BOARD MEETING MINUTES

August 14, 2025

Location: Groves Branch Library

Time: 7:00 PM

Board Members Present:

Randal Hamilton, President
Karen Moorhead, Vice President
Rehj Hoeffner, Secretary/Treasurer
Priscilla Elliott, Member at Large
Marnee Bolen, Member at Large

Several general members of the association attended the meeting.

MEMBERS’ COMMENTS

A member asked if we considered shopping our insurance carrier. Randal Hamilton responded that the board had reviewed options in May and found current coverage competitive, but we remain open to shopping policies in the future.

Discussion: Regarding unkempt yards and weeds in the neighborhood. Randal Hamilton noted that the bylaws are silent on weeds, but Rehj Hoeffner clarified that the CCRs prohibit nuisances, which under city code includes vegetation over eight inches in height. Rehj Hoeffner further explained that CCRs vary slightly by section but contain similar nuisance clauses. She noted that enforcement is limited to legal action, which the board agreed is not practical, though sending certified letters copied to the city may be effective.

Members also raised concerns about abandoned properties, trailers, and nuisance dogs. The board discussed that some issues fall under city code or animal control and that HOA authority is limited. Randal Hamilton asked Rehj Hoeffner to circulate sample letters for the board to consider as a strategy for nuisance enforcement.

PRESIDENT’S REPORT

Randal Hamilton reported that a beehive had been found in a sprinkler control valve and was removed by T&J Farms of Slaton, Texas. The bees, including the queen, were safely relocated.

He noted that the roof project is complete, but insurance has delayed release of retained depreciation until proof of payment was submitted. Treasurer Rehj Hoeffner promptly provided the cancelled check, which was sent to the insurance company.

Randal Hamilton confirmed the next board meeting will be held on Thursday, September 11, 2025, at the Groves Branch Library. Priscilla Elliott reported that the library is reserved for both September and October.

TREASURER’S REPORT

Back to Top

Rehj Hoeffner presented the Treasurer’s Report. As of the meeting date:

Operating reserves remain at $140,000, leaving $6,923.36 available to cover January and February expenses after the current budget is met through 2025. All capital reserve projects have been zeroed out and will no longer appear on financial reports.

Directors confirmed that all 2024 dues have been collected. For 2025, there are currently 21 uncollected lots or 15 members, some with multiple lots. Discussion followed regarding certified letters to the delinquent owners.

The board further discussed procedures for liens, late fees, and collection, noting that liens can only be filed after one year of delinquency, with a 14% annual late fee as specified in the bylaws.

OUTSTANDING BILLS

Rehj Hoeffner requested reimbursement for pool chemicals, estimating approximately $600, noting chlorine costs of around $200 weekly as she didn’t have the actual receipts with her. She confirmed the reimbursement falls under the existing budget and did not require a vote. She will write the reimbursement check with the required dual signatures from the co-signers and receipts entered into the record. Note: Actual Total was $585.71.

No other outstanding or unbudgeted bills were reported. Randal Hamilton noted holding back on an $8 reimbursement item for the time being.

SPRINKLER REPAIR ON CIRCLE

Randal Hamilton reported a sprinkler leak affecting the north islands at Whisperwood Circle. Water was observed bubbling up near the curb and sidewalk, though the exact location of the leak is unknown due to long pipe runs in the system.

Discussion: The board discussed potential costs for leak detection, which would require specialized equipment at approximately $300 per hour. Alternatives such as rerouting lines or converting the islands to xeriscape were considered, though members noted both options could be expensive.

EMERGENCY EMAIL RATIFICATION & OTHER BUSINESS

The board reviewed the emergency email motion previously circulated:
“I, Priscilla Elliott, authorize the Secretary-Treasurer to transfer $10,000 from the money market account to the checking account to maintain basic liquidity for current HOA operations. This emergency action must be ratified at the next meeting.”

All directors had replied affirmatively to the email. Rehj Hoeffner asked if everyone was satisfied with the procedure and received affirmative answers.

Discussion: Randal Hamilton asked the board to consider retaining the recording of the previous meeting, despite its contentious nature, to preserve transparency.

