White Lick Homeowners Association

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Monday, August 5, 2019

July 2019 Board Minutes


White Lick Home Owners Association Board Meeting Minutes
July 10, 2019
Plainfield Public Library

Board members in attendance:  Tom Lee, Derry Shrock, Diana Laybold, Susan Chestnut
Property Service Management Group staff in attendance:  Larry Edwards, Susan Keene
Four residents in attendance.

The meeting began @ 4:30 pm

June minutes were approved via e-mail.

Financial Report:
·       Susan Keene went over the June financials
·       Susan Chestnut questioned a few of the charges from PSG.  Larry is to look into it & get back to  her with more details

Architectural Committee:
·       Four requests were submitted to the Architectural Committee in June.  All were approved.

Social Committee:
·       Diana sadly reported that one resident has passed away.  Flowers will be sent from the community.

Resident comments:
·       Residents presented mowing concerns.
·       Residents informed the board of their concerns involving two neighbors.

Old Business:
·       No old business

New Business:
·       Diana confirmed the date of the Annual Meeting for Wed. Oct. 9th (NOTE:  Date has been changed to Thursday, Oct. 10th as the Plainfield Library did not have a room available on Oct. 9th)
·       Derry gave an update regarding his & Larry Edwards walk around the community evaluating the replacement needs of garage doors, chimneys, windows, and general appearance of the units/common areas.  They surmised that:
o   30 plus windows should be replaced
o   12 should be replaced by end of the year, if possible (6 have been done so far this year)
o   51 chimneys have been rebuilt so far, 1 left to be done this year.
·       Discussion took place about the homes who do not maintain their flower beds where weeds are present.  A resident who cannot maintain their area should have the area put back to grass so that the mowers can maintain the area.  PSG will spray weed killer where it is appropriate to maintain the aesthetics of the community.
·       Susan C. made a motion to investigate options of investing the $100,000 reserve to allow these funds to gain a better interest rate.   Tom Lee 2nds the motion.  Susan will speak with a few local banks and bring that information back to the Board.
·       Susan C. also made a motion that the board take the extra funds in our account, over the $100,000 reserve, to replace some windows, garage doors & chimneys this year.   No decision was made at this time.
·       There was a discussion about replacing windows with vinyl windows & framing rather than wood, that is currently being used, so that the exteriors of the units could eventually be maintenance free.  This would eventually alleviate the need for most painting. This will be discussed further in the future.
·       One resident has requested her tree be replaced as it was accidentally sprayed by a chemical last year and now the tree has died.  The tree will be replaced in the fall.  Derry made the motion for the HOA to cover the cost of replacement:  Tom 2nd the motion and all approved.

The meeting ended at 5:23 pm

The next meeting will be held at 4:30 p.m. on Wednesday, August 14th at the Plainfield Library.


JULY MINUTES APPROVED:
Chestnut & Shrock via email 7/28/19
Laybold via email 7/30/19

Wednesday, June 26, 2019

June 2019 Board Minutes


White Lick Home Owners Association Board Meeting Minutes
June 12, 2019
Plainfield Public Library

Board members in attendance:  Tom Lee, Derry Shrock, Diana Laybold, Susan Chestnut
Property Service Management Group staff in attendance:  Larry Edwards, Susan Keene
One resident in attendance.

The meeting began @ 4:30pm

May minutes were approved via e-mail.

Financial Report:
·       Susan Keene went over the May finance report.  No vote was taken for approval of the financials as more time was needed to review.  Vote will be taken via e-mail.   NOTE:  Financials were approved by all board member via email on 6/17, 6/18 & 6/25.
·       Susan K. reported that two residents are behind in paying the monthly HOA fees.  Letters have been sent notifying them to bring their account up-to-date.  If they do not bring their account up-to-date, the matter will be passed over to our attorney for collection.

Architectural Committee:
·       Nothing to report.
·       Susan will contact Sheila to request that the Architectural Committee meet in the very near future to begin creating strict guidelines for our association.

Social Committee:
·       Garage Sale was a success!  At least 15 residents participated. 

Resident comments:
·       None

Old Business:
·       Board members & Larry Edwards will survey the community for things that need to be addressed (covenant violations, cement repair/replacement, chimney replacement, PSG maintenance) so follow-up can be done.

