MEETING DETAILS:

Location: 1309 Reeves Rd

Plainfield, IN

Meeting Facilitator: Greg Ebert

Secretary: Mike Carrigan

Date: August 22, 2023

Time: 6:00 PM

ATTENDEES:

Ralph Culver, Mike Lowden, John Copas, Brandon Hinton, and Larry Edwards

PREVIOUS MEETING MINUTES:

The minutes for the previous meeting were reviewed and approved.

REPORTS:

Report #1: Monthly Finance Report

Details: Financial Report was reviewed and approved.

OLD BUSINESS:

Item #1: Gutters

Details: Brandon was asked to contact Field’s Gutters to see when they would complete the gutter

project.

Response: Brandon stated there were two units left to complete.

Item #2: Lawn Maintenance

Details: Brandon was asked to obtain bids for new lawn maintenance service. It is understood the cost of lawn care will increase so that we receive the type of service the homeowners want.

Response: Brandon has received multiple bids.

Item#3: Insurance Premium Increase

Details: Greg asked Brandon to contact the insurance company to gain any insight to an increase in

premiums. This information will be needed for 2024 budget proposal.

Response: The Brelage Insurance Agency has advised that we should expect a 20% to 25% increase in premiums.

NEW BUSINESS:

Item #1: 2024 Budget Proposal

Details: Brandon was asked to have a hard copy of budget estimates for 2024 ready for the next Board Meeting.

OTHER ITEMS:

Item #1: Meeting Schedule

Details: The 2023 Homeowners Annual Meeting is scheduled for 7:00 PM on Oct 24th. Board Member meeting will be at 6:00 PM on Sep 26th.

ADJOURNMENT:

The meeting ended at 7:17 PM.

MEETING DETAILS:

Location: 1309 Reeves Rd

Plainfield, IN

Meeting Facilitator: Greg Ebert

Secretary: Mike Carrigan

Date: July 35, 2023

Time: 6:00 PM

ATTENDEES:

Ralph Culver, Mike Lowden, Brandon Hinton, and Larry Edwards

PREVIOUS MEETING MINUTES:

The minutes for the previous meeting were reviewed and approved.

REPORTS:

Report #1: Monthly Finance Report

Details: Financial Report was reviewed and approved.

OLD BUSINESS:

Item #1: Gutters

Details: Brandon was asked to contact Field’s Gutters to see when they could start and complete the gutter project.

Response: Brandon contacted Field’s Gutters and was told they would begin in August or September.

Item #2: Lawn Maintenance

Details: Brandon was asked to obtain bids for new lawn maintenance service. It is understood the cost of lawn care will increase so that we receive the type of service the homeowners want.

Response: Brandon has reached out to several companies to submit bids and should be receiving those bids soon.

NEW BUSINESS:

Item #1: Lawn Maintenance

Details: Brandon was asked to contact Rob at Classic Lawncare and advise him not to continue with lawn applications but to continue with mowing schedule.

Item #2: We have received notice of a $300 per month increase from Waste Management. Greg asked Brandon to contact the insurance company to gain any insight to an increase in premiums. This information will be needed for 2024 budget proposal.

OTHER ITEMS:

Item #1: Meeting Schedule

Details: The 2023 Homeowners Annual Meeting is scheduled for 7:00 PM on Oct 24th. Board Member meetings will be at 6:00 PM on Aug 22nd and Sep 26th.

ADJOURNMENT:

The meeting ended at 7:00 PM.

MEETING DETAILS:

Location: 1309 Reeves Rd

Plainfield, IN

Meeting Facilitator: Greg Ebert

Secretary: Mike Carrigan

Date: May 23, 2023

Time: 6:00 PM

ATTENDEES:

John Copas, Brandon Hinton, and Larry Edwards Andy Weathers (Guest)

PREVIOUS MEETING MINUTES:

The minutes for the previous meeting were reviewed and approved.

