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2011 Board of Directors:

President:
Vernon Byrd
Vice President:
Brian Palonis
Secretary:
Deborah Wolff
Treasurer:
Tom Templin
Board Members:
Rick Busenbark
David Langwell
Kurt Ohlson
Neighbors:
Becky Bartlett
Bill Beirne
Shannon Black
Robin Buchanan
Kathy Burnette
Sharon Busenbark
Paul & Christy Eitler
Lisa Fleming
David Gadson
Deanna Glynn
Mark Haley
Milton & Joyce Hayden
Shelia Hoger
Allyson Huisman
Scott & Trudy Jackson
Joyce Kozlowski
Mishie Laneman
Randy & Sharon Lawton
Charles & Cathy Macke
Meeghan Mousaw
Anne-Marie Reininga
Tom Schneider
Jay Steed
Gena Derby & Ron Stimmel
Hugh & Renae Stoudt
Lydia Tucker
Mary Ann Van Paemel
Terry VanParys
Tom Williams
Mark Willkom
Karl & Barb Zimmer

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Meetings' Minutes
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MINUTES OF ANNUAL MEETING
OF
THE MEMBERS
OF
WOODFIELD DOWNS HOMEOWNERS ASSOCIATION, INC.


The annual meeting of the members of the corporation was held at Harris Prairie Church of Christ, Granger, Indiana, on October 22, 2002, at 7:00 p.m.

The following were present:

     Sharon Busenbark                  Joe and Debbie Palkowitch
     Vern Byrd                         Phil Peters
     Kathleen Ciula                    Bruce Piekarski
     Doug and Charlotte Defebaugh      Tony Rucano
     Marsha and J.R. Defreuw           Phil and Julie Schreiber
     Vicki Englert                     Steve Sirovica
     Lisa Fleming                      Tom Templin
     Greg and Katie Furry              Sue Thompson
     Marci Greenberger                 Wendy Winovich
     Steve/Pam Hahaj                   Deborah Wolff
     Pam Hollowell                     Kay Garbaciak - by Proxy	
     James Lucas                       Linda Meese - by Proxy
     Mark Magliola                     Jacquelynn Schumpp - by Proxy
     Brad McKinley                     Cathy Wenger - by Proxy
     Bill Morlan                       Barb Zimmer - by Proxy	

all being members of the corporation and a quorum.

The acting secretary of the corporation was not present at the meeting and the Minutes of the Annual Meeting of the Members of Woodfield Downs Homeowners’ Association, Inc. of October 16, 2001, were not read. The minutes will be read for approval at the Annual Meeting of the Members in 2003.

The Social Committee reported that the Fall festival with hay ride had been successful. Proposed activities for 2003 are an adult night out in January and an Easter egg hunt April.

The Chairman of the Architectural Control Committee was not present, so a report of the Architectural Control Committee was not made.

The treasurer stated that the check book balance to date was $8,401.57. The treasurer reported that all bills to date are current and all line items of the 2002 Budget appear to be on track. The treasurer rendered to the meeting a copy of the 2003 annual budget. The document was passed around for review.

                              2003
Expense                       Budget
------------------------------------
Entrance & Retention        8,520.00
Insurance (Liability)         900.00
Management                    360.00
Miscellaneous / Improvements  150.00
Professional / Legal        Interest
Repairs                       500.00
Social                        750.00
Street Lights / Utilities   1,980.00
Taxes                          40.00
                         -----------
Total Expense             $13,200.00
------------------------------------

             
Jan 1 - Oct 21, '02 Budget $ Over Budget % of Budget
Ordinary Income/Expense
Income
Dues 13,200.00 13,200.00 0.00 100.0%
Total Income 13,200.00 13,200.00 0.00 100.0%
Expense
Entrance & Retention 6,935.80 8,323.00 -1,387.20 83.33%
Insurance (Liability) 868.00 850.00 18.00 102.12%
Management
Contributions 25.00
Postage and Delivery 84.98
Printing and Reproduction 163.02
Management - Other 0.00 400.00 -400.00 0.0%
Total Management 273.00 400.00 -127.00 68.25%
Miscellaneous / Improvements 0.00 152.00 -152.00 0.0%
Professional Fees
Legal Fees 0.00 500.00 -500.00 0.0%
Total Professional Fees 0.00 500.00 -500.00 0.0%
Repairs 210.00 500.00 -290.00 42.0%
Social
Entertainment 325.00
Meals 175.00
Social - Other 15.66 750.00 -734.34 2.09%
Total Social 515.66 750.00 -234.34 68.76%
Street Lights / Utilities 1,497.34 1,700.00 -202.66 88.08%
Taxes
Federal 6.87
Licenses and Permits 10.00
Property 13.72
State 9.52
Taxes - Other 0.00 25.00 -25.00 0.0%
Total Taxes 40.11 25.00 15.11 160.44%
Total Expense 10,339.91 13,200.00 -2,860.09 78.33%
Net Ordinary Income 2,860.09 0.00 2,860.09 100.0%
Other Income/Expense
Other Income
Finance Charges 3.81
Interest Income 72.89
Total Other Income 76.70
Net Other Income 76.70      
Net Income 2,936.79 0.00 2,936.79 100.0%

