November 2016: Annual Westover Woods Meeting

Annual Westover Woods HOA Meeting – November 21, 2016

Place: Avon Town Hall

Attendance: Board Members – Chet Mayflower, Bob Stewart, Cheryl Simpson, Mike Lowden and Karen St.Clair; PSG Managers – Larry Edwards and Susan Keene; 24 homeowners; representing 20 households

I.               Call to Order by Chet Mayflower at 7:00 p.m.

II.              Reflections and Prayer by Chet Mayflower

III.            Review of 2015 HOA Minutes by Karen St.Clair – Karen Burnett made the motion to accept the minutes as written. 2^nd by Joyce Pierce. Motion passed.  A copy of Board Policies and the Maintenance Policy was distributed at the meeting. (see attached copy)

IV.            PSG Reports

1.     Property by Larry Edwards – New roofs continue to be the focus for the next 2 ½ years. Small building repairs will be done on as needed basis and as called in by homeowners.  Per requested at meeting, Larry will work on an online reply after a work request has been submitted thru PSG’s website. 

2.     Financial by Susan Keene – YTD = $128,909.57; CD for $82,717.76 matured in October.  $20,000 of this money was transferred to checking account to purchase shingles needed for 2017. The other $62,717.76 was put into a new CD at Indiana Members Credit Union. The October Balance Sheet and Operating Statement were distributed at the meeting. (see attached copy)

Board Reports                                                                                                                                                 

3.  Overview by Chet Mayflower – Chet shared that he will be retiring from his position on the board and gave an overview of his service as the president on the board over the years since the HOA board began.  Chet became the first Board President in 2003 when the association was turned over to the homeowners by Scmadeke Developers.

4.     Beautification Report by Mike Lowden – 50% of the entrance landscaping is complete. Additional shrubs and flowers will be planted in the spring of 2017.  Brighter lights bulbs have been put in the street lamps on island.

5.     Covenant Review by Robert Stewart – Bob shared how one can access the covenants thru Westover Wood’s webpage.

6.     Budget Process by Cheryl Simpson – Cheryl shared what steps the board takes in determining the budget each year which include a) Prior year expenditures; b) New expenditures; and c) Fixed cost of contracted services.

V.             Projected Budget for 2017 by Cheryl Simpson - after review Cheryl Ebert made the motion to accept the 2017 budget. 2^nd by Bill Slykas. Motion passed. (Projected budgets were sent to homeowners in HOA packet prior to meeting)

VI.            Election of Board Members – Two 3 year term positions were up this year, with one member retiring from the board.  Mike Lowden was reelected to the board along Greg Ebert and Bill Slykas. This will give the board 6 members.

VII.          Other – Discussed concern about trash cans on driveways.  Conclusion was to put a reminder in the next newsletter and to send a letter to homeowners asking them to comply with covenants (Section F, p. 24)

VIII.         2017 HOA Meeting – scheduled for Mon. November 20, 2017 at 7:00 p.m.  Place: Avon Town Hall. Karen St.Clair will call to secure this date.

IX.            Meeting Adjourned – at 8:40 p.m.

Submitted by Karen St.Clair/Board Secretary

October 2016 Board Minutes

Westover Woods Board Meeting – October 25, 2016

Present:  Board Members – Chet Mayflower, Bob Stewart, Mike Lowden, Cheryl Simpson and Karen St.Clair; PSG Managers – Larry Edwards and Susan Keene

Place:  Karen St.Clair’s home

Call to Order by Chet at 6:35 p.m.

Reflections and Prayer by Chet Mayflower

Review of September Minutes – Bob Stewart made the motion to accept the board minutes as written. 2^nd by Cheryl. Motion passed. 

Property Report by Larry Edwards

1. Completed reroofing last set of homes for 2016

2. Waiting to hear back from Reese on shingle pricing for 2017 – Cheryl Simpson made the motion to purchase the shingles needed in 2017 this year. 2^nd by Bob Stewart. Motion passed.

Financial Report by Susan Keene

YTD = 132,717.90

1.     Banking by Cheryl Simpson – CD matured on Oct. 7, 2016 for $82,767.76. This CD was divided  into a Money Market for $20,000 at First Merchant’s Bank and a 13 month CD for $62,717.76 at Indiana Members Credit Union with a 1.11% APY.  After Board discussion Cheryl Simpson made the motion to move the First Merchants accounts to Indiana Members Credit Union after the 1^st of the year. 2^nd by Bob Stewart.  Motion passed.

2.     2017 Proposed Budget – A few category names and final figures for each budget line were agreed upon by the board.  Monthly fees will remain at $150/month.  Proposed budget will be sent to homeowners prior to annual HOA meeting in November.

Continuing Business 

1. Mowing Bids – Bids by Silver Lining and Sandoval reviewed were much higher than our current contract with Classic Lawn Care.  Classic Lawn Care has a 3 year contract with Westover Woods. A motion was made by Cheryl Simpson to have Classic Lawn Care complete the 3^rd year in their contract.  2^nd by Bob Stewart.  Motion passed.