REPORTS:

Report #1: Monthly Finance Report

Details: Financial Report was reviewed and approved.

OLD BUSINESS:

Item #1: Gutters

Details: Brandon was asked to contact Field’s Gutters to see if they would honor the previous year’s pricing on completing the gutter project. Response: Brandon contacted Field’s Gutters and was told that due to inflation the price to complete the project had increased from $18,000 to $25,000.

Item #2: Certificate of Deposit

Details: Brandon would see about moving available funds into certificates of deposit to take advantage of the higher interest rates. Response: $100,000 was placed in a 13-month CD at 4.75%. John Copas will be assuming duties as Treasurer.

Item #3: Paving of Roads

Details: Brandon will contact the City of Avon to have our roads paved.

Response: On 4/13/2023 submitted a request to the town of Avon. Steve at Public Works responded “Thank you for your taking the time to submit your concern to the Town of Avon. Your request has been acknowledged and Town staff will be addressing the concern raised in your submittal. This area is scheduled for skip patching...basically large areas surface milled and new asphalt installed. We are in our contractor's queue...so hopefully soon!”

NEW BUSINESS:

Item #1: Lawn Maintenance

Details: Brandon was asked to obtain bids for new lawn maintenance service. It is understood the cost of lawn care will increase so that we receive the type of service the homeowners want.

OTHER ITEMS:

Item #1: Meeting Schedule

Details: The 2023 Homeowners Annual Meeting is scheduled for 7:00 PM on Oct 24th. Board Member meetings will be on July 25th, Aug 22nd, and Sep 26th.

Item #2: It was felt that since Waste Management is half the costs of other trash services we should wait before taking any further action. Hopefully, WM will recover from their awkward startup.

Item #3: Brandon and Larry brought up several items on how inflation is impacting HOA costs. 

• Insurance companies are increasing premiums on HOAs due and in some cases doubling the cost of insurance.
• Labor and materials costs are continuing to rise i.e., completion of gutter project increased by $7,000 in one year.
• As our homes get older, they will require more attention.

ADJOURNMENT:

The meeting ended at 7:07 PM.

MEETING DETAILS:

Location: 1309 Reeves Rd

Plainfield, IN

Meeting Facilitator: Greg Ebert

Secretary: Mike Carrigan

Date: March 28, 2023

Time: 6:00 PM

ATTENDEES:

Mike Lowden, Ralph Culver, John Copas, Brandon Hinton, and Larry Edwards

PREVIOUS MEETING MINUTES:

The minutes for the previous meeting were reviewed and approved.

REPORTS:

Report #1: Monthly Finance Report

Details: Financial Report was reviewed and approved.

OLD BUSINESS:

No Old Business

NEW BUSINESS:

Item #1: Gutters

Details: Brandon was asked to contact Field’s Gutters to see if they would honor the previous years

pricing on completing the gutter project.

Item #2: Certificate of Deposit

Details: Brandon would see about moving available funds into certificates of deposit to take advantage

of the higher interest rates.

Item #3: Paving of Roads

Details: Brandon will contact the City of Avon in an effort to have our roads paved.

OTHER ITEMS:

Item #1: Meeting Schedule

Details: The 2023 Homeowners Annual Meeting is scheduled for 7:00 PM on Oct 24th.

Item #2: Mike Lowden advised the flowers at the front entrance would not be replaced until the

construction was completed.

Item #3: Brandon stated that Waste Management would eventually replace our current trash totes but as yet there has been no communication with Waste Management as to when that will happen.

ADJOURNMENT:

The meeting ended at 7:04 PM.

October 2022 Annual HOA Minutes

WOW AnnualMeeting

10/25/2022

Time: 7:09PM

Call to Order- Members present include Greg Ebert, Ralph Culver, Mike Carrigan, Mike Lowden, John Copas and Larry Edwards.

2021 Meeting

Minutes from the 2021 annual meeting were read and approved.

Financial Report

Larry Edwards went through the 2023 budget line by line.

