November 2019 Board Minutes

Waterford Lakes HOA Annual Budget Meeting

November 21, 2019 Minutes

Attendance:       Board Members (4)          PSG (2)                    Residents (18)

Quorum Achieved (More than 11# units represented)

Call to Order & Pledge of Allegiance

August Minutes Approved

Treasurer’s Report through October 31^st (Don Ulrey):    

Checking:  $5476               Roof Reserve:  $89,402                                     CD/Money Market:  $52,612

·       Year-end numbers will be provided at our next Board Meeting in March.    

Committee Reports:

Social Committee:           See Calendar of Events Attached

Saturday, December 7^th   Holiday Open House at the Clubhouse 1-3pm

This was a big hit last year so don’t miss this event! Eleven of our residents will be displaying their talents and selling their crafts.  Finger foods will be provided.

Architecture & Landscape Committee:

The Architecture & Landscaping Guidelines have been updated and will be posted on the website.  Copies will be distributed the first of the year.

If you would like any small bags of salt delivered to your door contact Anne Inman (317-504-9268) or Property Services Group.  We will plow snow this winter if accumulation on the roads is at least 3 inches.  In addition, PSG will use snow blowers to cut a path from your front door to your mailbox and in front of the garage door.  Our goal is to do this prior to Mr.Sandavol  plowing the driveways.

A reminder, the resident is responsible for the pipes between the meter and your home.  We encourage you to carry Citizen’s Utility Shield insurance policy @ $14.99/mo. to cover these expenses.  Unfortunately, over the years many of our residents have experienced problems with their lines.

Clubhouse Committee:

A Clubhouse Rules and Regulations document was approved by the Board and will be posted on the website and distributed the first of the year. This should provide answers to your questions regarding clubhouse rental.

Rental Ban Committee:

The Owner Occupancy Amendment to the Declaration of Covenants and Restrictions, approved by 80% of our homeowners, has been signed and will be filed with the Secretary of State through our new legal counsel Eads, Murray and Pugh.  The executed document will be posted on the website the first of the year.

Old Business:     None

New Business:  Presentation of the 2020 Budget by Susan Keene, Property Services Group

·       The HOA fees will remain at $150/month for 2020.  The Board is cognizant of the fact that many residents are on fixed incomes. 

·       Our Nationwide master insurance policy has increased 1% ($2000) for next year.  However rates have increased 3%-4% nationally.  We had a minimal increase due to the fact that the Association is investing in the roofing project.

·       Legal expenses should be less with the Rental Ban Amendment filed in 2019 and we experience very few collection issues.

·       The cost of roof repairs should continue to diminish as a greater percentage of new roofs are completed.  22 buildings (44 units) have been completed to date.

·       The Board has signed a contract with a new lawn fertilization company Classic Lawn Care for 2020.

·       The Board has signed a new contract with ASAP for pond treatments and fountain maintenance in 2020.  ASAP has technicians certified to work on the fountains we have in our community.  This winter they will assess and hopefully be able to repair the two fountains that are out in our large ponds.  The budget does not cover the high cost of purchasing new fountains while the roofing project is being completed.

·       We have increased the budget for exterior building and common area maintenance due to our aging infrastructure.

·       We will make every effort to complete new roofs on 6-7 more buildings in 2020.  Keep in mind $72,000 annually of our budget automatically goes into the roofing reserve to pay for this project. 

Budget Vote:      The 2020 Annual Budget was approved unanimously at the meeting.

Door Prize:           Winner: Sandy Exline (Crystal Court)

Meeting Adjourned

Respectfully Submitted,

Anne Inman, Secretar

Waterford Lakes HOA Calendar of Events

Social Events

·       Saturday, December 7^th 1-3pm Holiday Open House 

Join us for Food, Talents & Crafts at the Clubhouse

·       Saturday, December 14^th Lunch at the L.S. Ayres Tea Room. 

The limo will leave the clubhouse at 12:30pm.  Janell needs your $5.00 transportation fee by November 30^th.

