July 2020 Board Minutes

White Lick Homeowners Association Board Meeting Minutes

July 8, 2020

Property Services Group Office, 1309 Reeves Road, Plainfield

Board members in attendance:  John Schwegman, Georgi Bruner, Derry Shrock, Susan Chestnut

Property Service Management Group staff in attendance:  Larry Edwards, Brandon Henton

No residents in attendance.

____________

The meeting was called to order @ 3:32 pm

June minutes were approved via e-mail.

Financial Report:

·       Monthly financials were reviewed and approved.

Architectural Committee:

·       The resident at 216 requested a meeting with an Architectural Committee member to review their plans to update the landscape around their home, to insure it met with covenant guidelines.  Plan for changes was in line with covenants.

·       Florida room build at 232 is almost complete.

Social Committee:

·       Nothing to report.

Resident comments:

·       Nothing to report.

Old Business:

·       Derry gave an update from his and Larry Edwards walk around on June 19^th:

o   There are many windows in need of repair or replacement.  They felt that the most pressing were the Florida room windows that are 5-wide as a couple are contributing to rotting of the wood siding. 

o   We have replaced 2 chimneys to date (234 & 242) with 3 (260, 264, 285) more schedule for this year.  They felt that currently 4 more need replaced next year, however, that number could change by next spring due to deteriorate over the year.

o   We have replaced 10 garage doors this year.  They felt 4 more needed replaced this year.  That would leave 11 to be done next year. 

New Business:

·       Residents in violation were discussed and the board approved contact be made with 3 residents regarding compliance.

·       The board responded to one resident requesting the HOA replace the walkway to the front steps.  This is not covered by the HOA and the resident will need to replace or repair the issue themselves. 

·       Two tenants have requested bad trees be removed.  There are 2 other trees in the neighborhood in bad shape.  The board approved getting an estimate on removing all 4 from Roy Wolf.

·       The board noted other needed repairs around the neighborhood and asked Brandon to schedule repairs.

·       The board authorized Classic Lawncare to mow every other week until further notice.  Mowing will resume weekly once we get rain and the grass begins to grow again.

·       Susan C. is researching HOA insurance to see if we can get a better rate than what we are currently paying

·       The board members will meet in executive session prior to the August monthly meeting to:

o   begin laying out the 2021 budget

o   review funding and create a plan to replace the necessary windows in a timely fashion.

o   review the budget to replace the necessary garage doors this year.

o   begin preparation for the October Annual Meeting.

o   further discuss the other issues at hand: raising monthly dues, the capitol preservation assessment & updating the covenants.

The meeting ended at 5:08 pm.

The next monthly meeting will be held at 3:30 p.m. on Wednesday, August 12th at the Property Services Group office, 1309 Reeves Road, Plainfield.  Weather permitting the meeting will be held outside on the rear patio.

JULY MINUTES APPROVED:

Chestnut & Shrock via email 7/17/20

Bruner via email 7/18/20

Schwegman via email 7/19/20

June 2020 Board Minutes

White Lick Homeowners Association Board Meeting Minutes

June 10, 2020

Property Services Group Office, 1309 Reeves Road, Plainfield

NOTE:  Due to the Coronavirus and the quarantine order, the last physical meeting of the board was March 10, 2020.  During the timeframe when they could not physically meet, the board addressed issues via email and telephone.  Due to the long timeframe between meetings, the June 10^th meeting was held as an Executive Meeting so that all items could be addressed and discussed. 

The board addressed the following during the quarantine:

April 6, 2020

·       Authorized PSG to order $10515.50 (13) wooden windows from Blair Windows per estimate.

·       Requested a follow-up with Outback painting for references.

·       Instructed PSG to move forward with issues at two units.

April 16, 2020

·       Approved PSG to repair rotted windowsills, rotten wood on Florida Room, etc. at the units on the inner circle in preparation for painting.

·       Approved resident issues at 4 units.

