Pickwick Village Homeowner Association Board Meeting Minutes for Feb. 19, 2020

Attendance
President: Stacey Krum
Vice President: Katy Marquart
Treasurer: Karen Willis
Secretary: Emily Kagey
Beautification: Jason Willis
By-Laws: Mike Tykoski      
Welcoming: Kristin Noel
Social Media: Kyle Stone

The meeting was called to order at 7:00 PM.

President’s report:

  • No report.

Vice President’s report:

  • The vote on the Plymouth-Canton Community Schools bond will take place March 10. More information is available on the Canton township website.
  • Action item: The board will send out a reminder about the upcoming vote, along with resources for additional information.

Secretary:

  • Minutes were approved over email.

Treasurer’s Report

  • The treasurer’s report was approved unanimously.
  • All notices of dues have been sent out, and payments are coming in.
  • Karen notified the board that she will be stepping down from her role in summer 2020.
  • Action item: The board will plan to update the budget at the March meeting, as more of the dues payments will be completed then.

By-Laws:

  • The board received one request from a neighbor who would like to build a fence. Mike responded to the request.

Beautification:

  • Jason notified the board that he will be stepping down from his role in summer 2020.

Welcoming:

  • All neighbors who have recently purchased houses in Pickwick Village have been given a welcome packet.

Social

  • No report.

Old Business

  • The board discussed options for moving forward with placing liens on homes that have outstanding dues and special assessment payments.
  • The board approved language for the letter to be mailed out. The letter will state that homeowners have 45 days to pay the outstanding balance; after that time period, the board will move forward with placing a lien on the property.
  • A motion was made to send out notices of intent to file liens. The motion passed 7-0.
  • Action item: Letters explaining the intent to file liens will be mailed out via certified mail.

New Business

  • No new business was presented.

The meeting adjourned at 8:05 p.m.

Next meeting: The next meeting will be held at 7:00 p.m. on March 17 at 6747 Brookshire Drive.  All are welcome to attend and get involved.

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Pickwick Village Homeowner Association Board Meeting Minutes for Jan. 15, 2020

Attendance (absent members are highlighted)
President: Stacey Krum
Vice President: Katy Marquart
Treasurer: Karen Willis
Secretary: Emily Kagey
Beautification: Jason Willis
By Laws: Mike Tykoski
Welcoming: Kristin Noel
Social Media: Kyle Stone

The meeting was called to order at 7:00 PM.

President’s report:
• Nearly 120 houses had decorations out when the holiday lights competition was judged. Winners were given their gift cards and signs to display in their yards. 

The winners this year were:
First place: 41946 Sunderlando 
Second place: 42173 Hartfordo 
Third place: 6760 Brookshire Driveo 

Honorable Mentions:
▪ 6887 Brookshire Drive
▪ 6604 Brookshire Drive
▪ 6637 Brookshire Drive
▪ 6108 Courtland Drive
▪ 42050 Hanford Road

• An email went out before the recent rain storm, asking residents to make sure storm drains were clear of debris. It appears that there was no street flooding during the storm. Thank you to all residents who helped with this effort. 

• The tiny libraries have been busy over the holidays and into January, with lots of turnover.

• Action Item: With upcoming expected snowstorms, Kyle will send out a neighborhood-wide email to remind residents not to park on the street during snow storms, as this impedes the ability of plows to clear the roads.

Vice President’s report:
• No report.

Secretary:
• Minutes were approved over email.
• All archived meeting minutes have been moved to the Google Drive.

Treasurer’s Report
• The treasurer’s report was approved unanimously.

• The association made progress in saving money for future projects. A motion was made to transfer $7,000 from savings to checking, to help avoid the need for assessments for longer-term future projects, including smaller roads projects. The motion was seconded and passed unanimously (7-0).

• The letter announcing 2020 association dues is ready to be copied and mailed out.

• A motion was made to purchase personalized magnets with the HOA email address, phone number, website, and Facebook group, to include in this year’s dues notice. The motion was seconded and passed unanimously (7-0).

• Action item: Members of the board will prepare the mailing at 7:00 p.m. on January 31.The magnets will be added to the mailing.

• Action item: Kyle will prepare the online payment system and then send an neighborhood-wide email alerting residents that they can pay online. 

• The board will plan to update the budget in February. 

By-Laws:
• No Report

Beautification:
• The board may need to find a new option to till the sand in the north park volleyball court this summer. Options could include renting one or seeing if a resident would let the board borrow one for this use. 

