1. Call to order
2. Review Meeting Minutes from November 12, 2024
3. Financials Report
Taxes
4. Outstanding Dues
5. Interim Vote Report
a. 322 E. Topaz Outbuilding –approved by majority vote Jan 28, 2025
6. Playground Mulch Project Update
7. Community Meeting
8. Liaison Report
Incorporate Tori and Patti
9. Miscellaneous
10. Adjourn Meeting
Minutes
Meeting called to order at 6:31 pm CST by President Amanda Aker. Members in attendance include:
● President – Amanda Aker
● Vice President – Tori Wilson
● Treasurer – Rusty Kraybill
● Secretary – Drew Gagliardi
● Director - Rick Bailey
● Director – Rob Griffin
● Director – Patti Meier
The Board reviewed the minutes from the previous meeting and no changes were suggested. Drew Gagliardi moved to approve the minutes as written. Rusty Kraybill seconded the motion. Minutes for the November 12, 2024 meeting were approved.
Rusty Kraybill and Christie Cannon provided a review of the financials and retained earnings as of the end of January. Income of $63.2K and neighborhood support service expenses of $2.7K were reported year-to-date. Total equity currently stands at $143.7K. It was also noted that tax paperwork for 2024 has been submitted for preparation. Rick Bailey moved to approve the financials to date. Rob Griffin seconded the motion. The financials through January of 2025 were approved.
Amanda Aker noted that dues have been paid by all but eight (8) homeowners. The Board also discussed sending late due notice letters and lien filings.
The Board reviewed the following items which were voted upon in the interim between meetings:
a. 322 E. Topaz – The Board approved outbuilding by majority vote on January 28, 2025.
Fifth Order of Business: Playground Mulch Project Update
The Board reviewed and discussed multiple quotes for playground mulch, drainage work and associated labor as follows:
Andrew’s landscaping provided two quotes dated 12/4/2024 – one in the amount of $4,607.00 for regular IPEMA-certified mulch and another in the amount of $19,800.00 for IPMEA-certified rubber mulch. Both
Nate’s Tree Service submitted two quotes dated 12/27/24: One in amount of $6,127.66 for IPMEA-certified mulch; the other for $4,687.86 for installation of approximately 120 feet of 6” perforated drainpipe in playground area.
Nate’s Tree Service submitted an additional quote dated 1/28/25 in amount of $3,837.37 for grading, topsoil and sodding of area around playground.
Drew Gagliardi made a motion to approve the mulch quote from Nate’s Tree Service in the amount of $6,127.66. Rob Griffin seconded the motion. The motion passed.
Drew Gagliardi made a motion to approve the drain quote from Nate’s Tree Service in the amount of $4,687.86, pending further specifications to be provided by Nate’s, with final approval via email votes. Tori Wilson seconded the motion. The motion passed.
The Board voted to table the voting for any grading and sod work.
Sixth Order of Business: Community Meeting
The Board discussed possible dates and locations to have a community HOA Board meeting. The Board agreed to hold the meeting on Saturday, June 7th, with a “rain date” of Saturday, June 21. The location will likely be the neighborhood park/playground, as it was last time. Patti Meier and Tori Wilson will create notices for the meeting.
Seventh Order of Business: Liaison Reports and Updates
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 advised he would seek quotes for flowers in neighborhood flowerbeds, with a budget of around $3,000.
Mowing: Drew Gagliardi & Rusty Kraybill advised that Greenmaster wants to do an additional soil treatment in the test area approved in 2023, to ensure proper soil depth, at a cost of $553. Rusty Kraybill made motion to decline treatment, Amanda Aker seconded the motion; The motion to decline an additional soil treatment passed.
Rusty and Drew will discuss additional fertilization of common areas with Greenmaster.
Tree Maintenance: Rob Griffin had no updates to report.
Ponds: Rick Bailey advised a delivery of bass should be coming June 1. Additionally, chlorine levels from water leak along Topaz will be monitored by TurnPro Aquatics.
Groundskeeping: Rusty Kraybill and Rick Bailey had no updates to report.
City/County: Drew Gagliardi had no updates to report. Tori Wilson volunteered to assist with City/County liaison duties.
Social Media & Communications: Amanda Aker advised she distributed email notices regarding HOA dues and reminders on all social platforms.
Insurance: Patti Meier volunteered to take on the role of Insurance Liaison
Community Meeting & Events: Tori Wilson and Patti Meier had nothing to add from previous discussion on community meeting. Tori put forth an idea of having an Easter egg hunt for neighborhood children and the Board discussed. Tori will research costs for materials and Board will subsequently vote on budget. Tori also made mention of installing dog waste bag dispensers & receptacles, along with a disc golf course. The Board discussed neighbors previously rejecting installation of dog waste bags dispensers/receptacles in social media polls. Prior research into a disc golf course has come back on the expensive side. Tori to research further.
Ideal Homes: Amanda Aker reported that she has sent texts to Ideal Homes regarding various issues and still has no leads on new contact person for Ideal. Drew Gagliardi volunteered to assist as Ideal Homes liaison.
Eighth Order of Business: Miscellaneous
Rick Bailey reported that Oklahoma House Bill 2800, which concerns certain limitations on HOA rules and regulations, passed subcommittee and is headed to House floor. Rick will continue to monitor progress.
Ninth Order of Business: Adjourn
Rusty Kraybill moved to adjourn the meeting and Drew Gagliardi seconded the motion. Meeting was adjourned at 8:33 pm.
Secretary – Drew Gagliardi