MINUTES OF THE HOA BOARD, APRIL 26, 2022
The meeting was held at 1840 Villo Woods Ct. and was called to order by the president at 7:00 p.m.
Present: John Rodgers, Lori Rodgers, Sandra Scherer, Donna Cook, Cody Faust, Chelsea Faust
- The following members were installed for a term of office of two years: Sandra (Treasurer), Lori (Secretary).
- The Minutes of the last meeting were approved as corrected.
- Treasurer’s report and future Treasurer Board position ideas:
- The balance in our new Bank account is : $9,936.39, with about 1/2 of quarterly deposits made to date. The President will send a letter to the one owner in arrears from 2021 ($250 past due, mainly from late fees), and will include a reminder that the debt will be sent to the debt collection agency if not received within 30 days of receipt of the letter. .
- Until someone else volunteers to serve as Treasurer after Sandra moves, John has agreed to take on those duties for the short term. Once the road paving issue has been completed the Board will need to have a new Treasurer. He urged all members to talk to their neighbors to see who is willing to serve in this capacity.
- Road work and bids: John received 2 bids, from MaryCo., $60K, & Sunflower, $95K, based on milling & a 2” asphalt layer. It was suggested that micrograding wouldn’t require such a deep layer and could save us a significant outlay of funds. John will ask for updated bids from those two companies. Cody has requested a micrograding quote from Vance Brothers, but had no response by our meeting time. The Board agrees that it still may be necessary to do a special assessment to avoid depleting the HOA’s entire reserves. The Board discussed the option of just making crack repairs/sealing, which cost $1800 the last time. This could be done for up to 5 years before needing to do a full milling and 2” asphalt layover, but the Board is hesitant to keep putting off the inevitable, as costs will only continue to rise. It was decided that the HOA needs a professional engineer to give us a formal report on what our best options are, and the costs thereof, so the Board can know if a special assessment is required and what amount might be necessary. If a special assessment is determined to be needed to pay for the paving repairs, all 37 property owners will be required to pay the determined amount. Cody will inquire about finding a consultant. The Board unanimously agreed to a Motion to authorize payment for a consultants report. All other work on getting bids is on hold until we have a professional opinion in hand.
- Management company: Duties that the Board would expect to be done by a management company, if the Board decides to hire one, were determined to be: the Treasurer’s duties, and management of contracting & services to the HOA, including irrigation system, snow removal, trees, etc. The Secretary will draft a letter for Board approval to send as an enquiry to potential management companies.
- Irrigation system adjustments: The irrigation system of the common areas was installed when the houses were built, and at that time none of the properties had fences. Another fence now has been installed that is close to the irrigation sprayers. At least one homeowner has requested that the spray be adjusted so it doesn’t wear down new fencing. Donna will contact Turf Masters Lawn Care to get a quote for irrigation adjustments and a contract for them to do any future work, including draining system at end of season/year, backflow test in spring. Property owners would be invited to be present & watch the spray/aim tests. Nothing will be turned on until we have the adjustments done.
- Common area lawn and trees maintenance:
- Last year most of the trees in the common area were infested w/bagworms. After some discussion John volunteered to see about finding an environmentally sensitive option/company for spraying or other treatment, and then ask if individual owners could “piggyback”, for a reasonable fee, to have their own trees treated. Regarding the diseased ash trees, some were removed by homeowners last year; for this year we need to wait to see how much crown death there is, then the Board may need to hire an arborist. The board agreed to table a discussion about replacing the dead trees until the next meeting.
- In order to comply with the Bylaws the HOA should be getting multiple bids for all contract work. At this time the common areas are mowed only, there is no fertilizing or pesticide/herbicide treatment being done. Current cutting schedule is weekly, as needed, from March or April to October, generally. Last year the HOA paid an average of $270 per month for this service, and Shawn does not do spraying or fertilizing. John or Lori will find out when the contract is due for renewal, and the Board agreed that when it is time, a request for bids for mowing only, and one for mowing with fertilizer/pesticide/herbicide, and one for fertilizer/pesticide/herbicide only would be appropriate. Possible contractors could be Shawn, Lawrence Landscaping, & Turf Master.
- Architectural Committee: The new owner at 1841 Villo Woods has moved in & the installation of a backyard fence was completed, following all applicable procedures. Cody has received an email from another owner re: building a fence, but the owner has not responded to Cody’s return email notifying the owner to submit a request using the required forms. The Board unanimously approved the following Motion: “If anyone puts up a fence without going through the proper procedure and/or Board approval a fine of $100 daily will be assessed against the owner until the approval is granted or until the fence is taken down.”
- Update on social event: Lori showed the Board the invitation made by Breck, and agreed it is fine. Breck will be the RSVP contact and she & Hannah will distribute them door to door.
The Meeting was adjourned by the President at 8:05 p.m.
Lori Rodgers, Secretary
