December 2024 Board Meeting

For our December board meeting, the following were present:

Kyle Thompson of the Board

Charles Parker of the Board

James Kellar of the Board

Nova Kien of the Board

Dave Underwood of the Board

Mick Wise of PMI

Samantha Brummett of PMI

• We discussed with PMI where they are in updating the garbage pick-up. The board had some months ago chosen to change to a new company for garbage pick up for 5 days a week services. It seems as though we are still having the old company as our service provider with fewer than 5 days a week in services.

• We discussed the HOA banking. Right now, the dues PMI collects go into State Bank under PMI accounts. Therefore, PMI rather than Oaklawn Park would be earning interest on Oaklawn Park's funds. We discussed getting that changed back to what we had previous to PMI where our reserve account was an HOA managed account and our operating account was also an HOA managed account.

• We discussed that PMI still needs to be in communication with the road paving company the board approved to move forward with for 2025 road resurfacing for next steps/options with them.

• We discussed still getting the governing board documents updated with the state of Indiana so that we can get the Treasurer's name on the bank accounts the HOA does still manage. This has been an ongoing project since September.

• We discussed having our Treasurer added to PMI's invoice approval system and having someone from PMI set him up on how to use that system.

• We discussed that we had approved in September 2024 moving forward on a bid to have our entrance and wooden street signs refurbished. We have now received an update indicating a $2000 increase in that job. Samantha is looking into that.

• We discussed having PMI collect proof of walls-in insurance from unit owners

• We discussed the Upkeep Committee process. PMI has agreed to take that over in weekly inspections of the neighborhood. They will then be working directly with unit owners on any limited common area issues that unit owners need to take action to correct (examples include broken/damaged fences, overgrown vegetation, trash left outside the townhome).

• We discussed that the HOA President, Kyle, paid for with personal funds the new extension cords needed to add winter lighting to the trees along Sare Rd and for the decorative winter deer by the entrance sign. Whether to reimburse the President for that or not will be a decision the President leaves up to the other HOA board members.

• We discussed that the HOA President, Kyle, hand trimmed the tree branches hanging over the neighborhood's streets, parking lots, and sidewalks. He also trimmed the tree branches/bushes along the neighborhood's property line with Meadow Creek. None of that was charged to the HOA as an expense. (Note: The Fall season pumpkins were also a personal expense/gift from Kyle to the neighborhood.)

• We discussed the PMI error in sending out booklets with the incorrect 2025 dues. PMI has since sent out a corrective email to the unit owners and will be sending out new payment booklets at their expense.

• We discussed getting mapped out the main water shut off valves for each building in the neighborhood to have available to PMI and the board.

• We discussed that we've approved roofs to be replaced ASAP (as soon as the materials arrive). Those are for the structures that include 2015 & 2017 E Oaklawn Ct and 2622 & 2624 E Oaklawn Ct. We need to be working with the roofing company to identify the next most in need structure for roof replacement. All of the remaining original roofing is now on the garage unit townhomes.

• We discussed snow removal bids.

• Discussion notes by Kyle Thompson