July 2017 Board Minutes

WESTOVER WOODS  JULY 2017 BOARD MNUTES

  

PLACE: Mike Lowdens Home

ATTENDEES:  Mike Lowden, Bob Stewart, Cheryl Simpson, Greg Ebert, 

Karen St. Clair, Bill Slykas, PGS: Larry Edwards and Susan Keene

CALL TO ORDER:  Bob Stewart

APPROVAL OF LAST MEETING’S MINUTES: 

Minutes were approved with one minor edit motion by Cheryl Simpson with 2nd. by MikeLowden

GENERAL PRESIDENTS ' REQUESTS:

All requests of PGS should be directed to Brandon's attention with follow up by Larry.

Bob asked if the water bill had been received. Susan reported that the most recent bill has been received at a total of $120.00. This is a more reasonable amount.

PROPERTY REPORT:

It was reported that a total of eight roofs have been or will be completed this year.

Nine additional single units will be completed next year and the final five scheduled for 2009. The schedule is posted on the Westover Woods home page.

BEAUTIFICATION:

Mike reported that the majority of the sprinkler system has been made functional by Larry. The addition of one more line will be budgeted in the future. 

It was noted that a great deal of erosion is taking place in areas around the pond.

A determination if the areas are common ground or resident’s property should be considered. Mike will report at the next meeting.

It was noted that a serious geese infestation is taking place in and around the pond. Mike provided a possible solution which would result in the purchase of a floatation device designed to rid geese from a given area The cost of the item was noted at $350.00. Bob requested that Susan research the item including installation costs.

FINANCIAL

YTD: :$122,056.12

Susan reported that she will transfer the Westover Woods bank account from First Merchants to either The Bank of Lizton or the Indiana Credit Union. The reason given is that First Merchants would not wave the costs to maintain the account.

CONTINUING BUSSINESS:

Work on the front sign will not be done, as reported, by Lana. A motion by Cheryl with a 2nd. by Mike to have Larry repair the sign and report back on the project at the next meeting. Motion passed.

It was discussed that the only services to require for bids will be the landscaping and snow removal service and the fertilization service.

Bill Slykas requested that PGS advise the Board of the vital information of all new residents to the community so that he could get accurate information to welcoming them into the community. Larry agreed.

MEETING SCHEDULE:

The August Meeting will be held at Karen St. Clair home on Tuesday, August 29th at 6:00PM.

The meeting was adjourned by the motion of Cheryl Simpson 2nd. by Mike.Lowden. Motion passed.

Respectfully Submitted,

Bill Slykas

May 2017 Board Minutes

Westover Woods Board minutes for May 23,2017

Place: Bob Stewart’s Home

Attendees: Board Members Bob Stewart, Greg Ebert, Karen St Clair, Mike Lowden, Cheryl Simpson and Bill Slykas, PGS: Larry Edwards and Susan Keene.

Call to order: by Bob Srewart at 6:00pm

Approval of last month’s minutes. Minutes were approved with one edit. Motion by Bill Slykas  2nd by Cheryl Simpson Motion passed.

General President's Request

Bob Stewart reported that an agreement was reached to appoint Bill Slykas as the Board Secretary and Karen St. Clair to Community Liaison. The Board unanimously approved.

Financial Report by Susan Keene

*YTD...$122,049.37

* Delinquent association fee payments were discusses.

* Bank charges for WOW accounts are still being investigated.

Property Report by Larry Edwards

*Larry is continuing to inspect the sprinkler system and repair as needed.

*The white Pine Tree on the common area behind the Culver property will be inspected and either sprayed or cut down as needed.

Continuing Business

*Mike Lowden reported that all plants in the entrance had been weeded and fertilized and all stakes had been removed from the trees. 

*Mike Lowden asked if there will be any possibility of funds remaining later in the year  to support the rock project for the reservoir? Susan Keene said she couldn't commit to anything yet, but the low amount of snow removal costs could help. Topic will be revisited at the end of the Summer.

*Cheryl Simpson will contact  Lana and arrange for her to paint the entrance signs and touch-up the brick fences around the community.

Next meeting

The Board agreed not to meet during June but scheduled a the next meeting for July 25th at Mike Lowdens home. Proposed by Bill Slykas 2nd by Cheryl Simpson. Motionpassed

Meeting Adjourned

Respectfully Submitted,

Bill Slykas Secratary

February 2017 Board Minutes

Board Minutes for February 28, 2017

Place: Greg Ebert’s home                                                                                                                                             

Attendance: Board Members Bob Stewart, Greg Ebert, Karen St.Clair and Mike Lowden (1/2 of meeting); Larry Edwards and Susan Keene from PSG; Absent Cheryl Simpson and Bill Slykas

Call to Order by Bob Stewart at 6:00 p.m.