·       Saturday, January 11^th Lunch at the Mayberry Café in Danville

Call or text Janell Miller @ 317-506-0758  to make your reservations. 

Participants are to bring a $5.00 wrapped gift for a special game.

·       Saturday, February 1^st Lunch at Dawson’s in Brownsburg

Contact Janell Miller for reservations.

·       Saturday, April 18^th Lunch @ Lavina’s provided by the Amish Lady

Call Janell for reservations.  You don’t want to miss this great food!

·       Saturday, May 16^th Lunch at Rick’s Boatyard

Call Janell for reservations.

Open HOA Board Meetings Scheduled

·       Next HOA Board Meeting       Thursday, March 19^th @ 6:30pm   “Meet the Candidate Night”

·       Annual HOA Board Meeting   Thursday, April 16^th @ 6:30pm        “Board Elections”

Announcements

We will have elections for two of our Board of Directors positions at our April Annual Meeting.

 If you would like to be a candidate or nominate a candidate, contact PSG by the 1^st of March.

Enjoy your Secret Santa gift from a very thoughtful neighbor who wanted to bring some Holiday Cheer to your home this Christmas! 

Special Meeting

Waterford Lakes HOA Special Meeting

Monday, September 9^th         6:30pm

Date:              August 25, 2019

TO:      Residents

The President of our Homeowner’s Association has called a Special Meeting for Monday, September 9^th @ 6:30pm.  The meeting has been scheduled to meet the requirements of our By-laws and to give our new homeowner’s the opportunity to cast their ballot/proxy.   In addition, a ballot will be cast for a corrected proxy.  This step will finalize the vote on the Sign and Owner-Occupancy Amendments.

Our attorney Scott Tanner passed away during the voting process and his staff has been overwhelmed trying to pick up the pieces in his absence. They have just finished the process of matching proxies/ballots to the names on each property deed to authenticate the votes.  During this time, we have had a change of ownership at two units and a proxy that has to be recast in the correct owner’s name.  To legally cast these votes by the named proxy-holders, it must be done at a Special Meeting called by the President and communicated by the Secretary.

We would appreciate it if you would stop by the Clubhouse Monday, September 9^th @ 6:30pm for a very short meeting.  There will be nothing else on the agenda that night other than the formality of the balloting.  No matter how you voted, you can be assured that this process was legal and monitored every step of the way by our attorney’s office.

Respectfully,

Anne Inman, Board Secretary

Exterior Lighting Option Bulletin

Waterford Lakes Homeowners Association

Exterior Lighting Option Bulletin

August, 2019

Several residents came to the Board with a proposal to upgrade their exterior lighting fixtures and move away from the construction grade lights provided by the builder.  The rationale was that this is another inexpensive way to update our community with a more custom look, create positive visual appeal and increase property values.  Lighting creates safety and beauty to our architecture and landscape.

The Board approved the family of lights listed below that are an aesthetically appealing.  If you choose to go with this upgrade, it will be at your own expense.  The lights are available through Lowes and are very reasonable.  You will also be responsible for installation. You can order the lights online if you do not find stock on the shelves at Lowes.

The new lights are on display @ 251 Lake View Court if you would like to see them.  This is voluntary and optional.  You may keep your current exterior lights.

Approved Exterior Light Specifications:

Garage Wall Lantern:      #0338651 Portfolio Outdoor Brayden Mystic Black Medium Base               $59.99

                                                      (Takes GE Relax LED Soft White Bulb Candelabra Base CAC 60w equivalent)

Post Lantern:                        #0338654 Portfolio Outdoor Brayden Mystic Black                                                $59.99

                                                      (Takes GE Relax LED Soft White Bulb Candelabra Base CAC 60w equivalent)

Porch Ceiling Light:          #0338579 Portfolio Outdoor Brayden Mystic Black                                                $19.99

                                                      (Takes GE Relax LED Soft White Clear Bulb 60w equivalent medium base G250)

This is another step in making our units more custom/higher end and increase curb appeal.  You may wish to spray paint your lamp post with rustoleum black matte or semi gloss paint to give it a fresh look.

