To make it easier to read the Board minutes, a full copy of all the Board meeting minutes for the last three years are posted here in their entirety. Downloadable PDFs are listed at the end of each year's minutes. Prior to 2021, only downloadable PDFs are available.
2024 HOA Board Meeting Minutes
February 2024 HOA Board Meeting Minutes
Frisco Ridge HOA Board - February 10, 2024
Call the meeting to order
Suzie Broyles called meeting to order.
Members Present: Suzie, Jesse, Jonathan (call-in), Robert Noble, Ken Silk (New Board member), and Ben Tammelin (new ‘non-voting’ Board member)
Approve annual minutes: Copies of minutes from Annual Meeting were shared and approved with minor changes. Jesse / Suzie – motion carries
Committee Reports:
Treasurer Report:
President Report: Suzie provided update on President’s report including old business, new business below:
Call the meeting to order
Suzie Broyles called meeting to order.
Members Present: Suzie, Jesse, Jonathan (call-in), Robert Noble, Ken Silk (New Board member), and Ben Tammelin (new ‘non-voting’ Board member)
Approve annual minutes: Copies of minutes from Annual Meeting were shared and approved with minor changes. Jesse / Suzie – motion carries
Committee Reports:
- Event Planning - Easter coming up March 31st - Egg “hunt” March 23rd or 30th. Jonathan and Suzie will look at dates to ensure no conflicts with spring break.
- Welcome Committee - new welcome letter written
- Park, Landscaping and Commons Committee - gathering bids for lawn services (mowing, spraying, flowerbeds).
- Suzie – suggested ‘bundling’ approach to landscape management – has quote for $27,000 from Conservative Landscaping to manage all landscaping needs (spraying, flower bed maintenance, mowing, weed eating).
- Jonathan - landscaping was cheaper in 2023 for mowing, and that Kelly has quote for same mower (Shawn Baxter?) for $950 (mowing and weed eating only)
- Safety and Compliance - process of notice of violation
- Suzie to create a google form and share with the board for review. This to allow a complaint mechanism for homeowners to address and share safety and compliance concerns with HOA Board
- Suzie and Jesse to collaborate on a “map” for how these concerns could be shared with the Board, potentially sending notifications sent to out of compliance homeowners, and closing out issues.
- Communications Committee - digital newsletter
Treasurer Report:
- Jonathon shared update on treasurer’s report. Waiting on HOA services to confirm checks have been cashed. People have reached out regarding HOA Dues and extension.
- Jesse Made a motion to extend dues grace period for non-payment to April 1st due to HOA services/White Management changes and potential delays. Jesse/Robert – motion carries
President Report: Suzie provided update on President’s report including old business, new business below:
- Old Business:
- Dues invoices mailing date, payment extensions
- New Business:
- Assignment/ Volunteer of board positions for 2024
- Jesse made motion to make Ben Tammelin an At-large non-voting board member (subject to covenant review). Jesse / Robert – Motion Carries
Motion to Adjourn: Suzie / Robert – Motion carried
- Attorney review of covenants and update recommendations
- Need for legal review of HOA Covenants was discussed. HOA Board will review existing covenants prior to March meeting.
- Suzie to ask HOA services for a cost estimate to make changes, provide gap analysis, or legal review and recommendations for changes to HOA covenants.
- Suzie to share all documents – including HOA covenants and HOA services contract – into a shared folder.
- Ken shared concerns about process to change covenants, suggesting it may not be the best use of time/money at this time. Ken volunteered to review HOA covenants to provide recommendations from past experience at future meeting.
- Need for legal review of HOA Covenants was discussed. HOA Board will review existing covenants prior to March meeting.
- David Tomzack volunteered to support the comms committee – with an IT background his experience can support the committee to better share and disseminate to the FR Neighborhood.
Motion to Adjourn: Suzie / Robert – Motion carried
2023 HOA Board Meeting Minutes
Downloadable PDFs are available at the end of the section for 2023 minutes.
December 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
December 16, 2023
Call To Order
A Frisco Ridge Board meeting was held December 16, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
Approval of minutes
Motion to approve minutes from November 18, 2023 by Suzie, seconded by Jonothan. Motion carried.
Event Reports
Old Business
New Business
Main Motions:
December 16, 2023
Call To Order
A Frisco Ridge Board meeting was held December 16, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
- Suzie Broyles - President
- Jesse Puckett - Vice President
- Jonathon Leidy - Treasurer
- Tommy Arthurs - Secretary
- Robert Noble - Member at Large
Approval of minutes
Motion to approve minutes from November 18, 2023 by Suzie, seconded by Jonothan. Motion carried.
Event Reports
- Annual meeting for January 25, 2024 at 6:30. Jesse is securing the First Baptist at the Family Life Center to meet in person.
- Winter events, Gingerbread house making, Christmas Caroling posted on website and signs
Old Business
- Email Letter canceling White Management services was emailed on 11/21/2023. There has been no response.
New Business
- Discussion of increased costs of maintenance of areas and future projects and need for HOA dues increase.
- Review of agreement from HOA Service contract and items changed to as needed, at $6,200 annually.
Main Motions:
- Motion to approve and sign contract with HOA Services of Oklahoma for $6200 annually by Jonathan, seconded by Suzie. Motion carries with full approval.
- Motion to increase dues by 15% to $345 annually by Suzie, seconded by Tommy. Motion carries with full approval.
- Motion to adjourn. Seconded. Carried.
November 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
November 18, 2023
Call To Order
A Frisco Ridge Board meeting was held November 18, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
Approval of minutes
No meeting was held in October. Motion to approve minutes from September 9, 2023 by Suzie, seconded by Jonothan. Motion carried.
Event Reports
Old Business
New Business
Main Motions:
November 18, 2023
Call To Order
A Frisco Ridge Board meeting was held November 18, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
- Suzie Broyles - President
- Jesse Puckett - Vice President
- Jonathon Leidy - Treasurer
- Tommy Arthurs - Secretary
- Robert Noble - Member at Large
Approval of minutes
No meeting was held in October. Motion to approve minutes from September 9, 2023 by Suzie, seconded by Jonothan. Motion carried.
Event Reports
- Annual meeting for January 25, 2024 at 6:30. Jesse is securing the First Baptist at the Family Life Center to meet in person.
- Informal meeting in September was a success and had good feedback from those present and some who accessed the ppt online.
Old Business
- Updated insurance coverage to include playground and picnic shelter cost $3900 yr.
New Business
- Discussion to cancel services for White Management effective 12/31/2023
- Review of agreement from HOA Services, vote tabled until next meeting.
- Annual meeting scheduled for January 25, 2024 at 6:30 at the First Baptist at the Family Life Center to meet in person.
- Next Meeting December 16, 2023 Red Bird Coffee House, 8:00 AM
Main Motions:
- Motion to end services with White management by Jonathan, seconded by Suzie. Motion carries.
- Motion to adjourn. Seconded. Carried.
September 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
September 9, 2023
Call To Order
A Frisco Ridge Board meeting was held September 9, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
Approval of minutes
No board meeting was held in October, so no previous minutes needed approval.
Event Reports
Old Business
New Business
Main Motions:
September 9, 2023
Call To Order
A Frisco Ridge Board meeting was held September 9, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
- Suzie Broyles - President
- Jesse Puckett - Vice President
- Jonathon Leidy - Treasurer
- Tommy Arthurs - Secretary
- Robert Noble - Member at Large
Approval of minutes
No board meeting was held in October, so no previous minutes needed approval.
Event Reports
- Informal HOA mid year meeting Thursday Sept 14th at 7:00pm, agenda review and ppt update for meeting with QR code link
- Neighborhood garage sale was a success, but not as much as spring. Signes have to be returned to the city.
Old Business
- None
New Business
- Updated insurance coverage to include playground and picnic shelter
- Presentation of new management services by HOA Management Services and need
- Discussion to create digital newsletter to save on postage
- Discussion digital form online to report compliance issues, as well as compliance letters progression from board.
- Next Meeting November 16, 2023 Red Bird Coffee House, 8:00 AM
Main Motions:
- Motion by Jesse to table management changes to management services until the next meeting, seconded by Tommy. Motion carries.
- Motion to adjourn. Seconded. Carried.
August 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
August 12, 2023
Call To Order
A Frisco Ridge Board meeting was held August 12, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie Broyles motions to approve minutes from the July 15, 2023 FR HOA board meeting. Tommy Arthurs seconded. Motion carries.
Event Reports
● Back to School bash at the park was a success and had good neighborhood attendance
● Update of building of the picnic pavilion at the park
● Discussion of informal HOA mid year meeting Thursday Sept 14th at 7:00pm
New Business
● Discussion to create digital newsletter to save on postage
● City has presented an opportunity to do one permit for the neighborhood garage sale at the end of September and provide banners for promotion.
● Next Meeting September 9, 2023 , Red Bird Coffee House, 9:00 AM
Main Motions:
● No motions made
August 12, 2023
Call To Order
A Frisco Ridge Board meeting was held August 12, 2023 at Red Bird Coffee House. The meeting was called to order at 8:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie Broyles motions to approve minutes from the July 15, 2023 FR HOA board meeting. Tommy Arthurs seconded. Motion carries.
Event Reports
● Back to School bash at the park was a success and had good neighborhood attendance
● Update of building of the picnic pavilion at the park
● Discussion of informal HOA mid year meeting Thursday Sept 14th at 7:00pm
New Business
● Discussion to create digital newsletter to save on postage
● City has presented an opportunity to do one permit for the neighborhood garage sale at the end of September and provide banners for promotion.
● Next Meeting September 9, 2023 , Red Bird Coffee House, 9:00 AM
Main Motions:
● No motions made
July 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
July 15, 2023
Call To Order
A Frisco Ridge Board meeting was held July 15, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie Broyles motioned to approve the minutes of the May 20, 2023 FR HOA meeting. John Leidy seconded. Motion carried.
Event Reports
● Update of building of the picnic pavilion at the park
New Business
● Discussion of street parking and safety, and working with the city, board and management about notices to those in recurring violation.
● Next Meeting July 15th , Red Bird Coffee House, 9:00 AM
Main Motions:
● Motion made to approve repainting of the park signs, and painting of the basketball court with key and 3 point lines. Motion carried.
July 15, 2023
Call To Order
A Frisco Ridge Board meeting was held July 15, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie Broyles motioned to approve the minutes of the May 20, 2023 FR HOA meeting. John Leidy seconded. Motion carried.
Event Reports
● Update of building of the picnic pavilion at the park
New Business
● Discussion of street parking and safety, and working with the city, board and management about notices to those in recurring violation.
● Next Meeting July 15th , Red Bird Coffee House, 9:00 AM
Main Motions:
● Motion made to approve repainting of the park signs, and painting of the basketball court with key and 3 point lines. Motion carried.
May 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
May 20, 2023
Call To Order
A Frisco Ridge Board meeting was held May 20, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice President
absent Jonathon Leidy - Treasurer
absent Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie made a motion to approve the minutes of the Board meeting that was held on April 15 2023, seconded by Robert. Motion carried.
Event Reports??
June 10th Ice Cream making contest
Parking regulations and enforcement
New Business
● Discussion of sidewalks and streets responsibility. Is it City of Yukon or the neighborhood?
● Next Meeting July 15th , Red Bird Coffee House, 9:00 AM
Main Motions:
May 20, 2023
Call To Order
A Frisco Ridge Board meeting was held May 20, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice President
absent Jonathon Leidy - Treasurer
absent Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie made a motion to approve the minutes of the Board meeting that was held on April 15 2023, seconded by Robert. Motion carried.
Event Reports??
June 10th Ice Cream making contest
Parking regulations and enforcement
New Business
● Discussion of sidewalks and streets responsibility. Is it City of Yukon or the neighborhood?
● Next Meeting July 15th , Red Bird Coffee House, 9:00 AM
Main Motions:
- No motions made
April 2023 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
April 15, 2023
Call To Order
A Frisco Ridge Board meeting was held April 15, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles with Tommy Arthu, as secretary. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
absent Jesse Puckett - Vice President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie made a motion to approve the minutes of the Board meeting that was held on March 11 2023, seconded by Robert. Motion carried.
Event Reports
Big Trash Day April 15th
No summer or July 4th activity. Hosting Back to School event Aug 12th
New Business
● Discussion to create digital format of the HOA newsletter prior to the annual meeting
● Next Meeting May 13th, Red Bird Coffee House, 9:00 AM
Main Motions:
● Motion to remove Laura Griffin from the HOA account at Arvest. Second by Jonothan Leidy. Motion carries.
April 15, 2023
Call To Order
A Frisco Ridge Board meeting was held April 15, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles with Tommy Arthu, as secretary. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
absent Jesse Puckett - Vice President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Approval of minutes
Suzie made a motion to approve the minutes of the Board meeting that was held on March 11 2023, seconded by Robert. Motion carried.
Event Reports
Big Trash Day April 15th
No summer or July 4th activity. Hosting Back to School event Aug 12th
New Business
● Discussion to create digital format of the HOA newsletter prior to the annual meeting
● Next Meeting May 13th, Red Bird Coffee House, 9:00 AM
Main Motions:
● Motion to remove Laura Griffin from the HOA account at Arvest. Second by Jonothan Leidy. Motion carries.
- Motion to add Susan Broyles to the HOA Arvest account. Jesse Puckett seconded. Motion carries.
March 2023 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
March 11, 2023
Call To Order
A Frisco Ridge Board meeting was held March 11, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles with Tommy Arthurs, as secretary. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice-President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
Suzie made a motion to approve the minutes of the annual Board meeting that was held on Jan. 26th 2023, seconded by Robert. Motion carried.
Event Reports
● Pictures were passed out for the construction of the Pavilion that’s to be built onsite at Frisco Ridge neighborhood park.
● Suzie suggested we get 2 more bids. Kelly said she would take care of that. Kelly turned in reimbursement bill maintenance of the pond.
● Hunter Williams agrees to do the mowing for $630.00, his company is out of Piedmont, OK. Discussed paying $800 to insure continued contract through mowing season.
● Hunter asks to put up Christmas Lights as well, Jonathan will check on getting the Christmas lights back from the previous service provider.
● Work needed to be done on the Park area, scheduled for Saturday the 25th 10:00 AM.
● Suzie offered to call and find out where to get bike racks.
● Add Robert Nobles to the minutes as an addition to the board.
● Jonathan talked to the person about leaving notices in the mailbox regarding neighbor alleged compliance issues.
● Safety committee needs to nominate a replacement chairperson. Add to the new business of today's meeting.
● Approximately $17,000.00 have not been paid in dues. Talked about possibly waving some late fees to bring their account up to date.
New Business
● Motion to move all but $47,000.00 to CD/Saving. Motion was tabled until accurate financial info can be gathered and reviewed.
● White Management company has not paid bills on time. Suzie will email the White Management to get answers as to timely deposits of HOA dues and payment of HOA bills and reimbursements.
● Next Meeting April 15th, Red Bird Coffee House, 9:00 AM
Main Motions:
● Suzie made a motion to formally remove Sam as Chairman of the Safety Compliance. Jesse seconded. Motion passed.
● Jesse motioned to make Robert Nobles new Chairman on the Safety and Compliance committee, seconded by Jonathon, Motion passed.
● Jesse motioned to approve Hunters Williams Lawn Care at $800.00 per mowing, seconded by Suzie. Motion passed.
March 11, 2023
Call To Order
A Frisco Ridge Board meeting was held March 11, 2023 at Red Bird Coffee House. The meeting was called to order at 9:00 AM and was presided over by President, Suzie Broyles with Tommy Arthurs, as secretary. Quorum was present at the meeting:
Attendees:
✔ Suzie Broyles - President
✔ Jesse Puckett - Vice-President
✔ Jonathon Leidy - Treasurer
✔ Tommy Arthurs - Secretary
✔ Robert Noble - Member at Large
- Kelly Zachgo - Chairman and Landscape and Parks Committee
Suzie made a motion to approve the minutes of the annual Board meeting that was held on Jan. 26th 2023, seconded by Robert. Motion carried.
Event Reports
● Pictures were passed out for the construction of the Pavilion that’s to be built onsite at Frisco Ridge neighborhood park.
● Suzie suggested we get 2 more bids. Kelly said she would take care of that. Kelly turned in reimbursement bill maintenance of the pond.
● Hunter Williams agrees to do the mowing for $630.00, his company is out of Piedmont, OK. Discussed paying $800 to insure continued contract through mowing season.
● Hunter asks to put up Christmas Lights as well, Jonathan will check on getting the Christmas lights back from the previous service provider.
● Work needed to be done on the Park area, scheduled for Saturday the 25th 10:00 AM.
● Suzie offered to call and find out where to get bike racks.
● Add Robert Nobles to the minutes as an addition to the board.
● Jonathan talked to the person about leaving notices in the mailbox regarding neighbor alleged compliance issues.
● Safety committee needs to nominate a replacement chairperson. Add to the new business of today's meeting.
● Approximately $17,000.00 have not been paid in dues. Talked about possibly waving some late fees to bring their account up to date.
New Business
● Motion to move all but $47,000.00 to CD/Saving. Motion was tabled until accurate financial info can be gathered and reviewed.
● White Management company has not paid bills on time. Suzie will email the White Management to get answers as to timely deposits of HOA dues and payment of HOA bills and reimbursements.
● Next Meeting April 15th, Red Bird Coffee House, 9:00 AM
Main Motions:
● Suzie made a motion to formally remove Sam as Chairman of the Safety Compliance. Jesse seconded. Motion passed.
● Jesse motioned to make Robert Nobles new Chairman on the Safety and Compliance committee, seconded by Jonathon, Motion passed.
● Jesse motioned to approve Hunters Williams Lawn Care at $800.00 per mowing, seconded by Suzie. Motion passed.
January 2023 Board Meeting Minutes
A meeting was scheduled for Jan 14, 2023; it was cancelled. Instead, Annual Meeting preparations and approvals were done via email.
PDF Files of All 2023 HOA Minutes
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2022 HOA Board Meeting Minutes
Downloadable PDFs are available at the end of the section for 2022 minutes.
In the absence of a Board Secretary for much of the year, minutes were drafted using notes of other officers of the Board in early 2023. These have been reviewed by the remaining three Board members.
In the absence of a Board Secretary for much of the year, minutes were drafted using notes of other officers of the Board in early 2023. These have been reviewed by the remaining three Board members.
Informal December 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
17 December 2022
Jarrod Pierce called the meeting to order, which was held at 9:00am at Red Bird coffee house. Other members present included Jesse Puckett and Angela Freeman.
Annual Meeting Planning
17 December 2022
Jarrod Pierce called the meeting to order, which was held at 9:00am at Red Bird coffee house. Other members present included Jesse Puckett and Angela Freeman.
Annual Meeting Planning
- The Board focused all discussion on preparation for the Annual Meeting.
- The Annual Meeting was changed to January 26 to allow enough time to prepare packet and mail it, with adequate notice.
- There was a discussion about having it on Zoom and at the Yukon Police Station simultaneously.
- Ideas were discussed for the agenda and topics for the meeting.
- Lori has emailed the Board with copies of materials that were mailed out for last year’s meeting. Mailed, written notice is required.
- We still do not have any candidates for the 2023 Board. We need to promote more.
Informal November 12, 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
12 November 2022
Jarrod Pierce called the meeting to order. The meeting was held at Braums @ 9:00am. Board members present: Jarrod Pierce, Jesse Puckett and Angela Freeman.
Annual Meeting, January 2023
Developer Update
2023 Budget
Discussed needing budgets for a budget review at the December Board Meeting.
Safety & Compliance Update
PL&C Committee Report (Angela)
Funding of Future HOA Projects
HOA Dues Collection Issues
The Board discussed the need for prompt payment of HOA dues. It was decided that after six months, a lien will need to be placed on residents’ homes if dues aren’t paid by Sept 1st.
HOA Covenant Examples
Document Waiver for Compliance Issues
Homeowner Survey
Need to get a survey out by mid-December for discussion at Annual Meeting regarding residents' views on upcoming projects and issues.
Action Item
Jarrod is going to research and get examples of CCRs from other HOAs to see how compliance committees handle the addition of pools, sheds, fences, and solar panels in their communities.
The next meeting was scheduled for Nov 29, 2022, but was cancelled.
12 November 2022
Jarrod Pierce called the meeting to order. The meeting was held at Braums @ 9:00am. Board members present: Jarrod Pierce, Jesse Puckett and Angela Freeman.
Annual Meeting, January 2023
- The date was set for Jan. 16, 6-8pm.
- The board began to prepare for the annual meeting.
- Jesse suggested that we request that residents submit any questions or topics that they would like to discuss in advance, so we could ensure we allotted time appropriately and all concerns are addressed. He also suggested that we record the meeting for historical purposes.
- Jarrod suggested that we solicit early for new board members, as he will not be able to serve on the board any longer due to his increasingly demanding presence at work.
Developer Update
- The board discussed Kip’s proposal, and it was decided that we should move forward, but get some concerns addressed, such as what areas, exactly, he is considering transferring.
- Jarrod will request a meeting to walk the area with him to stake/mark the area.
- The Board decided to wait on his responses to our requests before making a decision.
2023 Budget
Discussed needing budgets for a budget review at the December Board Meeting.
Safety & Compliance Update
- Jarrod suggested that we attempt to implement compliance approval forms for all fences, sheds, pools, and solar panels.
- These forms would also serve as documentation for future construction or projects conducted by residents.
PL&C Committee Report (Angela)
- Need to replace the old “park rules” sign at the playground. No longer readable.
- Still need lines on basketball court
- Need to repair the canopy over the bench in soccer field
- Need to get new quotes for mowing
Funding of Future HOA Projects
- The board discussed options for funding some of the proposed projects, and if it would be feasible to raise HOA dues. After discussions it was determined that we are in a good financial position and will not need to raise dues this year.
- The board had an in-depth discussion about the projects that are on the wish list for funding, such as:
- A pergola or pavilion and picnic tables
- Bike racks
- A new park sign
- A walking trail
- Street signs
- Park playground coverings
- Pickleball courts
- A splash pad (since a pool is cost-prohibitive).
HOA Dues Collection Issues
The Board discussed the need for prompt payment of HOA dues. It was decided that after six months, a lien will need to be placed on residents’ homes if dues aren’t paid by Sept 1st.
HOA Covenant Examples
Document Waiver for Compliance Issues
Homeowner Survey
Need to get a survey out by mid-December for discussion at Annual Meeting regarding residents' views on upcoming projects and issues.
Action Item
Jarrod is going to research and get examples of CCRs from other HOAs to see how compliance committees handle the addition of pools, sheds, fences, and solar panels in their communities.
The next meeting was scheduled for Nov 29, 2022, but was cancelled.
Informal November 1, 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
1 November 2022
This meeting was held at the Red Bird coffee house at 5:30. Present: Jarrod Pierce, Angela Freeman and Jesse Puckett. Absent: Shane and David.
PL&C Committee Report (Angela)
Board Approvals for PL&C Proposals
Developer Update
New Business
Funding for Large Projects
1 November 2022
This meeting was held at the Red Bird coffee house at 5:30. Present: Jarrod Pierce, Angela Freeman and Jesse Puckett. Absent: Shane and David.
PL&C Committee Report (Angela)
- Angela presented information from the PL&C Committee meeting.
- The committee would like to contract out the pond fountain maintenance, so the proposal was discussed.
- The maintenance will be $179/month with a $200 initiation fee.
- This price will include adding blue coloring to the water, the Board approved the contract and funding.
- Angela also discussed the request by the PL&C Committee to purchase three trees. to replace dead trees in the common area, at a cost of $2200.
Board Approvals for PL&C Proposals
- The Board voted to approve up to $2200 for tree replacement.
- The Board voted to approve the one-time fee of $200 and then ongoing maintenance of $179/mo for fountain maintenance.
- The Board voted to table the decision on a pavilion.
Developer Update
- Jarrod reported that after a long delay, he received a reply from Kip replied to his email. Kipp offered to deed over portions of the property on the North and South ends and areas in between, to include the entire North pond and also to fund a working fountain for the North pond.
- The board voted to table this proposal, pending further investigation with the city and the potential inclusion of attorneys.
New Business
Funding for Large Projects
- Due to all the potential future projects and the lack of funding for these projects, it was discussed that the HOA may want/need to get a loan to fund them.
- The loan could be paid off over a 5-year period or more and we could have many more amenities in the community.
- Jarrod will contact Tom White with White Management to see if this is something he is familiar with HOAs doing.
Informal October 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
1 October 2022
This was an informal meeting with Jarrod Pierce, Angela Freeman, and past Board member Jonathon Leidy (guest).
Jarrod, Angela and Shane walked the proposed green belt behind Side Track Rd to look at the area, and to talk about the developer’s land offer that includes the HOA taking ownership of the greenbelt.
Jonathon provided background information about past conversations with the developer and the Board’s repeated written requests for a resolution on various issues including ownership of the land that lies under our subdivision signs. He explained why previous Boards were reluctant to take over the greenbelt property due to the liability, among other things, for falling trees.
1 October 2022
This was an informal meeting with Jarrod Pierce, Angela Freeman, and past Board member Jonathon Leidy (guest).
Jarrod, Angela and Shane walked the proposed green belt behind Side Track Rd to look at the area, and to talk about the developer’s land offer that includes the HOA taking ownership of the greenbelt.
Jonathon provided background information about past conversations with the developer and the Board’s repeated written requests for a resolution on various issues including ownership of the land that lies under our subdivision signs. He explained why previous Boards were reluctant to take over the greenbelt property due to the liability, among other things, for falling trees.
Informal September 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
10 September 2022
The Board met at the Red Bird coffeehouse and the meeting was called to order at 8:30am. Present: Jarrod, Angela and Jesse, as well as Cathy Reynolds (guest).
New Business:
Providing Notice of Upcoming Compliance Inspections
Idea of Purchasing Park Coverings for Playground Equipment
Committee Chair Recognition
Upcoming Events
Old Business
Fountain
Developer Update
There was a discussion about meeting again on Oct 10, but this meeting ended up being cancelled.
10 September 2022
The Board met at the Red Bird coffeehouse and the meeting was called to order at 8:30am. Present: Jarrod, Angela and Jesse, as well as Cathy Reynolds (guest).
New Business:
Providing Notice of Upcoming Compliance Inspections
- The Board discussed ensuring that a notice for upcoming compliance inspections is published in the next HOA newsletter, along with a copy of the Compliance Checklist. Lori will be notified.
- We may also want to include information about our discussions of solar panel options and describe some ways that residents could have solar panels installed and be in compliance with our Covenants.
Idea of Purchasing Park Coverings for Playground Equipment
- The Board discussed options for park coverings to include netting over park equipment to cut down on the temperature of the park amenities during the summer.
Committee Chair Recognition
- The board discussed ways that we can recognize members of the committees that are doing their jobs well, such as Emily Leidy (Event Planning Committee) and Kelly Zachgo (PL&C Committee).
Upcoming Events
- Discussed the PL&C Committee plans for the upcoming Thanksgiving Turkey Trot event.
Old Business
Fountain
- The fountain has been repaired and is in working condition as of Aug 26.
Developer Update
- Jarrod reported that he sent an email to Kip (developer) to establish a meeting to determine how feasible it would be for the HOA to receive the land that our signs are on at the North and South ends of our community.
There was a discussion about meeting again on Oct 10, but this meeting ended up being cancelled.
Informal August 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
August 20, 2022
Jarrod called the meeting to order. Attendance: Jarrod Pierce and Angela Freeman; due to low attendance, they met via phone. There was no quorum.
Old Business
Fountain Repair
Pond Dredging
A bid was received. Dredging for the pond will cost $8,900. The Board did not act on this.
New Business
None
August 20, 2022
Jarrod called the meeting to order. Attendance: Jarrod Pierce and Angela Freeman; due to low attendance, they met via phone. There was no quorum.