• The board discussed the need for better lighting around the sign at the Barchester entrance to the neighborhood.

• Action item: Jason is going to look into options for lighting the sign, and Stacey is going to price out a few solar options. 

Welcoming:

• Three Pickwick Houses have sold since November 1. Kristin has delivered their welcome packets. Two additional houses were on the market as of January 4.

Social

• The board discussed the need for both a Facebook page and a Facebook group. Now that the group has become more active and serves as the primary point of contact on Facebook, the page will be deleted.

Old Business

• No old business was presented.

New Business

• No additional new business was presented.

The meeting adjourned at 8:00 p.m.

Next meeting:
The next meeting will be held at 7:00 p.m. on February 19 at 6835 Brookshire Drive. All are welcome to attend and get involved.

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The 3rd ANNUAL Pickwick Holiday Lights Contest

WOW! Way to light up Canton, Pickwick Villagers! 

Out of 290 houses in our Pickwick Subdivision, we had 117 houses that were lit up for the holidays! You made it a really tough decision this year, but the Pickwick Elves made their choices. So, let’s get to the results…. DRUM ROLL PLEASE!!! 

1st Place – 41946 SUNDERLAND 
2nd Place – 42173 HARTFORD 
3rd Place – 6760 BROOKSHIRE DRIVE 

HONORABLE MENTIONS 
6887 BROOKSHIRE DRIVE 
6604 BROOKSHIRE DRIVE 
6637 BROOKSHIRE DRIVE 
6108 COURTLAND 
42050 HANFORD ROAD 

Congrats to the winners and the Honorable Mentions, there truly were MANY deserving houses! Thank you for taking part in our 3rd Annual Holiday Lights Contest! We look forward to next year for an even BRIGHTER turn out. 

Happy Holidays & Happy New Year 

– Your HOA Board 

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Pickwick Village Homeowner Association Board Meeting Minutes for Nov. 20, 2019

Attendance (absent members are highlighted)
President: Stacey Krum
Vice President: Katy Marquart
Treasurer: Karen Willis
Secretary: Emily Kagey Beautification: Jason Willis
By-Laws: Mike Tykoski
Welcoming: Kristin Noel
Social Media: Kyle Stone

The meeting was called to order at 7:00 PM.

President’s report: No report

Vice President’s report: No report

Secretary:

  • Minutes were approved over email.
  • Action item: Emily will begin uploading past meeting minutes to the Google Drive.
  • Treasurer’s Report:
  • The treasurer’s report was approved unanimously.
  • Seven homeowners have not yet paid the special assessment, and one homeowner has not paid the 2019 regular dues. Karen is planning to go door-to-door to discuss outstanding dues with these homeowners.
  • Action item: Letters giving notice of pending liens will be mailed by November 30 via certified mail, with a deadline of December 31.
  • Karen is hoping to set up a Wave account before spring to email dues invoices for 2020. This free software enables the board to track all payments, invoices, etc. electronically.

By-Laws: No Report

Beautification:

  • Action item: Stacey will take down the “Drive safely” signs for the winter and store them until spring.
  • The last mow has been completed for the season, and the landscaping crew trimmed the shrubs on the Barchester island. They will trim the grasses first thing in the spring, and then trim them in the fall going forward.
  • Thank you to Pickwick resident Steve Dingman, who recently repaired the bench by the tiny library.

Welcoming:

  • A recent home sale fell through after the posted sale date, so Kristin will begin waiting more than 30 days after the sale date to deliver the welcoming gift.
  • Four houses in the neighborhood are currently for sale.
  • Action item: Three houses have sold recently; Kristin will deliver their gift in December.
  • Action item: Kristin will update the Welcome letter to include a request that new neighbors email the board with their email address and phone number, so we can keep them up-to-date on neighborhood happenings. Social
  • The Facebook group continues to grow.

Old Business

  • Action item: The Google drive is now accessible to all board members. The treasurer will upload the Dues spreadsheet, and the secretary will upload past minutes.
  • Action item: To ensure consistency in communication, either the president or the secretary will respond to emails to the general board address, to confirm that the message has been received and that the appropriate officer will respond; the message will then be directed to the appropriate officer as needed.
  • The meeting adjourned at 8:05 p.m.

Next meeting: The next meeting will be held at 7:00 p.m. on December 11 at Canton Brew Works. All are welcome to attend and get involved.