Meeting was adjourned at 8:00PM.

After the annual meeting the Board Members met and made the following appointments:

Greg Ebert – President

Ralph Culver – Vice President

Mike Carrigan – Secretary

Mike Lowden – Treasurer

John Copas – Member-At-Large

MEETING DETAILS:

Location: 1309 Reeves Rd

Plainfield, IN

Meeting Facilitator: Greg Ebert

Secretary: Mike Carrigan

Date: September 27, 2022

Time: 6:00 PM

ATTENDEES:

Mike Lowden, Ralph Culver, John Copas, and Larry Edwards

PREVIOUS MEETING MINUTES:

The minutes for the previous meeting were reviewed and approved.

REPORTS:

Report #1: Monthly Finance Report

Details: Financial Report was reviewed and approved.

OLD BUSINESS:

Item #1: Touch up of Bricks

Details: Several homeowners have made it known that some bricks have chipped and require touch up with paint. Homeowners have been asked to contact Property Services if they need touch up. Greg asked how many have requested this service. Larry stated he did not know.

NEW BUSINESS:

Item #1: Sign

Details: Sign is being made to remind homeowners of the Annual Meeting on October 25. The sign will be placed at front entrance.

OTHER ITEMS:

Item #1: Meeting Schedule

Details: There will be two meetings of the Homeowners Association on October 25^th . One at 6:00 PM and another at 7:00 PM.

ADJOURNMENT:

The meeting ended at 6:50 PM.

Westover Woods Board of Directors Meeting Minutes July 2022

MEETING DETAILS:

Location: 1309 Reeves Rd

Plainfield, IN

Meeting Facilitator: Greg Ebert

Secretary: Mike Carrigan

Date: July 26, 2022

Time: 6:00 PM

ATTENDEES:

Mike Lowden, Ralph Culver, John Copas and Larry Edwards

PREVIOUS MEETING MINUTES:

The minutes for the previous meeting were reviewed and approved.

REPORTS:

Report #1: Monthly Finance Report

Details: Financial Report was reviewed and approved.

UNFINISHED BUSINESS:

Item #1:  Trim overgrown bushes

Details: Trim overgrown bushes at 8156 Burnett Blvd. Homeowner has failed to maintain lawn and now is in the process of selling the home.

NEW BUSINESS:

Item #1: Preparations for Construction

Details: Discussed steps to be taken to meet the timeline set of the Town of Avon for the new road construction.

OTHER ITEMS:

Item #1: Inflation Impact

Details: Discussed the rising cost of labor and materials needed to maintain the homes and common areas of Westover Woods.

Item #2: Meeting Schedule

Details: Board Meetings on Aug 23^rd and Sep 27^th to work on budget. Annual Homeowners Association meeting on Oct 25^th.

ADJOURNMENT:

The meeting ended at 7:17 PM.

Posted May 24, 2022

Westover Woods HOA Board Meeting Minutes May 2022

Call to Order - Members present include Greg Ebert, Ralph Culver, Mike Carrigan, Mike Lowden and Larry Edwards. 

Old Business

Financial report was discussed and approved. 

New Business

A banner for the garage sale on the 3^rd and 4^th will be picked up and placed at the entrance of the subdivision. 

Other Items

Meeting was adjourned at 7:05 PM. The next board meeting will occur on 7/26/2022 at 1309 Reeves Rd in Plainfield.

Posted April 18, 2022

Westover Woods HOA Board Meeting Minutes March 2022

Call to Order - Members present include Greg Ebert, Ralph Culver, Mike Carrigan, Mike Lowden, John Copas and Larry Edwards.

Old Business

With the cost of materials and labor rising monthly it was decided we could save money by completing the gutter project this year. Larry said he would talk to contractor.

With the upcoming construction on Dan Jones Rd, it was decided not to add new mulch to the front entrance. Mike Lowden was to contact Natures Choice to see if the large rock at the front entrance could be traded for services or supplies.

