Meeting was called to order at 6:30 pm CST at by President, Rusty Kraybill. Members in attendance include: President - Rusty Kraybill; Vice President - Randy Seales; Treasurer - Sharon Kraybill; Secretary - Amanda Aker; Director - John Rogers
No additions or corrections were suggested. John Rogers moved to approve the minutes. Randy Seales seconded the motion. Minutes for July 30th, 2019 were approved.
The Board asked for volunteers for the 2020 President, Vice President, Secretary, and Treasurer. John Rogers moved to approve the newly elected officers. Randy Seales seconded the motion. The following Board officers were approved: President – Rusty Kraybill, Vice President – Randy Seales, Secretary - Amanda Aker, Treasurer – Sharon Kraybill
Ideal Homes should complete the park in a few weeks. Currently the park lacks woodchips on the north end but the play equipment is surrounded. Rusty Kraybill will speak with Rob Green of Ideal Homes about the incomplete sidewalk from the neighborhood to the west and installing a sign indicating users play at their own risk and the equipment’s intended age range.
The Board reviewed the 2019 expense report. In order to maintain the value of the retained earnings, the Board discussed opening a money market account. Amanda Aker moved to transfer twenty-five thousand dollars of retained earnings to a new money market account. Sharon Kraybill seconded the motion and the motion passed.
Amanda Aker reported that Prairie’s Edge Landscaping require a minimum of ten thousand dollars budget to maintain and bring color to the flowerbeds. The Board agreed minimum was too expensive and we would continue to employ Ted Dickens.
The Board discussed the 2020 HOA dues. Rusty Kraybill suggested moving the late dues date back to ease the holiday burden on our neighbors. Rusty Kraybill moved to change the late dues date should be March 1st, instead of February 15th. Amanda Aker seconded the motion and the new March 1st late dues date was approved.
An increase in expenses is expected due to: grounds maintenance requirements after the complete transfer of the 5th section, maintenance on the park, flowerbed mulch and fertilizer applications. After much discussion, review of expenses, and income projections, John Rogers moved to keep the HOA dues at $360 for 2020. Randy Seale seconded the motion. The $360 dues for 2020 passed.
With the Fourth Section full of neighbors, the Board would like to add one (1) Director from Section 4 to the Board in 2020. The Board decided to send a mailer out with the Section 4 dues reminders asking for volunteers. The mailer will ask volunteers to complete questionnaire on a Google Forms by March 1. After March 1st the Board will review the submissions, hold interviews if necessary, and elect a 4th Section neighbor as the new Director.
Randy Seales presented a neighbor’s question regarding electing directors by popular vote. Such elections are not in accordance with the Canyons by-laws, but the request for volunteers for new director positions is an attempt to receive neighbors input going forward.
Sharon Kraybill provided a draft of the newsletters for consideration. Randy Seales provided a cost estimate for their delivery by USPS (minimum charge for 200 mailing is $0.30 a piece and $200+ charge for the HOA postage). Due to the expense of mailing, the Board discussed other options including using Facebook and Nextdoor posts. Sharon Kraybill indicated that Kraybill homes already owns www.thecanyonsofstillwater.com website. Using the website would be the most available option to all neighbors. Amanda Aker and Sharon Kraybill will work to set the website up using the information in the newsletter draft.
The Board discussed a neighbor’s concern about Mr. Dickens’s days of raking. Rusty has spoken to Mr. Dickens.
Rusty Kraybill moved to adjourn the meeting and Randy Seales seconded the motion. Meeting was adjourned at 8:41 pm CST.
Secretary, Amanda Aker