Old Business
Fountain Repair
- Jarrod asked if we received any feedback for the fountain maintenance and was told that the PLC chair has met with Turn Pro. The PL&C committee had a long conversation about fountain maintenance after it was fixed that also included trimming cattails.
- Other topics included adding signage to prohibit swimming and possibly prohibiting fishing due to fishing lines destroying the fountain.
- It will cost $4,400 to repair and re-install the fountain. A new fountain would cost $8,000-$10,000 to replace.
- Jarrod and Angela approved the PL&C Committee request for $4,400 to make repairs to the fountain, to get this project completed while the vendor was available. There are sufficient funds in the PL&C budget to do this.
Pond Dredging
A bid was received. Dredging for the pond will cost $8,900. The Board did not act on this.
New Business
None
Informal July 2022 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
July 16, 2022
Jarrod called the meeting to order at 10:00am. This meeting was rescheduled from July 9. Board members present: Jarrod Pierce, and Angela Freeman and Shane Jackson. Absent: David Eggleston and Jesse Puckett.
Treasurer’s Report (Angela)
The treasure reviewed the profit and loss statement with the Board.
Semi-Annual Meeting Option
Jarrod is reserving the police station conference room for 23 July from 6-9pm in case we have a semi-annual meeting at the end of July.
Committee Reports:
Event Planning Committee: It was reported that they are planning a homemade ice cream contest and a movie night.
Welcome Committee: Business as usual.
PL&C Committee: Discussion about dredging, the living fence and research on pavilion options.
Safety & Compliance: The committee is doing a good job with compliance inspections.
Communications: Nothing to report. Business as usual with ongoing website updates, etc.
Old Business:
Developer Update: Still nothing to report on dredging the pond or fixing the fountain.
Flushing the Lines: Have not yet heard back from the City of Yukon on flushing the lines.
Board Attendance/Involvement:
Adjournment:
Jarrod made a motion to adjourn, and Angela seconded.
July 16, 2022
Jarrod called the meeting to order at 10:00am. This meeting was rescheduled from July 9. Board members present: Jarrod Pierce, and Angela Freeman and Shane Jackson. Absent: David Eggleston and Jesse Puckett.
Treasurer’s Report (Angela)
The treasure reviewed the profit and loss statement with the Board.
- $68,595 collected in dues so far this year
- $55,094 is our net income
- Angela has not yet received the June P&L from White Mgmt.
Semi-Annual Meeting Option
Jarrod is reserving the police station conference room for 23 July from 6-9pm in case we have a semi-annual meeting at the end of July.
Committee Reports:
Event Planning Committee: It was reported that they are planning a homemade ice cream contest and a movie night.
Welcome Committee: Business as usual.
PL&C Committee: Discussion about dredging, the living fence and research on pavilion options.
Safety & Compliance: The committee is doing a good job with compliance inspections.
Communications: Nothing to report. Business as usual with ongoing website updates, etc.
Old Business:
Developer Update: Still nothing to report on dredging the pond or fixing the fountain.
Flushing the Lines: Have not yet heard back from the City of Yukon on flushing the lines.
Board Attendance/Involvement:
- David has not attended since the April meeting and has not been reachable.
- Shane reported that he would not be available going forward.
- Jarrod said that his participation could be spotty due to new job.
Adjournment:
Jarrod made a motion to adjourn, and Angela seconded.
Informal June 2022 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
June 25, 2022
The meeting was originally scheduled for June 18 and due to scheduling conflicts was rescheduled to June 25. called to order at 10:00am.
Board members present: Jarrod Pierce Angela Freeman, Jesse Puckett. Absent: David Eggleston and Shane Jackson. Angela agreed to take notes for the meeting.
Treasurer Report (P&L) (Angela)
Old Business
Discussion about the pond dredging and the developer response.
Flushing of Street Drains
Pond Dredging and Fountain
New Business
Event Planning:
PL&C Committee:
Safety & Compliance Committee
New Business
Sign Update
Semi-Annual Meeting at End of July
Next Meeting:
July 9, 2022, and July 23, to allow time for more discussion about Semi-Annual Meeting.
Motion to Adjourn
Angela made a motion to adjourn, and Jarrod seconded.
June 25, 2022
The meeting was originally scheduled for June 18 and due to scheduling conflicts was rescheduled to June 25. called to order at 10:00am.
Board members present: Jarrod Pierce Angela Freeman, Jesse Puckett. Absent: David Eggleston and Shane Jackson. Angela agreed to take notes for the meeting.
Treasurer Report (P&L) (Angela)
- Angela gave an update on the P/L sent by White Management.
- HOA bank account signers
Old Business
Discussion about the pond dredging and the developer response.
- No response from developer concerning the dredging of the pond.
- Sounds like the developer thinks they have done their part. Kip sent a copy of an invoice that was from the rebuild on the north side of the retention pond.
- All agreed that we would like to have an answer by the next annual meeting in late July.
Flushing of Street Drains
- Jarrod informed the board that the city was supposed to clean out the drains but does not believe it had been done.
- Jarrod will check back with the city.
Pond Dredging and Fountain
- Discussion was had about getting bids to have the pond dredged at our expense.
- Use HOA dues to fix the fountain?
New Business
- Discussed bolstering committee roles, with help from Board Liaisons
- Items/concerns/suggestions from Frisco Ridge members
- Library Book Share at Park
- Painted Lines at the basketball area in the park
- Fountain not working (communicate the Board’s plan)
Event Planning:
- Jesse reported that Freedom Fest is coming up.
- The committee talked about having more movie nights, possibly doing a night with a kid-friendly movie and after a PG or PG-13 movie for teens/adults.
PL&C Committee:
- Angela reported on the last PL&C meeting.
- The committee would like permission to plant trees on the northwest side of the property, west of the retention pond near the stakes delineating the edge of the HOA property.
- Suggestion was made to possibly look into planting another living fence on that property line.
- Report given about PLC projected efforts including: Phase 4 of Living Fence on Hwy 66, discussion about picnic tables/pavilion, bike rack at the park, painted basketball lines on the court.
- Angela agreed to discuss getting bids to have the pond dredged and to clear the fountain with Kelly, PL&C Chair.
Safety & Compliance Committee
- Jarrod reported on the last Compliance meeting. Jarrod noted that the Safety & Compliance committee has been doing good job with inspections.
- Sam Bass was made chairman of that committee.
- Further participation is needed in that committee.
- Neighborhood Issues: Need to clean up signage in yards, have issues with trees that are not in compliance with Covenants, and trailers parked in driveways.
New Business
Sign Update
- Stop signs, street names that need to be fixed, sign bases
- Is this a project for Safety and Compliance?
- Information for new sign order needs to be gathered.
Semi-Annual Meeting at End of July
- Need to set a date and communicate the meeting to homeowners: possibly July 30, 6-9pm?
- Jarrod/Jesse will check into either community center or police dept for use of a room.
- Jesse suggested possibly providing drinks for the meeting.
- Topics to discuss and who will provide updates.
- Discuss deeding green belt to the city if possible, so they could maintain it.
- Will have HOA website updated to add email prompt for HOA.
Next Meeting:
July 9, 2022, and July 23, to allow time for more discussion about Semi-Annual Meeting.
Motion to Adjourn
Angela made a motion to adjourn, and Jarrod seconded.
May 2022 Board Meeting Minutes
There was not a meeting in May 2022.
Informal April 2022 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
March 19, 2022
The meeting was called to order at 10:00am. Present: Jarrod Pierce, Jesse Puckett, Shane Jackson, Angela Freeman, and David Eggleston.
Topics of discussion
Motions Made:
Next meeting
Adjournment
March 19, 2022
The meeting was called to order at 10:00am. Present: Jarrod Pierce, Jesse Puckett, Shane Jackson, Angela Freeman, and David Eggleston.
Topics of discussion
- The damaged stop sign pole has been on order and is delayed. The bottom decorative collars were discussed to be applied to all signs.
- Spoke about the book sharing box. The ideas of improvements were put on the committees to have the drive. Focus has been put on the committees to grow. Specifically, the Compliance Committee needs to grow.
- Changing our HOA management company and how that would go. Angela reported on her contact with a couple of other HOA companies.
- Bank account needs updating for signing.
- Solar panels were spoken about and how it cannot be visible from the street.
- We need to make sure we get bids for lawn maintenance as we have spent $27,600 each year that included 23 mowings ($1200 each and $4,500 for spraying for weeds).
- Soccer field use request was given to the board. The Board spoke about liability issues. A formal request process was discussed. No motion was made but the request was forwarded to the Board to ask more questions.
(Editor's Note: There is an approved process for considering Soccer Field Use, which is published on the website. It includes rules and a request form/agreement. In 2021, the Board researched liablity risks and it was determined that it was covered by our property insurance.) - Developer questions regarding what the developer has left to do.
- Jarrod is contacting the city to flush the drainage to the North pond.
Motions Made:
- Approval of the January and the February 2022 Minutes. Freeman made a motion to approve them, and Jackson seconded. Approved unanimously.
Next meeting
- April 16th at 10am.
Adjournment
- Jarrod made a motion to adjourn, and David seconded. The meeting was adjourned at 11:05 am.
Informal March 2022 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
March 19, 2022
The meeting was called to order at 10:00am. Present: Jarrod Pierce, Jesse Puckett, Shane Jackson, Angela Freeman, and David Eggleston.
Topics of discussion
Motions Made:
Next meeting
Adjournment
March 19, 2022
The meeting was called to order at 10:00am. Present: Jarrod Pierce, Jesse Puckett, Shane Jackson, Angela Freeman, and David Eggleston.
Topics of discussion
- The damaged stop sign pole has been on order and is delayed. The bottom decorative collars were discussed to be applied to all signs.
- Spoke about the book sharing box. The ideas of improvements were put on the committees to have the drive. Focus has been put on the committees to grow. Specifically, the Compliance Committee needs to grow.
- Changing our HOA management company and how that would go. Angela reported on her contact with a couple of other HOA companies.
- Bank account needs updating for signing.
- Solar panels were spoken about and how it cannot be visible from the street.
- We need to make sure we get bids for lawn maintenance as we have spent $27,600 each year that included 23 mowings ($1200 each and $4,500 for spraying for weeds).
- Soccer field use request was given to the board. The Board spoke about liability issues. A formal request process was discussed. No motion was made but the request was forwarded to the Board to ask more questions.
(Note: There is an approved process for considering Soccer Field Use, which is published on the website. It includes rules and a request form/agreement. In 2021, the Board researched liablity risks and it was determined that it was covered by our property insurance.) - Developer questions regarding what the developer has left to do.
- Jarrod is contacting the city to flush the drainage to the North pond.
Motions Made:
- Approval of the January and the February 2022 Minutes. Freeman made a motion to approve them, and Jackson seconded. Approved unanimously.
Next meeting
- April 16th at 10am.
Adjournment
- Jarrod made a motion to adjourn, and David seconded. The meeting was adjourned at 11:05 am.
February 2022 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Feb 19, 2022
The meeting was called to order at 10:00am. Jarrod Pierce, Jesse Puckett, Shane Puckett, Angela Freeman, and David Eggleston were present.
Topics of discussion
Adjournment
Jarrod made a motion, and Shane seconded. The meeting was adjourned at 11:00am. The next meeting will be March 19, 2022.
Feb 19, 2022
The meeting was called to order at 10:00am. Jarrod Pierce, Jesse Puckett, Shane Puckett, Angela Freeman, and David Eggleston were present.
Topics of discussion
- New board orientation and review
- Management company
- Changing the covenants
- Setting up a new email
- Repairing the stop sign
- How to proceed with the developer
- Yukon City Council letter-writing campaign
Adjournment
Jarrod made a motion, and Shane seconded. The meeting was adjourned at 11:00am. The next meeting will be March 19, 2022.
The Following Minutes Were Approved by the New Board at their first meeting in February:
February 2022 HOA Board Transition Meeting Minutes
Frisco Ridge Board Meeting Minutes
Feb 12, 2021
Submitted by Lori Philo-Cook, Vice President
HOA Board Transition Meeting
The Board meeting was called to order by David Eggleston at 10:00am.
Present: President David Eggleston, Vice President Lori Philo-Cook, Jonathon Leidy, Treasurer, and newly elected Board members Angela Freeman, Shane Jackson, Jarrod Pierce and Jesse Puckett.
This meeting was called so that previous Board members could share information about ongoing projects and so that new Board officers could be elected.
Board Member Responsibilities
David reviewed the responsibilities of Board members that Lori drafted: it includes the brief statements outlined in the Frisco Ridge By-Laws, duties that have evolved over the last three years, as well as a few responsibilities that have not been assigned in the past. The goal is to spread the workload so that all members of the Board share the workload. David answered questions about the Board’s work.
New Board and Committee Liaison Positions
David stated that he is here to help the new Board and is willing to act in any capacity the Board wishes. David then asked what positions each Board member might be interested in Angela was quick to offer to be Treasurer and she was approved. No one was interested in being the Secretary, so David offered to do that. The only overlap was in the President and Vice President position, but that was worked out through discussion.
Following that discussion, the new Board members worked out which Committee they would like to work with.
The Board officers and their Committee Liaison positions for 2022 are as follows:
Lori Philo-Cook reviewed the projects she is still working on and will complete for the new Board:
HOA Letter
There was some discussion about also addressing another issue in the letter: the fact that the developer never gave our HOA ownership of the land where two of our three entrance signs are located, nor the land where HOA utilities and sprinkler system, and the sprinkler system control box are located. (We have been mowing and watering this land for many years.) Lori suggested that she could reference it but it might be better if the Board addressed it in more detail in a separate letter.
Angela pointed out that there are tons of kids who play outside (near the Vandament entrance) and in that general area, and if people are cutting through to access businesses off Frisco Ridge Drive, that is also a safety issue.
Minor Committee Changes
Lori also pointed out that one change in Welcome Committee responsibilities is maintaining the HOA email list (are already doing it because they get new homeowner info). And a second change is making the Safety & Compliance Committee responsible for stop signs since it is a neighborhood safety issue.
Treasurer Transition
Jonathon offered to meet with Angela, the new Treasurer, and go over responsibilities and give her some tips.
Clarifying HOA Land Ownership
The new Board wanted more information about what land is owned by the subdivision and what is now commercial property. Jonathon offered to do a tour with the new Board and point out areas we maintain but don’t own. He also offered to provide information to them about finding city easements in our subdivision. Everyone was interested, so Jonathon said he would meet everyone at the park at 11:30am today.
Email Issues
Lori informed the new Board that there is an issue with the HOA email box, and it appears we are locked out. She also stated that at this time no one has access to the box and there have been issues with adding people over the last couple of years. Jonathon reported that when Pam could not get in on the night of the Annual Meeting, she tried multiple passwords and got locked out, so he changed the password. (She had been able to access it earlier in the day.) He also stated that the email box requires new verification on multiple devices and that only two people seem to be able to have access at any given time.
Note: At minimum, the President, the Secretary and the Welcome Committee Chair all need access. Ideally, all Board members would have access to email coming into the box, so they can respond as needed.
Jonathon stated that there is some liability for the Board if they are using personal email for the HOA. (In 2020, the Board stated ccing the Friso Ridge email ([email protected]) so that all emails are in the Frisco Ridge email box to alleviate this problem.) Jonathon recommended that we have an email system where each Board member has his/her own email address. Lori said that was beyond her technical capabilities unless we want to pay for an email service. It was suggested we could do a new email address with friscoridge66 in it.
Next Board Meeting
There was a discussion about the next regular Board meeting date: Feb or March. Lori pointed out that work on the 2022 budget would be better sooner rather than later so Committees know what they can spend. Usually, the discussion starts in February and then the Board can approve the budget at the March meeting. Jarrod stated that he would prefer to meet again in February. David mentioned that the meetings have been taking place on the 3rd Saturday of the month at 10am. Everyone felt that was a good time. The next meeting will be Saturday, Feb 19 at 10am via Zoom.
Adjournment
The meeting was adjourned by Jarrod at 11:08am
Feb 12, 2021
Submitted by Lori Philo-Cook, Vice President
HOA Board Transition Meeting
The Board meeting was called to order by David Eggleston at 10:00am.
Present: President David Eggleston, Vice President Lori Philo-Cook, Jonathon Leidy, Treasurer, and newly elected Board members Angela Freeman, Shane Jackson, Jarrod Pierce and Jesse Puckett.
This meeting was called so that previous Board members could share information about ongoing projects and so that new Board officers could be elected.
Board Member Responsibilities
David reviewed the responsibilities of Board members that Lori drafted: it includes the brief statements outlined in the Frisco Ridge By-Laws, duties that have evolved over the last three years, as well as a few responsibilities that have not been assigned in the past. The goal is to spread the workload so that all members of the Board share the workload. David answered questions about the Board’s work.
New Board and Committee Liaison Positions
David stated that he is here to help the new Board and is willing to act in any capacity the Board wishes. David then asked what positions each Board member might be interested in Angela was quick to offer to be Treasurer and she was approved. No one was interested in being the Secretary, so David offered to do that. The only overlap was in the President and Vice President position, but that was worked out through discussion.
Following that discussion, the new Board members worked out which Committee they would like to work with.
The Board officers and their Committee Liaison positions for 2022 are as follows:
- President: Jarrod Pierce, and Liaison to the Safety & Compliance Committee
- Vice President: Jesse Puckett, and Liaison to the Event Planning Committee
- Secretary: David Eggleston, and Liaison to the Welcome Committee
- Treasurer: Angela Freeman, and Liaison to the Parks, Landscaping and Commons Committee
- Member-at-large: Shane Jackson, and Liaison to Communications
Lori Philo-Cook reviewed the projects she is still working on and will complete for the new Board:
- Email year-end and January financial reports from White Management to the Treasurer
- Having issues with PayPal on the website. Will work to resolve them.
- Draft and email January 2022 Board Meeting Minutes
- Draft and email minutes for this meeting
- Draft and email the Board duties document to all new Board members
- Draft and email the Annual Meeting Minutes
- Post photos and titles of new Board members to website (need a photo for everyone and the personal phone number of those Board members who are willing to post it on the Board page).
- Will forward budget requests she has from some committees.
- Will go through minutes and post Board clarifications from last two years on website. (David explained that when Covenants are not clear, the Board has the option to vote on a written clarification to the Covenants.)
- As promised at the Annual Meeting, Lori will write a template letter for FR homeowners to personalize and send to City Council members. Lori recommends that they be sent to all Council members, but some may choose to only send to Frisco Ridge Council members. Currently Donna Yanda (Branch Line only) and Aric Gilliland (rest of Frisco Ridge).
HOA Letter
There was some discussion about also addressing another issue in the letter: the fact that the developer never gave our HOA ownership of the land where two of our three entrance signs are located, nor the land where HOA utilities and sprinkler system, and the sprinkler system control box are located. (We have been mowing and watering this land for many years.) Lori suggested that she could reference it but it might be better if the Board addressed it in more detail in a separate letter.
Angela pointed out that there are tons of kids who play outside (near the Vandament entrance) and in that general area, and if people are cutting through to access businesses off Frisco Ridge Drive, that is also a safety issue.
Minor Committee Changes
Lori also pointed out that one change in Welcome Committee responsibilities is maintaining the HOA email list (are already doing it because they get new homeowner info). And a second change is making the Safety & Compliance Committee responsible for stop signs since it is a neighborhood safety issue.
Treasurer Transition
Jonathon offered to meet with Angela, the new Treasurer, and go over responsibilities and give her some tips.
Clarifying HOA Land Ownership
The new Board wanted more information about what land is owned by the subdivision and what is now commercial property. Jonathon offered to do a tour with the new Board and point out areas we maintain but don’t own. He also offered to provide information to them about finding city easements in our subdivision. Everyone was interested, so Jonathon said he would meet everyone at the park at 11:30am today.
Email Issues
Lori informed the new Board that there is an issue with the HOA email box, and it appears we are locked out. She also stated that at this time no one has access to the box and there have been issues with adding people over the last couple of years. Jonathon reported that when Pam could not get in on the night of the Annual Meeting, she tried multiple passwords and got locked out, so he changed the password. (She had been able to access it earlier in the day.) He also stated that the email box requires new verification on multiple devices and that only two people seem to be able to have access at any given time.
Note: At minimum, the President, the Secretary and the Welcome Committee Chair all need access. Ideally, all Board members would have access to email coming into the box, so they can respond as needed.
Jonathon stated that there is some liability for the Board if they are using personal email for the HOA. (In 2020, the Board stated ccing the Friso Ridge email ([email protected]) so that all emails are in the Frisco Ridge email box to alleviate this problem.) Jonathon recommended that we have an email system where each Board member has his/her own email address. Lori said that was beyond her technical capabilities unless we want to pay for an email service. It was suggested we could do a new email address with friscoridge66 in it.
Next Board Meeting
There was a discussion about the next regular Board meeting date: Feb or March. Lori pointed out that work on the 2022 budget would be better sooner rather than later so Committees know what they can spend. Usually, the discussion starts in February and then the Board can approve the budget at the March meeting. Jarrod stated that he would prefer to meet again in February. David mentioned that the meetings have been taking place on the 3rd Saturday of the month at 10am. Everyone felt that was a good time. The next meeting will be Saturday, Feb 19 at 10am via Zoom.
Adjournment
The meeting was adjourned by Jarrod at 11:08am
January 2022 HOA Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Jan 15, 2022
Submitted by Lori Philo-Cook due to Secretary Vacancy
The meeting was called to order at 10:34am. Present: David Eggleston and Lori Philo-Cook. Absent: Jonathon Leidy.
APPROVAL OF MINUTES
-December Minutes: sent to Board on Jan 14 for review. David had not had time to review them and said he would review and send approval via email.
TREASURER’S REPORT (JONATHON)
The plan had been to review the Dec 31, 2021 financial info, but with Jonathon’s absence, that was not possible.
Arvest Signature Card
The new Board will need to update Arvest signature card to allow access to our accounts, be able to sign checks and get into online banking in 2022.
Draft of 2022 budget for Board review
We need to contact committee chairs to ask them to prepare their proposed budgets for 2022.
David discussed a worst-case scenario for the Board. If no one but him runs for the 2022 Board, he will have to hire a property management co at a higher tier level than we have now to do much of the work.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Solar Christmas lights.
We got a complaint on FB about no lights at the Vandament entrance. Lori responded by explaining the situation with electricity at the two signs and that we are switching to solar lights.
Plans for 2022
Lori reported that she spoke to Kelly about plans for 2022, and she said the committee voted to have a phase 4 of the Living Fence in 2022, so that may limit extra funds for a pavilion in 2022. Regarding the proposal for a pavilion at the park, Lori had hoped to have a bid for concrete and design ideas for the Annual Meeting, but after talking to Kelly, this does not sound likely. So Lori changed Annual Meeting Agenda to a preliminary discussion about the pavilion to gauge interest.
-Other
Event Planning
-The committee met Jan 13. The added Christmas caroling in December and they are planning to do an Easter egg hunt and activity.
Communications Committee (Lori)
Lori made the following changes to the HOA website changes since the last meeting: added Christmas caroling info to upcoming events and home page banner, changed the homepage banner to HOA dues due and that we need Board candidates. Updated past events and added entrance sign Christmas light photo and explained situation with electric. Lori also renewed our HOA Zoom account for another year at a cost of $149.90.
Compliance letters (Lori)
Lori sent an updated spreadsheet to Jonathon so he can clarify outbuildings or sheds, pools vs hot tubs.
She also reported that there are still some letters to do:
-Shed letters: Letter is drafted but she is waiting on confirmation from Jonathon that outbuildings are buildings, not cabinets
-The above Ground Pool letter drafted: still pending Board approval
-Trash complaints: Lori requested that homeowners provide Jonathon or the HOA mailbox with
addresses of homeowners who are littering so we can address directly with them. To date, no addresses have been provided.
-Most combination issue letters still on to-do list as they take more time.
Welcome Committee (David)
No report. David said it is unlikely there were any closings since the last meeting.
Safety & Compliance Committee (David)
Stop sign crash:
The Board agreed upon a plan to replace the broken pole and then have White Management deal with insurance co. David assumed responsibility for getting the sign repaired at the Nov meeting. No progress reported.
Letter to Taber re Illegal Dumping
Jonathon will send photos to Lori who will draft letter to Taber re improper dumping of construction debris. Due to Jonathon’s surgery, no progress has been made.
OLD BUSINESS
-Sign Repairs and New Sign Order (David)
New sign Order:
The order for: 1) Switch 2) Switch Court 3) Side Track (to replace Sidetrack), 4) sign post for Hobo/Frisco Ridge intersection (new sign): no progress, but David said that he needs to know if the streets are Rd or Dr. and he also needs to know if they are the top street sign or the bottom street sign as it makes a difference in the order. He said he would drive around and figure that out.
Sign Repairs:
Repair of several sign poles, caps, sign guards: David refer to contractor: no progress. Stop sign repairs: order clamps from Luther Sign Co and have them install (Bill Cook offered to help install): no progress.
Playground Sign:
Replacement of faded sign at playground (2020 Board approved updated park rules): this was tabled for new Board.
Follow-up with Developer on Outstanding Issues (Jonathon and David)
A certified letter was sent to Rick Opitz on 12/2/2021, but Rick died in January 2022. David suggested that Kipp, who worked for Rick, should be contacted first. We have an email from him committing to the pond dredging. After that, if no progress is made, the next step would likely be a letter from an attorney on behalf of HOA. After struggling to find an attorney to do this project, Lori contacted an attorney friend for referrals and got two possible attorneys: David Hanes in Yukon and David Halley in El Reno. That information was forwarded to David.
Annual Meeting Review: Jan 27, 2022, 7pm
Written notice required to be postmarked by Dec 27 (Lori wrote and White Mgmt mailed.
Email to homeowners
Lori confirmed that Pam has maintained the email list (all homeowners who have provided an email to Janice White, which is about half of the homes). Lori drafted an email about the Annual Meeting, but did not get Board approval. She will redo it as a reminder the week of meeting
Printed homeowner packets: Lori drafted Jan 13 but did not get approval via email.
-Intro sheet with Proxy and Zoom info
-Proxy
-Ballot
-Annual Meeting Agenda
-Label 260 #10 envelopes for Proxy returns: done (Lori)
-Large mailing envelopes (White mgmt. label)
-Email docs and deliver envelopes
Lori brought up the issue of timing. She did not receive approval from the Board so she could not have White Management mail the packets. At this point, in order to give time for them to copy, collate and mail and then for homeowners to receive them and return proxies and ballots, she recommended the meeting be delayed until Feb 3 or Feb 10. David agreed to move it to Feb 3. Lori will note the meeting change date in the letter in the mailed packet. (Per our Covenants, it must be postmarked 10 days before the meeting.)
Review of responsibilities for meeting preparation (Carryover from December meeting)
Website
Lori has already set up a separate menu on the website for the 2022 Annual Meeting and she will add documents as they are finalized.
Zoom:
The Zoom meeting has been set up and Lori will change the meeting date.
Year-end Financial Reports:
If Jonathon does not get better, there will not be a separate Treasurer’s Report and we will have to rely on White Mgmt reports. Lori did not get White Management’s year-end P&L statement and balance sheet from Jonathon as he has been out, so she contacted Tom White and will work with him on the reports.
Board Report for 2021:
David has not yet drafted his report so Lori offered to send him a copy of the report she did for the 2020 HOA Annual Meeting as a starting point.
Committee Reports:
Lori has requested from Committee chairs and will combine them into one document. She will write the report for Safety & Compliance since there is no committee at this point.
2021 Annual Meeting Minutes:
These were approved by the Board and have been on the website since early 2021. We just need to have final approval at the Annual Meeting.
Tally Ballots and Proxies:
Pam Fox agreed to tally the ballots and proxies for the Board again this year.
Email Meeting Reminder:
Lori will send the email with the meeting link to Pam, who will send it out to our list.
Master Plan for Areas Around Subdivision
Lori will post them to our website, and she will draft a template for homeowners to customize and send to Yukon City Council (Depending on interest the template letter will be done after the Annual Meeting.)
