HOA Meeting

Canyons Homeowners’ Association  -  August 9, 2023

6:30 pm CDT at Board of Directors Meeting Agenda 

Agenda 

1. Call to order 

2. Review Meeting Minutes from May 27th, 2023 

3. Financials 

4. Interview Bookkeeper Contractor

5. Berm work update 

6. Erosion work update 

7. Review officer responsibilities for elections in November 

8. Miscellaneous 

9. Adjourn 

Minutes 

Meeting was called to order at 6:30 pm CST at 401 E Amethyst Ave by President Amanda Aker.  Members in attendance include:
 

• President – Amanda Aker 

• Vice President – Rusty Kraybill 

• Treasurer - Sharon Kraybill 

• Secretary – Brian Grace 

• Director - John Rogers   

• Director – Drew Gagliardi 

• Director – Rick Bailey
    

First Order of Business: Review Minutes of the May 27, 2023 Meeting & Approve 

Meeting minutes were reviewed, and no changes were made.  Sharon Kraybill made a motion to approve the minutes as they were written.  Drew Gagliardi seconded the motion. The meeting minutes for the May 27th, 2023 Neighborhood meeting were approved. 

Second Order of Business: Financials report 

Rusty Kraybill shared the updated financials and retained earnings report.  Drew Gagliardi made a motion to approve the financials for 2023 so far and John Rogers seconded the motion. Financials through August 9th, 2023 were approved. 

The request to consider a savings or investment account for our retained earnings continues to be investigated and will be followed up on by Brian Grace. 

Third Order of Business: Interview Bookkeeper Contractor

With the upcoming retirement of Sharon Kraybill, the board interviewed a candidate for a bookkeeper contractor, Christie Cannon. The bookkeeper contract will run from August 2023 to the last meeting of 2024, which is usually in November. Main responsibilities include handling dues, paying vendors, ensuring that HOA expenditures are compliant, updating records from title companies, maintaining HOA QuickBooks, and preparing financial statements and reports for the board. The bookkeeper contractor will be paid a total of $2,450 for these duties over the 15-month contract. 

Brian Grace made a motion to approve the bookkeeper contractor and Rick Bailey seconded the motion. The board unanimously approved Christie Cannon as the bookkeeper contractor, and she will start as soon as the contract is signed. 

QuickBooks was also discussed and will be updated to ensure our bookkeeper can complete her duties effectively. 

Fourth Order of Business: Berm work update 

The berm work along the north side of the neighborhood has been delayed due to constant rain followed by the abnormally hot weather. The plan is still to clear a trench in 5 spots to allow drainage and water to run off toward Burris Road instead of pooling along the fence lines. Once the spots are cleared, they will have to be covered with grass sod again.  Since there is no irrigation in that area, the decision was made to delay the project until January 2024 so that we don’t waste money putting down grass sod that can’t be watered properly. The project was moved to January 2024 with an estimated time of February/March completion.  

Upon inspection of the area it was observed that most if not all of the fences along Burris Road do not have proper clearance (2-3” above the grass), which causes the water to consolidate and flow quickly, increasing erosion.  Neighbors can reduce erosion on their property by raising their back fence.

Fifth Order of Business: Erosion work update 

Greenmaster has been asked to raise their mowing equipment 1” to protect their equipment and help reduce erosion in the green space from becoming larger.  

The erosion of the green space will be addressed during the same time frame as the berm work in Q1 2024. Spray and reseeding will be needed for the areas that have eroded and Rusty Kraybill will obtain a quote for the board’s review during the November 2023 meeting.

Sixth Order of Business Review: Officer Responsibilities for Elections in November 

Discussions were made around the officer positions for 2024. The board also discussed liaison roles to help with the transfer of information to other board members about maintenance that is currently being done and will need to continue in the future. 

Board Liaisons

Park Liaison: Rick Bailey

Flowerbeds Liaison: John Rogers

Mowing Liaison: Drew Gagliardi & Rusty Kraybill

Tree Maintenance Liaison: John Rogers

Pond Maintenance Liaison: Rick Bailey

Ted Liaison (trash and groundskeeping):  Rick Bailey & Rusty Kraybill

City Liaison: Drew Gagliardi

County Liaison: Drew Gagliardi

Social Media & Communications: Amanda Aker

Bill paying & closing company communications Liaison: Amanda Aker

Community meeting & events Liaison: Brian Grace

Ideal Homes Liaison: Amanda Aker

Seventh Order of Business Miscellaneous 

• Ideal homes will need to complete work on the Burris Road entrance before the paving of Burris Road can begin. If you have questions for Ideal Homes, you can contact our representative Melissa Higgins at 405-215-4900.  

• The paving of Burris Road has been approved by the County and will begin once the drainage gutter for the Burris Road entrance to the community has been updated. 

• If neighbors notice yards not being maintained, they need to reach out to the City. Lawn maintenance is covered by City ordinances, and they will generally send someone out to assess. 

• A request was made to add the triangle of grass between the sidewalks under the power lines at the southwest end of the 55 Village to Greenmaster’s mowing. It is currently not being mowed and is overgrown. 

• The board discussed Ted the groundskeeper maintaining our flower beds going forward.

• John Rogers announces his retirement from the Board at the end of this year.  We will look for a replacement director from the 55 Village.

Eighth Order of Business Adjourn 

Rusty Kraybill moved to adjourn the meeting and John Rogers seconded the motion. The meeting was adjourned at 8:20 pm CDT. 

Secretary – Brian Grace