Discussion: The board then addressed the pergola project. An email vote was attempted prior to the meeting regarding an additional expenditure of $800 for paint. The motion failed due to lack of unanimous written consent. Rehj Hoeffner declined to consent to the email vote, citing both the absence of a designated funding source and the preference to address the matter at the properly noticed board meeting. The matter was therefore not approved by email and was deferred to this meeting.

While prior unbudgeted expenses had been absorbed from available general funds when sufficient balances existed, the current financial position requires identification of specific funding sources before approving new unbudgeted expenses. Rehj Hoeffner explained that, moving forward, all unbudgeted items would require a funding designation and an exception report to ensure accountability. She further noted the importance of members being aware of remaining balances for operations into January and February of 2026 when making financial decisions, cautioning the consequences. Board members discussed funding constraints, paint color options, and scope of work.

Discussion: Randal Hamilton wished to pause further pergola deconstruction until costs of duplicating the previous structure could be evaluated. Directors debated safety concerns and liability regarding exposed sockets.

PUMP ROOM ELECTRICAL

Back to Top

Randal Hamilton asked whether a punch list existed for pump room electrical. Steve Hoeffner agreed to prepare one. The board discussed the need for bids covering both the pump room and any additional electrical requirements in the building.

WHOA EMAIL LIST

Randal Hamilton raised concerns about access to the association email list in case the current manager becomes unavailable. Rehj Hoeffner explained that emails should always be sent from the official HOA Gmail account, not from personal emails, and confirmed that Priscilla Elliott already had the account credentials (though she had not realized it). After discussion, the board agreed Karen Moorhead would also receive the credentials.

MEMBERSHIP SURVEY (RESERVES, BYLAWS, ETC.)

Randal Hamilton raised the idea of conducting a membership survey to gather input on reserves and to solicit opinions on potential bylaw changes. Karen Moorhead added that some members may want changes while others may not, but the feedback would be useful. Rehj Hoeffner noted that the Texas Legislature is considering new HOA requirements, including annual audits and governance oversight, though Marnee Bolen pointed out that such changes would not take effect for at least two years.

Marnee Bolen emphasized that regardless of legislative action, the HOA’s bylaws are already out of compliance with current state law and must be revised. She also highlighted quorum challenges. In response, Rehj Hoeffner observed that state law already governs even when bylaws are outdated.

Discussion turned to mechanics of a survey. Randal Hamilton suggested each board member draft five questions to be compiled at the September meeting. Marnee Bolen requested circulation by email in advance; Randal noted group texts sometimes work better. Karen suggested SurveyMonkey at little/no cost. Mailing requirements were also discussed, estimating under $400.

END OF POOL SEASON ACTIVITIES & CLOSING

The board discussed whether to host an end-of-season pool party. Marnee Bolen reported resident interest but noted her own unavailability for the last two weekends in September. No board member committed to organizing, so consensus was reached not to hold a formal closing event this year, but to consider a Social Committee next season.

Labor Day Schedule: The board agreed the pool will remain open on Labor Day, Monday, September 1, despite being a normal Monday closure. Notice will be sent to members via email and posted on the website and Facebook.

NOTE: A thank-you card will also be provided.

ARBORIST

The board discussed tree conditions, including oak wilt, trimming, and liability risks from dead branches. Priscilla Elliott noted prior costly estimates. Marnee Bolen raised concerns about disease spread via unsanitized tools. Member Ray Haiduk noted liability risks from dead trees. Rehj Hoeffner emphasized budgeting for future tree work.

ADJOURNMENT

Back to Top

Meeting adjourned at 7:53 p.m.
Meeting duration: 1:53 hours

REPORTS

SUPPORTING DOCUMENTS

Meeting Date: January 8, 2025
Prepared by: Secretary/Treasurer

CONTENTS & LINKED DOCUMENTS

• Secretary’s Addendum
  [Scroll down to Addendum]
• Supporting Exhibits
  • Approved 2025 Budget
  • [Click Here to Open Inspection Report]
  • 2025 Election Policy
  • [Click Here to Open Invoice]

SECRETARY’S ADDENDUM

PROCEDURAL ERRORS AND GOVERNANCE CONCERNS

MEMBERS’ COMMENTS

A member asked if we considered shopping our insurance carrier. Randal Hamilton responded that the board had reviewed options in May and found current coverage competitive, but we remain open to shopping policies in the future.