Other Old Business
David did not have time to meet with White Management for touching base meeting, but he said he would do this.
NEW BUSINESS
Dues Notices
Notices didn’t go out in early Jan. White Mgmt. was waiting to hear about the possible dues increase that was discusses at last year’s Annual Meeting. Tom also said that they have been very busy due to Covid. A dues increase was a topic at the 2021 annual meeting but never discussed or voted on by the 2021 Board. Tom reported that notices were sent out on Jan 14. Homeowners still have until March 1 to pay without late fee, so this date provides sufficient notice.
Requirement of Two Signatures on All Checks
Lori talked to Tom White about our HOA’s requirement to have two signatures on all checks. He reported that we don’t currently have a back-up for Jonathon for 2nd check signature. He stated that none of their other HOAs require two signatures on checks (this is an ongoing complaint from White Management). Tom White is concerned about this issue and feels that vendors are not always paid in a timely manner due to waiting on a second signature. He feels it makes more sense to get a second signature on unusual items. Tom requested that we let him sign checks—at least for regularly budgeted items such as mowing, spraying, utilities, etc. Lori told him that she would bring this to the Board.
Lori and David discussed this issue and agreed that we should have fewer restrictions on two signature check requirements. David made the following motion: We agree to allow one signature on checks for standard ongoing bills such as utilities, mowing, spraying, Zoom, website hosting, our storage building, etc., as well as any other standard items on a list provided by the Board. We will require two signatures on ALL checks over $2,000, regardless of the purpose, and for one-time purchases over $100. As a condition of this change, the management company must agree to provide a written report listing all items paid on behalf of the HOA, by the 5th business day following the end of the month. Lori seconded the motion, and it was approved. Lori will notify White Management in writing of the changes.
Process for responding to FR email box (Carryover from Dec meeting)
Currently the only people with mailbox access are Jonathon Leidy and Pam Fox. We agreed that at least one other Board member needs access to email. The current situation points to the danger of having such limited access. David said that two-factor authentication is complicating any changes to access. We agreed that if we can’t fix this, we need to switch to a new mail address, but not until after the Annual Meeting. David suggested checking into our website host: Weebly/Square to see what options we have.
Developer’s Master Plan for Frisco Ridge (Carryover from Dec meeting)
Lori outlined the issue: the biggest problem with the plan is that, if implemented, we would have commercial property with two access points from Frisco Ridge Drive—both across from our park and soccer field. This creates child safety concerns. The proposed office building backs up to the HOA’s original pond! On positive note, may have access to parking lot on weekends for FR activities. Lori proposed that this issue be addressed at the Annual Meeting. The master plan maps will be posted on the website. We will try to get support at the Annual Meeting for a letter writing campaign to the Yukon City Council.
Potential for Reduced Board Activity (Carryover from Dec meeting)
This was already discussed at the beginning of the meeting. The neighborhood is too big to have the work done by one or two Board members. David said that if we don’t get others interested in being on the Board in 2022, we may have to hire a full-service management company at a higher cost, to do much of the work. Another option is to significantly reduce what we can accomplish with fewer people on the Board. This will be discussed at the Annual Meeting.
Other New Business
There was no other new business.
Schedule February Board Meeting
-Transition Board Meeting will be held Sat, Feb 12, at 10:00am
Adjournment
The meeting was adjourned at 11:49am.
Jan 15, 2022
Submitted by Lori Philo-Cook due to Secretary Vacancy
The meeting was called to order at 10:34am. Present: David Eggleston and Lori Philo-Cook. Absent: Jonathon Leidy.
APPROVAL OF MINUTES
-December Minutes: sent to Board on Jan 14 for review. David had not had time to review them and said he would review and send approval via email.
TREASURER’S REPORT (JONATHON)
The plan had been to review the Dec 31, 2021 financial info, but with Jonathon’s absence, that was not possible.
Arvest Signature Card
The new Board will need to update Arvest signature card to allow access to our accounts, be able to sign checks and get into online banking in 2022.
Draft of 2022 budget for Board review
We need to contact committee chairs to ask them to prepare their proposed budgets for 2022.
David discussed a worst-case scenario for the Board. If no one but him runs for the 2022 Board, he will have to hire a property management co at a higher tier level than we have now to do much of the work.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Solar Christmas lights.
We got a complaint on FB about no lights at the Vandament entrance. Lori responded by explaining the situation with electricity at the two signs and that we are switching to solar lights.
Plans for 2022
Lori reported that she spoke to Kelly about plans for 2022, and she said the committee voted to have a phase 4 of the Living Fence in 2022, so that may limit extra funds for a pavilion in 2022. Regarding the proposal for a pavilion at the park, Lori had hoped to have a bid for concrete and design ideas for the Annual Meeting, but after talking to Kelly, this does not sound likely. So Lori changed Annual Meeting Agenda to a preliminary discussion about the pavilion to gauge interest.
-Other
Event Planning
-The committee met Jan 13. The added Christmas caroling in December and they are planning to do an Easter egg hunt and activity.
Communications Committee (Lori)
Lori made the following changes to the HOA website changes since the last meeting: added Christmas caroling info to upcoming events and home page banner, changed the homepage banner to HOA dues due and that we need Board candidates. Updated past events and added entrance sign Christmas light photo and explained situation with electric. Lori also renewed our HOA Zoom account for another year at a cost of $149.90.
Compliance letters (Lori)
Lori sent an updated spreadsheet to Jonathon so he can clarify outbuildings or sheds, pools vs hot tubs.
She also reported that there are still some letters to do:
-Shed letters: Letter is drafted but she is waiting on confirmation from Jonathon that outbuildings are buildings, not cabinets
-The above Ground Pool letter drafted: still pending Board approval
-Trash complaints: Lori requested that homeowners provide Jonathon or the HOA mailbox with
addresses of homeowners who are littering so we can address directly with them. To date, no addresses have been provided.
-Most combination issue letters still on to-do list as they take more time.
Welcome Committee (David)
No report. David said it is unlikely there were any closings since the last meeting.
Safety & Compliance Committee (David)
Stop sign crash:
The Board agreed upon a plan to replace the broken pole and then have White Management deal with insurance co. David assumed responsibility for getting the sign repaired at the Nov meeting. No progress reported.
Letter to Taber re Illegal Dumping
Jonathon will send photos to Lori who will draft letter to Taber re improper dumping of construction debris. Due to Jonathon’s surgery, no progress has been made.
OLD BUSINESS
-Sign Repairs and New Sign Order (David)
New sign Order:
The order for: 1) Switch 2) Switch Court 3) Side Track (to replace Sidetrack), 4) sign post for Hobo/Frisco Ridge intersection (new sign): no progress, but David said that he needs to know if the streets are Rd or Dr. and he also needs to know if they are the top street sign or the bottom street sign as it makes a difference in the order. He said he would drive around and figure that out.
Sign Repairs:
Repair of several sign poles, caps, sign guards: David refer to contractor: no progress. Stop sign repairs: order clamps from Luther Sign Co and have them install (Bill Cook offered to help install): no progress.
Playground Sign:
Replacement of faded sign at playground (2020 Board approved updated park rules): this was tabled for new Board.
Follow-up with Developer on Outstanding Issues (Jonathon and David)
A certified letter was sent to Rick Opitz on 12/2/2021, but Rick died in January 2022. David suggested that Kipp, who worked for Rick, should be contacted first. We have an email from him committing to the pond dredging. After that, if no progress is made, the next step would likely be a letter from an attorney on behalf of HOA. After struggling to find an attorney to do this project, Lori contacted an attorney friend for referrals and got two possible attorneys: David Hanes in Yukon and David Halley in El Reno. That information was forwarded to David.
Annual Meeting Review: Jan 27, 2022, 7pm
Written notice required to be postmarked by Dec 27 (Lori wrote and White Mgmt mailed.
Email to homeowners
Lori confirmed that Pam has maintained the email list (all homeowners who have provided an email to Janice White, which is about half of the homes). Lori drafted an email about the Annual Meeting, but did not get Board approval. She will redo it as a reminder the week of meeting
Printed homeowner packets: Lori drafted Jan 13 but did not get approval via email.
-Intro sheet with Proxy and Zoom info
-Proxy
-Ballot
-Annual Meeting Agenda
-Label 260 #10 envelopes for Proxy returns: done (Lori)
-Large mailing envelopes (White mgmt. label)
-Email docs and deliver envelopes
Lori brought up the issue of timing. She did not receive approval from the Board so she could not have White Management mail the packets. At this point, in order to give time for them to copy, collate and mail and then for homeowners to receive them and return proxies and ballots, she recommended the meeting be delayed until Feb 3 or Feb 10. David agreed to move it to Feb 3. Lori will note the meeting change date in the letter in the mailed packet. (Per our Covenants, it must be postmarked 10 days before the meeting.)
Review of responsibilities for meeting preparation (Carryover from December meeting)
Website
Lori has already set up a separate menu on the website for the 2022 Annual Meeting and she will add documents as they are finalized.
Zoom:
The Zoom meeting has been set up and Lori will change the meeting date.
Year-end Financial Reports:
If Jonathon does not get better, there will not be a separate Treasurer’s Report and we will have to rely on White Mgmt reports. Lori did not get White Management’s year-end P&L statement and balance sheet from Jonathon as he has been out, so she contacted Tom White and will work with him on the reports.
Board Report for 2021:
David has not yet drafted his report so Lori offered to send him a copy of the report she did for the 2020 HOA Annual Meeting as a starting point.
Committee Reports:
Lori has requested from Committee chairs and will combine them into one document. She will write the report for Safety & Compliance since there is no committee at this point.
2021 Annual Meeting Minutes:
These were approved by the Board and have been on the website since early 2021. We just need to have final approval at the Annual Meeting.
Tally Ballots and Proxies:
Pam Fox agreed to tally the ballots and proxies for the Board again this year.
Email Meeting Reminder:
Lori will send the email with the meeting link to Pam, who will send it out to our list.
Master Plan for Areas Around Subdivision
Lori will post them to our website, and she will draft a template for homeowners to customize and send to Yukon City Council (Depending on interest the template letter will be done after the Annual Meeting.)
Other Old Business
David did not have time to meet with White Management for touching base meeting, but he said he would do this.
NEW BUSINESS
Dues Notices
Notices didn’t go out in early Jan. White Mgmt. was waiting to hear about the possible dues increase that was discusses at last year’s Annual Meeting. Tom also said that they have been very busy due to Covid. A dues increase was a topic at the 2021 annual meeting but never discussed or voted on by the 2021 Board. Tom reported that notices were sent out on Jan 14. Homeowners still have until March 1 to pay without late fee, so this date provides sufficient notice.
Requirement of Two Signatures on All Checks
Lori talked to Tom White about our HOA’s requirement to have two signatures on all checks. He reported that we don’t currently have a back-up for Jonathon for 2nd check signature. He stated that none of their other HOAs require two signatures on checks (this is an ongoing complaint from White Management). Tom White is concerned about this issue and feels that vendors are not always paid in a timely manner due to waiting on a second signature. He feels it makes more sense to get a second signature on unusual items. Tom requested that we let him sign checks—at least for regularly budgeted items such as mowing, spraying, utilities, etc. Lori told him that she would bring this to the Board.
Lori and David discussed this issue and agreed that we should have fewer restrictions on two signature check requirements. David made the following motion: We agree to allow one signature on checks for standard ongoing bills such as utilities, mowing, spraying, Zoom, website hosting, our storage building, etc., as well as any other standard items on a list provided by the Board. We will require two signatures on ALL checks over $2,000, regardless of the purpose, and for one-time purchases over $100. As a condition of this change, the management company must agree to provide a written report listing all items paid on behalf of the HOA, by the 5th business day following the end of the month. Lori seconded the motion, and it was approved. Lori will notify White Management in writing of the changes.
Process for responding to FR email box (Carryover from Dec meeting)
Currently the only people with mailbox access are Jonathon Leidy and Pam Fox. We agreed that at least one other Board member needs access to email. The current situation points to the danger of having such limited access. David said that two-factor authentication is complicating any changes to access. We agreed that if we can’t fix this, we need to switch to a new mail address, but not until after the Annual Meeting. David suggested checking into our website host: Weebly/Square to see what options we have.
Developer’s Master Plan for Frisco Ridge (Carryover from Dec meeting)
Lori outlined the issue: the biggest problem with the plan is that, if implemented, we would have commercial property with two access points from Frisco Ridge Drive—both across from our park and soccer field. This creates child safety concerns. The proposed office building backs up to the HOA’s original pond! On positive note, may have access to parking lot on weekends for FR activities. Lori proposed that this issue be addressed at the Annual Meeting. The master plan maps will be posted on the website. We will try to get support at the Annual Meeting for a letter writing campaign to the Yukon City Council.
Potential for Reduced Board Activity (Carryover from Dec meeting)
This was already discussed at the beginning of the meeting. The neighborhood is too big to have the work done by one or two Board members. David said that if we don’t get others interested in being on the Board in 2022, we may have to hire a full-service management company at a higher cost, to do much of the work. Another option is to significantly reduce what we can accomplish with fewer people on the Board. This will be discussed at the Annual Meeting.
Other New Business
There was no other new business.
Schedule February Board Meeting
-Transition Board Meeting will be held Sat, Feb 12, at 10:00am
Adjournment
The meeting was adjourned at 11:49am.
PDF Files of All 2022 HOA Minutes
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2021 HOA Board Meeting Minutes
December 2021 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Dec 18, 2021,
The meeting was called to order at 9:35am by President David Eggleston, Jonathon Leidy and Lori Philo-Cook were both present.
APPROVAL OF MINUTES
Lori sent the November Minutes to the Board on Dec 17 for review. Jonathon made a motion to approve the minutes as submitted; David seconded and the minutes were approved.
TREASURER’S REPORT (JONATHON)
Jonathon was unable to provide a full update as of Nov 30, as he did not receive financials from White Management in time for this meeting. His email was returned. Since the last meeting, in addition to normal operating expenses, we had two large expenditures: $6500 to the nursery for the living fence and $1600 for weed spraying. Jonathon still cannot access our online banking, but he believes that we have about $20,000 in checking, plus our funds in savings. When asked about the extra money, Jonathon pointed out that with the completion of new homes this year, additional dues totaled about $6,000 and we have not yet purchased planned signage.
To make changes in the Arvest signature card, a tax ID is needed. Since there will be a new Board in 2022, this issue was tabled at the last meeting. He will also start working on the 2022 budget.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Jonathon talked to Kelley about a bid for concrete to help with assessing pavilion but she has not obtained any bids yet. Jonathon said he would help with her with it. There was a discussion about needing to gauge interest in a pavilion (at the annual meeting) and see if there are people who want to be involved. If not, we won’t proceed. David pointed out that we need to get passionate people involved and transfer that energy into getting things done.
Christmas lights at both entrances: Lights are up at Hwy 66 entrance, and Kelly purchased four strands of solar lights for the Vandament entrance sign. Lori forwarded links to solar lights, and she said it was worth a try. A previous bidder (and Frisco Ridge homeowner) said he was no longer interested in formally bidding on bringing electric to one or both signs at the Vandament entrance. Previously, he had estimated $15,000, which the Board had indicated was cost prohibitive.
Jonathon did some research on what we pay taxes on and determined that the HOA owns four parcels of land: the land the pond is on, the land the soccer field is on, the park and area behind Branch Line and land at the West Side of Vandament entrance. We do not own land where our main Hwy 66 sign and sprinkler system box is located.
He reported that the water sprinkler control system was vandalized. Someone broke the box off and ripped out the electrical wires. Getting an estimate to fix it.
Lori reported that Kelly was hoping to send a letter to the developer to get an idea of what it would cost to buy land for a parking lot across from the soccer field.
Event Planning
There was no report for Event Planning. Previous Board member Lolly said that Emily, the current chair, is recruiting a chairperson to replace her. The Board noted that it will be a big loss for the HOA as Emily has been doing an excellent job.
Jonathon also provided an update about illegal dumping of dirt in the subdivision. A homeowner on Switch Court informed him that a concrete truck was observed washing out debris. Jonathon investigated and after talking to another homeowner who has been having drainage work done by Taber, learned that Taber had instructed the workmen to dump their debris there! Taber needs to be contacted and the debris needs to be removed.
Communications Committee (Lori)
Lori provided an update on website changes made since the November Board meeting. Changes include the addition of daffodil planting photos, pumpkin decorating photos, a Christmas Cookie Decorating photo slide show and Turkey Trot photos and removal of past Board member Chris’s photo and info under Board in “Contact Us.” She also added the June 30 and Oct 31 P&L Report Jonathon provided, the 2021 budget and Oct Board Meeting Minutes with changes. The home page banner was changed from daffodil planting to Turkey Trot and then to Merry Christmas. She added volunteer opportunities for the pavilion planning committee and 2022 Board positions and Annual Meeting Info under new category of 2022 Events (was already under Meetings).
In addition, because of comments from email box, Lori added a statement on the website homepage saying that there was a delay of over 30 days between developing the compliance issues list and doing letters, so if an issue was resolved during that time to let us know via email.
Lori provided an update of fine tuning our PayPal options on our website. She worked with Jonathon to add new options for late fees:
Annual HOA Dues + PayPal Fee - $309.27
Annual HOA Dues + Late Fee (Up to one month) + PayPal Fee - $364.94
HOA Late Fee of $54 + PayPal Fee - $55.67
Other Payment Amount____________
Jonathon reported that no one has yet used the new PayPal options.
Lori provided an update on the compliance letters. She combined the old spreadsheet we already had with Jonathon’s new spreadsheet to discern reoccurring violations vs first-time issue. She wrote many letters requested by Jonathon and sent them to White Management for distribution. She also reported that there are still some letters to do.
Shed letters: waiting on confirmation from Jonathon that outbuildings are buildings, not cabinets as letter the drafted letter applies to actual sheds. Jonathon also noted that the list is based on street views, so sheds not visible from the street are not on his list.
A letter regarding above-ground pools was drafted and is still pending Board approval.
The dumping letters will be removed from the list as the dumping was done by Taber, not homeowners. Jonathon will send photos to Lori that she can include with letter to Taber.
And, most of the multiple- issue letters still remain on to-do list and will be done as soon as time allows (each is different and takes more time).
There was a discussion about what constitutes an above-ground pool vs a hot tub. Jonathon pointed out that someone could potentially try to make a case that their swimming pool was a hot tub. There is no definition in the Covenant. David suggested that we would have to look at the spirit of the Covenant. We have the ability as a Board to issue a clarification, such as a maximum size that defines a hot tub. The Board agreed that the issue should be researched further by the 2022 Board and find out typical sizes of hot tubs and distinguishing features. In the meantime, letters should go to homeowners who clearly have above-ground pools. Lori will send the updated compliance spreadsheet to Jonathon and he will clarify all the above-ground pools so that letters can be sent. We will come back to this issue at a future Board meeting.
Jonathon also pointed out the issue of solar panels, which were not common when the Covenants were drafted in 2005. His house was turned down because the covenant states they cannot be visible from the street. This is a big challenge, especially for homes on corner lots. This issue will need to be reconsidered in the future as demand grows for solar.
Welcome Committee (David)
Four homes closed in the last month and the new owners received welcome packets. He pointed out that we are fully built out as a subdivision so the workload of this committee has lessened significantly. There are currently two homes for sale.
Safety & Compliance Committee (Jonathon)
Lori reviewed the changes that she made to the compliance spreadsheet As previously discussed, she combined the old spreadsheet with Jonathon’s new spreadsheet to track multiple violations.
She moved “Visible trash cans” listings to a separate page based upon Nov 2021 Board decision. Lori also suggested that while we cannot send letters about visible trash cans, when there are complaints about trash blowing out of trash cans, we simply need the homeowner’s address, because a letter can be sent. That is included in our covenants under proper yard management and the homeowner may not even be aware the trash is blowing out.
She closed all issues related to planted tree not meeting diameter requirements based upon 2020 Board decision to put focus on getting trees planted.
She closed two known issues where trees are planted in front flower beds as that qualifies under our covenants. There is no stipulation that they be planted outside of flower beds. Board ruled these trees were in line with covenants in 2020.
We continue to get complaints from homeowners about the stop sign and pole that still needs to be replaced. At the last Board meeting it was agreed to stop waiting on the insurance company to pay to replace the sign and just get it done and then have White Management deal with the insurance company to get reimbursed. David said he would reach out to Brent to see if he knows who a source is for stop signs.
We received two complaints about the dirt flower bed on corner of Sidetrack: most of the bed has been replanted but there is no mulch. Covenants do not address mulch. There is nothing we can do. It’s likely that the homeowner is waiting for spring to finish planting the bed.
OLD BUSINESS
Sign Repairs and New Sign Order (David)
Follow-up with Developer on Outstanding Issues (Jonathon and David)
A certified letter was sent to Rick Opitz on 12/2/2021. We received no response. David suggested that we need to hire an attorney to draft a letter for us. Lori volunteered to contact a friend who is a corporate attorney in OKC and see if we can get a referral.
At this point in the meeting, David had to leave early so several issues were moved to the January meeting agenda.
Annual Meeting: Jan 27, 2022, 7pm
-Lori noted that our legal written notice is required to be postmarked by Dec 27. Lori drafted the letter and is waiting on Board approval. Lori will get approval via email.
-Email to homeowners: Lori offered to contact Pam to see if she has maintained our email list and if so we can have her send the email. If not/White Management can do. Lori will write and get approval by email.
-Homeowner packets: last month plan approved to reduce paper contents significantly and post reports online with an option to request paper packet. Responsibilities not determined.
-Will still need to do proxy and envelopes for Board election
-Responsibilities for meeting preparation: Responsibilities not determined.
-Pavilion concept presentation at meeting: not sure PL&C Committee is going to be prepared to do this.
-Jonathon said that he will be doing the year-end Treasurer Report and will make the presentation at Annual Meeting.
Other Old Business
Ownership of pond behind Hobo
Earlier in the meeting Jonathon reported the four pieces of property owned by the HOA and it is not one of them so it is part of the adjoining commercial property.
Touching-base meeting with White Management (David)
No report
NEW BUSINESS
Jonathon’s resignation
Jonathon had submitted a written resignation to be effective today, but he withdrew it at the meeting. He reported that he believes that he will be moving next spring due to employment, so he currently doesn’t plan to run for the Board in 2022.
Process for responding to FR email box Post
Currently the only person with mailbox access is Jonathon. Other Board members need access to email but the verification process is not working. It was noted that we may have to change our email address.
Lori asked if people who have been emailing the box have been responded to. She pointed out that we used to have a standard for doing that. Jonathon has been responding. She asked Jonathon about getting email complaints about recent compliance letters, and he said there has only been two.
Developer’s Master Plan for Frisco Ridge: Tabled to January Meeting
-Biggest issue is commercial property with two access points from Frisco Ridge and across from park/child safety
-Office building backing up to original pond! On positive note, may have access to parking lot on weekends for FR activities.
-Lori proposes that this issue be addressed at Annual Meeting. Maps be posted on website and they we try to get homeowners to write letters to the Yukon City Council; we could provide a template to help people get started.
Potential for Reduced Board Activity: Tabled to January Meeting
We may need to develop a plan for how we move forward if we don’t get others interested in being on the Board in 2022. May have to reduce what we can accomplish with fewer people on the Board.
Schedule January Board Meeting
-Sat, Jan 16 at 10:00am
Adjournment
The meeting was adjourned at 11:09 am
Dec 18, 2021,
The meeting was called to order at 9:35am by President David Eggleston, Jonathon Leidy and Lori Philo-Cook were both present.
APPROVAL OF MINUTES
Lori sent the November Minutes to the Board on Dec 17 for review. Jonathon made a motion to approve the minutes as submitted; David seconded and the minutes were approved.
TREASURER’S REPORT (JONATHON)
Jonathon was unable to provide a full update as of Nov 30, as he did not receive financials from White Management in time for this meeting. His email was returned. Since the last meeting, in addition to normal operating expenses, we had two large expenditures: $6500 to the nursery for the living fence and $1600 for weed spraying. Jonathon still cannot access our online banking, but he believes that we have about $20,000 in checking, plus our funds in savings. When asked about the extra money, Jonathon pointed out that with the completion of new homes this year, additional dues totaled about $6,000 and we have not yet purchased planned signage.
To make changes in the Arvest signature card, a tax ID is needed. Since there will be a new Board in 2022, this issue was tabled at the last meeting. He will also start working on the 2022 budget.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Jonathon talked to Kelley about a bid for concrete to help with assessing pavilion but she has not obtained any bids yet. Jonathon said he would help with her with it. There was a discussion about needing to gauge interest in a pavilion (at the annual meeting) and see if there are people who want to be involved. If not, we won’t proceed. David pointed out that we need to get passionate people involved and transfer that energy into getting things done.
Christmas lights at both entrances: Lights are up at Hwy 66 entrance, and Kelly purchased four strands of solar lights for the Vandament entrance sign. Lori forwarded links to solar lights, and she said it was worth a try. A previous bidder (and Frisco Ridge homeowner) said he was no longer interested in formally bidding on bringing electric to one or both signs at the Vandament entrance. Previously, he had estimated $15,000, which the Board had indicated was cost prohibitive.
Jonathon did some research on what we pay taxes on and determined that the HOA owns four parcels of land: the land the pond is on, the land the soccer field is on, the park and area behind Branch Line and land at the West Side of Vandament entrance. We do not own land where our main Hwy 66 sign and sprinkler system box is located.
He reported that the water sprinkler control system was vandalized. Someone broke the box off and ripped out the electrical wires. Getting an estimate to fix it.
Lori reported that Kelly was hoping to send a letter to the developer to get an idea of what it would cost to buy land for a parking lot across from the soccer field.
Event Planning
There was no report for Event Planning. Previous Board member Lolly said that Emily, the current chair, is recruiting a chairperson to replace her. The Board noted that it will be a big loss for the HOA as Emily has been doing an excellent job.
Jonathon also provided an update about illegal dumping of dirt in the subdivision. A homeowner on Switch Court informed him that a concrete truck was observed washing out debris. Jonathon investigated and after talking to another homeowner who has been having drainage work done by Taber, learned that Taber had instructed the workmen to dump their debris there! Taber needs to be contacted and the debris needs to be removed.
Communications Committee (Lori)
Lori provided an update on website changes made since the November Board meeting. Changes include the addition of daffodil planting photos, pumpkin decorating photos, a Christmas Cookie Decorating photo slide show and Turkey Trot photos and removal of past Board member Chris’s photo and info under Board in “Contact Us.” She also added the June 30 and Oct 31 P&L Report Jonathon provided, the 2021 budget and Oct Board Meeting Minutes with changes. The home page banner was changed from daffodil planting to Turkey Trot and then to Merry Christmas. She added volunteer opportunities for the pavilion planning committee and 2022 Board positions and Annual Meeting Info under new category of 2022 Events (was already under Meetings).
In addition, because of comments from email box, Lori added a statement on the website homepage saying that there was a delay of over 30 days between developing the compliance issues list and doing letters, so if an issue was resolved during that time to let us know via email.
Lori provided an update of fine tuning our PayPal options on our website. She worked with Jonathon to add new options for late fees:
Annual HOA Dues + PayPal Fee - $309.27
Annual HOA Dues + Late Fee (Up to one month) + PayPal Fee - $364.94
HOA Late Fee of $54 + PayPal Fee - $55.67
Other Payment Amount____________
Jonathon reported that no one has yet used the new PayPal options.
Lori provided an update on the compliance letters. She combined the old spreadsheet we already had with Jonathon’s new spreadsheet to discern reoccurring violations vs first-time issue. She wrote many letters requested by Jonathon and sent them to White Management for distribution. She also reported that there are still some letters to do.
Shed letters: waiting on confirmation from Jonathon that outbuildings are buildings, not cabinets as letter the drafted letter applies to actual sheds. Jonathon also noted that the list is based on street views, so sheds not visible from the street are not on his list.
A letter regarding above-ground pools was drafted and is still pending Board approval.
