HOA Board of Directors Meeting

Canyons Homeowners’ Association - November 8, 2022

Agenda

1. Call meeting to order

2. Review minutes of the last meeting

3. Review current financials

4. Discuss and approve Greenmasters contract

5. Discuss and approve 2023 dues

6. Review Board Director recruitment

7. Discuss neighborhood movie gathering

8. Miscellaneous items, if any

9. Adjourn meeting

Minutes

Meeting was called to order at 6:44 pm CDT at 401 Amethyst Avenue, Stillwater, Oklahoma by President Amanda Aker. Members in attendance include:

• President – Amanda Aker

• Vice President – Rusty Kraybill

• Secretary – Brian Grace

• Director - John Rogers

• Director – Randy Seales

• Director – Rick Bailey

• Director – Drew Gagliardi

First Order of Business Review minutes of the September 13th 2022 Meeting and Approve

Meeting minutes were reviewed and the amount for the mulch needed should be verified in the fourth order of business. It is possible the rough estimation used was off by approximately a ton. Rusty Kraybill made a motion to approve the previous minutes with the changes. Rick Bailey seconded the motion. Minutes for the September 13th, 2022 meeting were approved with update.

Second Order of Business Review current financials

Rusty Kraybill provided a review of the 2022 financials for the year. Currently $82,055.29 is available and we still have Greenmasters payment for November and December and 2023 insurance premiums outstanding. . Insurance premiums increased by 11% and will be renewed November 15th. Rick Bailey made a motion to approve the financials and it was seconded by John Rogers. The financials were approved.

Third Order of Business Discuss and approve Greenmasters Contract

Rusty Kraybill will be working with Greenmasters to obtain their new contract for 2023. The Board will discuss further and approved via email.

The Board discussed options for the flower beds and mulch. Rusty Kraybill will be taking on the flower beds as a project.

The Board also discussed the need for quotes for flower beds maintenance before March so we can decide before the Spring.

Playground mulch was discussed and the Board reviewed a quote from Yucca Pointe to provide the mulch. Since this is the first time the mulch is being replaced, Amanda Aker moved to approve purchasing $500 worth of mulch and Brian Grace seconded the motion. The motion passed. If needed the Board will approve more at the next meeting.

Fourth Order of Business Discuss and Approve 2023 dues

The Board voted to keep dues the same at $360 for 2023. Brian Grace will set up a new Venmo account to make the transfer of funds more manageable again this year. John Rogers reported that the Post Office would not allow the HOA to have a mailbox in the neighborhood mailbox clusters. The Board agreed to leave the mailing address for dues as 424 South Westpark Court, Stillwater, OK 74074 for this year. Brian Grace will shadow Treasurer Sharon Kraybill to determine if he will serve as Treasurer next year. Rick Bailey made a motion to approve the dues of $360 for 2023 and John Rogers seconded the motion. The dues for 2023 were approved at $360. Amanda Aker will send out dues reminders once the Venmo and updated neighborhood list are provided to her by the Treasurer.

Fifth Order of Business Review Board Director recruitment

The Board welcomed Drew Gagliardi of Topaz Avenue as a new Director and thanked Randy Seales for his over a decade of service as Director and Vice President on the Board.

The Board discussed the limited response to previous mailers that cost approximately $200 and agreed not to pay for mailers for future Board positions. The Board will continue to search for another Board director early next year using personal outreach, social media posts, and flyers on the outside of the mailbox clustersBoard.

The Board also discussed the officer positions for 2023. Rusty Kraybill made a motion that to retain the current officers for the next year. The motion was seconded by John Rogers. The officers are as follows for 2023:

• President – Amanda Aker

• Vice President – Rusty Kraybill

• Secretary – Brian Grace

• Treasurer – Sharon Kraybill

Sixth Order of Business Discuss Neighborhood movie gathering

Brian Grace will try to pick a date in the near future, weather permitting, and host our first neighborhood movie night.

Seventh Order of Business Miscellaneous

· The berm work along Burris Road is scheduled for Spring.

· Trees and stumps have been removed by the north pond and on the southeast corner of the 55 Village.

· This year we will have some of the neighborhood teenagers assist Brian Grace and John Rogers with hanging Christmas lights at the neighborhood entrances.

· This is the last month on pond maintenance. The Board will discuss and vote via email to continue pond maintenance at $249/month once the amount is verified by the vendor.

Eighth Order of Business Adjourn

Rusty Kraybill moved to adjourn the meeting and John Rogers seconded the motion. Meeting was adjourned at 7:58 pm CDT.

Brian Grace

Secretary