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. 2nd by Mike Lowden. Motion passed.
Review of Sept.
Special Board Minutes - Cheryl
Simpson made the motion to accept the minutes as written 2nd 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 25th at 6:30 p.m. Place: Karen
St.Clair’s home
Meeting adjourned
at 8:00 p.m
Minutes submitted by Karen St.Clair
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