The dumping letters will be removed from the list as the dumping was done by Taber, not homeowners. Jonathon will send photos to Lori that she can include with letter to Taber.
And, most of the multiple- issue letters still remain on to-do list and will be done as soon as time allows (each is different and takes more time).
There was a discussion about what constitutes an above-ground pool vs a hot tub. Jonathon pointed out that someone could potentially try to make a case that their swimming pool was a hot tub. There is no definition in the Covenant. David suggested that we would have to look at the spirit of the Covenant. We have the ability as a Board to issue a clarification, such as a maximum size that defines a hot tub. The Board agreed that the issue should be researched further by the 2022 Board and find out typical sizes of hot tubs and distinguishing features. In the meantime, letters should go to homeowners who clearly have above-ground pools. Lori will send the updated compliance spreadsheet to Jonathon and he will clarify all the above-ground pools so that letters can be sent. We will come back to this issue at a future Board meeting.
Jonathon also pointed out the issue of solar panels, which were not common when the Covenants were drafted in 2005. His house was turned down because the covenant states they cannot be visible from the street. This is a big challenge, especially for homes on corner lots. This issue will need to be reconsidered in the future as demand grows for solar.
Welcome Committee (David)
Four homes closed in the last month and the new owners received welcome packets. He pointed out that we are fully built out as a subdivision so the workload of this committee has lessened significantly. There are currently two homes for sale.
Safety & Compliance Committee (Jonathon)
Lori reviewed the changes that she made to the compliance spreadsheet As previously discussed, she combined the old spreadsheet with Jonathon’s new spreadsheet to track multiple violations.
She moved “Visible trash cans” listings to a separate page based upon Nov 2021 Board decision. Lori also suggested that while we cannot send letters about visible trash cans, when there are complaints about trash blowing out of trash cans, we simply need the homeowner’s address, because a letter can be sent. That is included in our covenants under proper yard management and the homeowner may not even be aware the trash is blowing out.
She closed all issues related to planted tree not meeting diameter requirements based upon 2020 Board decision to put focus on getting trees planted.
She closed two known issues where trees are planted in front flower beds as that qualifies under our covenants. There is no stipulation that they be planted outside of flower beds. Board ruled these trees were in line with covenants in 2020.
We continue to get complaints from homeowners about the stop sign and pole that still needs to be replaced. At the last Board meeting it was agreed to stop waiting on the insurance company to pay to replace the sign and just get it done and then have White Management deal with the insurance company to get reimbursed. David said he would reach out to Brent to see if he knows who a source is for stop signs.
We received two complaints about the dirt flower bed on corner of Sidetrack: most of the bed has been replanted but there is no mulch. Covenants do not address mulch. There is nothing we can do. It’s likely that the homeowner is waiting for spring to finish planting the bed.
OLD BUSINESS
Sign Repairs and New Sign Order (David)
- Several new street signs need to be ordered: one for Switch, one for Switch Court, one for Side Track (to replace Sidetrack), and a sign post for the Hobo/Frisco Ridge intersection: David ordered these signs previously no progress has been made. Hopes to do by year-end.
- Replacement sign at playground (have updated rules): David thinks that the sign is made of cast aluminum and does not know a source for this type of sign. He also noted that the pole needs to be repainted.
- Repair of several sign poles, caps, sign guards: David planned to refer to a contractor to do, but this has not yet been done.
- Stop sign repairs: order clamps from Luther Sign Co and have them install (Bill C offered to help install). David said he needs to get the phone number for this.
- Issue of sign damage from crash referred to White Mgmt for follow-up with insurance co.
Follow-up with Developer on Outstanding Issues (Jonathon and David)
A certified letter was sent to Rick Opitz on 12/2/2021. We received no response. David suggested that we need to hire an attorney to draft a letter for us. Lori volunteered to contact a friend who is a corporate attorney in OKC and see if we can get a referral.
At this point in the meeting, David had to leave early so several issues were moved to the January meeting agenda.
Annual Meeting: Jan 27, 2022, 7pm
-Lori noted that our legal written notice is required to be postmarked by Dec 27. Lori drafted the letter and is waiting on Board approval. Lori will get approval via email.
-Email to homeowners: Lori offered to contact Pam to see if she has maintained our email list and if so we can have her send the email. If not/White Management can do. Lori will write and get approval by email.
-Homeowner packets: last month plan approved to reduce paper contents significantly and post reports online with an option to request paper packet. Responsibilities not determined.
-Will still need to do proxy and envelopes for Board election
-Responsibilities for meeting preparation: Responsibilities not determined.
-Pavilion concept presentation at meeting: not sure PL&C Committee is going to be prepared to do this.
-Jonathon said that he will be doing the year-end Treasurer Report and will make the presentation at Annual Meeting.
Other Old Business
Ownership of pond behind Hobo
Earlier in the meeting Jonathon reported the four pieces of property owned by the HOA and it is not one of them so it is part of the adjoining commercial property.
Touching-base meeting with White Management (David)
No report
NEW BUSINESS
Jonathon’s resignation
Jonathon had submitted a written resignation to be effective today, but he withdrew it at the meeting. He reported that he believes that he will be moving next spring due to employment, so he currently doesn’t plan to run for the Board in 2022.
Process for responding to FR email box Post
Currently the only person with mailbox access is Jonathon. Other Board members need access to email but the verification process is not working. It was noted that we may have to change our email address.
Lori asked if people who have been emailing the box have been responded to. She pointed out that we used to have a standard for doing that. Jonathon has been responding. She asked Jonathon about getting email complaints about recent compliance letters, and he said there has only been two.
Developer’s Master Plan for Frisco Ridge: Tabled to January Meeting
-Biggest issue is commercial property with two access points from Frisco Ridge and across from park/child safety
-Office building backing up to original pond! On positive note, may have access to parking lot on weekends for FR activities.
-Lori proposes that this issue be addressed at Annual Meeting. Maps be posted on website and they we try to get homeowners to write letters to the Yukon City Council; we could provide a template to help people get started.
Potential for Reduced Board Activity: Tabled to January Meeting
We may need to develop a plan for how we move forward if we don’t get others interested in being on the Board in 2022. May have to reduce what we can accomplish with fewer people on the Board.
Schedule January Board Meeting
-Sat, Jan 16 at 10:00am
Adjournment
The meeting was adjourned at 11:09 am
November 2021 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Nov 20, 2021
Submitted by Lori Philo-Cook, due to Secretary Vacancy
The meeting was called to order at 10:05am.
Present: David Eggleston, Lori Philo-Cook, Jonathon Leidy and new Board Member Chris Buerger.
APPROVAL OF MINUTES
The October Minutes were sent to the Board via email on Nov 18, 2021. Jonathon suggested one addition to the minutes: the resignation of Board Member Tim Peters. In addition, Lori added Board members present.
TREASURER’S REPORT (JONATHON)
Jonathon received a financial report from White Management this week. He reported on the status of the HOA’s finances. As of Oct 31, 2021, we have $36,676 in our checking account. Outstanding bills include a $1700 bill for weed spraying; this is an increase of $400 as we now spray for additional property including property by Switch Ct. Jonathon says that this balance is different from the actual balance.
Jonathon is still locked out of Arvest mobile banking and needs to get the online banking password reset so he can access our bank account. He also has not had time to provide the bank with an updated officer list, and the Board agreed that at this point, it may be better to just wait for the new Board in 2022.
Report on meeting with Tom White of White Management: The purpose of the meeting was to clarify the late HOA dues situation.
Late Dues: Jonathon met with Tom White of White Management. The two went through the records, home by home. All but two of the homes on the unpaid dues list have actually paid (and those two have liens on their homes and are being charged late fees). Jonathon figured out that it was actually an issue with how White Management closed out 2020 dues. Dues for people who paid early were deposited in Dec 2020 and then classified as not being paid in 2021. White Management will now hold those payments until the correct year. This will give us an accurate view of unpaid dues.
Late Fees: Some homeowners were charged $4.50 (wrong amount) and some paid it and some did not. Those who paid the $4.50 will not be assessed the remaining amount due as it was White Management’s error. If they have not paid their late fee, they will be charged the correct amount of 18%, which is $54.61. A letter will be sent to about 15 homeowners who still owe late fees from April, May, June and they are being charged the correct amount.
The total still due for late dues and late fees is about $1500.
Financial Reports for Website: Jonathon can now provide Lori with a financial report for both June 30 and Oct 31, 2021 for the website. He is receiving more reports in Excel now, as he has requested, but he didn’t get this month’s report in Excel. Jonathon will send a full copy of the financials to the Board.
The Board agreed that it is appropriate that David do a touching-base meeting with White Management before year-end.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Pavillion/gazebo concrete bids and basic design ideas for stage one: for Annual Meeting: No update
Daffodils: Kelly Z, and her committee and other volunteers planted 150 daffodil bulbs and a few other bulbs on Nov 20. Lori recruited volunteers via the website. Kelly got permission from home owners to run an extension cord to Vandament entrance signs to operate equipment.
Christmas Lights at Entrance Signs: Kelly hired Fabian to install lights at the Hwy 66 entrance. The Vandament entrance is problematic as Rick Opitz did not install electricity to either of the signs. He used solar lights. Kelly asked Chris, who does commercial lighting projects, to be one of the bidders on the electricity installation. He said we would have to have OG&E install a transformer to get electricity to the sign, and then to reach the second sign, they would have to bore under the street. Chris estimated a cost of about $15,000 to do this. The Board did not feel this was feasible.
Ownership of Land Under Our Signs: Jonathon said they have discovered that the HOA does not even own the land under the sign on the east side of the Vandament entrance but we do own the land by the pond side. And, he reported that it does not appear that we actually own the land under the sign at the Highway 66 entrance! He questioned the value of paying to install electricity to a sign location we do not own.
Commercial Solar Lights at Vandament: Chris noted that he could install commercial solar lights to better light the Vandament signs (replace the inadequate lights that the developer installed); however, just the cost of four commercial grade solar spotlights would be $2800 and does not include labor. And that will not solve the Christmas lights issue. Lori thought we could check into solar Christmas lights for those signs.
Dumping of soil at the end of Switch Court: No update, however, Jonathon suggested letters to these two households on the compliance spreadsheet.
Event Planning (Chris)
Trick or Treating: The HOA purchased 210 full-size candy bars to hand out, but an additional 50 more had to be purchased due to the number of kids (per Lolly).
Our small pumpkins that have decorated our signs, have been donated to a nearby farmer for animal feed.
The Event Planning Committee is planning a Turkey Trot one-mile walk/run for Thanksgiving morning. In addition, they are hosting a Cookie Decorating Activity and Hot Cocoa Bar on Dec 4. They ordered 70 sugar cookies for the event.
Emily and her committee did a great job handing out door hangers in the neighborhood to promote both events.
Communications Committee (Lori)
-Website changes since last meeting:
PayPal on website: Lori will look into adding a variable option for late fees. She will see how will may be able to assess the PayPal fee on variable amounts.
Compliance letters: Jonathon provided Lori with an updated Covenant Violation spreadsheet on Nov 7, and she has not had time to review it in detail due to a death in her family. She will draft letters for White Management to mail out, as soon as she can devote time to it.
Nov newsletter: Went to Janice on Nov 19 for printing. Lori had sent two versions, depending on home delivery date. The second option with the litter awareness article was printed and distributed.
Facebook: Emily is doing good job with event info.
Welcome Committee (David)
David reported that four packets were distributed to new homeowners since the last meeting. David said that Pam, the chair has good volunteers.
Safety & Compliance Committee (No Chair/Jonathon has been doing)
Updated compliance spreadsheet created by Jonathon, was completed and emailed to Lori on Nov 7. Jonathon took this project over when Tim resigned from the Board. They had been working on it together. They had hoped to have this done much earlier in the year.
Lori reported that one issue stood out on the spreadsheet: letters to be sent to homes having visible trash cans and that they must be hidden from view. This would include about half the homes at FR. Lori stated that there is nothing in the covenants that says homeowners have to have their trash cans behind fences, and not everyone even has a fence. She also said there is no record of the HOA ever asking people to hide their trash cans, so that would be the first step, not letters. She also pointed out that we need to focus on upholding our covenants and not creating additional issues outside of them. David said he was not in support of trying to enforce anything outside of the covenants. Chris was quite vocal about this issue and felt it was ridiculous to require people to hide their trash cans. He added that Taber did such a poor job on drainage for his house that he cannot put anything on either side of his lot, even if he wanted to and he is not the only one with this problem.
Jonathon stated that the reason it is on the compliance checklist is that there is an issue of debris blowing out of trash cans, especially on trash day, when trash cans are overflowing. He also reported that there are homes with slanted driveways where trash cans roll down to the street and trash blows out. And he said that trash cans have been spotted rolling down the street because they are not restrained. The rest of the Board noted that debris and litter is an issue worth pursuing. If specific homes have issues with managing their trash, they can get a letter. But the real issue is not visible trash cans, but debris/trash management.
Lori volunteered to develop a Debris/Litter Communication Plan to raise awareness and support for better managing litter at Frisco Ridge. It could include website communications, the newsletter, Facebook, bringing it up at the Annual Meeting in January and more. She will draft a plan and get it out to the Board as soon as possible for review/discussion.
David stated that issues like this should be vetted in the Safety & Compliance Committee, but Lori stated that we currently don’t have a chairperson, and we only have one member whose role is to do house closing compliance checks. He stated that in this case, the Board must, by default, assume the committee’s role until there is a committee in place.
Street sign crash: update on insurance claim, pole replacement, etc. (David)
This issue was referred to White Mgmt and David said the best approach is to just replace the sign to get the actual cost and then have the management company present it to the insurance company.
Work on tree removal at end of Branch Line Rd by City and fence replacement: Jonathon reported that it is reported that the City of Yukon is clearing the creek, pulling out trees and stacking the wood and that the City will replace the fence they removed when they are done. Heavy equipment continues to be parked there. Jonathon questions whether the City is who is actually doing this work.
OLD BUSINESS
Sign Order Estimate: update (David is now managing this project)
Follow-up with Developer on Outstanding Issues (Jonathon and David)
Letter for Rick Opitz re: dredging of pond, blowing out construction debris in phase 3, erosion on the back side of 500 Side Track and two adjoining homes: Lori drafted and sent out for review after the last meeting. Changes were suggested at the meeting: including the other sprinkler leak on the east sign of Vandament entrance and correcting the description of the drainage issues as they are actually at 420 and 421 Switch Ct and in front of 500 Side Track; the drains that are full of construction debris and sediment.
-Kelly reported to Lori that Mr. Opitz has cancer and is not working very much/feedback that certified letter does not help situation and that he intends to meet commitments. The Board expressed sympathy for Mr. Opitz, but decided to send the letter via certified letter as this is a business matter, not a personal matter. Also, Kelly saw Ken, a homeowner who is friends with Mr. Opitz and told him the sprinklers are still leaking and took pictures and gave them to him.
Annual Meeting
Written notice for the meeting is required to be postmarked by Dec 27 at the latest. Lori will draft the letter for Board review so it can be approved. White Mgmt will mail out.
Homeowner packets for Annual Meeting: Lori had sent the list of 2021 packet contents to the Board for review and the list was discussed. David recommended that we cut back on as much as possible on what gets mailed in order to reduce the volunteer labor needed to copy, collate and mail them, and also to reduce costs. He suggested that most documents can be posted on our website so everyone can access them. We can provide paper packets to those who request them. This plan was agreed upon, although the proxies and envelopes will need to be mailed. Lori will review the list.
-Assignment of responsibilities for meeting preparation: Postponed until Dec meeting.
Other Old Business
Still need to research if the pond was deeded over to Frisco Ridge as there is some question about whether this actually happened.
Dumping of soil behind 616 Switch Ct: This was tabled as Jonathon was not at the meeting when we got to this agenda item.
NEW BUSINESS
On-street Overnight Parking: Chris stated that this situation is occurring more often and there an issue on one corner on Frisco Ridge that is particularly dangerous. Lori will add this address to spreadsheet so a letter can be sent.
Schedule November Board Meeting
-Sat, Dec 18 at 10:00am
Adjournment
David made a motion to adjourn the meeting at about 12:03pm. Seconded by Lori. Approved.
Nov 20, 2021
Submitted by Lori Philo-Cook, due to Secretary Vacancy
The meeting was called to order at 10:05am.
Present: David Eggleston, Lori Philo-Cook, Jonathon Leidy and new Board Member Chris Buerger.
APPROVAL OF MINUTES
The October Minutes were sent to the Board via email on Nov 18, 2021. Jonathon suggested one addition to the minutes: the resignation of Board Member Tim Peters. In addition, Lori added Board members present.
TREASURER’S REPORT (JONATHON)
Jonathon received a financial report from White Management this week. He reported on the status of the HOA’s finances. As of Oct 31, 2021, we have $36,676 in our checking account. Outstanding bills include a $1700 bill for weed spraying; this is an increase of $400 as we now spray for additional property including property by Switch Ct. Jonathon says that this balance is different from the actual balance.
Jonathon is still locked out of Arvest mobile banking and needs to get the online banking password reset so he can access our bank account. He also has not had time to provide the bank with an updated officer list, and the Board agreed that at this point, it may be better to just wait for the new Board in 2022.
Report on meeting with Tom White of White Management: The purpose of the meeting was to clarify the late HOA dues situation.
Late Dues: Jonathon met with Tom White of White Management. The two went through the records, home by home. All but two of the homes on the unpaid dues list have actually paid (and those two have liens on their homes and are being charged late fees). Jonathon figured out that it was actually an issue with how White Management closed out 2020 dues. Dues for people who paid early were deposited in Dec 2020 and then classified as not being paid in 2021. White Management will now hold those payments until the correct year. This will give us an accurate view of unpaid dues.
Late Fees: Some homeowners were charged $4.50 (wrong amount) and some paid it and some did not. Those who paid the $4.50 will not be assessed the remaining amount due as it was White Management’s error. If they have not paid their late fee, they will be charged the correct amount of 18%, which is $54.61. A letter will be sent to about 15 homeowners who still owe late fees from April, May, June and they are being charged the correct amount.
The total still due for late dues and late fees is about $1500.
Financial Reports for Website: Jonathon can now provide Lori with a financial report for both June 30 and Oct 31, 2021 for the website. He is receiving more reports in Excel now, as he has requested, but he didn’t get this month’s report in Excel. Jonathon will send a full copy of the financials to the Board.
The Board agreed that it is appropriate that David do a touching-base meeting with White Management before year-end.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Pavillion/gazebo concrete bids and basic design ideas for stage one: for Annual Meeting: No update
Daffodils: Kelly Z, and her committee and other volunteers planted 150 daffodil bulbs and a few other bulbs on Nov 20. Lori recruited volunteers via the website. Kelly got permission from home owners to run an extension cord to Vandament entrance signs to operate equipment.
Christmas Lights at Entrance Signs: Kelly hired Fabian to install lights at the Hwy 66 entrance. The Vandament entrance is problematic as Rick Opitz did not install electricity to either of the signs. He used solar lights. Kelly asked Chris, who does commercial lighting projects, to be one of the bidders on the electricity installation. He said we would have to have OG&E install a transformer to get electricity to the sign, and then to reach the second sign, they would have to bore under the street. Chris estimated a cost of about $15,000 to do this. The Board did not feel this was feasible.
Ownership of Land Under Our Signs: Jonathon said they have discovered that the HOA does not even own the land under the sign on the east side of the Vandament entrance but we do own the land by the pond side. And, he reported that it does not appear that we actually own the land under the sign at the Highway 66 entrance! He questioned the value of paying to install electricity to a sign location we do not own.
Commercial Solar Lights at Vandament: Chris noted that he could install commercial solar lights to better light the Vandament signs (replace the inadequate lights that the developer installed); however, just the cost of four commercial grade solar spotlights would be $2800 and does not include labor. And that will not solve the Christmas lights issue. Lori thought we could check into solar Christmas lights for those signs.
Dumping of soil at the end of Switch Court: No update, however, Jonathon suggested letters to these two households on the compliance spreadsheet.
Event Planning (Chris)
Trick or Treating: The HOA purchased 210 full-size candy bars to hand out, but an additional 50 more had to be purchased due to the number of kids (per Lolly).
Our small pumpkins that have decorated our signs, have been donated to a nearby farmer for animal feed.
The Event Planning Committee is planning a Turkey Trot one-mile walk/run for Thanksgiving morning. In addition, they are hosting a Cookie Decorating Activity and Hot Cocoa Bar on Dec 4. They ordered 70 sugar cookies for the event.
Emily and her committee did a great job handing out door hangers in the neighborhood to promote both events.
Communications Committee (Lori)
-Website changes since last meeting:
- Update on Halloween with trick or treat pictures
- New homepage banner (Christmas Cookie Decorating and then recently, changed to Turkey Trot).
- Added basic Annual Meeting Info to “HOA Meetings”
- Added info on help needed for planting daffodils (home page and “What’s New”).
- Got details from Emily on the two upcoming events and added to “Neighborhood Events.”
- Added Chris’s photo and info under Board in “Contact Us.”
- New website password provided to David so there is a back-up
PayPal on website: Lori will look into adding a variable option for late fees. She will see how will may be able to assess the PayPal fee on variable amounts.
Compliance letters: Jonathon provided Lori with an updated Covenant Violation spreadsheet on Nov 7, and she has not had time to review it in detail due to a death in her family. She will draft letters for White Management to mail out, as soon as she can devote time to it.
Nov newsletter: Went to Janice on Nov 19 for printing. Lori had sent two versions, depending on home delivery date. The second option with the litter awareness article was printed and distributed.
Facebook: Emily is doing good job with event info.
Welcome Committee (David)
David reported that four packets were distributed to new homeowners since the last meeting. David said that Pam, the chair has good volunteers.
Safety & Compliance Committee (No Chair/Jonathon has been doing)
Updated compliance spreadsheet created by Jonathon, was completed and emailed to Lori on Nov 7. Jonathon took this project over when Tim resigned from the Board. They had been working on it together. They had hoped to have this done much earlier in the year.
Lori reported that one issue stood out on the spreadsheet: letters to be sent to homes having visible trash cans and that they must be hidden from view. This would include about half the homes at FR. Lori stated that there is nothing in the covenants that says homeowners have to have their trash cans behind fences, and not everyone even has a fence. She also said there is no record of the HOA ever asking people to hide their trash cans, so that would be the first step, not letters. She also pointed out that we need to focus on upholding our covenants and not creating additional issues outside of them. David said he was not in support of trying to enforce anything outside of the covenants. Chris was quite vocal about this issue and felt it was ridiculous to require people to hide their trash cans. He added that Taber did such a poor job on drainage for his house that he cannot put anything on either side of his lot, even if he wanted to and he is not the only one with this problem.
Jonathon stated that the reason it is on the compliance checklist is that there is an issue of debris blowing out of trash cans, especially on trash day, when trash cans are overflowing. He also reported that there are homes with slanted driveways where trash cans roll down to the street and trash blows out. And he said that trash cans have been spotted rolling down the street because they are not restrained. The rest of the Board noted that debris and litter is an issue worth pursuing. If specific homes have issues with managing their trash, they can get a letter. But the real issue is not visible trash cans, but debris/trash management.
Lori volunteered to develop a Debris/Litter Communication Plan to raise awareness and support for better managing litter at Frisco Ridge. It could include website communications, the newsletter, Facebook, bringing it up at the Annual Meeting in January and more. She will draft a plan and get it out to the Board as soon as possible for review/discussion.
David stated that issues like this should be vetted in the Safety & Compliance Committee, but Lori stated that we currently don’t have a chairperson, and we only have one member whose role is to do house closing compliance checks. He stated that in this case, the Board must, by default, assume the committee’s role until there is a committee in place.
Street sign crash: update on insurance claim, pole replacement, etc. (David)
This issue was referred to White Mgmt and David said the best approach is to just replace the sign to get the actual cost and then have the management company present it to the insurance company.
Work on tree removal at end of Branch Line Rd by City and fence replacement: Jonathon reported that it is reported that the City of Yukon is clearing the creek, pulling out trees and stacking the wood and that the City will replace the fence they removed when they are done. Heavy equipment continues to be parked there. Jonathon questions whether the City is who is actually doing this work.
OLD BUSINESS
Sign Order Estimate: update (David is now managing this project)
- New signs for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack): No update from developer. David will order the street signs and we will request reimbursement. The existing poles and caps can be re-used.
- Sign post for Hobo/Frisco Ridge intersection: David says this is on us since we are adding it. David will order with other signs.
- Replacement sign at playground: Who is responsible? No one was designated but Lori has the approved rules.
- Repair of several sign poles, caps, sign guards: David will refer to the contractor
- Stop sign repairs: order clamps from Luther Sign Co and have them install? Bill Cook offered to help if the clamps are ordered.
Follow-up with Developer on Outstanding Issues (Jonathon and David)
Letter for Rick Opitz re: dredging of pond, blowing out construction debris in phase 3, erosion on the back side of 500 Side Track and two adjoining homes: Lori drafted and sent out for review after the last meeting. Changes were suggested at the meeting: including the other sprinkler leak on the east sign of Vandament entrance and correcting the description of the drainage issues as they are actually at 420 and 421 Switch Ct and in front of 500 Side Track; the drains that are full of construction debris and sediment.
-Kelly reported to Lori that Mr. Opitz has cancer and is not working very much/feedback that certified letter does not help situation and that he intends to meet commitments. The Board expressed sympathy for Mr. Opitz, but decided to send the letter via certified letter as this is a business matter, not a personal matter. Also, Kelly saw Ken, a homeowner who is friends with Mr. Opitz and told him the sprinklers are still leaking and took pictures and gave them to him.
Annual Meeting
Written notice for the meeting is required to be postmarked by Dec 27 at the latest. Lori will draft the letter for Board review so it can be approved. White Mgmt will mail out.
Homeowner packets for Annual Meeting: Lori had sent the list of 2021 packet contents to the Board for review and the list was discussed. David recommended that we cut back on as much as possible on what gets mailed in order to reduce the volunteer labor needed to copy, collate and mail them, and also to reduce costs. He suggested that most documents can be posted on our website so everyone can access them. We can provide paper packets to those who request them. This plan was agreed upon, although the proxies and envelopes will need to be mailed. Lori will review the list.
-Assignment of responsibilities for meeting preparation: Postponed until Dec meeting.
Other Old Business
Still need to research if the pond was deeded over to Frisco Ridge as there is some question about whether this actually happened.
Dumping of soil behind 616 Switch Ct: This was tabled as Jonathon was not at the meeting when we got to this agenda item.
NEW BUSINESS
On-street Overnight Parking: Chris stated that this situation is occurring more often and there an issue on one corner on Frisco Ridge that is particularly dangerous. Lori will add this address to spreadsheet so a letter can be sent.
Schedule November Board Meeting
-Sat, Dec 18 at 10:00am
Adjournment
David made a motion to adjourn the meeting at about 12:03pm. Seconded by Lori. Approved.
October 2021 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Oct 30, 2021, Submitted by Lori Philo-Cook due to Secretary Vacancy.
The meeting was called to order at 10:10am. This meeting was originally scheduled for Oct 23 and was rescheduled for Oct 30.
Present: David Eggleston, Lori Philo-Cook, Jonathon Leidy. Absent: None.
INTERVIEW WITH PROSPECTIVE BOARD MEMBER
The Board agreed to temporarily suspend the agenda in order to meet via Zoom with a prospective Board Member.
Chris Buerger moved to Frisco Ridge about five months ago and attended the Summer Fest event where he became interested in getting involved with the HOA. He is a Realtor and has his own lighting consulting company. When asked, he said he would be happy to serve as Secretary through the end of his term. With past experience in Events, he felt very comfortable serving as the Board Liaison for the Event Planning Committee. Chris was thanked for calling in to the meeting.
APPROVAL OF MINUTES
The August Minutes were sent to Board on Aug 18 for review. There was no September Board meeting, so the minutes were reviewed and approved with no changes at this meeting by unanimous consent.
