January 2018 Board Minutes

Westover  Woods January 23, 2018 Board Minutes

Place:  Greg Ebert’s Home

Attendees: Greg Ebert: President, Bill Slykas: Vice-President, Mike Lowden: Treasurer, Bob Stewart: Secretary, Bob Knopp: Member-at-large, John Copas: Member-at-large, & Andy Weathers: Member-at-large,

PGS:  Larry Edwards and Susan Keene

Absent: Ralph Culver: Member-at-large

Call to Order: 6:00 pm

Introduction of all Members:  Greg welcomed the new members. He asked everyone to introduce themselves and talk about past experience. Greg also asked all the board members if they would agree to have their board position, email, and phone numbers posted on our web page?  All agreed.

Approval of Last October’s Meeting’s Minutes:

Minutes were approved by motion of Mike with 2nd from Bob

Review of Annual Meeting Minutes: The group reviewed the minutes of the last Annual Meeting and approved them to be submitted at the next annual meeting in November.

Financial Reort Reviewed by Susan Keene: YTD: $79,364.29 Important to note: The balance was after purchasing all the shingles to be used on the nine homes in 2018.  Only the costs of permits, incidental supplies, removal of old shingles, and labor will come from the 2018 budget.   

Next Meeting: Feb 27, 2018 6:00 pm @ Bill Slykas’ home.

Adjourment:  Bill made the motion to adjourn & was 2nd by Bob @ 7:10 pm

Respectfully submitted,

Bob Stewart, Secretary

Annual Meeting November 2016

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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 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

Westover Woods Owners Association Inc. Policy

Westover Woods Owners Association Inc.

Policy

Subject:                          Maintenance Policy

Purpose:                         Policy and Process for Maintenance, Repairs and Replacements on Homeowners Units  and Common Areas.

Responsibility:               Property Service Group for Westover Woods Owners Association, Inc.

Authority:                       Governing Documents- The Declaration of Covenants and Restrictions of Westover Woods, which are a part of the deed to every property and Indiana Law. Reference       Section: 16 Maintenance, Repairs and Replacement.

Contact:                           Property Services Group:

                                        Phone: 317-837-9860

                                        Email:  info@psgcondos.com

Homeowners Units the Property Service Group is responsible for the following maintenance, repairs and replacements and the cost is furnished by the Homeowners Association, Inc.:

Responsible:                   Exterior maintenance shall be provided upon each unit, which                                         is subject to assessment as follows:

Paint, repair, replacement and care of roofs, gutters, downspouts, and exterior  building surfaces.

Painting or staining of the exterior doors including garage doors. Also, the outside or exterior surface of patio fences, if there are any.

Not

Responsible:                  Exterior maintenance shall not include glass surfaces, screens and screen doors, doors and windows fixtures and other hardware, patios, interiors

Common

Areas:                            The Property Service Group is responsible for the service of maintenance, repairs, and replacements and upkeep of the Common Areas and the cost is furnished by the Homeowners Association Inc.

The information provided is not all-inclusive and represents some examples of maintenance, repairs and replacements. Each work request is subject to assessment by the Property Service Group and or the Board of directors.

Westover Woods Policies

 Westover Woods Policies

July 1, 2007 – Satellite dishes

Satellite dishes shall not be mounted to the roof.  Homeowners should let cable companies know this association policy when purchasing service.  Homeowners who currently have a satellite dish mounted to their roof will have to pay for the removal and remounting of the satellite dish when it is time for a new roof.

September 25, 2008 - Outdoor House Lighting:

1.      The association will make repairs to the garage photo cell light only: A homeowner will have to contact the property manager for repair. 

2.      All front exterior lighting fixtures can be replaced without architectural approval if it is the same size and style. 

3.     Approval allowing homeowners to place motion lights on the side and or rear of their homes for security purposes. 

October 23, 2009- Siding of homes

Anything on the exterior part of a home that can be cleaned by washing is the responsibility of the homeowner. If it requires heavy duty washing, it will be done at the discretion of the Board members.  

March 2011- Mailboxes

 Association will maintain the new mailboxes installed in 2010.

November 2012 - Trash containers

 Homeowners are to keep trash container in garage or courtyard. (p. 24 Section F in Covenants)

October 2017 Board Minutes

WESTOVER WOODS OCTOBER 2017 BOARD MINUTES

PLACE: Mike Lowden's Home

Attendees: Bob Srewart, Mike Lowden, Greg Ebert, Bill Slykas, Karen St. Clair PGS:Larry Edwards and Susan Keene *absent Cheryl Simpson.

APPROVAL OF LAST MONTH'S MEETING MINUTES:

Minutes were approved by motion of Greg Ebert with 2nd from Mike Lowden

GENERAL PRESIDENTS REMARKS:

The issue over the dead tree on the front of the community had been settled. The homeowner will have the removed and/or trimmed for safety sometime this winter when the ground is frozen.

