Minutes

 

Canyon Falls Park HOA

Meeting Minutes

April 30th 2025

 

 

Call to order

Via Zoom at 12 pm

 

Roll call

The following persons were present: Jennifer Day, Brianna Phillips, Jasmine Jarrell

 

Quick recap

The team discussed the roadwork results, the potential of reselling the clubhouse, and the need for further improvements. They also discussed the condition of a recreational property, the need for more transparency and trust in the community, and the potential for an audit on Canyon Falls. Lastly, they discussed the Canyon Falls website’s new features, financial management strategies, and the need for a more efficient voting system.

 

Next steps

Jennifer to call Arlington Earthworks and inquire about recycled concrete for road maintenance.

Jennifer to email the board members about the results of the Arlington Earthworks inquiry.

Jasmine to research and obtain quotes from property management companies.

Jennifer to send Brianna and Jasmine the list of property owners.

Brianna to continue working on the website, including adding a “Pay Here” tab with a hyperlink to the payment page.

Jennifer to request moving $50,000 from the reserve account to a 7-month CD through Alliance Bank.

Jennifer to send Brianna the balance sheet and income expense statement in PDF format for posting on the website.

Jennifer to add Brianna and Jasmine to the Canyon Falls Park email forwarding list.

Brianna and Jasmine to check for fallen street signs in their respective areas of the community.

Board members to consider discussing an increase in dues before the end of the year.

 

Summary

 

Roadwork Results 

In the meeting, Brianna, Jennifer, and Jasmine discussed the roadwork results and the need for further improvements. They considered using recycled concrete for better road maintenance and discussed contacting Arlington Earthworks for a bid. The team agreed to monitor the roadwork and discuss further action in the next meeting.

 

Clubhouse Resale Recreational Property Condition and Shed Contents

They also discussed the potential of reselling the clubhouse, with a proposed price range of $160 for the two lots. Jennifer and Brianna discussed the condition of a recreational property, which Jennifer believes is not buildable. They also talked about the contents of a shed, including a lawn mower, a riding lawnmower, a compactor, and a hand compactor. Brianna inquired about the location of an air compressor, which Jennifer clarified was not purchased. They also discussed the need for keys to the shed and the clubhouse, with Jennifer suggesting that a lock box could be installed for easy access. Jennifer’s son and Joe were identified as potential sources for the keys.

 

Board Positions and Community Transparency

Jennifer, Brianna, and Jasmine discussed the board positions and the need for more transparency and trust in the community. They decided to move forward with three board members, including Brianna as president, Jasmine as vice president, and Jennifer as treasurer. They also discussed the need for more board members and the importance of transparency in the community. Brianna mentioned working on the website and adding a page for meeting minutes.

 

Exploring Alternative Gravel Delivery Options

The team discussed concerns about the current process and the need for changes. They considered the possibility of using a different service provider or community member for gravel delivery, with a focus on cost-effectiveness and transparency. The team agreed to explore alternative options and potentially contract with a different provider. They also discussed the need for clearer documentation and receipts for the current service provider.

 

Audit and Street Sign Discussion

Brianna, Jennifer, and Jasmine discussed the potential for an audit on Canyon Falls, which would be handled by a Certified Public Accountant (CPA) who currently handles their tax returns. They also discussed the cost of an audit, which could range from a thousand to two thousand dollars, and the potential for additional expenses to the Association. They also touched on the topic of street signs, with Brianna and Jasmine agreeing to check on the current state of the signs in their respective areas. They also discussed the possibility of purchasing new signs and the need for them to be cemented in place. However, they also acknowledged the challenges of proving who is responsible for damage to the roads during construction, and the potential for conflicts with homeowners.

 

Canyon Falls Website Payment Options

Jennifer, Brianna, and Jasmine discussed the Canyon Falls website’s new features, particularly the Stripe payment option. Brianna suggested adding a “Pay Here” button for convenience, but Jennifer and Jasmine agreed to use the existing link for credit card payments. 

 

Financial Management and Transparency Strategies

The team discussed financial management strategies, including moving funds to a reserve account and investing in a CD. They also discussed the need for financial transparency and the possibility of adding financial statements to their website. The team agreed to add Brianna and Jasmine to the email list for better communication and collaboration. They also discussed the need for a more efficient voting system and the possibility of increasing dues for the next year. The team agreed to meet quarterly for updates and discussions.

 

Meeting adjourned at 1:15 p.m. 

  

 

Canyon Falls Park HOA

Meeting Minutes

March 26^th 2025

Call to order

Via Zoom at 12 pm

 

Roll call

The following persons were present: Jennifer Day, Joe Allen, Brianna Phillips, Jasmine Jarrell

 

4 Members present at the meeting.

 

Approval of minutes from last meeting

No minutes approved at this time.

 

Quick recap

The team discussed the need for a new grader for their project and the concerns about purchasing and maintaining old equipment. They also discussed the bids from Arlington Earthworks and Turnithy Construction for road repairs, the plan to repair the roads, and the need for a consistent communication tool. The team also discussed their positions, the need for a new president, secretary, and VP, and the need for better road maintenance in their community.