TREASURER’S REPORT (JONATHON)
Jonathon reported on the status of the HOA’s finances. Currently we have $42,517 in our checking account. The living fence bill for about $7,000 and the last mowing bill have not come through yet, so he estimates that we have about $31,000 left in available funds. He reported that we are in better financial shape than we were last year at this time. He needs to get the online banking password reset so he can access our bank account.
Jonathon received a year-to-date financial report from Tom at White Management last month and it is now in Excel. It is through Aug 31. We are still not receiving them on a quarterly basis. Jonathon also reported that the information on outstanding dues and late fees (assessed and paid) is not complete. He is concerned that some homeowners were assessed a flat late fee instead of a percentage of the amount due and that some homeowners were not assessed late fees at all. And does not know if some late fees labeled 2020 late fees are actually for 2021. It appears that we still have $3600 in unpaid HOA dues and about $2,000 in late fees. Jonathon plans to discuss these issues with Tom and David will get involved if needed. He will also find out if another follow-up letter needs to be sent.
Lori said she would look into our PayPal service to see if we can now add an “other” option so people can pay their late fees that way. Currently, they can only pay the $300 annual dues. But she has been able to add this option for a non-profit.
Lori noted that we did not receive a June 20 or a Sept 30 report to publish on the website. We are obligated to publish financial information on our website. Jonathon said that while we have been getting monthly reports, the only year-to-date report he has is from Aug 31 is 88 pages. White Management used to provide two one-page reports.
Arvest signature card changes: Jonathon reported that in order to add David and remove Lolly, he needs to take them a copy of the HOA Board Minutes related to officers to show them.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Pavillion/Gazebo concrete bids for stage one: Kelly had mentioned that she waiting on concrete contact info. Jonathon reported that Kelly will be talking to Chris Buerger about bids. No one from Kelly’s committee has expressed an interest in managing this project. Lori suggested that a separate committee may need to be established if a decision is made to move forward as the PL&C Committee already has a lot on their plate. David suggested that we set a goal of having a couple of rough design ideas that could be shared at the Annual Meeting and take a poll to gauge interest and support. It would be nice to involve some newer homeowners in the project. Lori suggested that if there is sufficient support for this project that the 2022 Board may want to consider re-allocating the $7,000 in savings for a parking lot for the pavilion project so it could be completed in less time.
Other Committee Projects: Before the meeting, Kelly Zachgo reported that she had ordered 150 daffodil bulbs to be planted at the Vandament entrance. They are supposed to arrive next week and planting will then commence. (Bulbs were planted at the Hwy 66 entrance last fall.) Jonathon said that there could be one more mowing, depending on weather, but it is unlikely. Fabian will be installing Christmas lights at the Hwy 66 entrance, but they have discovered that there is no electricity near the Vandament entrance (the existing lighting is solar), so we would have to bring electricity up there to install lights. The replacement shrubs for the Living Fence that had died were ordered and will be installed by the vendor. The damaged sprinkler near the Hwy 66 sign was replaced at a cost of $200, and Jonathon said they are hoping to get it reimbursed by ONG.
Jonathon reported that there has been dumping of soil at the end of Switch Court. The owner at 616 Switch Court had okay’d dirt being placed there where his property was eroding. Two people dumped dirt but someone also dumped some rocks and a tree. This land is not owned by the homeowner or the subdivision so we cannot authorize this. Kelly has ordered “No Dumping” signs.
Event Planning (No Board Liaison/Jonathon attending some meetings)
The Pumpkin Decorating activity was a success. Jonathon reported that about 60 people participated. There was some discussion about holding this activity at the park next year. The leftover pumpkins were placed in our three subdivision garden beds.
The next activity is Trick or Treating on Oct 30, and large candy bars from the HOA will be handed out (210 were purchased). The committee did door hangers at a cost of about $20. And, the committee is considering some kind of cookie decorating activity on Dec 4—either in a garage or at the park.
Communications Committee (Lori)
-Website changes since last meeting include a new homepage banner (pumpkin decorating changed to trick or treating). Five photos from summer fest were added. Info on Halloween yard decorations and trick or treating was added under Neighborhood Events. Under What’s New, photos of pumpkins in one of the FR flower beds was added. The “What’s New” page banner changed to start thinking about running for HOA Board in 2022.
Square purchased Weebly, the host of our website, so Lori changed the HOA site over and changed the password, which she will provide to David. No compliance letters were sent in past month as no issues were communicated.
Topics for the final newsletter of the year include Dec 4th event, a good time to plant trees, Asking homeowners to not go to Board members’ homes but instead to email or call.
It was also noted that Emily has been making Facebook changes, which is great news.
Welcome Committee (David)
David reported that a handful of packets were distributed to new homeowners.
Safety & Compliance Committee (Tim)
With Tim leaving the Board, Jonathon volunteered to get the handwritten list that Tim had done, update it by doing a quick neighborhood walk-about and then update the compliance spreadsheet. Issues include trees, sheds, nuisance objects such as dead trees, fences that don’t have dog ears, a basketball pole, etc. This information will be provided to Lori PC so that letters can be written to individual homeowners out of compliance. Lori will provide the letters to White Mgmt who will send them.
Street sign crash update on insurance claim, pole replacement.: Tim was not able to reach the insurance company of the person who crashed into our street sign. He attempted multiple times. David said that we will ask White Management to handle this communication.
The electronic speed sign from City of Yukon has been on our to-do list for quite some time. It is finally repaired; however, the City feels that there are others areas of Yukon with far more traffic and greater need than Frisco Ridge. We will not be getting the flashing speed sign.
The pool review that was discussed in Sept was completed.
There was also a discussion of irate homeowners going to a Board member’s home at night, and the group felt it was inappropriate. Lori offered to put something in our upcoming newsletter about this. If this continues to occur, it will be more difficult to recruit Board members and committee chairs.
OLD BUSINESS
Sign Order Estimate: update (David)
Several street signs need to be ordered. The Board had hoped that some of them would be ordered and paid for by the developer as the initial signs were wrong. Signs included are for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack), sign post for Hobo/Frisco Ridge intersection. Therefore, the HOA will have to take responsibility and since David had ordered all of our new signs, he agreed to order the signs.
In addition, we need a new sign at playground as the current one is faded and we would like to update rules. It was not clear who will handle this.
There is also an issue with the way the bolts on the stop signs were installed by the developer and David does not believe the developer will take care of the repairs. He stated that the HOA will have to do this. Jonathon also reported that there are three signs that need a complete overhaul; they have the wrong poles, no base and no straps. There are two other signs that need minimal repairs. All the signs are in Phase 2 and 3. David said he does not believe that Rick Opitz will take care of this and he said he will have contractors take care of the repairs.
Follow-up with Developer on Outstanding Issues (Jonathon and David)
David and Jonathon met with Rick Opitz and neither believe that he will follow through with items that the HOA has been asking him to take care of—some for well over a year.
Irrigation sprinkler leak under the street near the Vandament entrance: The developer, Rick Opitz, said he took care of this, but there is no evidence that this actually took place, and it is complicated by the fact that it hasn’t been possible to test the system completely yet.
Mr Opitz said he would have his contractors take care of the structural failures in the original pond, but we learned that the actual work was done by the City of Yukon: the city was concerned because the pond water overflow runs into Yukon’s creek system. The Board expressed appreciation for the city’s efforts.
David and Jonathon also reminded Mr. Opitz about his commitment to dredge the pond after Taber was finished; it has not yet been done. David said he would like White Management to send a certified letter to Mr. Opitz regarding the dredging and providing a 10-day response or we will take further action. Also, the drain channels on some streets continue to be clogged from construction debris and sediment. This should be included in the letter. (This could be blown out by the City but the City said they would address with the developer.) Lori will work with Janice on the letter.
A question was also raised about who owns the pond behind Hobo.
Another issue that came up is the drainage behind 500 Side Track. All the sediment is creating a dam and eroding the back of their property behind 500 Side Track as well as two other homes there. Mr. Opitz said he would take care of this, but he has not yet done so.
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
David said no copy of the letter is available as it was on his old computer which crashed. There has been no response from Westport, but he also doesn’t think there has been any additional encroachment. Jonathon said once there is a freeze, he will walk behind the tree line/creek to assess the situation.
Board/Secretary Vacancy
Tim Peters resigned effective immediately (Oct 22, 2021 due to heavy work-related commitments.)
The Board’s priority is to fill the open position for Secretary, and our candidate is willing to serve both as Secretary and as the Board Liaison to Event Planning. The Board was impressed with Chris Buerger’s experience and positive attitude for fulfilling these duties. Lori moved that we accept Chris Buerger to fill the vacancy through the current term. David seconded. Vote was unanimous. Jonathon will provide the Board with Chris’s contact info, David will congratulate him and Lori will get his photo for the website.
Other Old Business
None
NEW BUSINESS
The Wooded Area Behind Side Track:
David and Jonathon reported that during their meeting with Rick Opitz, he proposed deeding the wooded greenbelt behind Side Track to the Frisco Ridge Subdivision at no charge to us. This would move the responsibility for maintaining that area to Frisco Ridge. Apparently, a tree recently fell from there into a homeowner’s fence. This is currently the developer’s responsibility. David feels that there is no advantage to the subdivision owning it as whoever owns it must keep it as a green belt because of the creek there and we would then have the responsibility of maintaining it and paying for any tree damage. Also, we still have open projects with Mr. Opitz. It was felt that we needed to formalize this with a motion. Lori moved that the Frisco Ridge HOA not consider taking any ownership of the greenbelt behind Side Track until all of the work that Mr. Opitz agreed to is completed. David seconded the motion. The motion was approved.
Annual Meeting
The Board set the date for the 2022 Annual Meeting for Thursday, Jan 27, 2022 at 7pm. A notice will need to be postmarked by Dec 27, 2021 to provide 30 days written notice, which is required by our covenants. David recommended that we continue to host the meeting electronically via Zoom as it had worked very well. The Board agreed.
Last year, Lori prepared packets that were distributed to all homeowners in advance of the meeting. She recommended that we do that again this year, but reduce the number of items. We can also make all of the materials available on our website, even if they are not all mailed. Lori agreed to send out a list of the 2021 packet items so we can discuss it at the Nov HOA Board Meeting. There are currently 258 homes in Frisco Ridge.
Fake Email Address
David reported that someone has created a fake email address in his name pretending to be the HOA President and seeking approval of an expense check!
Schedule November Board Meeting
-Sat, Nov 20 at 10:00am
Adjournment
David made a motion to adjourn the meeting at about 12:20pm. Seconded by Lori. Approved.
Oct 30, 2021, Submitted by Lori Philo-Cook due to Secretary Vacancy.
The meeting was called to order at 10:10am. This meeting was originally scheduled for Oct 23 and was rescheduled for Oct 30.
Present: David Eggleston, Lori Philo-Cook, Jonathon Leidy. Absent: None.
INTERVIEW WITH PROSPECTIVE BOARD MEMBER
The Board agreed to temporarily suspend the agenda in order to meet via Zoom with a prospective Board Member.
Chris Buerger moved to Frisco Ridge about five months ago and attended the Summer Fest event where he became interested in getting involved with the HOA. He is a Realtor and has his own lighting consulting company. When asked, he said he would be happy to serve as Secretary through the end of his term. With past experience in Events, he felt very comfortable serving as the Board Liaison for the Event Planning Committee. Chris was thanked for calling in to the meeting.
APPROVAL OF MINUTES
The August Minutes were sent to Board on Aug 18 for review. There was no September Board meeting, so the minutes were reviewed and approved with no changes at this meeting by unanimous consent.
TREASURER’S REPORT (JONATHON)
Jonathon reported on the status of the HOA’s finances. Currently we have $42,517 in our checking account. The living fence bill for about $7,000 and the last mowing bill have not come through yet, so he estimates that we have about $31,000 left in available funds. He reported that we are in better financial shape than we were last year at this time. He needs to get the online banking password reset so he can access our bank account.
Jonathon received a year-to-date financial report from Tom at White Management last month and it is now in Excel. It is through Aug 31. We are still not receiving them on a quarterly basis. Jonathon also reported that the information on outstanding dues and late fees (assessed and paid) is not complete. He is concerned that some homeowners were assessed a flat late fee instead of a percentage of the amount due and that some homeowners were not assessed late fees at all. And does not know if some late fees labeled 2020 late fees are actually for 2021. It appears that we still have $3600 in unpaid HOA dues and about $2,000 in late fees. Jonathon plans to discuss these issues with Tom and David will get involved if needed. He will also find out if another follow-up letter needs to be sent.
Lori said she would look into our PayPal service to see if we can now add an “other” option so people can pay their late fees that way. Currently, they can only pay the $300 annual dues. But she has been able to add this option for a non-profit.
Lori noted that we did not receive a June 20 or a Sept 30 report to publish on the website. We are obligated to publish financial information on our website. Jonathon said that while we have been getting monthly reports, the only year-to-date report he has is from Aug 31 is 88 pages. White Management used to provide two one-page reports.
Arvest signature card changes: Jonathon reported that in order to add David and remove Lolly, he needs to take them a copy of the HOA Board Minutes related to officers to show them.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Pavillion/Gazebo concrete bids for stage one: Kelly had mentioned that she waiting on concrete contact info. Jonathon reported that Kelly will be talking to Chris Buerger about bids. No one from Kelly’s committee has expressed an interest in managing this project. Lori suggested that a separate committee may need to be established if a decision is made to move forward as the PL&C Committee already has a lot on their plate. David suggested that we set a goal of having a couple of rough design ideas that could be shared at the Annual Meeting and take a poll to gauge interest and support. It would be nice to involve some newer homeowners in the project. Lori suggested that if there is sufficient support for this project that the 2022 Board may want to consider re-allocating the $7,000 in savings for a parking lot for the pavilion project so it could be completed in less time.
Other Committee Projects: Before the meeting, Kelly Zachgo reported that she had ordered 150 daffodil bulbs to be planted at the Vandament entrance. They are supposed to arrive next week and planting will then commence. (Bulbs were planted at the Hwy 66 entrance last fall.) Jonathon said that there could be one more mowing, depending on weather, but it is unlikely. Fabian will be installing Christmas lights at the Hwy 66 entrance, but they have discovered that there is no electricity near the Vandament entrance (the existing lighting is solar), so we would have to bring electricity up there to install lights. The replacement shrubs for the Living Fence that had died were ordered and will be installed by the vendor. The damaged sprinkler near the Hwy 66 sign was replaced at a cost of $200, and Jonathon said they are hoping to get it reimbursed by ONG.
Jonathon reported that there has been dumping of soil at the end of Switch Court. The owner at 616 Switch Court had okay’d dirt being placed there where his property was eroding. Two people dumped dirt but someone also dumped some rocks and a tree. This land is not owned by the homeowner or the subdivision so we cannot authorize this. Kelly has ordered “No Dumping” signs.
Event Planning (No Board Liaison/Jonathon attending some meetings)
The Pumpkin Decorating activity was a success. Jonathon reported that about 60 people participated. There was some discussion about holding this activity at the park next year. The leftover pumpkins were placed in our three subdivision garden beds.
The next activity is Trick or Treating on Oct 30, and large candy bars from the HOA will be handed out (210 were purchased). The committee did door hangers at a cost of about $20. And, the committee is considering some kind of cookie decorating activity on Dec 4—either in a garage or at the park.
Communications Committee (Lori)
-Website changes since last meeting include a new homepage banner (pumpkin decorating changed to trick or treating). Five photos from summer fest were added. Info on Halloween yard decorations and trick or treating was added under Neighborhood Events. Under What’s New, photos of pumpkins in one of the FR flower beds was added. The “What’s New” page banner changed to start thinking about running for HOA Board in 2022.
Square purchased Weebly, the host of our website, so Lori changed the HOA site over and changed the password, which she will provide to David. No compliance letters were sent in past month as no issues were communicated.
Topics for the final newsletter of the year include Dec 4th event, a good time to plant trees, Asking homeowners to not go to Board members’ homes but instead to email or call.
It was also noted that Emily has been making Facebook changes, which is great news.
Welcome Committee (David)
David reported that a handful of packets were distributed to new homeowners.
Safety & Compliance Committee (Tim)
With Tim leaving the Board, Jonathon volunteered to get the handwritten list that Tim had done, update it by doing a quick neighborhood walk-about and then update the compliance spreadsheet. Issues include trees, sheds, nuisance objects such as dead trees, fences that don’t have dog ears, a basketball pole, etc. This information will be provided to Lori PC so that letters can be written to individual homeowners out of compliance. Lori will provide the letters to White Mgmt who will send them.
Street sign crash update on insurance claim, pole replacement.: Tim was not able to reach the insurance company of the person who crashed into our street sign. He attempted multiple times. David said that we will ask White Management to handle this communication.
The electronic speed sign from City of Yukon has been on our to-do list for quite some time. It is finally repaired; however, the City feels that there are others areas of Yukon with far more traffic and greater need than Frisco Ridge. We will not be getting the flashing speed sign.
The pool review that was discussed in Sept was completed.
There was also a discussion of irate homeowners going to a Board member’s home at night, and the group felt it was inappropriate. Lori offered to put something in our upcoming newsletter about this. If this continues to occur, it will be more difficult to recruit Board members and committee chairs.
OLD BUSINESS
Sign Order Estimate: update (David)
Several street signs need to be ordered. The Board had hoped that some of them would be ordered and paid for by the developer as the initial signs were wrong. Signs included are for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack), sign post for Hobo/Frisco Ridge intersection. Therefore, the HOA will have to take responsibility and since David had ordered all of our new signs, he agreed to order the signs.
In addition, we need a new sign at playground as the current one is faded and we would like to update rules. It was not clear who will handle this.
There is also an issue with the way the bolts on the stop signs were installed by the developer and David does not believe the developer will take care of the repairs. He stated that the HOA will have to do this. Jonathon also reported that there are three signs that need a complete overhaul; they have the wrong poles, no base and no straps. There are two other signs that need minimal repairs. All the signs are in Phase 2 and 3. David said he does not believe that Rick Opitz will take care of this and he said he will have contractors take care of the repairs.
Follow-up with Developer on Outstanding Issues (Jonathon and David)
David and Jonathon met with Rick Opitz and neither believe that he will follow through with items that the HOA has been asking him to take care of—some for well over a year.
Irrigation sprinkler leak under the street near the Vandament entrance: The developer, Rick Opitz, said he took care of this, but there is no evidence that this actually took place, and it is complicated by the fact that it hasn’t been possible to test the system completely yet.
Mr Opitz said he would have his contractors take care of the structural failures in the original pond, but we learned that the actual work was done by the City of Yukon: the city was concerned because the pond water overflow runs into Yukon’s creek system. The Board expressed appreciation for the city’s efforts.
David and Jonathon also reminded Mr. Opitz about his commitment to dredge the pond after Taber was finished; it has not yet been done. David said he would like White Management to send a certified letter to Mr. Opitz regarding the dredging and providing a 10-day response or we will take further action. Also, the drain channels on some streets continue to be clogged from construction debris and sediment. This should be included in the letter. (This could be blown out by the City but the City said they would address with the developer.) Lori will work with Janice on the letter.
A question was also raised about who owns the pond behind Hobo.
Another issue that came up is the drainage behind 500 Side Track. All the sediment is creating a dam and eroding the back of their property behind 500 Side Track as well as two other homes there. Mr. Opitz said he would take care of this, but he has not yet done so.
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
David said no copy of the letter is available as it was on his old computer which crashed. There has been no response from Westport, but he also doesn’t think there has been any additional encroachment. Jonathon said once there is a freeze, he will walk behind the tree line/creek to assess the situation.
Board/Secretary Vacancy
Tim Peters resigned effective immediately (Oct 22, 2021 due to heavy work-related commitments.)
The Board’s priority is to fill the open position for Secretary, and our candidate is willing to serve both as Secretary and as the Board Liaison to Event Planning. The Board was impressed with Chris Buerger’s experience and positive attitude for fulfilling these duties. Lori moved that we accept Chris Buerger to fill the vacancy through the current term. David seconded. Vote was unanimous. Jonathon will provide the Board with Chris’s contact info, David will congratulate him and Lori will get his photo for the website.
Other Old Business
None
NEW BUSINESS
The Wooded Area Behind Side Track:
David and Jonathon reported that during their meeting with Rick Opitz, he proposed deeding the wooded greenbelt behind Side Track to the Frisco Ridge Subdivision at no charge to us. This would move the responsibility for maintaining that area to Frisco Ridge. Apparently, a tree recently fell from there into a homeowner’s fence. This is currently the developer’s responsibility. David feels that there is no advantage to the subdivision owning it as whoever owns it must keep it as a green belt because of the creek there and we would then have the responsibility of maintaining it and paying for any tree damage. Also, we still have open projects with Mr. Opitz. It was felt that we needed to formalize this with a motion. Lori moved that the Frisco Ridge HOA not consider taking any ownership of the greenbelt behind Side Track until all of the work that Mr. Opitz agreed to is completed. David seconded the motion. The motion was approved.
Annual Meeting
The Board set the date for the 2022 Annual Meeting for Thursday, Jan 27, 2022 at 7pm. A notice will need to be postmarked by Dec 27, 2021 to provide 30 days written notice, which is required by our covenants. David recommended that we continue to host the meeting electronically via Zoom as it had worked very well. The Board agreed.
Last year, Lori prepared packets that were distributed to all homeowners in advance of the meeting. She recommended that we do that again this year, but reduce the number of items. We can also make all of the materials available on our website, even if they are not all mailed. Lori agreed to send out a list of the 2021 packet items so we can discuss it at the Nov HOA Board Meeting. There are currently 258 homes in Frisco Ridge.
Fake Email Address
David reported that someone has created a fake email address in his name pretending to be the HOA President and seeking approval of an expense check!
Schedule November Board Meeting
-Sat, Nov 20 at 10:00am
Adjournment
David made a motion to adjourn the meeting at about 12:20pm. Seconded by Lori. Approved.
Sept 2021: Cancelled
August 2021 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Aug 21, 2021
Submitted by Lori Philo-Cook due to vacancy in Secretary Position
The meeting was called to order at 10:03 am. Members present were David Eggleston, Jonathon Leidy, Tim Peters and Lori Philo-Cook.
APPROVAL OF MINUTES
The July Minutes were sent to the Board on Aug 18 for review. Tim Made a motion to approve the minutes as submitted, David seconded the motion and the motion passed.
TREASURER’S REPORT (JONATHON)
Jonathon reported that the HOA has $49,786 in checking: however, White Management’s report shows about $54,000. It is unclear why about $5,000 in checks are not deducted from White Management’s report—most from Feb-May (one bill was for mulch for the playground). Jonathon said he would contact Tom at White Management after the Board meeting to find out about the discrepancies. Lori suggested that David be ccd on the email to Tom. Jonathon also reported that our mowing costs have increased from $950/mo to $1200/mo due to the addition of the mowing at the Vandament entrance and the area at the end of Switch Court.
White Management reports: Jonathon said that in addition to standard reports, we are now getting reports in Excel now so the situation has improved but the reports are not great. We do not yet have a financial report as of June 30 that we can approve and publish on website due to discrepancies in total expenditures. Lori mentioned that White Management had committed to providing us with financial reports on a quarterly basis.
Jonathon has concerns about the reporting of HOA dues and late dues. The report is confusing. The charges are not consistent as some homeowners appear to have been charged too little. The late fee is supposed to be 18%, which should be $54.00 on balances of $300 and much less has been assessed. Jonathon would also like to confirm that all homeowners who were late in paying dues received a late notice. Jonathon would like a clearer idea of who owes what.
Arvest signature card changes have not yet been updated. Jonathon will contact the bank so that Lolly is removed and so David can stop by and sign. We need to have two signatures for our checks.
We are still having trouble providing email access to all Board members. Jonathon reported that he verified that two-factor authentication was removed in March (was thought that this had been the cause of the problem). There is an iPhone 8 that is referenced and no current Board members have one. David and Jonathon agreed to work on the issue after the meeting.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Pond repair/runoff into pond: David said that he and Jonathon met with Rick Opitz, the developer, and had a good meeting. The developer removed the old drainage structure on the pond this past week. Work has included building a new cement reinforcement on the edge of the pond and a new overflow channel. Several people were hired by the developer to complete this project. The developer also confirmed the commitment to dredge the pond after the repairs are completed.
The committee had the trees on each side of our Hwy 66 sign and the dying shrubs removed and two new trees and shrubs were planted. The Board agreed that it looks great and the sign lettering is now very visible from the highway.
The water was put in the HOA name and turned on at the flower beds at the Vandament entrance. Taber said they repaired the sprinkler pipe under the street, but there were no signs of the repair being made. Jonathon has checked the sprinkler heads there and found one broken sprinkler head and an apparent leak in one spot. The developer said he would pay for repairs.
Phase III of the living fence was completed. New trees and shrubs have been planted. The remaining unplanted space is about half the size of the first three phases and the committee is not sure if they will add more or not. There is also a fungus on some of the trees near the park, so they may make a deal regarding both.
Jonathon pointed out that an outstanding issue is the erosion happening behind 500 Sidetrack. A drainage pipe was installed on the property, but it was not extended to the creek. Instead, it ends at the property line. So, it has created a moat there and is creating erosion. This was brought to Taber’s attention, but they wouldn’t fix it. The developer said he would take a look at it.
The developer also said that he would like to deed the tree line area behind Sidetrack to the HOA. He does not want to have to maintain it and it would allow the subdivision to have a natural barrier between the houses there and the planned commercial development along Frisco Road. Jonathon proposed that while deeding property is under discussion, we could/should request that some land be deeded to the HOA to be used as a buffer between the subdivision and the new commercial area on Highway 66. Ideally, this would also include the land where the short drive is now (was to be used as a future subdivision expansion), so that there is not business access on Frisco Ridge Road. Lori said she had spoken about this same thing at a Yukon City Council when the rezoning was being voted on. She had included a map and said she would forward the map to the Board.
Gazebo concrete bids: No bidding has taken place yet. Lori mentioned that she was envisioning something that would hold 8 or more tables and possibly a place for our grill. Jonathon said that he thought the idea was a something smaller that would hold 2-3 tables. The committee has only budgeted $3300 for the first phase (concrete pad). Lori pointed out that the neighborhood has grown, and based on the attendance at the recent Summer Fest, we need something larger that would accommodate more people. David suggested that maybe we are thinking too small because we have not had money to do anything big up until now. We can’t afford a swimming pool, but perhaps this could be a signature facility for Frisco Ridge. He suggested that the parking lot money we have set aside might be one way to jump start the project. Jonathon said he would talk to Kelly, the committee chair. There was also support for forming a sub-committee to work on a project plan and to assess interest (similar to what was done when the park was created).
Event Planning (No Board Liaison/Jonathon attending meetings)
Summer Fest took place on Aug 14 and was well attended. It was a very successful event and there were positive comments on Facebook about it. Lori expressed an interest in obtaining event photos for the website and Jonathon said he would check into it.
Jonathon reported that there are three very active members who are planning events. The next event will be pumpkin decorating on Oct 16. The committee is getting bids on purchasing 200 small pumpkins and providing decorating materials. The idea would be for people to sign up for a time slot to limit attendance to about 20 at a time. Some fall backdrops have been ordered which will also be used to take photos of kids in their costumes on Halloween. There are also some early plans to do something in December for the holidays.
Communications Committee (Lori)
A number of website changes have been made since the last meeting. On the homepage she updated the main photo of our sign/flowerbed to reflect new trees and shrub and changed the home page banner to pumpkin decorating. She added upcoming activities under the Neighborhood Events section and moved old events down on the page to the section showing past events. She moved “Zoom Info” and “Zoom Tips” from Neighborhood Events to the Meetings section. Under “What’s New,” she added an article and photos of the Phase 3 Living Fence project (photos from Kelly Z), added an article about Taber and the developer wrapping up work at FR and photos of pond reconstruction project. Also added an article and photo of the newly-planted front flower bed on Hwy 66. The What’s New page banner was changed to ask for volunteers for PL&C committee. Added May Board Minutes.
