White Lick Homeowners Association

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Monday, February 4, 2019

January 2019 Board Minutes

White Lick Home Owners Association Board Meeting Minutes
January 9, 2019
Plainfield Public Library

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

Meeting was called to order at 4:33 PM by Stu Mason.

Motion made to approve October & November minutes:
1st  - Diana Laybold
2nd – Stu Mason

Financial Report:
Susan Keene went over the November & December Finance reports.  There was much discussion about several of the charges.
·       Susan Chestnut requested that the board see ALL invoice.  Susan Keene will scan and send out the Nov. & Dec. invoices.  Going forward, she will scan all invoices and copies of checks she has written and provide to the board. 

·       Four chimneys were done this year.  The 5th chimney was delayed by the Board due to winter approaching.  Susan C. requested that going forward when contracting with the masonry company for the chimneys we state the jobs must be done by Nov. 1st to insure we get the proper number done.  It was then explained that we get a cheaper rate from that company due to our willingness to be flexible and work around their schedule.

·       Susan C. inquired as to why we pay the masonry company a set amount per chimney yet we pay Property Service Group by the hour & materials?  Why do we not pay PSG a set fee as well?  Larry Edwards explained that each chimney is different and they don’t know exactly what it will require until they get into the job.

·       In lieu of the 5th chimney not being done, four garage doors were replaced at 243, 247, 264 & 281.

·       Susan C. emailed the other board members, prior to this meeting, several pictures of the neighborhood leaves that remain on the ground (all on East Drive & at the community area) and she requested one more round of cleanup.  It was determined that we have already went over budget on leaf removal for this year (2018) and we do not wish to dip into 2019’s budget, so the leaves will remain.
o   In looking at bids for next year, the Board will pursue a company who has the equipment to pick up the leaves themselves, so we are not dependent on the city schedule.
o   We are also looking at two individual pick- ups.  One probably in Nov. prior to Thanksgiving and the other in Dec. or so after all the pear trees have lost their leaves. 

·       Susan C. address the PSG charge for decorating the entrance for the holidays.  Rather than pay the PSG labor rate, she offered to provide the labor to decorate the signage herself at no charge. 

·       Susan C. questioned the charges for mailing the newsletter & coupon books (how many were mailed out?).  PSG covered the cost of the newsletter mailing error resulting in 2 individual mailings and over 60 coupon books were mailed to residents who still use this form of payment.

Motion made to approved November financial report:
1st -  Susan Chestnut
2nd  - Diana Laybold

Motion made to approve December financial report:
1st – Diana Laybold
2nd  - Stu Mason

Residents comments:
Jim O’Connor asked if we have raised our liability insurance & feels it should be raised.
·       We carry $2 million ($1 million liability & the umbrella adds another million).
·       Contractors are required to have $500,000 but most have $1 million.
·       Diana asked PSG to come back to the next board meeting with information about the level of liability insurance currently held by our contractors.

Jim also stated that the bylaws state that we pay a Certified Professional Accountant to review the books every five years.
·       Susan Keene advised the cost for a review is the cheaper option, while an actual audit would run substantially more.
·       Susan Keene explained the process of a review and what the CPA would do.
·       Stu suggested that we amend the bylaws to take this out if we were not going to be doing it every five years mainly due to budget constraints.
·       Jim asked that we let the community vote before removing it from the bylaws as he feels it should be done.   Jim said the bylaw state 67% must agree before changes can be made.  He suggested it be brought up to the residents at the next annual meeting in Oct. 2019.
·       Diana noted that if we are going to proceed with it, we will need to add it to the budget for the 2020 year.

One resident inquired why it seemed that the cost of repairs, services, etc. were not made readily available to the residents.  It was stated that the figures are not confidential and any resident can find out by visiting the PSG office or asking a Board member.

