6:30 pm CDT at Board of Directors Meeting Agenda
Agenda
Call to order
Review meeting minutes from November 2nd, 2023
Financials report & 2024 Dues Status
Financial requested changes
Interim vote report
Community meeting report
Flowerbed quote
Berm & erosion work update
Neighborhood improvements
Liaison reports
Miscellaneous
Adjourn
Minutes
Meeting was called to order at 6:34 pm CDT at 401 Amethyst Avenue, Stillwater, Oklahoma by President Amanda Aker. Members in attendance include:
President – Amanda Aker
Vice President – Brian Grace
Treasurer - Rusty Kraybill
Secretary – Drew Gagliardi
Director - Rick Bailey
Director – Rob Griffin
First Order of Business: Review Minutes of the November 2, 2023 Meeting & Approve
The Board reviewed the minutes from the previous meeting and no changes were suggested. Rusty Kraybill moved to approve the minutes as written. Brian Grace seconded the motion. Minutes for the November 2, 2023 meeting were approved.
Second Order of Business: Financials Report & 2024 Dues Status
Rusty Kraybill provided a review of the financials and retained earnings as of the end of March. $142K of earnings were reported and $12.6K has been spent on neighborhood support services year-to-date. Amanda Aker also reported that all homeowners have paid their dues and no liens were issued. Brian Grace moved to approve the financials to date. Drew Gagliardi seconded the motion. The financials through March of 2024 were approved.
Third Order of Business: Financial Requested Changes
The Board discussed updating the signature requirement on checks to allow for only one signature on checks above the existing $1,500 single-signature threshold (instead of two), but only for reoccurring payments that were previously approved by the Board and were unchanged from the approved contract. This would primarily apply to the monthly payment issued to Greenmaster in the amount of $2,217.33. Amanda Aker moved to approve the limited signature requirement change. Rick Bailey seconded the motion. The limited signature requirement change was approved.
The Board also discussed the following items pertaining to bank accounts and financial items:
Allow for Contract Bookkeeper to hold checkbook
Canceling current Chase credit card due to personal financial liability concerns and switching to a debit card from a local HOA bank account.
Amanda Aker proposed the following and the Board discussed:
Opening a new Money Market account at a separate local bank. This would allow for the “rainy day” funds to accrue interest while not being used, as opposed to sitting in a checking account. This also allows for additional security so that HOA money is not all sitting in one account that could be depleted by a security breach.
Using the currently existing local account for HOA checking needs but limiting fund in this account to a certain threshold.
Setting up alerts from local checking account anytime money is taken from the checking account
Brian Grace moved to allow for contact Bookkeeper to hold checkbook, cancelation of Chase card and two-account operation (money market and checking) for the HOA funds. Drew Gagliardi seconded the motion. The motion passed.
Additional discussion among the Board relating to the aforementioned checking account minimum and maximum amounts. A consensus was reached that [AMOUNT] would be the minimum balance in the checking account, with twice that as the maximum balance. Amanda Aker moved to approve the thresholds. Drew Gagliardi seconded the motion. The motion passed.
Fourth Order of Business: Interim Vote Report
The Board reviewed the following items which were voted upon in the interim between meetings:
1. Berm contract increase from $5,000 to $12,200 to allow for sod installation over the entire project to neighbors’ backyards.
2. 2024 Greenmaster contract with additional mowings and treatments - $26,608 annually
Fifth Order of Business: Community Meeting Report
Brian Grace discussed scheduling of the community HOA meeting during a time of favorable weather and not in conflict with holidays/graduations/other community events. The Board briefly discussed the possibility of using signs and other forms of notice outside of existing social media avenues to promote better attendance. Rob Griffin also mentioned being approached by neighbors who proposed putting together a neighborhood Independence Day picnic/parade and Board discussed. Consensus was reached that the use of HOA funds for a picnic/parade and possibility of overcrowding by non-Canyons neighbors would likely be frowned upon by many neighbors based on past feedback. Brian Grace will provide a date for the community HOA meeting.
Sixth Order of Business: Flowerbed Quote Update
Rob Griffin presented the Board with the flowerbed maintenance quote provided by Andrew’s Landscaping. The proposal covering all seven (7) of the neighborhood flowerbeds was in the amount of $3,950. It proposed removal and replacement of bad soil, purchase & planting of 13 flats of annuals and 40 perennials, 4 cubic yards of mulch and labor, as well as planning and incidental expenses. The proposal did not cover weeding & other maintenance, which is currently handled by Ted.
Rusty Kraybill moved to approve the flowerbed maintenance proposal for $3,950. Drew Gagliardi seconded the motion. The motion passed.
Seventh Order of Business: Berm & Erosion Work Update
Rusty Kraybill advised the Board that work on the berm was completed and appears to be working and draining well. Sod was to be laid on Monday, April 8.
Eighth Order of Business: Neighborhood Improvements
Rick Bailey advised that the quote for the installation of a neighborhood pickleball court came in at approximately $43K. The Board agreed this was excessive and would not be pursued any further.
Amanda Aker advised the Board that she is attempting to gather quotes for the construction and installation of a neighborhood “little library.”
Ninth Order of Business: Liaison Reports
Updates were provided from Board liaisons:
Board Liaisons
Park Liaison: Rick Bailey
Flowerbeds Liaison: Rob Griffin
Mowing Liaison: Drew Gagliardi & Rusty Kraybill
Tree Maintenance Liaison: Rob Griffin
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 reported that he will seek a quote on a berm north of the park/playground to help improve drainage and prevent an excessive loss of mulch.
Flowerbeds update– Rob Griffin had no updates on the flowerbeds outside of the maintenance quote discussed above. Rusty Kraybill advised that the flashing light in the bed at the Burris entrance is still an issue due to problems with acquiring the proper replacement part.
Mowing update – Drew Gagliardi & Rusty Kraybill had no updates to report.
Tree maintenance update – Rob Griffin had no updates to report.
Pond update – Rick Bailey reported that numerous turtles (over 50) were being trapped and humanely relocated. We should be receiving word in the next couple of months on when fingerlings can be picked up.
Groundskeeping update – Rusty Kraybill and Rick Bailey had no updates to report.
City update – Drew Gagliardi reported that a new floodlight has been installed by the City at the Topaz entrance to illuminate it better. A light should be installed at the Burris entrance soon.
County update – Drew Gagliardi had no updates to report.
Social Media update – Amanda Aker reported that thefts in the neighborhood had been reported on HOA social media.
Bill Paying/Closing Company update - Amanda Aker advised she is working with closing companies on improving consistency regarding return communications, with hopes of not having to rely on mailings/stamps as much.
Community update – Brian Grace had nothing to report outside of items discussed regarding community meeting scheduling as discussed earlier.
Ideal Homes update– Amanda Aker reported that she discussed the reported theft of items from a neighbor by what appeared to be a potential contractor. Ideal Homes denied contractor involvement. Brian Grace also reported that Ideal’s model home does not appear to be getting used very often.
Tenth Order of Business: Miscellaneous
The Board reviewed a proposed pergola at 5924 Canyon Court. It was discussed that approval of this item is likely not necessary by the Board, as it isn’t believed that pergolas fall under the Board’s scope of review. Brian Grace moved to approve the pergola. Rusty Kraybill seconded the motion. The motion passed.
Eleventh Order of Business: Adjourn
Amanda Aker moved to adjourn the meeting and Rusty Kraybill seconded the motion. Meeting was adjourned at 7:53pm.
Secretary – Drew Gagliardi