November 2019 Board Minutes

White Lick Home Owners Association Board Meeting Minutes

November 13, 2019

Plainfield Public Library

Board members in attendance:  Diana Laybold, Susan Chestnut, John Schwegman, Georgi Bruner & Derry Shrock (via telephone)

Property Service Management Group staff in attendance:  Larry Edwards, Susan Keene

No residents in attendance.

The meeting began @ 4:30 pm

October minutes were approved via e-mail.

Financial Report:

·       Susan Keene went over the October financials. 

·       One charge from PSG for a partial tree removal from a back yard was questioned and the homeowner will be billed.

·       October Financials were approved.

Architectural Committee:

·       The board discussed follow up/procedure regarding three residents who are currently in violation of the covenants.

Social Committee:

·       John Schwegman has developed a welcome packet for new residents of White Lick along with an introductory letter.  He and Diana will be making every attempt to visit new residents to welcome them to our community, supply the packets & begin an open dialogue.

Resident comments:

·       There were no resident comments.

Old Business:

·       Susan C. asked if we had any information from the resident who had requested permission to rent their unit due to hardship.  PSG has received nothing to date.  The board asked PSG to contact the owner to learn the status of the request.

·       Berger Hargis rejected our request to credit our account the extra funds that we pay each week for push mowers to be used between the units.  Berger Hargis says they have been using push mowers between the units.

New Business:

·       Window Bids were discussed.  The board has received a bid for wooden windows  to replace several  earmarked windows.  The bid is for the window only, not installation.   This company will be providing cost estimates for the same windows in vinyl form. 

·       Another business would like to give a bid on window replacement.  Susan C. will be in contact with the resident inquiring to inform the company how to go about giving bids.

·       Officers were elected for the 2020 year.  John Schwegman accepted the presidency position on a 90 day trial basis, Susan Chestnut will be the Secretary, and Georgi Bruner will assume the Architectural Committee Chairperson position.

·       The board reviewed snow removal bids for the 2019/2020 season.  Four companies submitted bids for consideration.  Diana Laybold made a motion to award the snow removal contract to Property Services Group, John Schwegman seconded the motion.  PSG was awarded the contract with a vote of 4 in favor, and 1 opposed.

·       Diana requested that in light of the early snow fall this year, the board should receive the snow removal bids in October going forward.

·       The board reviewed lawn care bids for the 2020 season.  Four companies submitted bids for consideration.  Susan Chestnut made the motion to aware the lawn care contract to Classic Lawncare, LLC., Diana Laybold seconded the motion.  The motion passed with a 5-0 vote in favor.

·       Diana asked that the board identify three goals for the upcoming year. 

o   Finalize guidelines

o   Investigate auditing or reviewing the books with a certified accountant.

o   Investigate a full review of the covenants.

The meeting ended at 6:11 pm.

The next monthly meeting will be held at 4:30 p.m. on Wednesday, January 8th at the Plainfield Library.  The board will not meet in December.

NOVEMBER MINUTES APPROVED:

Chestnut, Bruner & Shrock on 11/20/19 via e-mail

Schwegman on 11/23/19 via e-mail

Laybold on 12/16/19 via e-mail

White Lick 2019 Annual Meeting Minutes

White Lick Home Owners Association Meeting Minutes

October Annual Meeting

October 15, 2019

Plainfield Public Library

MINUTES PENDING APPROVAL AT THE 2020 ANNUAL MEETING

Board members in attendance:  Diana Laybold, Derry Shrock, Susan Chestnut,

   John Schwegman

PSG staff in attendance:  Larry Edwards

Approximately 40 residents in attendance

CALL TO ORDER

Meeting was called to order at 6:30 pm

WELCOMING REMARKS

Diana Laybold gave the opening remarks & introduced the current Board of Directors, the Architectural Committee Members, & PSG representatives.

TREASURER’S REPORT

Diana reviewed the 2019 Operating Statement.

