Minutes from November 2, 2023

HOA Meeting

Canyons Homeowners’ Association  -  November 2, 2023

6:30 pm CDT at Board of Directors Meeting Agenda 


Agenda 

 

Minutes 

Meeting was called to order at 6:31 pm CST at 501 Amethyst Ave by President Amanda Aker.  Members in attendance include:  

First Order of Business: Review Minutes of the August 9, 2023 Meeting & Approve 

Meeting minutes were reviewed, and no changes were suggested.  Sharon Kraybill made a motion to approve the minutes as written.  Drew Gagliardi seconded the motion. The meeting minutes for the August 9th, 2023, Board of Directors meeting minutes were approved.


Second Order of Business: Financials report 

Sharon & Rusty Kraybill shared the updated financials and retained earnings report. So far approximately $41k has been spent on the services to support the neighborhood for the year and the Kraybills estimate $12k additional expenses before the end of the year.  Rick Bailey made a motion to approve the financials to date and Rusty Kraybill seconded the motion. Financials through October of 2023 were approved.


Third Order of Business: 2024 Due

Rusty Kraybill reported to the Board that next year section 6 will begin opening and will add more greenspace that needs to be maintained. Because of 2023 expenses and the expected increase in maintenance cost, the Board recommended that we leave the dues at $360 cash for 2024. 


Drew Gagliardi made a motion to approve $360 cash as the 2024 dues amount and Rusty Kraybill seconded the motion. The dues amount for 2024 was approved at $360 cash.


The HOA has a new mailing address, PO Box 12, Stillwater, OK 74076.  Checks should be remitted to this address.


The Board will review options to pay dues electronically including through QuickBooks this year, instead of Venmo.  A service charge is expected to be required to use electronic payment.


Fourth Order of Business: 55 Village Director Replacement 

John Rogers will be stepping down as the Director from the 55 Village after nearly a decade of service. The Board considered Robin “Rob” Griffin to join the Board.  Rob Griffin is and educator who brings a wealth of experience and knowledge from previous work on a HOA Board in another community. Brian Grace made a motion that we appoint Rob Griffin as the Director for the 55 Village effective immediately and Rick Bailey seconded the motion. The motion was passed.

Fifth Order of Business: Officer Elections 2024

The Board asked for officer volunteers and discussed the following proposal for Board officer positions in 2024.

Rick Bailey made a motion to approve the proposed HOA Board officer positions for 2024 and Rob Griffin seconded the motion. The motion passed.  New officers will be effective January 1, 2024.

Sixth Order of Business Review: Liaison Reports 

Updates were provided from Board liaisons:

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


Park Update – Rick Bailey shared that we might need to create a berm to reduce the erosion from the North from washing out the park.

Flowerbeds update –. Rusty Kraybill reported that the light at the Burris Road entrance will be replaced and a new solar panel is being installed. John Rogers did not have additional information to report.

Mowing update – Rusty Kraybill and Drew Gagliardi met with Greenmaster regarding contract updates for 2024. The Board will discuss and vote on the contract via email once it is available. [Update as of November 29: The Greenmaster contract for 2024 costs $26,608 annually which includes one additional mowing (9 in total, if needed) and the triangle under the powerline. Inflation and additional mowings increased the annual cost by $4,956.96.   Previous contract(s) provided for 8 mowings, which were exceeded every year except for one. The Board reviewed the new contract via email and voted unanimously to accept the 2024 Greenmaters contract November 28, 2024.]

Greenmaster also provided a proposal for conducting a soil treatment test along Perkins Road to get the grass growing where we are starting to see bald spots. It will take 2 treatments to see if the treatment is effective and cost about $553 per treatment. Treatment will cover 3,000 sq ft and will be applied in the Spring and Fall of 2024. (Although the HOA will be paying for a 3,000 sq. ft. treatment, we will actually be getting about 5,000 square feet treated - 4,979 sq. ft, to be exact - as Greenmaster has offered to treat the additional footage at no charge.) Soil will then be tested in 2025 to validate the effectiveness of the treatment. Greenmaster also provided a cost for weed spraying along Perkins Road to cover the 11,000 sq ft of space that is needed to ensure a positive first impression of the neighborhood. Both soil treatments and weed spraying will cost around $1,400. Rusty Kraybill made a motion to approve both soil treatments and spraying for 2024 and it was seconded by Rob Griffin. The motion passed.  Treatment will proceed in 2024.

Berm update - Rusty Kraybill shared that we are trying to schedule the dirt work on the berm before the ground freezes. We will validate drainage in the spring before laying grass.

Pond update – Rick Bailey is exploring an option to receive stock fish from the Oklahoma Fish and Wildlife department. [Update as of November 29th: To complete the application we had to name the ponds. The North pond is now Kime Pond in honor of the late Bruce Kime of the 55 Village who was a wonderful, giving neighbor to all who met him. The South pond is Amethyst pond.  The State will supply us with fish at no cost. The biologist determined the number of fingerlings they give by the size of the pond.  The biologist signed our completed application, and we took the applications to the post office today to send them to the Oklahoma Wildlife department.

Preliminary schedule at no cost to our HOA.

Notes:

Rick Bailey is also continuing to monitor the situation with turtles in the ponds.

Groundskeeping update –Rusty Kraybill and Rick Bailey had no updates to report.

County update – Drew Gagliardi reported that Burris Road paving has been completed. Rusty Kraybill has requested a streetlight be placed at the entrance to the neighborhood off Burris Road.

City update - Drew Gagliardi reported that Short Term Rental objections have been sent to the City.

Social Media update – Amanda Aker has been responding to the AirBNB/ Short Term Rental discussions on Facebook.  [Update as of November 29th: The City reported to the HOA that the Short Term Rental request has been withdrawn.]

Community update – Brian Grace will be planning a date for our neighborhood community meeting. Currently looking at April 20th for the meeting with a backup date of April 27th. More information will be sent out about the meeting at the beginning of 2024.

Ideal Homes update – Amanda Aker reported with the help of Rick Baily that Ideal Homes called a contractor to mow a yard on Topaz that was out of compliance. Amanda Aker had a discussion with Ideal Homes to make sure they inform the HOA when a complaint is filed and update their communication so as not to cause confusion as to who employed the contractor.

Rob Griffin will take over for John Rogers as the liaison for the flowerbeds and tree maintenance going forward. 

Seventh Order of Business Neighborhood Improvements

Neighborhood improvement ideas were discussed by the Board. Rick Bailey will be looking into the cost of adding a pickleball court somewhere in the neighborhood, possibly East of the South bound portion of Canyon Court. The Board will evaluate construction and insurance costs before moving forward. The Board also discussed the idea of adding a Little Library at the park.  Amanda Aker will quote the project and provide more information later.

Eighth Order of Business Neighborhood Improvements

The community social media vote for looking into the Flock system results were a majority in favor of not moving forward. 


GRDA (Great River Dam Authority) damaged a sidewalk as they were working on the powerlines that run through the neighborhood. They have more work to perform and will return to repair any damage as soon as they are finished with their work.


The Board discussed the approval of an outbuilding request for 312 Copper Canyon. Rick Bailey made a motion to approve the request and Sharon Kraybill seconded the motion. The motion passed.  Amanda Aker will inform the neighbor.


Ninth Order of Business Adjourn 

Drew Gagliardi moved to adjourn the meeting and Brian Grace seconded the motion. The meeting was adjourned at 8:09pm CDT. 

 

Secretary – Brian Grace