May 2015 Board Minutes

BOARD:  Max Roe, Betty Shaw, Sharon Eichmann, Veronica Coleman

MANAGEMENT:  Larry Edwards, Susan Keene

HOMEOWNERS:  Pat Alexander, Loma Chan, Karen Crowe, Steve Linson

The Country Village Board met on May 11, 2015, at The Harrison.  The March financials and Accounts Receivables were reviewed.

OLD BUSINESS:

• Susan Keene with PSG passed out 2015 contracts for Outdoor Solutions (fertilizer), Elite Pro Painting and Classic Lawncare to all Board members
• Veronica Coleman made a motion to call a special meeting with an attorney.  She wants the attorney’s explanation of the rules and regulations so the Board can make informed decisions. She would also like the attorney to explain the duties and responsibilities of each Board officer and member. The motion failed for a lack of a second.
• Sharon Eichmann made a motion to contract PSG to design and host a web page for Country Village.  The Board has talked about this topic for long enough and it is now time to enhance the communication investment for homeowners.  Betty Shaw seconded.  The motion passed.
• The Board addressed a concern by reaffirming Article 6 of the By-laws.  This article affirms that the checks can be signed by officers or employees, and the Board designates Property Services Group as the signee.  It also affirms that contracts may be signed by the Board President or Secretary.  The reaffirmation of Article 6 was approved with a motion by Sharon Eichmann and a second by Betty Shaw.

NEW BUSINESS:

• The Board approved a summer newsletter when the web site becomes available.  The information will be as follows:

               Lawn Treatment information

               Pets

               Garage Sale

               Trash information

               Mayor’s Action Line

               Western Amenity information

               Annual meeting

• The Board was presented with three quotes for the removal of five trees on the complex.  The maples are alive but causing damage to the water lines and sidewalks.  The ash trees are dead or dying.  The Board discussed the separate bids from Broad Ripple Tree Service, Wolf’s Tree Service, and Ping’s Tree Service.  After comparing individual costs per tree, the Board approved the bid of Ping’s Tree Service.  This company will provide more service for less money.
• The Ping’s contract calls for the removal of the trees, the removal of the stumps and the grinding of the roots.  There will be considerable debris from the stump grinding but that will be removed by PSG.  The Board will be provided with the revised Ping’s Tree Service contract at the next meeting.  Brandon from PSG will also contact all affected homeowners to give them notice about the tree removal date.
• Steve Linson has asked that the center downspout be removed from his gutters and the hole from the downspout covered.  He knows that the driveways are the homeowner’s responsibility, and he also knows that the new downspout has been causing damage to his driveway.

The meeting was adjourned.

March 2015 Board Minutes

BOARD:  Max Roe, Betty Shaw, Sharon Eichmann, Steve Fulkerson, Veronica Coleman

MANAGEMENT:  Larry Edwards, Susan Keene

HOMEOWNERS:  Mr. and Mrs. Vernon, Loma Chan, Karen Crowe, Kendra Meetz, Margie Bontrager

The Country Village Board met on March 9, 2015, at The Harrison.  The February financials and Accounts Receivables were reviewed.

OLD BUSINESS:

• Max Roe proposed a way to stagger the terms of the newly elected Board so the Association would not be choosing four of the five Board members in one year.  He offered a motion to give the two top vote getters the three-year terms, and the other two Board members would serve for two years.  It was seconded and approved by the Board. (Eichmann-Fulkerson)  The future elections will be as follows:

2016>>Steve Fulkerson

2017>>Veronica Coleman, Betty Shaw

2018>>Sharon Eichmann, Max Roe

• The Board received a letter from Jim Vernon stating that three homeowners had traveled to the PSG offices and audited the financial books for 2014.  They were provided with all reports necessary to check expenses and deposits.  All books are in good financial order. Karen Crowe asked the Board to check on a cost for an official outside audit.  Management will get a quote from Comer and Associates. This accounting firm specializes in providing audits for condominium association.

• Karen Crowe also reported a large maple tree that is destroying the sidewalk on Stillmeadow.  The Board and Management are aware of the problem, but that tree is on private property and the homeowner does not want us to do anything.  A couple of neighbors offered to speak with the homeowner about this situation.  The Board will also talk to Roy Wolf about the tree inventory and get his opinion on the right way to handle the large maples.  Should they be trimmed back as far as possible or removed and replaced with a smaller tree?

• The 2015 budget calls for the complete repair and painting of four buildings—two on Stillmeadow and two on Sunfield:

3121-23-27-29 Stillmeadow, 3131-33-37-39 Stillmeadow

8006-08-12-14 Sunfield, 8016-18-22-24 Sunfield

These four buildings are next on the painting schedule.  Two decks will also be addressed because of a potential collapse:

7831-37 Eagle Valley Pass, 8011-17 Sunfield

• Max Roe asked Roni Coleman to comment on her walk throughout the community.  Roni stated that the community looks like two different places.  Stillmeadow looks different from the other areas in Country Village.  She looked at buildings and landscaping and felt the area looked dated. Max agreed that Stillmeadow looked different from Sunfield, Piney Wood, Eagle Valley Pass, and Valley Farms.  First of all, the Stillmeadow section was the first built and sold.  It was built on a hill and definitely over-landscaped.  The trees are older and larger and should be addressed but how they should be addressed is the question. 

• The Board will continue to try to establish priorities so that all areas of Country Village are treated the same.  Everything that was talked about tonight takes money.  The Board has to address how to spend the maintenance fees and address the issues fairly.

The meeting was adjourned.