Kensington Estates HOA

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Tuesday, October 8, 2019

Kensington Estates 2019 Annual Meeting


                                                                   Kensington Estates Annual Meeting
September 21, 2019  ~ 1:30pm  ~   Plainfield Public Library
It was determined that a quorum had been met and the meeting could take place. Russ Warren, president, led the pledge to the American flag. He gave opening remarks and followed the agenda that had been given to owners previously.
The 2018 Annual Meeting minutes were read and approved by motion from Phil Dungan; second by Linda Lee.
Financial Report was given by Susan Keene of Property Services Group. Due to the early meeting date, she presented numbers as of August 31, 2019.
·       Total Assets were $151,336.63
·       Indiana Members Credit Union Checking   $21,277.74
·       Indiana Members Credit Union Savings      $50.22
·       Edward Jones  $136,908.67
·       Accounts Receivable (Maintenance Fees)   ($6,900.00) Some residents have paid HOA fees in advance.
·       Outstanding Checks to date: lawncare for $1,300
Susan further explained that because of our tax-exempt status, the interest gained on the EJ account avoided the normal 30% tax rate that would be incurred by an individual.
Susan then presented the past year’s budget and total expenditures.  The bottom line is that finances for the years exceeded money spent by $19,000. Because driveways were a non-budgeted item, we exceeded (overspent that area) by $6,000. The budget area of mulching exceeded budget by $1,553 because we mulched additional areas that had not been done before. She said that in the coming year we needed to revert to previous plan of mulching only the fronts, giving the homeowners the option of having other areas mulched at their own expense. The pond was on budget while mowing and snow removal were under budget. We were somewhat over budget on landscaping, for that was a ‘catchall’ area related to the ‘common areas.’
After discussion, it was decided that PSG will prepare end-of-the-year financial statements and mail to the residents.
Susan was complimentary on the financial status of KE in comparison to other condo communities. She stated that good planning, the Board’s foresight and management execution were responsible.
Larry Edwards  of Property Services Management Group discussed the maintenance issues accomplished in 2019. Major drainage issues (more expensive) had been addressed the previous year, so this past year saw more day-to-day maintenance issues—replacing fascia/flashing after storms, spraying of nuisance weeds, clearing drains, caulking expansion joints in concrete, trimming low-hanging trees, clearing storm drains, maintaining downspouts, soil and seed places where trees had been removed, Christmas decorations at entry, and finally assuming the job of removing snow from porches and steps. This was previously done by the snow removal company who serviced the community.
Investment and Reserve Fund were presented by Russ Warren.
Russ explained the spreadsheet for future capital project needs and how we could be increasing our long-term savings to fund these projects as they became necessary. The information on the spreadsheet came from a condo management website. This plan and the 2020 budget are attached to these minutes. By maintaining the same monthly fee per residence, we could increase our monthly contribution to the Edward Jones account to $4,000 per month as opposed to the present $3,300 per month. The $3,300 monthly contribution has existed for many years. Our HOA monthly fee has been $180/month per resident for five years.
Russ also said that our investments were set as conservatively as possible, and we had made 8.72% interest gain this past year.
OLD BUSINESS
There was no action taken on any matters in OLD BUSINESS.
Comments from Residents:
·       Terry Abner requested that PSG do any pond maintenance that the residents had been doing on a volunteer basis. He specifically addressed that the pond drains needed attention after every major rain.
·       Also sticks needed to be picked up, rather than the mowing crew ignoring them and mowing over.
·       Jim Copeland also requested clarification on who would be responsible for cleaning leaves from the gutters in the fall. Larry Edwards said that PSG would clear the gutters.
NEW BUSINESS
The 2020 budget was presented by Russ Warren, president and Susan Keene, PSG. After a thorough discussion, the budget for 2020 was approved as presented by the entire body of residents. Voting was done by a show of hands. No opposition was expressed. The 2020 budget was adopted.
Election of Officers
·       Because of Russ Warren’s vacancy left at the end of this year, one person was to be elected to fill this position. Ballots had been prepared for voting for one person, with Ted Dowden and Susan Poland
listed as candidates. (One ballot per household.)
·       The president told the secretary to add Vicky Wilson’s name to the ballot as well, as Jim Turpin challenged Vicky’s length of term, stating that she must face election this year, that her term was up.
There were no records available at the time to check the validity of the challenge. Rather than delaying the election, voting proceeded with the residents directed to select two of the three persons listed.
·       Ballots were counted by Susan Keene and Phil Dungan. The results were as follows:
Susan Poland 28; Ted Dowden 22; Vicky Wilson 22. Susan Keene said that Indiana State Law allowed for there to be up to eleven members of the community board. KE will have a six-member board at the present time, rather than five as covenants state. State law trumps covenants.
Additional Items
·       Kingsway/Saratoga Update : Carolyn Buzash Craig had attended the Plainfield Board (Planning Commission) planning meeting recently and reported that Kingsway has opted to not proceed with their construction as their plans had been rejected by the Commission due to chosen materials and appearance. Jack Craig had taken neighbors’ concerns to the Town of Plainfield regarding the unmowed land parcel. The officials told him that Kingsway would be notified and that if they did not mow the lot, the town would have it mowed at Kingsway’s expense.
·       Fall Picnic:  Residents were given the opportunity to sign up for the upcoming picnic on Sunday, Oct.13.
·       Thanks: The residents in attendance thanked Jane Teliha and Terry Kennard for a beautiful front entrance to KE. Residents were also appreciated for acts of “volunteerism” in our neighborhood, picking up sticks and trash, extra landscaping, etc.  The residents are appreciative.
The meeting was adjourned.
Linda Rasner, Secretary to the Kensington Board

