July 2016 Board Minutes

Westover Woods Board Meeting – July 26, 2016

Present: Board Members – Chet Mayflower, Bob Stewart, Mike Lowden and Karen St.Clair; PSG Management – Larry Edwards and Susan Keene

Place: Chet Mayflower’s home

Call to Order by Chet Mayflower at 6:37 p.m.

Guests:

1. Margaret Mayflower recommended that the board consider installing post lamps on everyone’s property for additional lighting throughout the neighborhood once our reroofing project is completed.  Larry gave the board an idea of costs for materials, but highlighted the labor cost for digging and trenching could bump up the cost significantly.

2. Rob Cox, owner of Classic Lawn Care,  came to answer questions and concerns. (See notes below under Continuing Business/#4 Lawn Care)

Reflections by Chet Mayflower

Review of the May Minutes by Karen St.Clair –Mike Lowden made the motion to accept the minutes as written. 2^nd by Bob Stewart. Motion passed  

Financial Report by Susan Keene     

          YTD balance = $125,272.17

          Susan suggests that we add some lines in our budget for noting general expenses. 

Property Report by Larry Edwards

1.  Last set of roofs to be done this year will be completed next month.

2.  Test homes were power washed. Larry indicated the homes needed to be washed before ‘Spray and Forget’ was applied since he found that ‘Spray and Forget’ is a preventive product, recommended to be applied yearly.  Bob Stewart found in our governing documents that the HOA is responsible to clean the siding of homes as needed.

Continuing Business 

 1. Sprinkler System Update - Karen St.Clair reported that two irrigation companies have assessed the irrigation system since our May board meeting. Both companies have found the leak to be main line related. Finding this leak without having the underground specs for piping makes it difficult and costly to repair. A motion was made by Karen St.Clair that we not repair the irrigation system, continue to water manually as needed, and have Aqua Management professionally close the system in the fall.  2^nd by Bob Stewart.  Motion passed.

2. Dead trees at Entrance by Mike Lowden – There are 2 trees in question along Burnett Blvd planted last Feb.  There is no warranty on the trees.   The board agreed to leave the trees alone and see if they pull through, and replace next year, if necessary.

3. Sport Fishing by Chet Mayflower – There has been fishing at the pond by a resident’s family member and his friends.  For liability issues, Mike Lowden made the motion to have a ‘Resident Fishing Only, Catch and Release’ sign made and installed at the pond.  2^nd by Bob Stewart. Motion passed.  TO DO: Larry will order the sign and install. Karen will add this notice to the August newsletter. 

 4.  Lawn Care by Mike Lowden - Rob Cox, owner of Classic Lawn Care, came to board meeting to address board questions and concerns about lawn care.  Rob Cox apologized for not completing the edging and trimming of the bushes at entrance.  Rob will hire additional staffing to finish this work.  Since this first edging is being completed so late in the season, the board agreed to have only one edging completed this year.  The mulching at the North and South entrance still needs to be done, but Rob said that is PSG’s job. 
                                                

New Business
   
 1. Budget Categories – started discussion about categories on operating statement of budget and adding a general category to identify expenses that do not fall within a specific category. Discussion will continue at the August board meeting.                                                                         

 2. Siding Damages reported due to mowing. TO DO:  Larry will repair damaged siding at the end of the mowing season and charge Classic Lawn Care.                                                

 3. Landscaping at Entrance – it was agreed by the board to consider hiring one company to plant perennials at entrance, mulch, trim bushes, weed the common areas and to report back to the board.   

TO DO: Mike Lowden will contact companies for bids.

Meeting adjourned at 8:07 p.m.

Next meeting scheduled for Tues. August 23^rd at 6:30 p.m. Place: Mike Lowden’s home

Minutes submitted by Karen St.Clair

                                                     

TO DO’s 

1.  Larry will order a ‘Resident Fishing Only, Catch and Release’ sign for pond and install. Karen will add notice to the August newsletter about this request.

2.  Larry will repair damaged siding by mowers at the end of the mowing season and charge Classic Lawn Care.

3.  Mike Lowden will contact companies for bids for planting perennials, mulching, trimming bushes, and weeding common areas and report findings.

