Summary

• Monthly community association meeting called to order; quorum not met.
• New board introductions: Nick V. (President), Lori W. (Treasurer), and Jeremy H. (Secretary).
• Grant (community association manager) overview of management responsibilities.
• Reviewed 2026 budget
• Main resident concerns: fallen tree/ fence damage, landscaping/maintenance neglect, pond erosion, and unpaid HOA dues.
• Board discussed collections, liens, pond remediation options, and volunteer board membership.

Action Items

• (ASAP – Grant) – Obtain quotes to remove the uprooted tree from Earlswood/Southport and repair slight fence damage.
• (Next Week – Grant) – Photograph and document problem areas (ponds, brush piles, erosion) after receiving photos from residents.
• (Next Vendor Walk – Grant & Board) – Include identified problem areas in the spring walk with the landscape vendor and pond contractor.
• (TBD – Board/Grant) – Get updated quotes for center pond remediation, including solar pump option and other lower-cost solutions.
• (Ongoing – Accounts Receivable / Colton / Grant) – Continue sending delinquent accounts to collections and filing liens promptly.
• (TBD – Board) – Provide a report of the number of delinquent homes and the status of collections/liens for the next meeting.

Introductions / Roles

• Grant: Community association manager; handles vendor coordination, AR, and compliance support.
• Nick V.: President (interim after the previous president stepped down).
• Lori W.: Treasurer (several years).
• Jeremy H.: Secretary (new last annual meeting; taking meeting notes).
• Angie: CSR assisting with dues/payment inquiries (staff member supporting Grant).

Budget / Financials

• Miscellaneous income ($10,000) in 2025 was a check from the previous management company.
• Board stance: sending delinquents to collections more actively than prior management.
• Reserve and operational accounts remain; some delinquent accounts exist (estimate ~10–15, exact number to be reported).

Item	Detail
Misc Income 2025	$10,000 (previous management company refund)
Delinquent Accounts Estimate	~10–15 (exact number pending report)
Collections Process	Two notices → sent to attorney → lien filed
Insurance	General liability for officers; no flood insurance

Maintenance / Landscaping Issues

• Uprooted tree fell onto Megan F’s fence (Earlswood & Southport); slight slat and top support damage.
• Resident reports repeated landscaping crew failures: mowing over trash, not removing debris, less maintenance of non-front ponds/areas.
• Brush pile near wooden fence by pond by Tibbs Avenue remains; residents trimmed but crew did not haul away.
• Suggestion: Grant to collect photos from residents for vendor work orders and documentation.

Ponds & Erosion

• Multiple pond erosion sites reported, notably near walking path and peninsula with a light pole at risk.
• Past attempts: riprap placed without wire anchoring; riprap slid into pond, wasting funds.
• Historical flood events have worsened erosion; risk of future liability or special assessment if banks fail further.
• Ownership: Board/association owns ponds; city owns the walking path/Greenways in some areas.
• Remediation options discussed: full relining (expensive), pump/well solution (electricity cost), solar pump (more expensive than basic pump). Quotes previously high (~$30,000 for gabion baskets).
• Action: Seek updated quotes and consider phased or lower-cost options.

Collections / Delinquency Details

• Collections workflow: initial notices, attorney involvement (East Murray & Pew EMP referenced), lien filings to prevent the sale of properties without settling dues.
• Board noted improved enforcement compared to prior management (Sentry), which had issues filing liens.
• Most delinquent properties are owner-occupied, not primarily rental companies.
• Resident concern about special assessments and the likelihood of nonpayment by delinquent owners if assessments are applied.

Governance / Board Membership

• Quorum not met; therefore, formal votes (such as officer elections) cannot be conducted.
• No written nominations were received.
• Current board members (Nick, Lori, Jeremy) are willing to continue; Jeremy and Lori remain, but noted health constraints.

City / Public Works Items

• Street issues (potholes) are the city’s responsibility.
• Report issues to Mayor’s Action Center: phone 317-327-4622 or online submission.

Decisions

• No binding votes taken due to lack of quorum.
• Board will proceed with documentation and vendor engagement on maintenance and pond issues.
• Collections policy will continue with more proactive lien filings.

Open Questions

• Exact count and list of delinquent properties and current balances (Board to provide report).
• Final quotes and recommended plan for center pond and other erosion sites.
• Cost estimates and timeline for tree removal and minor fence repairs.
• Clarify which segments of paths/land are owned by city vs. association for targeted remediation responsibilities.