Because there were no minutes available from the last meeting to review, old business was not discussed.

There was discussion concerning the condition of the streets and whether or not the homeowners’ association is doing anything regarding resurfacing. It was noted that the streets are owned and maintained by St. Joseph County and that any concerns regarding repair should be directed to the County Engineer. Debbie Palkowitch stated she had previous talked to the County Engineer and he stated it would be several years before we could expect to see any resurfacing done in Woodfield Downs. Julie Schreiber volunteered to circulate a petition to get the streets (or at least some portions that are in serious disrepair) resurfaced. The petition will be directed to our County Commissioner, Cindy Bodle, and the County Engineer.

Construction traffic through the subdivision was discussed. It was stated again that the roads are County roads and Woodfield Downs has no jurisdiction over any activity on the roads. County roads are for anyone’s use. Brad McKinley stated he had contacted the County Engineer’s office three times to request a sign near the front entrance redirecting construction traffic to the designated construction entrance for Covington Shores off State Road 23. The Engineering Department stated they would look into the matter; however, a sign would not make the redirection of traffic mandatory, and construction traffic may continue to flow through the subdivision.

There was a question as to who is responsible for the maintenance of curbs. It was noted the curbs, too, are owned and maintained by St. Joseph County. There was concern that the snow plows hit the curbs and crack them. It was stated snow plowing is also provided by St. Joseph County, and they should be responsible for any curbs they crack. It was suggested that if there are any problems with the curbs homeowners contact the County Engineering department and advise them of such.

Pam Hahaj reported that she has made every attempt to report any burned out and/or broken street lights that she is aware of. It was made known that the lights are owned and maintained by AEP and the homeowners’ association has a continually renewing agreement for maintenance and service of the lights. Pam reported that AEP has expressed that replacement of burned out bulbs is not a priority and the work gets scheduled to be done when they can. It was suggested that she contact one of the homeowners in Woodfield Downs that works for AEP to see what he can do about getting out street lights repaired in a more timely fashion.

There was a question as to what is being done about boats that are left parked in the street and why the homeowners’ association is not doing anything to get that problem taken care of. Although there have been many complaints about boats parked in the streets, in particular to the safety hazard it poses, it was stated again that the homeowners’ association has no jurisdiction over vehicles being parked on the street. It was stated that there may perhaps be some County ordinance as to how long vehicles can be parked on a County road. Additionally, there may be some recourse through the County if the parked vehicle poses a safety hazard. The County will be contacted and made aware of the situation. Homeowner’s were encouraged to contact the County if they are aware of any vehicles that pose a safety hazard.

The homeowners’ association does, however, have jurisdiction over boats, recreational vehicles, etc. parked anywhere on the lot, including the driveway. The paragraph in the Restrictions/Covenants concerning this was read, and it was stated that the homeowners’ association has made every attempt to notify homeowners that are not in compliance to remedy the situation. It was expressed that enforcement of this restriction continue, as it is unfair to those homeowners that do comply.

A homeowner questioned if the association puts out a newsletter, and if so, can something be said to remind people to slow down while driving in the subdivision. Although there has not been a newsletter in over a year, it is the intention of the board to circulate a newsletter at least biannually. A note concerning speed will be included in the next newsletter.

There was comment concerning the person(s) who drive over the grass in the front entrance. It was noted the board has discussed several options of how to curtail this destructive action, including but not limited to boulders, trees, spikes, gravel, street lights, and even security cameras. The costs for all these items has been investigated and the board has not made a decision on which action, if any, to take. The placement of objects as an obstruction will entail additional work to maintain and sprinkle the lawn in that area. Other actions could pose liability problems.