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3rd Annual Pickwick Village Holiday Lights Decorating Contest!

COME ON PICKWICK VILLAGERS, BRIGHTEN UP THE HOLIDAYS!

EVERYONE is invited and encouraged to participate in our 3rd Annual Pickwick Village Holiday Lights Decorating Contest!

WHAT ARE THE RULES? – There are NO LIMITS! Express your holiday design style and spirit on the outside of your home.

Judging will be conducted by top-secret judges on DECEMBER 23rd beginning at 6:30 p.m. ALL participants MUST have their outdoor lights up & displays ON by 6:30 p.m.for homes to be considered!

The TOP 3 winners will receive a special prize and bragging rights for a FULL year!

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Pickwick Village Homeowner Association Board Meeting Minutes for Oct. 9, 2019

Attendance
President: Stacey Krum
Vice President: Katy Marquart
Treasurer: Karen Willis
Secretary: Emily Kagey
Beautification: Jason Willis
By Laws: Mike Tykoski
Welcoming: Kristin Noel
Social Media: Kyle Stone

The meeting was called to order at 7:15 PM.

President’s Report:
• Stacey drafted a Pickwick newsletter with information about upcoming events and other neighborhood news. She will update to include the recent winners of the 2nd Annual Pickwick Chili Cookoff, and then the board will plan to distribute hard copies.
• Stacey will remove the gator bags from the newer trees in the parks, except for those at the two tiny libraries.

Vice President’s report:
• No Report

Welcoming:
• Kristin welcomed two new neighborhoods to the subdivision and delivered a mum to each.

Secretary:
• Minutes were approved over email.

By-Laws:
• No Report

Beautification:
• Gutter guards have been installed on the north park pavilion. One downspout is clogged, and Jason plans to clean it out.
• The updated snow plowing contract has been received, reflecting a change in ownership and management of the plow company.
• A motion was made and seconded to approve the one-year contract with Stiftys Property Maintenance. The motion was seconded. The motion passed 7-0.

Treasurer’s Report
• Karen asked the Credit Union about the availability of apps or other software enabling app-based payments and deposits. The credit union does not offer such software or apps at this time.
• Canton Township has cashed Pickwick Village’s check for the road repairs project.
• Seven houses have not paid the special assessment.
• The board discussed options for gathering electronic contact information, matched to home addresses. Two options include setting up a Google Form to capture that data, and/or including a separate form with the annual notice of dues.
• The treasurer’s report was approved unanimously

Social
• The winners of the 2nd Annual Pickwick Chili Cookoff were:
o First place: Mary Jane and Jim Richards, with “Papa’s Recipe”
o Second place: The Marquart Family “Dolche Dialbo”
o Third place: The Noel Family, “Sweet Booty Kickin’”
• The Halloween parade is scheduled for 5:30 on October 31. Stacey has all supplies for the parade and is working on scheduling volunteers to help distribute goodies in the south park.

Old Business
• Mike created a Gmail account for the Board. He will store the by-laws in the account’s Google drive and will create a folder for the minutes. Stacey and Kyle will be added as back-up email contacts for the main account.
o Mike is also looking into adding a Google Voice number to the account. This would provide a number for residents to call and leave a message, which would then be delivered to the board via email.
o Board members discussed the option of creating a magnet with board contact information (board static email addresses, Facebook group, potentially the Google Voice number) to distribute to residents.
• Mike found a company that can mail out dues notices and other materials for approximately $130 per mailing. The board would just need to upload the addresses and any documents to be included.
• Update on the Canton Roads Project:
o Repairs will be spread throughout the subdivision, to spread out who benefits from the work.
o The plans are still in the phase of being a proposal and have not yet been finalized.
• Stacey has the necessary documentation to update owners/co-owners on the board’s bank account.

• Liens Update:
o There are currently seven houses with outstanding payments:
o A letter has been drafted and approved by the board to inform homeowners of their outstanding balance and forthcoming liens on the property.

New Business:
• Mike is looking into adding a Google Voice number to the new Google account. This would provide a number for residents to call and leave a message, which would then be delivered to the board via email.
• Board members discussed the option of creating a magnet with board contact information (board static email addresses, Facebook group, potentially the Google Voice number) to distribute to residents.
• The board discussed the option of taking down the dead tree on the north end of the north park and replacing it with a flagpole. The association could then sponsor a flag-designing competition within the neighborhood to create a Pickwick-specific flag.

The meeting adjourned at 8:10 p.m.

