August 2026 Board Meeting & Executive Meeting

1) Call to Order

The meeting was called to order at 7:03 p.m. by Melissa Gubbe, President.

2) Roll Call/Establishment of Quorum

Trustees Present: Fred Wells (Treasurer), Peta Shepherd (Secretary), Jerry Hartman (Vice President), Larry Gandert, Richard Rolle, Stacy White, and JC Rohde

Absent: Shawnta Mulligan

A quorum was established.

Also Present:

• Staff: Jay Sutton (Facilities Manager), Heather Prater (Assistant Treasurer), and Giulia Johnson (Executive Secretary)
• HOA Members: Dana/Nanci Caldwell & Janell Mitton

3) Member Open Forum

A 15-minute member open forum was provided. Concerns regarding unauthorized individuals fishing at the private lake were discussed and asked about the appropriate response to trespassers. The Board discussed asking unauthorized individuals to leave, contacting law enforcement when necessary, and the potential benefit of establishing clearer procedures with local law enforcement.

4) Approval of Minutes

Richard Rolle made a motion to approve the July 16, 2026 Board Meeting Minutes and the 2026 Annual Meeting Notes. Peta Shepherd seconded the motion. The motion was approved.

5) Reports From:

1. Facilities Manager (Jay Sutton)

   1. July park reservations were completed without significant issues.
   2. Maintenance updates included repairs to the well and pool heat pump piping, bee removal, resurfacing/maintenance of Association areas, and repairs to playground equipment.
   3. Court resurfacing was completed. Additional grinding was required due to underlying cracking discovered during the project.
   4. Installation of the new gate security system is expected to begin soon.

2. Treasurer (Heather Prater)

   1. The July 2026 financial statement was presented and reviewed. Approximately 90% of annual assessments have been collected, totaling over $200,000.
   2. Court Resurfacing: Heather reported that the second and final installment for the court resurfacing was paid, bringing the total project cost to $40,442.40. As the project was a reserve-funded expense, funds will be transferred from the reserve account to the checking account to reimburse the expense.
   3. Updates were provided regarding delinquent accounts and collection procedures. Applicable accounts may be referred to for collection and liens as required.
   4. Board and committee members were reminded to have vendors send invoices and quotes directly to the Treasurer and to use the Association’s PO Box rather than personal addresses. Reimbursement requests must include the required form and receipts.
   5. The Association’s business license and annual corporation report have been renewed/filed.

3. Executive Secretary (Giulia Johnson)

   1. The previously reported goat violation has been resolved, and the goats have been removed.
   2. Letters were previously sent regarding two short-term rental properties advertising lake/fishing privileges to renters. One listing appears to have been corrected. A second notice of violation will be sent to the remaining noncompliant property.
   3. Foster Champs, a nonprofit organization serving foster children and families, rented the pool for an upcoming event and requested use of the park. Richard volunteered to personally cover the $35 park rental fee. The required damage deposit will remain the responsibility of the member renting the facilities.
   4. The fall newsletter is expected to be distributed near the end of September. Committee submissions are requested by September 15, 2026.

4. Pool Committee (Stacy White)

   1. Pool operations are going well. The pool was closed for a day due to smoke conditions.
   2. Snack prices may be reduced during the final week of the season to help clear remaining inventory.

5. Park Committee (Jerry Hartman)

   1. Concrete repairs near the pool and completion of the Laurie’s memorial project are planned for September.
   2. Committee meeting requirements and the current BPM language were discussed.

6. Lake Committee (Peta Shepherd)

   1. Lake levels and operation of the well were discussed. The well is functioning and is intended to help offset evaporation rather than maintain a constant lake level. The well will be incorporated into reserve planning.
   2. Continued aquatic weed growth was discussed. Northwest Aquatics recommended a second treatment this season at a cost of $1,800.
   3. The committee continues to work on an application for additional grass carp for spring 2027. Approximately 150 carp at an estimated cost of $3,500 were discussed; no purchase was approved at this meeting.
   4. Fred has applied for the necessary Fishing Derby permit for next year.
   5. The Lake Committee will review its committee responsibilities and bring any proposed updates back to the Board.

6) Business

1. New Business

   1. Jerry made a motion to continue the paid Cheddar Up subscription at approximately $197.28 annually. The motion was seconded by Stacy White, motion approved and carried. The Board may reevaluate the service next year based on usage and available payment options.
   2. Peta made a motion to approve the July 2026 financial report. The motion was seconded by Fred, motion approved.
   3. Larry made a motion to approve Northwest Aquatics’ quote for a second aquatic weed treatment. Fred seconded the motion, and it was approved.
   4. The Board discussed whether the Park Worker position should remain seasonal or continue throughout the year. Considerations included winter trash removal, cost savings, workload for the Facilities Manager, and safety concerns related to a minor working during winter months. An initial motion to make the position summer-only did not receive affirmative votes. Larry then made a motion to continue the Park Worker position as a part-time, year-round position. The motion was seconded by Stacy and approved.
   5. The Board discussed signage for spring-mounted playground equipment to help prevent damage. Jay and Stacy will determine appropriate weight limits/signage and coordinate with the Park Committee within the existing budget.
   6. Stacy provided information regarding Benevity and whether the Association could participate in employer volunteer/donation programs. Due to the Association’s nonprofit status and lack of 501(c)(3) charitable status, no further action will be taken at this time.
   7. Giulia discussed the time required to administer the Lake Jane Facebook group and respond to Association-related questions through Facebook. Giulia will track time spent on HOA-related Facebook duties over the next month. The matter will be reviewed at the next Board meeting.

2. Unfinished Business

   1. Bridle/Trail/Property Boundary: The Board received an update regarding the ongoing property boundary and bridle trail issue. Additional guidance regarding enforcement and next steps are being sought.
   2. Short-Term Rental/Airbnb: One of the two previously contacted properties appears to have corrected its listing. A second violation notice will be sent to the remaining noncompliant property.
   3. Committee Meetings/BPM: The Board discussed the attorney’s response regarding committee meeting requirements. Melissa and Heather will work on clarifying the applicable BPM language.
   4. Grass Carp: The application process for additional grass carp will continue. If the application is successful, the proposed purchase and cost will be brought back to the Board for approval before proceeding.

7) Adjournment

Meeting was adjourned at 8:33 p.m. by Melissa Gubbe, President.

8) Executive Session

The Board entered Executive Session at 8:35 p.m. Association members and staff not participating in the Executive Session were excused. The Executive Session adjourned at 8:47 p.m. by Melissa Gubbe, President.