Architecture Committee report:
·       One resident had made a request to Diana Laybold to install a new storm door.  This was time sensitive as the resident saved money if purchased before the 1st of the year.  Diana saw pictures of the door and said it was like her door and those in the complex.  She telephoned Susan Chestnut (who serves on the Architectural Committee), explained the situation and the door was approved for installation.

Social Committee report:
·       Diana reported that she has had two residents express an interest in the community garage sale.  She will continue to ask for interest, but if there is not more interest, the board decided we will not purchase a road sign for the event.  The cost 2 years ago for the sign was $70.00.

·       Diana reported she is planning to have a community picnic in the fall. 

Old Business:
·       Mowing:
o   One of the companies reported they will use a push mower between the units, but did not confirm they would use them on the front lawns. 


Leaves:
·       We will find out what our #1 choice will charge us to come back a 2nd time for leaf pick up.  This was not included in their bid for 2019.


New Business:
·       Since we had to forgo the 2nd leaf pick up this year, residents in attendance discussed having a community day, where we join forces to rake & pick up the leaves, especially at the community area.  Nothing was finalized. 

·       Since we went over our budget on last year’s snow removal, Susan C. suggested that we stop providing and delivering ice melt to the residents and we allow the residents to purchase their own.
o    A resident asked how we went over last year with only 2 snow removals.  Susan C. elaborated that PSG did remove snow 2 times from the drives and sidewalks, but they also charge each time they shovel around the mailboxes (there are 10 boxes) and each time they deliver salt to the residents.  In addition, due to the large amounts of snowfall, PSG hired subcontractors to assist with the shoveling of the snow.
o   Stu discussed why the Board chose to provide the salt in the past because some of our residents may not be able to get the salt, etc.
o   Diana agreed we should stop the salt distribution.
o   Larry said that some of his other associations have a representative pick up the salt from the office and they distribute it, thus not having that charge.
o   No decision was made at this time.

·       The resident at 262 has requested that a tree be removed at that unit.  Diana checked into it and said the tree is very unattractive and needs to come out.  The board approved.

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

Meeting adjourned at 5:59.

The next meeting will be held Wednesday, Feb. 13th at the Plainfield Library.
____________________________________________________________________________________
JANUARY MINUTES APPROVED:
Laybold & Chestnut, 1/22/19 in person
Mason, 1/26/19 via e-mail

Wednesday, January 16, 2019

November 2018 Meeting Minutes


White Lick Home Owners Association Board Meeting Minutes November 14, 2018
Plainfield Public Library

Board members in attendance: Diana Laybold, Tom Lee, Susan Chestnut PSG staff in attendance: Larry Edwards, Susan Keene
  • The meeting was called to order.
  • Susan Keene gave the financial report
  • Tom gave updates from the annual meeting. It was determined that the residents would
    like:
    o More transparency from the board
    o Breakdown information regarding costs & price quotes when requested o Better communication from the board.
    o Minutes from the meeting posted on the website
  • Chimneys were discussed. Four have been completed this year with one left to be completed. If weather permits, the last chimney will be done, if not, the funds will go to purchase four new garage doors for residents who need them. Chimney replacement is just over half way done.
  • Officers were elected for next year: o President: Stu Mason
    o Vice President: Diana Laybold
    o Secretary: Susan Chestnut
    o Building & Grounds: (Winter Tom Lee, Summer Derry Schrock)
  • Diana asked for volunteers for the Architectural Committee & the Social Committee Susan Chestnut volunteered to serve on either or both, whichever is necessary.
  • The board looked at price quotes from: o 7 mowing companies
    o 4 leaf removal companies
    o 5 snow removal companies
  • The board narrowed mowing down to two companies (Berger Hargis Landscape & JC
    Lawncare) but tabled the decision until more information is available as to whether they
    will use push mowers between the housing units & on the smaller front yards.
  • The board narrowed the leaf removal down to one company (Berger Hargis Landscape)
    but is asking for more information about whether they would be willing to come back for a 2nd round if necessary & how much that would cost. (Not all trees have lost their leaves for the 1st pick up, so a 2nd pick up might be necessary, weather permitting).
  • After comparing snow removal bids & what the fee covers, the board unanimously voted to continue using PSG Services.
  • Diana proposed that we start distributing a quarterly newsletter to residents. There was discussion about what would be included in the 1st newsletter.
  • There will be no December meeting. The next meeting will be on January 9, 2019.
  • The meeting was adjourned.