Approved by,

Board of Directors

July 2019 Canadian Geese Bulletin

Waterford Lakes Homeowners Association

July 15, 2019 Bulletin

We will not have an HOA Meeting this month with all the special activities in July.  We would like to update you however on what the Board is discussing.

Treasurer’s Report (end of June):                  Checking:                               $19,026

                                                            Roofing Reserve Fund:        $82,752

                                                            CD:                                          $51,357

                                                            Profit/Loss:                            $3735

                                                            % of Budget Spent               35%

Solutions to the Canadian Geese Problem:

The Board had a special meeting Saturday, July 13th to discuss ways to reduce the goose problems.  Anne Inman will be chairing a committee of concerned residents and Board members to put a geese management plan together to implement by early Spring when the geese begin nesting.  We will be reaching out to other Avon Homeowner Association Presidents and the Town of Avon with our proposed plan.

Here are the facts.  Take time to look at a google map of the area around Waterford Lakes.  There are more than 30 retention ponds bordering our community.  Populations of Canada geese have dramatically increased over the past 25 years in urban areas where there are few predators and a dependable year-round supply of food and water.  They are particularly attracted to mowed lawns.  They graze on the grass and submerged aquatic vegetation.  They tend to nest behind our homes close to water where they are protected. They may return to nest at the same site in consecutive years. Adult pairs will stay together until one dies.  As you know, both parents will vigorously defend their goslings until they are able to fly.    Geese can live 10-24 years in the “wild”.  Geese molt once a year where worn, frayed and lost feathers are replaced with new ones.  This molting season is in June and July lasting about 45 days. None of the family can fly at this time hence the “herds” of geese migrating back and forth between our retention ponds and leaving 1-3 pounds of droppings per bird in their wake!  This is very unsanitary and unsightly. Geese in high concentrations are more likely to get diseases and parasites.  Goose droppings increase algae growth in our ponds.

Goose management costs significant money and is not a line item in our budget.  The Committee will be including a cost factor in their plan to be proposed to our membership in February, 2020.

Geese are very adaptable birds.  Consequently, our plan must be multi-faceted and something we ALL need to support, whether you live on a pond or not.  The first steps to remedy existing problems and preventing conflicts in our neighborhood are the following:

#1.       STOP Feeding the geese, ducks and birds in the Spring, Summer and Fall.  We understand if you would like to feed the birds in the Winter.  When their diets are no longer supplemented with handouts and they have to depend on the natural food supply, some may move on.  Effectively immediately, we are a NO FEED COMMUNITY.  Feeding attracts more geese to the area.  If our plan is to be successful in managing the population, we have to eliminate one of the causes.

#2.       We will discontinue mowing around the ponds this year as we consider a vegetation barrier.

The Geese Committee will be discussing the following elements for their proposed PLAN:

·      Continue changing the habitat

·      Plant Vegetation Barriers

·      Relocation/Euthanasia and permits

·      3ft. fences to impede migration

·      Multiple and changing harassment tactics

·      Noise-making devices

·      Chemical repellants

·      Lasers

·      Dogs

·      Permit to destroy eggs

·      Feeding

·      Public Health Concerns

·      Town-wide campaign

Contact Anne Inman at (317) 504-9268 if you would like to participate in the planning sessions. We will limit the committee to 8-9 residents.  We hope you will enthusiastically embrace the discussion and process of putting together a long-term plan.