New Business

Eads Murray & Pugh services will be continued through 2022.

A garage sale will be held on June 3rd and 4th. Larry will see if a permit is necessary for sign placement.

Other Items

Meeting was adjourned at 6:40 PM. The next board meeting will occur on 5/24/2022 at 1309 Reeves Rd in Plainfield.

Posted January 26, 2022

Westover Woods HOA Board Meeting Minutes October 2021

Call to Order - Members present include Greg Ebert, Ralph Culver, Mike Carrigan, Mike Lowden, John

Copas and Larry Edwards.

Financial Report

Larry Edwards went through the 2022 budget line by line. The 2022 budget was approved.

Open Forum

Several Homeowners voiced concerns over snow removal. Greg Ebert explained that Larry Edwards was given the authority to contact Rob immediately when snowfall reached three inches without having to contact a board member. Rob (Classic Lawn Care) stated he was reducing the number of snow removal contracts to better serve Westover Woods.

Other Items

Meeting was adjourned at 8:20 PM.

After the annual meeting the Board Members met and made the following appointments:

Greg Ebert – President

Ralph Culver – Vice President

Mike Carrigan – Secretary

Mike Lowden – Treasurer

John Copas – Member-At-Large

Posted September 2, 2021

Westover Woods HOA Board Meeting Minutes August 2021

Call to Order-Members present include Greg Ebert, Ralph Culver, Mike Carrigan, Mike Lowden, John Copas and Larry Edwards.

Financial Report

Financial Report was reviewed and approved.

Old Business

Larry stated the irrigation system had been repaired and was fully operational. It was determined that it was unnecessary to lock the irrigation controller box. Still no response from the Avon Town Council attorney.

New Business

Greg advised the annual meeting would be on Oct 26th at the Washington Township Park. Larry advised that Property Services would be increasing the hourly fee to $10.00.

Other Items

Meeting was adjourned at 8:00PM. The next board meeting will occur on 9/21/21 at 1309 Reeves Rd in Plainfield.

Posted July 6, 2021

Westover Woods HOA Board Meeting Minutes June 22nd, 2021

Call to Order - Members present include Greg Ebert, Ralph Culver, Mike Carrigan, Mike Lowden, John Copas and Larry Edwards.

Financial Report

Financial Report was reviewed and approved.

Old Business

Our attorney stated that to date, there has been no formal response from the Avon Town Council attorney concerning the walking path or gate. The Avon Town Council did indicate they were not willing to permit a gate. With the current zoning ordinances and the fact, the roadway is publicly owned there is little hope of success in pursuing the installation of a gate. The Town Council did suggest speed bumps or a more visible police presence might be a consideration. The HOA attorney has contacted us and related the following “the Avon Traffic Calming program is apparently being rewritten and is about to go to the town council for approval. It will likely be passed in July or August. When that happens, we must reapply under the new program.” Our attorney went on to say “At this juncture, all we can really do is wait until the town’s revised traffic calming program is approved and put into effect (likely July or August).”

New Business

Larry stated the irrigation system was not working. The cover on the irrigation controller had been left open and recent rainfall had flooded the box destroying the circuit board. Larry advised it would cost approximately $165.00 and two-hours labor to replace. It was recommended the irrigation controller be secured with a lock to prevent such occurrences.

Other Items

Meeting was adjourned at 8:05PM. The next board meeting will occur on 8/24/21 at 1309 Reeves Rd in Plainfield.

April 2021 Board Minutes

Call to Order - Members present include Greg Ebert, Mike Carrigan, Mike Lowden and Larry Edwards. Rob from Classic Lawn Care also attended.

Financial Report

Financial Report was reviewed and approved.

Old Business

Our attorney has been in contact with the Avon town council, town manager, and the town attorney. The town council has asked the town attorney to formally respond. We are waiting for the letter to determine appropriate action concerning the walking path and the gate. 

