Board Meeting Minutes – October 2020

Attendees: Kristina, Jessica, Sandy, Cyndi, Sarah, and Kelly

Financials – Treasurer went over monthly financials and projected costs.

Discussed missed dues payments – after 2nd quarter of missed payments, then the certified tow letter goes out to the owner in order to prevent longer times of unpaid dues

Transition of Duties

Kristina and Jessica met last week to discuss the transition of her duties – Jessica will stay on as a director but step down as president
Kristina will be the de-facto president and transition effective November 1 until the Annual Meeting when the next election is held
- Kristina will run the next two meetings
- Jessica will attend the next two meetings as a regular director board member
Sarah is planning to step down from the board in December
Cyndi is stepping up as Vice President after this meeting (temporarily)

Guidelines Changes and DRB Applications

Scheduled for October DRB, details TBD

Jessica emailed the DRB representative to find out the scheduled date

Erosion Work – Kristina
- Scheduled for October DRB, details TBD
- Jessica also emailed about this, too, and is still waiting on a response
Hardie board and house colors – RA approval – Sandy
- Pending color selection – no updates this month. Will reach out to vendors in the next week to get samples and have a discussion by the next meeting
- Sherwin Williams partnership

Tree Work – Steve/Kristina

Landscaping – Sandy

Stump plans – no real movement and probably will postpone until the Spring of 2021
LFL bushes – recommended removal at cluster cleanup
Seeding and weeds cost and coordination – any takers?
- Not many – only 7 houses. The company will bill the cluster and then the cluster will bill the homeowners.
- Kristina will give a deadline for requests by Monday, October 12 in the next newsletter
The landscaper will have a hazardous waste pick-up on October 17.
The landscaper will spray again soon;
Sandy identified four different cluster spots (in front of the sign, to the left of 2233, right next to Karen Beasley’s house, and by the mailboxes)
A quote for a soil-enriching project to those areas is $425, plus $600 to add the topsoil by mailboxes and Karen Beasley’s house
Would have to build this into the budget – $1000
- There is currently room in the overall project to move funds over to pay for this additional project – we had four votes to proceed with this project
- Sandy will schedule the work with the landscaper for this fall
Removing the poison ivy on cluster property? Is a project that is part of the cluster clean-up

Audubon Walkthrough Update and review – Kristina

Discussed trees that would work better in the peninsulas and fit better in those areas – focusing on native trees and plants
Creating mulch donuts instead of much volcanoes to help with roots – easy project for the cluster cleanup
Discussed the vegetation at the entrance – she recommended that we start replacing the vegetation from scratch – none of the current vegetation is native to this area
- Recommendation of native and resilient perennials that would look nicely groomed instead of annuals
- An example of what it could look like can be found by the Walker Nature Center
- Mentioned the invasive species near the little free library and putting in a hummingbird plant area
- Discussed erosion control in some areas where there is severe sloping – erosion blankets
- The rest is found in the report that Kristina shared with the board.

Street Lights – Cyndi

It doesn’t need glass, sent to RA for confirmation
Discussed whether or not to replace all other street lights with the same LED bulbs – decided to leave it as-is for now

Concrete Contract – Cyndi

Need to send the deposit to the scheduled date
2245 concrete work -is it a common area? Not sure, but Kelly will ask her contacts to see if we can get documentation on what falls on cluster property

Snow contract owner

Cyndi will take over as contact for the snow removal coordination
Mike Peyton will remain our contractor this year with a $25 increase in prices – voted unanimously

Community projects

Halloween project – Sandy and Kelly to lead

Annual Meeting – all set to go

Two board members up for election – Jessica and Sarah
Electric stations – Cyndi
Community Composting – Sarah
Electronic dues payments – Paypal/Square – Kelly – discuss at the annual meeting

The November meeting will still be virtual. Next meeting – November 12, 2020.

Review 2021 budget – Kelly to pull together documentation
Sandy will reach out to Landscaper to see if there will be an increase in prices
Jessica will write up a notification about the annual meeting – will send out via e-newsletter, post on the website, and maybe with a flyer