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
3rd 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 2nd 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. 15th.
·
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 15th at the Plainfield Library.
The next monthly meeting will be held at 4:30 p.m. on Wednesday,
November 13th at the Plainfield Library.
OCTOBER MINUTES APPROVED:
Via e-mail: Chestnut, Shrock & Laybold
10/15/19, Schwegman 10/17/19