Larry checked 705 Westover Rd and three other properties where the coating was chipping off the fascia and eves. After removing the plastic coating, it required two coats of paint to repair. Larry advised that in the future it would be more cost effective to replace the sheet metal. Gutter replacement for the year 2021 has been completed. Aeration and seeding has been completed.

New Business

Rob stated he was reducing the number of snow removal contracts to better serve Westover Woods. Larry stated that during snowfall it was first come first served. It would be critical for the HOA to request snow removal as soon as possible so as not to be given a lower priority. Larry was given the authority to contact Rob immediately when snowfall reached three inches without having to contact a board member. 

Other Items

Meeting was adjourned at 8:23 PM. 

February 2021 Board Minutes

Call to Order - Members present include Greg Ebert, Mike Carrigan, Andy Weathers, John Copas, Mike Lowden, and Larry Edwards

Financial Report

Financial Report was reviewed and approved.



Old Business

Aeration and seeding will begin in the early Spring for the entire neighborhood. Those homeowners who wish to opt out may do so. Gutter replacement will begin in the vicinity of Burnett Blvd and Overbrooke Ln. Twenty percent of the gutters will replaced each year until the project is completed. To date, there has been no response from Ryan Cannon (Avon Town Manager) concerning the gate and/or walking path. Our attorney will send each member of the Avon Town Council copies of the correspondence originally sent to Ryan Cannon and advise them of Ryan Cannon failure to respond.

New Business

Discussion concerning snow removal during the recent snowstorm. Rob’s failure to respond and complete job satisfactorily caused undue hardships for our residents. Rob will attend next board meeting to convince Board these problems will not be repeated.

Other Items

John Bailey and Andy Weathers tendered their resignations.

Meeting was adjourned at 7:50 PM.

August 2020 Board Minutes

Call to Order – Members present include Mike, John, Andy, Greg and Larry from Property Management.

Financial Report

Reviewed- Move to Approve Mike, Second Greg

President’s Report –

Old business

All satellites have been removed, new signs are installed, boat and camper have been removed. Motion to approve by Andy, seconded by Mike.

New Business

• Proxy Petitions to be taken to home owners for input on Sidewalk and Gate issue – Greg will get names and petitions to board members to go door to door
• Larry was asked about sprinkler update
• Larry gave update on new signs at entrance
• Larry gave update on fountain repair and will get info
• Greg asked for suggestions regarding budget for next year
• Larry will do walk through to check for paint, gutters, brick repair needs and sealing options.
• Board decided to trim trees and mulch on Overstreet mound by September
• Discussion regarding slit seeding yards in September
• Motion to approve by Mike, seconded by John.

Adjournment – Motion to adjourn by Mike, seconded by Greg 8:10pm

May 2020 Board Minutes

Meeting called to order by President Greg Ebert

Attendance : john copas absent

Approval of Minute

Minutes of previous meeting were read and approved.

Financial Report

Bills and financial statements were approved

Old business

New signs have been ordered.. Lawyer discussed security gate and path... John Hall checking water leak... sprinkler system coming along

New Business

Purchase control panel for sprinkler system, motioned and approved... Lights for under trees, motioned and approved... Cutting and trimming trees on mound and plant some grass, motioned and approved....Wash siding on house at the entrance,...

Current Topics

Susan retired and Brandon will take over.. Dishes on the roofs.. check to see who is responsible for driveway aprons....rules to change on convenience..... must own 5 yrs. Before allowed to rent...

Adjournment: 8:30..... next meeting at John Copas... June 23

February 2020 Board Minutes

Board meeting held on 2/25/20 at Greg Ebert’s home.

Subjects discussed.

1. New park that is to go at Dan Jones and Morris Roads in about 2 years.
2. Gate between our edition and the apartments. We are still jumping hoops to get this done.
3. Our yearly meeting that was to happen last year will be will be 7:00PM March 24^th  at the Avon Town Hall.
4. Landscaping plans for this year.
5. Plans for a new sign at our entrance.

Thanks, Greg Ebert