2024 Annual Meeting

Empty conference room with table and chairs

Location Details

Thursday, August 22 2024
7:00 p.m.
Woodbury City Hall
Birch Conference Room

THANK YOU to the many Lot Owners who have submitted their proxy!

If you have not completed a proxy form and cannot attend the meeting, please provide a proxy that will allow us to meet quorum requirements for the meeting and for the assessment vote(s). Download the PROXY from the HVHA Docs and Forms page.

Agenda

Treasurer's Report
Common Areas
Covenants & Architectural Guidelines

> Mailbox & post design

> Responsible party for future mailbox upkeep

> Special assessment vote

> Annual assessment increase vote (if HOA takes over mailbox responsibility)

Board Elections
Open Forum

An important reminder about the assessment vote

There is one vote per Lot and only Lot Owners are entitled to vote. Also, Lot Owners must be current on all assessments and in compliance with covenants and architectural guidelines to be entitled to vote. The list below shows the most common violations/complaints we receive. This list was in the annual letter that accompanied your assessment invoice.

Trailers, boats, RVs, campers parked anywhere on Lot
Trim or siding that is not painted or repaired
Driveways in disrepair
Dead, diseased trees/shrubbery that have not been removed
Leaves, stacked branches, or debris left anywhere on the Lot
Lawns that are overgrown, are full of weeds, or have large bare patches
Garbage and recycling cans left outside
Signs posted in yard
Outside lights that are non-compliant

NOTE: Mailboxes/posts that are in disrepair would normally be on this list but are not included this year due to the mailbox/post design discussions.

Board Elections

We are seeking candidates for all board positions.

General Member (1 seat)
Treasurer (skill requirements)
Secretary (skill requirements)

NOTE: The President, Vice President, and At Large member assignments are voted upon by the Board at their first meeting following the Annual Meeting.

Email us if you are willing to run for a board seat or want to nominate another Highland Village resident.

Board Job Descriptions

President: Oversees all functions of HVHA, Presides over meetings; Responds to emails regarding Association business; Maintains calendar of HVHA activities including important deadlines for financial filings, certificates & licenses; Reviews HVHA insurance policy for compliance with its guidelines & advisories; Signs contracts on behalf of HVHA; Represents HVHA, as necessary.

Time Commitment: 1-3 hours per month

Vice President: Assumes role of President when needed, Attends Board meetings; Responds to emails regarding Association business; Performs functions assigned by the President.

Time Commitment: 1-3 hours per month

At Large Member: Attends Board meetings; Responds to emails regarding Association business; Performs functions assigned by the President.

Time Commitment: 1-3 hours per month

Treasurer: Attends Board meetings; Responds to emails regarding Association business; Maintains HVHA financial books and mails annual assessments by June 1; Files HVHA taxes and reports required by the State in a timely manner; Collects budget input from Board to present when drafting new fiscal year's budget; Provides Income-Expense Statements & Balance Sheet, as needed; Prepares & delivers Dues Current Letters when requested; Performs functions assigned by the President.

Skills Needed: Knowledge of accounting principles, financial software, and MS Excel.
Time Commitment: 3 hours per month (January-April & September-December);
15-20 hours per month (May-August due to assessment payment & invoice processing, annual meeting prep)

Secretary: Attends Board meetings; Responds to emails regarding Association business; Takes attendance and minutes at Board & Annual meetings; Records and distributes minutes; Maintains permanent records of non-financial Association business; Checks Association mailbox; Deposits payments received in a timely manner; Prepares & delivers Resale Disclosure Certificates; Drafts and mails Spring Letter; Drafts letter included with annual assessment mailing; Drafts correspondence, as needed; Performs functions assigned by the President.

Skills Needed: MS Word & MS Excel.
Time Commitment: 7-10 hours per month (January-April, & September-December);
15-20 hours per month (May-August due to annual mailing letter, proxy, assessment payment & invoice processing, annual meeting prep)

Committee Members Wanted

Please consider joining one of these association committees. The Board performs these functions when there are not active committees.

The Architectural Control Committee reviews and enforces the Association's covenants and architectural guidelines. This includes approving Architectural Approval Forms submitted for exterior lot changes.

The Maintenance Committee advises the board on issues regarding the upkeep, repair, and improvements needed for the Association's common areas. Help provide input on decisions we make for monument and sign repair, and common area landscape work.