May 2016 Board Minutes

Westover Woods Board Meeting – May 24, 2016

Present: Board Members – Chet Mayflower, Bob Stewart, Mike Lowden, Cheryl Simpson and Karen St.Clair; PSG Management – Larry Edwards and Susan Keene

Place: Karen St.Clair’s home

A resident of Westover Woods was in attendance before start of meeting to share a concern about replacing and cleaning drier vents. This resident is concerned of the boards motion last month to cease drier vent cleaning. This resident has been requesting cleaning multiple times a year.  This month the vent screen was taken out of the drier vent at this location to help with the constant build up of lint and to adhere to proper installation. The board decided to follow up with the resident on how this correction helps before taking any new action. Motion from last month will remain the same. List of Responsibilities will be taken off our webpage until an update is made to cease the cleaning of drier vents.  To Do: Karen will contact Cody from PSG office to remove List of Maintenance Responsibilities and send updated list for webpage.

Call to Order by Chet Mayflower at 6:35 p.m.

Reflections and Prayer by Chet Mayflower

Review of April Minutes – Bob Stewart made the motion to accept minutes as written. 2^nd by Mike Lowden. Motion passed.

April Financial Report by Susan Keene                                                                                                                                 YTD = 123,241.81

1. Checking account and CD are with First Merchants now since Ameriana closed. To Do: Cheryl will check to see when CD renews at First Merchant’s Bank. Part of this money will be needed for reroofing project.   

2. To Do: Karen will find out if Ray’s Trash has a complimentary heavy trash pickup service to info homeowners.  Homeowners will be responsible for any heavy pick up fee if a complimentary service is not provided. 

Property Report by Larry Edwards 

Repairs to roofs due to high winds the last few months has been completed.  There are two and half years are left with the reroofing project.  

Old Business                                                                                                                                            

 1.  Beautification – To Do: PSG to replace dead shrubs at entrance.  To Do:  Classic Lawn Care to trim Burning bushes, mulch 2 front sides at entrance first week of June.                                                       

2.  Sprinkler System - Karen St.Clair provided the name of several local irrigation companies. After board discussion, Cheryl Simpson made the motion to hire Allen & Scott Landscaping to provide the following: open and close the sprinkler system, do yearly Indiana State Law backflow test and to find and repair the water leak in our system. 2^nd by Mike Lowden.  Motion passed.  To Do: Karen will notify Allen & Scott of our request to contract irrigation work for this year.

 3.  Power washing – Karen St.Clair shared information that she learned from a few companies of their power washing procedures and warranties.  Karen also gave an update on PSG’s services and association costs thus far.  After board discussion on various suggestions, Mike Lowden made a motion to test clean the current list of homes that the owners have submitted a request, with Spray and Forget, and determine results before action plan is created for the future.  2^nd by Cheryl.  Motion passed.  To Do: Larry will provide a total price for power washing job with new product to board, and power wash the identified homes. To Do: Bob will review our governing documents and the List of Responsibilities for cleaning siding and report back to the board at the next meeting.

New Business 

1.   Leaning trees along entrance – To Do: PSG will straighten.

2.   Concern for Mosquitoes – To Do: Karen St.Clair will see if Town of Avon sprays for mosquitoes.

3.   Damaged trash cans –Ray’s Trash will replace any damaged trash cans.  To Do: Karen will share info about Ray’s Trash Service in next newsletter including policy on heavy trash pickup.                   

Next meeting scheduled for Tues. July 26^th at 6:30 p.m. Location: Chet’s home                                                                       

Meeting adjourned at 8:15 p.m.

Submitted by Karen St.Clair/Secretary

April 2016 Board Minutes

Westover Woods Board Meeting – April 26, 2016

Present:  Board Members – Bob Stewart, Chet Mayflower, Mike Lowden, and Karen St.Clair; PSG Management – Larry Edwards and Susan Keene Absent: Cheryl Simpson

Place: Bob Stewart’s home

Call to order by Bob Stewart at 6:05 p.m.

Reflections by Chet Mayflower

Review of October Minutes – Motion by Mike Lowden to approve October minutes. 2^nd by Chet Mayflower. Motion passed.

March Financial Report by Susan Keene

YTD balance = $127,108.84

The Board discussed a suggestion made by a homeowner at the Annual HOA meeting in November for an extra edging if there was extra money from the 2015 snow budget.  After discussion, the board agreed to schedule an additional edging with target dates in June and September. Mike Lowden made the motion to use the extra money from the 2015 snow budget for an extra edging. 2^nd by Karen St.Clair. Motion passed. 

Property Report by Larry Edwards

1.     Many roof repairs have been made due to high winds in last few months.

2.     Larry will follow up with a letter to homeowner at 655 Westover Road addressing a roof vent concern.

New Business

1.     Drainage behind the homes on Rockview Circle – Suggestion was made to have the mowing crew weed whack the area when they cannot mow the area due to wetness.  A water pit cap is missing in this area.  Larry Edwards will replace the cap.

