Westover Woods Homeowners Association

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Tuesday, November 1, 2016

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.  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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