Marsha Defreuw commented that the upkeep and maintenance of the common ground areas, in particular, the front entrance, is very good. Several homeowners agreed. There was a question concerning if the board entertains bids for this service. The treasurer reported that the current contractor provides a bid each year, of which the board makes a decision to accept or reject the bid. It was reported that for the first several years, numerous contractors were hired for the landscaping work, and it was never done satisfactorily and there had been several complaints about the condition of the common areas. Since our current contractor, Done By Me, has been providing the service, the common areas have been maintained excellently, and there have been numerous good comments about the common areas. Since the current contractor’s bid had always been reasonable and since the quality of work is good, the board has not actively solicited bids for the landscaping. It has been the position of the board that in the case of the landscaping, the lowest bid is not always the best bid. Since the upkeep and maintenance of the common areas has a direct affect on the value of the homes in the subdivision, the consensus has been that good maintenance of the common areas is a priority.

The West Nile Virus was briefly discussed. Tom Templin stated that board has considered the option of contractor mosquito spraying in the neighborhood if it became necessary. It was stated that this service should be provided by the County if there was a health hazard, and at this time the board should not take any action to spray. It was further noted that mosquitos were negligible this summer, probably because the subdivision does not have standing water problems and because the horse stable was removed.

It was questioned if there has been any reports of vandalism in the neighborhood. It was noted by one homeowner that his dog had recently been shot.

A homeowner questioned if there are any plans for having the front entrance sign repaired or replaced. It was reported that currently the sign does not need repair; however, the board is aware of its deteriorating condition. Reserves are being accumulated each year to cover the cost of replacement of the sign when necessary. The reserves are being accumulated, so a special assessment will not have to be imposed when the sign needs to be replaced.

It was noted that sometime in the future the Granger area will probably have municipal water, and perhaps sewer and septic. If, in the future, these utilities in fact hook up to Granger, the subdivision may not have the need for the retention basin. If that time were to come, the association would have several options of what to do with that land, including but not limited to, subdividing the land for homes, a playground/ park, or pool with community building.

The President proceeded to the matter of the election of six new members to the Board of Directors to hold office for a term of two years and until their successors shall be elected and shall qualify. The following persons were duly nominated:

     Robin Buchanan             Steve Hahaj
     Sharon Busenbark           Brad McKinley
     Vernon Byrd                Tom Templin

No further nominations being made, the nominations were closed. The President moved the six above persons be elected to the Board of Directors. Upon motion duly made, seconded, and carried it was

RESOLVED, the six members listed be elected to the Board of Directors.

There being no further business, upon motion, duly made, seconded and carried, the meeting was adjourned.

Dated: October 23, 2002.

Sharon I. Busenbark, acting for Secretary


MINUTES OF ANNUAL MEETING
OF
THE MEMBERS
OF
WOODFIELD DOWNS HOMEOWNERS ASSOCIATION, INC.


The annual meeting of the members of the corporation was held at Harris Prairie Church of Christ, Granger, Indiana, on October 16, 2001, at 7:00 p.m.

The following were present:

 		Dave Behrens				Phil Gadson
 		Shannon Black				Ray Garbaciak
 		Erik Brenner			        Jim Labuzienski
 		Rick Busenbark				Brad McKinley
 		David Ciula				Shelley Templin
 		Sophia Foster				Tom Weis
 		Lisa Flemming				Barb Zimmer

all being members of the corporation and a quorum.

The Minutes of the Annual Meeting of the Members of Woodfield Downs Homeowner's Assoction, Inc. of October 12, 2000, were read aloud. It was moved the minutes, as read, be adopted and ordered on file in the corporate record book. Upon motion duly made, seconded, and carried it was

RESOLVED the minutes as read be adopted and filed in the corporate record book.

The Architectural Control Committee reported that there are no new problems with any of the requests for approval. It was questioned if there were any concerns with fences and sheds, and it was reported that there were none.

No one was present from the Social Committee to give a report.

The treasurer stated that the check book balance to date was $7,605.56. The treasurer rendered to the meeting a copy of the 2002 annual budget. The document was reviewed and discussed. It was noted that the Legal expense had been increased this year (typically just the interest earned each year is applied to this account) due to an increase in some homeowners not complying with the storage of boats on the lots. It is anticipated that there will be legal expenses with having to enforce this restriction.

At last year’s meeting there were some complaints about trash flying around the neighborhood due to recycling. Since then, Phil Gadson, has invented a device called an “Expand-a-Bin”, which attached to the current bins supplied in our neighborhood. These increase the size of the recycling bin approximately 2.5 times. It was asked if these could be purchased by the homeowners association for each homeowner. This item was tabled for further investigation and discussion.

