Hawks Run HOA

Board Meeting Minutes

Date: January 26, 2026
Time: 6:00 PM
Location: Not specified

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1. Call to Order

The meeting was called to order at 6:00 PM by President Dean Troyer.

2. Attendance

All Board members were present:

• Dean Troyer – President
• Norm Kazumura – Vice President
• Harrison Goscenski – Secretary
• Mike Johnson – Treasurer
• Stephanie Witkiewicz – At Large Member

A quorum was established.

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3. Financial Overview

The Treasurer reported a current account balance of approximately $10,500, inclusive of a recent insurance payment (approximately $1,300). The Board discussed maintaining a reserve target of approximately $10,000 to reduce the likelihood of increasing dues.

The Board agreed to prepare a financial summary dating back to 2022 to enhance transparency regarding income, expenses, and annual balances.

Approximately three (3) homeowners remain delinquent in dues. Prior notices were issued. The Board discussed proceeding with enforcement actions as permitted by governing documents, including liens if necessary. Late fee enforcement will be clarified and applied going forward in accordance with the bylaws.

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4. 2026 Budget Planning

The Board began preparation of the 2026 budget. Primary projected expenses include:

• Landscaping
• Utilities (We Energies)
• Insurance
• Sign repair or replacement
• Postage and communication

The Board intends to present budget options at the Annual Meeting to provide homeowners with transparency and input, particularly regarding entrance sign repair or replacement.

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5. Landscaping & Signage

The landscaping vendor will provide a 2026 quote for mowing, weeding, and mulching services.

The Board discussed deterioration of one entrance sign and agreed to obtain a repair estimate before considering replacement. Cost-effective alternatives, including local school or Eagle Scout projects, may be explored if replacement becomes necessary.

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6. Banking & Administration

The Board is completing updates to bank signature authority and officer access. Updated signature cards will be executed upon completion of bank processing.

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7. Communications

The Board discussed improving communication efficiency while reducing manual mailings. A postcard mailing service (approximately two mailings annually) will be used for official notices as needed.

The HOA website will serve as the primary information source, including meeting agendas, budgets, and policy updates. Homeowners will be encouraged to provide email addresses for future electronic communication.

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8. Architectural Review & Neighborhood Concerns

The Board discussed formalizing and publishing a clear architectural review process for exterior improvements. Requests will be submitted via email, acknowledged promptly, and reviewed within a defined timeframe.

The Board reiterated that it does not proactively patrol the neighborhood; residents should report concerns to the Board for review and action when appropriate.

Drainage concerns will be communicated to the town for review.

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9. Annual Meeting

The Annual HOA Meeting was scheduled for:

Monday, March 16, 2026
6:00 PM

The agenda and proposed 2026 budget will be posted on the HOA website in advance of the meeting, and official notice will be mailed in accordance with governing requirements.

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Adjournment

There being no further business, the meeting was adjourned.

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Submitted by:
Harrison Goscenski
Secretary, Hawks Run HOA

Date: _____________________