October 2017 Board Minutes

Waterford Lakes HOA Board Meeting Minutes

Thursday, October 19, 2017

Attendance:       20 Residents; Susan Keene & Larry Edwards- PSG; Maggie Jones, Don Ulrey, Dave Richardson, Anne Inman – Board

Call To Order                                          6:40pm

Pledge of Allegiance

Approval of September Minutes By Board

Guest Speaker:  

Bridgette from Growing Image spoke at the meeting. Residents were able to ask questions.  Bridgette is a graduate of Purdue University in Horticulture.  She has an Indiana license in horticulture and chemicals; and is an international licensed arborist.  Growing Image provides 9 retention pond algae treatments between April-October and 4 lawn applications each year.  In 2018, Growing Image will add a blue dye to shade the ponds as a way to cut back on algae growth from the sun.

Officer’s Reports

1.     Treasurer’s Report: 

              Financials through September             

                                     Checking Account Balance:            $23,556. 

                                     Roofing Reserve Fund:                   $117,148.48

                                     CD – Reserve Fund:                       $51,282.53

                                     YTD Income/ Loss:                       +$6,904.15 

                                     YTD % of Budget Spent:                  79%

·       The Annual Budget Meeting & Approval of Budget is Thursday, November 16^th.

2.     Secretary’s Report:

·       Letters were sent out to 10 owners for various clean up issues.  We are pleased to report that the majority have complied within 45 days.

·       AT&T was soliciting this month in the neighborhood. Many residents tried to explain to the solicitors that our neighborhood has a No Soliciting Policy to no avail.

·       A meeting code of conduct was distributed.  Copies will be available at the annual budget meeting.  The purpose is to set some guidelines to allow for open discussion and decorum as well as efficient & constructive meetings.

Committee Reports

1.     Social Committee:

·       Dawson’s Too Luncheon:  Thanks to John & Dee Brewer for providing the limo transportation for 15 ladies on Saturday, October 14^th.  Everyone had a great time.

·       December 2^nd Tour of Christmas Lights:  Reservations have sold out! Be at the clubhouse by 6:30pm if you have paid your money to go. John Brewer will be driving his limo bus for the tour.

·       Saturday, January 6^th       9:00am -11:00am:  Coffee, tea and Long’s doughnuts will be served at the Clubhouse. This is a chance to get out of the house and enjoy your neighbors.

2.     Architecture & Landscape Committee:

·       Special thanks to Dawn Lowden for donating the Clubhouse Sign decorations.

·       Reminder if you switch to AT&T/Direct TV you need to submit an ARC Change Form for the satellite dish.  Change Forms are located on the Property Services Group website.

·       Waterford Lakes Architecture & Landscaping Guidelines are on the PSG website for your review.  These are updated from time to time.

Old Business

1.     Geese Barrier North Side:  Don Johnson submitted additional comments on the topic of a goose barrier on the north end of Waterford Lakes.  Based on the engineering drawing of the subdivision there is only about 18ft between the homes and property line. He felt that a vegetation barrier would have to be primarily on the church/soccer field property to the north. He did not feel the residents would be willing to consider a fence along the property line.

Feedback from residents at the meeting included: (a) they did not think there was a significant goose problem on Crystal Court (b) they did not want tall grass growing behind their homes or around the ponds; it would look unkempt and turnoff home buyers (c) with the roofing project there is not room in the budget for fencing (d) the shrubs planted along Austin Lakes was effective in deterring geese along the east side.

New Business

1.     Clubhouse State of Affairs:  The Board is forming a Clubhouse Committee to re-evaluate the rental policies & procedures; fee structure; resident & non-resident rentals; insurance considerations; how to build a clubhouse reserve fund; clubhouse economics.  Our current clubhouse rental fees do not cover the annual cost of electricity.

Feedback from residents at the meeting included: (a) we should open the clubhouse to non-resident rentals (b) we should research other venues in Avon and their rental fees (c) the clubhouse needs to generate enough income to pay for ongoing maintenance, utilities, insurance, and renovations.

Adjournment                                                                                                                                                                       7:30pm

NEXT MEETING: Annual Budget Meeting      Thursday, November 16^th  6:30pm

September 2017 Board Minutes

Waterford Lakes Homeowners Association Meeting Minutes      September 21, 2017

Attendees:            23 residents, Board of Directors, PSG

Call To Order:                                                                             6:35pm

Motion to Approve August Minutes:                         Approved

Officer’s Report’s:

Treasurer’s August Financial Reports:                       

Checking Account:                                   $16,810

Roofing Reserve Fund                             $116,943

Money Market CD (Reserve)                   $51,282                                  

Total Net Worth:                                       $185,035                               

Expenses to date as a % of Budget:         69%

Secretary/Compliance Officer:  Starting the October 19^th meeting, we will begin to incorporate Robert’s Rules of Order adapted for smaller organizations.  These will be our guidelines for the HOA meetings.  This should make for more enjoyable, interactive meetings with decorum in discussing issues.  This meeting was a good start moving in this direction. Thanks for your participation.

