edwards

1.     Roofing  - completed 3^rd 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.   2^nd 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 25^th. Location: Cheryl’s home.

Submitted by Karen St.Clair/Board Secretary