Canyon Falls Park HOA
Meeting Minutes
10/17/25 at 12 pm via Zoom
Call to order
Via Zoom at 12 pm
Roll call
The following persons were present: Jennifer Day, Brianna Phillips
Meeting summary Quick recap
Jennifer and Brianna reviewed the status of accounts in collections and discussed plans for raising dues to improve community infrastructure and reserves. They agreed on specific allocations for common areas, parks, road maintenance, and reserves, while considering the need to phase in paving work and address various maintenance issues. The conversation ended with plans to move reserves into a high-interest account, implement a dues increase, and focus on maintaining existing road conditions while awaiting further paving work.
Next steps
Jennifer to send Brianna the current CD rates when the existing CD matures next month.
Jennifer to set up a 6-month CD for the $50,000 in reserves.
Jennifer to send the transcribed meeting minutes to Brianna when completed.
Brianna to post the meeting minutes on the community page.
Brianna to explore volunteer options for road maintenance until more funds are available.
Summary
1. Collections and Dues Planning
Jennifer and Brianna discussed the status of accounts in collections, noting that about 48 accounts owe $500 or more, with some accounts settling in full or on payment plans since July. They clarified that accounts are placed in collections if they are 500 or more past due, and while the association cannot pass on collection fees to account holders, they have generated some revenue. Jennifer mentioned that the board needs to determine how much money will be allocated to common areas, parks, road maintenance, and reserves for the next year to decide on the necessary dues increase. Brianna inquired about any legal thresholds for raising dues, but Jennifer was unaware of any specific limits.
2.Common Areas Maintenance Budget Discussion
Jennifer and Brianna discussed the condition of the common areas and parks, noting that no money was allocated for maintenance or improvements this year. They identified several issues, including a broken picnic table and a rotted railing on a bridge that Arlington Earthworks temporarily fixed. They agreed to allocate $1,000 for a permanent railing repair next year, pending Arlington Earthworks’s assessment of the situation.
3.Road Maintenance Budget Planning
Jennifer and Brianna discussed road maintenance plans and budgeting for the upcoming year. They agreed to allocate $15,000 for road maintenance, which is more than double the previous amount. Brianna suggested phasing in paving work, starting with hills, and noted that the recent asphalt grinding had improved some road conditions. They also discussed adding a line item for brush cutting, estimated at $1,500, and considered the need to build up reserves for future paving projects. The total budget for road maintenance and related expenses is now $40,000, not including funds for reserves.
4.Community Dues Increase Discussion
Jennifer and Brianna discussed raising dues to improve community infrastructure and reserves. They considered increasing dues to $300 per year, or $150 semi-annually, to generate more revenue. Brianna emphasized the need for collections to ensure non-paying residents contribute. They agreed that raising dues was overdue and necessary for community improvement, despite potential resistance from some residents.
5.Reserve Management and Dues Increase
Jennifer and Brianna discussed moving reserves into a high-interest account while maintaining accessibility. They agreed to roll over $50,000 into a CD when it matures next month, with Jennifer promising to send current rates for their decision. They planned to implement a $150 annual dues increase, which would take effect January 1st, 2026, with a budget ratification meeting to be held via Zoom. Brianna suggested starting with a shorter CD to gauge collection results before committing to a longer term, and Jennifer agreed to a 6-month CD to assess payment compliance by March.
6.Paving Plans and Clubhouse Sale
Brianna and Jennifer discussed paving plans, agreeing to wait until August after the second semi-annual dues collection to ensure the asphalt grinding is suitable and to avoid issues during the rainy season. They decided to focus on maintaining existing potholes with available materials, though funding constraints mean they may need to seek volunteers or borrow from reserves. Brianna also inquired about listing the clubhouse for sale, and Jennifer advised her to contact Joe for guidance on paperwork and to ensure the listing notes the clubhouse is unsafe for entry due to being boarded up.
Meeting adjourned at 1:15 p.m.
Canyon Falls Park HOA
Meeting Minutes
August 12th, 2025
Canyon Falls HOA Meeting Minutes Date: August 12, 2025
Time: 2:00 PM – approximately 2:41 PM
Location: Zoom Meeting
Attendees:
– Brianna (Speaker 1)
– Jennifer (Speaker 2)
– Jasmine (Speaker 3)
Meeting Overview:
The meeting focused primarily on road maintenance issues, HOA financial status, communication concerns, and the potential sale of a clubhouse lot to improve the HOA’s reserve funds.