(Note re: election. At this writing, research into the questioned term was done. Findings were that Vicky Wilson had one year left on her term at the 2018 annual meeting and was further approved for another two-year term by acclamation. Accordingly, her term expires 2021.)

Thursday, May 30, 2019

May 2019 Board Minutes


Kensington Estates Board Meeting
May 29, 2019
The KE Board meeting was held at the Plainfield Library on Wednesday, May 29, 2019 at 10:30 a.m.
All Board members were present, as well as Susan Keene and Larry Edwards from PSG. Four KE residents also attended.
The meeting was opened with the Pledge to the American flag. There were no previous minutes read as our last meeting was the Annual Meeting 2018 in the fall.
Old Business
                  FINANCIAL REPORT—Susan Keene, PSG
·       Susan gave the financial report in detail, and the report has been entered into the KE financial binder.
·       As of April 28, 2019, the Checking Account balance was $28,700; IU Credit Union Savings $50.00; Edward Jones $122, 084.09. She said that our EJ account had done well, making $621 in interest at this point. Several KE residents have prepaid their monthly fees and that information has also been filed.
·       Mowing bill has yet to be presented and paid.
·       She said that we were in good shape budget wise.
       MAINTENANCE REPORT—Larry Edwards, PSG
·       The largest recent job was spreading mulch throughout the neighborhood. Any additional mulch needed will be laid when the shrubbery is trimmed the second week in June.
·       Clearing the drains was a project that was done recently that was a major task.  Several drains had no end caps, making it necessary to locate the drain pipes, and adding caps for easier cleanout in the future. Three remaining clogged drains are under sidewalks/drives and they remain to be addressed.
·       Several homes had fascia that needed to be re-nailed or replaced. That job was also completed.
·       Soil/seeding of areas where trees had been removed was also addressed.
·       Mowing company was told to do mowing whatever day it was dry, if Friday wasn’t feasible.
·       Larry suggested that some Board members accompany him on a neighborhood walk-around to identify concrete work that was needed and to inspect recent concrete work that had been completed. He mentioned that contractors, concrete and others, were only interested in doing a significant amount of work at one time. Otherwise cost could be prohibitive. Russ said we could do a walk-around in the next week. Larry said that after the information was gathered, bids would be let for the projects needing to be done.
·       In regard to the brick veneer that is falling off the porch stoops, he said that if the integrity of the porch stoops and steps were acceptable, then this was considered an esthetic issue and would not be addressed due to the cost and the likelihood that this would be an ongoing issue due to weathering, moisture, etc., as had been told to us by various contractors in the past.
Russ said that this, too, could be assessed on the walk-around.

MAILBOXES—Russ
·       There was discussion among Board members and Larry about the cost and installation of new mailboxes. (Larry said that most posts were in good condition, and any that needed to be replaced could be taken care of when mailboxes were changed.)
·       Jim reported that the cost of large package-size aluminum mailboxes from Otto (Larry said that most communities that he worked with used this company.) would cost $6,900; this includes tearing out the old and installing the new. This would be approximately $107 per house, with any new posts being extra.
·       Russ instructed Larry to give us a cost-per-house amount if the project was undertaken by PSG.

