HOA Board Meeting Minutes 2021-10-25

Meeting opened with the discussion of Action Items

Action items list / Updates:

• Prep for the end of year meeting
• Bulk emails: we’ve been using Mail Chimp and Ben has used his own account and he has now set up a new account for the HOA.  We don’t have to pay for it until you have 5,000 or more subscribers so it will be free for the foreseeable future.
• The HOA moved to new bulk SMS provider called call multiplier
  • People can text STOP and get removed from the list 
• Sign updates – Randy still hasn’t had a lot of traction on this
• Tree replacement – Brooke to follow up on this this weekend and follow up with the board
• Dead bush – Randy went and chatted with the homeowner to talk about removing it and nothing has been done so far.  He will go over and chat again.
• Blackberry bushes were cut back from the homeowners fences in the “wetland” area by Tim’s landscaping.
• Tim’s landscaping came and turned off all the sprinklers.  Ben and Randy have noted that the one pipe that was leaking looks like it is no longer a problem.
• Ben will try to understand in 2022 what it will take to disconnect the sprinkler system completely.  Right now it’s just turned off but not disconnected fully.
• Tim’s landscaping – Randy to reach out to see if they would be willing to give us a quote on the rock & plants in between the sidewalks and street.  They should have the measurements from an estimate they gave a few years ago.

Annual meeting Prep:

We will gather all the items/info listed below in a packet and send it to Century 21 no later than November 8th.  Century 21 will mail the packets out to all home owners prior to the Annual meeting in December.  

• Agenda
• Proxy voting form
• 2021 proposed budget
• 2021 actual spending
• 2022 budget 

Action Items to prep for annual meeting:

• John will contact Raya @ Century 2021 ASAP to get this years actuals and then get 2022 proposed budget
• Ben will prep the agenda and proxing voting form
• Ben will prep the sandwich board that we will put in the round about with info about the the annual meeting a few days before the meeting
• Once we have everything, Ben will put the entire packet together and will send to Liz @ Century 21

Meeting Details:

• Date planned for annual meeting: December 6th @ 6:30pm
• Place for meeting: will be held via zoom

Agenda items for the Meeting (with additional potential agenda items):

• Approving the 2022 budget 
• Electing HOA officers.  Ben and John are not planning to continue serving on the board in 2022.
• Adding to the 2022 budget:

• Allocate $6,000 for updating the landscaping in area between sidewalk and street with Rocks and low water plants like lavendar
• Potential events like a neighborhood cookout / celebration
• Potential Century 21 rate increase

• Ask for feedback from any home owners to see if they know of any company that does signage

Annual  Meeting scheduled for:  December 6, 2021 @ 6:30pm