There were no compliance letters in past month as no issues were communicated to the committee. The next newsletter will be in October.
Welcome Committee (David)
-No update.
Safety & Compliance Committee (Tim)
Compliance checks for home closings done since July Meeting: No report
Tim and Jonathon have completed half of the walk around the neighborhood to update the compliance spreadsheet. Once they complete the second half of the walk about, the spreadsheet will be updated with current compliance issues and provided to Lori so compliance letters can be done.
Stop sign crash: Tim reported that it has been very difficult to speak to someone at the insurance company about the claim. Tim spent an hour on hold and then got switched to another number. The local agent was of no help either. David suggested that we go ahead and order and pay for the sign and pole and then have White Management handle it after that point. David made a motion to that effect and Lori seconded the motion, which was approved. It was suggested that Lolly and Brent Griffin would be a good source of information for Tim on sign suppliers.
Use of the City of Yukon electronic speed sign: no update from the city on when the sign will be in working condition and available. Tim said he will contact them again in September.
James Buller Shed Plan Approval Request at 500 Side Track Rd was approved by the committee. Tim reported that he has been approached about sheds from three other homeowners.
OLD BUSINESS
Sign Order Estimate: update (David)
New signs for Switch and Switch Court and replacement of “Sidetrack” sign for a new “Side Track” sign: the developer has agreed to replace those signs. Hopefully, this will help with postal and other address issues. David is not certain they will match our other street signs.
Approval of new stop sign at Hobo/Frisco Ridge intersection: Tim reported that the City is focused on road striping right now and new signs are not a priority. He believes that traffic counts would be needed to get approval.
Replace dilapidated sign at the playground: This falls under PL&C Committee. Lori mentioned that she has the revised rules which were approved previously and offered to see if this is something that Yukon Sign and Trophy can produce.
Stop sign repairs: No update
New lettering on Vandament entrance signs: tabled until 2021 budget prep (the developer is unwilling to modify the signs).
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
David had to step away from the meeting so he was unable to say whether he had been able to obtain a copy of the letter for our records or if there was a response from Westport 66.
Board/Secretary Vacancy
Nothing to report
Crash into Mailbox at 609 Branch Line Rd
A police report was filed and the Board agreed that this is not an HOA issue.
NEW BUSINESS
Proposal to form a committee to look into the building a gazebo/picnic pavilion. Jonathon thinks that the cement for a pavilion could be as much as $30-35,000 if contracted out. Jonathon made a point that with the addition of more property to mow/maintain, and the possible construction of a picnic pavilion might require a discussion about an increase in HOA dues. There was no other discussion.
Schedule August Board Meeting
Sat, Sept 18 at 10:00am
Lori reported that she has travel plans and will not be present at the Sept Board meeting so someone will need to be designated to take minutes. Jonathon and Tim designated David, in his absence.
Adjournment
A motion to adjourn was made by Lori and seconded by Tim. The meeting was adjourned at 11:22am.
Aug 21, 2021
Submitted by Lori Philo-Cook due to vacancy in Secretary Position
The meeting was called to order at 10:03 am. Members present were David Eggleston, Jonathon Leidy, Tim Peters and Lori Philo-Cook.
APPROVAL OF MINUTES
The July Minutes were sent to the Board on Aug 18 for review. Tim Made a motion to approve the minutes as submitted, David seconded the motion and the motion passed.
TREASURER’S REPORT (JONATHON)
Jonathon reported that the HOA has $49,786 in checking: however, White Management’s report shows about $54,000. It is unclear why about $5,000 in checks are not deducted from White Management’s report—most from Feb-May (one bill was for mulch for the playground). Jonathon said he would contact Tom at White Management after the Board meeting to find out about the discrepancies. Lori suggested that David be ccd on the email to Tom. Jonathon also reported that our mowing costs have increased from $950/mo to $1200/mo due to the addition of the mowing at the Vandament entrance and the area at the end of Switch Court.
White Management reports: Jonathon said that in addition to standard reports, we are now getting reports in Excel now so the situation has improved but the reports are not great. We do not yet have a financial report as of June 30 that we can approve and publish on website due to discrepancies in total expenditures. Lori mentioned that White Management had committed to providing us with financial reports on a quarterly basis.
Jonathon has concerns about the reporting of HOA dues and late dues. The report is confusing. The charges are not consistent as some homeowners appear to have been charged too little. The late fee is supposed to be 18%, which should be $54.00 on balances of $300 and much less has been assessed. Jonathon would also like to confirm that all homeowners who were late in paying dues received a late notice. Jonathon would like a clearer idea of who owes what.
Arvest signature card changes have not yet been updated. Jonathon will contact the bank so that Lolly is removed and so David can stop by and sign. We need to have two signatures for our checks.
We are still having trouble providing email access to all Board members. Jonathon reported that he verified that two-factor authentication was removed in March (was thought that this had been the cause of the problem). There is an iPhone 8 that is referenced and no current Board members have one. David and Jonathon agreed to work on the issue after the meeting.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Pond repair/runoff into pond: David said that he and Jonathon met with Rick Opitz, the developer, and had a good meeting. The developer removed the old drainage structure on the pond this past week. Work has included building a new cement reinforcement on the edge of the pond and a new overflow channel. Several people were hired by the developer to complete this project. The developer also confirmed the commitment to dredge the pond after the repairs are completed.
The committee had the trees on each side of our Hwy 66 sign and the dying shrubs removed and two new trees and shrubs were planted. The Board agreed that it looks great and the sign lettering is now very visible from the highway.
The water was put in the HOA name and turned on at the flower beds at the Vandament entrance. Taber said they repaired the sprinkler pipe under the street, but there were no signs of the repair being made. Jonathon has checked the sprinkler heads there and found one broken sprinkler head and an apparent leak in one spot. The developer said he would pay for repairs.
Phase III of the living fence was completed. New trees and shrubs have been planted. The remaining unplanted space is about half the size of the first three phases and the committee is not sure if they will add more or not. There is also a fungus on some of the trees near the park, so they may make a deal regarding both.
Jonathon pointed out that an outstanding issue is the erosion happening behind 500 Sidetrack. A drainage pipe was installed on the property, but it was not extended to the creek. Instead, it ends at the property line. So, it has created a moat there and is creating erosion. This was brought to Taber’s attention, but they wouldn’t fix it. The developer said he would take a look at it.
The developer also said that he would like to deed the tree line area behind Sidetrack to the HOA. He does not want to have to maintain it and it would allow the subdivision to have a natural barrier between the houses there and the planned commercial development along Frisco Road. Jonathon proposed that while deeding property is under discussion, we could/should request that some land be deeded to the HOA to be used as a buffer between the subdivision and the new commercial area on Highway 66. Ideally, this would also include the land where the short drive is now (was to be used as a future subdivision expansion), so that there is not business access on Frisco Ridge Road. Lori said she had spoken about this same thing at a Yukon City Council when the rezoning was being voted on. She had included a map and said she would forward the map to the Board.
Gazebo concrete bids: No bidding has taken place yet. Lori mentioned that she was envisioning something that would hold 8 or more tables and possibly a place for our grill. Jonathon said that he thought the idea was a something smaller that would hold 2-3 tables. The committee has only budgeted $3300 for the first phase (concrete pad). Lori pointed out that the neighborhood has grown, and based on the attendance at the recent Summer Fest, we need something larger that would accommodate more people. David suggested that maybe we are thinking too small because we have not had money to do anything big up until now. We can’t afford a swimming pool, but perhaps this could be a signature facility for Frisco Ridge. He suggested that the parking lot money we have set aside might be one way to jump start the project. Jonathon said he would talk to Kelly, the committee chair. There was also support for forming a sub-committee to work on a project plan and to assess interest (similar to what was done when the park was created).
Event Planning (No Board Liaison/Jonathon attending meetings)
Summer Fest took place on Aug 14 and was well attended. It was a very successful event and there were positive comments on Facebook about it. Lori expressed an interest in obtaining event photos for the website and Jonathon said he would check into it.
Jonathon reported that there are three very active members who are planning events. The next event will be pumpkin decorating on Oct 16. The committee is getting bids on purchasing 200 small pumpkins and providing decorating materials. The idea would be for people to sign up for a time slot to limit attendance to about 20 at a time. Some fall backdrops have been ordered which will also be used to take photos of kids in their costumes on Halloween. There are also some early plans to do something in December for the holidays.
Communications Committee (Lori)
A number of website changes have been made since the last meeting. On the homepage she updated the main photo of our sign/flowerbed to reflect new trees and shrub and changed the home page banner to pumpkin decorating. She added upcoming activities under the Neighborhood Events section and moved old events down on the page to the section showing past events. She moved “Zoom Info” and “Zoom Tips” from Neighborhood Events to the Meetings section. Under “What’s New,” she added an article and photos of the Phase 3 Living Fence project (photos from Kelly Z), added an article about Taber and the developer wrapping up work at FR and photos of pond reconstruction project. Also added an article and photo of the newly-planted front flower bed on Hwy 66. The What’s New page banner was changed to ask for volunteers for PL&C committee. Added May Board Minutes.
There were no compliance letters in past month as no issues were communicated to the committee. The next newsletter will be in October.
Welcome Committee (David)
-No update.
Safety & Compliance Committee (Tim)
Compliance checks for home closings done since July Meeting: No report
Tim and Jonathon have completed half of the walk around the neighborhood to update the compliance spreadsheet. Once they complete the second half of the walk about, the spreadsheet will be updated with current compliance issues and provided to Lori so compliance letters can be done.
Stop sign crash: Tim reported that it has been very difficult to speak to someone at the insurance company about the claim. Tim spent an hour on hold and then got switched to another number. The local agent was of no help either. David suggested that we go ahead and order and pay for the sign and pole and then have White Management handle it after that point. David made a motion to that effect and Lori seconded the motion, which was approved. It was suggested that Lolly and Brent Griffin would be a good source of information for Tim on sign suppliers.
Use of the City of Yukon electronic speed sign: no update from the city on when the sign will be in working condition and available. Tim said he will contact them again in September.
James Buller Shed Plan Approval Request at 500 Side Track Rd was approved by the committee. Tim reported that he has been approached about sheds from three other homeowners.
OLD BUSINESS
Sign Order Estimate: update (David)
New signs for Switch and Switch Court and replacement of “Sidetrack” sign for a new “Side Track” sign: the developer has agreed to replace those signs. Hopefully, this will help with postal and other address issues. David is not certain they will match our other street signs.
Approval of new stop sign at Hobo/Frisco Ridge intersection: Tim reported that the City is focused on road striping right now and new signs are not a priority. He believes that traffic counts would be needed to get approval.
Replace dilapidated sign at the playground: This falls under PL&C Committee. Lori mentioned that she has the revised rules which were approved previously and offered to see if this is something that Yukon Sign and Trophy can produce.
Stop sign repairs: No update
New lettering on Vandament entrance signs: tabled until 2021 budget prep (the developer is unwilling to modify the signs).
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
David had to step away from the meeting so he was unable to say whether he had been able to obtain a copy of the letter for our records or if there was a response from Westport 66.
Board/Secretary Vacancy
Nothing to report
Crash into Mailbox at 609 Branch Line Rd
A police report was filed and the Board agreed that this is not an HOA issue.
NEW BUSINESS
Proposal to form a committee to look into the building a gazebo/picnic pavilion. Jonathon thinks that the cement for a pavilion could be as much as $30-35,000 if contracted out. Jonathon made a point that with the addition of more property to mow/maintain, and the possible construction of a picnic pavilion might require a discussion about an increase in HOA dues. There was no other discussion.
Schedule August Board Meeting
Sat, Sept 18 at 10:00am
Lori reported that she has travel plans and will not be present at the Sept Board meeting so someone will need to be designated to take minutes. Jonathon and Tim designated David, in his absence.
Adjournment
A motion to adjourn was made by Lori and seconded by Tim. The meeting was adjourned at 11:22am.
July Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
July 17, 2021
Submitted by Lori Philo-Cook due to Secretary Vacancy
The meeting was called to order at 10:07am. Members present were David Eggelston, Jonathon Leidy and Lori Philo-Cook. Absent: Tim Peters
APPROVAL OF MINUTES
-April 2021 Board Meeting Minutes: (Lolly sent them out via email before her resignation was effective. Edits were made and approved by the Board via email.
-The May 2021 Board Meeting Minutes were sent out on Jul 15 for Board review. Lori made a motion to approve the May minutes, David seconded the motion and the minutes were approved.
TREASURER’S REPORT (JONATHON)
Year-to-date financial update: Jonathon reported that we have about $59,000 in checking and about $25,000 in savings. One item that has helped is that this year mowing started in May instead of March, which saved us some money.
White Management reports: In June, Jonathon received a report through the end of May; however, it was not provided in Excel. This is important because it enables him to enlarge the cells and see the full entry. Jonathon has been providing information to White Mgmt on where to put paid bills on the budget report and this is helping. As of the July 17 meeting, he had not yet received the June 30 report. Once he has that, we can post a mid-year financial report on the HOA website.
Status of dues payments/late notice letters: Late notices went out in June. Jonathon is concerned that some homeowners may not have received one if their HOA dues were less than $300 (because dues had been pro-rated). Need to verify with White Mgmt.
Letters to those who still owe small balances (forgive balances less than $5 now): no update
It was noted that the Arvest signature card needs to be updated. Lolly needs to be removed since she is no longer Secretary, and David needs to be added. Jonathon will contact Arvest Bank.
It was also noted that the email password needs to be changed and David needs to have access to the HOA email box. Jonathon will work on this.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Update on playground drainage issues: Kelly Z had reported that the drain in the playground was now working fine. Jonathon said that installing a larger drain is not cost effective.
Pond repair/runoff into pond update: Kelly placed red flagging on failing part of pond. Jonathon reported that big storms create drainage/overflow issues. A homeowner who is a friend of the developer thinks we are harassing the developer about the pond. The last Taber house is scheduled to close at the end of August. We would like a date on when the pond will be fixed. Jonathon agreed to try to set up a meeting with the developer.
Kelly is offering homeowners help with tree and tree planting questions at Summer Fest.
Mowing of area by Vandament entrance: The bid from Fabian is $150 each time (Board approved in between meetings via email)
Flower beds at Vandament entrance: Have been in limbo. The water is turned off and the Board is concerned about the sprinkler system leak under the road. Ken said that the leak was repaired but no work is visible. It was brought up that Taber actually paid the water bill for the back entrance and Jonathon confirmed this with the City of Yukon. David recommended that we get the water put into our name and turn it on. This bill will be listed as 708 Sidetrack. We have two other water bills: one is for the Hwy 66 entrance and soccer field and the other one is for the park and the sprinklers along the sidewalk.
Event Planning (No Board Liaison)
There is still not a committee chair, but 2-3 committee members have stepped up to provide leadership. The committee is now meeting monthly. Amy has agreed to serve as a point of contact for the Board and Jonathon is attending some meetings.
The 4th of July event was cancelled due to a threat of rain.
Summer Fest has been scheduled for Aug 14, 4-8pm. There will be a water slide, three food trucks, music with a DJ, volleyball, disk slam, corn hole and more. Promotion will include a door hangar flyer, the HOA Facebook site and the HOA website. In preparation for the Summer Fest, Jonathon made several purchases on his credit card. Since he is the Treasurer, he asked for a Board member to review reimbursements and approve, and Lori approved via email.
Other 2021 events: There will be a pumpkin decorating contest the second week in October, and there will be Halloween trick or treating.
Other: The committee has some other issue for next newsletter, which will be in October to promote fall events, tree planting, etc.
Communications Committee (Lori)
There have been numerous website changes since the last meeting: April Board minutes were added, older Word versions of 2020 minutes were deleted (PDFs remain), there were event updates including pond and creek improvements (lots of pictures added) and promotion of the Aug 14 event. Lori did not receive info about July 4th event cancellation so this was not changed on website, but the committee put it on Facebook. It was noted after the fact. A new section, Current Volunteer Opportunities, was added to the home page.
We renewed our website url (address) for five years, beginning June 2021. The board approved this action via email.
Summary of website issue: In Jan, we signed up for an e-commerce site when we thought we needed it for PayPal. Unfortunately, it did not actually get cancelled even though we never used it. Weebly was applying our second-year hosting payment to pay for it. When we received a bill for website hosting, we did not pay it and our site disappeared. Luckily, with the help of Weebly Support, we got to the bottom of it. They offered a 10% discount and we still had a $28.26 credit. The Board approved $104.17 via email for one year of hosting. Thankfully, we got our website restored.
Compliance letters sent in the past month: None as no issues were communicated.
Newsletter sent out in June. Next newsletter: October
Welcome Committee (David)
Report from Pam: the number of new welcome packets since April 17 Meeting: 12 packets (doesn't include two homes where people haven’t arrived yet).
There are four new Taber homes left to close. After that, Welcome Committee activity will go down significantly.
Safety & Compliance Committee (Tim)
Compliance checks for home closings done since May 15 Meeting:
May: 401 Frisco Ridge, 616 Side Track, 600 Side Track
June: 512 Side Track, 608 Side Track, 532 Side Track, 604 Side Track, 524 Side Track, 528 Side
Track, 1909 Hobo
July: None as of meeting
Safety & Compliance Committee neighborhood walk to update spreadsheet: In May, Tim reported plan for he and Jonathon to do it again based on so many changes in the neighborhood. Tim has a lot of work commitments right now, so Jonathon said he would get the list from Tim and update so we can move forward.
Street sign crash: update on insurance claim, pole replacement, etc.: Tim reported via email that he has made three more calls to the insurance company and they said they would have an insurance representative call him, but this has not happened yet. David said he can help Tim out by taking this over.
Electronic speed sign from City of Yukon: no update
Report of unleased dog (Jonathon) FAQ addresses how to handle. This is not an HOA issue. Refer homeowner to our FAQs for city contact info.
Shingles on roof versus awnings over garage and windows. This could be interpreted as two different things. David, Jonathon and Brandy feel that the wording in our Covenants on roofing is not well written. David talked to the builder who has built many homes at Frisco Ridge and has never had any problems. The metal awnings were approved by the Compliance Committee.
Other: David pointed out that many of the compliance issues have been related to new construction and with that wrapping up, the committee should have fewer issues to address.
OLD BUSINESS
Sign Order Estimate: update: New signs for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack), sign post for Hobo/Frisco Ridge intersection, new sign at playground (would like to update rules), stop sign repairs. David volunteered to take this task over since Tim is currently working so many hours and David previously handled the street sign replacement.
New lettering on Vandament entrance signs: The Board agreed to table this until the 2022 budget preparation.
Follow-up with Developer on Several Issues (irrigation sprinkler leak, wrong street signs, method of installing stop signs, issues with original pond/request for help: Jonathon agreed to stop by the developer’s office and try to set up a meeting to discuss the open issues.
James Buller Shed Plan Approval Request at 500 Side Track Rd.
-James resubmitted the request to Safety & Compliance Committee last week. Receipt was acknowledged. Jonathon will forward it to David.
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
-David asked White Mgmt to send letter to Westport 66 along with copy of plat. David will request a copy of the letter from White Mgmt for our records and will report any response to the Board.
Board/Secretary Vacancy
-There were potentially two people interested in the vacancy, but neither expressed an interest in the Secretary position or being liaison to Event Planning.
-We have been promoting the vacancy on our website and in the last newsletter. Lori agreed to do the minutes for one more month.
Communication from Developer re: Deeding Over Property at Vandament Entrance
Prior to the meeting, Lori forwarded 2020 communications to the Board regarding the deeding over the Vandament entrance. (The date was not 2019 as suggested but was late 2020). Lolly said she would check on the date of the deed since she has contacts with the City.
Summary of Communication on this Issue:
Next steps: David said we need to open channel of communication with the developer to get this resolved. Will start with Jonathon trying to set up the meeting referenced earlier in the minutes..
Other Old Business
None
NEW BUSINESS
-Crash into Mailbox at 609 Branch Line Rd
Jonathon reported that he saw the damaged car that ran into the mailbox. He provided the description to the homeowner.
-Other New Business
Planning for 2021: David noted that we need to recruit more members to run for the Board. Think about ideas for generating interest. David also said that he would like to have some small appreciation for the individuals who have put in extra time and effort for the HOA in 2021—committee chairs, and committee members recommended by the committee chairs. He suggested a dinner at a local restaurant. Lori suggested Interurban because they have a free meeting area.
Schedule August Board Meeting
Sat, Aug 21 at 10:00am
Adjournment
Lori made a motion to adjourn and it was seconded by David. The meeting was adjourned at 11:47am
July 17, 2021
Submitted by Lori Philo-Cook due to Secretary Vacancy
The meeting was called to order at 10:07am. Members present were David Eggelston, Jonathon Leidy and Lori Philo-Cook. Absent: Tim Peters
APPROVAL OF MINUTES
-April 2021 Board Meeting Minutes: (Lolly sent them out via email before her resignation was effective. Edits were made and approved by the Board via email.
-The May 2021 Board Meeting Minutes were sent out on Jul 15 for Board review. Lori made a motion to approve the May minutes, David seconded the motion and the minutes were approved.
TREASURER’S REPORT (JONATHON)
Year-to-date financial update: Jonathon reported that we have about $59,000 in checking and about $25,000 in savings. One item that has helped is that this year mowing started in May instead of March, which saved us some money.
White Management reports: In June, Jonathon received a report through the end of May; however, it was not provided in Excel. This is important because it enables him to enlarge the cells and see the full entry. Jonathon has been providing information to White Mgmt on where to put paid bills on the budget report and this is helping. As of the July 17 meeting, he had not yet received the June 30 report. Once he has that, we can post a mid-year financial report on the HOA website.
Status of dues payments/late notice letters: Late notices went out in June. Jonathon is concerned that some homeowners may not have received one if their HOA dues were less than $300 (because dues had been pro-rated). Need to verify with White Mgmt.
Letters to those who still owe small balances (forgive balances less than $5 now): no update
It was noted that the Arvest signature card needs to be updated. Lolly needs to be removed since she is no longer Secretary, and David needs to be added. Jonathon will contact Arvest Bank.
It was also noted that the email password needs to be changed and David needs to have access to the HOA email box. Jonathon will work on this.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
Update on playground drainage issues: Kelly Z had reported that the drain in the playground was now working fine. Jonathon said that installing a larger drain is not cost effective.
Pond repair/runoff into pond update: Kelly placed red flagging on failing part of pond. Jonathon reported that big storms create drainage/overflow issues. A homeowner who is a friend of the developer thinks we are harassing the developer about the pond. The last Taber house is scheduled to close at the end of August. We would like a date on when the pond will be fixed. Jonathon agreed to try to set up a meeting with the developer.
Kelly is offering homeowners help with tree and tree planting questions at Summer Fest.
Mowing of area by Vandament entrance: The bid from Fabian is $150 each time (Board approved in between meetings via email)
Flower beds at Vandament entrance: Have been in limbo. The water is turned off and the Board is concerned about the sprinkler system leak under the road. Ken said that the leak was repaired but no work is visible. It was brought up that Taber actually paid the water bill for the back entrance and Jonathon confirmed this with the City of Yukon. David recommended that we get the water put into our name and turn it on. This bill will be listed as 708 Sidetrack. We have two other water bills: one is for the Hwy 66 entrance and soccer field and the other one is for the park and the sprinklers along the sidewalk.
Event Planning (No Board Liaison)
There is still not a committee chair, but 2-3 committee members have stepped up to provide leadership. The committee is now meeting monthly. Amy has agreed to serve as a point of contact for the Board and Jonathon is attending some meetings.
The 4th of July event was cancelled due to a threat of rain.
Summer Fest has been scheduled for Aug 14, 4-8pm. There will be a water slide, three food trucks, music with a DJ, volleyball, disk slam, corn hole and more. Promotion will include a door hangar flyer, the HOA Facebook site and the HOA website. In preparation for the Summer Fest, Jonathon made several purchases on his credit card. Since he is the Treasurer, he asked for a Board member to review reimbursements and approve, and Lori approved via email.
Other 2021 events: There will be a pumpkin decorating contest the second week in October, and there will be Halloween trick or treating.
Other: The committee has some other issue for next newsletter, which will be in October to promote fall events, tree planting, etc.
Communications Committee (Lori)
There have been numerous website changes since the last meeting: April Board minutes were added, older Word versions of 2020 minutes were deleted (PDFs remain), there were event updates including pond and creek improvements (lots of pictures added) and promotion of the Aug 14 event. Lori did not receive info about July 4th event cancellation so this was not changed on website, but the committee put it on Facebook. It was noted after the fact. A new section, Current Volunteer Opportunities, was added to the home page.
We renewed our website url (address) for five years, beginning June 2021. The board approved this action via email.
Summary of website issue: In Jan, we signed up for an e-commerce site when we thought we needed it for PayPal. Unfortunately, it did not actually get cancelled even though we never used it. Weebly was applying our second-year hosting payment to pay for it. When we received a bill for website hosting, we did not pay it and our site disappeared. Luckily, with the help of Weebly Support, we got to the bottom of it. They offered a 10% discount and we still had a $28.26 credit. The Board approved $104.17 via email for one year of hosting. Thankfully, we got our website restored.
Compliance letters sent in the past month: None as no issues were communicated.
Newsletter sent out in June. Next newsletter: October
Welcome Committee (David)
Report from Pam: the number of new welcome packets since April 17 Meeting: 12 packets (doesn't include two homes where people haven’t arrived yet).
There are four new Taber homes left to close. After that, Welcome Committee activity will go down significantly.
Safety & Compliance Committee (Tim)
Compliance checks for home closings done since May 15 Meeting:
May: 401 Frisco Ridge, 616 Side Track, 600 Side Track
June: 512 Side Track, 608 Side Track, 532 Side Track, 604 Side Track, 524 Side Track, 528 Side
Track, 1909 Hobo
July: None as of meeting
Safety & Compliance Committee neighborhood walk to update spreadsheet: In May, Tim reported plan for he and Jonathon to do it again based on so many changes in the neighborhood. Tim has a lot of work commitments right now, so Jonathon said he would get the list from Tim and update so we can move forward.
Street sign crash: update on insurance claim, pole replacement, etc.: Tim reported via email that he has made three more calls to the insurance company and they said they would have an insurance representative call him, but this has not happened yet. David said he can help Tim out by taking this over.
Electronic speed sign from City of Yukon: no update
Report of unleased dog (Jonathon) FAQ addresses how to handle. This is not an HOA issue. Refer homeowner to our FAQs for city contact info.
Shingles on roof versus awnings over garage and windows. This could be interpreted as two different things. David, Jonathon and Brandy feel that the wording in our Covenants on roofing is not well written. David talked to the builder who has built many homes at Frisco Ridge and has never had any problems. The metal awnings were approved by the Compliance Committee.
Other: David pointed out that many of the compliance issues have been related to new construction and with that wrapping up, the committee should have fewer issues to address.
OLD BUSINESS
Sign Order Estimate: update: New signs for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack), sign post for Hobo/Frisco Ridge intersection, new sign at playground (would like to update rules), stop sign repairs. David volunteered to take this task over since Tim is currently working so many hours and David previously handled the street sign replacement.
New lettering on Vandament entrance signs: The Board agreed to table this until the 2022 budget preparation.
Follow-up with Developer on Several Issues (irrigation sprinkler leak, wrong street signs, method of installing stop signs, issues with original pond/request for help: Jonathon agreed to stop by the developer’s office and try to set up a meeting to discuss the open issues.
James Buller Shed Plan Approval Request at 500 Side Track Rd.
-James resubmitted the request to Safety & Compliance Committee last week. Receipt was acknowledged. Jonathon will forward it to David.
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
-David asked White Mgmt to send letter to Westport 66 along with copy of plat. David will request a copy of the letter from White Mgmt for our records and will report any response to the Board.
Board/Secretary Vacancy
-There were potentially two people interested in the vacancy, but neither expressed an interest in the Secretary position or being liaison to Event Planning.
-We have been promoting the vacancy on our website and in the last newsletter. Lori agreed to do the minutes for one more month.