PRESENTATION OF 2020 BUDGET

Derry Shrock explained the proposed budget for the coming year.  Derry stated that we have currently replaced 50 chimneys & 60 garage doors.

Residents asked questions regarding:

            Windows

            Easement

Tree trimming/removal

INTRODUCTION/NOMINATION OF BOARD CANDIDATES

The three candidates for the two open board positions introduced themselves before ballets were cast.  Those candidates were:

·      Georgi Bruner

·      Brenda Burgeson

·      John Schwegman

RESIDENT COMMENTS

Brenda Burgeson spoke about:

·      Her belief that an audit of the HOA records should be performed every year.

·      The Architectural Review Committee response letter she received being too vague and not friendly.

·      The issue of security, in lieu of the fact that we live rather close to a prison.

Jim Hale spoke about replacing the front steps on his residence.  Seeing that several residences have the same issues, he gave a summary of what he would like to have done to his steps to make them easier to maneuver.  By show of hands, Jim asked if anyone else would be interested in pursuing his contractor coming to give a bid to them on repairing their steps.  The HOA does not pay for the porches/steps, so the home owner would be incurring the cost to repair/replace.  About 12 residents showed an interest so more information will be forthcoming regarding this.

MAINTENANCE REPORT/DISCUSSION

Larry Edwards gave the Maintenance Report, explaining that the majority of our expense comes from:

·      Garage doors

·      Chimneys

·      Windows

·      Grass

·      Concrete

Larry also spoke about the drainage issues that have plagued our neighborhood in the past and recurring issues of the present.

Larry praised the board for working hard to maintain our current monthly maintenance fees.

VOTING

By vote, the new board members are: 

·      John Schwegman

·      Georgi Bruner

ADJOURNMENT

The meeting was adjourned at 7:42.

October 2019 Board Minutes

White Lick Home Owners Association Board Meeting Minutes

October 9, 2019

Plainfield Public Library

Board members in attendance:  Derry Shrock, Diana Laybold, Susan Chestnut, John Schwegman

Property Service Management Group staff in attendance:  Larry Edwards, Susan Keene

Four residents in attendance.

The meeting began @ 4:32 pm

September minutes were approved via e-mail.

Financial Report:

·       Susan Keene went over the September financials. 

·       PSG had to pick up trash (tree brush) from two residences in late August & early September because Ray’s trash service did not take.  PSG was instructed by a board member to pick up the trash after it sat at the curb too long.  Susan C. inquired how the board should go about billing the resident in the future, as this charge should not fall on the HOA.  Diana will discuss in an upcoming newsletter to the community.  In the future, a homeowner will receive a call to pick up the trash, if they do not and PSG must do it, the homeowner will be charged.

·       Susan C. inquired about the rate with which PSG charges the HOA for office procedures such as mailing “do not trim” signs.  PSG said they recently had a rate increase on hourly office wages.  John asked if the HOA was notified of this change.  Since our existing contract with PSG is several years old (and reflects the old hourly wage for office work), Diana suggested that we have a new contract written and signed to reflect the new changes.  A small rate increase is not out of line & is reflective of the times.

·       It was noted that Berger Hargis mowers once again ran the large riding mower between Georgi Bruner’s residence and, for the 3^rd time this summer, hit her air conditioner unit, displacing it several inches on its base.   Susan C. requested that PSG speak to Berger Hargis and request that in light of the issues & the obvious disregard for our request to push mow, the extra funds we are paying each week for push mowing be refunded to us.  PSG will contact Berger Hargis.

·       September financial were approved.

Architectural Committee:

·       Susan Chestnut reported there were four requests submitted last month:

o   275 E. Andrews requested permission to paint the front porch.  The Architectural Committee denied the request.

o   Additionally, 275 E. homeowner requested permission to leave the shed on the side of the residence until Spring. The Architectural Committee denied this request. 

o   277 E. Andrews requested to have security lights on the guttering of the home. The Architectural Committee denied the request. 

o   228 E. Andrews requested permission for work to be done to the crawl space.  The Architectural Committee approved the request.

o   230 E. Andrews requested permission to replace the front porch light.  The Architectural Committee approved the request.

