Meetings
| S.No. | Agenda | Date | Time | Description | Location |
|---|---|---|---|---|---|
| 1 | Welcome and Call to Order | 02-08-2025 | 10:00 AM | Roll call and confirmation of quorum |
Rogers Memorial Library Cooper Hall |
| 2 | Approval of Previous Meeting Minutes | 02-08-2025 | 10:00 AM | Review and approval of minutes from the previous Board meeting. |
Rogers Memorial Library Cooper Hall |
| 3 | Village Sign on Settlers Lane | 02-08-2025 | 10:00 AM | - Discussion: How did the Village sign get installed on Settlers Lane? - Appreciation of the installation and potential next steps for future improvements. |
Rogers Memorial Library Cooper Hall |
| 4 | Website Discussion | 02-08-2025 | 10:00 AM | - Is the HOA website still a necessary tool for communication? - Explore alternatives to maintain transparency and communication within the community. |
Rogers Memorial Library Cooper Hall |
| 5 | Google Doc Proposal for Board Records | 02-08-2025 | 10:00 AM | - Discussion: Can we replace the website with a shared Google Doc for Board members only? - Purpose: To keep all bills, estimates, meeting minutes, and legal correspondence in one easily accessible place. |
Rogers Memorial Library Cooper Hall |
| 6 | Plantings for the Tennis Court Area | 02-08-2025 | 10:00 AM | - Discussion: Is now the right time to plan and implement planting before landscapers get too busy? - Consideration of options and selection of plants for the area around the Tennis Courts. |
Rogers Memorial Library Cooper Hall |
| 7 | Pickleball Nets | 02-08-2025 | 10:00 AM | - Discussion: Do we need to order new pickleball nets for the courts in the spring? - Review of current net condition and requirements for replacement. |
Rogers Memorial Library Cooper Hall |
| 8 | Outstanding HOA Payments | 02-08-2025 | 10:00 AM | - Discussion: What steps should be taken to address homeowners who still owe HOA dues? - Explore collection strategies and follow-up actions. |
Rogers Memorial Library Cooper Hall |
| 9 | Tennis Court Planting Plan and Schedule | 02-08-2025 | 10:00 AM | Finalizing a plan for plantings around the courts. |
Rogers Memorial Library Cooper Hall |
| 10 | Dents in the Court from Pickleball Nets | 02-08-2025 | 10:00 AM | Discussion on how to address and prevent further damage. |
Rogers Memorial Library Cooper Hall |
| 11 | Tennis Gate Locks | 02-08-2025 | 10:00 AM | Are the current locks fit for purpose? Do they need to be replaced or upgraded? |
Rogers Memorial Library Cooper Hall |
| 12 | Self-Closing Tennis Gates | 02-08-2025 | 10:00 AM | Are the gates self-closing as required? Discuss any needed repairs or replacements. |
Rogers Memorial Library Cooper Hall |
| 13 | Re-Vegetation of the HOA Berm (by Buzz Chew) | 02-08-2025 | 10:00 AM | Discussion: Current status and next steps for the re-vegetation plan. |
Rogers Memorial Library Cooper Hall |
| 14 | General Landscape Improvement Plan | 02-08-2025 | 10:00 AM | Discussion and recommendations for general landscape improvements across the HOA. |
Rogers Memorial Library Cooper Hall |
| 15 | RFP for HOA Vendors | 02-08-2025 | 10:00 AM | - Discussion: The need to send out RFPs (Requests for Proposals) for all HOA vendors. - Next steps for identifying vendors and issuing RFPs. - Action: Assign responsibilities for gathering RFPs. |
Rogers Memorial Library Cooper Hall |
| 16 | Open Forum | 02-08-2025 | 10:00 AM | - Homeowner comments and questions. - General feedback on any HOA matters. |
Rogers Memorial Library Cooper Hall |
| 17 | Adjournment | 02-08-2025 | 10:00 AM | - Next meeting date and time. - Adjourn the meeting. |
Rogers Memorial Library Cooper Hall |
Notes:
- Please review and be ready to discuss any agenda items that apply to your responsibilities.
- If there are additional items you'd like to add, please send them to me before the meeting.
MINUTES
Board Meeting
February 8, 2025
In attendance:
Chris B
Charlie B
Kevin M
Todd S
Ken S
Homeowners doing work without PERMIT:
-Board will speak to them first before sending them an official letter.
-Community has 3 working without approvals right now.
-Board does need to see and approve plans ahead of time.
-The Village Building Department will require a Dunes Board Letter of Approval before granting permits.
4 Carriage Lane
Looks like they will probably have drainage issues.
Raynor Landscaping
(Re-seeding by the tennis courts looks good).
*Planting arborvitaes: Total: $17,940.
-All 4 sides. With mulch. 52 trees. Five foot on center.
-irrigation will be switched over to drip lines…Chuck.
-needs 50% down to start.
-Begin March 15-18.
-in first year, will replace any tree that fails.
-in first two years, will replace up to 10 % of trees that fail.
-Board agreed to this DEAL:
50% now. Will pay the balance within 12 weeks of job completion.
Utilities: DeGroot will get the mark out for what’s underground to Raynor.
Small backhoe, or hand dug. OPTIMUM SHOULD MARK OUT THEIR LINES.
-Raynor will give Deposit Invoice by end of next week.
Financials
$83,115 is owed to HOA.
January 14: Attorney sent out a letter giving 30 days to pay.
-The Board can recuperate lawyer fees that were spent collecting in the past.
RFP
Will be getting for landscaping 2025.
Buzz Chew
We don’t have a plan for that area.
We have no money right now.
Dents in Courts from Pickleball Nets
Can Doug fix? Put something rubber under the center of the net?
Court Gate and Locks…Doug will have fixed.
Chris has spoken to Doug. He will give us information at our next Board Meeting.
Power to Tennis Courts
Chris is going to solar power it.
Back gate is open right now.
Our Website
We will keep.
We are paying $120 per year for its upkeep.
Other stuff:
-We have homeowners that owe, renting their houses. This is illegal according to our By-Laws, or Covenant Control Restrictions.
-Commercial Vehicles: it is up to the Board to put up signs, or contact Code Enforcement.
Next Meeting:
Chris will invite Doug.
Commercial Vehicles: it is up to the Board to put up signs, or contact Code Enforcement.
Next Meeting:
Chris will invite Doug.
Will be on a Saturday…AM.