Hearthstone Village Association
Meeting Minutes
Date: April 28, 2025
Location: Bethel United Methodist Church
Next Meeting: May 19, 2025 at 7:00 PM
Attendees
Board Members Present:
Brian Davies, Mary Licker, Dennis Loxton, Glenn Auchtung, Janell Hendrickson, Ronda Roose, Tim Hake, Stacey Teagle, Ed Matten
Guest Attendees:
Ben Price, Tom Pippenger, Rick Sikora
1. Call to Order
Brian Davies called the meeting to order at 7:02 PM.
2. Secretary’s Report – Kim
Kim presented the minutes from the previous meeting.
Motion to approve: Seconded and approved.
3. Treasurer’s Report – Mary
Current balances:
- $53,286 (checking)
- $15,060 (CD)
- $9,520 (CD)
CDs mature on 9/19/2025.
4. Architectural Report – Brian
- A certified letter was sent to the owners of 8408 Summerset informing them of multiple violations including the un-permitted driveway expansion and other exterior violations of the Covenants.
- USPS attempted delivery and left a notice to pick it up from the local post office.
- If the owner fails to retrieve the letter in 30 days, it is returned to the sender. Legally, the owners are considered to have received it with the same force of law.
- The notice was also sent via regular mail.
5. Maintenance Report – Dennis
- A lock has been installed on the storage door on the hearth.
- The streetlight just off the sidewalk near the Pufferbelly has been converted to an LED light.
- The volleyball net is installed.
Weeds in public areas were discussed:
- The current grounds service contract for 2025 failed to make any provision for weed treatment.
- Alternative methods for treatment were discussed, including estimates from the AgPlus co-op.
- Dennis will continue to research and develop a plan for proactive treatments moving forward for 2025 and 2026.
- Turf Integrity quoted $1,050 for a one-time treatment for all public areas (discount of $250).
- Brian moved to proceed with this and Kim seconded.
- Motion passed. Dennis to have treatment done this week.
Drainage ditch quotes were discussed:
- Dennis met with several contractors this past week.
- The general sense was that we do have an issue with the ditch, and Dennis will gather more quotes to be able to have a Board vote at the May meeting.
- A range of options was discussed, including a phased approach where the ditch would be dredged, widened back to its original size, and invasive large trees impeding water flow would be removed.
- Additional work including redoing the swales, drainage, etc. south of the ditch is also included in this review.
- More proposals will be gathered and summarized in time for a vote in May.
Illegal dumping (grass clippings, sticks, yard waste) was noted as contributing to issues in the creek.
- Stacey suggested placing “No Dumping” signs.
- Dennis suggested a trail camera.
- Action on this to follow no later than the May meeting.
Neighborhood library was discussed:
- There was discussion around the initial installation and removal of the pole last week.
- After discussion, it was agreed to install it near the back of the playground near the “notch” in back.
6. New Business
Annual dues increase discussion:
- Brian proposed language to be added to the annual dues letter stating that unpaid dues outstanding as of November 1 would have a lien filed against the owner’s house for the dues plus all associated costs involved in filing.
- This language is already included in the HVCA bylaws.
- The first proposal was for no dues increase for 2025 (keep at $190).
- Mary, Ed, Stacey voted in favor.
- Glenn, Kim, Dennis, Ben, Rhonda, Janell were opposed.
- Motion failed.
- It was then moved to increase the dues for 2025 by $5 to $195.
- In favor: Ben, Stacey, Ed, Mary
- Opposed: Dennis, Kim, Glenn, Janell, Rhonda
- Motion failed
- The third motion was for an increase of $10 to $200.
- In favor: Dennis, Kim, Glenn, Janell, Rhonda
- Opposed: Ben, Stacey, Ed, Mary
- Motion passed
- Dues for 2025 will be set at $200
Adjournment
Motion to dismiss: Seconded and approved.