Pickwick Village Homeowner Association Board Meeting Minutes for April 16, 2019

Attendance (absent members are highlighted)

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
Additional attendees: Steve Kilijanczyk

Meeting called to order at 7:10 PM.

President’s Report:

  • The Pickwick Homeowners Association turned in a letter of interest for the Canton Roads Project. In late 2019, the township will begin doing work that does not require matches from subdivision. This year, the township is fixing all catch basins north of Ford Road, including Pickwick Village. Work has already begun on Hanford Road.
  • Residents can contact Wayne County at 1-888-ROADCREW to report potholes that need to be repaired.

Vice President’s Report:

  • It is time to begin planning the annual picnic and camp-out event. (See new business.)
  • Stacey sealed the tiny libraries and will re-stain them.

Treasurer’s Report:

  • Karen presented an update on the accounts. The report was approved unanimously.
  • Approximately 28 people had not paid their annual dues at the time of the meeting.
  • At the recent Neighborhood Know-How meeting, Karen talked to attorney to ask if there can be a one-time settlement offer to people with liens. She also found that we also need to change the interest rate listed in our bylaws.

Secretary’s Report:

  • Minutes were approved over email.
  • To archive minutes, Emily and Kyle are going to look into Google Drive storage

Welcoming Report:

  • No report

Beautification Report:

  • The mulch on the playscapes needs to be freshened. Jason obtained quotes and made a motion to pay $1,400 for two to three inches to be added to the playscapes in both parks and around the trees on Lilley Road. The motion was seconded and passed 8-0.
  • The board voted previously to purchase two trees to place at each of the tiny libraries. Jason will pursue the purchase and planting of these trees.
  • Three gator bags around trees in the south park had gone bad. Jason purchased and installed new ones.
  • Jason proposed using a special spray paint to update the mulch on the main island, which would cost approximately $100. A motion was made and seconded, and the motion passed 8-0.
  • The volleyball net in the north park should be replaced soon. Jason is going to look into the cost of replacing it.
  • Volleyball net needs to be replaced. Jason is going to look into cost of replacing.
  • Someone from Plymouth is coming to look at the drain in the North Park, which is sinking and could provide a liability issue.
    • Update: A motion was made and seconded, electronically, to spend $900 to fix the sinking drainage hole in the north park. The motion passed 6-0.

Social Media Report:

  • Thirteen dues transactions were completed through the online payment option available on the association’s website this year. Two were made with PayPal. Since the association does not have a PayPal account, these payments have not fully processed.
  • Karen is going to set up a PayPal account, which Kyle will link to the online payment system.

Bylaws Report:

  • Our bylaws that provides an option for board members to be exempt from paying dues. No board members are currently taking advantage of this rule. At the recent Neighborhood Know-How meeting hosted by the township, a representative of a local law firm reported that providing compensation to HOA board members is not permissible. Although no current board members have received any compensation, this language has been stricken from the Pickwick Village HOA bylaws to ensure we are in compliance with this rule.

New Business:

  • The annual Pickwick Village Picnic and Camp-Out/Movie Night will be held beginning at noon on Saturday, June 22. We may pursue a luau theme.
  • Volunteers are needed for the following:
    • Face-painting – Stacey will see if the Lacey family is available
    • Games: Mike will provide Jenga, corn hole, and ladder ball
    • Cake Walk organization
    • Michigan state police helicopter: Jason and Stacey will look into this
    • Fires truck: Emily will look into this
    • All Years Rentals Bouncy House and Water Slide: Stacey will pursue this
    • Food: We still need a volunteer to organize this. Food plans include:
      • Subs and hamburgers
      • Chips and popcorn
      • Water, juice boxes and soda
      • S’mores fixings
      • Waffle fixings
    • Stacey is going to look into having the Kona shaved-ice truck come

Old business:

  • The discussion about options for collecting unpaid dues was tabled.

The meeting adjourned at 8:10 p.m.

Next meeting: 6:00 p.m. on May 7 at the north park pavilion (or at 6677 Brookshire Drive, in the event of inclement weather). All are welcome to attend and get involved!

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Update: The Canton Township Local Roads Program

The Canton Township Local Roads Program that was approved last year is a 20 year program.  Under that program the projects to fix our residential subdivision roads will fall under two basic categories, those requiring a percentage match of money from the Homeowners Association (HOA), and those that do not require a match. 

