Summary
All 5 directors present. Annual meeting: election failed again (no quorum); all officers carry over. Yellowstone Landscape selected for mulching at $4,505. One delinquent account proceeding to eviction. Late fee waived for homeowner out of country. City to resurface neighborhood streets in 2026.
Directors Present: Mike Coker (MC), Mike Halko (MH), Mark Hanley (MKH), Ed Bryson (EB), Neel Sharma (NS) API Manager: Mike Saville (MS)
Election
No quorum — annual election not held. All officers carry over. Motion to keep same offices approved.
Motions and Decisions
| Motion | Result |
|---|---|
| Accept previous meeting minutes | Approved |
| Waive late fee for homeowner who paid upon return from overseas travel | Approved |
| Adjourn regular meeting / commence annual meeting / adjourn annual meeting | All approved |
Key Items
Streets: City of West Chicago will resurface Prestonfield neighborhood streets in 2026.
Mulch Contractor Change: Bids ranged $2,800–$30K. Board selected Yellowstone Landscape at $4,505. Fisher Burton not used again (poor prior performance). Windgren (lowest bid) had bad online reviews. EB to inspect and approve work before invoice is paid.
Split Rail Fence — Wetland: South side of Heritage Woods, behind homes bordering wetland, needs split rail fence repair. MS to obtain estimates. South side of woods also to be inspected.
Cost Share Progress: Attorney has 2024 data and YTD 2025. Will bill at beginning of year going forward (once costs are known). Fire Station to be included going forward. Burn for basin to be added to next year’s estimate. Attorney fees for preparing and collecting cost share to be included.
Vacant Lot — White Oak: West Chicago looking into whether HOA can build on its vacant lot on White Oak Drive. See community-areas.
Delinquent Accounts: One account proceeding to eviction. See assessment-collection-policy.
Late Fee Waiver: Homeowner was out of the country when the assessment bill arrived; the person managing their affairs while away was unable to pay in time. Homeowner paid upon return but received a late fee. Board voted to waive the fee. See assessment-collection-policy.
Monument: Monument lettering has been restored to original by EB and MC. Median planting delayed (too hot).
Topics Updated
board-of-directors, board-elections-and-terms, assessment-collection-policy, fence-regulations, community-areas