Minutes from Nov. 5, 2020

HOA Board of Directors Meeting

Canyons Homeowners’ Association - November 5, 2020

Minutes

Meeting was called to order at 6:33 pm CST at by President, Rusty Kraybill. Members in attendance include:

  • President - Rusty Kraybill

  • Treasurer - Sharon Kraybill

  • Secretary - Amanda Aker

  • Director - John Rogers

  • Director – Tommie Grant (attending virtually)

  • Director – Ramesh Kaipa (attending virtually)

    • Randy Seales was unable to attend but sent comments and questions with Rusty and Sharon Kraybill.

Review Minutes of the March 9th, 2020 Meeting & Approve

No additions or corrections were suggested. Sharon Kraybill moved to approve the minutes for the March 9th, 2020 meeting. John Rogers seconded the motion. Minutes for the March 9th, 2020 meeting were approved.

Review Financials

Sharon and Rusty Kraybill provided a review of the 2020 financials as of November. The estimated surplus for 2020, depending on the charges for large ice storm damage clean up, is on par with previous years even with the storm drain project and addition of the 5th section with flowerbed.

Review Garden Building Request

The Board reviewed the documents provided by a Canyon Neighbor for an outbuilding addition to their property. The proposed building was under the footage limit that would require a City permit. The planned location was within Covenant requirements. Amanda Aker moved to approve the request for the proposed outbuilding and to provide notification of HOA Board approval with a reminder of the need to repair any damage done to HOA property by the Neighbor or their contractor timely. John Rogers seconded the motion. The Neighbor’s request for an outbuilding addition was approved.

Discuss 2-year Lawn Mowing Contract with GreenMasters

Rusty Kraybill presented a proposal from GreenMasters to enter into a two-year maintenance agreement. The longer agreement would assist GreenMasters in acquiring new equipment. Amanda Aker asked if the contract would save the HOA money guarding against yearly increases. Rusty Kraybill reported the GreenMasters does not increase charges from year to year unless the HOA requests more services, like the recent addition of Section 5. Currently, the contract covers mowing the entrances every 10 days and mowing the greenbelt eight (8) times a year as well as yearly spraying. As part of this proposal, Rusty Kraybill and Randy Seales also suggested adding the maintenance of the entrance sprinkler systems to the contract. Although the sprinkler maintenance would cost an additional $300 for all three entrances, it will likely save the HOA money by reducing the amount of water used to what the greens require and prevent watering before GreenMasters plans to mow. John Rogers moved to approve the two-year contract with GreenMasters including the new sprinkler maintenance addition. Ramesh Kaipa seconded the motion. The two-year contract with GreenMasters including the new sprinkler maintenance addition was approved.

Ice Storm Damage

Report on discussion with our general grounds maintenance provider, Ted Dickens, regarding the clean up efforts after the November 2020 ice storm that resulted in downed branches of varying sizes in the neighborhood trees. Mr. Dickens indicated he could handle most of the cleanup, but there were a few larger limbs HOA would need to hire a professional extract and dispose of. Once Mr. Dickens has walked Rusty Kraybill through the work a professional should handle, Rusty Kraybill will seek quotes and the Board can approve the work budget via email.

Establish Dues for 2021

The Board agreed the 2020 dues covered the neighborhood storm drain project, utilities, greens maintenance, insurance, and ice storm damage well. Ramesh Kaipa moved to not increase HOA dues for 2021 and that the $360 dues would be due January 1st with late fees being charged after February 15th, 2020. John Rogers seconded the motion. The Board approved $360 dues for 2021 due January 1st.

Election of Officers for 2021

The Board Officers shared current officer duties with the Board before the meeting. During the meeting, the Officers answered questions and discussed willingness and ability to serve in 2021. All current officers indicated they were willing to serve, but would like to allow other members to serve in the near future to ensure the effectiveness of the Board in the coming years. Rusty Kraybill moved to approve the following officers for 2021:

  • President - Rusty Kraybill

  • Vice President - Randy Seales

  • Treasurer - Sharon Kraybill

  • Secretary - Amanda Aker

Tommie Grant seconded the motion. The before mentioned list of officers for 2021 was approved.

Additional items

Randy Seales and John Rogers accepted the task of decorating the entrances for the holidays again this year. This year the HOA will also decorate the 55 village and Burris entrance as the both now have solar power. The Board discussed the need to purchase supplementary decorations. Tommie Grant moved to approve a budget for the new and replacement lights for the holiday decorations. Rusty Kraybill seconded the motion. The budget was approved for new and replacement lights for the entrance decorations.

Randy Seales and Rusty Kraybill would like the Board to review the HOA Bylaws at our next meeting.

Amanda Aker suggested that using a photo card service to create and deliver the dues reminders may save the Board time and money. Amanda Aker and Sharon Kraybill will look into the cost and ease of using such a service.

To ensure security of HOA & Board documents stored on the HOA’s Google Account, Amanda Aker changed and shared the new password with the Board verbally.

John Rogers reported on the request to remove the Ideal Homes sign frame at the Topaz entrance that has not been used for almost a year. Rusty Kraybill indicated he had spoken with Ideal Homes and they intend to use the sign frame soon. Ideal Homes has 30 days to use the frame or the HOA will remove it.

Adjourned

Rusty Kraybill moved to adjourn the meeting and Tommie Grant seconded the motion. Meeting was adjourned at 7:28 pm CST.

Amanda Aker

Secretary