Respectfully Submitted,

Anne Inman, Board Secretary 

June 2019 Board Minutes

Waterford Lakes HOA Board Meeting

June 20, 2019  Minutes

Attendance:       17 residents, 5 Board members, Susan Keen & Larry Edwards (PSG)

Call to Order & Pledge of Allegiance

April Minutes Approved As Written

Treasurer’s Report:         Checking (May 31^st)                            $30,396

                                                      Roofing Reserve:                                 $71,128

First Merchants CD:                          $51,357

                                                      Year-to-date profit/loss:                                  +$14,443

                                                      % of budget thru May:                      28%

Committee Reports:

                  Social:                     Upcoming Calendar of Events

·       Saturday, July 6^th 6:30pm – 8:30pm  Block Party @ Clubhouse (Sponsored by Anne & Nancy. Details under new business)

·       Saturday, July 6^th  9:30am  Men’s Breakfast @ Emmy’s

·       Saturday, July 20^th Ladies Lunch @ Sal’s In Brownsburg (RSVP to Janell Miller)

·       Saturday, July 27^th  8:30am -10:30am Breakfast Gathering @ Clubhouse (flyer coming)

·       Saturday, August 3rd   9:30am Men’s Breakfast @ Emmy’s

·       Saturday, August 17^th  Ladies Lunch served by Amish Lady  RSVP to Janell (317-506-0758)

Landscaping & Architecture:

Sandavol Landscaping hopes to start trimming the shrubs next weekend weather permitting.  This may take more than one weekend to complete the project.  The shrubs in your front flower bed and around the utility boxes will be done.  If you are in need of additional shrubs trimmed on the side or back of your house, you can make arrangements and pay Mr. Sandavol personally (as several of our residents are doing).

·       Brandon Henton, an employee of PSG, also is available to hire for landscaping & interior projects. Call 317-625-6439 or 317-837-9860.

·       Just a reminder to fill out a Architecture & Landscaping Change Form for approval before making any exterior changes to your property, windows or doors.

Old Business:

·       Don Ulrey discussed the need for residents to seriously consider purchasing the Utility Shield insurance policy through Citizens Energy Group (888-544-4541).  This policy covers your water and sewer lines that run from the meter under your home.  We just had another home on Crystal Court with a water line break. Fortunately, the resident had the insurance.  Utility Shield costs $14.95/month.  Your HO6 Homeowner’s Policy does not cover these lines.  Policies offered by other utilities are not recommended based upon our experience.  Repairs to water/sewer lines have run $2,500 - $6,000 depending on extent of excavation.

New Business:

·       Maggie Jones said she was contacted by Frontier Internet for the purpose of notifying our residents that Frontier is now servicing this area.  You will need to contact Frontier directly for pricing information (frontierinternet.com).

·       Anne Inman & Nancy Fitzgerald are throwing a Community-wide Block Party Saturday, July 6^th 6:30pm to 8:30pm @ the clubhouse parking lot.  Your family members and friends are welcome to join the fun. We will have LIVE music & entertainment. Good Humor ice cream and drinks will be provided at no charge.  Please bring your lawn chairs if you have any.  You will need to park on the street.  We will be accepting donations to the WHY NOT TODAY non-profit that raise cows and chickens to serve the hungry in Hendrick’s County. John & Joy Shew’s daughter Jenny and son-in-law started the non-profit and devote a tremendous amount of their time & resources.  This Spring WHY NOT TODAY took out our dead shrubs at the north entrance & clubhouse and spread the mulch at the shade garden.  Everyone is invited!

Door Prize Drawing:        Winner Judy Bolin

Meeting Adjourned

Respectfully,

Anne Inman, Secretary

NEXT MEETING August 15^th @ 6:30pm

Due to the many social events in July there will be no meeting.

Waterford Lakes Homeowners Association Bulletin

Waterford Lakes Homeowners Association Bulletin      

June 26, 2019

Hardship Exception Policy for Rental Ban

With the approval of the Rental Ban Amendment, it is important to outline a Hardship Exception Policy and Procedure for the Association.  Pursuant to Article XIV, Section (n) of the Declaration for Waterford Lakes Homeowners Association, leasing/rental of units in the Waterford lakes Community is generally prohibited.  There is, however, an exception where the provisions of the declaration impose a hardship upon the owner.  In such case, the owner may petition the board of directors for a written waiver of the rental restriction as to that owner’s home based upon the hardship.  For the purpose of this section, hardship examples include:

(a)  A situation in which the owner has a prolonged illness or injury requiring the owner to live in a hospital, nursing home, or similar assisted living facility for an extended period of time, and preventing him or her from residing in his or her home in Waterford Lakes.