·       The board discussed follow-up on the residents who received covenant violations last month and who did not comply by the due date.  Those residents will be contacted by PSG for further follow-up and adherence to the bylaws.

·       In order to stop the recent practice of making architectural changes BEFORE submitting an Architectural Change Request form and getting proper approval, the board is contemplating the institution of a $150.00 fine in the event a resident does not follow the proper procedures set forth in the covenants. 

Social Committee:

·       Sadly, it was announced that Jackie Holowka, 203 Andrews had recently passed away.  Diana will send flowers on behalf of the HOA.

Resident comments:

·       Jim Hale presented a proposal to the board about doing a mass cement repair on resident front porch steps.  Several residents’ steps are 9-10” in height (his included), which is difficult to maneuver. 

·       The board advised that the HOA does not pay the cost to repair/replace front or back porches or steps. 

·       Mr. Hale advised that his copy of the “Maintenance Responsibility Checklist” dated 1994 shows porches/steps are covered. 

·       The board advised that the current checklist is located on the PSG website.  The 1994 checklist was created by the property management company White Lick employed at the time.  It was not a “legal” document, but was the property management company’s opinion.  Several years ago, the board of directors asked our legal counsel to review the covenants and create an accurate checklist.  That checklist is on the website and is the checklist currently in use.  It is a legal document. 

·       John S. noted that the checklist on the website is not dated.  He requested that all documents be dated in the future.

·       The board thought Mr. Hale had a wonderful idea and assumed several residents would be interested in paying the expense to have their steps redone.  They asked Mr. Hale if he would give a short presentation at the Annual Meeting to see how many residents would be interested and perhaps the process could then be done on a larger scale thus providing a discount to residents. 

·       Mr. Hale agreed to speak at the meeting.  He stated he wants to redo his steps no matter what the neighbors decide, so he will submit an Architectural Request to get the proper approval.

Old Business:

·       Susan C. asked if we had any information from the resident who had requested permission to rent their unit due to hardship.  PSG has received nothing to date.

New Business:

·       Susan K. has contacted Berger Hargis several times to clarify the 2^nd leaf removal issue.  The board requested two leaf pickups, but it is unclear on the contract if Berger Hargis will be coming once or twice.  She will update when she hears back from them.

·       Derry was asked by a homeowner to make a request to the board.  The homeowner would like the concrete drive way repaired, all windows replaced, a new garage door installed & the chimney replaced.  The board denied his request, though he did get a new garage door in the recent replacement cycle and the chimney is tentatively scheduled to be replaced new year, per the yearly replacement schedule.  The homeowner offered to pay for all these repairs (or what the HOA will not cover at this time) and requested the board issue him credit for future payments.  The board denied this request also.

·       The board desires to have a “welcome to the neighborhood” session with each new owner as they move into the neighborhood.  John S. will be heading this initiative. 

·       Final details were worked out for the Annual Meeting on Oct. 15^th.

·       The board is currently receiving mowing bids for next year.

·       The board is currently receiving snow removal bids for next year.

·       The board is reviewing cost of wood vs. vinyl on future window replacement.

The meeting ended at 6:22 pm.

The Annual Meeting will be held at 6:30 p.m. on Tuesday, October 15^th at the Plainfield Library.

The next monthly meeting will be held at 4:30 p.m. on Wednesday, November 13^th at the Plainfield Library.

OCTOBER MINUTES APPROVED:

Via e-mail: Chestnut, Shrock & Laybold 10/15/19, Schwegman 10/17/19

September 2019 Board Minutes

White Lick Home Owners Association Board Meeting Minutes

September 11, 2019

Plainfield Public Library

Board members in attendance:  Derry Shrock, Diana Laybold, Susan Chestnut, John Schwegman

Property Service Management Group staff in attendance:  Larry Edwards, Susan Keene

Four residents in attendance.

