Hearthstone Village

HVCA Minutes – Nov 2023

Hearthstone Village Association
Meeting Minutes
Date: November 27, 2023
Location: Bethel United Methodist Church

Attendees

Board Members Present:
Tom Pippenger, Janell Hendrickson, Tama Bradley, Ronda Roose, Glenn Auchtung, Mark Bradley, Brian Davies, Rick Sikora, Tim Hake

Board Members Absent:
Joe Kumfer, Jesse Zimmerman, Mary Licker, Kerry Schoeph

Guest Attendees:
Don Luzadder, Suzanne & Jason Rhee

1. Call to Order

Brian Davies called the meeting to order at 7:01 PM.

2. Secretary’s Report

  • Janell presented the minutes from the previous meeting.
  • Motion to approve: Motion, Second, Approved

3. Treasurer’s Report

  • Joe submitted the financial report covering October–November.
  • Nine liens were filed for unpaid dues.
  • Brian asked for ideas to reduce future delinquencies:
    • Janell suggested posting entrance signs, similar to those used by Millstone.
    • Mary recommended personal outreach (calls or visits) and the option to pay dues in two installments.
  • Report approved: Motion, Second, Approved

4. Maintenance Report

  • The sprinkler system has been winterized.
  • Fall cleanup was completed the previous weekend.
  • No further maintenance is anticipated until spring, unless snow removal is needed.

5. Crime & Safety

  • Tama noted that neighborhood improvement grants will reopen in January.
  • Citywide crime rates are down, but residents are encouraged to lock their vehicles.
  • Tom raised the issue of speeding on Hunters Knoll Run. Tama confirmed this has been discussed at other neighborhood meetings.

6. Architectural Requests

  • A resident, referred by Kerry, inquired about installing solar panels.
  • Although not previously allowed by the covenants, solar panels are now permitted.
  • The homeowner was advised to submit the architectural request form along with a contractor’s estimate.

7. Old Business

  • New trash cans have been installed in common areas. Due to shipping errors, six extra cans are available. Neighbors in need of one should contact Tama.
  • 8316 Hunters Knoll: Landscape cleanup has stalled. While progress has been made, the lawn still needs restoration per the previous notice.
    • Brian motioned to budget $400 for possible legal action.
    • Motion passed, with one dissent (Tim Hake).
  • Concerns were raised regarding three properties:
    • 731 Fox Orchard – Building materials left in the side yard beyond the promised completion date.
    • 808 Fox Orchard – Deteriorating siding.
    • 717 Fox Orchard – Unused raised garden beds.
    • Brian motioned to send formal letters to all three homeowners.
    • Motion passed unanimously.

8. New Business

  • 8403 Victoria Woods appears unoccupied. This may be a rental, but since the last sale occurred in March 2018—before the August 2019 covenant update—it is grandfathered in.
  • 8211 Hunters Knoll has suspected renters. A certified letter sent to the property address was returned undeliverable.
    • Per legal counsel, the board will now send a certified letter to the address associated with the 2023 dues payment.
  • Neighbor Recognition:
    • Mark recommended recognizing a neighbor who has consistently helped others.
    • Glenn motioned to gift a $50 Visa gift card as a token of appreciation.
    • Motion passed unanimously.
  • Website Updates:
    • Glenn noted outdated “Recent Posts” on the website.
    • Janell explained that the section auto-updates when new content is added. Posts will cycle out once new entries are published.

9. Website & Future Meetings

  • Website updates are planned.
  • The next meeting is scheduled for January 29, 2024 at 7:00 PM.

10. Adjournment

Motion to adjourn: Seconded and Approved

Meeting Adjourned

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