Communication from Developer re: Deeding Over Property at Vandament Entrance
Prior to the meeting, Lori forwarded 2020 communications to the Board regarding the deeding over the Vandament entrance. (The date was not 2019 as suggested but was late 2020). Lolly said she would check on the date of the deed since she has contacts with the City.
Summary of Communication on this Issue:
- The Board was notified by Janice on Nov 5, 2020 when Zach Holland asked Janice to pay the Vandament entry utility bill they had not paid. This was the first notice of changeover. At that time, they also informed us they did solar for “electricity, irrigation, sign lights, etc.”
- On Nov 13, 2020, Lori (Acting President) sent an email back to Janice with our responses: 2020 Board refused to accept ownership until outstanding issues were cleared up,and we are sure that outstanding issues are resolved.
- In Dec 2020, Lori sent a letter to the developer about outstanding issues (no response).
- On Feb 18, 2021, a certified letter was sent to the developer to verify receipt.
- July 2021, David authorized mowing at the entrance as a homeowner (a friend of developer) was mowing it and there were some problems as a result.
Next steps: David said we need to open channel of communication with the developer to get this resolved. Will start with Jonathon trying to set up the meeting referenced earlier in the minutes..
Other Old Business
None
NEW BUSINESS
-Crash into Mailbox at 609 Branch Line Rd
Jonathon reported that he saw the damaged car that ran into the mailbox. He provided the description to the homeowner.
-Other New Business
Planning for 2021: David noted that we need to recruit more members to run for the Board. Think about ideas for generating interest. David also said that he would like to have some small appreciation for the individuals who have put in extra time and effort for the HOA in 2021—committee chairs, and committee members recommended by the committee chairs. He suggested a dinner at a local restaurant. Lori suggested Interurban because they have a free meeting area.
Schedule August Board Meeting
Sat, Aug 21 at 10:00am
Adjournment
Lori made a motion to adjourn and it was seconded by David. The meeting was adjourned at 11:47am
June 2021 Board Meeting: Cancelled
No minutes
May 2021 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
May 15, 2021
Submitted by Lori Philo-Cook due to Secretary Vacancy
The meeting was called to order at 10:08 am. Members present were David Eggelston, Tim Peters and Lori Philo-Cook. Absent: Jonathon Leidy.
APPROVAL OF MINUTES
-Lori requested the Feb and March Minutes in Word format from Lolly, so they can be displayed verbatim on the website. Lolly said she is having issues producing Word docs at home, but will try to accomplish this at work.
-April 2021 Board Meeting Minutes will be submitted by Lolly Griffin within the next two weeks, and will be reviewed/approved by email.
TREASURER’S REPORT (JONATHON)
Tabled until next meeting
White Management Communications (David)
David met with Tom White regarding our relationship with them and our expectations. David informed Tom that we are looking for a new management company for our HOA. David reinforced our biggest concerns—financial reports and communications with the Board. Tom felt they could improve in both areas. He sent reports to David and David reported that they look good. Tom agreed to work with David and Jonathon to clean up the reports and clean up the expense reports as they relate to our budget. He also asked that all communications be through our Frisco Ridge Gmail account.
David reviewed the dues report with Tom and found that there are lots of homeowners who owe small amounts. He recommended that a letter be sent to all homeowners with a past due amount. He also suggested that after 30 days, any amount less than $5.00 be forgiven. Board members agreed.
Tom is willing to meet with David in-person in the future. If this continues, David thinks it may be worthwhile to keep White Management. David recommends that we re-evaluate in 90 days. David made a motion to sign a one-year contract with White Management that includes a 90-day cancellation notice, so the Board has an exit option if we are dissatisfied with White Management in the future. Tim seconded the motion and it was approved.
Other Items as a Result of White Management Meeting (David)
David said that he will set it up so that all emails that reference “Closing” in the subject line will automatically go to Brandy. He will request that Jonathon removed two factor authentication to make it easier to update passwords and give Board members access. David reported that Taber is threatening a lawsuit over a garage door compliance issue.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
There was no update on the playground drainage issue, pond repair/runoff into pond, the developer putting metal screens over the drains. The spring flower bed planting in Vandament locations has not taken place as the HOA has not yet agreed to take over responsibility for that area. Now that the dead shrubs have been removed from the creek overlook and pond overlook, the committee will be attaching metal screens to provide more safety for children at the park.
Kelly had reported via email that an additional irrigation repair is needed due to ONG work. There was also concern about waste not being picked up in common areas. It was suggested that this could be addressed in the newsletter. David stated that in cases where we know who is leaving waste, it may be better to simply write a letter to the homeowner.
Event Planning (No Board Liaison)
Lori requested photo and phone number from Tracey Mosley as she has assumed the chair position. She did not respond before the meeting; however, Lolly provided contact info and a list of current committee members: [email protected] - 405-926-1296. Committee members: Amy Van Rees, Emily Leidy, Robert Noble, Amy Prentice, Lolly Griffin, Maurice Williams (He is a DJ and sounds like he is willing to really get some fun stuff going per Lolly.) Per an email from Lolly, planning is starting on a 4th of July event as well.
Lori has also requested info on upcoming garage sale and 4th of July event and 4th of July event from Tracey for the website and newsletter. Lolly offered to share information with us.
Communications Committee (Lori)
Website changes since last meeting: removed old info including clean-up day we didn’t have, updated board info due to Lolly’s resignation, added board vacancy for Secretary position, added a “check back” msg for community garage sale, Added Feb and March Board Minutes, Event Planning committee chair and committee members. Added Easter Egg Hunt photos from Lolly and a banner requesting help at the park.
Second newsletter is coming up. Will need info on upcoming events to complete.
No compliance letters in past month.
Welcome Committee (David)
Report from Pam: the number of new homeowner packets since April Meeting: No update
David shared an idea of welcoming new homeowners to the neighborhood on our website and/or Facebook.
Safety & Compliance Committee (Tim)
Compliance checks for home closings done since April Mtg: 612 Side Track, 401 Frisco Ridge
Update on Compliance Spreadsheet: Tim reported that several trees have been planted and there have been other changes in the neighborhood so he and Jonathon plan to do another walk-around and compare to the spreadsheet and make updates. Lori would like the tree list so she can work with Janice to get the letters out to those homeowners who still need to plant trees.
Street Sign Crash: update on insurance claim, pole replacement: Tim tried to reach the insurance company and after a 30-minute wait, he hung up. He will continue to try to reach the insurance company of the man who hit the stop sign.
Speed Sign Update: The batteries on the City of Yukon sign are on back order. Tim has personally observed speeding situations and has reported it to the city.
Neighborhood Watch Program: This is tabled until fall.
Request for Additional Stop Sign: We would like to add a stop sign going north on Frisco Ridge to slow people down going past the park. Another possibility is on Frisco Ridge and Hobo. The City has expressed concern about parking on the curvy area near the park. The City Traffic Commission cancelled the May meeting. The next meeting is planned for June.
Committee Members: Tim reported that he is trying to recruit members. Brandy is doing a good job. Mike Walker and Jonathon have volunteered.
OLD BUSINESS
Sign Order Estimate: update
No update on new signs for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack), sign post for Hobo/Frisco Ridge intersection, new sign at playground (would like to update rules), stop sign repairs. Tim wasn’t quite sure where to start. David ordered the redo of all our subdivision signs and offered to help Tim with the order.
New Lettering on Vandament Entrance Signs: Tabled until we take over ownership.
Follow-up with Developer on Several Issues (sprinkler leak, wrong street signs, method of installing stop signs, lettering on Vandament signs and issues with original pond/request for help) (David)
David discussed with Tom White. He will meet with Tom again and they will work on this.
Legal Services
David pointed out that at this point there is no longer a need for legal services. Will revisit this fall. David also said that we will eventually need to update the technical issues with our Covenants.
Management Company Review (David and Jonathon)
They did not meet in person with the Piedmont company. Instead, David decided to meet with White Management first. An update was provided by David under “White Management Communications.”
Shed Approvals (Tim)
Update on Michael Walker’s Request: for Storage Building at 408 Switch Ct: Tim met with Mike. The committee approved Mike’s building plan. The issue of the property line was address with Mike and he will get with Rick Opitz on the actual property line. He acknowledges that the fence is over the line and he will remove if he ever sells. Mike also expressed an interest in joining the Safety & Compliance Committee.
Update on James Buller Shed Plan Approval Request at 500 Side Track Rd: James is going to resubmit his request. Tim met with James and James’s real issue is poor drainage behind his house. James had already called the City of Yukon. He was told that this issue is not a city issue but there is a concern because it will eventually flood the area. The sod t 420 Switch Court is eroding and going into the drainage ditch. Jonathan went with Tim on a second visit with James. They believe that this is a DEQ issue. They are not sure if Taber is responsible or if it is the developer’s responsibility. Dirt is starting to erode. The drain is clogged. David thought it was good that two people visited the homeowner.
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
Since the last meeting, Lolly forwarded subdivision the plat to the Board to be attached to the letter to the Westport 66 HOA Board. When David met with Tom White, he gave the info to him and asked him to send an informational letter to the Westport 66 Board
Other Old Business
None
NEW BUSINESS
May/June Newsletter Topic Ideas
-Signs in yards: If we continue to have a problem, David suggested that this issue needs to go the Safety & Compliance Committee for recommendations.
-Discarding materials in common areas (Branch Line in particular)
-Update on PLC plans for 2021
-Garage sale info
-4th of July event info
-Advice on planting trees (Could do a demonstration on how to plant a tree)
-Board vacancy and need members on Safety & Compliance Committee
Schedule June Board Meeting
-Sat, June 19, at 10:00am
Adjournment
David made a motion to adjourn and Lori seconded. Motion passes. Meeting adjourned at 11:35am
May 15, 2021
Submitted by Lori Philo-Cook due to Secretary Vacancy
The meeting was called to order at 10:08 am. Members present were David Eggelston, Tim Peters and Lori Philo-Cook. Absent: Jonathon Leidy.
APPROVAL OF MINUTES
-Lori requested the Feb and March Minutes in Word format from Lolly, so they can be displayed verbatim on the website. Lolly said she is having issues producing Word docs at home, but will try to accomplish this at work.
-April 2021 Board Meeting Minutes will be submitted by Lolly Griffin within the next two weeks, and will be reviewed/approved by email.
TREASURER’S REPORT (JONATHON)
Tabled until next meeting
White Management Communications (David)
David met with Tom White regarding our relationship with them and our expectations. David informed Tom that we are looking for a new management company for our HOA. David reinforced our biggest concerns—financial reports and communications with the Board. Tom felt they could improve in both areas. He sent reports to David and David reported that they look good. Tom agreed to work with David and Jonathon to clean up the reports and clean up the expense reports as they relate to our budget. He also asked that all communications be through our Frisco Ridge Gmail account.
David reviewed the dues report with Tom and found that there are lots of homeowners who owe small amounts. He recommended that a letter be sent to all homeowners with a past due amount. He also suggested that after 30 days, any amount less than $5.00 be forgiven. Board members agreed.
Tom is willing to meet with David in-person in the future. If this continues, David thinks it may be worthwhile to keep White Management. David recommends that we re-evaluate in 90 days. David made a motion to sign a one-year contract with White Management that includes a 90-day cancellation notice, so the Board has an exit option if we are dissatisfied with White Management in the future. Tim seconded the motion and it was approved.
Other Items as a Result of White Management Meeting (David)
David said that he will set it up so that all emails that reference “Closing” in the subject line will automatically go to Brandy. He will request that Jonathon removed two factor authentication to make it easier to update passwords and give Board members access. David reported that Taber is threatening a lawsuit over a garage door compliance issue.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
There was no update on the playground drainage issue, pond repair/runoff into pond, the developer putting metal screens over the drains. The spring flower bed planting in Vandament locations has not taken place as the HOA has not yet agreed to take over responsibility for that area. Now that the dead shrubs have been removed from the creek overlook and pond overlook, the committee will be attaching metal screens to provide more safety for children at the park.
Kelly had reported via email that an additional irrigation repair is needed due to ONG work. There was also concern about waste not being picked up in common areas. It was suggested that this could be addressed in the newsletter. David stated that in cases where we know who is leaving waste, it may be better to simply write a letter to the homeowner.
Event Planning (No Board Liaison)
Lori requested photo and phone number from Tracey Mosley as she has assumed the chair position. She did not respond before the meeting; however, Lolly provided contact info and a list of current committee members: [email protected] - 405-926-1296. Committee members: Amy Van Rees, Emily Leidy, Robert Noble, Amy Prentice, Lolly Griffin, Maurice Williams (He is a DJ and sounds like he is willing to really get some fun stuff going per Lolly.) Per an email from Lolly, planning is starting on a 4th of July event as well.
Lori has also requested info on upcoming garage sale and 4th of July event and 4th of July event from Tracey for the website and newsletter. Lolly offered to share information with us.
Communications Committee (Lori)
Website changes since last meeting: removed old info including clean-up day we didn’t have, updated board info due to Lolly’s resignation, added board vacancy for Secretary position, added a “check back” msg for community garage sale, Added Feb and March Board Minutes, Event Planning committee chair and committee members. Added Easter Egg Hunt photos from Lolly and a banner requesting help at the park.
Second newsletter is coming up. Will need info on upcoming events to complete.
No compliance letters in past month.
Welcome Committee (David)
Report from Pam: the number of new homeowner packets since April Meeting: No update
David shared an idea of welcoming new homeowners to the neighborhood on our website and/or Facebook.
Safety & Compliance Committee (Tim)
Compliance checks for home closings done since April Mtg: 612 Side Track, 401 Frisco Ridge
Update on Compliance Spreadsheet: Tim reported that several trees have been planted and there have been other changes in the neighborhood so he and Jonathon plan to do another walk-around and compare to the spreadsheet and make updates. Lori would like the tree list so she can work with Janice to get the letters out to those homeowners who still need to plant trees.
Street Sign Crash: update on insurance claim, pole replacement: Tim tried to reach the insurance company and after a 30-minute wait, he hung up. He will continue to try to reach the insurance company of the man who hit the stop sign.
Speed Sign Update: The batteries on the City of Yukon sign are on back order. Tim has personally observed speeding situations and has reported it to the city.
Neighborhood Watch Program: This is tabled until fall.
Request for Additional Stop Sign: We would like to add a stop sign going north on Frisco Ridge to slow people down going past the park. Another possibility is on Frisco Ridge and Hobo. The City has expressed concern about parking on the curvy area near the park. The City Traffic Commission cancelled the May meeting. The next meeting is planned for June.
Committee Members: Tim reported that he is trying to recruit members. Brandy is doing a good job. Mike Walker and Jonathon have volunteered.
OLD BUSINESS
Sign Order Estimate: update
No update on new signs for Switch and Switch Court, one new sign for Side Track (to replace Sidetrack), sign post for Hobo/Frisco Ridge intersection, new sign at playground (would like to update rules), stop sign repairs. Tim wasn’t quite sure where to start. David ordered the redo of all our subdivision signs and offered to help Tim with the order.
New Lettering on Vandament Entrance Signs: Tabled until we take over ownership.
Follow-up with Developer on Several Issues (sprinkler leak, wrong street signs, method of installing stop signs, lettering on Vandament signs and issues with original pond/request for help) (David)
David discussed with Tom White. He will meet with Tom again and they will work on this.
Legal Services
David pointed out that at this point there is no longer a need for legal services. Will revisit this fall. David also said that we will eventually need to update the technical issues with our Covenants.
Management Company Review (David and Jonathon)
They did not meet in person with the Piedmont company. Instead, David decided to meet with White Management first. An update was provided by David under “White Management Communications.”
Shed Approvals (Tim)
Update on Michael Walker’s Request: for Storage Building at 408 Switch Ct: Tim met with Mike. The committee approved Mike’s building plan. The issue of the property line was address with Mike and he will get with Rick Opitz on the actual property line. He acknowledges that the fence is over the line and he will remove if he ever sells. Mike also expressed an interest in joining the Safety & Compliance Committee.
Update on James Buller Shed Plan Approval Request at 500 Side Track Rd: James is going to resubmit his request. Tim met with James and James’s real issue is poor drainage behind his house. James had already called the City of Yukon. He was told that this issue is not a city issue but there is a concern because it will eventually flood the area. The sod t 420 Switch Court is eroding and going into the drainage ditch. Jonathan went with Tim on a second visit with James. They believe that this is a DEQ issue. They are not sure if Taber is responsible or if it is the developer’s responsibility. Dirt is starting to erode. The drain is clogged. David thought it was good that two people visited the homeowner.
Contact Westport 66 Re: incorporating Frisco Ridge Common area into yards. (David)
Since the last meeting, Lolly forwarded subdivision the plat to the Board to be attached to the letter to the Westport 66 HOA Board. When David met with Tom White, he gave the info to him and asked him to send an informational letter to the Westport 66 Board
Other Old Business
None
NEW BUSINESS
May/June Newsletter Topic Ideas
-Signs in yards: If we continue to have a problem, David suggested that this issue needs to go the Safety & Compliance Committee for recommendations.
-Discarding materials in common areas (Branch Line in particular)
-Update on PLC plans for 2021
-Garage sale info
-4th of July event info
-Advice on planting trees (Could do a demonstration on how to plant a tree)
-Board vacancy and need members on Safety & Compliance Committee
Schedule June Board Meeting
-Sat, June 19, at 10:00am
Adjournment
David made a motion to adjourn and Lori seconded. Motion passes. Meeting adjourned at 11:35am
April 2021 Board Meeting Minutes
Frisco Ridge Board Meeting
April 24, 2021
Submitted by Lolly Griffin, Secretary
This meeting was called to order at 10:01 a.m. Members present were David Eggleston, Lori Philo-Cook, Jonathon Leidy, Tim Peters and Lolly Griffin.
Approval of minutes – The March minutes were reviewed and approved via email. Lori moved to accept the March minutes, David seconded, approved.
Treasurer’s Report – Jonathon still is not getting a complete report from White Management and he has visited with Tom. White Management is only charging a $4 late fee for dues and it hasn’t been applied to all that have paid late. Lori pointed out that we must enforce consistently among all residents. In addition, we have asked that financial reports be in Excel but Tom told Jonathon they don’t know how to put them in Excel. David will be meeting with Tom next week with regards to the payment increase. Tom wants a contract but the board feels this should stay month to month. We had agreed previously to begin paying $350 monthly to White Management, beginning March 2021. David says he will not sign if the contract is other than month to month.
Jonathon received the March report this week but some payments are missing. Lori would like Profits & Loss as a PDF so that is cannot be changed and Jonathon wants an “ongoing” sheet, not month to month. Eight homeowners are showing as paid twice. Lolly said homeowners should be able to provide proof if they have paid twice before we consider refunding and Jonathon feels these are just errors due to White Management.
Currently we have approximately $93,000 in the bank, which includes the $25,000 buffer money that is in our savings account for unexpected large expenses.
Committee reports
Park, Landscaping & Commons – The new mulch at the playground is now in place; we did pay to have it installed. Funds from 2020 were used. Currently bids are being obtained for a concrete pad and adding to the living fence. The playground drain has been unclogged and is flowing properly; however ,it is a short-term solution and we will eventually need to replace the underground pipe. David asked if the committee needs help with any projects and Jonathon told him not at this time.
No update on the pond repair. The Board needs to be able to speak with the developer, re-engage Kip. Taber is almost through building and ODB had promised to make repairs to pond once building was complete. Lolly will find the email that Kip had sent in 2019 and forward to the Board.
Flower beds at the Vandament entrance and the pond have been planted; this was part of the new lawn care bid. Kelly is still evaluating the crepe myrtle and damaged shrubs. Taber laid sod near the pond behind the homes on Side Track. Tim visited with Weston, the Taber rep. He will be leaving the neighborhood. We discussed who would take on the job of dealing with Taber and ODB and David said that he would handle it.
LawnPro (Fabian) will continue mowing this year. Their bid includes planting of flower beds, maintenance of shrubs and other items. Jonathon also reported that we will begin paying for mowing on a monthly rather than a weekly basis. The weed spray has been completed and one homeowner requested a section outside of his fence be re-sprayed.
After obtaining three bids, the PL&C Committee selected Eden Landscaping to do the 3rd phase of the living fence. In 2020, the irrigation was extended to cover phase 3.
Event Planning – Lolly provided an update on the Easter egg hunt and said it went very well. She has a few photos that Lori can add to the webpage. The committee has not yet decided upon the dates for the neighborhood garage sale but has plans to meet soon. They hope to coordinate dates with Westport 66. Lolly will provide contact info on Tracy, the new chair and an updated committee member list.
Communications – Since the last Board Meeting, Lori promoted the Easter Egg Hunt on the website, added Feb minutes, did new homepage and ‘What’s New banners, and did an article on the park clean-up day that was cancelled. (She will remove.) Lori will update the webpage with more details on the garage sale as soon as they become available. Lori has asked for the February Board meeting minutes to be in Microsoft Word format for better readability
Welcome – Pam had sent information for new residents in March but no data for April yet but all is running smoothly for this committee.
Safety & Compliance – Brandi has completed two open compliance checks for closings since the March meeting.
Tim has taken over the compliance spreadsheet, on a trial basis. Tim and Jonathon did a “walk around” the neighborhood and did note problems with several residents leaving lawn care and other service type signs in their yards for extended periods. They also noted yards that lack adequate trees and other issues. There was discussion whether or not trees in flower beds counted toward the tree requirement and Lori said they do count as there is nothing in the Covenants that says they don’t. Lolly said that a prior board had also made the determination that any trees count. Drainage at Side Track and Switch Court is still an issue. Construction debris has clogged the drain. The developer or Taber should clean this drain. The drainage grate on Switch Ct still has the plastic covering on it and needs to be removed. Metal pieces on the drains also need to be removed where construction is completed. Other issues of note were storage buildings and a broken basketball goal. Jonathon asked about corner lots and whether one of the two trees had to be on the corner. Lori pointed out that the Covenants only require two trees, and do not delinineate placement of the trees. She mentioned that it would not even be possible on some lots. Lori requested that all of these items be added to the spreadsheet so we can manage compliance communications.
Tim reported that the street sign crash situation has not been resolved. The Yukon Police Dept report needs to be corrected before the insurance company will speak with him about the claim. The Neighborhood Watch Program is on hold at this time but will be revisited in the future.
Old Business
Sign Repair/Replacement:
We need new signs for Switch and Switch Court and one for Side Track to replace “Sidetrack”. A new pole is needed for the Frisco Ridge Road/Hobo intersection and the playground needs a new sign with updated rules. It is believed that the Switch St sign may be in a nearby garage and Tim will follow up with the homeowner. Lolly has been storing the stop sign. The lettering on the Vandament entrance signs is on hold until we take over ownership. Lolly pointed out that in the past signs were ordered from Luther Sign and poles from Grainger Supply, both in OKC. David will try to find documents from the original last street sign order and Lori believes she has this information in the President’s file and will forward to David.
Follow up with Developer:
We have not had any contact yet; Rick Opitz has not responded to our queries. The developer should address the sprinkler leak at the Vandament entrance, lack of brackets on stop signs, street signs, lettering on Vandament signs and pond issues. There is also an issue with drainage on Switch Ct. The concrete for the drain behind Branch Line Rd at the end has sunk so water is not going into the channel.
Legal Services:
This is on hold until we hire a new management company. Lori noted that some of the issues we needed help on are no longer relevant.
HOA Management Company Review:
Jonathon met with HOA Services of Oklahoma. They ask for our needs and give a monthly cost based on needs and the current estimate is $525 per month. It doesn’t include the newsletter, but does include some items we pay extra for now. Jonathon wants to know what we now pay White Management for postage, etc. HOA Services of Oklahoma sends a report to the Board bi-weekly, which would be a plus. Lori asked about references and Jonathon says he can talk to other HOAs to see if they are satisfied. Lori believes David may need to be involved too, but right now, Jonathon is just “fact finding.” Jonathon has 2020 costs for extras paid to White Management so he can compare with the potential new company.
David would like to check out Neighborhood Services again, but Lori is concerned that they are too far (Edmond) and too corporate to give us personal attention. Jonathon had talked to another company but the cost was too high. David suggested at the next meeting a comparison should be done and we can decide from there. HOA Services of Oklahoma keeps the new homeowner list, sends welcome letters--things that Pam currently handles. Lori is not sure that is an improvement and would like to keep Pam included as her work is more personal and valuable to new residents.
David pointed out the poor communication with our current HOA management company. He plans to meet with Tom personally to express concerns and discuss the increase in the monthly management fee and also make clear that we do not want to sign a contract.
Storage Shed Review
A resident submitted plans for a shed. Lori is concerned that we have failed to communicate with him. David says this needs to be sent to Safety & Compliance, then the homeowner can communicate with the committee chairman. Their recommendation would then be sent to the Board to vote. Tim and Jonathon will be sure to inform Brandi too. Tim will meet with Mr. Walker on April 25. Another resident has inquired about outbuildings and he may not have been replied to. Mr. Buller sent a plan for his shed and he is willing to do a brick façade. Lori will re-send information to Tim. David pointed out that in the future, if decisions need to be made between Board meetings to aid homeowners, a decision needs to be made via Zoom or email. Then, it would be noted in the next month’s Board meeting minutes.
Westport 66 Clearing Frisco Ridge Property
Residents have been cutting trees that are on Frisco Ridge HOA common land so bit by bit, the trees East of the creek are being removed. Lori thinks this is an issue and presented the pros and cons, but wondered if the Board is concerned about this. David said that technically, this is a crime, so there would be no liability if a Westport 66 homeowner is injured while clearing the creek area. Lolly feels that residents along Branch Line paid extra for lots that were wooded in the back and removal of trees East of the creek may impact Frisco Ridge homeowners. Lori would like us to review a copy of the plat. David will write a letter to the Westport 66 HOA and send it certified mail and let their HOA handle. Lori made a motion to send a certified letter informing the Westport 66 HOA of our property boundaries and include a PDF of the plat. Lolly seconded, and motion was approved.
Other new business
Frisco Ridge Wards Redrawn:
Lori said that her neighbor, Bill Fair, would like to see the wards re-drawn. Residents along Branch Line have a different representative on the City Council than the rest of the neighborhood. Jonathon says we should approach the City Council to see if our whole neighborhood can become the same ward. Tabled at this time.
Resignation of Secretary
Lolly has submitted her resignation to the Board effective May 1, 2021. She will remain on the Event Planning Committee. The Board expressed great appreciation for the time she has served on the Board and the excellent job she has done for Frisco Ridge. Her knowledge and experience will be missed.
Lolly mentioned that another resident, Drew Self, had previously expressed interest in becoming a Board member so he may be interested. David stated that we will need the new Board Member to be willing to serve as Secretary and asked that the vacancy be promoted on the website. Lori will keep minutes for the May meeting due to the vacancy.
Taber
Jonathon reported that Taber has sold its model home and that all FR lots/homes are now sold. They will be finished within a couple of months.
The next Board meeting is scheduled for May 15 at 10:00 a.m.
This meeting was adjourned at 11:43 a.m.
April 24, 2021
Submitted by Lolly Griffin, Secretary
This meeting was called to order at 10:01 a.m. Members present were David Eggleston, Lori Philo-Cook, Jonathon Leidy, Tim Peters and Lolly Griffin.
Approval of minutes – The March minutes were reviewed and approved via email. Lori moved to accept the March minutes, David seconded, approved.
Treasurer’s Report – Jonathon still is not getting a complete report from White Management and he has visited with Tom. White Management is only charging a $4 late fee for dues and it hasn’t been applied to all that have paid late. Lori pointed out that we must enforce consistently among all residents. In addition, we have asked that financial reports be in Excel but Tom told Jonathon they don’t know how to put them in Excel. David will be meeting with Tom next week with regards to the payment increase. Tom wants a contract but the board feels this should stay month to month. We had agreed previously to begin paying $350 monthly to White Management, beginning March 2021. David says he will not sign if the contract is other than month to month.
