Meeting Minutes for the November 8th. 2021, HOA Board Meeting


Meeting Minutes

November 08, 2021

Call to Order: by Karen Gore at 6:09 pm

Karen Gore – PresidentBarbara DommertBreckler- SecretaryEd Nielsen- 2nd Vice PresidentDave Tyler- 1st Vice PresidentAnna Hernandez- French – Treasurer
Jaimie EhrlerSteve ShobeChristine Anderson  
Tanya MichaelsGarrett Lebby   

Community Members Attended:  Dawn Richey, Amanda Bash, Bill Sidwell, Jeremy Scott, Deborah Staines (sp)

Motion was made by Barbara Dommert-Breckler and seconded by David to approve the October 11, 2021 minutes as written.  All approved. MMSP

Motion was made by David Tyler and seconded by Jaimie Ehrler to approve the October 2021 Accounts Payable ledger.  All approved. MMSP

The check for DNR park is run and good to send on 11/25/21.


President: No report

1st VP:  Water system is running well.  Twenty-six black flow valve cleaned and repaired. 

2nd VP:  Log was installed to divert water into the lake.  Other park maintenance included removing downed wood and added wood chips to play area.

Secretary:  New board members voted in at annual meeting to start their term in January 2022:  Ashley Golding and Jeremy Scott.  The ballot needs redesign for next year to improve voting.  Recommended having the potluck first at the annual meeting to allow for ballot tally.  Consider using some type of electronic voting form from SurveyMonkey, Constant Contact or MACH form (or the like). 

Treasurer:  Review of the 2020 audit.  There were no significant or delinquencies noted in the audit of our accounts.  Passes as a clean audit.

Motion was made by Anna Hernandez-French and seconded by David Tyler that we accept the 2020 audit with the caveat that for the 2021 audit process is changed concerning our reserve accounts so that operating funds are not included.  All approved.  MMSP

Budget Committee:  Currently HOA solutions uses an accrual accounting system for our accounts.  Reports do not show our true income.  Instead, the reports show a flat amount (1/12 of the budget).  Expenditures are booked true.  Budget committee is recommending that we move to a cash accounting system by changing the language in the HOA Solutions contract for 2022.  Excess income from the community operating and water operating should be moved to the appropriate funds.

Motion made by Barbara Dommert-Breckler and seconded David Tyler to move from an accrual to a cash accounting system with the new HOA Solutions contract.  All approved.  MMSP

Motion made by Jaimie Ehrler and seconded by David Tyler that the Community Operating and Water Operating excess be move to the appropriate Community Reserve or Water Reserve funds.  All approved.  MMSP

Newsletter:  Newsletter to go out soon.  It will include the new board meeting location, notification of Christmas Light Contest judged December 18th with the prizes, new assessment and how to pay the assessment, recipes, kids activity, etc..

Compliance Committee:  Letters are going out for delinquent accounts with the specific wording from the Governor’s mandate.  There is at least one lien that needs to be started.

Special Events:  No report

Playground Committee- No report

Old Business: 


New Business: 

We need a special meeting to elect officers.  Discussion on whether the meeting could be a ZOOM meeting.  Special meeting will be announced on the website. 

Motion was made by Jaimie Ehrler and seconded by David Tyler to have a special meeting Saturday November 13 to elect 2022 officers.  All approved.  MMSP.

Lot 03-152 would like their late fee waived.  There were no extenuating circumstances.  Board decided the late fee would not be waived. 

HOA Solutions sent an email to allow residents/owners to opt out of coupon payment books.  This email was not received by several in attendance.  Karen will have a Facebook notification on how people can opt out from the coupon payment books posted. 

Motion was made by Steve Shobe and seconded by Ed Nielsen to adjourn the meeting. All approved. MMSP

Meeting Adjourned 7:22 pm