In 2019, catch basins (i.e. drains) north of Ford road are going to be repaired / replaced.  Pickwick Village is one of the subs that will have it’s drains redone. 

The attached map shows the locations of these drains. 

This work will not require any additional money from our subdivision.  It is being done using the additional taxes collected from the increase to our property taxes that resulted from the passage of the roads program.  

I believe Hanford road is to be totally redone as part of this no-match work as well.

In addition to this no-match work, our HOA has also submitted a letter of interest to the Township stating that we would be interested in participating in a percentage match project.  The letter is non-binding, meaning it would require a vote of all HOA members to proceed.  These projects will replace sections of roads.  If we are selected for one of these projects we will announce a meeting to discuss in more detail.  The project would be a $200,000 project with a 20% match, meaning we would need to do a special assessment for $40,000 and if that passes, it would be about $140 per household.  

If you have questions or comments please come to the Annual Meeting on June 21st in the North Park.

Jim Leddy – Pickwick Village HOA President

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Pickwick Village Homeowner Association Board – Meeting Minutes for May 7, 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
Additional attendees: Kathy LeFevre

Meeting called to order at 6:10 PM.

President’s Report:

  • Reminder: Residents can contact Wayne County at 1-888-ROADCREW to report potholes that need to be repaired. Visit the Canton Public Works site for more information.

Vice President’s Report:

  • No report.

Treasurer’s Report:

  • Karen presented an update on the accounts. The report was approved unanimously.
  • Approximately 20 houses are now overdue for payment of their annual dues.
  • Karen will set up a PayPal account for the association, which Kyle will then link to the online payment interface to enable dues payments using PayPal.
  • Karen has the results of the surveys that were included with the dues notices; she will provide those to the board via email.

Secretary’s Report:

  • Minutes were approved over email.
  • Jason suggested that posting the minutes sooner after each meeting may help get more neighbors involved with the board.

Welcoming Report:

  • No report

Beautification Report

  • The board voted previously to purchase two trees to place at each of the tiny libraries. The trees should be installed within the next few days.
  • Jason applied a special spray paint to update the mulch on the main island. In the future, refreshing the mulch with an additional layer of mulch may be a better use of time and resources.  
  • Stacey and Jason examined the volleyball net in the north park and determined that it can be replaced next year, rather than this year.
  • A resident had asked, via email, if anything can be done about flooding in the south park. Kathy suggested that the board pursue having a Canton Civil Engineer come look at the issue and suggest solutions. This is a free consultation service provided by the township.

Social Media Report

  • A few neighbors recently posed questions to the board via Facebook and email. Pickwick neighbors are encouraged to reach out if they have questions, and anyone can respond to questions through the social media platforms.
  • The board will consider sending out postcards for events announcements in the future, rather than full-page flyers or newsletters. The postcards would save on postage and printing costs and could be a more effective way to advertise the annual picnic and campout, Halloween parade, chili cook-off, and holiday lights contest.

Bylaws Report

  • No Report

New Business

  • Pickwick Village was selected as one of the Canton Township Roads Projects for 2020. To complete the $200,000 project, the Pickwick Association must contribute $40,000 (or 20 percent). A special assessment will need to be approved for this amount. This works out to $137.93 per house.
  • Without the $40,000 contribution from the association, we will not receive any money for road repairs from the township. This would be a one-time special assessment, and not a recurring increase to the annual dues.
  • All money must be collected by July 31 of this year, so voting on the special assessment will need to be completed no later than June 4.
  • A motion was made and seconded to send out a ballot for residents to vote on the special assessment. The motion passed 8-0.
  • Kyle will send an email and post information to the association’s Facebook page, with information about the ballot.
  • Update: Ballots were mailed on May 9. The full ballot can be found at the end of these minutes.

Old business

  • Planning continued for the annual picnic and camp-out.
    • Stacey will create a flyer advertising the annual meeting, picnic, and camp-out. The flyer will include a request for donations for the cake walk.
    • Emily will call Scotty’s Potty and the Canton Township Fire Department.
    • Mike will purchase subs (including a veggie option), beverages, sides, popcorn, and bagels for the morning breakfast after the camp-out.
    • Kyle will bring charcoal for the grills.
    • Jim will bring hotdogs and hamburgers.
    • Stacey finalized the bounce-house and water slide; Emily’s house and Jim’s house will be used for power.
    • Stacey booked the Kona Ice Truck from 2:30 to 3:30. Residents will receive tickets to use when “purchasing” an ice.
    • Various lawn games will be set out.