The President proceeded to the matter of the election of five new members to the Board of Directors to hold office for a term of two years and until their successors shall be elected and shall qualify. The following persons were duly nominated:

                          Shannon Black
                          Sophie Foster
                          Brad McKinley
                          Deb Wolff
                          Barb Zimmer

No further nominations being made, the nominations were closed. The President moved the five above persons be elected to the Board of Directors. Upon motion duly made, seconded, and carried it was

RESOLVED, the five members listed be elected to the Board of Directors.

There being no further business, upon motion, duly made, seconded and carried, the meeting was adjourned.

Dated: November 13, 2001.

Sharon I. Busenbark, Secretary


MINUTES OF THE SPECIAL MEETING
OF
THE BOARD OF DIRECTORS
OF
WOODFIELD DOWNS HOMEOWNERS ASSOCIATION, INC.


A Special Meeting of the Board of Directors of the Corporation was held at Barb Zimmer's house, 51616 James Lawrence Parkway, Granger, Indiana, on July 20, 1999, at 7:00 p.m. The location was changed at the last minute from Charlotte Defebaugh's House, 14499 Skybreeze Drive as stated in the Notice of Special Meeting of the Board of Directors dated July 12, 1999, due to Charlotte not being able to attend the meeting.

The following Directors were present:

                          Dave Behrens
                          Sharon Busenbark
                          Carey Drury
                          Steve Hahaj
                          Jim Labuzienski
                          Barb Zimmer

all being Directors of the Corporation and a quorum. The president called the meeting to order.

The secretary presented to the meeting the Minutes of the Annual Meeting of the Board of Directors of Woodfield Downs Homeowner's Assoction, Inc. of October 8, 1998. The secretary read the minutes of the meeting aloud and moved the minutes as read, be adopted and ordered on file in the corporate record book. Upon motion duly made, seconded, and carried it was

RESOLVED the minutes as read be adopted and filed in the corporate record book.

The treasurer reported to the meeting that all bills had been paid and all dues had been collected. The checkbook balance was $9,142.83. The treasurer reported that during the year there had been some difficulties collecting delinquent dues. Steve Hahaj had volunteered to handled contacting any members with delinquent dues in the future. Non-fixed expenses were discussed and some quotes will be secured prior to the next meeting for incorporation into the 2000 budget.

A social events coordinator was not present to report on any planned upcoming events. Barb Zimmer noted that Charlotte Defebaugh had stated she was planning to hold the annual ice cream social in mid to late August.

The Architectural Control Committee had nothing new to report.

Violations to the Restrictions/Covenants were discussed. Due to many complaints about the several boats in the neighborhood and the possible problem of non-compliance a procedure was discussed and established for handling violations. Upon motion duly made, seconded, and carried it was

RESOLVED, that two weeks after the initial violation letter is mailed, if the homeowner is not in compliance, a second letter would be sent via registered mail with a return receipt. If after another two weeks the homeowner is not in compliance, our attorney would be called for consultation and action.

The front entrance sign was discussed. Jim Labuzienski noted the sign looked weathered and in possible need of repair. It was determined the board members would observe the sign and report to Jim with their opinions on the condition of the sign and action, if any, to be taken, e.g. get quotes for immediate replacement, budget for replacement over a specified time frame, etc. Jim will get a quote for sign replacement and for re-attaching the bricks that have fallen off. Jim will also finalize repair to the front entrance sign light.

There was some discussion about members of the corporation having use of the portable sign placed in the front island for their personal use. Perhaps a charge could be imposed. It was noted that income to the association would cause problems on the tax return, and if this did become an option for homeowners, any funds received should remain separate from the corporation. Further discussion of this item was tabled until the next meeting.

It was noted that the horse farm at the entrance appears to be overgrown. It was stated there is nothing the corporation could do concerning this.

It was noted that Carey Drury will soon be moving from the neighborhood. Dave Behrens will take over Carey's presidential responsibilities. Steve Hahaj will handle complaints or repairs to the street lights.

Due to the numerous amont of new homeowners in the neighborhood it was suggested the directory be updated again this year. It was determined this would be done in October after the Annual Meeting of the Members.

The next board meeting was scheduled for September 14, 1999, and the Annual Meeting of the Members was scheduled for October 14, 1999. Sharon Busenbark will secure a meeting room at Harris-Prairie Church of Christ for the annual meetings.

There being no further business before the meeting, upon motion, duly made, seconded, and carried, the meeting adjourned.

Dated: August 24, 1999.

