West Harbour Property Owners Meetings Scheduled
February 19, 2019, 6:30 PM Hinkle Creek Elementary East Cafeteria
Review of 2019 Operating Budget, Owners Assessment, Covenant Amendment Project
May 6, 2019, 6:30 PM Hinkle Creek Elementary East Cafeteria
Annual Meeting of Homeowners
WEST HARBOUR PROPERTY OWNERS’ ASSOCIATION
MONDAY, MAY 7, 2018 Hinkle Creek Elementary School Cafeteria
Annual Meeting Minutes
The meeting was called to order at 6:36 PM. In attendance were all members of the Board of Directors, 15 Association members, and Kevin Schwarz of Ardsley Property Management. A quorum was established by the association members in attendance.
We will continue with Pyles Pools for the 2018 season. The Board secured a three (3) year fixed-fee contract with Pyles Pools that locks in the cost of WHPOA’s largest ongoing expense throughout the contract period. The BOD anticipates that this will help to keep the annual assessment from a large increase in the future by knowing and controlling this cost. The pool cover has been removed, the pool cleaned, and deck chairs are out. The opening date for the pool is Saturday, May 26, 2018.
2018 Pool Hours: 10AM - 9PM Daily
10AM - 12PM without guard
12PM - 9PM with guard
3PM - 9PM during school days
Pool hours and rules are subject to change and may be adjusted as necessary. 2018 pool rules are posted on our website.
The Board eliminated lifeguard hours from 10 AM to Noon due to consistently low pool utilization during those hours. This change saved the association a significant amount of money and further contributed to maintaining the resident assessment for 2018 at its current level.
Pool, telephone, surveillance cameras, and key card systems are all up and running and came in under budget with no needed repairs.
Pool Key Cards can be used between 10AM – 12PM when lifeguards are not on duty – swim at your own risk. For a replacement pool key card ($25), contact Kevin Schwarz at 317.253.1401. If you are a new residents and did not receive the pool key card from the previous owner, please contact the property manager.
BUDGET: Kevin Schwarz
The 2018 Budget was reviewed. The association has received 95% of this year’s annual assessment, with 10-12 households still outstanding/delinquent. All 2017 assessments have been collected.
2018 BOD ELECTION
New Board of Directors:
Greg Powell – President
Dwight Crowmer – Vice President
Brian McKamie – Member at Large
Jan Helms was recognized for volunteering her time, effort, and dedication to WHPOA over the years and for serving as past president and as a member of the board of directors. Jan chose to not run again for a board position this year in order to devote more time to her family. WHPOA appreciates Jan’s contributions to the West Harbour community and extends its gratitude to her for her service.
The New Board Reappointed:
Carrie Rayls – Treasurer
Christine Earley – Secretary
Commons Director – OPEN
Webmaster – OPEN
The association has been seeking volunteers to fill the position of Commons Director who coordinates neighborhood events, i.e., Annual Easter Egg Hunt, Neighborhood Garage Sales and the Summer Bash. A Webmaster is also needed to maintain our website at westharbour.org. Please take an interest in your community and volunteer – contact any board member!
OTHER MATTERS BEFORE THE BOARD
All External Additions and Modifications must be submitted to Ardsley Management for final approval before starting. Some examples are changes or upgrades to decks, fences, patios, house paint (unless same color), driveways, in ground pools (no above ground pools allowed), playsets, pergolas, yard barns, etc. If you have questions or are planning an exterior project, contact Kevin at 317.253.1401 to get the forms needed for approval.
Street Lights: Contact Duke Energy at 317-867-4273, if you notice an outage.
Violations: Kevin Schwarz of Ardsley Management
There are seven (7) to eight (8) homes in need of repair in the neighborhood. Letters have been sent.
All residents are asked to keep up beds, yards (cut tall grass and treat for weeds), and perform routine upkeep on your home by repairing fences, house trim and gutters, repairing sheds, touching up external paint, and power washing your siding if needed. Improve the appearance on the sides of your home – don’t let it become an eyesore to you or your neighbor.
Next Meeting: TBA
The WHPOA Annual Meeting will be held Monday, May 7, 2018 at the Hinkle Creek Elementary School cafeteria, all homeowners are encouraged to attend. In addition to normal business, the bi-annual election of officers will be held and volunteers will be sought for other WHPOA positions.
We look forward to seeing you there!
West Harbour Garage Sales will take place April 26, 27, 28 from 9 AM to 6 PM daily. It is a great time to sell those unwanted items and to pick up some great bargains!
West Harbour Property Owners’ Association Meeting Minutes
Tuesday, January 23, 2018
Hinkle Creek Elementary School Cafeteria
President Greg Powell
Vice President Dwight Cromer
BOD Jan Helms
Secretary Christine Earley
Treasurer Carrie Rayls
Property Mgr. Kevin Schwarz, Ardsley Property Management
Residents Eight (8) Homeowners
The meeting was called to order at 6:35 PM.