The meeting adjourned at 7:15 p.m.

Next meeting: The next meeting will be the informational meeting and vote regarding the special assessment. The meeting will be held at 7:00 p.m. on June 4 in the north park pavilion. All residents are encouraged to attend.

The Pickwick Homeowner’s Association Annual Meeting and Picnic will be held at noon on June 22 in the north park pavilion. All residents are encouraged to attend and enjoy the festivities.

2019 Special Assessment Voting Ballot

Pickwick Village Homeowner’s Association

2020 Road Repair Project

Pickwick Village has been selected by Canton Township to be one of the subdivision road repair projects for 2020.  These projects use tax revenues from the road millage that passed last summer but also requires a percentage match by the subdivision.  Our road project would be a $200,000 project, which is the max allowed for 2020.  Our required percentage match is 20% of that, which is $40,000.  We have 290 homes in our neighborhood, so the obligation per home would be   $137.93 … We need to vote on and pass a Special Assessment to collect these monies. 

The purpose of this ballot is for each home to submit their vote on whether they want to approve a special assessment of $137.93 per household to be collected by July 15, 2019 (THIS YEAR) for a road repair project that would take place in our subdivision in 2020 (NEXT YEAR).  If this assessment passes we will use it to pay Canton Township our $40,000 match for the 2020 road project and the Township in turn will provide an additional $160,000 for that project in 2020 (for a total of $200,000).  If the assessment is voted down we get no money from the Township and no road project.  AgainThe road project will take place in 2020 but the Township has to have our match money by July of THIS YEAR. 

Sections of road considered for repair are based on Pavement Surface Evaluation Ratings (PASER).  You can review our ratings at www.canton-mi.org  under Services,  Roads,  right side Quick Links, Canton’s PASER Ratings (PDF).  For reference purposes the following sections are high on the list but actual repairs would be finalized later:

  • Barchester is worst at a PASER 4 rating, including a section of road at 6847 Brookshire
  • a 30 to 40 yard section of Greenwood off Lilley. 
  • a 40 yard section of Pickwick at Trotwood Ct
  • dip in road at 6823 Brookshire

If approved you will receive a special assessment notice for $137.93 that will be due by July 15,2019 THIS YEAR. 

This is one assessment of $137.93 this year (2019) for one $200,000 road project next year (2020).

A meeting to discuss this will be held:   at the pavilion in our North Park on Tuesday June 4th @ 7:00PM

Ballots must be received by Tuesday June 4th, 2019. 

– – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – – –

2019 Pickwick Village – Member Ballot – 2020 Road Repair Project Special Assessment

Please circle your vote below, provide address or lot, sign, and return by June 4, 2019 in one of three ways:   1) Ballot box on front porch at 6757 Brookshire   2)  Mail to:  6757 Brookshire  Canton, MI 48187  3)  Meeting at pavilion in North Park on Tuesday June 4, 2019 at 7:00PM

Approve 2019 Road Repair Special Assessment of $137.93 for 2020 project:      YES            NO     

Address or Lot#:    ____________________________________________________

Signature:                ____________________________________________________


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Canton’s 2019 Road Improvement Program Begins

April 25, 2019, Canton, MI – Canton’s 2019 Road Improvement Program, funded by the Road Millage that was approved by voters last summer, will begin this week as crews mobilize to start work on both Saltz and Hanford Roads.  Construction of both roads includes the following:

Saltz Road: Concrete repairs and reconstruction from Beck to Lilley Roads

Hanford Road: Concrete repairs and reconstruction from Beck to Haggerty Roads. 

Due to the length of the construction areas, both road projects will be broken into sections.  Starting this week, crews will be working on a small section of Saltz Road just west of Canton Center and Hanford Road between Haggerty and Lilley Roads.  One-way traffic will be allowed in both construction areas.  Please drive carefully through the area and follow all posted detours.  Residents are advised to avoid the construction areas if at all possible. 