2. Edging – After discussion, several things were agreed by the board a.) A contractor needs to have liability insurance to do work for the community, so Bob Knopp’s bid will be voided;  b.)  Notify Rob Cox with Classic Lawn Care to cease their edging service in 2017 and  c.) Find a new contractor for edging, if possible for the budgeted amount.  Mike Lowden will ask Silver Lining, contractor who recently did entrance landscaping, if they provide edging services and if so, get a bid.

3.  Pedcor Trees - Several homeowners have expressed concern for the maintenance of the trees along the fence line owned and to be maintained by Pedcor Properties. Ella Johnson has volunteered to draft a letter to Pedcor Properties.  Board agreed to ask Ella Johnson for her help in drafting a letter since she knows the history of the Pedcor lawsuit and their agreement of maintaining the trees of concern.  Karen will write and send a letter to Ella and other homeowner in response to their concern about trees.

4. Beautification Projects by Mike Lowden – Agenda for short and long term projects were shared with board and will be shared at annual HOA meeting in November.

New Business

1. Parked cars– several homeowners have expressed concerns of parked cars and a car hauler parked at street curb and in homeowner’s driveway for lengthy periods of time.  PSG will write a letter to homeowner sharing Covenants and Restrictions Sec. 23i.

2. Tree Disease – several homeowners had diseased trees removed from their property.  Mike Lowden will contact Wolf’s Tree Service to identify other trees in the community that may be affected by disease.

Next Meeting – Annual HOA meeting on November 21^st at 7:00. Place: Avon Town Hall

Meeting adjourned at 8:45 p.m.

Submitted by Karen St.Clair (Board Secretary)

 

September 2016 Board Minutes

Westover Woods board Meeting – September 27, 2016

Present: Board Members – Chet Mayflower, Bob Stewart, Mike Lowden, Cheryl Simpson and Karen St.Clair; PSG Managers – Larry Edwards and Susan Keene

Place: Cheryl Simpson’s home

Call to Order by Chet at 6:35 p.m.

Reflections and Prayer by Chet Mayflower

Review of August Minutes – Karen will correct a few typos and a revision will be made adding Mike Lowden’s name to Board Reelections.  Bob Stewart made the motion to accept the board minutes as corrected and revised.  2^nd by Mike Lowden. Motion passed.

Review of Sept. Special Board Minutes -  Cheryl Simpson made the motion to accept the minutes as written 2^nd by Bob Stewart. Motion passed.  Cheryl shared the Guidelines for the 3 Policies presented and approved at this special board meeting (Approved Authorized Expenditures, Bid Contracts and Special Projects). 

Property Report by Larry Edwards 

1.  Few roof leaks on older roofs reported and repaired  

2.  Algae on homes reported - Larry will compile a list to complete all at once.

Financial Report by Susan Keene 

YTD - $127,038.13

1.   Refund check received from Citizen’s Water in the amount of $2804.00. This money will be held for landscaping project headed by Mike Lowden                                                                                                                                                                                                                                                                                                                                                      Continuing Business

1. Bids  A. Edging – Mike Lowden presented a bid for Edging from Bob Knopp, a resident of Westover Woods. Bob Knopp’s bid is for $1,100 which includes one yearly edging and the request that the HOA purchase an industrial strength edger (roughly $400-$500) for his use.  Bob Knopp’s bid included that he be relieved of any and all liability pertaining to the job.  After board discussion about liability, Mike was asked to talk to Bob more thoroughly about the liability before decision is made.  

          B. Landscaping Project for Entrance - Mike shared one bid from Silver Lining for $2683.00 which includes the removing and planting of bushes and grasses, mulching, and planting of flowers in spring. Board agreed to hire Silver Lining for this project.                                                                                                                                       

          C.  Mowing Bids – after discussion about mowing, Mike will get a mowing bid from Silver Lining, and Larry will get additional mowing bids for review for October board meeting.                                     

2. Irrigation Follow-up - Karen St.Clair called Citizen’s Water to stop the water service and request our credit be refunded.  PSG has received this refund.  Since there is a reinstall fee if water meter is removed and later reinstalled, Karen did not ask that the water meter to be removed.  Aqua Management was also contacted to winterize the irrigation system which they said will be completed by the end of Oct.     

 3.  Budget Review – Susan Keene shared a worksheet which included revisions to the budget categories agreed upon last month.  Budget will be continued and finalized at the October board meeting.

Annual HOA Meeting - scheduled for 7:00 p.m. November 21, 2016 at Avon Town Hall                                      

1.  Proposed Agenda – Chet Mayflower shared how the agenda will look, what reports will be shared and who will be responsible for sharing the reports.    

2.  Annual Meeting Mailings – an agenda, proxy and the proposed budget will be sent out after the October board meeting.  Susan shared that a proxy/ballot can no longer be used.  Board elections are to be separately done by ballot at annual meeting, which allows for floor nominations.

Next Board Meeting scheduled for Tues. October 25^th at 6:30 p.m. Place: Karen St.Clair’s home

Meeting adjourned at 8:00 p.m

Minutes submitted by Karen St.Clair