Committee Reports:

1.     Social Committee: 

15 ladies went to Coachman’s for dinner and friendship September 8^th in a hot pink limousine.  A  special thank you to John & Dee Brewer (Airport Executive Car Service) for providing the transportation.  They are listed in our new neighborhood directory 317-507-5703. 

Ladies, mark your calendar for lunch Saturday, October 14^th at Dawson’s Too in Brownsburg.  They have excellent food including sandwiches, salads and full meals.  To RSVP, contact Janell Miller at (317) 506-0758 (cell). Transportation will be provided. We will meet at the Clubhouse at 11:30am.  Reminder, everyone pays for their own lunch and tips.      

Join your neighbors Saturday evening December 2^nd to tour the city and enjoy Christmas Lights. There is a $5.00 non-refundable charge per person for the bus.  To RSVP, pay Janell Miller your $5.00. Don’t wait too long as space on the bus is limited. Contact Janell Miller at (317) 506-0758 (cell).  Airport Executive Car Service is providing this luxurious bus and tour of Christmas Lights.

Thank you to Sharon Simmons, Geri Conway, Janell Miller, Barbara Stauch, Martha Bosma, and Maggie Jones for putting together the Sundae Fun Day September 15^th.  42 residents attended. The ice cream sundaes and decorations were wonderful!

Mike Barr suggested having a community golf tournament next year.  Another resident suggested a fishing contest for family and friends.  We would like to hear your ideas for future events.

Architecture & Landscaping Committee Report:  The committee is doing an assessment of the neighborhood infrastructure.  This will be important for a 5yr. and 10 yr. plan.  As a result of the initial assessment, Property Services Group is repairing/replacing mail boxes, posts, collars and lamps that we identified.  Included with the minutes is information on lawn fertilization and retention pond treatments for your review.  Thursday, October 19^th at our 6:30 HOA Meeting we will have Bridgette from Growing Image to speak to the pond and lawn treatment.

Edwards Roofing has completed roofing our 7^th patio home building this year. We expect the cost of roofing supplies to increase due to a supply & demand issue created by the hurricanes.

Barbara Stauch has suggested a landscaping contest in 2018.  We will be putting a committee together to plan the community event, categories and prizes.

Community Phone Directory: Please change the Board of Directors phone number for Caroline King, VP & Architecture/Landscaping Committee Chair to 317-709-5905.

Old Business:       No discussion.

New Business:   Several residents submitted to PSG written suggestions to be considered by the residents and Board.  We appreciate the thought and time that went into each suggestion.  The Board encourages you to contact Property Services Group at least 10 days prior to a HOA meeting with specific items you would like discussed in an open forum.

 

1.     Don Johnson (Crystal Court) has suggested for consideration that we allow a vegetation barrier on the north side of Waterford Lakes to deter geese from migrating into the neighborhood. He feels this could be accomplished by allowing the grass to grow tall as a buffer strip between the soccer fields and trees bordering Crystal Court.  There would be no cost to do this. As you may know, the soccer fields by the church are a geese magnet. We have planted shrubs as a barrier on the east and west sides.  The south side has the fence and pine trees bordering the shopping center.

2.     Bill Jamerson (Waterford Lane) suggested revisiting the idea of a buffer strip around the ponds. This would be at least a foot wide and 6-12 inches tall.  He feels this would reduce the amount of organic matter/debris/grass clippings going into the ponds and make it easier for our volunteers to retrieve trash from the ponds.  He also thinks this might be a deterrent for the geese entering the ponds because they would be concerned about their natural enemies like snakes.  Bill feels it would give a more natural look to the pond; it has worked well in the past; and would be cost effective.  A resident commented that we have tried this before and it didn’t work as the geese adapt to the tall grass. Another felt the grass border around the ponds was not aesthetically pleasing. 

3.     Cathy Winterrowd submitted two (2) suggestions for consideration.   Every year we have the discussion on when to mow or not mow during the hot, dry season.  We do have about a dozen residents now that water their lawns.  Cathy has recommended in the past that we have Mr. Sandavol do partial mows to accommodate those individuals.  Trying to think out of the box, she suggested the HOA purchase and store their own lawn mower. And, have PSG’s employees mow the yards that need cutting.  The Board commented we could not store a lawn mower, gas and oil in the clubhouse storage room for a variety of reasons including: our insurance policy, space limitations, and the smell of gasoline in the clubhouse.  Subcontracting would be a breach of our contract with Sandavol Landscaping.  FYI - We currently have an excellent contract with Sandavol. We pay less than $10 per unit for mowing & trimming service. As a result of Cathy’s suggestion, the Board is brainstorming some other options to possibly put in the 2018 budget.

