Board of Directors Responsibilities

Operate the Woodbury Park Association non-profit Corporation as provided for in the “Declaration of Restrictions”. The corporation was formed for the efficient preservation of the values and amenities in the sub-division and to own, maintain, preserve and administer the Common Area and other areas, and landscaping, and to collect and disburse the assessments and to promote the recreation, health, safety and welfare of the residents.

Purpose of Assessments levied by the Association shall be used exclusively to promote the recreation, health, safety and welfare of the residents and in particular for watering, cutting, and maintaining the berm, any landscaping, facilities or amenities constructed thereon or used therein, landscaped traffic islands located within the subdivision streets, entrance monuments, entrance monument lighting, signs, for the payment of water and electric bills and maintenance of trees, shrubs and grass.

The “Declaration of Restrictions” provides for an Architectural Review Committee. No improvement shall be erected, placed, installed, constructed, reconstructed or maintained on any lot, nor shall any exterior appearance of any improvement, or any change in landscaping, be made until plans and specifications showing the kind, size, shape, height, colors, materials, topography and location of each improvement on the lot shall have been submitted to and approved in writing by the Committee.

The five (5) Board of Directors, hold two year terms staggered for continuity by splitting the 5 into 2 and 3. The operating responsibilities of the members are to be agreed to by the Board members. For reporting purposes, board members will appoint a President, Vice President, Treasurer, Secretary, and a member at large.

Operating responsibilities:

  1. Maintenance
  2. Architectural Committee
  3. Financial
  4. Communications

MAINTENANCE

Lawn Maintenance:

  1. Spring Clean up. Contact in early March to get on list for April.
  2. Walk thru commons areas to make list of jobs to be done.
  3. Weekly cutting includes from top of berm to street. Instruct crew to stay off of Mike V.'s berm area. String trimming on all areas.
  4. Sidewalks are edged approximately once every 3-4 weeks.
  5. Weeding requires special request. You may need to follow up.
  6. You should ask for copy of proof of Worker's Comp. Insurance Certificate each year. Current Contact (pending new bid for job).

 

Lawn Fertilization and Shrub and Tree Maintenance:

  1. Sign annual contract for services (4 applications fertilizer for the lawn). Need to determine annual services for the shrubs and trees.
  2. Board needs to decide if it will require other services such as lime application, grub control and core aeration.
  3. Need to remind vendor that they must post flags all along the berm and blvd. After application of chemicals.
  4. Every three to five years trim shrubs and trees.
  5. Replace shrubs and trees as required.
  6. Fertilizer shrubs and trees as needed to prevent loss.
  7. There are 4 islands that need weeding and shrub and tree maintenance.

Main entrance

Kingsburn Court

Westchester entrance

Curtis Road

Winter Services:

1.  Livonia Public Services -Snow Removal. Bob B. or Z. (734) 466-2655

      2.  Salting intersections when necessary.

3.  New ordinance will require snow removal from sidewalk in front of berm.

Annual Flower Plantings:

1. Need to Contact vendor in late February or early March to make sure

    that orders for flowers is placed.

2. Contract provides for both entrances.

3. Contract should provide for fertilizing, planting, weeding and fall clean-up.


Sprinkler System:

  1. Start up each year -Call after water meter is installed by city. Need to make sure it is running before flowers are planted.
  2. Contact city in early March to get on the installation list. Must be done each year.
  3. Have system blown out in the fall after water meter is removed.
  4. Maintenance and updates as needed.

