Sample HOA — Maplewood Ridge Homeowners Association
Meeting Minutes
Date: March 12, 2026
Called to order: 7:02 PM
Adjourned: 8:17 PM
Location: Community Clubhouse
Attendance
Present:
- Margaret Chen (President)
- David Ortega (Vice President)
- Sarah Whitfield (Secretary)
- Robert Kinney (Treasurer)
- Ellen Marsh (Property Manager, Greenline Community Services)
Absent:
- Thomas Reilly (Board Member)
Call to Order
The meeting was called to order at 7:02 PM by Margaret Chen.
Quorum
A quorum was established. Four of five board members were present, which exceeds the majority required under the association’s bylaws.
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Treasurer’s Report
February Financial Summary
Robert Kinney presented the treasurer’s report. As of the end of February, operating funds totaled approximately $142,800 and reserves stood at approximately $318,500, for total association funds of roughly $461,300. February net income over expense was approximately $2,850, and year-to-date net was approximately $6,100.
Robert Kinney noted that the year-to-date surplus is partially a timing effect, as several expense categories — insurance renewal, reserve study payment, and spring landscape contract initiation — are concentrated later in the year. Ellen Marsh confirmed that the expense pacing looks consistent with prior years at this point in the cycle.
Delinquencies
Ellen Marsh reported that the delinquency picture has improved since January. Two accounts remain outstanding: one owner whose payment has bounced twice and is now being contacted directly, and a second owner who is two months behind but has committed to a catch-up plan. A third account that had been on the prior report was resolved during February.
Manager’s Report
Exterior Painting — Building C
The spring exterior painting project for Building C is on track. The contractor (Northfield Exteriors) has confirmed a start date of April 20, weather permitting. Owners in Building C have been notified and a reminder notice will go out two weeks before the start date. Ellen Marsh noted that the quote came in about four percent under budget.
Old Business
Pool Furniture Replacement
David Ortega reported on pricing received from three vendors for replacement pool deck furniture. The board had previously agreed at the February meeting that the existing chaise lounges and umbrellas needed to be replaced before the season opened. The three quotes ranged from approximately $4,200 to $6,800 depending on material grade and warranty length.
David Ortega recommended the middle option from PoolDeck Direct, citing a five-year UV warranty and commercial-grade frames that he believed would hold up better than the budget option. The board discussed the tradeoff between the upfront cost difference and the replacement cycle.
Motion — To approve the purchase of replacement pool deck furniture
Made by: David Ortega
Seconded by: Robert Kinney
Vote: All in favor
Result: approved
New Business
Clubhouse Wi-Fi Upgrade
Margaret Chen raised the possibility of upgrading the clubhouse Wi-Fi, noting that residents using the space for remote work have complained about the connection quality. No quotes have been obtained yet. The board asked Ellen Marsh to gather two or three estimates for consideration at the April meeting.
Action Items
- Send Building C painting reminder notice two weeks before the April 20 start date. (Ellen Marsh)
- Place the order for pool deck furniture per the approved motion. (David Ortega)
- Obtain two to three quotes for clubhouse Wi-Fi upgrade for the April meeting. (Ellen Marsh)
Adjournment
A motion to adjourn was made by Margaret Chen, seconded by Sarah Whitfield, and approved by unanimous consent. The meeting was adjourned at 8:17 PM.
Next regular board meeting: April 9, 2026, 7:00 PM, Community Clubhouse.