October 2018 Annual Meeting


White Lick Home Owners Association Meeting Minutes October Annual Meeting
October 16, 2018
Plainfield Public Library


Board members in attendance: Stu Mason, Derry Schrock, Tom Lee PSG staff in attendance: Larry Edwards, Susan Keene
  • The meeting was called to order.
  • Susan Keene gave the financial report
  • Several residents had complaints regarding the performance & the cost of:
    o Snow removal
    o Leaf pick-up
    o Mowing
    o Seeding of the grounds
    o Location of the monthly meetings
  • Residents requested the board look at bids from several companies for next year regarding the above services and from other property services management companies.
  • Residents inquired about the chimney replacements & the cost associated with that.
  • Diana Laybold was reelected to the board & Susan Chestnut was elected to the board.
    (both offices were uncontested).
  • The board announced that the monthly fee of $165 will remain the same next year.
  • The board announced a $1.00 per unit per month raise was budgeted for Property
    Services Group, as they had not had a raise in several years.
  • The next meeting was announced for Nov. 5th. They are normally held on the 2nd Wed.
    of the month, but this one was moved due to Derry Shrock leaving town on the 7th. All meetings will now be held at the Plainfield Public Library. The meetings start at 4:30. Residents are welcome to attend, but if they wish to speak about a subject, the board asks that they let them know so the resident can be placed on the agenda. Once the board goes into executive session, any guests will be asked to leave as confidential financial information will be discussed.
  • The meeting was adjourned.

Friday, June 1, 2018

April 2018 Board Minutes


White Lick Homeowners
April 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville, George Cokinos

Management: Susan Keene Larry Edwards

The White Lick Board met on April 11, 2018, at the home of George Cokinos.  The March financials were reviewed, and the March minutes were approved as written.

RESIDENT REMARKS:
     Tom Lee talked with the Board concerning the water in his crawl space.  He put in two sump pumps but needed some place to put the water.  He consulted Larry about the drainage problem and wants to discharge his water into the drainage system.  Tom has hired Crawl Space Doctors, and they want to discharge into the street.  Because of the poor drainage in the back, any additional water will flood the area.  Duke Energy owns the land immediately behind him and there is a dirt mound with four electrical lines going through it to the transformer.  He will check with the town before deciding to go through the mound.

BUSINESS:
     The chimneys will begin soon with 212 being the first.  The Board approved replacing Mrs. Piel with Mr. Boswell for a 2018 chimney.
     Stu Mason has gone through the White Lick maintenance responsibility list to make a few corrections and changes:
                  Put list in alphabetical order    
                  Add homeowner responsibilities to this list
                                    Exterior doors                  Fireplace inserts
                                    Garage entry door            Crawl space well
                                    Interior doors

The meeting was adjourned


Next Meeting:  May 9, @ Diana Laybold at 4:30

2018 CHIMNEY LIST (in sequence)                                2019 List

212 Andrews                                                                              242 Andrews
206 Andrews                                                                              235 Andrews
258 Andrews                                                                              233 Andrews
250 Andrews
252 Andrews

March 2018 Board Minutes


White Lick Homeowners
March 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville, George Cokinos

Management: Susan Keene Larry Edwards

The White Lick Board met on March 12, 2018, at the home of Stu Mason.   The February financials were reviewed, and the February minutes were approved as written.

RESIDENT REMARKS:
     A homeowner has asked for Board approval to place a storage pod in the driveway for one day.  The Board approved the request.
     Mrs. Chestnut complained that the cracked wood around her window was supposed to be fixed but has not been done.  She also is upset because the leaves from Derry’s tree are blown against herhouse.

