April 8th, 2025

Date: 4.8.25 

Attendees: 

Vice President: Telah Jackson 

Secretary:  Judy Deng 

Assistant Treasurer: Tad Weed 

Common Areas: Melissa Stark 

At – Large: Pam Barrett & Charles Chu 

Steve Kubrak: Neighborhood Watch Co-Coordinator & Newly Appointed HF President 

 

Opened Meeting @ 7:04 PM 

Motion to approve the March Meeting Minutes.  The motion was seconded by Melissa and passed unanimously. 

Steve Kubrak (Neighborhood Watch Co-head) discussed his interest in taking the role of the Presidency & what skill set he can bring to the board.  The current board members introduced themselves and told Steve more about their role and themselves.  At the end of introductions, a motion was made to make Steve President for 2025, Tad seconded & it was approved unanimously. 

Secretary: 

Existing CD’s Maturing 

Our CPA, sent us the 2024 tax return and it was uploaded in teams. CD mature on 4.18.25, roll into a 5 month CD or put in our savings account. It was agreed to renew the CD for another 5 months. 

Status of Annual Dues Payments 

Currently there is only 1 homeowner who recently paid their annual assessment but failed to pay the late fee.  The Treasurer has reached out via email multiple times, and mostly recently to have the late fee paid, but no response.  

The BOD has decided to work with our attorney to properly draft the necessary documentation for late payment fee letters, as well as the amount of interest that should be accrued for delinquent homeowners.  

 

Common Areas 

 Maintenance 

Due to the weather, our first mow should happen April 15th. TruGreen’s first application should be at the end of April.  Mulching and weeding will be happening throughout April.  The CAC coordinator hopes to hold a volunteer event for planting or mulching at the end of the month. 

 

Old Business 

Reengaging Block Captains 

There is only one block captain that would like to remain on the team. Which brought up the discussion on the need for better communication (see below). 

 

Communication 

There were many ideas brought to the table, but the final decision seems to be moving towards distributing paper newsletters & having neighbors opt out of receiving paper via an email to the HFCA board email.  Instead, those neighbors who opt out will receive it digitally. 

Some key questions, discussion and decisions were: 

Who would distribute them (no block captains)?  Our new President said that he will hand deliver them for the month of May and hope to gather more neighbors to help out for future months.  Homeowners who rent their properties will receive a paper mailing mailed to the address on file. No address on file will receive an email.  

Budget funding for the 10 newsletters, since the newsletter budget only has funding for 2 printings (March & August).  It was agreed that this funding, although it will go over the current budget, will come from the newsletter budget. 

Socia media was brought up and although NextDoor has been used in the past, the board didn’t seem to thrilled to have a Facebook or Instagram page.  This would require a Social Media position, which is another volunteer we would have to look for.    

The HF Listserv was explained as secure way for neighbors who want to communicate with other neighbors.   Its primary use is for handman requests, referrals, food drive donations and a way to give away or sell items. Since the board decided to start handing out paper newsletters again, we will no longer need to send newsletter emails to the Listserv.  

Mail Chimp was brought up as a way to communicate with neighbors who have opted out of receiving a paper newsletter, as well as any board communication such as changes in events, etc. It was recommended that we test it as a board to see how well it works, since it provides visibility into who has opened “possibly read” the email that was sent.  The President will set this up for trial within the BOD, before rolling out to the community. 

 

Motion to adjourn the meeting @ 8:30 PM, 2nded by the Pam and approved unanimously.