KVTA Board of Directors Meeting Minutes
December 2, 2025 | 6:30pm | Clubhouse

Meeting Called to Order: 6:28 p.m.

1.     Approval of Previous Minutes

• November 2025 HOA meeting minutes approved.

2. Donation Policy

• All cash, product, and service donations must meet specific criteria.
• Requirements include:
  • Submission of a written proposal
  • Board vote; if approved, documentation entered in minutes and financials
  • Board reserves the right to reject any donation
  • Donations will be tracked and used for the Board’s stated purpose
• Motion to approve: Jennifer
• Second: Yvonne
• Policy adopted: December 2, 2025 (effective immediately).

3. Homeowners Open Forum

• Homeowners present – Ken Nowick and Scott Ward, had no topics to discuss.

4. Financial Review & Treasurer’s Report – Jennifer Stokes

• Financials not approved due to a question from Yvonne.
• CD Maturity Dates:
  • Chase CD – February 2, 2026
  • Schwab CD – December 19, 2025
  • Paint CD – March 2026

5. Committee Reports

A. Technology – Reece

November Statistics

• Phone calls: 11 (down 9 from October)
• Volunteer forms: 1 (test submission)
• Contact Us forms: 5 (down 7)
• Site views: 891 (+3%)
• Visitors: 315 (+11%)
• Top pages: Contact Us, Documents, Clubhouse

Updates

• New ACC section created on website
• Google Drive organization and process improvements
• Improvements in form usage and call-handling workflows

Additional Items

• Update paint cycle map
• “Helpful tips for projects” coming soon
• Proposal: send residents in the next paint cycle a letter with a link to resources
• Review and update the pre-painting information letter

B. Special Events & Hospitality – Yvonne

Next BBQ 2026 planning meeting: Thursday, Jan. 8, 2026, 6:30–8 p.m.

Clubhouse Cleaning

• Advertised cleaning services in the Back Gate: $150/quarter
• The Board thanks the Stokes family for cleaning the clubhouse.

C. Architectural Control Committee (ACC)

• ~30 new applications received
• Outdated information cleared and report updated
• Nine issues remain in escalation
• SCW overflow from neighbor’s patio causing water pooling in shared walkway resulting in ice and subsequent safety hazard in Winter months—appears resolved

D. Gardens – Reece & Kim

• Cady conducted an assessment of needed replacements
• Will provide a timeline and cost estimates for 2026

E. Maintenance – Warren & Cady

Work Completed in November 2025

• Bulk leaf collection
• Lighting maintenance
• Sidewalk patching & lifting to reduce trip hazards
• Address sign lettering & numbering
• Excavated water line repair at EFP (Nov. 2)
• Snow and ice maintenance
• Bed preparation for mulch
• Installed 21 cubic yards of mulch
• Grinding and welding prep for handrail at EGA
• General maintenance tasks

Additional Notes

1. Mulch project completed by Cady & Ben (equivalent to ~⅔ dumpster volume).
2. Leak repair at EFP reached 5 ft depth; work completed within 15 minutes of the call; site restored next day.
3. Handrail for EGA & Knolls pending priming—installation expected in December (weather permitting).

Work Planned for December 2025

• Snow blower maintenance
• Sidewalk lifting
• Wooden bridge and south steps repair
• Winter pruning (perennials)
• Ongoing general maintenance

Other Items

1. Crack fill: Metro Pavers completed cleanup and touch-up of problem areas.
2. Leaf collection: Eminent Professional Grounds Services completed seasonal work.
3. Dumpster policy discussion:

• Warren clarified dumpsters are allowed for one week, unless an exception is approved.
• The contractor will remove the current dumpster as soon as possible.
• Future requests will require written approval with a one-week limit.

6. Old Business

• Clubhouse AC:
  • Quote received: $600 for leak test on both units; estimate for repair will follow or full replacement will be considered.
  • Motion to approve assessment for $600: Yvonne
  • Second: Tom
  • Approved
• Handrail for 2594 E. Geddes to be primed and installed in December, weather permitting.
• All capital improvement projects are complete.
• HOA dues update:
  • New rate: $225
  • Email reminders sent 12/1/2025
  • Notices will be mailed to homeowners who do not have an email on file
  • Included in November & December Back Gate newsletters

7. New Business

• Pickleball Nets
  • One net missing (frame remains); second net deteriorated
  • Renner’s initial quote for two pickleball nets was $1246 on May 1.
  • Motion to approve purchase: Jennifer
  • Second: Reece

8. Closing

• Tom Zukas closed the meeting with a joke
• Meeting adjourned: 7:30 p.m.