OCTOBER 2026 Agenda & Meeting Minutes
October 2026 HOA Meeting Agenda & Minutes
Date: October 14, 2026
Location: Clubhouse
Meeting Type: Board-Only Meeting
1. Roll Call
Board Members Present: Jessica, Cheryl, Karmen, Rachael, and Kristina
Board Members Absent: None
Community Members Present: None
2. Financials & Delinquent Accounts
The Board reviewed the status of delinquent HOA accounts and collection efforts.
Accounts meeting the established collection threshold were referred to the collection agency for further action.
3. Flooring Bids – Theater Room & Gym
Theater Room – Epoxy Flooring
The tentative installation timeframe is the last week of January 2027.
Company | Bid Amount |
Elevation | $2,211.00 |
Everseal Coating | $3,554.38 |
Brush Brother | $4,600.00 |
OM Epoxy & Coatings | $5,750.00 |
ECC Elite | $6,413.33 |
RAD Coating | Pending |
The Board discussed the available bids, including differences in contractor experience and pricing.
Follow-up: Rachael will obtain the outstanding bid from RAD Coating.
Gym Flooring – Replacement Options
Company | Bid Amount |
LWMG | $3,335.00 |
Utah Home Fitness | $4,730.94 |
M & L Projects, Inc. | $8,000.00 |
Follow-up: Jessica will obtain a carpet-cleaning bid to compare with the replacement options.
4. Snow Removal Quotes
Company | Quote / Status |
C&C | $926 for full service; $416 per ice-melt application |
Jay Landscaping | 1,100–2,300, depending on snowfall levels, with additional charges above specified amounts |
Provo Snow Removal | Quote pending |
The Board voted not to proceed with Jay Landscaping's proposal.
Follow-up: Continue obtaining and reviewing the remaining snow removal quote before making a decision.
5. Sidewalk Repairs & Neighboring Trees
Sidewalk Repair Bids
Contractor | Bid / Details |
Landmark Lifting | $23,300 overall; work may be completed in increments of approximately $5,000. The bid includes photographs and itemized pricing. |
Brandon Lifting | $38,000 |
Precision Grinding | Will grind up to 2 inches; many identified areas fall outside the company's scope. |
The Board will review the bids and determine the next steps for addressing sidewalk tripping hazards but are leaning towards doing the work in stages of the 5k budget.
Neighboring Trees
Kristina contacted the Division of Wildlife Resources (DWR) regarding trees near the community.
Trees near the RV parking area have been removed; additional work remains closer to 800 N.
Follow-up: Kristina will continue coordinating with DWR regarding the remaining trees.
6. Community Maintenance & Repairs
Karmen will review the maintenance tracker and provide updates on outstanding projects.
Balcony Repairs
The Board discussed balcony conditions requiring further inspection and potential repairs.
Additional evaluation is needed to determine the condition of the subfloor, framing, building connections, and drainage.
Water pooling and potential drainage deficiencies were identified as concerns.
The Board discussed consulting a commercial roofer, home inspector, or restoration contractor to determine the appropriate scope of work.
Potential contractors discussed included Quality Restoration, Advanced Restoration, and Complete Restoration.
Follow-up: Kristina and the Board will explore contractor referrals and obtain appropriate evaluations and bids.
Security Light & Camera – Commercial Parking Area
The security light and camera have been purchased but still require installation and connection.
The Board discussed requesting an installation bid from a restoration contractor or handyman, potentially in conjunction with other repair work.
Follow-up: Kristina will coordinate obtaining an installation bid.
Routine Community Maintenance
The Board discussed identifying additional help for routine community maintenance when the current maintenance provider is unavailable.
Doug Mack was identified as a potential service provider.
Follow-up: The Board will explore his availability and services.
Other Maintenance Items
Fence Latch: Replacement of a community fence latch has been completed.
Clubhouse Windows: Follow-up is needed on the glass company's estimate for broken windows in the theater room and gym. Cheryl will coordinate the update.
North Playground Landscaping: Kristina will provide an update regarding dead grass.
Landscaping Improvements: A request to replace trees with shrubs in a designated area was approved following review and research.
Backyard Access Improvements: A request for landscaping or sidewalk access behind units along the east and west sides of the community was discussed. The Board decided not to obtain bids at this time.
Fence Repairs: The Board will explore repair options with the current maintenance provider and obtain an alternate bid if needed.
Gym Equipment: Gym bench and elliptical purchased and installed in the gym.
7. Property Matters & Legal Correspondence
The Board reviewed ongoing property-related matters and correspondence with legal counsel.
The Board discussed outstanding documentation and follow-up required for ongoing property matters.
8. Tree Removal
Tree removal work was adjusted to address additional hazardous trees while remaining within the original budget.
Four trees were removed as part of the completed work.
One large tree was found to be hollow and presented a significant safety concern, reinforcing the importance of its removal.
A dead tree near 800 N and branches near a large tree were also removed.
Follow-up: Jessica will obtain additional bids for larger trees located near or touching homes.
9. Vehicle Compliance & Community Notices
The Board reviewed outstanding fines, vehicle registration concerns, and towing notices.
Some vehicles required additional attention due to expired registrations or inoperable conditions.
Several residents responded to notices by removing vehicles or bringing registrations up to date.
Follow-up: Karmen will continue monitoring compliance, outstanding fines, and towing notices.
10. Updated Rules & Regulations & Newsletter
The Board discussed clarifying rules regarding the storage of toys and bicycles and the protection of bushes and landscaping.
The Fall/Winter 2026 Newsletter and Updated Rules and Regulations were reviewed and approved by the Board.
11. Assignments & Follow-Up Summary
Assignment | Responsible Party |
Obtain RAD Coating bid for theater room flooring | Rachael |
Obtain gym carpet-cleaning bid | Jessica |
Review maintenance tracker and provide updates | Karmen |
Coordinate balcony inspections and repair bids | Kristina / Board |
Obtain security light and camera installation bid | Kristina |
Explore routine maintenance services | Kristina |
Review sidewalk repair bids | Cheryl |
Follow up on clubhouse window estimate | Cheryl |
Provide update on dead grass near the north playground | Kristina |
Provide theater room flooring update | Jessica |
Provide gym flooring options update | Rachael |
Coordinate outstanding fence repairs and alternate bids as needed | Board |
Continue coordination with DWR regarding remaining trees | Kristina |
Follow up on outstanding legal documentation | Cheryl |
Obtain bids for larger trees near or touching homes | Jessica |
Monitor vehicle compliance, fines, and towing notices | Karmen |
Continue tracking unresolved maintenance items | Karmen |
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