To view the list of 2019 Major County Road Projects as well as a tentative construction schedule, visit www.canton-mi.org/roads.

Media Contact: Canton’s Engineering Services Manager, Bill Serchak, 734/394-5150.

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Pickwick Village Homeowner Association Board Meeting Minutes for March 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 7:20 PM.

President:
• The letter of interest for Pickwick Village to participate in the 2020 Local Roads Program is ready to be sent. Jim will serve as the point of contact. Subdivisions can propose projects ranging from 20,000–50,000 up to 100,000¬–200,000. the township did a PASER study and rated four areas as a level 4, meaning they are in the greatest need of repair. These include the main entrance points to the subdivision and other high-traffic areas. Our proposal will address these first, and then include other areas rated as needing repair, as funds allow. Based on the extent of repairs needed, Pickwick is proposing a project for the highest funding amount. If approved by the township, the association would need to vote on a special assessment.
• A motion was made and seconded to approve the proposal. The motion passed 6-0.

Vice President
● No report.

Treasurer • Karen presented an update on the budget.
• More than half of the dues had been paid by the time of the meeting.

Secretary:
• Minutes were approved over email.

Welcoming:
• No report.

Beautification:
• Jason is going to contact the township about the drainage issue in the park. He will also add “caution” tape around the sinking drainage hole in the North Park.
• Board members will brainstorm beautification plans to discuss at the April meeting. Previous ideas include:
-Drainage options for the parks, such as dry creek beds
-Tree planting
-Gutter covers for the pavilion (completed)
-Frisbee golf course

Social Media
• No report.

Social update
• The board will begin planning the annual picnic during the April meeting.

Old business:
• None.

New business:
• The board began a discussion about options for collecting unpaid dues. The discussion was tabled.

The meeting was adjourned at 8:15 p.m.

Next meeting: 7:00 p.m. on April 16 at World of Beer, 42820 Ford Road.
All are welcome to attend and get involved!

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Meeting minutes for February 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
Digital Media: Kyle Stone
Meeting called to order at 7:00 PM.

President:
No report.

Vice President:
Just waiting on Kyle to post humane society. Emailed him today.

Treasurer:
Dues statements are ready to go out. Once out, Mike will need to put the signs out. Electronic payment hasn’t been tested yet; board will try to pay their dues online this year, as a trial run.

Secretary:
No report.

Beautification:
No report.

Welcoming:
No report.

Motion to approve. Second. Passed 7-0
Motion to adjourn. At 7:51.



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Meeting Minutes for January 2018

Attendance:
President: Jim Leddy
Vice President: Stacey Krum
Treasurer: Karen Willis
Secretary: Emily Kagey
Beautification: Jason Willis
By-Laws: Mike Tykoski
Welcoming: Katy Marquart
Digital Media: Kyle Stone
Meeting called to order at 7:00 PM.

President:
Jim spoke with Mark Davis regarding lien processing. He will request that Mark come to a future meeting to present information to the full board.  

Vice President:
Stacey suggested a donation drive for the Westland Humane Society as a project to promote community service and involvement among the neighborhood. She volunteered to organize the drive and deliver the goods collected.
Kyle suggested sending out a flyer, and Jason suggested posting the info on the Nextdoor app as well.
A motion was made and seconded to move forward with the project. The motion passed 6-0.

Treasurer:
Karen presented an update on the budget.

Secretary:
Minutes were approved over email.

Welcoming:
No report.

Beautification:
No report.

Social Media:
No report.

Social update:
All awards for the annual holiday lights contest were distributed.

Old business:
None.

New business:
The board carefully reviewed the budget for 2019 and made adjustments to reflect projects, goals, and areas with decreased spending needs.

The meeting was adjourned at 8:15 p.m.

Next meeting: 7:00 p.m. on February 12 at 6711 Brookshire Drive. All are welcome to attend and get involved!

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Meeting Minutes for November 2018

Pickwick Village Homeowner Association Board

Meeting Minutes for November 13, 2018.  Meeting called to order at 7:00 PM.