New Business:
·       Several residents were sent letters last month informing them they were in violation of the covenants with regard to maintaining their flowerbeds & the storage of trash.  If a resident no longer wishes to maintain a flowerbed, they are asked to remove the plants, weeds, mulch or rocks, plus any barrier that outlines the flowerbed.  They should then contact PSG to ask that grass seed be planted.  Once this occurs, the area will become part of the yard and be maintained by the association.
·       It been reported that we have several units with satellite dishes affixed to the roof.  This is a clear violation of the covenants.  The board will do a walk around to assess those unit numbers & any other violations taking place in the community.  Letters will be sent to have the issues corrected.
·       The board set the date for the annual meeting:  Wednesday, October 9, 2019 @ 6:30 p.m.
·       Fifty-one chimneys have been completed thus far. 
·       Susan C. asked if we could replace more than 5 chimneys a year seeing that we didn’t get all 5 done last year and we are so ahead of schedule this year.  Derry responded he would rather take those funds to put in garage doors.  Fifty garage doors have been replaced in the community thus far.
·       Susan K. will update the home owner list and distribute copies to the board.
·       The board will continue to seek replacement board members. 
·       Diana planted geraniums at the entrance.  Thank you Diana!

The meeting ended at 5:16pm

The next meeting will be held at 4:30 p.m. on Wednesday, July 10th at the Plainfield Library.


JUNE MINUTES APPROVED:
Chestnut & Laybold – 6/17/19
Shrock – 6/18/19
Lee – 6/25/19

Tuesday, June 18, 2019

May 2019 Board Minutes


White Lick Home Owners Association Board Meeting Minutes
May 8, 2019
Plainfield Public Library

Board members in attendance:  Stu Mason, Diana Laybold, Susan Chestnut
Property Service Management Group staff in attendance:  Larry Edwards, Susan Keene
Two residents in attendance.

The meeting began @ 4:30pm

April minutes were approved via e-mail.

Financial Report:
Susan Keene went over the April Finance report.  

Architectural Committee:
·       246 Andrews submitted a request to install 2 new storm doors.  Request was approved
·       275 Andrews submitted a request to install a flower bed in the front yard area.  Request is pending.

Social Committee:
·       Garage Sale sign has been ordered.  Sign will be at entrance from May 29th through June 2nd. 

Residents comments:
·       Georgi Bruner (228 Andrews) gave the board an update regarding her air conditioner unit being displaced by the mowing crew on two occasions.
·       It was noted that the air conditioner unit at 222 Andrews was also displaced.  PSG has advised the mowing company of both situations.

Old Business:
·       No old business.

New Business:
·       Stu Mason had advised the board members some time ago that he will be resigning from the Board with the May meeting being his last to attend.
·       The Board will pursue finding a replacement board member.

 
The meeting ended at 5:05pm

The next meeting will be held at 4:30 p.m. on Wednesday, June 12th at the Plainfield Library.


APRIL MINUTES APPROVED:
Chestnut & Laybold via e-mail 5/15/19

Monday, May 6, 2019

April 2019 Board Minutes


White Lick Home Owners Association Board Meeting Minutes
April 10, 2019
Plainfield Public Library

Board members in attendance: Stu Mason, Susan Chestnut, Diana Laybold
Property Service Management Group staff in attendance:  Susan Keene, Larry Edwards
Two residents in attendance.

The meeting began @ 4:37.

March minutes were approved via e-mail.

Financial Report:
Susan Keene went over the March Finance report.  
March financials were approved.

Architectural Committee:
There was nothing to report.

Social Committee:
·       Diana reported that six additional residents have shown interest in the annual garage sale, making a total of eight.  The board agreed to purchase a sign for the event at a cost of $70.  The yard sale will be held Saturday,  June 1st.
·       Diana will send out a newsletter regarding the garage sale.  Susan C. asked that Diana include information in the newsletter about responsible recycling so residents know what is allowed and not allowed in the orange recycle bins.

Residents comments:
·       Susan K. report that a resident had contacted PSG upset that mowing had not started yet.  The mowers are set to begin sometime during the week of April 15th.
·       Jim O’Connor asked Larry Edwards for the plat paperwork with regard to the driveways & sidewalks.  Larry is to get that information to Jim.
·       Jim also asked about putting flowers at the entrance.  Diana will get a list of appropriate flowers to Jim so he can purchase them.  Diana volunteered to plant the flowers & Jim will water them.  This whole process had been done in the past by Phyllis Schrock.  Thank you Phyllis!

Old Business:
·       Stu asked Susan K. if we had heard back from the insurance company who showed interest in submitting a bid.  Susan K. had not heard back from them yet.
·       Susan C. inquired as to the tree removal and if that process is any further along.  Another resident has requested a tree removed since last month, so we now have three tree issues to address.  Larry E. will check with the tree service provider.

New Business:
·       There was no new business.

 
The meeting ended at 5:31.