 

Next steps

Jennifer to initiate email conversation for board vote on middle-pricing rip, regrade, compact option for all roads.

Jennifer to draft and send newsletter to community about road work plans and tabling of grader purchase.

Brianna to forward road repair bids and maps to all board members.

Brianna to research and set up HOA website/portal by end of April, including bill pay feature.

Brianna to stay in contact with road repair company and request photos of work progress.

Board to discuss and assign official positions (President, Secretary, VP) at a future meeting.

Board to consider asking road repair company for recommendations on how to maintain roads between professional maintenance sessions.

Board to explore possibility of hiring Barry (local resident) for cheaper road maintenance after initial repairs are completed.

Board to consider including hill paving in next year’s budget proposal.

 

Summary

 

New Grader Needed for Project

Jennifer, Joe, Brianna, and Jasmine discussed the need for a new grader for their project. Joe mentioned he was on his way to pick up a client and would only be able to attend the meeting until 12:20. Jennifer expressed her lack of knowledge about graders and suggested that Barry, who has experience with road construction, might be able to find a suitable one. Joe mentioned a family member involved in road construction, but was unsure about their availability. Brianna agreed with Jennifer’s concerns about the previous grader’s condition and the need for someone knowledgeable to operate it.

 

Community Road Maintenance Concerns Discussed

Brianna discussed the community’s concerns about purchasing and maintaining old equipment, including a grader. She mentioned talking to two road companies who advised against self-maintenance, suggesting it could cost thousands due to waste and inefficiency. Brianna shared proposals for a long-term maintenance plan, focusing on specific problem areas like drainage on Green Mountain Way and Monte Cristo. She also raised concerns about the quality of the asphalt grindings, noting that two companies had warned that the current potholes would need to be repaired before the grindings could be applied. Jennifer confirmed that the waste management issue had been addressed, but the community still needed to decide on the best course of action for road maintenance.

 

Arlington Earthworks and Turnithy Construction Bids

Brianna discussed the bids from Arlington Earthworks and Turnithy Construction for road repairs. The bids included options for filling potholes, regrading and compacting, and regrading, graveling, and compacting. The most expensive option, which included 3 inches of gravel, was estimated at $68,000 for Crystal Springs Drive. Brianna sent the detailed bids to the group email for review.

 

Road Repair Plan Discussion

The team discussed the plan to repair the roads, focusing on a phased approach. They considered starting with one road per year and using a maintenance plan for potholes. The team agreed to use the equipment already purchased on individual roads and to truck in gravel for the tractor to work on. They also discussed the need for prep work before applying a cheaper mixture. The team acknowledged the initial investment but believed it would level out over time. There were concerns about past experiences with road repairs, but the team agreed to explain the reasoning behind the current plan to mitigate potential issues.

 

Website for Board Communication and Bill Pay

The team discussed the need for a consistent communication tool, possibly a website, to keep people informed about the board’s actions. Brianna offered to work on a portal, but needed information about the budget and any specific layout requirements. Jennifer suggested including links for homeowners to pay bills, view meeting minutes, and access governing documents. Joe and Brianna discussed the cost of a website, with Joe suggesting it could be inexpensive if it’s not a commerce site. Brianna proposed adding a bill pay feature. Jennifer suggested a budget of $25 per month at most. The team also briefly considered using a Facebook page, but Jennifer pointed out its lack of security.

 

Community Account Management and Updates

Jennifer, Brianna, and Jasmine discussed the use of a web portal for community account management, including payments and financial information. They agreed to continue using existing email channels for newsletters and community updates. Brianna offered to research and set up a portal by the end of April.

 

Road Repairs and Maintenance Discussion

Brianna discussed the possibility of phasing out road repairs with the budget for all roads, with Crystal Springs being the worst and costing 10-15, while others cost 5,000 or less. She also mentioned the need for drainage restoration, which would add to the costs. Jennifer suggested moving forward with rip, regrade, and compact options for each road, with Brianna agreeing to stay on top of the work and request photos. They also discussed ongoing maintenance and emergency work, with Brianna estimating one maintenance session to be one week at 40 hours, charging 275 an hour. Brianna and Jennifer discussed the need for road maintenance, focusing on Monte Cristo and South Monte Cristo. They noted the presence of drainage issues and the need for regrading and compacting the entire road. Jennifer suggested moving forward with mid-grade maintenance for all roads, considering the significant work and cost involved. They also discussed the possibility of self-maintenance to avoid future expenses. The team agreed to move forward with this plan, with the aim of making the roads more manageable for the community. They also discussed the possibility of increasing dues to fund the project. The team agreed to start with the worst hill and pave it over the next four years, with the cost divided among the community members. Brianna will work on setting up a website for easier payment of dues. The team will start the conversation via email to vote on the plan.

 

 

Meeting adjourned at 12:45 p.m.

 

Board Meeting Minutes 4/30/23