2025.12.08 Board Meeting
Hawks Run HOA
Board Meeting Minutes
Date: December 8, 2025
Time: 6:00 PM
Location: Not specified
1. Call to Order
The meeting of the Hawks Run Homeowners Association Board of Directors was called to order at 6:00 PM on December 8, 2025.
2. Attendance
Board Members Present:
- Dean Troyer – President
- Norm Kazumura – Vice President
- Mike Johnson – Treasurer
- Stephanie Witkiewicz – At-Large Member
Board Member Absent:
- Harrison Goscenski – Secretary
A quorum of the Board was present.
3. Approval of Prior Meeting Minutes
The Board discussed the need to finalize and distribute minutes from the prior meeting. The minutes will reflect the election of Mike Johnson as Treasurer to facilitate necessary banking updates.
Action Item:
- Prior meeting minutes to be finalized and distributed.
4. Banking and Officer Updates
The Board confirmed the election of Mike Johnson as Treasurer.
Updated meeting minutes reflecting this appointment are required to authorize banking changes. The Board discussed scheduling a visit to the bank to:
- Add the Treasurer as an authorized signer
- Address account administration matters
Saturday morning availability was discussed as a preferred time.
5. Outstanding HOA Assessments
The Treasurer reported approximately eight to nine (8–9) outstanding homeowner accounts.
- Statutorily required notice letters have been sent.
- The enforcement deadline of December 21, 2025 was discussed.
- One homeowner requested a breakdown of HOA expenditures prior to remitting payment.
- The Board reviewed enforcement options, including lien filing procedures and small claims actions.
- The Board reaffirmed its prior decision to enforce assessments on a forward-going basis consistent with the previously adopted “clean slate” policy.
The Board will revisit delinquent accounts in early January and determine whether to proceed with lien filings in accordance with Wisconsin statutes and governing documents.
6. 2026 Budget Preparation
The Board discussed preparation of a proposed 2026 budget prior to the Annual Meeting in January.
Items to be incorporated include:
- Historical financial review
- Landscaping expenses
- Sign maintenance costs
- Administrative and legal expenses
The Treasurer will work with the President to prepare a draft budget for Board review in early January.
7. Landscaping and Grounds Maintenance
The Board discussed ongoing landscaping needs, including:
- Mulch application
- Weeding
- Maintenance surrounding subdivision signage
The Board agreed to obtain multiple bids for landscaping services for the 2026 season.
8. Subdivision Signage
The original sign vendor has been contacted to inspect and provide an estimate for refurbishment of subdivision signage. The east-side sign has experienced more visible wear than the west-side sign.
Potential lighting options, including solar lighting, were discussed. The Board will evaluate cost-effectiveness upon receipt of vendor proposals.
9. Architectural Approval Procedures
The Board discussed a recent homeowner project in which modifications were completed without documented HOA approval.
The homeowner indicated Village approval had been obtained; however, no formal submission was received by the Board.
The Board discussed improving centralized communication procedures to ensure architectural requests are properly submitted and reviewed in accordance with governing documents.
10. HOA Communication Improvements
The Board discussed enhancing communication with homeowners and reaffirmed that the HOA website will serve as the primary communication platform.
The Board will:
- Ensure website contact submissions are routed to all Board members
- Encourage homeowners to use official website communication rather than informal social media channels
- Consider coordination with the Village of Salem Lakes to make HOA contact information readily available to new homeowners
11. Affidavit of Survey Reimbursement
The Board confirmed prior approval of reimbursement (approximately $662, pending confirmation) related to an affidavit of survey matter.
The Treasurer will issue payment upon confirmation of the final amount.
12. January Meetings
The Board scheduled the following:
Board Meeting: Early January 2026 (date to be finalized)
Annual HOA Meeting: January 26, 2026 at 6:00 PM (tentative location: Sharing Center, pending confirmation)
Meeting details will be posted to the HOA website and distributed to homeowners in accordance with the Association’s bylaws.
13. Adjournment
There being no further business, the meeting was adjourned.
Submitted by:
Harrison Goscenski
Secretary, Hawks Run HOA
Date: _____________________