What your Board is working on.

Meeting Agenda & Discussion

Summaries of each topic discussed.

1. 01

   Call to Order

   The Board held an impromptu Teams meeting to reconcile the 2026 forecast and finalize the 2027 budget proposal.

2. 02

   Key Decisions

   The Board mandated HMS switch from straight-line budgeting (spreading one-time expenses evenly across 12 months) to a monthly, actual-based budget for accurate variance tracking. A major tree trimming and removal project was approved for late 2026, funded from the HOA's reserve balance (approximately $51.7k). The 2027 budget was finalized with conservative estimates throughout, including a $4,500 initiation fee projection pending covenant changes. The roundabout grass-to-rock conversion and entrance lighting upgrades were deferred to 2027, with solar lights to be tested as a low-cost interim option.

3. 03

   2026 Forecast Reconciliation

   Insurance was updated to approximately $7.9k (premium due in September). Pinestraw was updated to $9k–$9.5k to cover a fall refresh. Social activity events were updated to approximately $1.2k (Halloween and Christmas; no Santa event this year). On the income side, the private lane assessment was updated to $2,200 to reflect outstanding payments, and initiation fees were updated to $4,500, reflecting the current $1k fee per home sale and pending covenant changes.

4. 04

   2027 Budget Highlights

   Management fees: accepted HMS's proposed 3.5% increase to $9,767. Pool maintenance: $1,400; pool electricity: $2,500; irrigation water: $1,000 (all matching 2026 projected levels, kept conservative). Landscape expense: $4,000; seasonal flowers: $1,500 (increased from prior budget to address neighborhood needs). Attorney and accounting fees held flat; no separate line added yet for covenant change legal costs (estimated $3,500 if pursued this year).

5. 05

   Neighborhood Maintenance Items

   Tree trimming: Thin grass and sapling overgrowth near the Laconia retention pond was traced to insufficient sunlight; the trimming project was approved for late 2026. The roundabout rock conversion was deferred to the 2027 budget. The Laconia retention pond is overgrown and needs maintenance; the Board will get a quote and budget for it in 2027. The entrance is dark at night; an upgrade was deferred to 2027, with solar lights to be tested as a low-cost option. Crabgrass in common areas is an ongoing neighborhood-wide issue; the landscaper will be asked to spray cracks near beds. A blind spot near the bend by the hill was flagged as a recurring near miss with landscaping trucks, noted for awareness given children in the area.

6. 06

   Administrative and Community Updates

   Covenant changes: a separate meeting will be scheduled to define next steps for the covenant change survey. The fall newsletter was approved and will include a call to action for the covenant vote. Ryan will contact Catherine Bowling to reactivate the Welcome Committee for new neighbors.

7. 07

   Action Items

   Ryan will submit the finalized 2027 budget proposal to HMS, mandate HMS adopt a monthly actual-based budget process, contact Catherine Bowling to reactivate the Welcome Committee, schedule a board walk-through to define the tree trimming project scope, get a quote for retention pond maintenance, research professional 'No Soliciting' signs, and fix the sagging entrance light. The Board will schedule a meeting to define the covenant change survey strategy and conduct a walk-through to define the tree trimming project scope.

8. 08

   Adjournment

   There being no further business, the meeting was adjourned.