Cathy also raised concerns about fireworks in the neighborhood.  Her concerns include the noise level, late time, pets being scared, and risk of debris falling on the roofs.  Personally she felt the fireworks the 4^th of July holiday were unsafe, too loud and too late.   Avon’s code (Article 7: Fireworks) states fireworks are restricted to designated times.  Between the hours of 5pm and 2 hours after sunset on June 29, June 30, July 1, July 2, July 3, July 5, July 6, July 7, July 8, and July 9;  Between the hours of 10am and midnight on July 4^th;  And, between the hours of 10am December 31^st and 1am on January 1^st.  The Indiana Code 22-11-14 is not as restrictive as Avon’s code. Residents at the meeting commented that they felt we should not become any more restrictive in Waterford Lakes than the Town of Avon’s fireworks code.

We had a lively discussion at the meeting and several action items resulted.  The Board/PSG will research the cost-benefit/feasibility of the following:

1.     Constructing a fence along the north border.  Investigating Town of Avon fence regulations.

2.     Adding blue dye to the ponds to shade and reduce algae growth.

3.     Putting riprap around the ponds.

4.     Using dogs (“geese police”)

If you want to see what a 10 ft. vegetation barrier around a pond looks like, stop by the Town of Avon park north of US 36.  This is what DNR recommends as one strategy.

Meeting Adjourned at 7:30pm.

Submitted By,

Anne Inman, Secretary

August 2017 Board Minutes

 Waterford Lakes HOA Meeting

Minutes August 17, 2017

Attendance:  27 residents, 4 Board Members and PSG

Call To Order:              6:35pm

July Minutes Approved By The Board

Financial Report:        July was a busy month due to the timing of summer expenses.  The entrances and shade garden are done for this year; the shrubs have been trimmed and edging completed (budgeted for once per year); mowing will be less frequent with the dry conditions.  Volunteer “labor” has been fertilizing, weeding, trimming, picking up trash, spraying round up/weed-be-gone, laying pavers, watering entrances/shade garden, putting down river rock, planting shrubs, cleaning up the clubhouse. In addition, volunteers have donated the printing of the minutes, social event flyers, landscaping materials, flags, a limo, and money for social events.

Checking Account:              $13,969.47

                                       Roofing Reserve Fund:        $122,377.78

                                       Certificate of Deposit:          $51,208.25      

                                       Top July Expenses:              $12,177.17   roofing expenses

                                                                        $7008.55   shrub care, edging, fertilization

                                                                                    $5,500   mowing

                                                                                    $2,642.13   entrances

                                    Year-to-date:                           61% of budget through July

                                                                                    Profit/ Loss is ($964.44)

Committee Reports:

Social Committee:  Mark your calendars for Saturday, September 9^th 1-3pm for Sundae Fun Day.  Ice cream and various toppings will be served.  Wait till you see the decorations!  If you would like to attend and need a ride, call Anne Inman at (317) 504-9268.  We will arrange to get you to and from the event. RSVP to Geri Conway (317) 506-9344 or Janell Miller (317) 272-7268 so they have an idea how much ice cream to buy.  Thanks to Geri Conway for providing the event flyers.

If any of the ladies would like to go out to dinner Friday, September 8^th at Coachman’s in Plainfield, please contact Janell Miller at (317) 272-7268.  Transportation will be provided.  Everyone pays for their own meal.  Enjoy getting to know your neighbors.  A special thank you  to  John and Dee Brewer for providing a limo for the ladies.  You can see the advertisement they purchased in the new HOA Phone Directory.  If you need to hire transportation for appointments or special events give John Brewer a call at (317) 507-5703.

The Social Committee has already planned the 2017 activities but if you would like to help out we would appreciate volunteers for setup and clean up.

Phone Directory Committee:  The new 2017 HOA Directory was distributed to your door in July. For some reason if you did not receive your copy please contact the Secretary, Anne Inman (317) 504-9268.  The Committee will be working on improving communication within the community through mass text messages and/or emails.  This is another way we can make you aware of upcoming meetings/events or important notices. You will be receiving a form to fill out and return to sign up for this service.  We look forward to your participation.

Voting, Nomination and Election Committee:  The committee met August 8^th to put together the budget and election timeline.  Procedures were discussed and outlined.  Work on action items has started.  Committee volunteers include: Don Bosma, Cathy Winterrowd, Don Ulrey, Janell Miller and Anne Inman.  We have asked for volunteers several times in the HOA Meetings/Minutes and on the Phone Directory form.  If you have an interest in participating on the Committee contact Anne Inman (317) 504-9268. 

