Call to Order
Review Meeting Minutes from April 4, 2024
Financials report
Financial changes update
Interim vote report
Community meeting report
Review preliminary plat from Carey & Kelly Harris
Fish update - sign costs
Sidewalk washout along Perkins Road
Request to add irrigation into Common Area
Flowerbed dead tree maintenance
Park berm & erosion work update
Neighborhood improvements
Liaison reports
Miscellaneous
Adjourn
Meeting was called to order at 6:35 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
The Board reviewed the minutes from the previous meeting and no changes were suggested. Brian Grace moved to approve the minutes as written. Drew Gagliardi seconded the motion. Minutes for the April 4, 2024 meeting were approved.
Second Order of Business: Financials Report
Rusty Kraybill and Christie Cannon provided a review of the financials and retained earnings as of the end of August. $XXX.XK of earnings were reported and $47.2K has been spent on neighborhood support services year-to-date. It was noted that electricity bill and accounting software have had significant increases in cost. Brian Grace questioned a large “Miscellaneous Expense” line item, which Christie explained was waiting to be re-coded to reflect berm work charges. Rusty will provide code for Christie and the Balance Sheet and P&L will be updated. Brian Grace moved to approve the financials to date. Drew Gagliardi seconded the motion. The financials through August of 2024 were approved.
Amanda Aker reported that the HOA Chase Bank credit card has been canceled. In addition, a new Money Market account has been opened at Exchange Bank to allow for accumulation of interest on HOA retained earnings. A debit card was also issued on the Simmons Bank account, which will be added to QuickBooks and notifications will be set up to monitor activity.
The Board reviewed the following items which were voted upon in the interim between meetings:
6005 N. Platinum Dr. – Gazebo – Approved by majority April 29 (4 Yea, 1 Nea, 1 abstained)
6004 N. Platinum Dr. – Outbuilding – Approved unanimously May 1
6011 N. Emerald – Outbuilding – Approved unanimously August 24
Three requests for solar panels – Owners reminded of the requirements in the covenants and agreed to abide.
Brian Grace discussed trouble with scheduling the community HOA meeting during the summer, as the weather was too hot, unfavorable for good turnout and a health concern for some neighbors. An attempt will be made to schedule a community meeting later in the year.
Rusty Kraybill presented the Board with a copy of a preliminary plat, as provided by Carey & Kelly Harris, for the proposed new Canyons housing section south of Amethyst Ave. The Board discussed concerns on the application of covenants and restrictions for this section, along with suggestions to amend various proposed plot layouts due to possible backyard views and drainage issues they would present if left in their proposed form.
Rick Bailey reported the ponds were stocked on September 6th with bluegill and channel catfish at a 5:1 ratio. 250 bluegill/50 channel catfish in Amethyst Pond and 500 bluegill/100 channel catfish in the north or Kime Pond. Next June, largemouth bass will be added to each pond – 50 in Amethyst and 100 in north Kime.
Amanda Aker presented the Board with a proposal to procure “Catch and Release” signs to be posted at each pond until July of 2026 and provided examples of blank signs found on Amazon and suggested using a contact with a Cricket machine to print. The Board discussed verbiage to be used on signs. Amanda Aker suggested a maximum $100 budget for the acquisition of four signs and printing. Rick Bailey moved to approve the proposed $100 budget for four signs. Brian Grace seconded the motion. The motion passed.
Amanda Aker provided the Board with photographs of considerable washout along and underneath the sidewalk parallel to Perkins Road. The sidewalk has developed a hole underneath and concrete has shifted down. The Board discussed the need to add drainage solutions to fix the issue. As the sidewalk is City-maintained, the members of the Board agreed to report the issue to the City and follow up.
The Board also discussed the problematic drainage issue at the Burris/Platinum entrance to the neighborhood where rain and irrigation water from the Ideal model home tend to collect. The Board will encourage residents to report any concrete or sidewalk issues to the City.
Amanda Aker presented the Board with a request from the resident of 5911 Canyon Ct. to plant flowers under the trees in the common area beds west of his property line and add an irrigation line five feet into the green belt near the beds. The Board discussed liability concerns of allowing private irrigation of common area, including HOA-contracted mowers possibly damaging irrigation heads and possibility of current owner selling/moving and subsequent owner desiring to charge HOA for partial portion of their water bill. Although the Board appreciates the kind offer by the homeowner, it would likely present a number of liability issues. Amanda Aker moved to deny the request to plant flowers and add private irrigation line in common area. Rick Bailey seconded the motion. The motion passed and Amanda Aker will notify homeowner of the Board’s denied request.
The Board discussed the dead wood at the top of the trees in the Amethyst entrance flower beds. As the area serves as a bus stop, children sometimes wait under the trees, and they present a safety hazard. The Board discussed various options to handle the issue, including removing trees altogether or just chopping off the tops of the trees. Further discussion was had regarding what action would be taken if Board elected to have trees removed, such as replacing them with smaller trees, which would provide shade, but still require attention and water, or just letting the area become grassy. Amanda Aker stated that she would reach out to Powell and other arborists to acquire quotes to remove and/or replace the problematic trees in the Amethyst beds.