Key Discussion Points:
1. Road Conditions and Repairs
– Roads, particularly Green Mountain Way and Crystal Springs hill, are in poor condition with significant bumps and drainage issues.
– Concern about safety due to drivers avoiding damaged areas and potentially causing accidents.
– Discussion about mobilization costs for repair trucks and whether to address multiple hills at once or phase repairs.
– Asphalt grinding is needed as a base before paving can begin; Arlington Earthworks is the preferred contractor for this work.
– Past complaints about Chase Construction’s work quality and materials used were raised, influencing contractor choice.
– It was agreed that being proactive rather than reactive is necessary to improve roads and encourage dues payment.
2. Financial Updates and Concerns
– Issues with some homeowners not paying dues, including overdue payments from earlier in the year.
– Collection agency efforts are helping recover overdue funds, especially for accounts owing over $600.
– Discussion on HOA reserve funds: approximately $60,000 expected from a CD maturing in November, with reserves around $80,000 by year-end after expenditures.
– Debate over whether to use reserve funds for road repairs; Jennifer recommended caution but acknowledged being outvoted.
– Jasmine raised concerns over lack of access to bank accounts and the need for financial transparency.
– Brianna is to gain access as a signer on the bank accounts to improve oversight.
3. Equipment Use and Board Communication
– Concerns were raised about equipment (e.g., tractor) being used without board approval and payment discussions happening without full board knowledge.
– Brianna emphasized the need for better communication and trust among board members to avoid unilateral decisions.
4. Clubhouse Lot Sale
– Discussion about listing the clubhouse lot for sale to generate funds for repairs.
– Pricing suggestions ranged around $99,000 to attract buyers despite the lot’s limitations (no septic, clubhouse structure issues).
– Brianna volunteered to work with a real estate agent on listing.
– Consideration of how sale proceeds affect reserve requirements was noted.
5. Next Meeting and Administrative
– The next meeting is scheduled for September, focusing on the budget.
– Brianna will receive bank access forms from Jennifer and proceed to obtain access.
– Meeting minutes to be distributed promptly once prepared.
Motions & Votes:
– Motion: Move forward with Arlington Earthworks for asphalt grinding on the three hills and drainage repair.
– Result: Approved by Brianna and Jasmine; Jennifer expressed concern about using reserves but agreed to proceed.
– Motion: List the clubhouse lot for sale at just under $99,000.
– Result: Approved unanimously.
Action Items:
– Obtain access/signatory rights to bank accounts
Responsible: Jennifer & Brianna
Deadline/Notes: Immediate – forms sent during meeting
– List clubhouse lot for sale
Responsible: Brianna
Deadline/Notes: ASAP, coordinate with real estate agent
– Continue dues collection efforts and follow up with collection agency
Responsible: Jennifer
Deadline/Notes: Ongoing
– Proceed with asphalt grinding and drainage repair with Arlington Earthworks
Responsible: Board
Deadline/Notes: Prioritize Green Mountain, then other hills
– Prepare and distribute formal meeting minutes
Responsible: Brianna
Deadline/Notes: As soon as possible
– Schedule next meeting focused on budget review
Responsible: Board
Deadline/Notes: September 2025
Call to order
April 30th 2025, 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 26th 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
-attendees: Jennifer Day, Joseph Bismore, Randi Brown, Vanessa Neill.
Dropping clubhouse to $199k, the board agreed on that price drop.
Roads: Joe has been speaking to a guy with a bobcat who will shovel around and compact the gravel. $1,600-$2k to do the whole park. Need to get some more gravel in 1st. Also Joe will contact another possible option, and see if he could give us a quote to compare and see if either of them are able to dig out the pothole spots a little bit… Joe will give us an update on that next week.
Randi is struggling with getting the website fixed. Will try again later this upcoming week and will update everyone. The help desk says there is no way to retrieve the lost data and it appears we might just have the wrong theme on the website causing it to not display properly.
Delinquent accounts. There are about 58 owners that have not paid Jan dues that normally do. Next due date July 1st. We will reconvene on that matter in July to see where we are at to decide on more liens needed. We currently have 44 liens and a few payment plans going.
Attempt at getting the roads paved and taken over. Joe Bismore spoke to someone who works for the county. There are 6 departments that this person has to talk to about this. He has spoken to 1 of them so far. Hasn’t heard from the other 5 departments yet. Joe speaks to this contact about once a month and checks with him on that. It is a slow process.
Jennifer will check on who paves roads for the forest service. She will call and ask them who they use and see if we can contact them for a quote