White Lick Home
Owners Association Board Meeting Minutes
August 14, 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
July minutes were approved via e-mail.
The meeting began with Diana addressing the residents in
attendance by telling them that they would have a time to speak during the resident
questions and comments, as the board wishes to hear their thoughts and
concerns. (However, a tenant should ask
to be placed on the agenda at least 2 weeks in advance if they have specific
issues they would like the Board to address.)
She asked for no comments through out the meeting and informed the crowd
that when it was time for the Board to discuss resident issues, they would be
asked to leave.
Diana also introduced our newest Board member, . John Schwegman. John was appointed due to Stu Mason’s resignation. John lives at 223 Andrews E. Blvd. John has been appointed to the Board as of
August and will run for the position in October.
Diana also thanked Susan Keene for updating the resident
directory for the Board.
Financial Report:
·
Susan Keene went over the July financials. There were some issues with the Board
receiving complete copies of all the receipts, etc. so financials were not
approved at the meeting. Once all documentation is received and confirmed
accurate, the Board will approve the financials via
e-mail.
Architectural Committee:
·
Susan C. reported that no architectural requests
were submitted.
·
Derry questioned the process for approval of
requests. He suggested that when items are
approved that are out of the ordinary (where homeowner takes responsibility for
the item, for instance) their responsibility should be specified in writing,
signed by the homeowner & placed in their file at the Property Services
Office. HOA should not be held
accountable once the property is sold and new owners come along.
·
Derry also suggested that changes be made to the
Architectural Committee process where the board is made aware of a request at
the time of the request, and then again made aware of the committee’s decision.
This way, the board is aware of requests & outcomes in the community.
·
The board will ask PSG to update the Architectural
Request form that is online so that the form is turned into PSG in the
future. They will also update the
website to show what residents serve on the Architectural Committee.
Social Committee:
·
Diana announced that the date of the Annual
Meeting will be Oct. 10th.
Resident comments:
·
There was a question regarding a resident who
has a privacy fence, which was approved by the Architectural Committee years
ago. Several other residents would like
privacy fences.
An Architectural Request would
have to be submitted and then decided upon on a case-by-case basis, but as a
general rule, privacy fences are not allowed.
·
Top soil quality was discussed. Susan C. has been complaining about the
quality of top soil that PSG is putting down to grow grass. The group asked Larry Edwards to purchase a
bit costlier top soil in the future in hopes it will not contain rocks & debris.
·
Jim O’Connor requested a copy of the plat information
showing who owns the driveways & sidewalks.
Diana will get that information to him.
·
It was discovered that there are several “White Lick”
covenants that residents are referencing.
Some home owners have gone to the court house and received the covenants
for the Courtyards or the private home area at the north end of the
street. The board suggest that you visit
PSG website (psgcondo.com) to obtain a correct copy.
·
The three feet plant beds/resident area around
the units were discussed. The board is
working to iron out the three-foot issue.
It was again noted that if a resident does not want to continue to
upkeep an existing flowerbed, they can remove the border & plants. Then ask PSG to plant it in grass seed. The area would then become part of the yard
& be maintained by the lawn care company.
·
One resident complained that Berger/Hargis has
not trimmed their backyard, nor that of their neighbors for 3 weeks. After calling PSG to report this,
Berger/Hargis sent the supervisor to speak with the resident. The supervisor assured them they would trim
on the next mow cycle, but they did not.
The board asked the resident to contact PSG again.
·
One resident complained about feral cats around
their property causing the area to smell.
The board suggested they could possibly spray something for it, but the
HOA does not take care of this problem.
·
One resident wished to know when their chimney was
due to be replaced. The board cannot
give a definite time-frame because the needs are constantly changing. The chimney in the worst repair is replaced first
and so forth. The board’s goal is to
replace five chimneys per year.
Old Business:
·
No old business
New Business:
·
Derry made a motion to use $11,000 from the
budget to replace eleven garage doors using the $5000 left in the garage door
budget and taking $6000 from the chimney budget. Susan C. 2nd the motion, Diana
& John agreed. The motion passed.
The meeting ended at 5:36 pm.
The next meeting will be held at 4:30 p.m. on Wednesday, September
11th at the Plainfield Library.
AUGUST MINUTES APPROVED:
Via e-mail: Chestnut 8/16/19, Laybold &
Shrock 8/17/19, Schwegman 8/18/19
