Westover Woods Homeowners Association

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Friday, January 26, 2018

Annual Meeting November 2016

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. 2nd 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. 2nd 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 with 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

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