Kensington Estates HOA

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Friday, June 1, 2018

2017 Annual Meeting Minutes

Kensington Estates Annual Meeting Minutes
 October 14, 2017 
The meeting took place on Saturday, October 14, 2017, at the Plainfield-Guilford Township Library.
A quorum was present, having 48 of 65 homes represented by at least one owner.
President Russ Warren led the group in the pledge to the United States flag, followed by a welcoming statement. He commented that it was encouraging to see such a large turnout.
Secretary Linda Rasner read the minutes from the 2016 annual meeting. Motion to accept the minutes as read was made by Linda Lee, 2nd by Neal Belton; motion carried.
Russ Warren shared the Board’s accomplishments of 2017, focusing on the dead tree and stump removal, the reclaiming of these areas; and the recent concrete work that had been done that replaced several sidewalk panels that were damaged due to tree roots, in addition to some driveway aprons.
Treasurer Carolyn Buzash presented the financial report, stating that there were no outstanding debts and that we had kept very close to the proposed budget for 2017. The special assessment of $30/month/per home was used to “pay back” the Edward Jones account that was “borrowed from” so that all roofs could be finished early. The biggest spending this past year was for tree project and concrete work. Presently there is $74,000 in our reserve, not including October’s deposit. It was reiterated that the Special Assessment was used only for roofing. We were pleased to have received a 7.65% on our investment fund. Barb Baxter moved to accept the financial report, 2nd by Phil Dungan; motion carried.
OLD BUSINESS: Russ told about the tree removal project, the mailbox repair and replacement, the concrete work, and painting. Some front doors and outer trim has been done, with more to be done as weather permits. Painting from this point forward will be done by Property Services Group. There was discussion that garage doors need to be soon.
 Russ reported that there were 12 ask trees left in the neighborhood which had been treated for several years at the homeowner’s expense.  Additionally, he said there are 10 trees remaining between the sidewalks and the road. He entertained a discussion of the homeowners’ opinions of whether these trees should be removed NOW at a cost of $350-$400 per tree to prevent future sidewalk damage. If we leave them for now, we will be paying for future concrete work. An UNOFFICIAL vote indicated that homeowners would prefer removing the trees now, before sidewalks were damaged.
There are 8 original mailbox posts that will be replaced. Those repaired/replaced that have flaws will be addressed. After this project is finished in the coming year, all homeowners will have a ‘new’ post.
NEW BUSINESS: Included in this fall’s packet to homeowners was a sheet prepared by Russ as he interpreted the Bylaws, indicating what was the responsibility of the homeowner and what was the Association’s responsibility when it came to a home’s maintenance. After discussion it was agreed by all present that the Bylaws could be interpreted in different ways by different people. It was further discussed and agreed upon that we needed once and for all to have an attorney study our Bylaws and arrive at some legally binding conclusions for everyone’s sake. Terry Abner moved to proceed with clarification of the Bylaws via an attorney, 2nd by Don Owens; motion carried.
Carolyn and Russ stated that the proposed budget for 2018 was drawn by Kensington Estates Board and Property Services Group (PSG) as they will be our maintenance managers beginning November 1, 2017. There were very few changes in the budget categories and in the amounts proposed in these categories. The monthly HOA fee will be $180.00, of which $8.00 is included as the management fee for PSG. One area of change is Administrative Costs, as PSG will receive all KE monthly fees. PSG will also develop a website for Kensington Estates. Information for residents, newsletters, forms, and contact capabilities will be available once the website is developed. Due to privacy issues, some information will not be available online.
Property Service Group representatives Larry Edwards and Susan Keene were introduced. Mr. Edwards discussed how the maintenance of Kensington Estates would take place and the process his employees would follow when they came into the neighborhood. He informed us of the guidelines that we would follow when requesting maintenance work, and he explained the process PSG follows as our management company.
Ms. Keene explained how the automatic payment process could be initiated if they chose to do this and assured all homeowners that the remaining 2017 payments (Nov and Dec) could either be sent to PSG or IF sent to Carolyn, that would not be a problem and she would deal with anything that arose in this regard.
After Russ explained that after hiring PSG to be the property managers for Kensington Estates, Board members would serve in an advisory capacity only. Meetings would probably be quarterly, not monthly. Linda Lee volunteered to serve on the Board, bringing the number to five Board members. She was accepted by acclamation.
Phil Dungan moved that the meeting be adjourned. He was met with no resistance, and the meeting was adjourned!

Submitted by,
Linda Rasner, Secretary for the Board
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