Sharon I. Busenbark, Secretary

                                                 Account
                                                 Balance
                              1998     1998      Left
Account                       Budget   Actuals   12-31-98
---------------------------------------------------------
Insurance                                          26.00
Taxes                                              38.21
Social                                            189.24
Emergency Repairs                                 902.48
Improvements - Misc.                              765.00
Legal                                             553.84
Entrance - Retention                              134.34
Management                                        161.88
Street Lights, Utilities                          (37.99)
                          -------------------------------
                          $13,200.00             2733.00

                                       Actual    Account
                                       Expenses  Balance
                              1999     To Date   Left
Account                       Budget   10-11-99  10-11-99
---------------------------------------------------------
Insurance                     850.00    857.00     19.00
Taxes                          50.00     42.50     45.71
Social                        500.00     63.28    625.96
Emergency Repairs             550.00    150.00   1302.48
Improvements - Misc.          400.00     45.00   1120.00
Legal                       interest       .00    657.20
Entrance - Retention        8,000.00   6666.70   1467.64
Management                    450.00    239.43    372.45
Street Lights, Utilities    2,400.00   1696.83    665.18
                          -------------------------------
                          $13,200.00   9760.74   6275.62

Cash on hand 1-1-1999       2,733.00

Income:
  Dues                     13,200.00
  Interest                     88.26
  Late fees                    15.10
                          ----------
                          $13,303.36

Checks written to date      9,760.74

Checkbook Bal. 10-11-99    $6,275.62

                                       Actual    Account
                                       Expenses  Balance
                              2000     To Date   Left
Account                       Budget
---------------------------------------------------------
Insurance                     850.00       .         .
Taxes                          50.00       .         .
Social                        500.00       .         .
Emergency Repairs             500.00       .         .
Improvements - Misc.          500.00       .         .
Legal                       Interest       .         .
Entrance - Retention        8,160.00       .         .
Management                    400.00       .         .
Street Lights, Utilities    2,240.00       .         .
                          -------------------------------
                          $13,200.00       .         .
---------------------------------------------------------
---------------------------------------------------------
                                       Actual    Account
                                       Expenses  Balance
                              2001     To Date   Left
Account                       Budget   09-04-01  09-04-01
---------------------------------------------------------
Insurance                     850.00    857.00      5.00
Taxes                          25.00     37.22     49.15
Social                        750.00    612.76    283.70
Emergency Repairs             500.00       .00   2264.71
Improvements - Misc.          615.00       .00   1819.02
Legal                       interest       .00    889.53
Entrance - Retention        8,160.00   6120.00   2040.00
Management                    400.00    187.80    330.85
Street Lights, Utilities    1,900.00   1502.77    955.68
                          -------------------------------
                          $13,200.00   9317.55   8637.64

Cash on hand 1-1-2001       4,646.68

Income:
  Dues                     13,200.00
  Interest                     97.01
  Late fees                    11.50
                          ----------
                          $13,308.51

Checks written to date      9,317.55

Checkbook Bal. 09-04-01    $8,637.64

                                       Actual    Account
                                       Expenses  Balance
                              2002     To Date   Left
Account                       Budget
---------------------------------------------------------
Insurance                     850.00       .         .
Taxes                          25.00       .         .
Social                        750.00       .         .
Emergency Repairs             500.00       .         .
Improvements - Misc.          152.00       .         .
Legal                         500.00       .         .
Entrance - Retention        8,323.00       .         .
Management                    400.00       .         .
Street Lights, Utilities    1,700.00       .         .
                          -------------------------------
                          $13,200.00       .         .
---------------------------------------------------------
---------------------------------------------------------
----- WOODFIELD DOWNS HOMEOWNERS ASSOCIATION, INC. ------
---------------- FINANCIAL INFORMATION ------------------
                                       Actual    Account
                                       Expenses  Balance
                              1998     To Date   Left
Account                       Budget   10-8-98   10-8-98
---------------------------------------------------------
Insurance                     700.00    857.00     26.00
Taxes                          80.00     63.12     38.21
Social                      1,000.00    326.65    505.02
Emergency Repairs             250.00      0.00    902.48
Improvements - Misc.          320.00      0.00    900.00
Legal                       interest     60.00    550.92
Entrance - Retention        8,000.00   6728.70   1467.68
Management                    450.00    258.16    200.33
Street Lights, Utilities    2,300.00   1688.41    297.14
                          -------------------------------
                          $13,100.00   9982.04   4887.78

Cash on hand 1-1-1998       1,652.14

Income:
  Dues                     13,200.00
  Interest                    110.92
  Refund Cty Tax from 1997      6.76
                          ----------
Total Income to date      $13,317.68

Checks written to date      9,982.04

Checkbook Bal. 10-8-98     $4,987.78


 
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