Agenda
Call to order
Present: Jessica Elliott, Bob Domsic, Alex Hachtman, Kirk Lehman, Joleah Shaw, Amanda Shoemaker
Absent: Emily Berkhoudt, Kim Palmer
Approval of Minutes
January 12, 2021 Board of Directors Meeting*
- Motion to approve the meeting minutes from 1/12/2021 directors meeting by Kirk Lehman
- Motion seconded by Alex Hachtman, all vote
- The motion was approved 5-0.
April 6, 2021 annual meeting discussion
Changes to Board of Directors Membership*
- Bob Domsic volunteered to join the board of directors at the HOA Annual Meeting 4/6/21
- Kim Palmer had stayed on as a member but will be stepping down now that Bob has joined
- Motion for Bob to join the board of directors as director made by Alex Hachtman
- Motion seconded by Amanda Shoemaker, all vote
- The motion was approved 5-0.
Election of Officers*
- Lehman – staying As President,
- Elliott – staying on as member, (Elliott will take on Sec/Treas. duties)
- Shaw – staying as Secretary/Treasurer, (will stay on the board but relinquishing sec/Treas. to Elliott)
- Hachtman – staying as Vice President,
- Shoemaker – staying as member,
- Domsic – staying as member,
- Berkhoudt – staying as member, (confirmed via email)
- Palmer – stepping down, effective 4/13/2021 (confirmed via email)
- Motion to keep board members as stated by Amanda Shoemaker,
- Motion seconded by Alex Hachtman, all vote
- The motion was approved 6-0.
Anything needed for the minutes?
- No additional information needed at this time for the annual meeting minutes from 4/6/2021. Joleah will reach out if needed.
Updates on meeting follow up (Annual meeting, 4/6/2021, on zoom)
- A Lindell-Johnson in touch with Joe from South Gate. South Gate will assist with some yard repairs, damage from construction up the hill from her house
Financial Considerations
Transfer assets to Hills Bank?
- All members present are on board to transfer all HOA bank accounts to Hills Bank and end our banking relationship with Green State Bank due to poor customer service.
Debit card arrival
- Kirk Lehman ordered and has received a debit card in his name for the Hills Bank account he opened for the HOA – policies on appropriate card use will be needed (Jessica has volunteered to work on these)
Tax Return Submittal
- Kirk has received these from Deb Stannard and Kirk will submit the 2020 HOA Taxes
Other financial discussion?
- Dual approval for debit card purchases suggested
Old Business / HOA Accomplishments
Board policies and procedures
- Kirk is still working on these, Kirk suggested an annual petty cash budget of up to $1,000 (No motion/vote) A special projects cap of $5,000 per year or based on savings from previous year (No motion/vote)
Livable communities mission statement (Kim)
- Kim did not attend the meeting; this item will be tabled until our next meeting
South District Code Update
- No updates at this time
New Business
Discuss survey for bylaw compliance and special projects
- Fee schedule & structure needed to execute fees, if fees were to be imposed (Domsic)
- Elliott to work on survey to broader HOA – Q1-Noncompliance/Enforcement issues? Q2 -Special Projects? Q3-Other initiatives, Q4-Block party 2021 interest
- Discussed annual HOA fee discounts for submitted surveys – $25
- In the future possibly offer HOA fee discount, 25% for Annual meeting attendance?
Garden Club
- Kim who was spearheading this was absent, this discussion was tabled until the next meeting
2021 Block Party?
- Some concern about holding event during pandemic – Reevaluate block party in the beginning of June Use survey to ask for interest from broader HOA, inform residents on date and time
- Suggestion to change the block party format, less formal – outdoors, in the neighborhood, no meal Kona Ice instead?
Renk Purchase Agreement for Mailbox Lot (Easement)
- HOA may acquire responsibility for a drainage pond in part 5, South Gate Joe will submit an application, it will be shared with the board when it is received
- Board would like to install a sidewalk up to the mailboxes on Covered Wagon Dr.
- Clarification needed on snow/lawn maintenance and liability associated with sell of property Small strip of property (out lot H) behind the mailboxes located on the North side of Covered Wagon Dr adjacent to 1064 Covered Wagon Dr, owned currently by Prairie Heights Land, LLC
- Motion to sell land by Renk property, retain maintenance and liability by Elliott
- Motion seconded by Amanda Shoemaker, all vote
- The motion was approved 6-0.
Other business?
- Amanda brought up getting Kim a thank you card as he will be stepping down from the board, Kirk will get this started
Adjournment*
- Motion to adjourn the meeting by Alex Hachtman,
- Motion seconded by Jessica Elliott,
- The motion was approved 6-0.