Minutes from Mar. 2, 2023
HOA Board of Directors Meeting
Canyons Homeowners’ Association - March 2, 2023
Agenda
1. Call meeting to order
2. Review minutes from November 7, 2022
3. Review email approvals
4. Qualifications for board member
5. Financials and Dues Payment Report
6. Online Quick Books
7. Credit Card
8. Solar Panel Legislation
9. Ideal Homes broken sidewalk update
10. Miscellaneous
11. Adjourn meeting
Minutes
Meeting was called to order at 6:28 pm CST at 501 Amethyst Avenue, Stillwater, Oklahoma 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 November 7, 2022 Executive Meeting & Approve
Meeting minutes were reviewed, and no changes were made. Rusty Kraybill made a motion to approve the minutes as they were written. Rick Bailey seconded the motion. The meeting minutes for the November 7, 2022 Executive meeting were approved.
Second Order of Business Review Email Approvals
The board discussed the following requests completed via email:
407 Topaz outbuilding request (approved) Jan 14
6112 N Platinum request to move fence (denied) Jan 21
6020 Canyon Court Fence Request 1 – Chain link fence install (denied) Jan 23
6020 Canyon Court Fence Request 2 - Rod Iron fence (approved) Jan 30
TurnPro Aquatics - no increase for 2023 maintenance contract
Flowerbed quote from Andrew's Landscaping ($5,795 includes plants, mulch, labor, for 4 beds) approved Jan 25 - Review update. Adjusted the bid to use mulch in the playground since the previous flowerbed company replaced flowerbed mulch recently.
Third Order of Business Qualifications for Board Member
The board discussed the qualifications to be a board member director. The board verified all members meet requirements and will continue to use requirements to look for the next board member.
Fourth Order of Business Financials & Dues Payment report
The board reviewed the current financials for 2023. Discussed line item for trash removal and the amount of trash that is removed from our common areas along Perkins Road. Berm work and flower bed maintenance are costs that will hit later this year. Rick Bailey made a motion to approve the financials for 2023 so far and Drew Gagliardi seconded the motion. The motion passed.
As of the meeting there were 11 non-paid dues. Reminder letters have been sent out to all residents with unpaid dues. After March 15th, the board will take the next steps to file liens against the properties for any unpaid dues. In the meantime, the board will attempt to contact the neighbors in person and electronically.
Fifth Order of Business Online QuickBooks
The board discussed moving our QuickBooks records to the online version. It will cost $360 per year and will allow the board to administer and corporately communicate HOA finances. The board discussed the possibility of using online QuickBooks for future payments in place of Venmo reducing service fees. Rusty Kraybill moved to approve the use and cost to use QuickBooks online, John Rogers seconded the motion. The motion passed.
Sixth Order of Business Credit Card
The board discussed the need to obtain a credit card to pay for online expenses like QuickBooks going forward. Amanda Aker did research on a small business credit card from Chase bank with no fees. The board decided to move forward with acquiring a credit card for HOA online expenses. The monthly invoice will be provided to the board before payment.
Seventh Order of Business Solar Panel Legislation
Rick Bailey provided the board with updates about the current solar panel legislation. The current bill will allow the installation of solar panels in line with our current covenants including attachment to the main structure of the house in black, bronze, or silver colors. Rick recommended that anyone wanting more information can read through House Bill 1023.
Eighth Order of Business Ideal Homes Broken Sidewalk Update
The board discussed the broken sidewalk near the playground. The mold has been set up, but no concrete has been poured. The board also discussed parking issues around the new Ideal Homes office on Copper Canyon Ave. A call has been made to the City of Stillwater about the trash dumpster on the street.
Ninth Order of Business Miscellaneous
Rick shared information about Senate Bill 46 regarding the zoning of home businesses.
The board discussed the state of Burris Road. More questions and concerns can be directed to
Zach Cavett
1502 E. Pine Cushing, OK
(918) 225-1330
https://www.facebook.com/PayneCountyDistrict1
Chris Reding
315 W. 6th, Ste. 203 Stillwater, OK
(405) 747-8339
Rhonda Markum
506 Expo Circle South Stillwater, Oklahoma 74075
Phone 405-372-7758
The Board discussed and scheduled a public meeting on May 27th, 2023 at 2pm at Brooks Park. If for some reason the weather is poor, we will move the meeting to June 3rd, at 2pm.
Tenth Order of Business Adjourn
Brian Grace moved to adjourn the meeting and Sharon Kraybill seconded the motion. The meeting was adjourned at 8:10pm CDT.
Secretary – Brian Grace