Annual Meeting

See you at the ANNUAL MEETING Monday November 14, 2016 at Eastern Clubhouse 7:00 pm

September 2012 Board Minutes

COUNTRY VILLAGE HOMEOWNERS ASSOCIATION

Minutes – September 12, 2016

Attendees:                      Sharon Eichmann, Max Roe, Betty Shaw, Jane Stevenson

Absent:                            John Hedge

PSG:                                  Larry Edwards, Susan Keene

Homeowners Present:  Veronica Coleman, Steve Linson, and Kathy Messer

The meeting was called to order at 6:45 pm at the Harrison by Board President, Max Roe.  

Jane Stevenson read the minutes from the August Meeting.  Sharon Eichmann motioned to accept as read and Betty Shaw 2^nd the motion.

Susan Keene reviewed the financials.   Jane Stevenson motioned to accept financial information as presented and was seconded by Betty Shaw.  Susan Keene apologized that the financials are not current on the web site and will get them brought current this week.  She also reported there have been some inquiry asking what percentage of the HOA fee is designated to the reserve account.  FHA requires 10%.  Country Village is not FHA approved.  The board has discussed this and there is too much cost associated to being FHA approved and the process and cost is annual.  The percentage of the HOA fee applied to the reserve is 7%. 

Susan also presented a recommended budget for 2017.  After a review, it was decided that legal fees be reduced back to our usual $3,000.00 from a proposed budget of $9,000.00 and place the $6,000.00 where needed.  Several other line items had been increased such as tree work, seeding, concrete, vegetation and decking.  The budget will be reviewed at the annual meeting.  Homeowners should plan for an increase of the HOA fee for 2017 to $160.00.

A Newsletter from the board will be going out to address new Indiana Code governing elections and proxy voting.  Additionally, information will be included detailing information for trash collection.  Please note this is an authorized newsletter from your board of directors.

During the executive session, the board voted to not conduct a meeting in October as the Budget work has been completed.

Mark your calendar for November 14^th, 2016 for the Annual Meeting.  Location to be determined.

This concluded the general meeting at 8:00, Max thanked those homeowners present for their interest and attendance.

No further business, Max Roe called for a motion to adjourn.  Jane Motioned and Betty 2^nd the motion

Respectfully,

Jane Stevenson, Recording Secretary

August 2016 Board Minutes

Attendees:                      Sharon Eichmann, Max Roe, Betty Shaw, Jane Stevenson, John Hedge

PSG:                                  Larry Edwards, Susan Keene

Homeowners Present:  Veronica Coleman, Jim and Margaret Vernon and Steve Linson

                                          Loma Chan, Kathy Messer, Marjorie Bontrager, Karen Crowe, 

                                          Pam Roe, Jay Burnett,

Guest:                              Scott Tanner, Attorney for Country Village Homeowners Assoc.

The meeting was called to order at 6:45 pm at the Harrison by Board President, Max Roe.  

Susan Keene reviewed the financials.   Betty Shaw motioned to accept financial information as presented and was seconded by Sharon Eichmann.

At this time Max Roe introduce Scott Tanner, Attorney for Country Village Homeowners Association.    Mr. Tanner discussed many topics from the Articles of Incorporation that were amended in 2015 as a prelude to the updating of the By-Laws, occupancy requirements, tenancy requirements, etc.  Mr. Tanner explained that the Articles of Incorporation were amended before the 2015 annual meeting for staggering terms of five (5) board member and that the 2016 annual meeting would elect one (1) board member for a three year term.

Several homeowners had questions for Mr. Tanner regarding the timing of the changes that were made in conjunction to the November 2015 election for board members.  There appears to be some negative attention being given to having 5 board members when the By-laws state there are only to be 3.  The By-laws that are currently recorded provide for 5 board members.   The fact is there have been 5 board members for at least the last 25 years.

It is unclear as to why this is such an issue.  Numerous homeowners have spoken up stating they are satisfied with the board currently in place and have entrusted them to make the decisions necessary for this community.  Other facts that need to be documented is that the ability of the board to guide and direct Property Services work efforts are greatly impacted by the amount of funds available to do the work that is needed.  The fact there has been $7,980.18 spent to date in 2016 on legal fees against a line budget amount of $6,000.00.  And for 2015, $10,938.72 spent against a line budget amount of $3,500.00.  These overages account for $10,000.00 plus dollars less available funds for covering work to our properties.  Additionally, it impacts the reserve.  You can’t deposit money you don’t have in the reserve account!   This is a fact homeowners need to be worried about.  The fact the board has needed to consult with our legal counsel to address the issues presented by a handful of homeowners that seem to think the board does not have the best interest of our owners in mind.  