Architecture and Landscaping Committee:  Thanks to everyone submitting an ARC change request form for their improvement projects. Technically the Committee has 30 days to respond to a request but response time has been averaging 7-8 days. Plan ahead to submit your change request form. Just a reminder, if you have taken your grate off the front door, send in a change form to PSG.  The architecture/landscape change form is available under documents on Property Services Group website.

A special thank you to John and Joy Shew for “adopting” the North Entrance and property around the intersection of Waterford Lane and Crystal Court.  It is looking great!

We will be doing several “walk-throughs” in the neighborhood in August and September to assess the condition of exterior lights, mailboxes/posts, flower beds, privacy fences, trees, ponds and buildings.  This information is important for the planning and budgeting process which occurs in October for 2018.  

In addition letters will be sent to homeowners and those with rental units who are not keeping up their property in accordance with the Covenants, Bylaws and Architecture & Landscaping Guidelines adopted by the Board of Directors.  

A few reminders:  garbage cans cannot by kept in view of the street or neighbor’s property; a satellite dish and post must be removed by homeowner when not in use; front and backyards are to be kept clear of dog waste; dogs tied outside must be watched by the homeowner not just left out; and flower beds around house must be maintained.

For best results when your yard is fertilized in the near future, water if it does not rain. 

Old Business

1.      Canadian Geese Nuisance:  The Board has been in communication with Kathy Petrere who owns Geese Wranglers.  A meeting is being scheduled for the Board to meet with Kathy to discuss suggestions and viable options.

Rita Emge who lives on the big pond bordering Waterford Lane/Dan Jones Rd. spoke at the meeting.  She felt she was being harassed by human’s harassing geese onto her property.  We are experiencing neighbor/neighborhood conflicts over how to best manage the goose congregation problem.  Each neighbor will have their own tolerance for and relationship with Canadian geese.  The ultimate challenge is to balance nuisance relief, respect for wildlife regulations, neighbor preferences, cost variables and level of commitment.

According to the DNR website, typically developers and homeowners unknowingly cause the     “problem” by creating an ideal goose habitat.  Fresh green grass adjacent to a water retention ponds create a perfect place for geese to set up residence and multiply. Geese tend to return to the same area year after year where they have nested.  The problem is intensified when people feed ducks and geese. More geese and ducks will congregate than can be supported by normal conditions.  Feeding can also disrupt normal migration patterns and hold them in areas longer than is normal.  This also gives them more time to mate and locate nesting sites.  

Large amount of excrement makes the common area, yards and sidewalks unfit for human use.  Geese can turn lawns into barren, dirt areas.

Most of the problems we experience are from March into July during the nesting and molting season.  A female goose averages 5 eggs in her nest.  Incubation lasts 28 days.  Geese can be very aggressive during breeding and nesting time. Goslings are unable to fly for 70 days so the young birds and their parents will stay and graze near the nesting area.  The other problem is the adults lose their flight feathers near the end of June rendering them unable to fly for up to 20 days.

A long-term, community-based approach is much more likely to succeed in resolving the human/goose problems. There is no single, quick-fix solution. Because Canadian geese fly from pond to pond within an area working with neighboring communities and property owners is important to reduce population growth. Using several techniques in combination are likely to be more effective.  The Division of Fish and Wildlife strongly encourages implementing the following strategies:

·      Adopt a “no-feeding of waterfowl” policy

·      Modify habitat to restrict access to discourage future use by geese – establishment of shrubs or trees barrier; cable/snow fencing

·      Implement daily goose harassment techniques starting in early February but not a regular routine they can acclimate to. Scare the geese as soon as they fly in.

·      Destroy and remove all evidence of nest building on a daily basis

·      No fountains – geese are attracted to spray associated with fountains

·      Vegetation barrier or buffer strips that are tall and thick to deter waterfowl from flying into and out of a body of water

2.     Damaged Sewer/Water/Gas Lines:   A question was raised last month about the HOA’s responsibility for damaged utility lines under the slab or in the yard.  Sewer or water lines that run away from your home are liable to break or leak from time-to-time due to gradual deterioration in the line’s integrity.  Depending on the physical location and severity, such a break could end up costing thousands of dollars in repair and cleanup expenses.  Unfortunately your homeowner’s insurance policy may not cover any related costs.  The HOA strongly recommends you purchase Citizen’s Utility Shield plan not Vectren’s.  You are technically responsible from the meter into your home.  Utilities will only repair lines out at the street.  The HOA will assess the problem and repair lines from the street to your meter.  If you are flushing things which should not be flushed that clog the lines, you are responsible.

New Business - none

Adjournment

Submitted By,

Anne Inman, Secretary