November 2018 Meeting Minutes

White Lick Home Owners Association Board Meeting Minutes November 14, 2018
Plainfield Public Library
Board members in attendance: Diana Laybold, Tom Lee, Susan Chestnut PSG staff in attendance: Larry Edwards, Susan Keene

• The meeting was called to order.
  
• Susan Keene gave the financial report
  
• Tom gave updates from the annual meeting. It was determined that the residents would
  like:
  o More transparency from the board
  o Breakdown information regarding costs & price quotes when requested o Better communication from the board.
  o Minutes from the meeting posted on the website
  
• Chimneys were discussed. Four have been completed this year with one left to be completed. If weather permits, the last chimney will be done, if not, the funds will go to purchase four new garage doors for residents who need them. Chimney replacement is just over half way done.
  
• Officers were elected for next year: o President: Stu Mason
  o Vice President: Diana Laybold
  o Secretary: Susan Chestnut
  o Building & Grounds: (Winter – Tom Lee, Summer – Derry Schrock)
  
• Diana asked for volunteers for the Architectural Committee & the Social Committee – Susan Chestnut volunteered to serve on either or both, whichever is necessary.
  
• The board looked at price quotes from: o 7 mowing companies
  o 4 leaf removal companies
  o 5 snow removal companies
  
• The board narrowed mowing down to two companies (Berger Hargis Landscape & JC
  Lawncare) but tabled the decision until more information is available as to whether they
  will use push mowers between the housing units & on the smaller front yards.
  
• The board narrowed the leaf removal down to one company (Berger Hargis Landscape)
  but is asking for more information about whether they would be willing to come back for a 2nd round if necessary & how much that would cost. (Not all trees have lost their leaves for the 1st pick up, so a 2nd pick up might be necessary, weather permitting).
  
• After comparing snow removal bids & what the fee covers, the board unanimously voted to continue using PSG Services.
  
• Diana proposed that we start distributing a quarterly newsletter to residents. There was discussion about what would be included in the 1st newsletter.
  
• There will be no December meeting. The next meeting will be on January 9, 2019.
  
• The meeting was adjourned.
  

October 2018 Annual Meeting

White Lick Home Owners Association Meeting Minutes October Annual Meeting
October 16, 2018
Plainfield Public Library

Board members in attendance: Stu Mason, Derry Schrock, Tom Lee PSG staff in attendance: Larry Edwards, Susan Keene

• The meeting was called to order.
  
• Susan Keene gave the financial report
  
• Several residents had complaints regarding the performance & the cost of:
  o Snow removal
  o Leaf pick-up
  o Mowing
  o Seeding of the grounds
  o Location of the monthly meetings
  
• Residents requested the board look at bids from several companies for next year regarding the above services and from other property services management companies.
  
• Residents inquired about the chimney replacements & the cost associated with that.
  
• Diana Laybold was reelected to the board & Susan Chestnut was elected to the board.
  (both offices were uncontested).
  
• The board announced that the monthly fee of $165 will remain the same next year.
  
• The board announced a $1.00 per unit per month raise was budgeted for Property
  Services Group, as they had not had a raise in several years.
  
• The next meeting was announced for Nov. 5th. They are normally held on the 2nd Wed.
  of the month, but this one was moved due to Derry Shrock leaving town on the 7th. All meetings will now be held at the Plainfield Public Library. The meetings start at 4:30. Residents are welcome to attend, but if they wish to speak about a subject, the board asks that they let them know so the resident can be placed on the agenda. Once the board goes into executive session, any guests will be asked to leave as confidential financial information will be discussed.
  
• The meeting was adjourned.
  

April 2018 Board Minutes

White Lick Homeowners

April 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville, George Cokinos

Management: Susan Keene Larry Edwards

The White Lick Board met on April 11, 2018, at the home of George Cokinos.  The March financials were reviewed, and the March minutes were approved as written.

RESIDENT REMARKS:

     Tom Lee talked with the Board concerning the water in his crawl space.  He put in two sump pumps but needed some place to put the water.  He consulted Larry about the drainage problem and wants to discharge his water into the drainage system.  Tom has hired Crawl Space Doctors, and they want to discharge into the street.  Because of the poor drainage in the back, any additional water will flood the area.  Duke Energy owns the land immediately behind him and there is a dirt mound with four electrical lines going through it to the transformer.  He will check with the town before deciding to go through the mound.