Other items discussed with our homeowners that were in attendance include the topic of trash collections and the proper handling of trash.  Boxes are to be broken down and bundled, tree limbs are to be tied and bundled.  The collection service will not pick up loose trash.  It is our responsibility to police our own trash.  It appears some of the issues are tenant related and we will be making plans to send correspondence to tenants as it is possible the owners do not pass down that type of information.

Country Village Homeowners Association Board meets the Second Monday of each month and all homeowners are welcome to attend the general meeting.  If they have specific items they wish to place on the agenda, they should contact Property Service office with their agenda items or contact any Board Member by the first Monday of the month.  The General Meeting begins at 6:45 and is held at the Harrison.  The General Meeting will be adjourned by 8:00 at which time an executive meeting will be conducted with just the board members and Property Services.  This allows the board the opportunity to discuss outstanding Homeowner fees and decide on the necessary actions to take to collect outstanding fees.

Mark your calendar for November 14^th, 2016 for the Annual Meeting.  Location to be determined.

This concluded the general meeting at 8:00, Max thanked those homeowners present for their interest and attendance.

Respectfully,

Jane Stevenson, Recording Secretary

July 2016 Board Minutes

Country Village Homeowners Association

Minutes – July 11, 2016

Attendees: Max Roe, Sharon Eichmann, Betty Shaw

Absent: John Hedge, Jane Stevenson

PSG: Larry Edwards, Susan Keene

Homeowners Present: Veronica Coleman, Jim and Margaret Vernon, Karen Crowe, Loma Chan, Kathy Messer, Judy Vance, Steve Linson

The meeting was called to order at 6:45pm at the Harrison by Board President, Max Roe.

Minutes were reviewed.  Sharon Eichmann motioned to accept and Betty Shaw seconded the motion to accept minutes as read.

Financials were reviewed by Susan Keene.  Betty Shaw motioned to accept and Sharon Eichmann seconded motion to accept financials as read.

Discussed on going progress of building repairs and painting.  Also, discussed limb/trash pickup and the need to curtail this activity due to budgetary considerations. The community will need to set up and participate in keeping areas around residences clean and bundle any tree limbs for regular trash pickup.  The exception will be if a big storm has come through then PSG will do a pick up.

As a result of the July 3, 2016 fireworks in the neighborhood exceeding the scope of what is allowed by city ordinances, Max discussed the use of legal and illegal fireworks in the community and the potential danger for damage to units as well as the cleanup costs for the resulting debris.  Other homeowners expressed similar concerns regarding this as well as the noise level experienced.  A letter will be sent to the homeowner of the unit involved in the fireworks activity advising them to comply with city ordinances and their responsibility for cleanup.

A question was raised regarding large trash cans and if our community would be getting them.  Max indicated that at this time he doesn’t have any more information.  If we get them, the City of Indianapolis will facilitate notification to homeowners via mail.

Max discussed the suspicious activity on Stillmeadow involving DEA visits.  Homeowners from Stillmeadow confirmed that they were aware of unusual high traffic volume on their street by unfamiliar vehicles.  Some indicated that they contacted local law enforcement but had met with no success or cooperation.  A letter will be sent to the homeowner  of the unit regarding drug activities of their renters and the need to evict.  Also, the roach infestation of this unit has spread to another owner’s unit and must be treated or owner will be billed for treatment of problem.

Steve Linson asked Max what can be done to address main driveways that are damaged/cracked.  In part some of the damage may have been caused by moving trucks.  Max will inspect the identified driveways.  Board is aware of problems with the driveways but budget constraints factor into work priorities for the community.

Karen Crowe asked Larry to look at some loose railings on her deck and indicated she had mentioned this to one of Larry’s employees.  In accordance with the established protocol she was instructed to call PSG office and submit a work order.

This concluded the general meeting at 7:40pm.  Max thanked the homeowners present for their interest and attendance.