The next meeting will be held at 4:30 p.m. on Wednesday, May 8th at the Plainfield Library.


APRIL MINUTES APPROVED:
Chestnut via e-mail: 4/12/19
Laybold via e-mail: 4/14/19
Mason via e-mail: 5/6/19

Tuesday, April 9, 2019

March 2019 Board Minutes


White Lick Home Owners Association Board Meeting Minutes
March 13, 2019
Plainfield Public Library

Board members in attendance: Stu Mason, Susan Chestnut
Property Service Management Group staff in attendance:  Susan Keene, Larry Edwards
Three residents in attendance.

**WITH ONLY TWO BOARD MEMBERS IN ATTENDANCE, WE DID NOT HAVE A QUOROM, THEREFORE NO OFFICIAL BUSINESS TOOK PLACE.  WE DID, HOWEVER, GO OVER THE FINANCIAL INFORMATION & ALLOW THE RESIDENTS TO PRESENT THEIR ITEMS.  AN OPEN CONVERSATION TOOK PLACE.  THOSE NOTES FOLLOW BELOW.**

The meeting began @ 4:35.

February minutes were approved via e-mail.

Financial Report:
Susan Keene went over the February Finance report.  Due to a few errors in the report, new copies will be made and e-mailed to the board.  The board will approve the financials via email.

Residents comments:
·       Jim O’Connor asked the board about the property lines (survey markers) on the West side of the property.  It was the consensus of the group that the HOA owns to the crest of the hillside and should care for the area.  If trees limbs are touching the units or causing distress to the structures, then the HOA should take care of the issue.  If not a structural issue, the feeling was that the home owner would be responsible for the trees with regard to trimming, removal, etc.  
·       Jim O’Connor inquired about the snow removal process & budget of last year.  He mentioned that he shoveled several drives & wondered about the cost.  It was explained that we pay a set fee for shoveling no matter how many drives are done.  It is nice that he assists his neighbors, but it does not cut down our fee. 
·       Jim also wanted to know why we waited so long to start the shoveling process.  It was explained that we wait to be certain the snowfall has completely stopped.  The board is in communication with each other & PSG during the event to determine the most opportune time.  If we have the snow shoveled before the end of the event, it could mean we would incur removing the snow twice, thus doubling the fee paid.
·       Jim inquired about his desire to replace his existing windows with vinyl windows at his own expense.  In doing so, did he need to get permission?  The board said he did not need permission.    
·       This question prompted Susan C. to inquire as to why we are replacing current windows with wood framed windows rather than installing new vinyl windows that would not need to be painted.  On that same vein, inquiring about not painting the new vinyl garage doors.  This is a subject the board will discuss further at a future meeting.
·       Susan C. presented two questions from a resident: 
o   Will PSG be repairing the lawn damage that resulted from the snow shoveling?  Yes, PSG will replace the dirt & put down seed at no charge to the HOA.
o   Does our HOA provide PSG with a 1099 for tax purposes?  No, we do not.  Susan K. explained that at the present time, PSG would have to provide the 1099 to themselves.  The HOA would have to employ an accountant to provide those 1099’s to PSG & to the rest of the contractors that provide services to White Lick.  PSG & the other contractors should be claiming the income on their taxes.

Old Business:

·       The process of moving HOA funds to an account that would garner a larger interest rate had to be tabled.  Susan K. tried to move the funds (which is done via the internet) and it would not allow her to create an account for an HOA.  The board will continue to look for ways to invest the funds to receive a better interest rate.

New Business:
·       PSG is working with Wolf Tree Service to remove a stump at 220 Andrews and trimming or removing a tree at 224 Andrews, both per the homeowner’s request.  The stump at 220 has caused the side walk to rise, creating a safety hazard.
·       Larry Edwards has surveyed the units and created the chimney repair list for the year.  The Board will ask Derry Schrock to check the list as well.
·       Susan C. suggested that we research the possibility of mulching the leaves in the fall rather than/along with blowing them to the curb.  This could allow us to take care of those leaves behind the West units and hopefully alleviate the leaf issue of the late pear trees.  This idea will be discussed with the Board at a future meeting.

 
The meeting ended at 5:43.

The next meeting will be held Wednesday, April 10th at the Plainfield Library.


MARCH MINUTES APPROVED:
Chestnut 3/16/19 via e-mail
Mason, 4/1/19 Via e-mail

Tuesday, March 5, 2019

February 2019 Board Minutes


White Lick Home Owners Association Board Meeting Minutes
February 13, 2019
Plainfield Public Library

Board members in attendance: Stu Mason, Diana Laybold, Susan Chestnut, Tom Lee
Property Service Management Group staff in attendance:  Susan Keene, Larry Edwards
Four residents in attendance.

