September 2015 Board Minutes

COUNTRY VILLAGE HOA

September 2015 Minutes

BOARD:  Max Roe  Steve Fulkerson  Sharon Eichmann  Betty Shaw  Roni Coleman

MANAGEMENT:  Larry Edwards  Susan Keene

The August minutes, financials, and accounts receivable were reviewed.  Max Roe wanted to thank Steve Linson for removing the graffiti. (Sharon Eichmann-Steve Fulkerson)

HOMEOWNER TOPICS:

The By-Laws of the Association call for the Annual Meeting to be held on October 6, not in November.  Would the November meeting be considered void?  The topic has been discussed at a former meeting, and the attorney has answered with his opinion.  The Annual Meeting can legally be held on November 9, 2015.

Why must homeowners sign the ballot?  The proxy must be signed, but ballots should be able to remain anonymous.  A legal opinion is forthcoming.

The lowest bid for the sweet gum tree removal at Karen Crowe’s address is $995.00.  The Board will not be responsible for the full cost of cutting down a live tree.  Past practice has been to share the cost with the affected homeowner.  (Vernon-Wesley)  Karen Crowe asked if she could get her own contractor to bid.  The Board approved as long as the contractor is insured and licensed.

Water meter pits need to be identified with the address.  In the past Property Services Group stenciled the address numbers on them so the Association pits could be identified.  That paint has since worn off.

BOARD ACTION:

The Board agreed to meet at a later date to finalize the 2016 proposed budget.  The Board will present homeowners with a choice of 4 budgets. 

The meeting was adjourned.

August 2015 Board minutes

COUNTRY VILLAGE HOA

August 2015 Minutes

BOARD:  Max Roe  Steve Fulkerson  Sharon Eichmann  Betty Shaw  Roni Coleman

MANAGEMENT:  Larry Edwards  Susan Keene

The July minutes were reviewed.  Roni Coleman added a correction to the July minutes.  She also asked the CPA firm if they do reviews.  The answer was no, only compilations.  The minutes were accepted as corrected. (Fulkerson-Eichmann)

The July financials and accounts receivable were reviewed.

OLD BUSINESS:

Roni Coleman pointed out that the new Indiana Condominium statutes only apply to those Associations that were incorporated after a certain date.  All Associations incorporated before the date would have to approve the law by homeowner vote.  Larry Edwards stated that the explanation he received did not state that, and he will ask Scott Tanner or Greg Chandler, authors of the bill, about this.

NEW BUSINESS:

The Board briefly discussed the 2016 budget to be presented to the homeowners at the Annual Meeting.  The 2016 priorities are again the buildings, the deck structures, and the tree landscaping.  Several budget items will need subcategories so the Board will know more precisely how the money is being spent.  The “Decks” line item will be split into “Flooring” and “Structure”.  The same will happen for “Common Area” with three subcategories…”Drainage, Trash Pick-up, Mailboxes.”  Other line items will be looked at accordingly.

Susan Keene of PSG will prepare four budget proposals for the Board to discuss.  Three of the budgets will have a line item for Audit, Compilation, or Review.  The fourth will not include that line item.  The Board will change amounts as it sees fit.  Susan has been directed to include an appropriate increase in the maintenance fee.  Documents call for an 8% increase ($11.00) without homeowner approval.

Homeowners met with the Board preceding the meeting.  There was no formal agenda since no topics were given in a timely manner, but homeowners brought up the following items:

• Moles are still a problem.  Grub control may be needed for next year’s fertilization bid.
• Cracks in the driveways are a homeowner responsibility.  Repairs would need white sand and self-leveling concrete.
• Management will be spraying the webworms in the maple trees with Sevin.
• Homeowners are responsible for termite treatment inside the chimney.  Association takes care of the outside stone.
• The documents state that the Annual meeting is to be held on the 2^nd Tuesday of October.
• The Board will talk to the Western Board about children walking on the top of the large wall between Stillmeadow and the Western neighborhood.

The meeting was adjourned.

December 2015 Financials (Board Amended)

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$181,440.00		$181,440.00
Interest		$4.70		$100.00
Miscellaneous		$3,381.18		$-
Total:		$184,825.88		$181,440.00
EXPENSES:
BUILDING MAINTENANCE		$57,060.19		$60,200.00
COMMON GROUNDS:		$24,635.60		$18,460.00
LANDSCAPE:		$44,182.99		$41,250.00
ADMINISTRATION:		$58,306.55		$61,530.00
RESERVE:		$7,166.00		$8,000.00
Total:		$191,351.33		$181,042.00
Income:		$6,525.45		$398.00
Assets:
Ameriana Checking		$5,078.95
Ameriana Money Market		$6,337.75
Accounts Receivable
Maintenance Fees		$13,784.55
Total:		$25,201.25
Capital:
Net Worth		$31,726.70
YTD Income		$6,525.45
Total:		$25,201.25

November 2015 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$166,320.00		$181,440.00
Interest		$4.16		$100.00
Miscellaneous		$3,381.18		$-
Total:		$169,705.34		$181,440.00
EXPENSES:
BUILDING MAINTENANCE		$51,104.57		$60,200.00
COMMON GROUNDS:		$22,863.80		$18,460.00
LANDSCAPE:		$37,738.99		$41,250.00
ADMINISTRATION:		$54,637.23		$61,530.00
RESERVE:		$7,166.00		$8,000.00
Total:		$173,510.59		$181,042.00
Income:		$3,805.25		$398.00
Assets:
Ameriana Checking		$6,662.69
Ameriana Money Market		$6,337.21
Accounts Receivable
Maintenance Fees		$12,837.00
Total:		$25,836.90
Capital:
Net Worth		$29,642.15
YTD Income		$3,805.25
Total:		$25,836.90

October 2015 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$151,200.00		$181,440.00
Interest		$3.64		$100.00
Miscellaneous		$3,381.18		$-
Total:		$154,584.82		$181,440.00
EXPENSES:
BUILDING MAINTENANCE		$46,751.06		$60,200.00
COMMON GROUNDS:		$22,087.58		$18,460.00
LANDSCAPE:		$37,738.99		$41,250.00
ADMINISTRATION:		$48,023.95		$61,530.00
RESERVE:		$7,166.00		$8,000.00
Total:		$161,767.58		$181,042.00
Income:		$7,182.76		$398.00
Assets:
Ameriana Checking		$6,737.70
Ameriana Money Market		$6,336.69
Accounts Receivable
Maintenance Fees		$9,498.55
Total:		$22,572.94
Capital:
Net Worth		$29,755.70
YTD Income		$7,182.76
Total:		$22,572.94