NEW BOARD MEMBER:
Greg introduced and welcomed Dwight Cromer as the new WHPOA Vice President and Board of Directors member. Dwight will fill the remainder of Bob Billingham’s term vacated in 2017.
Greg also thanked Katie Clark for her service as Commons Director.
2018 ANNUAL ASSESSMENT - Greg Powell
Annual Assessments will remain the same for 2018 at $396.00. Notices will be mailed out in early February for the March 1, 2018 due date.
2017/2018 BUDGET REVIEW– Kevin Schwarz
Regarding annual assessments for 2017 (Budget vs Actual), there was an increase in Actual receipts due to delinquent assessments received.
Kevin stated that the 2018 Budget is not much different from the 2017 Budget.
Insurance coverage will increase in 2018
Pool expenses decrease in 2018
Electricity expenses decrease in 2018
Over budget expenses in 2017:
∙ Landscape Maintenance: Removal of several dead trees in the pool area.
∙ New pool furniture was purchased to replace the furniture that had failed after only three seasons of use and could not be repaired. The new pool furniture should last for several years to come. The new furniture has powder coated frames and individual straps that are replaceable at a minimal cost as compared to the previous sling type furniture.
∙ Added expenditure with electrical issues at pool house. It was originally thought that the pool house may need all new circuiting, which was not the case. Burtner Electric was called in to assess the issue and after submitting their bid, completed the necessary work at a fraction of the cost.
∙ Due to the installation of security cameras, etc. electrical costs increased.
∙ Attorney Fees increased in regard to delinquent accounts and other issues regarding the covenants.
∙ Due to the age of the pool house, some of the original siding was damaged and had to be replaced.
Volunteer(s) for the position of Commons Director for the 2018 season and a Webmaster for the POA webpage are greatly needed.
A Commons Director and an assistant are needed to facilitate the continuation of the Annual Easter Egg Hunt, the spring/fall garage sales, and the annual WHPOA Summer Bash. These fun events for our neighborhood may no longer be possible if the opening is not filled.
WHPOA is also looking for a Webmaster volunteer to manage our website and revamp it to bring it into the 21st Century! No degree required, just familiarity with computers. If interested or you know of someone to recommend, contact Greg or any Board member for more information about the above openings to help out your community!
∙ Men’s room in pool house may have moisture issues around window, door closer was not working correctly may need repair.
∙ Multiple cars parked in driveways/on road. The covenants/restrictions do not specifically address this issue. To change this, the covenants would have to be amended with the approval of 75% of owners.
∙ Vehicles parked on yards/grass will result in a violation letter.
∙ The property manager does canvas the neighborhood and addresses covenant violations through letters, i.e., trash/recycle bins, fences, junk on side of homes, cars on jacks, etc. Kevin stated that this spring/summer residents should see continued improvement with these issues as letters are sent out and problems are addressed. If a resident notices a potential violation, please email Kevin at email@example.com.
∙ Fences are being evaluated and owners will be notified starting in the spring about any fence that needs to be repaired or replaced.
∙ There was concern regarding mailboxes which are in need of repair or replacement - i.e. missing doors, hanging doors, numbers missing, etc. Spring is around the corner; please take some time to give your mailboxes (and posts) the attention they need.
∙ A resident stated that the aesthetic standards for our neighborhood need to be or should be elevated. The new Drees subdivision will be built at SR 38 and Little Chicago Road and adjacent to the borders of West Harbour and South Harbour. It was felt that we should do all we can to raise the aesthetics of our neighborhood wherever possible to keep WH competitive with this new development and other surrounding communities.
∙ Solar lights at the WH entrances and their reliability were again discussed. It is not cost effective to hook into Duke Energy due to the high cost to install the necessary electric meter. As such, the issue of installing electricity to the lights has been tabled. Currently, the Firethorn entrance solar light wire is broken which has been an ongoing problem. The light has been repeatedly tampered with by persons unknown who switch it to the off position which then does not allow the light to charge. Ardsley will have the wire to the light repaired.
∙ New landscaping, no landscaping or more colorful landscaping around the permanent entrance signs was discussed.
∙ Concern about the lack of reflectors on the new wooden traffic barrier between the recently constructed walking path and Little Chicago Road. Due to the barrier’s dark color and closeness to the road there is a danger that northbound traffic could collide with it, particularly at night or in poor weather. The City Engineering Department was notified and is evaluating for a solution.
∙ A few of the foreclosed homes have now been revamped and sold.
Greg announced that the WHPOA Annual Meeting will take place at 6:30 PM on Monday, May 7, 2018 at Hinkle Creek Elementary School in the East Cafeteria. Election of the Board will be held at that time; consider serving your community and the Association by volunteering. Interested residents should email the Board or any Board member listed on the webpage at westharbour.org.
Meeting adjourned at 7:40PM