HOA Priority Tasks
Covenants & Bylaws
General Committee: Create working document showing status / progress of violations and actions
Governing Documents: Review and suggest updates for Articles of Incorporation
Governing Documents: Review and suggest updates for Covenants
Governing Documents: Review and suggest updates for Bylaws
Governing Documents: Revisit rest of previously brainstormed rules and fines and make suggested updates
Governing Documents: Create irrigation rules that prevent neighborhood drainage problems
DRC: In coordination with Enforcement, create look-up spreadsheet of Covenants and Rules to help with DRC reviews and Enforcement
DRC: Add column in reference spreadsheet to associate DRC form category/type to Covenant or Rule
DRC: Get new people who are interested trained on DRC workflow and get them engaged on DRC
DRC: Allow burnt out DRC member to retire after new DRC members are onboarded
DRC: Improve response time to requests
Enforcement: Recruit a group that feels comfortable enforcing
Enforcement: Recruit one or more people that feels comfortable doing inspections
Enforcement: Better enforcement of violations (especially out of control yards)
Enforcement: More clear list of what violations will be enforced
Enforcement: More timely enforcement
Enforcement: In coordination with DRC create look-up spreadsheet of Covenants and Rules to help with Enforcement and DRC reviews
Enforcement: Add column in reference spreadsheet to associate violation category in Buildium to Covenant or Rule
Enforcement: Add column in reference spreadsheet to associate current fine with Covenant or Rule
Enforcement: Develop inspection form for each violation type in Buildium
Enforcement: Enforce common and recent complaints - fence maintenance and repair
Enforcement: Enforce common and recent complaints - fence construction / installation (e.g water drainage height off ground, good neighbor, pod lot restrictions, etc.)
Enforcement: Enforce common and recent complaints - Lot/yard maintenance and good repair (e.g. mowing, trimming, edging, blowing)
Enforcement: Enforce common and recent complaints - Establishing grass after new construction
Enforcement: Enforce common and recent complaints - Lot maintenance to water's edge on pond lots
Enforcement: Enforce common and recent complaints - Pond lot special restrictions (e.g. Fence type, no above ground pools, no trampolines, etc.)
Enforcement: Enforce common and recent complaints - Forbidden structures (e.g. Above ground pools, play equipment in front of house - including sports goals, swing sets, pools, etc.)
Fiscal
Live your best life Debby
Annual budget completed
Suggestions for tighter budget
Research bonding for board members and whether current insurancy policy includes it
Reserve fund recommendation for budget
Reserve fund study recommendation (when to do one, what it should include, etc.)
Recommendation for funding options for new amenities
Fiscal Committee recommendation on path forward in response to recommendation from Wichita title company: "Since title companies in KS are no longer required to insure all HOA past-due balances are paid, it is in Watermarke's best interest to pursue title liens sooner and more frequently."
Administration
General Committee: Establish monthly calendars
General Committee: Get master calendar up and running
General Committee: Establish ability to send paper copies of newsletters
General Committee: Help get standard meeting agenda and minutes templates established for Board and Neighborhood meetings
General Committee: Create Calendar Management Methodology document (so people understand intent and usage of HOA calendar)
General Committee: Recruit a scribe to help with agendas and minutes at Board and Neighborhood meetings
General Committee: Update buyer's closing form to include acknowledgements and agreement to follow covenants regarding establishing grass, the DRC process, etc. (identify others)
General Committee: Create seller's closing form to get forwarding / contact information from sellers
General Committee: Have calendar manager schedule and advertise regular work days in Fall and Spring
Safety & Security: Even though Safety and Security are on us as residents, come up with a proposed approach to all the nonsense going on
Nominating Subcommittee: Get nominating committee established
Nominating Subcommittee: Coordinate with Survey Team to get poll for gathering interest and strengths
Nominating Subcommittee: Begin generating ideas to identify interests and strengths and find people to fill vacant HOA positions
Survey Team: Generate long-term plan for polls and surveys
Survey Team: Coordinate with Amenities Committee to create polls to gather neighborhood recommendations for new amenities
Survey Team: Coordinate with Engagement Committee to create polls to gather neighborhood interest to establish social groups, activities, and events
Survey Team: Coordinate with Nominating Subcommittee to create polss to gather neighborhood interests and strenghts to support nominating for HOA positions
Neighborhood Engagement
Welcoming: Complete welcoming packet
Welcoming: Plan contents of welcoming baskets
Welcoming: Get Welcoming Subcommittee established (people to do it)
Welcoming: Write Welcoming Methodology document to help newcomers later know what to do
Welcoming: Create reminder / checklist for welcoming process
Major Events: Add one additional major event aside from Summer (4th of July) and Autumn (Halloween) in 2025
Major Events: Plan Autumn (Halloween) event
Major Events: Plan major events further in advance and give longer notice to neighborhood
Major Events: Prioritize planning bigger events than smaller events
Major Events: Plan all 4 major events by 2026
Minor Events: Encourage more engagement with garage sales
Minor Events: Plan and host more minor events (e.g. Pool opening, pool closing, etc.)
Minor Events: Plan and find people to host rotating and regular cul-de-sac gatherings
Social Engagement: Plan one social engagment event in 2025 (e.g. Some kind of tournament)
Social Engagment: Establish a few ongoning social groups (e.g. Walking group, card night, age range play groups, etc.)