Attendance (absent members are highlighted)
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
Additional attendees: Sandra Cross
Stacey served as acting secretary in Emily’s absence,

President:

  • Jim attended a meeting at the Summit on 10/16n regarding the Willow Creek drainage issue. A project is forthcoming, though no dates or details are available at this time.
  • Canton Township’s next “Neighborhood Know-How” event is on November 15, where Canton’s legal manager and ordinance officer will give a short presentation and answer questions for HOA board members.

Vice President

  • The Halloween parade was a great success, with a huge turnout.
  • The island at the Barchester entrance will need to be trimmed soon. Board members volunteered to complete the work.

Treasurer

  • Karen presented an update on the budget.
  • Bills were presented for the lockbox and insurance. Katy made a motion to pay the bills once the snow contract has been signed. The motion was seconded and passed 7-0.

Secretary:

  • Minutes were approved over email.

Welcoming:

  • No report.

Beautification:

  • Jason has fixed the downspout on the pavilion in the north park.
  • The contract has not yet been signed for snow removal, but Jason is working with Teta to finalize everything.

Social Media

  • The new website is now moving forward, and all information has been moved from the old site to the new site.
  • Kyle is researching an option for online payment of HOA dues. Trial runs are needed, but the option can be added to the new website.

Social update

  • The flyer for the annual Pickwick holiday lights competition will be sent out after Thanksgiving. Judging will take place on December 16 at 6:30 p.m.
  • Mike will get prices for new signs for movie nights, the lights competition, etc.

Old business:

  • The board will revisit several issues in the spring:
    • Drainage options for the parks, such as dry creek beds
    • Tree planting
    • Gutter covers for the pavilion
    • Frisbee golf course

The meeting was adjourned.

Next meeting: 7:00 p.m. on December 11 at Canton Brew Works (8251 Lilley Road).  All are welcome to attend and get involved!

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Pickwick Village Halloween Parade

The Pickwick Village Halloween Parade will take place at 5:30 PM, Oct. 31st. Trick or treaters should line up at the South Park Path entrance off Pickwick Drive (near the little lending library) at 5:30 PM to begin their night of festivities!

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Meeting Minutes for October 2018

Pickwick Village Homeowner Association Board

Meeting Minutes for October 9, 2018

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
Additional attendees: Karen Ryan

Meeting called to order at 7:00 PM.

President:

  • Jim looked into the lien information on file for our subdivision.
  • The Wayne County Commissioner and Executive secured an additional $361,112 of funds available in the Wayne County budget to help address the crumbling roads in Canton. The Commissioner is reinstating the Township Road Initiative and has doubled the allocation for Canton. Canton will receive a total allocation of $750,000 for road repairs. Jim has emailed Pat Williams to see how the funds will be distributed.
  • The city scheduled an informational meeting for residents affected by the Willow Creek drainage issue on October 16.

Vice President

  • No report.

Treasurer

  • Karen has carefully reviewed the budget for the remainder of the year, and everything appears to be in good shape.
  • Bills were presented for the new addition to the playscape in the north park (to replace the damaged slide), the chili cookoff supplies, watering for the island landscaping, welcoming, and the Halloween parade. Emily made a motion to accept all presented bills. The motion was seconded and passed 6-0.

Secretary:

  • Minutes were approved over email.

Welcoming:

  • Katy welcomed new neighbors on Brookshire Drive and Courtland Drive.

Beautification:

  • A new climber has been installed on the north park playscape to replace the damaged slide.
  • Jason contacted the landscaper who provided estimates for installing trees near the tiny libraries and was advised to wait until spring to plant any new trees. The board will consider purchasing and planting the trees in spring 2019.

Social update

  • The first annual Pickwick Chili Cookoff had five entries. The Noel family won first place ($25 gift card and trophy); the Windeckers came in second ($15 gift card).
  • The Halloween parade will be held on October 31 at 5:30 p.m. in the south park. Volunteers are needed to help hand out treats.

Old business:

  • Jim has ensured that all liens are registered and up to date. Jim has found a couple of options for new attorneys to handle the liens. Karen Ryan will contact the Willow Creek board to see who they are using, since they previously used the same lawyer used by Pickwick (who is retiring).
  • The board discussed installing Frisbee golf nets in the north park. The board will obtain quotes, with the goal of installing them in the spring.

 

The meeting adjourned at 7:38 p.m.

 

Next meeting: 7:00 p.m. on November 13 at 6757 Brookshire.  All are welcome to attend and get involved!

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