Respectfully submitted,

Sharon Eichmann

Board Member

August 2016 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$130,464.00		$195,696.00
Interest		$3.37		$20.00
Miscellaneous		$(977.00)		$-
Total:		$129,490.37		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$51,491.88		$68,200.00
COMMON GROUNDS:		$11,491.67		$21,657.60
LANDSCAPE:		$25,011.67		$45,800.00
ADMINISTRATION:		$35,864.88		$45,932.00
RESERVE:		$6,600.00		$13,300.00
Total:		$130,460.10		$181,042.00
Income:		$969.73		$398.00
Assets:
First Merchants Checking		$2,380.42
First Merchants Money Market		$12,941.34
Accounts Receivable
Maintenance Fees		$8,424.05
Total:		$23,745.81
Capital:
Net Worth		$24,715.54
YTD Income		$(969.73)
Total:		$23,745.81

July 2016 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$114,156.00		$195,696.00
Interest		$2.85		$20.00
Miscellaneous		$(977.00)		$-
Total:		$113,181.85		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$47,226.30		$68,200.00
COMMON GROUNDS:		$9,888.02		$21,657.60
LANDSCAPE:		$19,606.42		$45,800.00
ADMINISTRATION:		$31,916.60		$45,932.00
RESERVE:		$6,600.00		$13,300.00
Total:		$115,237.34		$181,042.00
Income:		$2,055.49		$398.00
Assets:
First Merchants Checking		$2,380.42
First Merchants Money Market		$12,940.82
Accounts Receivable
Maintenance Fees		$9,515.05
Total:		$24,836.29
Capital:
Net Worth		$26,891.78
YTD Income		$(2,055.49)
Total:		$24,836.29

June 2016 Board Minutes

COUNTRY VILLAGE HOMEOWNERS ASSOCIATION

Minutes – June 13, 2016

Attendees:                      Sharon Eichmann, John Hedge, Max Roe, Betty Shaw, Jane Stevenson

PSG:                                  Larry Edwards, Susan Keene

Homeowners Present:  Veronica Coleman, Jim and Margaret Vernon, Kathy Messer, Steve Linson

                                          Bill Nahas, Barbara Kaiser

The meeting was called to order at 6:50 pm at the Harrison by Board President, Max Roe.  

Minutes were reviewed.  Sharon Eichmann motioned to accept and Betty Shaw seconded motion to accept minutes as read.

Financials were reviewed by Susan Keene, Jane Stevenson motioned to accept and Betty Shaw seconded motion to accept financials as read.

A letter was sent to 7946 Sunfield regarding over growth of vegetation.  Owner has two weeks to clean up or PSG will take necessary action and the owner will be billed for the work effort.

Max Roe presented bills for copies made for the amendment to the By-Laws and recording fees.  Sharon Eichmann motioned to reimburse Max for these expenses, Jane Stevenson seconded this motion.

Discussed building repairs and painting.  Also discussed tree work.  Some tree work has been done.  Other work will need to be delayed as we do not have the necessary funds to do all of the work needed.  If a homeowner needs a tree removed, there is nothing in the by-laws stating the owner could not proceed with removal and the owner to pay that expense.

Larry will get copy of bids to Board for stone work at 3038 Valley Farms.  Need response no later than Wednesday as to which company is awarded the work.

Letter sent to property owner on Piney Wood regarding landscaping issues.  Have had no response.

This concluded the general meeting at 7:40pm, Max thanked those homeowners present for their interest and attendance.

Mark your calendar for November 14^th, 2016 for the Annual Meeting.  Location to be determined.

______________________________________________________________________

Respectfully,

Jane Stevenson, Recording Secretary

June 2016 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$97,848.00		$195,696.00
Interest		$2.36		$20.00
Miscellaneous		$(977.00)		$-
Total:		$96,873.36		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$27,442.99		$68,200.00
COMMON GROUNDS:		$8,501.94		$21,657.60
LANDSCAPE:		$14,662.04		$45,800.00
ADMINISTRATION:		$28,320.32		$45,932.00
RESERVE:		$6,600.00		$13,300.00
Total:		$85,527.29		$181,042.00
Income:		$11,346.07		$398.00
Assets:
First Merchants Checking		$19,718.47
First Merchants Money Market		$12,940.33
Accounts Receivable
Maintenance Fees		$5,648.05
Total:		$38,306.85
Capital:
Net Worth		$26,960.78
YTD Income		$11,346.07
Total:		$38,306.85

May 2016 Board Minutes

COUNTRY VILLAGE HOMEOWNERS ASSOCIATION

Minutes – May 9, 2016

Attendees:                      Sharon Eichmann, Max Roe, Betty Shaw, Jane Stevenson

Absent:                            John Hedge

PSG:                                  Larry Edwards, Susan Keene

Homeowners Present:  Veronica Coleman, Jim and Margaret Vernon, Karen Crowe

                                          Loma Chan, Kathy Messer, Jay and June Burnett, Judy Vance

The meeting was called to order at 6:45 pm at the Harrison by Board President, Max Roe.  

