Minutes from March 9, 2020

Annual Board of Directors Meeting

Canyons Homeowners’ Association - March 9, 2020

Minutes

Meeting was called to order at 6:00 pm CDT 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

      • Director – Tommie Grant

Review minutes of the December 9th, 2019 and January 10th, 2020 meetings & approve

No additions or corrections were suggested. John Rogers moved to approve the minutes for the December 9th, 2019 meeting. Tommie Grant seconded the motion. Randy Seales moved to approve the minutes for the January 10th, 2020. John Rogers seconded the motion. Minutes for December 9th, 2019 and January 10th, 2020 meetings were approved.

Review payment of dues

Board reviewed late dues. Sharon Kraybill mailed reminders to the neighbors who have yet to pay their dues. They will be required to pay their dues plus the late fee by March 20th or the Board will need to consider other actions.

Final inspection of park & 5th Section with Ideal Homes

Rusty Kraybill indicated Ideal Homes has deeded the park to the HOA and we will have a walk-through inspection on Wednesday, March 12th at 1:00pm for all Board members that can attend. Some items of note before the walk-through include:

  • The sign at the North Burris entrance is missing lighting.

  • The City needs to add a street lamp at the North Burris entrance.

  • A pine tree to the East of the North Burris entrance has a kinked pipe that will need to be replaced.

  • The sidewalk that leads from the park to the 55 Village will need a lamp or two. This may be the responsibility of the HOA.

  • The accident responsibility sign is missing at the park.

Rusty Kraybill also reported that Rob Green’s last day with Ideal Homes will be March 15, 2020.

Selection of Director from 4th Section

The Board reviewed the four volunteer questionnaire submissions from neighbors in the 4th section. Rusty Kraybill chose to recuse himself from the election to allow for an odd number of votes. After much discussion the Board selected the top two volunteers for interviews on Saturday, March 14th. After Saturday’s interviews the Board selected Ramesh Kaipa as the new Director. A letter of thanks was sent to the volunteers.

Overseer of playground equipment

The Board discussed which Board member(s) would be overseers of the playground equipment making frequent visits to look for possible hazards. Tommie Grant and Randy Seales volunteered as overseers as they frequently walk/run the neighborhood. All Board members agreed to keep a vigilant eye on the equipment to avoid hazards.

Review and approve HOA website

Amanda Aker built a website using the CanyonsHOAStillwater Google account and demonstrated the website to the Board. The Board approved the website and Amanda Aker published the site for all to view. The Board was concerned about the length of the site address, https://sites.google.com/view/canyonsstillwater. Tommie Grant moved that the Board purchase of a new domain www.CanyonsStillwater.com for a 10-year term at $9.70 per/year. Amanda Aker seconded the motion. The motion passed. Sharon Kraybill used the Kraybill account to create a new GoDaddy account. The site does not have privacy extras. Amanda Aker will work to forward the www.CanyonsStillwater.com domain to the https://sites.google.com/view/canyonsstillwater website.

Additional items

Rusty Kraybill reported that the HOA’s 2019 taxes have been prepared and mailed.

He also reported that the mature trees within the flower beds cannot withstand the lawn maintenance equipment’s abuse. The flowerbed will not be reduced to preserve the trees.

The number of outbuildings that do not follow the covenants have been increasing in number in the Canyons. The Board will work to inform neighbors of the need to have outbuildings approved by the HOA and follow the City Codes and HOA covenants.

The Board discussed the gravel left in the grass area between Burris and the North fence line after construction in a backyard of the home. Communications with the contractor have been made and the Board was told it would be cleaned up. It is possible the Board will need to remove the gravel before it causes permanent damage and send the contactor a bill.

Now that the park has been deeded over to the HOA and the final inspection nears, the Board will review ideas for a grand opening celebration in the spring.

Meeting Adjourned

Sharon Kraybill moved to adjourn the meeting and John Rogers seconded the motion. Meeting was adjourned at 7:43 pm CDT.

Secretary- Amanda Aker