The meeting began @ 4:31 pm

August minutes were approved via e-mail.

Financial Report:

·       Susan Keene went over the August financials. 

·       It was noted that funds were moved from the Chimney budget to the Garage Doors budget line as requested at the last meeting to allow for 11 garage doors to be replaced this year.  Those doors have been ordered.

·       August Financials were approved.

·       July financials were also approved.

Architectural Committee:

·       Susan Chestnut reported there were two requests submitted last month:

o   275 E. Andrews requested that the HOA remove a tree.  The request was denied on the basis that the tree is not dead.

o   277 E. Andrews requested to remove 2 trees & 2 shrubs from their back yard at their expense.  The request was approved.

·       The committee & board sent covenant violations letters to five residents.

·       Susan C. informed the group that on 9/9/19, Sheila Richardville officially stepped away from the Architectural Review Committee.  The board thanks Sheila for her many years of dedicated service!  Diana requested that Susan C. become the temporary chair of the committee.

·       The Architectural Request Form has been updated on the PSG website.  The change will allow the form to be returned to PSG rather than an individual.  The board feels this process will be more efficient.

·       Derry requested that the new form be updated even more to make it clear that if a resident adds something new, (i.e. window not done through the HOA, plants a tree not done through the HOA, etc.) the future expense to maintain and fix these items is the responsibility of the home owner. 

·       Derry suggested that we also impose a fine system for residents who install or change things without having first submitted an Architectural Request Change.  The Architectural Request Change should be turned in prior to most updates/changes, therefore, following the proper authorizing channels.  Making the change prior to approval has become an issue in the past few months and the board would like to attempt to rectify this issue.

Social Committee:

·       Diana announced that the next two board meetings will be on Oct. 9^th & Nov. 13^th.  Due to library availability, the Annual Meeting will be on Tuesday, October 15^th from 6:30 – 8:30.

Resident comments:

·       One resident inquired about the follow-up regarding the covenant violation letters that were sent.  Who was checking to see that the residents did comply with the covenants by the imposed due date?  Susan C. was asked to follow-up and advise the board & Property Services Group if the requests were not completed by the due date so further communication with the resident could take place.

·       PSG advised that they had received two resident calls regarding pests, which the HOA does not correct:

o   One home had a snake issue.  Larry advised that the HOA does not cover such issues and gave them a place to contact for assistance.

o   One home had a bat issue.  Larry put screen on the top of the chimney flue.  Larry provided the resident with a place to contact for assistance.

·       Larry advised that the resident at 258 had a dead and diseased tree in the back yard.  Larry recommended the tree be removed.  Wolfe Tree Service provided an estimate to remove the tree & stump.  The Board approved the removal of the tree.

·       Susan C. advised PSG of another tree/shrub in the back yard of a residence that should possibly be removed.  Larry & Derry will investigate.

Old Business:

·       No old business

New Business:

·       Letters will go out soon to the residents regarding the Annual Meeting, Budget, Open Board Positions, etc.

·       Diana requested PSG to begin the process of taking bids for the following areas:

o   Painting (the residences on the interior loop are due to be painted next summer.  Garage doors will not be painted as most will have new maintenance-free doors by then or coming in the near future).

o   Mowing.  (Derry requested we get bids that specify push mowers are to be used in most front yards & between houses where space is limited).

o   Snow removal. 

·       One resident has requested approval to rent their unit under the “hardship” clause of the covenants.  The board has approved the request for the period of one year, at which time the approval will be reviewed again.  The owner must abide by all stipulations set for in the approval notice.

·       Larry E. is looking into window prices (wood vs. vinyl)

·       The board approved the rear door replacement at 217 Andrews.

The meeting ended at 6:11 pm.

The next meeting will be held at 4:30 p.m. on Wednesday, October 9^th at the Plainfield Library.

SEPTEMBER MINUTES APPROVED:

Via e-mail: Chestnut 9/13/19, Shrock & Schwegman 9/14/19, Laybold 9/16/19