OCTOBER 2025 Agenda & Meeting Minutes

CALL TO ORDER October 8th, 2025

HOA Meeting began at 6:30PM conducted by Jessica who serves as Board President

ROLL CALL 

Board In Attendance: Jessica, Cheryl, Rachael, Kristina

Board Not in Attendance: Karmen

AGENDA:

A. CC&R Voting Update

• As of this meeting, 47.27% of units have submitted a “Yes” vote on the proposed CC&R amendments.

• A total of 60% approval (66 units) is required for the changes to be adopted.

• The voting deadline is October 13, 2025.

• The Board encourages all remaining homeowners to submit their votes promptly.

B. Landscaping – Bush Replacement Bid

• Contractor: C&C Grounds Maintenance

  • Shrub Options: Boxwood and Purple Cherry

  • Pricing:

    • $53.30 per shrub

    • $35 per installation (includes removal of existing shrub, root clearing, and planting)

  • Status: Within budget; project approved for implementation

C. Snow Removal Contract – 2025/2026 Season

• Contractor: C&C Grounds Maintenance

  • Status: Approved by Board

• Scope of Services:

  • Plowing of all private HOA roads

  • Shoveling/clearing of all common sidewalks and walkways

  • Application of ice melt to designated areas

• Service Triggers:

  • Snow plowing begins when accumulation reaches 2 inches or more

  • Ice melt applied with each service or as needed for safety

  • Snow removal to be completed by 8:00 AM following overnight snowfall

  • For daytime snowstorms, services will be completed within 4–6 hours after the storm ends

D. Pond Area Cleanup

• Scheduled for completion in Fall 2025 by C&C Grounds Maintenance.

E. Property Line Update

• The HOA is proceeding with quiet title actions for three affected property owners to clarify and resolve boundary issues.

F. Resident Correspondence –rescind the violation

• The Board reviewed the response from Unit 61 regarding a recent violation notice. After careful consideration of all relevant details and circumstances surrounding the issue, the Board rescind the violation.

G. Tree and Vine Violations

• Discussion held on outstanding violations.

  • Action item: Confirm whether any units remain non-compliant with previous tree/vine notices. 

  • Rachael contacted the tenant of Unit 51 (tree to be removed the weekend of the 11th)- updated work was completed

H. Clubhouse Chimney Repair

• Brick veneer order pending.

• Kristina to follow up with Craig regarding order status and expected delivery/installation timeline.

  
  

I. Tree Removal – RV Parking Area

• Designated as the top Spring 2026 project.

• Will be re-evaluated closer to the spring season for scheduling and budgeting.

J. Fall Newsletter Content

• Board discussed more of the following topics for inclusion in the upcoming Fall newsletter:

  • Winterization reminders for homeowners

  • Snow removal procedures and expectations

  • Pet leash and cleanup requirements

  • Shrub and landscape maintenance reminders

  • Shutoff valve locations

  • Clarification of HOA vs. homeowner responsibilities

  • Reminder to submit improvement plans via email

  • Encourage residents to review Rules & Regulations to avoid violations

 Adjournment

The meeting was adjourned 

Next Meeting

Date: November 12th, 2025 Time & Location: 6:30PM, The Willows Clubhouse