(b)  A military deployment to a location more than 100 miles from the Waterford Lakes community, which deployment will result in the absence of the owner for more than six (6) consecutive months.  The board may request written proof of deployment as a condition of granting a waiver.

(c)   A situation in which a member of the owner’s family is in need of physical assistance for an extended period of time (i.e. to recover from an illness or injury), and such family member lives more than 50 miles from the Waterford Lakes community. “Family member” shall be defined as an owner’s spouse, brother, sister, parent, stepparent, child, stepchild, grandparent, aunt, uncle, niece, or nephew.

The board may, at its discretion, grant hardship waivers based upon other circumstances.  A homeowner’s choice to spend a portion of any calendar year residing in another location shall not, in itself, constitute a hardship. A petition for waiver will be evaluated on a case-by-case basis.  A waiver granted in one instance shall not obligate the board to grant a waiver in a different, but similar instance. In the event the board grants a hardship waiver, it may impose conditions including restrictions on the term of the lease/rental permitted under such waivers. Upon expiration of the waiver, an owner must submit a new petition for waiver for any subsequent rental of the owner’s unit.  Repeated petitions for waiver by an owner may be considered as a basis for denial of such owner’s petition for waiver.

March 2019 Board Minutes

Waterford Lakes Homeowners Association Special Meeting Minutes

March 21, 2019

Attendance:  4 Board Members, 2 Property Managers, 26 residents

Call to Order & Pledge

February Minutes Approved

Treasurers Report:                              Checking Account:                              $38,145

                                                                        Roofing Reserve Fund:                     $121,796

                                                                        Certificate of Deposit:                     $51,357

Committee Reports:

                  Social Committee:

·       Men’s Breakfast at Emmy’s                              Saturday, April 13^th @ 9:30am

·      Ladies Lunch at Grays Cafeteria                    Saturday, April 6^th  RSVP to Janell 317-506-0758

·       “Potato Bar” Lunch  Gathering                    Saturday May 18^th @ 1:00pm ( flyer to come)

·      Next “Game Day” (clubhouse)                      Wednesday, April 18th  from 1pm-3:30pm

·       Community Garage Sale                                    June 21^st & 22^nd

·       Keep Saturday evening July 6^th open…exciting announcement coming soon

Landscaping & Architecture:

·       Be sure to submit the architecture/landscaping change form for approval before making any exterior/landscaping changes

·       The North Entrance will be refreshed with the removal of the large dying yews and the addition of 12 cubic yards of large river rock and Preen for weed control.

·       Joy Shew, our resident “green thumb”, will be planting wave petunias to add some much needed color at the entrances.

·       At the South Entrance, the old daylilies will be replaced with the wave petunias.

·       6 cubic yards of black mulch will be spread to freshen up the Shade Garden once again.

·       The arbivitaes and dead shrubs along the west side of the clubhouse are to be removed. Next year the landscaping around the clubhouse will be evaluated.

·       At some point this season, lower tree limbs interfering with the mowers and sidewalks will be trimmed.

·       You may remove your snow stakes and set them in your garage for next winter.  Those that are not picked up will be stored at the clubhouse.  Many of you have purchased your own stakes.

We are pleased to announce that we have contracted with the Why Not Today faith-based non-profit organization (www.whynottodayindiana.org) started by John and Joy Shews’ daughter & son-in-law.  They will provide the hard labor necessary for these projects along with Don & Becky Ulreys’ two grandsons. 

