The board discussed handling the financials. It was concluded that James Minor, President, will be added to the Dakota Acres HOA bank account.

James, Rachel, John M and Austin met, went over bids and removed John Wedel from board and all accounts. New appointed board has taken over and Austin is our Treasurer and will handle removing John Wedel from our bank accounts

Board Meeting March 25. 2023 8:00am at the Doublewide
1. Board Members details are now updated on the website for all owners and interested owners to reach out.
2. Turning over Quickbooks to new Treasurer.
3. Tax extension has been requested.
4. Where to send HOA dues to moving forward: Owners can pay dues online on EasyHOA or drop a check off to Board Chairman James Minor Jr. (25955 Oriole) or Board Member Rachel Mach (25875 Oriole).
5. Board agreed to Treasurer and Chairman reviewing all invoices for two sets of eyes.
6. Discussed new 7 plex that and if it falls under HOA as of yet given a tenant has moved in. Board agreed it does not until dues begin to be paid.
7. Divider Walls: Builders responsible for putting these up between the units with shared driveways on their back patios. End units will not get divider walls per builder.
8. Touched on limit amount of rentals one person/company can have? Determination was not concluded.
9. Monthly vs Yearly contract for lawn care and snow removal? (Which do we want?) Going for monthly at this time to see how they work out and if we like the new contactors.
10. Water sprinkler bill discussed that is outstanding. We will look into appealing with the city and the e-assistance program offered by the county that the City sent HOA a link for to see if we qualify.
11. How long do we want water on? How often should sprinklers run? It was suggested to only have sprinklers on from 4-6am every other day and for only 15 minutes
12. Lawn care - who is responsible for pulling weeds? The answer depends on what our quotes from lawn care services give us.
13. Review of current HOA bills vs. HOA dues coming in to determine if we have to raise the dues to keep up with inflation to discuss at the annual meeting in May
14. Dates for future meetings – board will meet as needed; Treasurer will keep the board up to date with QuickBooks. We are planning on having our annual meeting on Monday May 8th at the Firehouse Grille if available, Rachel is contacting to determine. Once final confirmation is received a letter and or email will be going out to give owners the required 30 day notice.

15. Topics for next meeting: Lawn / snow bids, date of annual meeting, anything determined about water bill, prepare budget for coming year for meeting, obtain quotes for gutters to present at annual meeting to owners.

The meeting was officially called to order at 6:13 PM.

Meeting started with John Wedel existing board member asking for 6 volunteers to help count votes. James, Angel, Austin, Myra, Rachel, & John offered to assist.

We asked for any last-minute nominations for the following positions: Building Maintenance Head Josh Russell and James Minor Jr. volunteered; Trash Garbage and Pet waste Charles Daniels volunteered; Insurance Policy Head Austin Clifford volunteered; Holiday Decor Head Angel Amirault volunteered.

COMMUNICATIONS/UPDATES
1. Survey results have been posted to the documents section the website.
2. We are now set up to accept monthly ACH payments for HOA dues through our website.
You can also set up dues to be paid on autopay. Please set payments up for the 1st day of the month. Please do your best to pay on the 1st, autopay is the easiest and best then you will not forget about it. If you would like to pay for the whole year that is possible too.
3. We have our 2021 and 2022 bank statements entered into QuickBooks and now have accurate records of all of our deposits and withdrawals made from Jan 1, 2021 to February 2023.
4. Guest parking was mentioned to maybe get some passes made to put in cars like a handicap sign so others know not to tow their vehicles as they are there temporarily so to avoid people needing to move the vehicle every 48 hours if having a longer stay (Example child home from college).
5. Pet waste box was suggested to help with the pet waste around our area.
6. Prior to submitting an issue to the board about another unit owner/renter, please do whatever you can to reach out to that person first and give them a neighborly reminder prior to filing the complaint. Even the most respectful people still sometimes need a friendly reminder of how their actions are affecting you and the other neighbors around them.

PLAN AFTER MEETING:
1. John Wedel will reach out to each new board member and committee head in the next couple days to get you set up on EasyHOA and get you what you need to be successful.
2. Committee heads are responsible to communicate all findings, research, requests, violations, etc. directly to the board chairman unless you are told otherwise. Keeping our chairman up to speed and current with what is going on in our community is the best way for our chairman to make good hearted decisions for our community and be the leader we need them to be.
3. Newly elected board member(s) or committee head(s), are to make a genuine effort in treating all unit owners with respect and dignity. Your neighbors elected you to represent them and to make this community a great place to want to live. Please remember this is not a dictatorship and you are not a dictator.
4. To all newly elected board members and committee heads, please put more weight of your decisions using your common sense to the situation at hand than strictly taking our adopted rules, regs and bylaws to make all your decisions. It is within you position as a board member to take our adopted rules, regs, and bylaws as guidelines with possible exceptions to the rules at times. Please do your best to be reasonable with others and to ultimately make your decision based on common sense. (Example but not limited to parking rules and renters)

VOTING RULES
1 unit = 1 vote
It is your responsibility to figure out how you would like to cast your vote if there is more than one decision maker to your unit.
The ballots are numbered 1 to 49. Unless you are a proxy bid voter who asked me to email you a ballot nobody knows your ballot number but yourself.

HANDED OUT BALLOTS
VOTING COMPLETED

Adjourn meeting time 7:18pm

Voting Results are as followed:
BOARD MEMBERS ELECTED 2023:
Chairman: James Minor for 2 years;
Secretary: Myra Jongbloedt for 2 years;
Treasurer: Austin Clifford for 2 years;
Short Term Board Member: John Mach for 1 year;
Long Term Board Member: Rachel Mach for 3 years;
HEADS ELECTED FOR 2023:
Building Exterior Maintenance: Josh Russell;
Yard/Grass & Snow Removal: James Minor;
Landscape/Shrubs: Chris Flaherty;
Community Garden: Kylee (Lundell) Minor;
Trash Garbage/Pet Waste: Charles Daniels;
Parking Communications: Rachel Mach;
Insurance Policy: Austin Clifford;
Communications/Newsletter/Website: Rachel Mach

The new board members will be meeting soon to go over all the history and how to handle things going forward. Then a date will be determined for the annual meeting for the year with better answers.

I reached out by phone to those of you who's names were placed as nominees on our surveys, when I went back to look at the notes from all the good conversations I had with  I noticed my notes did not save.     If you could send John an email with the position you are willing to volenteer for I then can create a ballot to hand out at our meeting.   We still are short a few people so if there are any extra volenteers please reach out to me.
      
Building Exterior Maintenance head
   
Yard/Grass head
      
Landscape/Shrubs head
     
Flowers/Holiday Décor head
     
Community Garden head
       
Snow Removal head 
      
Trash Garbage and pet waste head
     
Parking Communications head
        
Communications/Newsletter head
       
Insurance Policy Head
      
Board Treasurer
        
Board Secretary
   
Board Member
     
Board Member
     
Board Chairman
     
Stated willing to help
     
Possibly willing to help