Jonathon received the March report this week but some payments are missing. Lori would like Profits & Loss as a PDF so that is cannot be changed and Jonathon wants an “ongoing” sheet, not month to month. Eight homeowners are showing as paid twice. Lolly said homeowners should be able to provide proof if they have paid twice before we consider refunding and Jonathon feels these are just errors due to White Management.
Currently we have approximately $93,000 in the bank, which includes the $25,000 buffer money that is in our savings account for unexpected large expenses.
Committee reports
Park, Landscaping & Commons – The new mulch at the playground is now in place; we did pay to have it installed. Funds from 2020 were used. Currently bids are being obtained for a concrete pad and adding to the living fence. The playground drain has been unclogged and is flowing properly; however ,it is a short-term solution and we will eventually need to replace the underground pipe. David asked if the committee needs help with any projects and Jonathon told him not at this time.
No update on the pond repair. The Board needs to be able to speak with the developer, re-engage Kip. Taber is almost through building and ODB had promised to make repairs to pond once building was complete. Lolly will find the email that Kip had sent in 2019 and forward to the Board.
Flower beds at the Vandament entrance and the pond have been planted; this was part of the new lawn care bid. Kelly is still evaluating the crepe myrtle and damaged shrubs. Taber laid sod near the pond behind the homes on Side Track. Tim visited with Weston, the Taber rep. He will be leaving the neighborhood. We discussed who would take on the job of dealing with Taber and ODB and David said that he would handle it.
LawnPro (Fabian) will continue mowing this year. Their bid includes planting of flower beds, maintenance of shrubs and other items. Jonathon also reported that we will begin paying for mowing on a monthly rather than a weekly basis. The weed spray has been completed and one homeowner requested a section outside of his fence be re-sprayed.
After obtaining three bids, the PL&C Committee selected Eden Landscaping to do the 3rd phase of the living fence. In 2020, the irrigation was extended to cover phase 3.
Event Planning – Lolly provided an update on the Easter egg hunt and said it went very well. She has a few photos that Lori can add to the webpage. The committee has not yet decided upon the dates for the neighborhood garage sale but has plans to meet soon. They hope to coordinate dates with Westport 66. Lolly will provide contact info on Tracy, the new chair and an updated committee member list.
Communications – Since the last Board Meeting, Lori promoted the Easter Egg Hunt on the website, added Feb minutes, did new homepage and ‘What’s New banners, and did an article on the park clean-up day that was cancelled. (She will remove.) Lori will update the webpage with more details on the garage sale as soon as they become available. Lori has asked for the February Board meeting minutes to be in Microsoft Word format for better readability
Welcome – Pam had sent information for new residents in March but no data for April yet but all is running smoothly for this committee.
Safety & Compliance – Brandi has completed two open compliance checks for closings since the March meeting.
Tim has taken over the compliance spreadsheet, on a trial basis. Tim and Jonathon did a “walk around” the neighborhood and did note problems with several residents leaving lawn care and other service type signs in their yards for extended periods. They also noted yards that lack adequate trees and other issues. There was discussion whether or not trees in flower beds counted toward the tree requirement and Lori said they do count as there is nothing in the Covenants that says they don’t. Lolly said that a prior board had also made the determination that any trees count. Drainage at Side Track and Switch Court is still an issue. Construction debris has clogged the drain. The developer or Taber should clean this drain. The drainage grate on Switch Ct still has the plastic covering on it and needs to be removed. Metal pieces on the drains also need to be removed where construction is completed. Other issues of note were storage buildings and a broken basketball goal. Jonathon asked about corner lots and whether one of the two trees had to be on the corner. Lori pointed out that the Covenants only require two trees, and do not delinineate placement of the trees. She mentioned that it would not even be possible on some lots. Lori requested that all of these items be added to the spreadsheet so we can manage compliance communications.
Tim reported that the street sign crash situation has not been resolved. The Yukon Police Dept report needs to be corrected before the insurance company will speak with him about the claim. The Neighborhood Watch Program is on hold at this time but will be revisited in the future.
Old Business
Sign Repair/Replacement:
We need new signs for Switch and Switch Court and one for Side Track to replace “Sidetrack”. A new pole is needed for the Frisco Ridge Road/Hobo intersection and the playground needs a new sign with updated rules. It is believed that the Switch St sign may be in a nearby garage and Tim will follow up with the homeowner. Lolly has been storing the stop sign. The lettering on the Vandament entrance signs is on hold until we take over ownership. Lolly pointed out that in the past signs were ordered from Luther Sign and poles from Grainger Supply, both in OKC. David will try to find documents from the original last street sign order and Lori believes she has this information in the President’s file and will forward to David.
Follow up with Developer:
We have not had any contact yet; Rick Opitz has not responded to our queries. The developer should address the sprinkler leak at the Vandament entrance, lack of brackets on stop signs, street signs, lettering on Vandament signs and pond issues. There is also an issue with drainage on Switch Ct. The concrete for the drain behind Branch Line Rd at the end has sunk so water is not going into the channel.
Legal Services:
This is on hold until we hire a new management company. Lori noted that some of the issues we needed help on are no longer relevant.
HOA Management Company Review:
Jonathon met with HOA Services of Oklahoma. They ask for our needs and give a monthly cost based on needs and the current estimate is $525 per month. It doesn’t include the newsletter, but does include some items we pay extra for now. Jonathon wants to know what we now pay White Management for postage, etc. HOA Services of Oklahoma sends a report to the Board bi-weekly, which would be a plus. Lori asked about references and Jonathon says he can talk to other HOAs to see if they are satisfied. Lori believes David may need to be involved too, but right now, Jonathon is just “fact finding.” Jonathon has 2020 costs for extras paid to White Management so he can compare with the potential new company.
David would like to check out Neighborhood Services again, but Lori is concerned that they are too far (Edmond) and too corporate to give us personal attention. Jonathon had talked to another company but the cost was too high. David suggested at the next meeting a comparison should be done and we can decide from there. HOA Services of Oklahoma keeps the new homeowner list, sends welcome letters--things that Pam currently handles. Lori is not sure that is an improvement and would like to keep Pam included as her work is more personal and valuable to new residents.
David pointed out the poor communication with our current HOA management company. He plans to meet with Tom personally to express concerns and discuss the increase in the monthly management fee and also make clear that we do not want to sign a contract.
Storage Shed Review
A resident submitted plans for a shed. Lori is concerned that we have failed to communicate with him. David says this needs to be sent to Safety & Compliance, then the homeowner can communicate with the committee chairman. Their recommendation would then be sent to the Board to vote. Tim and Jonathon will be sure to inform Brandi too. Tim will meet with Mr. Walker on April 25. Another resident has inquired about outbuildings and he may not have been replied to. Mr. Buller sent a plan for his shed and he is willing to do a brick façade. Lori will re-send information to Tim. David pointed out that in the future, if decisions need to be made between Board meetings to aid homeowners, a decision needs to be made via Zoom or email. Then, it would be noted in the next month’s Board meeting minutes.
Westport 66 Clearing Frisco Ridge Property
Residents have been cutting trees that are on Frisco Ridge HOA common land so bit by bit, the trees East of the creek are being removed. Lori thinks this is an issue and presented the pros and cons, but wondered if the Board is concerned about this. David said that technically, this is a crime, so there would be no liability if a Westport 66 homeowner is injured while clearing the creek area. Lolly feels that residents along Branch Line paid extra for lots that were wooded in the back and removal of trees East of the creek may impact Frisco Ridge homeowners. Lori would like us to review a copy of the plat. David will write a letter to the Westport 66 HOA and send it certified mail and let their HOA handle. Lori made a motion to send a certified letter informing the Westport 66 HOA of our property boundaries and include a PDF of the plat. Lolly seconded, and motion was approved.
Other new business
Frisco Ridge Wards Redrawn:
Lori said that her neighbor, Bill Fair, would like to see the wards re-drawn. Residents along Branch Line have a different representative on the City Council than the rest of the neighborhood. Jonathon says we should approach the City Council to see if our whole neighborhood can become the same ward. Tabled at this time.
Resignation of Secretary
Lolly has submitted her resignation to the Board effective May 1, 2021. She will remain on the Event Planning Committee. The Board expressed great appreciation for the time she has served on the Board and the excellent job she has done for Frisco Ridge. Her knowledge and experience will be missed.
Lolly mentioned that another resident, Drew Self, had previously expressed interest in becoming a Board member so he may be interested. David stated that we will need the new Board Member to be willing to serve as Secretary and asked that the vacancy be promoted on the website. Lori will keep minutes for the May meeting due to the vacancy.
Taber
Jonathon reported that Taber has sold its model home and that all FR lots/homes are now sold. They will be finished within a couple of months.
The next Board meeting is scheduled for May 15 at 10:00 a.m.
This meeting was adjourned at 11:43 a.m.
March 2021 Board Meeting Minutes
February 2021 Board Meeting Minutes
January 16, 2021 Board Meeting Minutes
Frisco Ridge HOA Board Meeting Minutes
Jan 16, 2020
This meeting was called to order at 10:02 a.m. Members present were Lori Philo-Cook, Jonathon Leidy, Tim Peters and Lolly Griffin
APPROVAL OF MINUTES (LOLLY)
The minutes from the December meeting were reviewed prior to this meeting. There were a few items that Lori asked to be amended and as of this meeting the minutes had not been updated. Lolly read the revisions that would be made to the board. Once those revisions are made, Lolly will forward the completed minutes to the board to approve via email or approve at the February meeting.
TREASURER’S REPORT (JONATHON)
There is a slight difference in the final account balance between what Jonathon shows and what White Management shows,and Jonathon thinks that White's report may be off. He has been talking to Janice and Tom to attain more real time reporting.
We will wait until the February meeting to finalize the 2021 budget because not all budgets have been provided for consideration yet. In 2020 we budgeted for attorney review and this was not completed. Jonathon is moving this item out of the Parks, Landscaping and Commons Committee budget and into the administrative category (formerly miscellaneous).
2021 BUDGET (Jonathon)
Jonathon would like to re-organize the budget by a combination of type of expense and by committee. Currently there is some overlap in printing, stamps, etc. Lori learned that White Management pays, and charges us, .50 cents for postage for letters (a savings) and pays a third party $15 per hour to fold and stuff envelopes. Jonathon asked Janice for an itemized invoice for their extra services and Lori also asked Janice for details on the newsletter expense. Tom returned that call. The goal is to have a more accurate and delineated budget in 2021.
Tom Wright has suggested we obtain three bids on larger items and the board discussed. The Board decided that beginning in 2021 all items of $1,000 or more should have three bids when possible.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
The mulch needs replaced at the playground. Lori suggested using some of the $3244 in leftover funds from 2020 for this since it was planned for 2020 and putting the remainder of 2020 funds into our emergency account (savings).
Jonathon has confirmed that the land at the Vandament entrance is still deeded to the developer. Currently the water to that sprinkler system is off because the developer did not pay the bill. They had presented our HOA with that bill last fall but we declined to pay it since the bill was not in the name of our HOA. Per a rep of the City of Yukon, this cannot be transferred to us until the old bill is paid. In addition, the leak under the street is not the responsibility of the City and if the developer does not repair it prior to the water being transferred to our HOA, it will be a civil matter between our HOA and the developer.
Jonathon has filed a complaint with the Department of Environmental Quality (DEQ) with regard to the pond problems. They will be coming out to look in January but we have no report as of yet. ODB (Rick Opitz), the developer, has been sent letters with regard to pond repair, leak under the street and other items, but has not responded to us. Lolly suggested that we sent him a certified letter and all agreed. The house that Taber is building just southwest of the pond has had an ongoing issue with the silt fence being knocked down. It has been put back up.
Event Planning (Lolly)
The Event Planning Committee is responsible for our storage unit at Devon Storage. In December Jonathon and Lolly changed our storage unit to a smaller unit and pre-paid for one year to save money. Jonathon and Emily Leidy moved the items in the unit to the smaller unit and completed paperwork with Devon Storage. No other Event planning activity since last meeting.
Communications Committee (Lori)
Lori has updated the website informing residents of firewood availability and she removed the banner for Board positions.
Lori thought we would have to pay $29 monthly (with first month free) to PayPal for an e-commerce site, but found a solution so this expense has been eliminated. PayPal was also added to our Weebly website since the other was not transferable from the old Wix site. PayPal considers us non-profit so their $9.27 fee shows it as "donate". Right now, the HOA only gets the email of the payee so at times it might be difficult to discern who is making the payment. Josh Prentice and Lori discussed this and says there is more work to be done on this but progress has been made. Janice of White Management was the only person that had access to our PayPal account and Lori was able to get the password.
Lori has prepared a packet for all residents with regard to our annual meeting. The Board feels this will be much better communication to all residents, not just those that attend the meeting. Pam Fox made copies and her assistance was invaluable. Lori thinks we should consider the packets in the future but reduced to agenda, ballot, proxy and overview. We could set up a folder on the website to cut down on expense and labor. White Management handled homeowners address labels and postage. The packets were delivered to them early on January 13 and they went out in the mail that same day but were returned for additional postage due to the size of the envelope. The total cost was $1.40 per packet. The January newsletter did not get completed in time to include it.
Welcome Committee (Lori)
From December 19 to current there have been six new residents and all received welcome packets.
Safety & Compliance Committee (Lori)
Brandy Davis has been inspecting homes for closings but some requests are being sent too far in advance, homes are too far from completion to be able to be approved.
The Committee also followed up on some of the open issues.
Speeding in the neighborhood is still an issue. We discussed the possibility of renting signs to display speeds. Tim will ask the City for extra patrol and about the use of their digital sign. We also discussed the purchase of digital signs and Jonathon did a quick check on flashing solar attachments for existing signs and they are expensive. We could look into rental twice a year if the city doesn't have one we can use.
OLD BUSINESS
The developer has been contacted but there has been no response to our letter. Lolly suggested sending a certified letter so that we know it is received and hopefully to compel him to respond. We need information on the sprinkler leak, street signs, improper installation of stop signs, lettering on entrance signs at Vandament and original pond issues.
Taber and Covenants: An Update
Lori has contacted Mike Segler (attorney) several times with no response. We need to get ideas for another attorney.
A Votes and B Votes: Conversion of Developer Votes to A Votes
On hold until we find another attorney.
Issue with a Homeowner Who Received a Tree Letter and is Challenging Covenants
On hold until we find another attorney.
Annual Meeting Planning
We discussed the logistics of our January meeting. David Eggleston has agreed to be our Zoom moderator so we can focus on meeting. Lori will meet with him to go over the packet and agenda. The Board reviewed the agenda and what everyone's role is in the meeting. We need to vote on approval for the 2020 meeting minutes and the 2021 Board, so we decided a proxy would work and that is allowed in our by-laws. Lori will put signs up at both entrances on Jan 16 so people will be reminded of this meeting. We discussed who can pick up the proxies and ballots and who would count them. Lolly has a PO Box key and will check the box on January 25 and deliver any mail to Lori. Lori will take all proxies and ballots to Pam for counting so that a board member will not be doing this for full transparency. The Board had previously approved a one-year subscription to Zoom via email so login info could be in packets.
Management Company Review
White Management - last month the Board agreed no changes in management company until dues collection is done. If we stay with them we will consider increasing their fee to $350. We discussed whether or not to do this now or wait until the February Board meeting and make this retroactive. Tom White had asked about the fees and Lori told him it is likely but this wouldn't be voted on until the February meeting. Tom offered to come to annual meeting and to come to Board meetings if we want and to do budget in any categories we want. Jonathon will call two other management companies to find out our options. If we end our relationship with White Management there will be a 30 day overlap to transfer information and give notice.
Stop Sign and Street Sign Issues
Tabled until the February meeting
Dues Notification
A letter will go out about Feb 1 and a dues reminder sign will be put up at each entrance after the January 26 meeting.
Vehicle Break-ins
An alert has been posted alert on our website and there will be an article in the upcoming newsletter. Please lock your vehicles and remove your valuables. Tim has asked YPD for the incidents in 2020 in our addition but hasn't received the information. He says there will be increased patrols.
NEW BUSINESS
Neighborhood Watch Program Idea (Tim)
Tim reports that there is a start up budget of zero for this. We need to let residents know, set a meeting date and organize help. YPD will lend Officer Trudy Patterson. She works nights. She or another officer, could attend meetings to offer help. We may want to purchase signs that inform motorist and others that there is a neighborhood watch program. Tim says this can be as big or as small as we want it to be. Lori thinks the only "con" would be there is no money in the budget for this but perhaps an event could be set up in the park with a table to hand information out to residents. This will be tabled until February meeting.
Surplus of $3244 from 2020
There is $3244 left from 2020 and we discussed how to use these funds. Jonathon would like to transfer it to savings and Lori proposed using part of it to cover the cost of the mulch, since this was a 2020 project then put the remainder into savings. Jonathon feels that since we did not do the mulch in 2020 we should not use 2020 funds in 2021 but Lori doesn't feel like it is "new" money. Tim and Lolly feel either way would be acceptable. Lori made a motion to reserve $1500 of the remaining 2020 money for mulch and put the remainder into savings. Tim seconded, approved by all.
Attorney for HOA
Lori has reached out to attorney Mike Segler several times with no response. Since he had helped our HOA in the past we felt he may be willing again. However, due to lack of response we will seek a new attorney. Lori suggested asking residents at the annual meeting and Lolly says that isn't a good idea, that it would be better if the board needs to handles this within. We discussed finding an attorney outside of Yukon due to possible local relationships and conflicts of interest.
Other New Business
Lori recommended that the board and committees to obtain bids for any expenditures over $1000, at least 2 and 3 when practical. Lori made a motion, Lolly seconded, approved.
Schedule February Board Meeting
Lori suggested setting up monthly Board meetings on the third Saturday each month but subject to change as needed. There was little discussion but the board agreed. Our next meeting is scheduled for February 13 at 10:00 a.m. then we will schedule them the 3rd Saturday of each month.
Adjournment
Lolly made a motion to adjourn, Lori seconded. This meeting was adjourned at 11:46 a.m.
Jan 16, 2020
This meeting was called to order at 10:02 a.m. Members present were Lori Philo-Cook, Jonathon Leidy, Tim Peters and Lolly Griffin
APPROVAL OF MINUTES (LOLLY)
The minutes from the December meeting were reviewed prior to this meeting. There were a few items that Lori asked to be amended and as of this meeting the minutes had not been updated. Lolly read the revisions that would be made to the board. Once those revisions are made, Lolly will forward the completed minutes to the board to approve via email or approve at the February meeting.
TREASURER’S REPORT (JONATHON)
There is a slight difference in the final account balance between what Jonathon shows and what White Management shows,and Jonathon thinks that White's report may be off. He has been talking to Janice and Tom to attain more real time reporting.
We will wait until the February meeting to finalize the 2021 budget because not all budgets have been provided for consideration yet. In 2020 we budgeted for attorney review and this was not completed. Jonathon is moving this item out of the Parks, Landscaping and Commons Committee budget and into the administrative category (formerly miscellaneous).
2021 BUDGET (Jonathon)
Jonathon would like to re-organize the budget by a combination of type of expense and by committee. Currently there is some overlap in printing, stamps, etc. Lori learned that White Management pays, and charges us, .50 cents for postage for letters (a savings) and pays a third party $15 per hour to fold and stuff envelopes. Jonathon asked Janice for an itemized invoice for their extra services and Lori also asked Janice for details on the newsletter expense. Tom returned that call. The goal is to have a more accurate and delineated budget in 2021.
Tom Wright has suggested we obtain three bids on larger items and the board discussed. The Board decided that beginning in 2021 all items of $1,000 or more should have three bids when possible.
COMMITTEE REPORTS
Park, Landscaping & Commons (Jonathon)
The mulch needs replaced at the playground. Lori suggested using some of the $3244 in leftover funds from 2020 for this since it was planned for 2020 and putting the remainder of 2020 funds into our emergency account (savings).
Jonathon has confirmed that the land at the Vandament entrance is still deeded to the developer. Currently the water to that sprinkler system is off because the developer did not pay the bill. They had presented our HOA with that bill last fall but we declined to pay it since the bill was not in the name of our HOA. Per a rep of the City of Yukon, this cannot be transferred to us until the old bill is paid. In addition, the leak under the street is not the responsibility of the City and if the developer does not repair it prior to the water being transferred to our HOA, it will be a civil matter between our HOA and the developer.
Jonathon has filed a complaint with the Department of Environmental Quality (DEQ) with regard to the pond problems. They will be coming out to look in January but we have no report as of yet. ODB (Rick Opitz), the developer, has been sent letters with regard to pond repair, leak under the street and other items, but has not responded to us. Lolly suggested that we sent him a certified letter and all agreed. The house that Taber is building just southwest of the pond has had an ongoing issue with the silt fence being knocked down. It has been put back up.
Event Planning (Lolly)
The Event Planning Committee is responsible for our storage unit at Devon Storage. In December Jonathon and Lolly changed our storage unit to a smaller unit and pre-paid for one year to save money. Jonathon and Emily Leidy moved the items in the unit to the smaller unit and completed paperwork with Devon Storage. No other Event planning activity since last meeting.
Communications Committee (Lori)
Lori has updated the website informing residents of firewood availability and she removed the banner for Board positions.
Lori thought we would have to pay $29 monthly (with first month free) to PayPal for an e-commerce site, but found a solution so this expense has been eliminated. PayPal was also added to our Weebly website since the other was not transferable from the old Wix site. PayPal considers us non-profit so their $9.27 fee shows it as "donate". Right now, the HOA only gets the email of the payee so at times it might be difficult to discern who is making the payment. Josh Prentice and Lori discussed this and says there is more work to be done on this but progress has been made. Janice of White Management was the only person that had access to our PayPal account and Lori was able to get the password.
Lori has prepared a packet for all residents with regard to our annual meeting. The Board feels this will be much better communication to all residents, not just those that attend the meeting. Pam Fox made copies and her assistance was invaluable. Lori thinks we should consider the packets in the future but reduced to agenda, ballot, proxy and overview. We could set up a folder on the website to cut down on expense and labor. White Management handled homeowners address labels and postage. The packets were delivered to them early on January 13 and they went out in the mail that same day but were returned for additional postage due to the size of the envelope. The total cost was $1.40 per packet. The January newsletter did not get completed in time to include it.
Welcome Committee (Lori)
From December 19 to current there have been six new residents and all received welcome packets.
Safety & Compliance Committee (Lori)
Brandy Davis has been inspecting homes for closings but some requests are being sent too far in advance, homes are too far from completion to be able to be approved.
The Committee also followed up on some of the open issues.
Speeding in the neighborhood is still an issue. We discussed the possibility of renting signs to display speeds. Tim will ask the City for extra patrol and about the use of their digital sign. We also discussed the purchase of digital signs and Jonathon did a quick check on flashing solar attachments for existing signs and they are expensive. We could look into rental twice a year if the city doesn't have one we can use.
OLD BUSINESS
The developer has been contacted but there has been no response to our letter. Lolly suggested sending a certified letter so that we know it is received and hopefully to compel him to respond. We need information on the sprinkler leak, street signs, improper installation of stop signs, lettering on entrance signs at Vandament and original pond issues.
Taber and Covenants: An Update
Lori has contacted Mike Segler (attorney) several times with no response. We need to get ideas for another attorney.
A Votes and B Votes: Conversion of Developer Votes to A Votes
On hold until we find another attorney.
Issue with a Homeowner Who Received a Tree Letter and is Challenging Covenants
On hold until we find another attorney.
Annual Meeting Planning
We discussed the logistics of our January meeting. David Eggleston has agreed to be our Zoom moderator so we can focus on meeting. Lori will meet with him to go over the packet and agenda. The Board reviewed the agenda and what everyone's role is in the meeting. We need to vote on approval for the 2020 meeting minutes and the 2021 Board, so we decided a proxy would work and that is allowed in our by-laws. Lori will put signs up at both entrances on Jan 16 so people will be reminded of this meeting. We discussed who can pick up the proxies and ballots and who would count them. Lolly has a PO Box key and will check the box on January 25 and deliver any mail to Lori. Lori will take all proxies and ballots to Pam for counting so that a board member will not be doing this for full transparency. The Board had previously approved a one-year subscription to Zoom via email so login info could be in packets.
Management Company Review
White Management - last month the Board agreed no changes in management company until dues collection is done. If we stay with them we will consider increasing their fee to $350. We discussed whether or not to do this now or wait until the February Board meeting and make this retroactive. Tom White had asked about the fees and Lori told him it is likely but this wouldn't be voted on until the February meeting. Tom offered to come to annual meeting and to come to Board meetings if we want and to do budget in any categories we want. Jonathon will call two other management companies to find out our options. If we end our relationship with White Management there will be a 30 day overlap to transfer information and give notice.
Stop Sign and Street Sign Issues
Tabled until the February meeting
Dues Notification
A letter will go out about Feb 1 and a dues reminder sign will be put up at each entrance after the January 26 meeting.
Vehicle Break-ins
An alert has been posted alert on our website and there will be an article in the upcoming newsletter. Please lock your vehicles and remove your valuables. Tim has asked YPD for the incidents in 2020 in our addition but hasn't received the information. He says there will be increased patrols.
NEW BUSINESS
Neighborhood Watch Program Idea (Tim)
Tim reports that there is a start up budget of zero for this. We need to let residents know, set a meeting date and organize help. YPD will lend Officer Trudy Patterson. She works nights. She or another officer, could attend meetings to offer help. We may want to purchase signs that inform motorist and others that there is a neighborhood watch program. Tim says this can be as big or as small as we want it to be. Lori thinks the only "con" would be there is no money in the budget for this but perhaps an event could be set up in the park with a table to hand information out to residents. This will be tabled until February meeting.
Surplus of $3244 from 2020
There is $3244 left from 2020 and we discussed how to use these funds. Jonathon would like to transfer it to savings and Lori proposed using part of it to cover the cost of the mulch, since this was a 2020 project then put the remainder into savings. Jonathon feels that since we did not do the mulch in 2020 we should not use 2020 funds in 2021 but Lori doesn't feel like it is "new" money. Tim and Lolly feel either way would be acceptable. Lori made a motion to reserve $1500 of the remaining 2020 money for mulch and put the remainder into savings. Tim seconded, approved by all.
Attorney for HOA
Lori has reached out to attorney Mike Segler several times with no response. Since he had helped our HOA in the past we felt he may be willing again. However, due to lack of response we will seek a new attorney. Lori suggested asking residents at the annual meeting and Lolly says that isn't a good idea, that it would be better if the board needs to handles this within. We discussed finding an attorney outside of Yukon due to possible local relationships and conflicts of interest.
Other New Business
Lori recommended that the board and committees to obtain bids for any expenditures over $1000, at least 2 and 3 when practical. Lori made a motion, Lolly seconded, approved.
Schedule February Board Meeting
Lori suggested setting up monthly Board meetings on the third Saturday each month but subject to change as needed. There was little discussion but the board agreed. Our next meeting is scheduled for February 13 at 10:00 a.m. then we will schedule them the 3rd Saturday of each month.
Adjournment
Lolly made a motion to adjourn, Lori seconded. This meeting was adjourned at 11:46 a.m.
Downloadable PDFs Files for All Minutes from 2017-2021
2021 HOA Board Minutes for Download
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2020 HOA Board Minutes for Download
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2019 HOA Board Minutes for Download
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2018 HOA Board Minutes for Download
These minutes were transferred from our former Frisco Ridge website. If anyone has minutes for Sept-Dec, please send a message to HOA email.
| board_meeting_january_18_2018.docx |
| board_meeting_feb_20_2018.docx |
| board_meeting_march_27_2018.docx |
| board_meeting_jul_11_2018_.docx |
| board_meeting_minutes_august_8_2018.docx |
2017 HOA Board Minutes for Download
| board_minutes_mar_2017.docx |
| board_minutes_april_25_2017.docx |
| board_minutes_jun_22_2017.docx |
| board_minutes_august_24_2017.docx |
| october_board_mtg_minutes.docx |