FINANCIAL REPORT BY SUSAN KEENE:

YTD 111,467.26

Member of Indiana Credit Union Completed. Deposits will continue to made to Merchants until we can start writing our own and clean out all checking with Merchants.

Susan will send final report on (1) Annual (2) 2018 Budget and (3) Proxy

PROPERTY REPORT:

Larry Edwards will investigate whether we can apply rock to all sides of the pond.

He will also investigate the possibility of purchasing the narrow strip of land on the south side of the pond.

BEAUTIFICATION:

It was suggested that we construct a picnic area on the vacant lot on the North side of the Community. 

Greg Ebert presented photos of picnic areas of other similar communities. Larry and Greg will investigate the possibilities for our community.

RESIGNATION: Karen St. Clair advised the Board she did not intend to run for re-election for 2018 (after the meeting it was discovered that her term is not up this year but she decided to resign).

ANNUAL MEETING:

The ANNUAL MEETING will be held at the Avon Town hall on November 20th at 7:00pm.

ADJOURNMENT: Bill Slykas motion to adjourn was 2nd by Greg Lowden

Respectfully submitted,

Bill Slykas, Secretary

September 2017 Board Minutes

WESTOVER WOODS  SEPTEMBER 18, 2017 BOARD MNUTES

PLACE: Bill Slykas' Home

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

APPROVAL OF LAST MEETING,S MINUTES:

Minutes were approved by motion of Mike Lowden with 2nd. by Greg Ebert.

GENERAL PRESIDENTS REPORT:

Larry and a homeowner have discussed the tree issue at the SW corner of the community.  Bob will also follow up with that homeowner and report back at next meeting.

FINANCIAL:

YTD: $$115,200.00

The remainder of the meeting was devoted to the development of the Community Budget for 2018 with the following preliminary amounts per category:

Revenue

Maintenance Fee......................$115,200.00

WW Exterior Maintenance

Building/Painting/Brick Walls.....$5,000 .00

Roof Repairs..............................$1,500,00

Roof Replacement.....................$28,000.00

WW Beautification

Ground Maintenance...............$1,500,00

Development............................$500.00

Entrance...................................$5,000.00

Irrigation...................................$750.00

Pond.........................................$13,270.00

WW Contracted Services

Mowing.....................................$13,200.00

Fertilization...............................$3,000.00

Trash Removal.........................$6,852.00

Snow Removal.........................$3,000.00

WW Utilities

Duke Energy..............................$1,500.00

Water.........................................$600.00

WW Administrative

Management.............................$5,376.00

Office.........................................$500.00

Insurance..................................$23,500.00

Taxes.........................................$500.00

Legal..........................................$500.00

                                   TOTAL     $114,478.00

Susan will refine the budget and bring to next meeting.

Next month’s meeting to be held at Mike Lowdens' home on October 31,2017 at 6:00pm.

ADJOURMENT:

Motion to adjourn was made by Mike Lowden and 2nd. by Greg Ebert

Respectfully submitted,  Bill Slykas, Secretary

August 2017 Board Minutes

           WESTOVER WOODS AUGUST 2017 BOARD MINUTES

Place: Karen St. Clair’s home.  Attendees: Bob Stewart, Mike Lowden, Greg Ebert, Karen St. Clair, Bill Slykas, PGS Larry Edwards and Susan Keene.  Absent:  Cheryl Simpson Call to order by Bob Stewart at 6pm.

APPROVAL OF LAST METING’S MINUTES

Minutes were approved with minor edit motion by Mike Lowden with 2^nd. By Greg Ebert

GENERAL PRESIDENTS REQUEST

Bob Stewart presented a detailed service request procedure involving the use of the PGS website. The approved procedure will be added to the next News Letter.

FINANCIAL REPORT by SUSAN KEENE

YTD:: $119,066.45

PROPERTY REPORT:

Larry Edwards reported that necessary repairs and replacements were made to the sprinkler systems in and near the entrance to the property.

BEAUTIFICATION:

Mike Lowden reported that the repairs and painting of both of the welcome signs have been completed.

 

The “FOR SALE” sign of the community Developer that is located in the front of the property was discussed . The condition of the sign is considered and eye sore. Larry and Mike will attempt to contact the developer and request the sign be repaired or removed.

Mike Lowden submitted a quote from Silver Lining Company for next year’s landscaping services. This item will be considered at next month’s budget preparation meeting.

Mike Lowden requested that consideration for the procuring of quotes to add rocks to the pond area. After some discussion it was agreed to table the request for consideration of planning the work for a winter application.

NEXT MEETING: The next month’s meeting was scheduled for Monday Sept. 18^th. At 6;00 pm at Bill Slykas’ home. The board members were advised that the budget preparation will take place at that meeting and additional time will be needed.

ADJOURNMENT: Mike Lowden’s motion to adjourn was 2^ndby Greg Ebert

Respectfully Submitted,

Bill Slykas