Discussion: Regarding unkempt yards and weeds in the neighborhood. Randal Hamilton noted that the bylaws are silent on weeds, but Rehj Hoeffner clarified that the CCRs prohibit nuisances, which under city code includes vegetation over eight inches in height. Rehj Hoeffner further explained that CCRs vary slightly by section but contain similar nuisance clauses. She noted that enforcement is limited to legal action, which the board agreed is not practical, though sending certified letters copied to the city may be effective.

Members also raised concerns about abandoned properties, trailers, and nuisance dogs. The board discussed that some issues fall under city code or animal control and that HOA authority is limited. Randal Hamilton asked Rehj Hoeffner to circulate sample letters for the board to consider as a strategy for nuisance enforcement.

PRESIDENT’S REPORT

Randal Hamilton reported that a beehive had been found in a sprinkler control valve and was removed by T&J Farms of Slaton, Texas. The bees, including the queen, were safely relocated.

He noted that the roof project is complete, but insurance has delayed release of retained depreciation until proof of payment was submitted. Treasurer Rehj Hoeffner promptly provided the cancelled check, which was sent to the insurance company.

Randal Hamilton confirmed the next board meeting will be held on Thursday, September 11, 2025, at the Groves Branch Library. Priscilla Elliott reported that the library is reserved for both September and October.

BOARD MEETING MINUTES

August 14, 2025

Location: Groves Branch Library

Time: 6:00 PM

Board Members Present:

Randal Hamilton, President
Karen Moorhead, Vice President
Rehj Hoeffner, Secretary-Treasurer
Priscilla Elliott, Member at Large
Marnee Bolen, Member at Large

A few members of the Association were in attendance.

CALL TO ORDER

The meeting was called to order at 6:00 PM. Quorum was established with 5 of 5 directors present.

GOVERNANCE

Randal Hamilton reminded members that governance is always the first order of business. He stated that any director may request an item be placed on the agenda, or one director with support from ten members can also have an item added. He emphasized that members are welcome to make comments during the designated comment period, but the Board has historically allowed member input throughout meetings.

APPROVAL OF PREVIOUS MINUTES

Randal Hamilton confirmed that all directors had received the draft minutes for review. He mentioned that minutes are circulated in advance so any corrections may be made before the meeting. No specific changes were requested during the meeting.

Note on Draft Revisions:

• The listing of member names in attendance was omitted.
• The name of a pool attendant was replaced with her title for privacy reasons.
• Other minor notations were removed based on differing statute interpretations and the principle that minutes are a record of what occurred, not a verbatim account of what was said.

MEMBERS COMMENTS

A member asked if we considered shopping our insurance carrier. Randal Hamilton responded that the board had reviewed options in May and found current coverage competitive, but we remain open to shopping policies in the future.

Discussion of weeds, nuisance properties, trailers, and dogs. Rehj Hoeffner clarified CCRs prohibit nuisances (vegetation >8 inches). Enforcement limited but certified letters copied to city may help. HOA authority limited to city code/animal control.

Meeting adjourned at 7:53 PM (duration 1:53 hours).

CALL TO ORDER

The meeting was called to order at 6:00 PM. Quorum was established with 5 of 5 directors present.

GOVERNANCE

Randal Hamilton reminded members that governance is always the first order of business. He stated that any director may request an item be placed on the agenda, or one director with support from ten members can also have an item added. He emphasized that members are welcome to make comments during the designated comment period, but the Board has historically allowed member input throughout meetings.

APPROVAL OF PREVIOUS MINUTES

Randal Hamilton confirmed that all directors had received the draft minutes for review. He mentioned that minutes are circulated in advance so any corrections may be made before the meeting. No specific changes were requested during the meeting.

Note on Draft Revisions:

• The listing of member names in attendance was omitted.
• The name of a pool attendant was replaced with her title for privacy reasons.
• Other minor notations were removed based on differing statute interpretations and the principle that minutes are a record of what occurred, not a verbatim account of what was said.