This will be a win-win for all involved, while saving us money.  Why Not Today (WNT) is a non-profit that was created to put a dent in hunger locally.  The WNT Farms grow fresh vegetables, fruits, and raises cattle and chickens to feed those locally in-need through the Hendricks County Food Coalition, Project Homeless Indy, and other Central Indiana food pantries.  We have 23 food pantries in Hendricks County alone.

When you see “our” local youth working in the Community in the next two weeks, take time to tell them thank you!

Election Committee:

Anne Inman is the only candidate for the open Board position.  She will be approved at the April Annual Meeting April 18^th.  This will be a 3 year term.

Clubhouse Committee:

Residents reserving the clubhouse have done a great job keeping it clean. Thank you.

Communication Committee:

·       Updated inserts to last year’s community directory will be distributed this summer.

·       New weatherproof signs have been made to hang from the Clubhouse wood sign announcing HOA Meetings and social events.

·       Bill Jamerson will be posting the monthly HOA Meeting reminder signs at the entrances going forward.

Old Business:     None

New Business:

1.      Muskrats have been spotted swimming breaststroke in the two ponds on the north end of the neighborhood.  We will be granting permission to an experienced resident landowner to safely trap and euthanize the muskrats.  This will be a year-round effort to reduce the population and damage caused by their burrowing activity and bank dens.  Young muskrats are especially vulnerable to predation by owls, hawks, raccoons, and coyotes which helps to keep the population down.

2.     Tonight was the first special meeting to vote on the proposed signage and rental ban amendments.  Here are the results as of the March 21st meeting:

·       61#   Total Proxies/Ballots Cast out of 106# units

·       54%  Participation Percentage as of 3/21/19

·       45#   Proxies still outstanding

·       52#  “YES” Votes

·       9#    “NO”  Votes

3.     Next steps:   The Amendment Committee will be contacting the residents who have an outstanding proxy and ask them to be submitted. Your proxy/vote is important. Our goal is 100% participation. At a future special meeting, votes will be cast for these remaining proxies.  If you have already registered your proxy/vote you will not have to vote again. Keep in mind, we need a minimum of 75% (80# homeowner units) to vote “YES” for the proposed Amendments to be approved.  Technically, we have 180 days from when the proxies were issued to collect the remaining proxies. However, we hope to wrap this up in the next 4 weeks.

Questions have come up on the Sign Amendment. The proposed sign amendment is tied to the owner-occupancy amendment proposed. It does two things: (1) it eliminates “for rent” signs should the rental amendment be approved; (2) it updates the “political sign” language to match Indiana law. Current owners with rental units would be grandfathered in regards to rental signs. Should the amendments not be approved, we will still have to do an amendment to get our Covenants in line with Indiana law regarding political signs.

Just this week many of our homeowners have received “personalized” notes mailed to their home from companies wishing to buy up property in Waterford Lakes.  One of the primary objectives of the “owner occupancy” amendment is to prevent institutional/corporate buyers from coming into our community.  We are being targeted, because many of the communities like ours in Hendricks County, have rental bans already in place.

According to the proposed amendment any “new” owner will be bound to keep the home owner-occupied. However, current owners have been grandfathered. The Amendment takes into consideration estate planning for the future as most of our residents are retired or empty-nesters.  Part of that process may be placing your property in the name of a trust, a relative (child), etc.  Just because you may be no longer on the deed as a result of estate planning, you do not need to move!  That’s not what we are trying to accomplish by restricting rentals and other non-owner arrangements.           Contact Anne Inman @ 317-504-9268 or by email: anneinman1hotmail.com with any questions or points you need clarified.  We are still accepting outstanding proxies.

Door Prize Winner:          Anna Brown (Lake View Court)

Respectfully Submitted,

·      Annual Waterford Lakes HOA Meeting is Thursday, April 18^th at 6:30pm

·      The Next Hendricks County Tox-Away Day is April 6^th  8am-1pm @ Brownsburg High School

·      Free Heavy Trash & Shred Day also April 6^th at the Public Works Salt facility behind Ashley Furniture (9am-1pm)