2.     Cleaning drier vents –   After board discussion on how often or not this service should be provided; Mike Lowden made the motion for the HOA to cease the cleaning of drier vents. 2^nd by Karen St.Clair. Motion passed.  The company “Vent Wizard” will be recommended by management to those calling into the office with a request for this service. Info will also be shared via the next community newsletter regarding cleaning drier vents.  

3.      Dead Shrubs at entrance –Several shrubs which were planted at the induction of Westover Woods did not survive the winter. Chet Mayflower made the motion to have Mike Lowden oversee replacing the shrubs from the remaining beautification budget and entrance shrub budget allowing close to $1,100 for this work.  2^nd by Mike Lowden. Motion passed.

Areas at the entrance also need mulching.  Larry Edwards will inform Rob Cox with Classic Lawn Care to mulch with the same color that Property Service Group has already put down in the surrounding area.

4.     Power washing homes – Algae on the homes is returning.  Karen St.Clair made the motion that we get bids to power wash all the homes in the community using hot water. 2^nd by Mike Lowden. Motion passed.

Next meeting scheduled for Tues. May 24^th at 6:30 – Karen’s home

Meeting adjourned at 7:30 p.m.

Town of Avon, IN - 2016 HMA Seal Project

Good Afternoon-

You are receiving this e-mail because you have been listed on the Town of Avon, IN CONA list. I am contacting you today to make you aware of the 2016 HMA Sealing program that will begin in your neighborhoods on May 2, 2016. HMA seal is a rejuvenating agent used to extend the life of a road. The product essentially will soften and create flexibility in asphalt surfaces to prevent cracking. Total project should be completed within 30 days, weather permitting.

Locations for the 2016 HMA Seal project includes Thornridge, Avon Heights (Avon Parkway, Sycamore Dr, Avondale Dr, and Venable Dr only), Heathermor (Heathermor Dr, Heathermor Ct, Harlekin Ct, Silver Rose Dr, Autumn Faith Way only), Mapleton at Wynne Farms (Section 1), Waterford Lakes, Westover Woods, Lexington Woods, and The Settlement (Waterleaf Dr, Bluestem Ln, Catchfly Dr, Foxglove Dr, Buttonbush Dr, Arailia Dr, Cassia Dr, Seneca Ln, and Valarian Dr only) . The schedule for application next week is as follows:

· 5/2 (Monday) – Lexington Woods, Avon Heights
· 5/3 (Tuesday) – The Settlement, Westover Woods
· 5/4 (Wednesday) – Heathermor, Waterford Lakes
· 5/5 (Thursday) – Thornridge, Mapleton at Wynne Farms

Please note this is a tentative schedule that can change with weather constraints, equipment issues, daily production, etc. The contractor will post no parking signs on the street 24-48 hours before applying the product in your neighborhood.

The contractor applies sand on the street after the HMA Seal application to help with vehicle traction while the product is curing. Applied sand will be swept no later than 2 to 3 days after the product has completely cured.

Should you have any further questions, please contact me through this account or (317) 272-0948 ext. 120.

Have a Good Weekend,

Sam Paledino

Assistant Public Works Director

October 2015 Board Minutes

Board Minutes – October 27, 2015

Place: Karen St.Clair’s  home

Present: Board members Chet Mayflower; Bob Stewart, Mike Lowden and Karen St.Clair; PSG Management Larry Edwards and Susan Keene; Absent – Cheryl Simpson

Call to Order by Chet Mayflower at 6:30 p.m.

Reflections by Chet Mayflower

Review of September Minutes – Bob Stewart made motion to accept minutes as written;  2^nd by Mike Lowden. Motion passed.

Reports

1.  Avon Plan Commission by Bob Stewart – Commissioners heard a new proposal from Sandalin Developers for rezoning for storage units last night. The commissioners rejected the new proposal 3-2.

2. Fall picnic by Karen St.Clair – only 5 in attendance; town issued a certificate for shelter rental for 2016 because of several inconveniences that occurred in scheduling this year.

3. Property report by Larry Edward – A dead white pine tree was cut down, bushes trimmed and fall clean was completed at the entrance.  Additional shingles were purchased to complete a final roof for this year.  Roofers will recheck square footage of the homes for roof replacement next year for appropriate ordering.  

Financial Report by Susan Keene

1.     YTD = $138,904.65

2.     Proposed budget – after discussion and adjustments, Mike Lowden made the motion to accept the proposed budget. 2^nd by Bob Stewart. Motion passed. Proposed budget will be mailed in the Annual HOA packet in early November.  