New Business
PARK BENCHES—Russ
·       There was considerable discussion on the possibility of installing two park benches at strategic places in the neighborhood to give residents a place to rest or visit on their walks. We would want benches that required no maintenance.
·       Russ suggested that we table the decision to purchase benches at this time and assess the residents desire at the Annual Meeting 2019.
REPLACEMENT TREES—Russ
·       It was suggested that we purchase 12 or more trees to be planted this fall. Presently we have $3,800  budgeted for this project. Larry said that last year’s tree replacement project came to $50 per tree and $150 for planting. He suggested that we use Blue Ridge Farms (Formerly Hobbs Nursery). Trees increase our property values.

GARAGE DOOR PAINTING—Jim and Russ
·       Some residents have expressed their desire that their garage doors be painted. It was discussed that this had been a project that we knew would need to be dealt with soon, as this is the responsibility of the Association.
·       Larry was directed to get bids for the painting from Brandon at PSG and from another company.
·       The doors facing the west sun are in the greatest need presently.
VENTS—Terry and Larry
·       After discussion it was decided that vents on KE homes would be left closed, with the homeowners opening them if they desired. This will save money and Larry said that since the walls were insulated, it really wasn’t necessary.
RESIDENTS REQUESTS
·       Written request: Norma Garner requested that she be allowed to add a retractable Sunsetter awning over her patio. Request granted. Request will be filed.
·       Written request: Susan Poland stated that she wanted to add a rail to her front porch, in keeping with the others in the neighborhood. She also requested to add a deck on the back of her house with materials that had been used by other neighborhood residents. These requests were granted. Russ instructed Larry to take down the small dead trees that she requested to have removed when he was next in the neighborhood. Her requests will be filed.
·        Russ said that the trees that were a safety issue along the entrance to KE could be trimmed by the neighbors, though it was really the domain of the Saratoga Association.
COMMENTS FROM RESIDENTS
·       In regard to residents who were asking that fees be lowered by tightening the budget, Larry Edwards stressed the need to always be looking ahead for the next roof replacement which could cost $700,000. After discussion, it was pointed out that the budget could be tightened in a few places, but that any money saved should be applied to our long-term savings. Keeping the fee the same, while putting more in savings seemed to be a good idea.
·       Susan mentioned that we need to see a financial report before paying the Saratoga Association the required yearly fee of $1,200.

The meeting was adjourned.
Linda Rasner, Secretary to the Board

Thursday, April 18, 2019

Mow Schedule

Attention Owners: Classic Lawn Care out of Mooresville are your new landscape providers for the community. Your mow day will be on Friday each week weather permit. If you have any questions or maintenance concerns please contact the management office.

Thursday, April 11, 2019

May Board Meeting

Our next board meeting is scheduled at the Plainfield Public Library on Wednesday, May 29th, at 10:30 a.m.  We will be upstairs in McMillan Rm. A.

Monday, March 4, 2019

March Board Meeting

There will not be a Board meeting during the month of March.

Friday, November 2, 2018

October 2018 Board Minutes


Kensington Estates Annual Meeting Minutes*
October 20, 2018
Plainfield-Guilford Township Public Library
The meeting was called to order by Russ Warren, Board president, followed by the pledge to the American flag. The minutes of the 2017 annual meeting were read by secretary, Linda Rasner. Linda Lee’s motion to accept the minutes with Russ Warren’s second to motion was approved.
Larry Edwards of Property Services Group addressed the work that had been completed in the neighborhood this past year, being the first year that they were employed as our management service. He mentioned future projects as well. His comments are addressed as follows:
·      Drainage concerns were addressed. Many homes’ drains were clogged, drain boxes broken, and drains locations hidden. These issues were addressed to prevent further damage to driveways, sidewalks, and porches. Drains were repaired and many were buried. PSG will continue burying the drains over time.
·       Expansion Joints in many driveways that were cracked have been filled to prevent breakage of driveways. This process will continue (60% done to date) as more caulking material becomes available for purchase.
·      Concrete repair/replacement of front steps (those identified to date) will be undertaken in the fall. This will be an ongoing process through the year.
·      Crawl space inspections found that most of the homes’ crawl spaces were dry with no significant problems overall. Those with sump pumps were checked and a report was given to each home owner. Any broken drain lines to the exterior were repaired.
·      Roof repairs were addressed. Valleys that don’t have proper slope had to be replaced with plywood. There remains flashing and sheeting work continues to be done. Efforts will be made to match colors of the vinyl as the product has naturally faded since original construction. Sheet metal work should be done by the end of the year.
·      Trees removal was completed, and the areas reclaimed.
·      Trees (12) were planted; Chanticleer Pear Trees and Red Maples. There are plans to do more in the future. The trees were obtained from Hobbs’ Nursery and were obtained at a good cost. PSG was pleased with the quality.
·      Kensington Estates entrance sign was painted, along with installing light boxes at the site.
·      Mailbox posts were painted as needed and the bases were wrapped with a protective material to prevent mowing damage.