·       One resident requested a meeting with the board.  On June 2^nd, the board met with that resident to hear their concerns & request.  The board unanimously denied the residents request.

The Board addressed 14 total resident issues during the quarantine period.

May issues are addressed below.

___________________________________

Board members in attendance:  John Schwegman, Georgi Bruner, Derry Shrock, Susan Chestnut

Property Service Management Group staff in attendance:  Larry Edwards, Brandon Henton

The meeting was called to order @ 3:36 pm

March minutes were approved via e-mail.

Financial Report:

·       Monthly financials were reviewed and discussed.

o   The board requested that PSG replace funds ASAP from a double billing error.

o   The board expressed that going forward, PSG should make sure all out-of-the-ordinary invoices are approved by the board prior to payment.

o   With these two stipulations noted (Brandon was to inform Susan K. since she was not in attendance), the financials were approved unanimously by the Board.

Architectural Committee:

·       Georgi reported that seven architectural change requests were approved during the quarantine.  Three architectural change requests were denied.

Social Committee:

·       Nothing to report.

Resident comments:

·       Nothing to report.

Old Business:

·       Paint estimates were again reviewed and discussed.  The board voted to postpone the actual painting of the inner circle units until next year.  The board would like to take those funds and apply them to more window replacements this year.  Several residents need window repairs and/or replacements. 

·       The board would also like to take some funds to replace more garage doors in need (we have replaced 8 so far in 2020). 

·       The board plans to rebuild 5 chimneys in 2020 but may have to replace more if it is determined that more chimneys are in desperate need of replacement. 

New Business:

·       The windows that were authorized for purchase have arrived and PSG will be being placing those windows in their designated residences as soon as possible.

·       Larry E. & Derry are to go around the neighborhood and assess the condition of windows, garage doors & chimneys.  They will present their findings at the next meeting.  The board will review the needs of the residents and attempt to rework the funds available so these areas can be rectified.

·       The board will begin discussions about the possibility of raising the monthly HOA dues next year. This is currently only being discussed and no decision has been made.

·       The board is reviewing the possibility of presenting to the residents at the October Annual meeting the possibility of instituting a Capital Preservation Assessment for future White Lick homebuyers.  This would not affect current homeowners and would only apply to people purchasing in the neighborhood in the future. 

·       The board is also looking at implementing very specific guidelines regarding what is and is not allowed in our neighborhood.  Again, this is merely being discussed at this time.

·       Larry E. announced that Susan K. will no longer be attending the monthly meetings.  Brandon Henton will be attending our meetings going forward.  Though Susan is still working for PSG, she is scaling back a bit and will no longer maintain a workspace in the local office.

The meeting ended at 5:20 pm.

The next monthly meeting will be held at 3:30 p.m. on Wednesday, July 8th at the Property Services Group office, 1309 Reeves Road, Plainfield.  Weather permitting the meeting will be held outside on the rear patio.

JUNE MINUTES APPROVED:

Chestnut & Shrock via email on 6/14/20

Schwegman & Bruner via email on 6/15/20

April Board meeting

Wednesday's meeting is cancelled due to the quarantine.  The next meeting is planned for May 13th. This date is subject to change.

March 2020 Board Mintues

White Lick Home Owners Association Board Meeting Minutes

March 11, 2020

Property Services Group Office, 1309 Reeves Road, Plainfield

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

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

One resident in attendance.

The meeting began @ 4:33 pm

February minutes were approved via e-mail.

Financial Report:

·       Susan K. reviewed the monthly financials.

o   Financials were approved unanimously by the Board.

Architectural Committee:

·       Nothing to report.

Social Committee:

·       Nothing to report.

Resident comments:

·       Nothing to report.

Old Business:

·       The Board asked questions regarding Classic Lawncare’s estimate for leaf removal in the fall.  The Board accepted the leaf estimate.