Annual HOA Meeting

1.     Agenda was reviewed and reports to present were assigned.

2.     A postcard will be sent out by management as a reminder for the upcoming meeting and as an announcement to those interested in running for a board position.  The HOA Packet of materials (to include agenda, proxy, current financial report and proposed budget) will be sent to all homeowners in early November, 10 days prior to HOA meeting.

Next Board meeting and other dates 
1.  2016 Annual HOA meeting - Mon. Nov. 16^th at 7:00 p.m.  Place: Avon Town Hall
2.  January Board meeting – Tues. January 26, 2016 at 6:30 p.m.  Place: Chet’s home

Meeting Adjourned at 8:00 p.m.

Submitted by Karen St.Clair/Board Secretary

Annual Homeowner's Association Meeting November 2014

Place: Avon Town Hall
In Attendance: Board Members Chet Mayflower, President; Robert Stewart, Vice–President; Mike Lowden, Member-at-Large; Ralph Culver, Member-at-Large; Karen St.Clair, Secretary; Larry Edwards and Susan Keene, managers from Property Service Group; 13 residents, representing 12 homes.
I.    Call to order by Chet Mayflower at 7:00 p.m.
II.   Reflections and Prayer by Chet Mayflower
III.  Review of 2013 Minutes by Karen St.Clair
           A motion was made to approve the 2013 minutes by Bill 
           Slykas. 2nd by Sherri Lowden. Motion passed.
IV.  Annual Reports
       A.   Property Report by Larry Edwards
       1.   Roof Project – Additional 5 units (10 homes) had roofs
            replaced, keeping schedule on target.  Shingles and
            materials have been paid for in advance for 2015
            which helped negotiate a price, saving the
            association 40%.
        2.  Vinyl siding has been replaced on homes with damage.
        3.  Last check from DuPont from Imprellis claim was
            received and deposited
        4.  Improvements made around lake and common area
            with trees and bushes.
                  Q.  Concern on tree replacement along Pedcor’s
                  fence line.
                  A.  Karen St.Clair shared that Pedcor turned in
                  a counter offer to DuPont in August.  In October
                  Pedcor still had not responded to their counter
                  claim.
                  A motion was made to have a lawyer send a letter
                  to Pedcor Management requesting that they
                  replace the trees by June 2015 and reimburse
                  Westover Woods for the removal of the dead
                  trees. 2nd by Bill Slykas. Motion passed.
         B.   Beautification Report by Mike Lowden
         1.   2014 Projects – 2 burning bushes were replaced at
              the entrance; electricity was supplied to the pond;
              a fountain installed in the pond; 4 trees and 4
              burning bushes were planted around the pond;
              2 trees and 4 burning bushes were planted on
              the common lot.
         2.   2015 Proposed Projects – trees planted along Burnett
              Blvd; lights on signs at entrance; park benches
              around pond; community shelter on common lot
              with attached storage shed; yards and areas around
              the pond backfilled with dirt.  These projects could
              take 5-6 years depending on available funds.
         3.   Larry Edwards from PSG management shared that the
              entrance sign will eventually have to be replaced.

         C.   Architectural Report by Ralph Culver
         1.   Ralph reminded everyone to get in contact of him or
              the office if they are doing any improvements to
              the outside of their home for HOA approval. He also
              reminded everyone that building permits must be
              obtained and that any fences cannot interfere with
              the mowing.
         D.   Financial Reports
         1.   Income and Expenses by Susan Keene
                    ♦Oct. YTD = $ 143,729.08
                    ♦Ameriana Bank CD started at $75,000 but has
                    grown to $79,147.91 with interest earned.
                    ♦Reason for $3846.62 bill from Citizens Water
                    was from a leak in the water line. A petition
                    can be made to Citizen’s Water for
                    reimbursement once the water leak is repaired.
                    ♦Nationwide Insurance increase will only be 1%
                    instead of 2% due to no claims.
V.    Proposed Budget for 2015 by Bob Stewart
       Q.  Criteria on lawn care
       A.  Dollars and cents
       Q.  Suggestion to have contract for several years with
           Lawn Company
       A.  We have a 3 year contract with Classic Lawn Care
       Q.  Traffic concern with cars coming into
           Westover Woods from Pedcor Apts.
       A.  A traffic study has been done, but the Town of Avon has
           given other communities a higher priority for
           rectifying their traffic concerns.
       The majority of those in attendance and proxy votes
       accepted the proposed budget.
VII.   Election of Officers
       A motion was made by Bill Slykas to accept the nomination
       for Cheryl Simpson to remain on the board for a 3 year
       term.
       2nd by Sherri Lowden.  Majority of those in attendance and
       proxy votes elected Cheryl Simpson for a 3 year term
       as a board officer.  
VIII.  Date and Place for 2015 Annual Meeting
       Monday, November 16th at Avon Town Hall.
       Karen St.Clair will call Town to get date scheduled.
IX.    Adjournment at 8:25 p.m.