Terry Abner’s concerns about his ongoing issue with repairs related to roofing was addressed by Larry and Russ. Larry will personally inspect these issues.

 OLD BUSINESS
Financial Report was presented by Susan Keene of PSG. Since October has not ended, figures were given as of September 2018. She said there were no cash flow problems, no accounts receivable problems, and that we were in “good shape.” We were able to make our scheduled monthly deposit of $3,300 to our Edward Jones Reserve Account, which to date amounts to $96,011.47. The Credit Union requires a Savings Account which contains $50.11 and our Checking Account to date has $20,233.47. Several residents have paid ahead their monthly fees. Our net worth is $136.241.29,
Regarding the 2017 budget, she reported that over budget items were additional driveway concrete and expansion joint repairs and additional tree removal.
Referring to the financial spreadsheet prepared by Don Owens, Russ stated that since 2015 our Edward Jones funds, have shown a net gain of $5,000. He emphasized that we have invested in “safe funds.” He showed some general projections of the amount of reserve funds we would need in the future to replace roofs, etc. He stated that we were on the right track and needed to continue to remember the necessity of saving for the future to offset any special assessments.
NEW BUSINESS
Pond Maintenance (periodic drain clean out) will be done by PSG in the future. We thank the KE residents who have undertaken this job over the years.
The Proposed Budget for 2019 was presented by Susan Keene, PSG. She explained any changes from the 2018 budget. There were no questions. The budget was approved after a motion by Phil Dungan and a motion second by Kathy List.
Outgoing Board member Carolyn Buzash Craig was presented a gift from the Board in recognition of her many years (11) of service to the residents of Kensington Estates as Board treasurer.
By acclamation, the following were approved as Board members for the coming year:
Russ Warren, Linda Rasner, Vicky Wilson, Jim Turpin, Terry Kennard
The meeting was adjourned after a motion by Phil Dungan and seconded by Lisa Abner.

Submitted by,
Linda Rasner, Secretary to the Board
*These minutes are not official until approved by the membership at the 2019 Annual Meeting.
They are presented currently for your information. Subject to change.

Monday, September 24, 2018

September 2018 Board Minutes


Kensington Estates Board Meeting Minutes
September 17, 2018

The meeting took place at Plainfield Library at 1pm. Russ led the pledge to the American flag. Board members present were Russ, Carolyn, Vicky and Linda Rasner. Linda Lee was unable to attend.
Minutes of the June 18 meeting were read by the secretary, seconded by Carolyn, 2nd by Vicky.
Susan Keene of PSG read the Financial Update which is attached to these minutes.
Russ discussed the present budget and noted that we do have $3,000 in funds earmarked for fall planting of trees to replace some of those that had to be removed. He also stated he was pleased with the growth in the Edward Jones account, and thanked Don Owens for his continuing work with reporting in detail this account.
Updates from Property Service Group—Larry Edwards
·       Driveway Expansion Joints Caulking—To prevent water and ice damage in our driveways, caulking with silica sand and self-leveling caulk had begun in the neighborhood and would continue.
·       Drainage pipes were to be buried to prevent the lawnmowers from hitting and damaging them.

·       Barker’s Concrete company will be repairing and laying concrete steps as have been identified and sent by PSG to KE Board for their go-ahead.

·       Larry reiterated how he arrived the jobs he thought needed to be done. Every job that needs to be done was first presented to the Board president who shared the information with the other Board members. PSG does NOTHING in the way of repairs that has not been approved by the Board. This is in exception to small repairs that are submitted to PSG by homeowners.

·       Mailbox posts need to be secured for future installation as the need arises. There was some discussion as to the best place to procure these, as they are expensive.