BUSINESS:

     The chimneys will begin soon with 212 being the first.  The Board approved replacing Mrs. Piel with Mr. Boswell for a 2018 chimney.

     Stu Mason has gone through the White Lick maintenance responsibility list to make a few corrections and changes:

                  Put list in alphabetical order    

                  Add homeowner responsibilities to this list

                                    Exterior doors                  Fireplace inserts

                                    Garage entry door            Crawl space well

                                    Interior doors

The meeting was adjourned

Next Meeting:  May 9, @ Diana Laybold at 4:30

2018 CHIMNEY LIST (in sequence)                                2019 List

212 Andrews                                                                              242 Andrews

206 Andrews                                                                              235 Andrews

258 Andrews                                                                              233 Andrews

250 Andrews

252 Andrews

March 2018 Board Minutes

White Lick Homeowners

March 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville, George Cokinos

Management: Susan Keene Larry Edwards

The White Lick Board met on March 12, 2018, at the home of Stu Mason.   The February financials were reviewed, and the February minutes were approved as written.

RESIDENT REMARKS:

     A homeowner has asked for Board approval to place a storage pod in the driveway for one day.  The Board approved the request.

     Mrs. Chestnut complained that the cracked wood around her window was supposed to be fixed but has not been done.  She also is upset because the leaves from Derry’s tree are blown against herhouse.

BUSINESS:

     Mr. O’Connor attended the meeting to bring up his concerns.  His discussion items are as follows:

  The documents state that the driveways are the homeowner’s responsibility.  The attorney advised the Board that this guideline is very vague.  The Board has approved taking the responsibility for the driveways.

  Larry stated in the Annual Meeting that the drainage repair between the center buildings cost $10,000.  He would like to see the bills for this.

  He again stated his concern about the bidding process.  The Board receives multiple bids for work at White Lick.  These bids are received in sealed envelopes

  Has the Board thought about an audit with a CPA?  The Board conducts it own compilation because an audit would be cost prohibitive.

     The Board approved the sealed bid from Shackelford Masonry for the chimneys in 2018.

The meeting was adjourned

Next Meeting:  April 11, @ George Cokinos at 4:30

2018 CHIMNEY LIST (in sequence)                                2019 List

212 Andrews                                                                              242 Andrews

206 Andrews                                                                              235 Andrews

258 Andrews                                                                              233 Andrews

250 Andrews

240 Andrews

February 2018 Board Minutes

White Lick Homeowners

February 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville, George Cokinos

Management: Susan Keene Larry Edwards

The White Lick Board met on February 12, 2018, at the home of Sheila Richardville.   The January financials were reviewed, and the January minutes were approved as written.

RESIDENT REMARKS:

     Sheila Richardville received a letter from a homeowner that detailed Mr. Fedor threatening his neighbor.  This incident is not the first one and this resident is going to take it to the police.  Any action she has with Mr. Fedor will be documented.

BUSINESS:

     Ralph Moore attended the first half of the meeting.  He was concerned about the continuous complaints from his neighbor, Mr. Holokwa, about his leaking gutter.  Larry has tried to seal the area with now success and will now call D & B Guttering to replace a section.  Mrs. Piel has also had the same problem with her gutters over the driveway.

     The letter from the attorney to Mr. Fedor concerning his garage door and junk around his home has been sent and he has been given until March 31 to get these complaints handled.

     Mr. Fedor has made an insurance claim with the Association’s insurance.  The adjustor thinks they may pay his medical bill when it is submitted. 

The meeting was adjourned

Next Meeting:  March 14 @ Stu Mason’s (248) at 4:30

2018 CHIMNEY LIST (in sequence)                                2019 List

212 Andrews                                                                              242 Andrews

206 Andrews                                                                              235 Andrews

258 Andrews                                                                              233 Andrews

250 Andrews

240 Andrews

January 2018 Board Minutes

White Lick Homeowners

January 2018 Board Minutes

Board:  Stu Mason, Diana Laybold, Sheila Richardville

Management: Susan Keene Larry Edwards

The White Lick Board met on January 10, 2018, at the home of Diana Laybold.   The December financials were reviewed.  The Board approved moving $10,000 to the Money Market from the checking account.