The Board also discussed a quote provided by Rob Griffin (absent) from Andrew’s landscaping to add a Redbud tree to the 55 Village flowerbed. The cost to plant a 15-gallon Redbud was $338.00 and a 5-gallon Redbud was $200.00. The Board discussed the costs, timing and maintenance issues of adding a tree and discussed whether adding a tree would be wise, as there is currently no irrigation to that flowerbed.
Due to Rob Griffin’s absence from the meeting and the need for further information and consideration, the Board tabled the vote on this issue until the next meeting.
The Board discussed the continuing issue of the Brooks Park playground washing out and possible drainage/washout prevention solutions. The Board discussed options for replacing the mulch in the playground area with an installation of an alternative and permanent material (such as cork or turf), and whether installation and maintenance would be cost effective long-term versus adding a berm, sod and replacing the mulch annually. Amanda Akers will seek quotes on alternative playground surfaces and Rusty Kraybill will seek quotes for re-grading, berm work and sod for the Board to compare and discuss at next meeting.
The Board discussed the continued erosion in various areas, particularly around Kime pond and near sidewalks north of the playground. Areas may need to be re-graded and Rusty Kraybill will seek quotes for same.
Amanda Aker updated the Board on efforts to build and install a “little library.” Finding someone to build and install has been difficult and the cost with a concrete base would be approximately $300-400.
The Board also discussed the condition of playground equipment and although it is currently in good condition, it may need replacement in the future.
Updates were provided from Board liaisons:
Parks: Rick Bailey reported all is good in park and referred to discussion from earlier in meeting
Flowerbeds: Rob Griffin was not in attendance to update; Board members referenced earlier discussions re: tree quotes. The Board acknowledged that flashing light in Burris flowerbed has been removed and a streetlamp has now been installed, replacing the need for additional lighting.
Mowing: Drew Gagliardi & Rusty Kraybill had no updates to report.
Tree maintenance: Rob Griffin absent; Board referenced earlier discussion
Ponds: Rick Bailey had no other updates to add to earlier discussion but noted that he has advised pond maintenance provider of the addition of fish.
Groundskeeping: Rusty Kraybill and Rick Bailey had no updates to report.
City/County: Drew Gagliardi reported on virtual attendance of “2045 Envision Stillwater” Neighborhood Stakeholder Group meeting and advised it was only informational in nature and allows for comments and suggestions. Project updates can be found at https://freese.mysocialpinpoint.com/envisionstillwater2045/home
Drew also advised on the City’s Data Center Project Plan and possible environmental and residential impacts/concerns. He encouraged the Board and neighborhood residents to research pros and cons and participate in City’s public hearings on November 4. Further information and documentation can be found at https://stillwaterok.portal.civicclerk.com/event/2035/files/attachment/2274
Social Media: Amanda Aker reported that she has posted more community events to HOA social media. She also stated that most of the social media focus has been on Facebook, as there is not much neighborhood activity or engagement on Nextdoor. She and Drew Gagliardi are also increasing efforts to identify scammers/bots requesting to join neighborhood Facebook group. Additional verification questions will be added to the request form.
Bill Paying/Closing Company: Amanda Aker advised she is working on monitoring closing companies, as they are still having issues meeting HOA expectations and are not consistently advising on new closings and providing relevant information.
Community Meeting & Events: Brian Grace had nothing to report outside of items discussed regarding community meeting scheduling as discussed earlier.
Ideal Homes: Amanda Aker reported that she has observed garbage remaining in the driveway front of the Ideal Homes model home and leaving garbage bins out for long periods of time. She has sent texts to Ideal regarding these issues. Brian Grace also reported that Ideal’s model home has rotting fence posts that need to be replaced along shared-neighbor fence. Drew Gagliardi advised that the most recent contact person for Ideal Homes is no longer there and information on the new contact person is unknown and needs to be obtained. Board members will attempt to acquire.
The Board discussed the timing of the November meeting, where the Board will vote on new officers and/or volunteer directors, dues amount, and timely quotes and votes on berm work, grading, etc.
Amanda Aker suggested decorating the neighborhood flowerbed edges with holiday lighting and is seeking ideas for decorating and installing.
The Board discussed the revision to Oklahoma State Law adding HOA-operated and supported parks to the 2,000-foot exclusion radius in which registered sex offenders are restricted from residing. The Board was aware of a registered sex offender residing within this zone and reported the violation via the Oklahoma sex offender registry and provided the relevant documentation proving HOA park operation. The Board was further advised that the Department of Corrections was taking the necessary steps to prevent the offender from residing nearby.
Brian Grace advised the Board that a replacement will need to be found for him on next year’s Board, with the possibility of him returning to Board in the future, if need be. Amanda Aker advised that she would print flyers to place on mailboxes and add a post on Facebook seeking volunteers for Board. The Board also discussed the need to seek an additional volunteer to serve as director for Section 5.
Rusty Kraybill moved to adjourn the meeting and Rick Bailey seconded the motion. Meeting was adjourned at 8:02 pm.
Secretary – Drew Gagliardi