JUNE 2026 Agenda & Meeting Minutes

JUNE 2026 Agenda & Meeting Minutes

Date: June 10, 2026

Location: Clubhouse

Roll Call

Board Members Present: Jessica, Cheryl, Kristina, and Karmen

Board Members Absent: Rachael (participated via phone)

Community Members Present: None

Agenda Items & Discussion

1. Review of Financials & Delinquent Accounts

The Board reviewed current financials, project invoices, and outstanding expenses.

Painting Project

• Final invoice received from GNC Painting: $12,090

• Final invoice matched the approved bid amount of $12,090

Tree Removal Project

• Peterson Tree Care's approved estimate totaled $2,975.00

• The tree located behind parking space #5 or #6 was included in a separate estimate and should not be included in the final invoice for the approved project. This adjustment is expected to reduce the invoice by approximately $1,040.

• Jessica and Rachael volunteered to remove the small dead tree located behind the property.

• Stump grinding was not included in the original scope of work. The approved work included stump treatment only.

• Peterson Tree Care provided an additional estimate of $450 per stump for grinding, totaling $900 for both stumps.

Fence Repairs

• Original approved bid: $1,732.52

• Additional repairs increased the project total.

• Invoice received on June 1, 2026: $2,132.12 (excluding repairs at 770 N)

• Amount previously paid: $529.40

• Remaining balance due: $1,602.72

• Balance has been paid in full.

2. Community Communications

The Board discussed communication procedures and agreed that all official Association business should be conducted through the HOA Gmail account or HOA Google Voice number to maintain accurate records and consistent communication.

3. Maintenance & Repair Requests

The Board reviewed current maintenance requests and discussed assignment procedures.

Board members will continue coordinating maintenance responsibilities through the Board's communication channels and will assign projects as needed based on availability and project requirements.

4. Property Boundary Matter Update

The Board reviewed correspondence received regarding the ongoing property boundary matter.

Discussion included:

• Review of the current counteroffer previously submitted by the Association.

• Clarification of the Association's position regarding purchase price, cost sharing, boundary adjustments, fencing requirements, and legal filings.

• Review of requirements under the Association's governing documents should any sale of common area property be considered and viewed number of votes currently received. 

The Board confirmed:

• If a property transfer is not approved or cannot proceed, installation of a fence remains the proposed alternative resolution.

• The Association remains open to a boundary adjustment proposal consistent with its previously communicated position.

• Closing-related costs could be shared equally between parties.

• Any release of legal filings would occur upon completion of an approved transaction.

Assignment: Cheryl will prepare responses to the remaining questions and coordinate with legal counsel as needed.

Community Communication: Karmen will prepare a community update and provide it to Jessica by June 11, 2026.

5. Carport & Pool Fence Painting Project

Board members conducted a post-project walk-through inspection of the completed painting work.

Overall project quality was reviewed, and any remaining touch-up items will be monitored and addressed through the contractor's warranty process if necessary.

6. RV Parking Area Tree Removal

The Board reviewed the completed tree removal project and discussed remaining items.

• One tree previously trimmed by Rachael may require additional work.

• Money saved will go towards the stump grinding process.

The Board also reviewed resident feedback regarding the project:

• Concerns regarding tree removal were received and addressed through direct communication.

• Concerns regarding the contractor's 8:00 a.m. start time were also addressed with affected residents.

The Board noted that it currently has no plans to plant replacement trees within the community. This decision was made based on recommendations from a professional arborist and ongoing maintenance considerations.

7. Maintenance & Community Requests

Pool Area Umbrellas

The Board considered a resident request to install umbrellas in the pool area.

Decision: Request denied.

Residents are welcome to bring personal umbrellas for temporary use while utilizing the pool area.

Fence Repairs

Additional fence repairs remain pending.

• Repairs near 770 N and 200 E have been identified.

• A proposal has been requested and is awaiting scheduling by the contractor.

Roof Vent Repairs

Repairs at Unit 164 have been completed.

Chimney Repairs

Cheryl reported that Clyde Company has completed measurements for the chimney repair project. Work is expected to be completed following the contractor's return from vacation.

Pool Rule Violations

The Board reviewed reports of food consumption within the pool area, which is prohibited under community rules.

Additional documentation is being gathered before enforcement action is taken.

Community Amenities

The following items were added to the maintenance tracking list:

• Installation of a second playground swing (already purchased)

• Replacement basketball hoop net (already purchased)

Temporary Storage Pod Request

The Board approved a temporary storage pod subject to the following conditions:

• Pod size may not exceed one standard parking space.

• Maximum placement period is three days.

Common Area Storage Reminder

The Board discussed ongoing concerns regarding personal property being left in common areas.

A community-wide notice will be distributed via email, Telegram, and Facebook reminding residents that items stored in common areas may result in violations and fines if not removed.

8. Community Cleanup Reporting Form

Karmen reported that the new Google-based cleanup reporting form has been completed.

The Board reviewed the form and approved moving forward with implementation.

Next steps include:

• Printing and laminating a QR code for community use.

• Publishing the form through community communication channels.

9. Move-Ins & Move-Outs

Recent Activity:

• Unit 172 – New resident move-in

The Board welcomes the new resident to the community.

Assignments & Follow-Up

• Cheryl to prepare responses regarding the Parcel 2 matter and coordinate with legal counsel.

• Karmen to finalize the community update and cleanup form rollout.

• Jessica to assist with distribution of community communications.

• Board to continue monitoring pending fence, chimney, and maintenance projects.

• Rachael to provide final warning for community-wide notice of items stored in common areas may result in violations and fines if not removed.

Adjournment

There being no further business, the meeting was adjourned.