·       The Board discussed window replacements & the estimate from Blair Windows.  Further window discussion and determining what will be purchased will follow next month.

·       Paint estimates were received from two companies.  More estimates were requested.  This item was tabled until the next meeting when more information is available.

·       The board discussed several resident issues and resolution/follow-up to those issues.

New Business:

·       Larry Edwards reported he submitted the building permits for the chimneys scheduled to be replaced this year.

The meeting ended at 5:41 pm.

The next monthly meeting will be held at 4:30 p.m. on Wednesday, April 8th at the Property Services Group office, 1309 Reeves Road, Plainfield.

MARCH MINUTES APPROVED:

Chestnut & Schwegman via email on 3/20/20

Bruner via email on 3/21/20

Shrock via email 3/23/20

February 2020 Board Minutes

White Lick Home Owners Association Board Meeting Minutes

February 12, 2020

Property Services Group Office, 1309 Reeves Road, Plainfield

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

Property Service Management Group staff in attendance:  Larry Edwards

No residents in attendance.

(NOTE:  The board did not meet in December or January)

The meeting began @ 6:02 pm

November minutes were approved via e-mail.

Financial Report:

·       November, December & January financials were approved.

·       Susan C. noted there are two pending issues that need to be resolved:

o   Charge billed to resident

o   Credit given back to HOA from PSG

Architectural Committee:

·       The board addressed the recurring issue of Architectural Change Request Forms being submitted to PSG incomplete.  PSG will monitor the process and ask for more or correct information before passing along to the Chair of the Architectural Review Committee.  If the Architectural Review Committee Chair receives an incomplete request, it will be denied and returned to the homeowner asking for the appropriate information to be included so an informed decision can be made.

Social Committee:

·       Nothing to report.

Resident comments:

·       There were no residents in attendance.

Old Business:

·       Larry reported he had received several calls from residents about windows needing to be replaced.  The board had received an estimate on wooden replacement windows in the fall and asked that an estimate be submitted on vinyl windows.  The board asked Larry to again contact the window company to get an estimate on vinyl windows.  Once that is received, the board will approve the purchase of windows so we can begin replacing some resident’s windows.

·       The board discussed several resident issues and resolution/follow-up to those issues.

New Business:

·       It was officially announced that Diana Laybold had resigned her position on the board.  The board would like to proceed with four members at this time.

·       Larry passed out a copy of the updated directory.

·       Larry passed along the new Nationwise Insurance breakdown.  The cost of the policy has increased $900.

·       Larry presented the board with a new PSG contract, at the board’s request.  Susan C. requested that the board have one month to review and visit again at the March meeting.

·       A newsletter is being drafted by the Board and should be sent to residents in the near future.

·       The board requested that PSG begin the process of attaining paint quotes.  The inside circle of homes is due to be painted this summer. 

·       John S. had received a call from a resident who was having issues with their garage door.  The board approved the replacement of that resident’s door & the attached unit as well.  Two garage doors were replaced in February as well for having the same issue.

·       The board requested that PSG contact Classic Lawncare to get a bid for leaf removal.  The objective being that the leaves will be mulched as they were last fall.  This seems to be a good process leaving minimal leaves in the yard to blow over the winter.

·       The board requested that PSG change the process by which the bills are paid and approved. 

·       John S. (along with Diana Laybold in some cases) has visited 3 of the 6 new residents in the community.  They will visit the other 3 in the near future.

The meeting ended at 7:43 pm.

The next monthly meeting will be held at 4:30 p.m. on Wednesday, March 11th at the Property Services Group office, 1309 Reeves Road, Plainfield.

FEBRUARY MINUTES APPROVED:

Chestnut & Shrock via email: 2/18

Bruner via email: 2/19

Schwegman via email: 2/22

Board Meeting

Attention Owners: The next scheduled Board Meeting will be held on Wednesday, February 12th 6:00pm at the Property Services Group Office located at 1309 Reeves Road Plainfield, IN 46168

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