Cities Engagement: Advertise neighborhood outing to community events (e.g. Riverfest, Valley Center Fall Festival, Wind Surge Games, etc.)
Grounds
General Committee: Give equal attention to 53rd St side (may require additional attention in short term to establish appearance of equal attention)
General Committtee: Get person who volunteered to be MABCD Liaison brought up to speed
General Committee: Have new MABCD Liaison report builder problems (e.g. Broken sidewalks, broken curbs, blocked stormwater dran inlets, sand/dirt on roads and curbs, trash/debris, etc.)
Lawn: When sidewalk was installed on 53rd St side of neighborhood, sod wasn't laid like was pushed and required on the Meridian side. Have city fix it to be same on 53rd as on Meridian.
Lawn: Stop over watering - get sprinklers set to only water each zone 1 time per week, deep watering 1" of water (increase to 2x per week in heat of summer when temperatures are above 90 or 95)
Lawn: Stop watering when it is raining or just rained - install rain sensors for each irrigation controller
Lawn: Stop watering when it just evaporates - get sprinklers set to only water before 10am
Lawn: Get HOA owned land by/in electrical easement around new sidewalk on North side of neighborhood on Meridian roadside into regular maintenance and mowing by Crandon
Lawn: Remind / require Crandon to trim grass (and weeds) under pool fence and edge pool deck concrete every time they mow
Trees: Create tree maintenance and improvement long-term plan (e.g. Inspection schedule, trimming, planing, removal)
Trees: Begin budgeting and executing long-term plan
Ponds: Create pond recovery and improvement long-term plan (e.g. bubblers, restocking, waters edge, etc.)
Ponds: Install new fountain in one of the ponds in 2025
Ponds: Identify, budget, and plan to execute improvement ideas to prevent fish from dying every August
Landscaping: Create landscaping maintenance and improvement long-term plan (e.g. Regular flower updates, hedge and bush maintenance, irrigation maintenance, monument maintenance, etc)
Landscaping: Install electricity at both monuments for lighting and holiday decorations
Landscaping: Finish landscaping around pool parking lot
Landscaping: Regularly, frequently, and continuously remove weeds that grow in crack and seams in streets and curbs, especially near monuments and medians
Maintenance: Install lights on monument on 53rd St entrance
Maintenance: Create a maintenance schedule to make things easier on Roger
Maintenance: Clean-up around parking lot by pool
Maintenance: Collaborate with Playground Manager to establish and document (like in Buildium tasks) maintenance schedules for playground assets (e.g. clean & stain swing set, maintain gravel/mulch/ground cover, fence maintenance, etc.)
Maintenance: Collaborate with Pool Manager to establish and document (like in Buildium tasks) maintenance schedules for pool assets (e.g. bathroom/pump room house siding, painting, roofing; pump maintenance; salt/chlorine system maintenance; clean & seal concrete; ladders?; etc.)
Maintenance: Fix sink in pool bathroom (and close up wall underneath)
Maintenance: Fix broken valve in pump room
Amenities
Playground: Line playground with wood edging so rocks stay in playground area better
Playground: Clean out and fix drain to prevent getting clogged again and so that parking lot drains
Playground: Pressure spray and stain swingset
Playground: Collaborate with Maintenance Subcommittee to establish maintenance scheudle for playground assets
Pool: Camera debacle
Pool: Figure out camera situation
Pool: Install landscaping fabric around perimeter of pool fence to minimize gravel/mulch/ground cover, grass clippings, leaves, etc. From getting into pool area and pool
Pool: Collaborate with Maintenance Subcommittee to establish maintenance scheudle for pool assets
Future Amenities: Have a decision on the next "new" amenity / big purchase by ???when???
Future Amenities: Create plan for new amenities
Future Amenities: Create execution plan and timeline for new amenities design
Future Amenities: Create execution plan and timeline for new amenities construction
Future Amenities: Collaborate with Survey Team to create poll to gather neighborhood input for new amenities
Board
Keep meetings on time (2 hour time limit unless otherwise allocated)
Gather emails for master calendar access
Discuss roles in Buildium and email - who should be responding to what
Confirm meetings through December to help keep the calendar consistent
Consider and evaluate transitioning from Buildium to AppFolio
Establish scedule of regular (seasonal) board meeting activities / tasks
Establish regular all neighborhood meeting activities / votes
Collaborate with Administration Committee to establish regular meeting agendas to aid in executing regular board and neighborhood meeting activities
Create methodology document for the regular board activities and neighborhood meeting activities
Have committees create "what you need to know when joining XXX committee / subcommittee / role" info packet for many of the roles within the HOA
Develop Covenant Committee specific status report (e.g. Enforcement stats, DRC stats, document update progress, etc.)
Develop Grounds Committee specific status report (e.g. Maintenance statistics, status for lawn/landscaping/trees/ponds planning and improvement, etc.)
Develop Engagement Committee specific status report (e.g. Welcoming stats, recent event stats, planning status of upcoming events, social gropu stats, etc.)
Develop Fiscal Committee specific status report (e.g. Stats for new builds and lot transfers, Budget vs. Actual, status of remaining budget until a committee's spending must be reviewed by board, etc.)
Develop Administration Committee specific status report (e.g. Survey stats, nominating committee stats, ???, etc.)
Develop Amenities Committee specific status report (e.g. Status of new amenities design/build plan, pool stats?, playground stats?, etc.)
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