WEST HARBOUR PROPERTY OWNERS’ ASSOCIATION Tuesday, February 19, 2019 Hinkle Creek Elementary School Cafeteria The meeting was called to order at 6:35 PM. In attendance were all members of the Board listed below, 23 association members, and a representative of Ardsley Property Management. A quorum was established by the association members in attendance. President Greg Powell Vice President Dwight Crowmer Member-at-Large Brian McKamie Secretary Christine Earley Treasurer Carrie Rayls MATTERS BEFORE THE BOARD: PROPOSED AMENDMENT There will be two meetings of the WHPOA at Hinkle Creek Elementary East Cafeteria, which the first took place on February 19 and again on Monday, May 6 for our annual meeting starting at 6:30 pm. Please mark your calendars and save these dates! During the first POA meeting of the year, the annual budget was reviewed and an open discussion about amending our covenants to eliminate rentals during the first two years of ownership. If approved, this change will prevent homes from being purchased by investors for use as rental properties. (Title/Mortgage companies will be able to recognize buyer.) We will also ask for volunteers to assist us with the process of gaining enough member votes to approve the amendment, and we will again seek volunteers for our open positions. Greg is in process of composing a FAQ regarding the amendments, which will be posted on all three of our media outlets and placed in the upcoming quarterly newsletter. Ardsley provided a boilerplate outline used by several other associations that, once customized for WHPOA, will be reviewed by our attorney before submission to WHPOA members for their consideration. Need 75% or 121 of the 161 homesteads to say yes. If passed, it will be filed in the City of Noblesville. Amendment will go by direct mail to start for the vote and would like as much participation as possible. If not enough, will go door to door. A comment was stated as to whether there should be some kind of written penalty or specific amount for the violation of the proposed amendment. Response: There would be penalties and fees. The assembly was asked to respond with suggestions to the amendment, add-ons, etc. through westharbour.org or directly to the POA president at email@example.com. Final Draft: The POA has 180 days from point of mail out to have the voting completed. Ardsley Management will do the mailing to all resident owners within the next week or so in order to initiate the amendments process. BUDGET The 2019 WHPOA Annual Assessment for 2019 at $396 remained unchanged from 2018. Questions were raised and discussed regarding the budget, and if administrative expenses might be reduced by doing e-statements for annual dues; as well as, projected budget for Easter Egg Hunt and Summer Bash. Pool contract budget for 2019 was reduced due to cut back on lifeguard pool hours. The association is currently in the 2nd of a 3-year contract with Piles Pools. LANDSCAPING The association will remain with the same landscaping company, YardNut, for the 2019 season. The bridge to the pool was a major concern as the slates keep breaking and suggestions for alternative material. A discussion took place regarding trimming around bridge and signs and how it can be done better. WEST HARBOUR SPRING GARAGE SALES Our annual spring garage sales will take place on Thursday, April 25, Friday, April 26 and Saturday, April 27 – hours TBD. These dates coordinate with South Harbour sales. The board will explore into alternative ways for WH garage sales, such as, Facebook type page, etc. as participation in the sales as decreased. COMMONS DIRECTOR/WEBMASTER Volunteer(s) for the position of Commons Director for the 2019 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, as in 2018, if the opening is not filled. WHPOA is also looking for a Webmaster volunteer to manage our website and revamp it! No degree required, just familiarity with computers. Take an interest in your community. If interested or know of someone to recommend, email the WHPOA at firstname.lastname@example.org or any Board member listed at westharbour.org for information about the above openings. Encourage your neighbor and refer them to the board! WHPOA ANNUAL MEETING Mark your calendars! The next meeting of the association will be our Annual Meeting to take place at 6:30PM on Monday, May 6th, at Hinkle Creek Elementary East Cafeteria, which the POA hopes to have the amendment process started. Adjourned: 7:40PM
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!