Meeting was called to order at 4:32 PM by Stu Mason.

January minutes were approved via e-mail.

Financial Report:
Susan Keene went over the January Finance report & reported that Indiana Farmer’s insurance has requested to submit a bid for White Lick Coverage.
·       Susan Chestnut questioned Larry Edwards about the labor charges for installation of one window at 205 Andrews, as charges were not broken down on the invoice.  She also requested to see the price breakdown of the windows.  Larry E. is to get this information for her. 

·       Larry E. updated on the issue of providing ice melt to residents.   He said many residents request ice melt while they are removing the snow, so he provides it to them at no charge to the HOA.  Susan C. requested that he show the services he provides at no charge on his invoices so the board can get the whole picture of his services and not just of those services he charges for.

·       Susan C. asked about PSG’s labor rate charges and charges from outside companies for shoveling the snow around the mailboxes.  She requested that Larry E. provide us a flat rate figure (as opposed to hourly charges) for future snow removal around the mailbox.  Tom Lee stressed that we needed to continue removing the snow & spreading ice melt at the mailboxes for our resident.  Stu Mason noted that we need to continue some of these practices as we have set the precedent and have done these in the past (i.e. snow removal at mailboxes & ice melt). 

·       Susan C. suggested that the board look at moving some of the reserve funds to an account providing a better interest rate.  Following some discussing, Diana Laybold made a motion that we move a large portion of the reserve to this account.  Tom Lee seconded the motion.  S.  Keene will handle the transfer.

Finance Report
·       Stu M. stated the financial report will stand as read noting that Susan C. did not approve the finance report due to the board not receiving itemized information.

Residents comments:
·       No residents requested to be on the agenda. 
·       Stu M. informed those attending of the attached guidelines for residents if they wish to address the board (attached at the bottom of these minutes).
·       Jim O’Connor requested to be on next month’s agenda.  He would like to discuss the property lines on the West side & the PUD.

Architecture Committee report:
·       Nothing to report.

Social Committee report:
·       Diana reported that she would like to be more vigilant when one of our neighbors/residents passes away.  She inquired about flowers, how to find out when a resident passes, etc.?  Unfortunately, we don’t often hear the news unless/until the family contacts Property Services Group.

Old Business:
Insurance coverage of our contractors.
·       Our contractor all have at least ½ million, several have one million.
Leaves:
·       S. Keene has contacted our #1 choice for next year.  They said they would come back for a 2nd leaf pickup but have yet to submit a quote.  Susan K. will update when she hears back.

New Business:
·       Some residents inquired as to why the sidewalks were not shoveled after the last few snow falls.  The guideline is 3” or more.  However, Stu M. suggested that this was somewhere the board might need to have some flexibility.  The board decided to deal with this on a case-by-case basis in the future.  The board will look at how much snow has fallen, the forecast for the next few days, and any other necessary factors.  They will then make the decision whether to have the walks shoveled.    
·       Stu suggested that he could become the point person for the ice melt for the residents.  Larry E. will drop off many bags of ice melt to be stored in Stu’s garage.  Residents can pick it up from Stu’s residence when they need it.
·       Tom L. offered to deliver a message to residents explaining the ice melt change & reminding residents to remove newspapers, mats at the front doors, or anything else that can hamper snow removal when snow is in the forecast.
·       Tom L.  brought attention to the driveway at 209 Andrews, which appears to be sinking.  It is cracked in several places and requires attention.
o   Larry E., Derry Schrock & Tom L. will go around the complex in the spring to make a list of the areas that need attention.  Taking that list to the contractor for a bid on cost to repair.

Motion was made to adjourn by Stu Mason
1st – Diana Laybold
2nd  - Susan Chestnut

Meeting adjourned at 5:33.

The next meeting will be held Wednesday, March 13th at the Plainfield Library.


Guidelines for visitors:
1.     The board meeting is a time designated for the board and the management company to conduct the business of the community
2.     The board meeting is not a public forum for questions or discussion
3.     There are ways to communicate ideas and questions to the board, including:
a.     Engage an individual board member
b.     Contact management company office.  Comments will be brought to the meeting
c.     Call ahead of time to reserve a spot on the meeting agenda with a specified subject.  A time will be set aside for discussion on the subject.
       4.       Questions or discussion from visitors will not be entertained during the meeting.

____________________________________________________________________________________
FEBRUARY MINUTES APPROVED:
Chestnut, Laybold & Lee, 2/15/19 via e-mail
Mason, 3/3/19 via e-mail