Next meeting: The next meeting will be held at 7:00 p.m. on November 20 at 6747 Brookshire Drive. All are welcome to attend and get involved.

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Pickwick Village Homeowner Association Board Meeting Minutes for Sept. 11, 2019

Attendance (absent members are highlighted)

President: Stacey Krum
Vice President: Katy MarquartVice
Treasurer: Karen Willis
Secretary: Emily Kagey
Beautification: Jason Willis
By Laws: Mike Tykoski
Welcoming: Kristin Noel
Social Media: Kyle Stone
Visitor: Jim Ledy

Meeting called to order at 7:30 PM.

President’s Report:

  • Stacey has ordered supplies for the Halloween parade and will work with Katy to pick up supplies for the Chili Cookoff. Due to advisories related to Eastern Equine Encephalitis, it was determined after the meeting that the movie night should be cancelled; the Chili Cookoff will be held October 5 at 5:00 p.m., with judging to begin at 5:30.

Vice President’s Report:

  • No report.

Treasurer’s Report:

  • Karen presented an update on the accounts. The report was approved unanimously.
  • Approximately 20 houses have not paid the special assessment. Karen is going to go house-to-house to deliver notices.

Secretary’s Report:

  • Minutes were approved over email.

Welcoming Report:

  • Kristin provided a report of Pickwick houses currently on the market and those recently sold. She will deliver a welcome packet to two new neighbors.
  • Kristin will draft a welcome letter that provides important upcoming dates and information about the email and Facebook groups.

Beautification Report

  • Jason plans to install leaf guards on the pavilion gutters before leaves begin to fall.
  • The board decided to postpone purchase of frisbee golf supplies, due to the large divets around the park. The topic will be revisited in the spring, once the ground has had a chance to settle.
  • Jason will try to schedule a special meeting with the board and the lawn/snow company to discuss plans for plowing this winter.
  • The gator bags can now be removed from all trees except for the two new trees by the tiny libraries and the western-most tree in the north park.

Social Media Report

  • The Board email address needs to be updated to remove Jim and add Kristin.
  • Mike is going to research the possibility of setting up a Google drive for Board documents.
  • The board discussed reinstating the newsletter. It was suggested that we research a service that can address and mail out copies, both for the newsletter and for annual dues.
  • The board also discussed sending out “save-the-date”-type postcards once or twice each year, prior to major events (e.g., the Chili Cookoff, Halloween, Annual Picknick and Movie Night)

Bylaws Report

  • No report.

New Business

  • Trash and recycling pick-up will be moving to Mondays in November.

Old business

  • Stacey, Jim and Karen will set up a time to update all accounts with our credit union. The board discussed the option of moving the account to a new financial institution with more flexible hours.
  • Lein reminder letters will be sent soon.

Remarks from visitors

  • Jim received notice from the state that the HOA needed to refile reports with Michigan LARA. He has filed the report and paid associated costs.

The meeting adjourned at 8:20 p.m.

Next meeting: The next meeting will be held at 7:00 p.m. on October 9 at  6760 Brookshire Drive. All are welcome to attend and get involved.

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The Annual Pickwick Village Picnic, Movie Nite & Campout is this Saturday, August 17th, 2019 in the North Park!

The Annual Pickwick Village Picnic, Movie Nite & Campout is this Saturday, August 17th, 2019 in the North Park!

PICNIC:

Festivities begin at 1:00 p.m.

Giant Water Slide, Bounce House, Kona Shaved Ice Truck, Fire Truck, Cake Walk, Giant Jenga, Ladder Ball, Corn Hole, Beach Volleyball, Horseshoes, Sub Sandwiches, Hotdogs, Burgers… OH MY!!!!

PLEASE BRING: 

Bathing suits, beach towels and a Baked Goodie of any variety to donate to the Cake Walk!

DON’T FORGET!!! OUR ANNUAL PICKWICK HOMEOWNER’S ASSOCIATION BOARD MEETING WILL BE HELD PRIOR TO THE PICNIC AT 12:00 p.m. in the NORTH PARK PAVILLION! ALL ARE WELCOME TO ATTEND!

MOVIE NITE:

The movie will begin at DUSK!

PLEASE BRING:

Lawn chairs and picnic blankets to enjoy some popcorn and a good movie under the stars!

The movie WONDER PARK (rated G) will be showing at the NORTH PARK PAVILLION THEATER.

