Minutes from July 19, 2021

HOA Board of Directors Meeting

Canyons Homeowners’ Association - July 19, 2021

Agenda

  1. Call the meeting to order

  2. Review minutes of May 4th, 2021 meeting & approve

  3. Vote for new Director from 4th section

  4. Review financial statement as of the end of June

  5. Review bids for the flowerbed maintenance

  6. Review bid for the cattail maintenance

  7. Additional items, if any

  8. Adjourn

Minutes

Meeting was called to order at 6:30 pm CDT at by President Rusty Kraybill. Members in attendance include:

  • President - Rusty Kraybill

  • Treasurer - Sharon Kraybill

  • Secretary - Amanda Aker

  • Director - John Rogers

  • Director – Tommie Grant

  • Leaving Director – Ramesh Kaipa

  • New Director - Brian Grace

First Order of Business Review Minutes of the May 4th, 2021 Meeting & Approve

No additions or corrections were suggested. Tommie Grant moved to approve the minutes for the May 4th, 2021 meeting. Ramesh Kaipa seconded the motion. Minutes for the May 4th, 2021 meeting were approved.

Second Order of Business Vote for new Director from 4th Section

Tonight was Ramesh Kaipa, director from the 4th section, final meeting with the Canyons HOA Board. Rusty Kraybill moved to accept Brian Grace as the new director from the 4th section. Sharon Kraybill seconded the motion. Brian Grace was approved as the new director from the 4th section.

Third Order of Business Review Financial Statement as of end of June 2021

Sharon and Rusty Kraybill provided a review of the 2021 financials as of the end of June. The Board received clarification on some current charges. After paying for a half year of mowing, fertilizing, repairs, utilities, postcard volunteer request for Section 4, groundskeeping, and tree removal thus far, we have enough to cover the cattail work and the flowerbed maintenance. Amanda Aker moved to approve the financial statements to date. John Rogers seconded the motion. The financials were approved. Neighbors that would like to view the HOA financial summary can contact the Board at canyonsHOAStillwater@gmail.com

Fourth Order of Business Bids for the Flower Bed Maintenance

Amanda Aker provided quotes for the flower bed maintenance; one from Mark Gard from YardGard and another from Maverick Lawn & Landscaping. The Board asked Amanda Aker to contact Mark Gard of YardGard to verify the insurance he carries and provide references the Board can review. If provided, the Board can approve the contract through email. Amanda Aker moved to approve the use of YardGard with proof of insurance and references with email approval. Rusty Kraybill seconded the motion. The Board approved use of YardGard with insurance and references.

Fifth Order of Business Bid for the Cattail Maintenance

Amanda Aker provided a quote for the removal of the cattails from a portion of the North pond. The Board wants to verify the quote was for only a portion of the cattails. Rusty Kraybill will contact Evergreen Lawn & Landscape to verify what insurance they carry and if the quote will be reduced for leaving more of the cattails near the park. The Board will vote on the matter and pipe work at the next meeting.

Sixth Order of Business Additional items

  • Rusty Kraybill reported the North flowerbeds solar sprinklers were not working. Sharon and Rusty Kraybill are attempting to contact the installers. GreenMaster is looking into the problem as well. Brian Grace offered to look at the system.

  • Sharon Kraybill reported that electronic payment should be ready for dues.

  • During Brian Grace’s interview, he mentioned adding to the neighborhood’s amenities by installing a few holes of Frisbee Golf. The Board asked Brian to provide a proposal for Frisbee Golf in the neighborhood at our next meeting.

  • At the Board’s request, Rusty Kraybill asked our attorney, Matt Devlin, if the Open Meeting Act applied to the Canyons HOA Board meetings. Matt Devlin indicated that the Canyons HOA is not a ‘public entity’ and therefore the Open Meeting Act does not apply. The Board remains committed to the privacy of our neighbors, transparency, and continued improvement while adhering to the ByLaws.

Seventh Order of Business Adjourned

Rusty Kraybill moved to adjourn the meeting and John Rogers seconded the motion. Meeting was adjourned at 7:38 pm CDT.

Secretary - Amanda Aker