Review of January Minutes – Mike Lowden made motion to accept the minutes as written. 2^nd by Greg Ebert. Motion passed.

Financial Report by Susan Keene

YTD = 116,796.47                                                                                

A lien was put on a property due to several months of unpaid dues. Recording and attorney fees will be absorbed by property owner.                                                                                                                                                      

Property Report by Larry Edwards  

1. New electric eye installed at entrance.                

2. Reroofing – work begins on 1^st home next week  

3. Fertilization/Weed Control - Outdoor Solutions sold part of their business to another company which included Westover Woods. Larry Edwards brought 3 bids for review. Each of the bids included 4 treatments. After board discussion, Karen made the motion to contract Growing Image for the work this year. 2^nd by Greg Ebert.  Motion passed. This bid for $4749.05, including tax, came in under budget.

4. Power Washing – Larry Edwards shared an estimate for 21 homes to be power washed. 

Continuing Business                                                                                                                                                                                    

1.  Thank you letter - Karen St.Clair shared a drafted letter be sent to Pedcor for their quick follow-up to our tree care request along the fence line.  Karen will check with town on the responsible party that cares for the front property along Dan Jones before sending the letter with an added request about care of the trees around the pond.

2. Landscaping - Mike Lowden shared a bid for $4,460.50 from Silver Lining Landscape to complete, repair, and maintain landscaping at entrance and throughout the community common areas.  Mike will check to see if weed control and spring/fall cleanup is included with this bid. This project will be funded from the Entrance and Grounds Maintenance budget.  Greg Ebert made the motion to accept the bid from Silver Lining for landscaping completion, repairs and maintenance.   2^nd by Karen St.Clair.  Motion passed.                             

New Business 

1.  Mike Lowden shared a 2nd bid from Silver Lining Landscape for stick edging all sidewalks, driveways and front walks 2 times during the mowing season.  This bid is for $1,000.  Further discussion at next board meeting.  

2. Bob Stewart shared a request from a homeowner for permission to leave a trailer on their property beyond 48 hours but with the assurance it will be moved by 3/6/17.  Permission was granted from the board.

Next Meeting – to be held Tues. May 23^rd at 6:00 p.m.  Place: Bob Stewart’s home.        

Meeting Adjourned at 7:10 p.m.

Minutes submitted by Karen St.Clair/Board Secretary                                                                                                             

January 2017 Board Minutes

Board Minutes for January 24, 2017                                                                                                                 

Place: Bill Slykas’s home 

Attendance: Board Members Bob Stewart, Greg Ebert, Cheryl Simpson, Mike Lowden, Bill Slykas and Karen St.Clair; Larry Edwards and Susan Keene from PSG

Call to Order by Bob Stewart at 6:00 p.m.

Review of October Minutes – It was suggested to clarify how the CD that matured in October was divided.  Mike Lowden made the motion to accept the board minutes with the suggested revision.                 

2^nd by Greg Ebert.  Motion passed. 

Financial Report by Susan Keene 

YTD = $111,567.36                                                                                   

First Merchant’s $20,000 Money Market account was closed in November to purchase shingles for the eight homes to be re-roofed this year.

Property Report by Larry Edwards   

1.  Shingles for 2017 were purchased = $24,564.77  

2.  Roof repairs completed due to blown off shingles                                                                                

2017 Budget Expenditures – For the February board meeting Larry Edwards will get a cost for power washing homes of algae, and Mike Lowden will get a cost for landscape completion at the entrance. 

 Old Business  

1. Trash Can Update – In December 4 homeowners received a letter and have complied with putting their trash cans away/out of site properly. Two new letters were sent out today.  Since our covenants states services can be restricted from a homeowner, Mike Lowden made the motion to send a final notice to homeowners, giving a 10 day warning, before action takes place to cease their trash service for 2 weeks. 2^nd by Cheryl Simpson. Motion passed. Larry Edwards volunteered to deliver the final notice and talk with the homeowner if this action becomes necessary.

2. Pedcor Tree Update – Pedcor received the certified letter from the board and honored our request to fertilize, mulch and care for the trees that they planted along the fence line last year.

Other  News – Mike Lowden treated the evergreens at the entrance. Karen St.Clair shared the Town of Avon’s plans to close 267(Avon Ave.) for 15 months beginning Feb. 6, 2017.  This closure is from US 36 south to 100 South, due to the construction of a bridge over CSX railroad tracks.

Next Meeting Tues. February 28^th at 6:00 p.m.  Place: Greg Ebert’s home

Adjournment - Cheryl Simpson made the motion to adjourn. 2^nd by Mike Lowden. Motion passed Meeting ended at 7:15 p.m.                

                                                                                                                                                                      

Minutes submitted by Karen St.Clair/Board Secretary                                                       

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