CAMPOUT: 

Tent Set-Up – Any Time after 4:00 p.m.

Please check-in at the North Park Pavilion Camp Ground to sign in and receive your campsite sign. Breakfast will be provided in the morning with camp tear down to follow.

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Pickwick Village Homeowner Association Board Meeting Minutes for July 2, 2019

Attendance

President: Jim Leddy
Vice President: Stacey Krum
Treasurer: Karen Willis
Secretary: Emily Kagey
Beautification: Jason Willis
By-Laws: Mike Tykoski
Welcoming: Katy Marquart
Social Media: Kyle Stone

Meeting called to order at 7:15 PM.

President’s Report:

  • As of this meeting, approximately half of the payments for the special roads assessment had been submitted. Jim will follow up with the township to see if there is an option to make a partial down payment before the full amount is due on July 31.
  • Thank you to Mike Humes (42273 Barchester) for trimming the roses on the island.
  • Jim has a box of old association-related paperwork. He will give it to the vice president to go through and determine what should be scanned and saved, and what can be tossed.

Vice President’s Report:

  • All reservations and bookings for the annual picnic were moved to the new date (August 17) with no additional fees. The flyer has been updated. An email will go out reminding residents of the new date, and new flyers will be distributed the first week in August.
  • The lawn service stated that they would come back this week to weed-whip the park and weed the island. (Update: This work was completed the week of July 8.) They will also look into the trees to be planted by the tiny libraries, which have been on backorder.
  • The gator bags around the trees in the north park need to be refilled, and one tree in the south park has died. Kyle suggested putting a pine tree in that place.

Treasurer’s Report:

  • Karen presented an update on the accounts. The report was approved unanimously.
  • A few houses have still not paid the annual dues; they have received a bill for the dues plus the 100% late fee.

Secretary’s Report:

  • Minutes were approved over email.

Welcoming Report:

  • Katy greeted a new family on Hanford. She has not been receiving as many notices of new neighbors. The board discussed whether it would be possible to have real estate agents provide this information more proactively, as well as information regarding how to sign up for neighborhood emails and social media groups.

Beautification Report

  • The drain repair in the north park does not seem to be working. Jason will plan to get a closer look and take photos once the park has been mowed.

Social Media Report

  • No report.

Bylaws Report

  • No report.

New Business

  • Delivery vehicles have been speeding through the development. Stacey and Katy priced out options for “Slow Down” signs. Emily made a motion to purchase them. The motion was seconded
    • Discussion: The board discussed whether to buy more permanent, and more expensive, options. Buying the less expensive options gives a chance to see if they are having any effect before making a larger investment.
    • The motion passed 6-0.

Old business

  • The annual picnic and camp-out has been rescheduled for August 17 in the north park.
  • The board will hold an additional August meeting on August 6 to discuss outstanding liens.

The meeting adjourned at 8:20 p.m.

Next meeting: The next meeting will be held at 7:00 p.m. on August 6 in the north park pavilion. All are welcome to attend and get involved.

The Pickwick Homeowner’s Association Annual Meeting and Picnic will be held at noon on August 17 in the north park pavilion. All residents are encouraged to attend and enjoy the festivities.

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Reminder: Road Project Special Assessment Due July 15th

Hi everyone,
The road project special assessment PASSED. A total of 222 votes were cast, of which 188 were YES and 34 were NO. Thank you for voting.
The timeline is tight so notices to collect the $137.93 per household have already been mailed.
The assessments are due on July 15, 2019.
The Township must have our $40,000 percentage match by July 31. Please refer to the following Payment Schedule:
July 15th———- $137.93 This can be paid online at https://pickwickvillage.org/product/special-assessment-payment/ (there is a 3% service charge making the online cost $143)
After July 15th—– $157.93 ($20 late fee)
After August 15th— $275.86 ($137.93 plus 100% late fee)

I know that some members are not in favor of this assessment, I’ve been on that side of some votes in the past, it’s difficult, but since it has passed hopefully the project will proceed without any glitches and I think in the long run it’s something that will benefit everyone.

If you have questions or need to discuss please send me an email at president@pickwickvillage.org

Also, please note that there is a LOT of interest in road projects for 2020 from other subdivisions, so the Township may be finalizing project dates on a first come first serve basis. In other words the sooner we get our money to the Township the better. If we’re late getting them the money our road project could get pushed out to 2021 instead of taking place next summer (2020).

Thank you.
Jim Leddy – Pickwick Village HOA – President

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