Contact:

City of Livonia Public Works -Water & Sewer (734) 466-2650 ext. 1

Account # 050120500

Mailing address: 37397 Kingsburn

Lighting Maintenance

1.     Maintain lighting at the North and South Entrances.

2.     South Entrance lighting was installed in Oct. 2000.

Fence Maintenance

1.     Maintain fence at North Entrance.

2.     Fence was power washed and painted October 2000.

Sign Maintenance

1.     One larger sign at main entrance.

2.     Two signs at the south entrance.

3.     Maintenance consists of replacing the Woodbury Park logos and cleaning the stone.

Mail box Maintenance

1.     Maintenance should be done every two to three years depending on weather.

2.     Costs could run $20 to $40 per mailbox.

3.     Maintenance consists of caulking, straightening, painting, and a new handle.

4.     At $30 per box the cost is $3,420.

 

COMMUNICATIONS AND ARCHITECTURAL COMMITTEE

Architectural Committee:

  1. Consists of three (3) members. One must be a Board Member.
  2. An Attorney has been retained to assist the Board.
  3. Discharge the duties outlined in Declaration of Restrictions.
  4. Communicate restrictions to members and monitor violations.
  5. Mailboxes are the responsibility of the Board.
  6. Newsletter on Association issues (2 to 4 times per year).

General Association Meetings (Spring and Fall):

  1. Distribute Flyers 3-4 weeks prior to meeting.
  2. Place reminder signs at entrances a few days prior.
  3. Need to reserve meeting location 5-6 weeks prior to meeting (Taylor School).
  4. Distribute Meeting Minutes to all members.
  5. Maintain a file on all General and Board meeting minutes.

Annual Dues Collection:

  1. Send out letters in late January or early February for collection by late February or early March.
  2. Follow up letters (reminder) 3-4 weeks after due date.
  3. Follow up calls 2-3 weeks after reminder letter.
  4. Maintain existing liens and issue new ones if necessary.

City of Livonia Communications:

  1. Must establish continual contract with Livonia Maintenance to keep utility trucks of the lawn or make sure that they repair the lawn and sprinklers. Also to have Livonia Maintenance clean the front of the “Wet Lands”.
  2. Reminders to the Police to patrol for speeders and other.
  3. Establish a contact in the Community Relations Department.

Subdivision Picnic (in any year that it might take place):

  1. Need to reserve picnic area (shelter) in February when city makes them available for reservation.
  2. Need to add the City of Livonia as an "additionally insured" for the day of the picnic - contact insurance company for certificate. No charge.
  3. Need to get Liquor permit from Livonia Police.

Contact:

Livonia Parks & Recreation: Ron R. or Ruth

(734) 466-2410

OTHER CONTACTS

Ivanhoe-Huntley Homeowners Association Info: Carol W. (248) 851-5800

C. L. Finlan Insurance: Sue W. (Commercial Accounts) (734) 453-6000

Traffic Issues (lawn jobs): Sgt. Tim M. (734) 466-2324

Mailbox Workshop: Pamela & John B. ofc: (248) 477-4949 Cell: (248) 921-9449

City of Livonia Website: www.ci.livonia.mi.us

FINANCIAL

Keep records of all transactions:

  1. Write checks and where necessary get another Board members okay.
  2. Prepare financial statements.
  3. Maintain supporting documentation for all transactions.
  4. Prepare annual budget.
  5. Operating system is Quick Books Pro.
  6. File annual IRS tax reporting and Michigan non-profit Corporation forms.

Maintain Bank records and contact:

  1. Make deposits and reconcile bank statements.
  2. Our Bank is Standard Federal Savings located on the north side of six (6) mile at Newburgh.
  3. Maintain checking and savings accounts.

Maintain members records:

  1. Keep a current listing of names and addresses.
  2. Record keeping system is Microsoft Access.
  3. Prepare mailing labels.
  4. Provide information to Title Companies when homes are sold.

Maintain Post Office Box:

  1. Our box is located at the Greenmead Station.
  2. Box number is 530872.
  3. Address: Woodbury Park Association, P.O. Box 530872, Livonia, MI 48153-0872.

Insurance Contract:

  1. Present insurance is with C. L. Finlan & Son Inc. 481 S. Main St., Plymouth, MI 48170.
  2. Coverage is for Commercial General Liability and Commercial Inland Marine. Covers general liability, Directors and Officer coverage, and Sign insurance.

Web-Site Development and Maintenance

1.Development of web pages.

2. Install and operate a web management program.

  1. Maintain web pages.
  2. Communicate with Internet Service Provider.