February 2019 Board Minutes

White Lick Home Owners Association Board Meeting Minutes

February 13, 2019

Plainfield Public Library

Board members in attendance: Stu Mason, Diana Laybold, Susan Chestnut, Tom Lee

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

Four residents in attendance.

Meeting was called to order at 4:32 PM by Stu Mason.

January minutes were approved via e-mail.

Financial Report:

Susan Keene went over the January Finance report & reported that Indiana Farmer’s insurance has requested to submit a bid for White Lick Coverage.

·       Susan Chestnut questioned Larry Edwards about the labor charges for installation of one window at 205 Andrews, as charges were not broken down on the invoice.  She also requested to see the price breakdown of the windows.  Larry E. is to get this information for her. 

·       Larry E. updated on the issue of providing ice melt to residents.   He said many residents request ice melt while they are removing the snow, so he provides it to them at no charge to the HOA.  Susan C. requested that he show the services he provides at no charge on his invoices so the board can get the whole picture of his services and not just of those services he charges for.

·       Susan C. asked about PSG’s labor rate charges and charges from outside companies for shoveling the snow around the mailboxes.  She requested that Larry E. provide us a flat rate figure (as opposed to hourly charges) for future snow removal around the mailbox.  Tom Lee stressed that we needed to continue removing the snow & spreading ice melt at the mailboxes for our resident.  Stu Mason noted that we need to continue some of these practices as we have set the precedent and have done these in the past (i.e. snow removal at mailboxes & ice melt). 

·       Susan C. suggested that the board look at moving some of the reserve funds to an account providing a better interest rate.  Following some discussing, Diana Laybold made a motion that we move a large portion of the reserve to this account.  Tom Lee seconded the motion.  S.  Keene will handle the transfer.

Finance Report

·       Stu M. stated the financial report will stand as read noting that Susan C. did not approve the finance report due to the board not receiving itemized information.

Residents comments:

·       No residents requested to be on the agenda. 

·       Stu M. informed those attending of the attached guidelines for residents if they wish to address the board (attached at the bottom of these minutes).

·       Jim O’Connor requested to be on next month’s agenda.  He would like to discuss the property lines on the West side & the PUD.

Architecture Committee report:

·       Nothing to report.

Social Committee report:

·       Diana reported that she would like to be more vigilant when one of our neighbors/residents passes away.  She inquired about flowers, how to find out when a resident passes, etc.?  Unfortunately, we don’t often hear the news unless/until the family contacts Property Services Group.

Old Business:

Insurance coverage of our contractors.

·       Our contractor all have at least ½ million, several have one million.

Leaves:

·       S. Keene has contacted our #1 choice for next year.  They said they would come back for a 2^nd leaf pickup but have yet to submit a quote.  Susan K. will update when she hears back.

New Business:

·       Some residents inquired as to why the sidewalks were not shoveled after the last few snow falls.  The guideline is 3” or more.  However, Stu M. suggested that this was somewhere the board might need to have some flexibility.  The board decided to deal with this on a case-by-case basis in the future.  The board will look at how much snow has fallen, the forecast for the next few days, and any other necessary factors.  They will then make the decision whether to have the walks shoveled.    

·       Stu suggested that he could become the point person for the ice melt for the residents.  Larry E. will drop off many bags of ice melt to be stored in Stu’s garage.  Residents can pick it up from Stu’s residence when they need it.

·       Tom L. offered to deliver a message to residents explaining the ice melt change & reminding residents to remove newspapers, mats at the front doors, or anything else that can hamper snow removal when snow is in the forecast.

·       Tom L.  brought attention to the driveway at 209 Andrews, which appears to be sinking.  It is cracked in several places and requires attention.

o   Larry E., Derry Schrock & Tom L. will go around the complex in the spring to make a list of the areas that need attention.  Taking that list to the contractor for a bid on cost to repair.

Motion was made to adjourn by Stu Mason

1^st – Diana Laybold

2^nd  - Susan Chestnut

Meeting adjourned at 5:33.

The next meeting will be held Wednesday, March 13^th at the Plainfield Library.

Guidelines for visitors:

1.     The board meeting is a time designated for the board and the management company to conduct the business of the community

2.     The board meeting is not a public forum for questions or discussion

3.     There are ways to communicate ideas and questions to the board, including:

a.     Engage an individual board member

b.     Contact management company office.  Comments will be brought to the meeting

c.     Call ahead of time to reserve a spot on the meeting agenda with a specified subject.  A time will be set aside for discussion on the subject.

       4.       Questions or discussion from visitors will not be entertained during the meeting.

____________________________________________________________________________________

FEBRUARY MINUTES APPROVED:

Chestnut, Laybold & Lee, 2/15/19 via e-mail

Mason, 3/3/19 via e-mail

January 2019 Board Minutes

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:

1^st  - Diana Laybold

2^nd – 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 5^th 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. 1^st 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 5^th 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:

1^st -  Susan Chestnut

2^nd  - Diana Laybold

Motion made to approve December financial report:

1^st – Diana Laybold

2^nd  - 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 1^st 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 2^nd time for leaf pick up.  This was not included in their bid for 2019.

New Business:

·       Since we had to forgo the 2^nd 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

1^st – Diana Laybold

2^nd  - Susan Chestnut

Meeting adjourned at 5:59.

The next meeting will be held Wednesday, Feb. 13^th at the Plainfield Library.

____________________________________________________________________________________

JANUARY MINUTES APPROVED:

Laybold & Chestnut, 1/22/19 in person

Mason, 1/26/19 via e-mail

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