·       Snow Removal—There was discussion as to whether Darrell could continue “calling the shots” as to when snow removal was necessary, as directed by the Board, as he has done for fifteen years, or was it now necessary for Darrell to wait for a call to be directed by PSG. Board members said that we had always erred on the side of caution, as we served an older neighborhood and safety was our greatest concern. PSG calls the snow removal services at 3” snow depth, while KE practice has been to have service at 2” snow depth. There was no decision made. Tabled.

Preparing for the Annual Meeting
·       Susan presented to the Board her suggestions for the coming budget which she had based upon projected maintenance issues needed in 2019 and work that had been completed in 2018. The Board will meet and study her suggestions and be ready to present a proposed 2019 budget to the KE membership at the Annual Meeting this fall. The Board will meet September 28 at 1pm to prepare for the Annual Meeting, tentatively slated for Saturday, October 20, 2018, at 1pm.
·       Russ reminded that membership present that several Board positions would be open for election as the majority of the present Board would no longer serve. The process for submitting your name for election will be contained in the membership packet that will be distributed to residents ten days prior to the Annual Meeting, as required by the By-Laws.


Comments and Concerns from the Kensington Membership in Attendance
·       QUESTION: Does PSG take bids from vendors before a project, such as concrete work?
ANSWER:    We do take bids to a degree. Among all our properties we manage, we have taken bids and have a pretty good idea of who consistently comes in with the best price and quality work.”
·       QUESTION: Will the gutters be cleaned this fall?
ANSWER:     Yes.
·       QUESTION: What is the procedure for complaints of dog barking incessantly in the neighborhood?
ANSWER:     Resident should call PSG, and a letter will be sent to the owner. If the problem continues, PSG will make a call to Animal Control, and that office will talk with the owner.
·       QUESTION: What about the overgrowth of branches, etc. along Saratoga Blvd sidewalks.
ANSWER:  The Saratoga Association is not taking care of this issue. If voluntary trimming takes place, PSG offered that their employees would pick up the debris if it were piled up. Just let them know where and when.
·       QUESTION: After a heavy rain, the pond looks unsightly. Can volunteers help clean this up?
ANSWER: Absolutely. Volunteer neighbors are the best kind. (It was mentioned that a couple of different residents who live adjacent to the pond, regularly have assumed raking, cleaning debris, etc.)
·       STATEMENT: Residence at 5733 KWS needs some long overdue, properly repaired metal overhang work, i.e. nailing and caulking, as well as new fascia.
REPLY: Address was noted, and information recorded by Larry Edwards.




Russ moved that the meeting be adjourned.



Submitted by,

Linda Rasner, Secretary to the Board

Monday, September 17, 2018

June 2018 Board Minutes


Kensington Estates Board Meeting Minutes
June 18, 2018
 1 p.m.

The meeting was held at Plainfield Library. All Board members were present as well as Susan Keene and Larry Edwards from PSG. Several residents were also in attendance.
The meeting was opened with the pledge to the American flag.
Minutes were read and approved by the Board.
Financial Report: Susan Keene (PSG) distributed the printed financial reports (attached). KE net worth was reported as $116, 685.40 to date. Russ moved to accept the report which was 2nd by Carolyn. To date we are within our budget, being over in some areas and under in others.
Old Business:
·         Larry Edwards (PSG) reported that PSG would undertake all shrub trimming in the neighborhood, as Bulldog Lawncare did not wish this job. Any shrubbery that residents do NOT want trimmed, will be left as is if the “Do Not Trim” sign is posted for the trimming crew. All bushes around the perimeter of each residence may be trimmed if the owner so desires. This is a change from past years.
·         Crawl Space inspection that was recently completed, revealed no significant problems. Any problems noted were reported in writing to the homeowner. This service was appreciated by the homeowners. This inspection will most likely be done every few years.
·         Painting of doors is being done by Brandon from PSG.
New Business:
·         It was suggested that “Do Mot Mulch” and “Do Not Trim” signs should be distributed at the Annual Meeting in the fall so that those residents leaving for the winter could post them prior to their leaving.
·         There was discussion concerning homeowners who had replaced mulching areas with rock. It was stated that to prevent rocks being thrown by lawn edging, rock areas should have a significant edging material; this is usually done when the job is completed by professional lawn crew.

The next meeting will be will be September 17, 2018, at 1 p.m. at the Plainfield Library.
Russ moved that the meeting be adjourned; 2nd by Carolyn.

Submitted by,
Linda Rasner, Secretary for the Board