July Member Meeting Minutes

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Meeting was held via Zoom on Saturday, July 19, 2025 at 1:30

Bylaws

  • reivew any feedback from members
  • vote by members
  • ratification by Board

Notes:

  • 12 residences were represented at time of vote
  • Motion and second to vote on the bylaws resulted in 10 votes affirmative for approval of the new bylaws
  • Bylaws are approved w/ no opposition and now need to be reviewed by an attorney and ratified by the board
  • Matt Winton – attorney suggested by Jamie
  • If anyone else knows any attorneys that might be a good fit, please notify the board
  • Bill suggested a budget for 2026 be put together for better fiscal planning next year – this will help allocate and conserve the $66k currently in the HOA’s bank account

Gate Update

  • closed 24/7 as of early this month
  • increase security and lessen drive-through traffic
  • doing an audit of all existing codes (resident/emergency/vendor)
  • moving administration of codes to the cloud for easy self-administration going forward (PSI serves as back-up when needed)
  • plan to create a shared code for deliveries/contractors/etc that will be changed every 6 months
  • plan to work with schools to provide busses easy access

Notes:

  • We are currently paying PSI a set $40/mo fee for gate programming – looking at the gate committee taking on self-administartion for cost savings and more immediate programming capabilities
  • Trash company may need a code
  • Put delivery codes on website in members only section
  • Delivery vendors have specific codes
  • Whe receiving a call from the gate, push 9 to allow in – need to test to make sure this is working well
  • School bus – code or transmitter? Or schedule gate to open morning and afternoon?
  • Get gate committee to decide on all of the above stuff

Security Cameras

  • existing analog system had major limitations for footage reteival and reviewing
  • two new 4G/LTE cellular 360° motorized camera sysstems have been installed
  • these cameras use AI to track people, animals, and vehicles and have great nighttime vision
  • footage is reviewable and shareable via HOA Board-accessible mobile app
  • full resolution footage is stored locally on micro SD cards in the cameras for easy retreival, if ever necessary
  • camera hardware and SD cards were approximately $450
  • ongoing cost is approximately $500/yr for cellular connectivity
  • future solar-powered cellular security cameras can be added in other areas of the neighborhood if ever needed

Speed Control System

Notes:

  • Look into possible static speed signs with flashing lights that would cost less
  • Since this is a safety issue, it was agreed that the Board should move forward with purchase after meeting feedback is researched

Bridge/Roads Update

  • previous assessment (and $50k proposal) from GroundWorks stated that the bridge is stable and not in dire need of repair, but that someday it will benefit from filling voids underneath and/or require further work to address erosion issues
  • committee recommendation: seal cracks and minor concrete repairs/dirt work on wash areas throughout neighborhood due to the historic record rainfall this spring/summer

Notes:

  • Update from Duell
  • Discussed bridge issues and water coming up center crack
  • Jamie to provide additional concrete contractors for potential bids

New Website

  • new HOA website went live in June
  • built and hosted for free by residents Tyler and Kathy
  • primary purpose is to be an official channel of communication from the HOA to members since it is accessible to all, unlike platforms such as Facebook and GroupMe that require joining
  • news and updates section will be where we post important things as they need to be communicated, and then we’ll post links to those in Facebook
  • members can register an account if desired to fill out a profile to join and use the member directory – this is a private feature that can only be viewed by members
  • future features may include the ability to receive emails when news and updates stories are posted, commenting on stories, offering free/paid services to neighbors, community discussion board, etc.

Notes:

  • Kathy posed the idea of having a page for the youngsters of our community to post services and things they are selling

Excessive Lot Water Run-Off

  • by law, lot owners and/or residents are responsible for any mud, debris, or water that flows from their lot and negatively affects another lot or street
  • if the situation is not cleaned up/resolved, the Board may hire a contractor to remediate the issue and subsequently bill the lot owner/resident

Notes:

  • Jamie gave insight to his issues with construction lot
  • Les gave insight to his issues with adjacent vacant lot
  • Letters to lot owners going out soon

Other Discussions/Feedback

  • Look into liability insurance for the HOA
  • Discussed re/starting a social committee and can pursue a neighborhood event in the fall to potentially be hosted by Sean and Tiffany Xuereb
  • Duell brought up the idea of the HOA purchasing a lot to create a new common area for neighborhood with a variety of potential future uses – Mark will persue finding out if the lot owner is interested in selling to help decide if we should even discuss the idea further
  • After two+ years of service to our neighborhood, Duell expressed his intent to step aside to let someone new serve on the board (Thank you for your work, Duell!) – Tyler was spontaneously nominated (strong-armed?) into serving and said he is willing to be an interim board member until elections are held at our first-ever official Annual Meeting of the Members. Notice for that meeting date/time will be made public soon.

Action Items

Bylaws

  • Update and publish final version – Tyler

Gate

  • Develop process for non-resident code assignment and active duration schools, delivery, contractors, etc. – Gate Committee

Security cameras

  • Finalize gate cams and provide line item $ to Board for budgeting – Tyler

Speeding

  • Develop and review options to reduce speeding in the neighborhood – HOA Board
  • Implement options and gather data on the effectiveness of mitigation –HOA Board

Bridge/Roads

  • Gather bids to repair damaged areas of the roads, seal gaps in roads to prevent bridge damage – Mark
  • Provide contractor info to Mark for quote requests –Duell/Jamie

Website

  • Add page to website for neighborhood youth advertising – Tyler

Excessive Water Runoff

  • Send letters to Builders notifying them of mitigation and clean up request – Bill

Neighborhood Insurance

  • Obtain quotes for HOA liability insurance – Bill

Common Area

  • Explore purchase and development of a common area for the neighborhood – Mark (contact lot owner) and Les (research pricing for playground/park equipment)

2026 Annual Budget

  • Develop rough line budget for HOA activities (security, land scrapping, road maintenance, insurance, etc.) – Board