Directors present: Priya Shah, President; Marcus Hale, Vice President; Ellen Marsh, Treasurer; Dan Okafor, Secretary; Sue Lindqvist, Director. Quorum present (five of five).
Also present: Susan Collins, Community Manager, Westgate Property Management. Approximately eight Owners attended portions of the open meeting.
President Shah called the meeting to order at 6:02 p.m. and welcomed Owners in attendance.
Owners commented on pickleball evening noise near the courts, the meeting-time survey, and timing of the landscape contract decision. The Board took comments under advisement; no formal action was taken during open forum.
Upon motion by Hale, seconded by Lindqvist, the minutes of the regular meeting of 7 October 2026 were approved as circulated. Motion carried unanimously.
Treasurer Marsh presented third-quarter figures and year-to-date balances. As of the most recent reconciled statement shared with the Board: operating account $186,420; capital reserve $890,400 (62% funded per the 2023 reserve study); ACC deposits $42,150; landscape escrow $18,600. Quarterly assessments remain $285 per Lot pursuant to the 2026 adopted budget (340 Lots; annual assessment income $387,600). Marsh noted insurance and pool costs tracking near budget. Upon motion by Marsh, seconded by Hale, the Board accepted the financial report. Motion carried unanimously.
The Board opened nominations for the three seats whose terms end December 2026, presently held by Marsh, Okafor, and Lindqvist. Shah and Hale continue in unexpired terms and are not on this ballot. The manager will receive nomination forms and candidate statements through 25 November 2026 at 5:00 p.m. Section 6.03 of the Declaration requires the nomination list to be certified by the Board before the election packet is mailed on 2 December 2026. Ballots will be due 30 December 2026. Cumulative voting applies under the Bylaws. No motion required to open nominations; the calendar was confirmed by consensus.
The current Greenbench Landscape contract ends 31 December 2026. Upon motion by Hale, seconded by Lindqvist, the Board authorized issuance of a Request for Proposals for landscape maintenance for calendar years 2027 through 2029, covering common-area mowing and edging, willow-corridor pruning twice yearly, irrigation start-up and winterization, and planting beds at the playground and pool deck, with site visit and insurance requirements as drafted by management. Bids are to be opened together at the 2 December 2026 meeting. Motion carried unanimously.
Manager Collins reported the pool was winterized on 15 October 2026. The spa remains on a limited timer through approximately 15 November. No further Board action.
The Board confirmed that the engineer will deliver a draft of the 2026 reserve-study update on 11 December 2026, ahead of any dues discussion for 2027. The 2023 study remains the baseline (62% funded; pool plaster projected 2028).
Collins reported the Owner survey on whether Tuesday at 6:00 p.m. remains preferred is in progress, with strong early response. The survey closes 4 December 2026. Results will be presented after the close date.
There being no further business, upon motion duly made and seconded, the meeting adjourned at 7:18 p.m. Next regular meeting: Tuesday, 2 December 2026, 6:00 p.m., Clubhouse — agenda to include certification of the nomination list, landscape bid opening, reserve-study status, and survey update.
Respectfully submitted,
Dan Okafor, Secretary
Willow Bend Homeowners Association, Inc.