Meeting Minutes, May 9, 2016, 8:00 PM
Present: Greg Baker, Jon Dunn, Shelly Copple, Julie Hermanson, Danielle King, Laura Young, Kelly Dunn
1) Introductions and Welcome: As the inaugural meeting, the board conducted self-introductions.
2) Approval of Agenda and Meeting Minutes: No minutes were previously submitted; however, the agenda was approved by the Board.
3) Members Elect / Titles: The Board voted the following roles for its members. Community members can contact any board members by emailing: email@example.com
- President: Greg Baker
- Vice President: Jon Dunn
- Treasurer: Shelly Copple
- Treasurer: Julie Hermanson
- Secretary: Kelly Dunn
- Business Management: Laura Young
- Events Coordinator / Community Outreach: Danielle King
4) Subcommittee and Task Force Reports
a) Treasury / Budget:
The Board determined that two treasurers for contingency purposes would be the most effective. The
treasures have the following action items to follow up on:
- i) Insurance: Working with the Park Workgroup (see section (f)(1) below), the treasurers will
- ii) Banking Services: The fees have been increasing slightly; treasures will contact Mission
- iii) Dues: All dues are due on June 1 st . Shelly will email a listing of due payments and home determine the most cost effective insurance plan for our community park.
Bank to determine if fees can be waived. Also, comparing fees with other banks to ensure funds are being used in the most cost-effective manner will be completed. Occupants to the secretary for documentation and filing. Additionally, some neighborhood members, upon moving in, were unaware of the HOA and dues associated with the community. Shelly and Laura (Business Management) will work with the city and title companies to determine how we can ensure the Walnut View HOA and associated dues are communicated with new buyers. Currently, some title company’s do contact Shelley and notify her of new residents, this should be a consistent practice.
b) Business Management:
The Board discussed historical items and issues that had not yet been resolved. The Business Management group will work with the city to resolve standing open items. Resolutions will be voted on by community as necessary. Action items listed below:
i) Bylaws: There are some old bylaws that expired in 2000. The Board discussed having new bylaws for the neighborhood – not for regulatory purposes, but to ensure items such as HOA dues and other necessities were clarified and documented. The Business Manager will contact Mission to determine the current city laws and find out what type of information is necessary for the city in regards to Walnut View bylaws.
ii) Title issues: As mentioned in (a)(3), the Business Manager will work with Shelly and contact the city to see if there is a way to inform the title companies of our HOA requirements.
c) Community Events and Outreach: At the recent neighborhood meeting, it was stated that Walnut View does not have many community events anymore. The Board determined that having a social even planner and community outreach coordinator would help remedy this issue and help Walnut View neighbors get to know one another. Items discussed, along with action items are listed below:
i) New Community Members: The Board discussed having some type of welcoming to new community members moving in. Including things like an events calendar, the list of the bylaws, and our quarterly newsletter will help engage new community members. Kelly will start working on the content, and the Board will collectively put together packets. This can also be a part of events planning workgroup listed in section (e)(3).
ii) The Board discussed many ideas for neighborhood events; to include, but not limited to: ice cream socials, BBQs, progressive parties, flags, luminaries, etc. Board members will send ideas to Danielle who will strategically schedule events throughout the year.
iii) Grants: Danielle will contact the city and determine what grants are available to Walnut
View for social events.
d) Secretarial Reports:
i) Email: The neighborhood does have an email that would be useful for the community to know about to submit questions, concerns, or if they would like to be involved. The email is: firstname.lastname@example.org. The secretary will check this regularly responding to all emails within two business days.
ii) Documentation: Shelly currently has a listing / phone directory with current residents and other documents produced for the HOA in years past. This documentation will be managed and organized by the secretary and accessible by the Board to ensure continuity.
iii) Quarterly Newsletter: This was once a great way to share with neighbors the “happenings” in Walnut View. This will be reinstated and be available online or via mail as needed. The Secretary will begin working on this.
e) Other Business:
i) The Board discussed some historic concerns and determined that additional workgroups should be formed to resolve any old or ongoing issues. Currently, these are the proposed workgroups and the Board liaison; however, recruiting community members to run the
ii) Website: The community all thought a website would be a good tool for Walnut View. This iii) Meeting Calendar: The Board determined that monthly meetings initially would be best until workgroups would be the most effective and efficient. The Board liaison will work to gain interest for their respective workgroups:
(1) Park Workgroup (Liaisons: Kelly, Julie, Jon): This workgroup would handle all aspects
of the park, to include mowing contract, updates, etc. The Board discussed some of the
issues the park workgroup may need to handle once formed. They include:
(a) Drainage – The park currently lacks appropriate drainage
(b) Signage – It would be welcoming to know that it’s the community park. Additionally,
a no weapons sign should be added for the park area.
(c) New swing – The current child’s swing is broken. The Board has decided to buy a
new swing. Julie will find a durable swing for purchase; all costs will be listed on the
(d) Epoxy Resealing on basketball court – This should be done every 2 years, but it has
been 4 since its last resealing. One quote has already been received; Shelly will bring
this quote to the next meeting. Kelly will work to get additional quotes.
(2) Gas Lights Workgroup (Liaisons: Greg, Jon) – David has done a great job with the gas
lights. Jon and Greg will work with David to ensure that light options are reviewed and
the appropriate option for Walnut View is chosen.
(3) Events Planning Workgroup (Liaison: Danielle) – As listed above in section (c), this
workgroup will focus on event planning. This may include coming up with event ideas,
set up and tear down for events, and finding cost effective ways to have community
events throughout the year.
will be an easy place to get information, communicate with the community and save money
on postage, ink and printing supplies. The website cost is $145 for three years as an initial
period, and $7.99 per month after that. The Board determined this was a cost effective
solution. Community members who do not have internet access can request mail delivery by
emailing: email@example.com. Jon has already started working on the website. It will
be live even as it is being built, and the community can email or send input! The site is:
http://walnutviewhoa.com. Jon is building the website, Board members will help with content
historic issues and updated calendars are completed.
5) Next Meeting: Monday, June 6 th , 8:00 PM; Location: 4901 Outlook Road