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
