February 2016 Board Minutes

COUNTRY VILLAGE HOMEOWNERS ASSOCIATION

Minutes – February 8, 2016

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

PSG:                                  Larry Edwards, Susan Keene

Homeowners Present:  Veronica Coleman, Jim and Margaret Vernon

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

Secretary’s report was distributed to Board Members for review and revisions.   Ms. Coleman requested a copy of the minutes and it was explained they have not yet been reviewed and approved by the Board.  Once they were, they would be available on the PSG Country Village web site for all homeowners to read.

Sharon Eichmann requested the minutes to be amended to include the discussion last meeting regarding the expense of the coupon booklets.  No other revisions were requested.  Sharon Eichmann moved we accept the minutes as amended, Betty Shaw seconded the motion.

Susan Keene reviewed the Balance Sheet and expenses for January.  There was an expense on the balance sheet for services in December.  It was requested the expense for leaf removal in December be moved to the December expenses.    Ms. Coleman asked when the Financials for the October and November would be on the web site.  Susan will post these and stated December has been posted.  No other revisions were requested, John Hughes moved to accept the financials as amended, Sharon Eichmann seconded the motion.

This concluded the general Board meeting.  Max Roe thanked our homeowners in attendance for their participation.

Respectfully,

Jane Stevenson, Recording Secretary

February 2016 Financials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$32,616.00		$195,696.00
Interest		$1.09		$20.00
Miscellaneous		$(4,977.00)		$-
Total:		$27,640.09		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$9,334.71		$68,200.00
COMMON GROUNDS:		$2,644.62		$21,657.60
LANDSCAPE:		$1,098.00		$45,800.00
ADMINISTRATION:		$9,399.69		$45,932.00
RESERVE:		$1,100.00		$13,300.00
Total:		$23,577.02		$181,042.00
Income:		$4,063.07		$398.00
Assets:
Ameriana Checking		$13,285.93
Ameriana Money Market		$7,438.84
Accounts Receivable
Maintenance Fees		$6,143.55
Total:		$26,868.32
Capital:
Net Worth		$22,805.25
YTD Income		$4,063.07
Total:		$26,868.32

January 2016 Finanacials

				APPROVED
		YTD		2015 Budget
REVENUE:
Maintenance Fees		$16,308.00		$195,696.00
Interest		$0.52		$20.00
Miscellaneous		$(4,977.00)		$-
Total:		$11,331.52		$195,716.00
EXPENSES:
BUILDING MAINTENANCE		$3,515.39		$68,200.00
COMMON GROUNDS:		$1,152.80		$21,657.60
LANDSCAPE:		$336.00		$45,800.00
ADMINISTRATION:		$6,142.79		$45,932.00
RESERVE:		$1,100.00		$13,300.00
Total:		$12,246.98		$181,042.00
Income:		$915.46		$398.00
Assets:
Ameriana Checking		$9,183.97
Ameriana Money Market		$7,438.27
Accounts Receivable
Maintenance Fees		$5,977.00
Total:		$22,599.24
Capital:
Net Worth		$23,514.70
YTD Income		$915.46
Total:		$22,599.24

January 2016 Board Minutes

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

Absent:                             John Hughes

PSG:                                 Larry Edwards, Susan Keene

Homeowners Present:      Veronica Coleman

The meeting was called to order at 6:45 pm at the Harrison by 2015 Board President, Max Roe.  

The first order of business was the election of board officers for the 2016 year.

Jane Stevenson made the motion that Max Roe remain President, motion was seconded by Sharon Eichmann.

Sharon Eichmann made the motion that Jane Stevenson be the secretary, motion was seconded by Betty Shaw.

Sharon Eichmann made the motion that Betty Shaw be the Vice President, motion was seconded by Jane Stevenson.

Susan Keene will retain treasurer’s duties with John Hughes reviewing the financials each month.

Susan reviewed the final operating statement for 2015.  Jane Stevenson motioned to accept the financials as read, motion was seconded by Betty Shaw.

Max Roe and Larry Edwards recently conducted a walk around to assess our properties for maintenance and repairs as funds permit.  A list of these properties and the needed repairs was distributed.  Additionally, this list included a multitude of trees that require trimming or removal.

A question was raised by Jane Stevenson regarding the need for coupon books to see if this expense could be eliminated.  Susan Keene stated that a majority of the homeowners still depend on the booklets.  It would not be a good idea to eliminate at this time.  We discussed the need to encourage more to use the direct debit option.

The By-Laws for the association have been revised as necessary.  The board has reviewed these By-Laws by Executive Session in December and submitted revisions to Tanner Law Group.  A final document was distributed for review and approval.  Each board member gave their approval.  Max Roe, President and Jane Stevenson as Secretary has executed the documents in the presents of Notary Pam Roe.  The document will be recorded.  A copy of the recorded document will be hand delivered to each on property homeowner and a copy will be mailed return receipt requested to absentee homeowners.  Each homeowner is responsible for providing this document to any real estate representatives in the event they are selling the property.  It is not the responsibility of Property Services Group.

Max Roe opened discussion regarding a proposed policy change pertaining to tree removal expenses. Currently a homeowner is responsible for 50% of the removal cost and the HOA the other 50% when a homeowner requests tree removal and the tree is not diseased or damaged due to wind, lightning etc.  The new proposal would put the burden of cost entirely on the homeowner if said homeowner just wants to have the tree removed and the tree is not diseased or damaged due to wind, lightning etc. The Board of Directors would need to be provided with documentation stating name of company and their license and bond.  This topic will be further discussed at future meetings.

Department of Public works is working on obtaining an ordinance to have one side of Piney Wood Court designated as No Parking.  The entrance to Piney Wood is 6 feet more narrow than the main streets.  When vehicles park on both side, emergency vehicles cannot enter the cul-de-sac. 

At 7:50 Max Roe thanked visiting homeowners for their attendance and announced we would begin the Executive Session of the meeting.

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EXECUTIVE SESSION

Susan Keene reviewed Accounts Receivables.  One property will be going to sheriff’s sale on January 20^th due to the homeowner’s inability to pay the monthly maintenance fees.  This matter will be monitored closely by Susan with updates to the board as needed.  Other properties in arrears were discussed.   No further actions at this time.

Sharon Eichmann motioned to adjourn at 8:40 pm, motion was seconded by Max Row.

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