Summary
4 of 5 directors present (Sharma absent). Executive session focused on delinquent accounts — AR subcommittee formed (Coker + Hanley) to streamline collection decisions. Proposed board nomination requirement (attend 2 prior meetings) pending attorney review. Pond/wetland maintenance simplified. Cost share process clarified with attorney.
Directors Present: Mike Coker (MC), Mike Halko (MH), Mark Hanley (MKH), Ed Bryson (EB) Absent: Neel Sharma API Manager: Mike Saville (MS)
Motions and Decisions
| Motion | Result |
|---|---|
| Accept previous meeting minutes | Approved |
| Renew Fisher Burton landscaping contracts | Approved |
| Extra $500 budget for plants at monument and median | Approved |
| Fisher Burton remove one damaged tree ($600) | Approved |
| Form AR (Accounts Receivable) subcommittee — Coker + Hanley | Approved |
| Adopt new board nomination form (attend 2 prior meetings) — pending attorney approval | Approved conditionally |
Key Items
AR Subcommittee — Delinquent Accounts (Executive Session): Mike Coker proposed forming an Accounts Receivable subcommittee (himself + Mark Hanley) to handle delinquent account decisions without requiring full board response each time. Streamlines attorney communication. Mike C also presented a proposed collections process — attorney to review before formal adoption. See assessment-collection-policy.
Board Nomination Requirement (Executive Session): Mike Coker proposed that board candidates must have attended at least 2 HOA board meetings in the prior year. Motion approved pending attorney review. See board-elections-and-terms.
Cost Share Process Clarified: EB and MC met with attorney (Costello). HOA must send budget to land occupants by Dec. 1 and invoice by Jan. 1 each year. If they don’t pay, HOA has standing to pursue legal action. Need correct mailing address for property owners.
Pond/Wetland Maintenance Simplification: Board decided to stop chemical treatment and aeration of ponds. HOA only needs to maintain surrounding vegetation. EB to discuss with Tigris (Joe Haufle) and Hey. May eliminate Tigris contract. ComEd to be asked to shut off electricity to pumps.
Vacant Lots / Potential Development: MC suggested sending a letter of intent to build to the owner of the SE corner property to see if they still object. If not, HOA could potentially sell or build on its vacant lots. See community-areas.
Fisher Burton (Landscaping): Contract renewed despite poor prior mulch performance. EB wants to rebid mulching to another vendor and get 3-inch depth mulch. No piling mulch around tree trunks.
Garage Sale: August 14–17, 2025.
Topics Updated
assessment-collection-policy, board-elections-and-terms, board-of-directors, community-areas