Submitted by Karen St.Clair/Board Secretary

September 2015 Board Minutes

Place: Mike Lowden’s home                                                                                     

Present: Board members Chet Mayflower, Bob Stewart, Mike Lowden, Cheryl Simpson, Karen St.Clair; PSG Management Larry Edwards and Susan Keene

Call to Order by Chet Mayflower at 6:30 p.m.

Reflections by Chet Mayflower

Review of August Board Minutes – Bob Stewart made the motion to accept the minutes as written. 2^nd by Mike Lowden. Motion passed.

Property Report by Larry Edwards                                                                                         

1. Roofing – completed reroofing last set of homes for 2015 

 2. Price for purchasing shingles by bulk from Reece Wholesale for 2016 did not increase (23 bundles) = $25,760.  Cheryl made the motion to purchase shingles in bulk from Reece Wholesale this year for the 2016 reroofing project. 2^nd by Mike Lowden.  Motion passed. 

Financial Report by Susan Keene                                                  

 1.  YTD = $143,705.10 

 2.  Money to purchase shingles for 2016 reroofing project will come from Ameriana Money Market account

3.  2016 Budget reviewed and adjusted and will be finalized at October board meeting

New Business                                                                                                                                             1. Chet Mayflower made a suggestion to appoint 2 homeowners to be a liaison between the Town of Avon’s Town and Zoning Boards and Westover Wood’s Board.  After discussion, Bob Stewart made the motion to organize a liaison between the Town of Avon and Westover Woods. 2^nd by Karen St.Clair.  Motion passed.  Homeowner names, not on the current board, were suggested. Chet will follow up with asking those people if they wish to be a liaison. They will work with the current board Vice President, Bob Stewart.  

2. The HOA Annual Meeting agenda was prepared by Chet and assignments given to board members on what they will discuss and/or present.                            

Continuing Business and Updates  

            1.  A new policy for Selecting Contractors and our Settlement with Pedcor will be reviewed in 2016

Continuing Business and Updates (Continued)

2. Tree Update by Bob Stewart – trees stumps have been removed and waiting on fall planting to be done by Pedcor.

3. Sprinkler System Update by Karen St.Clair – Several leaks have been identified, including a slow unidentified leak causing water to build up in the water pit. Identified leaks include 1.) valve leak in water pit repaired 2.) major break in line in zone #1 which has been shut off (only one head in this zone) and 3.) a sprinkler heads in zone #3 and #7 to be repaired or replaced.  Charlie St.Clair has been asked to turn the sprinkler system on/off as needed. Chet recommends that Keeping It Green Irrigation Company not be contacted anymore this year, but to turn off and winterize the irrigation system.  A motion was made by Cheryl Simpson to have the sprinkler system repaired this year. 2^nd by Mike Lowden. Motion ended in a tie vote. Chet Mayflower broke the tie vote in favor of not repairing system leaks until next year.   $300 was added to the 2016 budget for necessary repairs next year.                             

4. Entrance Signs – After recommendations that we not replace the entrance signs until we have completed our roof project, Bob Stewart made the motion to have the entrance signs painted next spring. 2^nd by Cheryl Simpson. Motion passed.  Cheryl will ask Lana Mitchell, whom painted the brick walls for Westover Woods, to give a bid on painting the entrance signs. It was suggested and agreed by the board that this expense be taken from the Beautification budget in 2016.            

Next Board meeting and other dates                                                                                   

1. Next Board meeting – Tues. Oct. 27^th at 6:30 p.m. Place: Karen St.Clair’s home 

2. Annual Fall Picnic – Sun. Oct. 4^th at 4:00 p.m. Place: Avon Town Park Shelter                  

3. Annual HOA meeting – Mon. Nov. 16^th at 7:00 p.m Place: Avon Town Hall

Meeting Adjourned at 8:10 p.m.

Submitted by Karen St.Clair/Board Secretary

Action Items:

1.     Cheryl to ask Lana Mitchell If interested in painting the entrance signs. If so, ask for a bid for the job.

2.     Chet to ask suggested homeowners if they would be interested in being a liaison between Avon’s Town and Zoning boards and Westover Wood’s board.