BUSINESS:
     Mr. O’Connor attended the meeting to bring up his concerns.  His discussion items are as follows:
  The documents state that the driveways are the homeowner’s responsibility.  The attorney advised the Board that this guideline is very vague.  The Board has approved taking the responsibility for the driveways.
  Larry stated in the Annual Meeting that the drainage repair between the center buildings cost $10,000.  He would like to see the bills for this.
  He again stated his concern about the bidding process.  The Board receives multiple bids for work at White Lick.  These bids are received in sealed envelopes
  Has the Board thought about an audit with a CPA?  The Board conducts it own compilation because an audit would be cost prohibitive.

     The Board approved the sealed bid from Shackelford Masonry for the chimneys in 2018.

The meeting was adjourned


Next Meeting:  April 11, @ George Cokinos at 4:30

2018 CHIMNEY LIST (in sequence)                                2019 List

212 Andrews                                                                              242 Andrews
206 Andrews                                                                              235 Andrews
258 Andrews                                                                              233 Andrews
250 Andrews
240 Andrews

February 2018 Board Minutes


White Lick Homeowners
February 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville, George Cokinos

Management: Susan Keene Larry Edwards

The White Lick Board met on February 12, 2018, at the home of Sheila Richardville.   The January financials were reviewed, and the January minutes were approved as written.

RESIDENT REMARKS:
     Sheila Richardville received a letter from a homeowner that detailed Mr. Fedor threatening his neighbor.  This incident is not the first one and this resident is going to take it to the police.  Any action she has with Mr. Fedor will be documented.

BUSINESS:
     Ralph Moore attended the first half of the meeting.  He was concerned about the continuous complaints from his neighbor, Mr. Holokwa, about his leaking gutter.  Larry has tried to seal the area with now success and will now call D & B Guttering to replace a section.  Mrs. Piel has also had the same problem with her gutters over the driveway.
     The letter from the attorney to Mr. Fedor concerning his garage door and junk around his home has been sent and he has been given until March 31 to get these complaints handled.
     Mr. Fedor has made an insurance claim with the Association’s insurance.  The adjustor thinks they may pay his medical bill when it is submitted. 

The meeting was adjourned


Next Meeting:  March 14 @ Stu Mason’s (248) at 4:30

2018 CHIMNEY LIST (in sequence)                                2019 List

212 Andrews                                                                              242 Andrews
206 Andrews                                                                              235 Andrews
258 Andrews                                                                              233 Andrews
250 Andrews
240 Andrews


January 2018 Board Minutes


White Lick Homeowners
January 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville

Management: Susan Keene Larry Edwards

The White Lick Board met on January 10, 2018, at the home of Diana Laybold.   The December financials were reviewed.  The Board approved moving $10,000 to the Money Market from the checking account.

ARCHTECTURAL:
     The homeowners at 256 Andrews requested permission to add a step and railing to the porch.  The committee approved this application by phone vote.  The Board concurred.

RESIDENT REMARKS:
     Several homeowners were curious as to why there were no minutes for the Annual Minutes.   When you are participating in the meeting, it can be very hard to keep up.  Notes were available however, nothing was written in minute form.
     Management received 3 phone calls about clearing the sidewalks and steps.  No snow removal beging until there is 3”.
     Neighbors are complaining about Mr. Fedor and the junk he keeps outside his unit.  He also allows his dog to potty in other yards without cleaning up after it.  The attorney sent a certified letter, and Mr. Fedor’s response was not helpful.  Stu will get info from the police concerning Mr. Fedor’s threats to neighbors and workmen.

BUSINESS:
     The Board approved a motion for Management to solicit for bids for masonry on the chimneys.
     The following were appointed as officers for 2018:
     Stu Mason…President
     Diana Laybold…Secretary
     

The meeting was adjourned


Next Meeting:  February 12 @ Sheila Richardville (250) at 4:30