ARCHTECTURAL:

     The homeowners at 256 Andrews requested permission to add a step and railing to the porch.  The committee approved this application by phone vote.  The Board concurred.

RESIDENT REMARKS:

     Several homeowners were curious as to why there were no minutes for the Annual Minutes.   When you are participating in the meeting, it can be very hard to keep up.  Notes were available however, nothing was written in minute form.

     Management received 3 phone calls about clearing the sidewalks and steps.  No snow removal beging until there is 3”.

     Neighbors are complaining about Mr. Fedor and the junk he keeps outside his unit.  He also allows his dog to potty in other yards without cleaning up after it.  The attorney sent a certified letter, and Mr. Fedor’s response was not helpful.  Stu will get info from the police concerning Mr. Fedor’s threats to neighbors and workmen.

BUSINESS:

     The Board approved a motion for Management to solicit for bids for masonry on the chimneys.

     The following were appointed as officers for 2018:

     Stu Mason…President

     Diana Laybold…Secretary

     

The meeting was adjourned

Next Meeting:  February 12 @ Sheila Richardville (250) at 4:30

May 2017 Board Minutes

White Lick Homeowners

May 2017 Board Minutes

Board:  Diana Laybold, Michael Downs, Sheila Richardson, George Cokinos, Diana Laybold, Derry Shrock

Management: Susan Keene Larry Edwards

Homeowner:  Jim O’Connor

The White Lick Board met on May 10, 2017, at the home of Diana Laybold.

The April 4, 2017 Special Meeting to vote on the proposed rental amendment was reconvened.   The final tally was 63 votes for approval; this met the 75% needed for change.  Stuart Mason and Diana Laybold signed the amendment for recording.  The meeting was adjourned. (Richardville-Laybold)

The April minutes were approved with the following changes:

   The garage sale is June 3, 2017.

   The Board has agreed to reseeding areas with no grass with topsoil, grass seed, and straw. 

The April financials were reviewed and approved.

ARCHITECTURAL:

     The Board feels as if no one is asking the Architectural committee for permission to make changes.  Homeowners are cutting down trees without any authorization.  This item should be well-represented in the newsletter.  The Board is considering guidelines for front porch lights (15”). Guidelines on storm doors are also needed.  Sheila Richardville, Michael Downs, and Diana Laybold will get together to discuss guidelines for any exterior changes.

SOCIAL:

     Diana Laybold ordered the yard sign for the garage sale.  It will be in place from May 31 to June 4.

RESIDENT:

     Mr. O’Connor attended the Board and asked for time to address the Board.  His concerns were with the contractors and PSG.  He first asked if PSG made any financial gains with the contractors.  (NO.)  He also felt that the Board should go out for bids with contractors who do quality work. (Bids are always accepted on large projects.)  Mr. O’Connor made the assumption that the contractors are not licensed and bonded, and the Board does not receive sealed bids.  He had some problem concerning the roofers who should have to reroof because the chimneys are moving and creating gaps.  (The Board has already addressed this problem.)

     Another problem Mr. O’Connor addressed was Larry talking to homeowners.  Larry tells them that we have the materials (i.e. windows), but months go by before anything happens.  Other areas of concern include:

…Roof leaks caused by the furnace pipes…The pipes were not glued and run approximately 35 feet in the garage.  When the pipes make a turn to go out the flue, condensate will form and cause a leak.

…Larry said that Sandoval couldn’t do the snow removal.  Mr O’Connor asked Sandoval about this and was told that he could do it.

…Property line stakes have been moved on the west side of the property.  The board may need to have the line resurveyed. (Duke Energy owns the property to the west.)

BUSINESS:

     The big mowers used by Sandoval are still scraping areas between houses especially next to Sheil Richardville.  The weed eaters are cutting down hostas and other non-weeds.  This mowing doesn’t seem to be getting better.  Perhaps the grass needs to be cut at 3” or higher.

     The new windows are delivered on May 8.  PSG will begin replacement on the east side.  Fogged glass is the responsibility of the homeowner.

     Sheila Richardville asked PSG for a bid to reseed the center east side of the complex.  This should not be a band-aid fix.  Give a price for a load of dirt, labor to level the area, seed and straw cost.

The meeting was adjourned

Next Meeting:  June 14 @ Michael Downs (210)