Pickwick Village Homeowner Association Board – Meeting Minutes for May 7, 2019

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. 

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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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