Agenda
1. Call to Order
2. Review Meeting Minutes from February 25, 2026
3. Financials Report
4. Interim Vote Report
5. 1099 Contractors Discussion
6. PCI Discussion
7. Section 6 Report
○ Amanda Announcement
8. Park & Pond Sign Update
9. Liaison Reports
10. Miscellaneous
11. Adjourn Meeting
Minutes
1. Call to Order
President Amanda Aker called the meeting to order at 6:33 p.m. CDT. Board members in attendance included:
• President – Amanda Aker
• Vice President – Patti Meier
• Treasurer – Maria Moccia-Wolff
• Secretary – Drew Gagliardi
• Director – Rob Griffin
• Director – Brendan Riggs
2. Review Meeting Minutes from February 25, 2026
The Board reviewed the minutes from the February 25, 2026, meeting, and no changes were suggested. Drew Gagliardi moved to approve the minutes as written. Patti Meier seconded the motion. The minutes were approved.
3. Financials Report
Maria Moccia-Wolff reviewed the financial report and retained earnings through August 2026. Year-to-date income totaled $110.8K, neighborhood support service expenses totaled $33.9K, and net income was $76.9K. The Board also discussed maintaining adequate reserves for future expenses. Drew Gagliardi moved to approve the financials; Rob Griffin seconded the motion. The financial report was approved.
4. Interim Vote Report
The Board reviewed the following interim approvals made electronically between meetings:
Approved
Item / Contractor
Amount
Mar. 28, 2026
Outbuilding – 309 E. Topaz Ave. (approved 6–1)
—
Apr. 5, 2026
Erosion Repair – Greenmaster
$2,162.00
Apr. 5, 2026
Umbrella Replacement – Cunningham Recreation/GameTime
$2,561.94
Jul. 12, 2026
Tree Trimming for Mowing – Greenmaster
$5,285.00
Jul. 23, 2026
Flowerbed Mulch Installation – Cedar Crest Landscaping
$1,000.00
Jul. 23, 2026
Flowerbed Sprinklers – Cedar Crest Landscaping
$575.00
Jul. 23, 2026
Pond and Park Signs/Installation – City Signs
$3,784.42
Sep. 2, 2026
Tree Removal – Powell Tree Care
$500.00
5. 1099 Contractors Discussion
The Board discussed Form 1099 reporting requirements for independent contractors, including bookkeeping and groundskeeping services. The reporting threshold for 2026 was identified as $2,000. Based on current expenditures, one groundskeeping contractor may exceed the threshold. The Board agreed to notify affected contractors of the reporting requirements and maintain a record of those communications.
6. PCI Discussion
The Board discussed whether to continue its PCI compliance certification through QuickBooks, given that the HOA does not directly handle or retain credit card information. Drew Gagliardi moved to allow the certification to lapse under current payment processing practices. Amanda Aker seconded the motion, which was approved. The Board agreed to revisit the matter should payment-processing practices change.
7. Section 6 Report
The Board reviewed the covenants applicable to Section 6, including differences in fencing restrictions and architectural approval requirements compared with earlier sections. Rusty Kraybill continues to coordinate outstanding conveyances of common areas associated with Sections 4 and 5 and the anticipated transition of building committee responsibilities to the HOA. The Board reiterated that responsibility for unfinished construction areas should not transfer before the appropriate conveyances occur.
Amanda Aker Announcement: Amanda Aker announced her intention to step down as President following the November officer elections. She anticipates remaining on the Board during 2027 to assist with the transition of administrative responsibilities. The Board also discussed recruiting additional volunteers and transitioning management of HOA records and electronic resources.
8. Park & Pond Sign Update
Rob Griffin advised that the park sign has been installed, with installation of the two remaining pond signs pending. Their proposed locations have been marked.
9. Liaison Reports
Updates were provided by Board liaisons:
Parks: Brendan Riggs advised that heavy rainfall displaced some playground mulch. Weed removal and additional mulch were discussed, with estimates to be obtained as necessary. Rob Griffin volunteered to assist Brendan with obtaining estimates.
Flowerbeds: Rob Griffin advised that mulching and sprinkler improvements have been completed. The Board discussed seasonal irrigation shutdown, upcoming weed removal, and possible additional mulching around entrance trees in 2027.
Mowing: Drew Gagliardi reported that Greenmaster plans to transition from mowing approximately every two weeks to every three weeks as seasonal growth slows, consistent with the existing contract.
Tree Maintenance: Rob Griffin advised that removal of three dead trees near the Topaz entrance remains pending. Powell Tree Care will complete the previously approved work.
Ponds: Brendan Riggs reported transferring bass from Amethyst Pond to Kime Pond to improve the population balance between bluegill and bass and encourage healthy growth. Brendan and Rob Griffin will continue to monitor pond conditions and fishing activity.
Groundskeeping: Maria Moccia-Wolff had no updates to report.
City/County: Drew Gagliardi reported that the Stillwater Planning Commission approved preliminary development plans for Sections 8 and 9 on December 16, 2025; this information was not included in the February Board meeting report. No-parking signs have been installed near the Marble and Emerald intersections. Additional signs previously proposed along the southern side of Topaz have not been installed, and their status remains uncertain.
Website, Social Media & Communications: Amanda Aker reported that Section 6 information has been added to the HOA website. The Board discussed maintaining website renewals, reviewing Facebook group membership to remove individuals who no longer reside in the neighborhood, and updating homeowner contact information.
Insurance: Patti Meier reported that the Directors and Officers (D&O) insurance policy renewed without a premium increase. Renewal quotes for the combined package and umbrella policies remain pending. Alternative coverage may be evaluated if necessary, with final review anticipated at the November meeting.
Community Meetings & Events: Patti Meier and Maria Moccia-Wolff reported that the third annual fall neighborhood garage sale was scheduled for October 3, 2026. Neighborhood announcements and advertising were planned.
Ideal Homes: Amanda Aker reported that Brian Ferguson was identified as the temporary contact for Ideal Homes regarding construction-related concerns until a permanent representative is designated. The Board reiterated that the HOA is not responsible for areas under active construction or not yet conveyed to the Association. The Board also discussed sending the prorated 2026 HOA dues invoice for approximately 60 developer-owned lots. Under the applicable arrangement, Ideal Homes is responsible for 50% of regular assessments on unsold lots. No objections were raised to Amanda mailing the invoice.
10. Miscellaneous
The Board discussed property maintenance concerns involving discarded materials and improperly stored trash containers. Residents are encouraged to resolve concerns directly when appropriate or contact City of Stillwater Code Enforcement regarding potential ordinance violations. The Board also discussed reminding residents to secure vehicles, garages, and personal property.
The Board identified the following items for the November meeting:
• Election of officers for 2027
• Appointment or reassignment of committee liaisons
• Determination of 2027 HOA dues
• Review of projected year-end financial results
• Consideration of anticipated maintenance and capital expenditures, including future playground equipment and surface maintenance or replacement
• Review of outstanding insurance renewals
11. Adjourn Meeting
Patti Meier moved to adjourn the meeting. Rob Griffin seconded the motion. The meeting was adjourned at 7:58 p.m.
Secretary – Drew Gagliard