Minutes were reviewed.  Correction made for spelling of John Hedge’s name.  Sharon Eichmann motioned to accept and Betty Shaw seconded motion to accept minutes as read.

Susan Keene reviewed the financials.   Considerable discussion regarding the fact homeowners were not privileged to review the financial information in detail, only the board saw the invoices and bills.  They wanted to see what we were hiding.  Jim Vernon spoke in favor of the board stating that his vote for the sitting board was in trust that the board would perform their duties in the best interest of the homeowners.   It was requested that the detailed information be posted on the web page for all to see.  A motion was made by Jane Stevenson to allow the board to further discuss this matter during the executive session.  Sharon Eichmann seconded the motion.

During the discussion of financials, a petition was presented to board Secretary Jane Stevenson. 

Action petitioned for: 1) restore a level of homeowners' authority removed by the Board through its January 11, 2016 bylaws approval that did not include homeowners' comments. The homeowners will develop a recommendation to amend certain sections of the By-Laws for submission to the Board of Directors,

2) remove two directors in order to be in compliance with our governing documents during the November 9, 2015 election.

President Max Roe asked if any of the homeowners present is responsible for and would take ownership of a newsletter and or web page being distributed.  None of those present were willing to comment.  Further comment made by Mr. Roe is the fact it seemed odd that the newsletter was distributed shortly following the monthly board meeting and that publisher seemed privy to information from the board meeting.  At this point Homeowner Kathy Messer spoke up and stated she has attempted to make a comment on the web page but was unwilling to provide the detailed information required to leave such a comment when she, Kathy, did not know who was getting this personal information.  Jane Stevenson made the same comment.

Tree bids were reviewed.  It is still uncertain as to what work will be performed.

This concluded the general meeting at 8:00pm, Max thanked those homeowners present for their interest and attendance.

Mark your calendar for November 14^th, 2016 for the Annual Meeting.  Location to be determined.

May 2016 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$81,540.00		$195,696.00
Interest		$1.97		$20.00
Miscellaneous		$(977.00)		$-
Total:		$80,564.97		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$19,333.96		$68,200.00
COMMON GROUNDS:		$6,629.50		$21,657.60
LANDSCAPE:		$12,612.80		$45,800.00
ADMINISTRATION:		$24,651.34		$45,932.00
RESERVE:		$3,300.00		$13,300.00
Total:		$66,527.60		$181,042.00
Income:		$14,037.37		$398.00
Assets:
First Merchants Checking		$22,895.66
First Merchants Money Market		$9,639.94
Accounts Receivable
Maintenance Fees		$5,681.55
Total:		$38,217.15
Capital:
Net Worth		$24,179.78
YTD Income		$14,037.37
Total:		$38,217.15

Community Garage Sale: June 25th

It's that time of year again...clean out your stuff at Country Village's Community Garage sale on Saturday, June 25th! Participation is free.

Revised By-Laws and Amendments

This year Country Village HOA updated the By-Laws and Amendments for the community. To read or download a copy of each, click the links below:

Country Village By-Laws (Revised 2-23-16)
Country Village Amendments (5-11-16)

April 2016 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$65,232.00		$195,696.00
Interest		$1.60		$20.00
Miscellaneous		$(4,977.00)		$-
Total:		$60,256.60		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$14,885.27		$68,200.00
COMMON GROUNDS:		$5,342.92		$21,657.60
LANDSCAPE:		$6,118.90		$45,800.00
ADMINISTRATION:		$19,430.65		$45,932.00
RESERVE:		$3,300.00		$13,300.00
Total:		$49,077.74		$181,042.00
Income:		$11,178.86		$398.00
Assets:
First Merchants Checking		$23,528.02
First Merchants Money Market		$9,639.57
Accounts Receivable
Maintenance Fees		$6,667.55
Total:		$39,835.14
Capital:
Net Worth		$28,656.28
YTD Income		$11,178.86
Total:		$39,835.14