1) Call to Order (6:00)

• Welcome and meeting purpose
• Keep discussion moving; questions and open forum at the end

2) Approve Minutes + Catch Up Items

• Approval of minutes for the two outstanding meetings (as soon as available)
• Treasurer authorization and bank access updates (addendum if needed)

3) Financial Transparency Snapshot (2022-Present)

• Year-by-year summary: starting balance, total income, total expenses, ending balance
• Current balance update (approximately $10.5k, plus pending items)
• Target reserve discussion (goal: keep approximately $10k on hand to avoid dues increases)
• Receivables status (down to approximately 3 unpaid) and next enforcement step (lien timing and fees)

4) 2026 Budget Discussion + Vote

• Required annual items first:
  • We Energies
  • Insurance (project modest increase)
  • Taxes
  • Postage and communications budget
• Variable items that affect dues:
  • Landscaping (Growing Green / “Joe” quote pending: mowing, weeding, mulching; mulching not necessarily annual)
  • Entrance sign repair estimate first (repair one side this year; replacement later)
• Present two budget options for homeowners to choose from (based on sign scope and optional items)

5) Dues Billing Plan + Late Fees

• When annual invoices will go out (historically April)
• Late fee policy going forward (confirm bylaws amount; apply consistently)
• Process and timeline before lien action (confirm authority and statute/bylaws alignment)

6) Communications Plan (Website-First)

• Website is the primary source of truth (agenda and budget posted there)
• Mailings: plan for approximately 2 per year (postcards), with a third only if required
• Postcard service estimate (approximately $0.87/card; approximately $50/run for approximately 56-58 homes)
• Email collection plan: QR code signup (house to one or more emails)
• Facebook (Hawks Run Neighbors) remains supplemental; website is official

7) Neighborhood Concerns + How Reporting Works

• Reminder: Board does not proactively patrol
• Residents should report concerns and the Board reviews and acts
• Recap of recent example (furniture and yard items) as proof the process works

8) Architectural / Exterior Improvements Approval Process

• New process rollout:
  • Email request and acknowledgement within 48 hours
  • Decision target within approximately 10 business days
  • Recordkeeping for approvals (public log on website: address and approved change)
• Reminder of existing HOA rules (for example, signs) and proposed enforcement posture (reasonable, time-bounded, abuse triggers enforcement)

9) Town / Drainage

• Update on outreach to town (email/letter; include board on BCC)

10) Optional Community Topic: Neighborhood Event

• Board will not run it; needs a volunteer lead
• Discuss bring-your-own concept; keep HOA spend modest (cap suggestion under $500 if pursued)
• Gauge interest; if no volunteer, table for now

11) Next Annual Meeting Timing

• Target: March 2027 (unless issues require earlier)

12) Open Forum (Time-Boxed) + Adjourn by 7:30

• Questions and comments
• Close