Call to order
Board Volunteer Interviews
Review Meeting Minutes from September 19, 2024
Financial Report
Interim Vote Report
Bookkeeper Contract Renewal
HOA Insurance Quote Consideration and Approval
Park work quote
Pond Services Renewal
2025 Dues Discussion and Vote
Officer elections
Liaison Report and Assignment Updates
Miscellaneous
Adjourn Meeting
Meeting 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
The board interviewed Patti Meier and Tori Wilson for vacancies on the Board. Brian Grace moved to accept both Patti and Tori as new Board members; Drew Gagliardi seconded the motion. The motion passed.
The Board reviewed the minutes from the previous meeting and no changes were suggested. Rusty Kraybill moved to approve the minutes as written. Drew Gagliardi seconded the motion. Minutes for the September 19, 2024 meeting were approved.
Rusty Kraybill and Christie Cannon provided a review of the financials and retained earnings as of the end of October. Income of $XX.XK and neighborhood support service expenses of $51.6K were reported year-to-date. Total equity currently stands at $XXX.XK. Discussion was had regarding upcoming insurance payment and additional mowing payment. Drew Gagliardi moved to approve the financials to date. Brian Grace seconded the motion. The financials through October of 2024 were approved.
The Board reviewed the following items which were voted upon in the interim between meetings:
Budget to create a valley to divert water away from the playground and toward pond. Board approved maximum budget of $1,000 on October 19.
Budget to trim trees in Amethyst flower bed for Powell Tree Care. $150 to trim, $370 to remove. Board approved trimming trees. Work completed and invoiced October 31, 2024.
The Board reviewed the contract to keep Christie Cannon as Contract Bookkeeper for the upcoming year. No objections were made to the contract as written. Amanda Aker moved to accept the contract. Rick Bailey seconded the motion. The motion passed.
The Board reviewed the quote from insurance agent to continue with current policy through Chubb, along with an additional “premium indication” from Philadelphia Insurance (Philly), if we wanted to switch. The premium to renew the current policy is $3,450/year, along with a change in wind/hail deductible for the playground structures to 5%. Philly indicated a cost of $3,000/year but policy would not include property coverage. The Board discussed the pros and cons of each company’s policies, along with concerns of being unable to acquire adequate coverage from a new provider with ongoing construction in the neighborhood. Brian Grace moved to renew the current policy with Chubb. Rusty Kraybill seconded the motion. The motion passed.
The Board reviewed and discussed a quote from NextGen Lawns to replace playground surface by installing turf and associated pads, boards, mesh, etc. Total quote (including tear out and taxes) was $54,369.68. The Board discussed the quoted cost versus the cost of replacing mulch and frequent ground maintenance and specialty weed sprays, in addition to the prospect of installing other drains or water diversion measures that might not work permanently. The Board also discussed the ability to fund such a large project at this time. The Board agreed to seek additional quotes for alternative material installation and in the meantime, will seek quotes to replace the mulch for the upcoming year.
The Board reviewed the Water Management Agreement from TurnPro Aquatics to maintain both ponds, at a cost of $249 per month, for nine (9) months. Drew Gagliardi moved to approve the agreement. Amanda Aker seconded the motion. The motion passed.
The Board discussed dues for 2025. Expenses incurred in 2024 are close to the total income received from dues for the year so a small increase might be warranted to help with a buffer, but current retained earnings are relatively healthy for now. Looking ahead to possibly replacing the playground surface, the need for future maintenance and replacement of playground equipment and increasing costs of mowing and common area upkeep with new Section(s), a future increase in dues may be inevitable to allow for a buffer for improvements and unexpected expenses, even with the addition of new houses and associated small increase in income. The Board agreed that keeping dues the same (at $360) for 2025 and assessing the financial situation at the end of next year would be best. Drew Gagliardi moved to keep dues for 2025 at $360/year. Brian Grace seconded the motion. The motion passed.
The Board nominated the following to serve as officers for 2025:
President – Amanda Aker
Vice-President – Tori Wilson
Secretary – Drew Gagliardi
Treasurer – Rusty Kraybill
Rob Griffin moved to accept nominated officers. Rusty Kraybill seconded the motion. The motion passed.
Updates were provided from Board liaisons:
Parks: Rick Bailey reported all is good in park and referred to discussion from earlier in meeting. Rob Griffin will be seeking mulch and mulch alternative quotes.
Flowerbeds: Rob Griffin referenced prior redbud tree quote for 55 Village flowerbed, which Board did not pursue due to lack of water. Rob will pursue other replacement options, such as tall grasses.
Mowing: Drew Gagliardi & Rusty Kraybill had no updates to report.
Tree maintenance: Rob Griffin had no updates and referenced update on tree trimming from earlier in meeting.
Ponds: Rick Bailey had no other updates to add to earlier discussion. Board discussed possibly making a community event for feeding the fish in the ponds.
Groundskeeping: Rusty Kraybill and Rick Bailey had no updates to report.
City/County: Drew Gagliardi advised that City voters passed the OG&E franchise agreement to power the proposed data center project just south of the Canyons. The City Council will likely move ahead with the development plan, which still has many steps to go before the project comes to fruition. Rob Griffin made note that a portion of Platinum is collapsing and needs to be reported to the City.
Social Media: Amanda Aker reported that she has received communications from neighbors on Emerald who are having issues receiving mail. Although Amanda has notified USPS of issue, it is not under HOA control. The USPS advised making sure affected residents continue to notify and communicate with them when issues arise. Drew Gagliardi stated he added questions to the Facebook group “application” to help week out scammers and bots from joining.
Bill Paying/Closing Company: Amanda Aker advised that she has updated the Board’s homeowner information spreadsheet from new information provided by closing companies recently. Issues with cooperation on reports to/from closing companies are still present. Amanda will also be preparing cards, notices and mailouts for 2025 dues.
Community Meeting & Events: Brian Grace had nothing to report. Since he is leaving the Board, his role as Community Meeting & Events liaison be filled by Tori Wilson and Patti Meier.
Ideal Homes: Amanda Aker reported that she has sent texts to Ideal regarding various issues, which seemed to be resolved. A new contact person for Ideal has not been able to be located. Brian Grace reported that Ideal’s model home still runs their sprinklers daily, contributing to the accumulation of water at the Platinum/Burris entrance. Attempts will be made to notify them and/or place a door hanger on front door.
The Board reviewed an application for a shed at 308 Copper Canyon. Amanda Aker moved to approve the application. Rick Bailey seconded the motion. The motion passed.
Concerns regarding sex offender living near park have been addressed. Offender is no longer residing in house and is being monitored by Department of Corrections.
Brian Grace advised that he had Verizon come out to do some testing on their cellular service in the area, so it may possibly be improved.
Brian Grace officially stepped down from the Board with hopes of returning in the future. The other members thanked him for his service on the Board and his dedication to the HOA and the neighborhood.
Secretary – Drew Gagliardi