Sept. 7th Board Minutes

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The following is an unofficial copy of the approved Board minutes for the Walnut Crossing POA:

Walnut Crossing Property Owners Association

Board of Directors Meeting Minutes
 Date: September 7, 2025
Time: 3:00 PM
Location: Fayetteville Public Library

1. Call to Order

The meeting was called to order at 3:00 PM by Dominic Smith.

2. Roll Call

Present: Melissa D. Gresham, Dominic M. Smith, Julia Hughes, Bee Crandall, Peter Kane, Jerry Hennis (until Item 4).
Absent: David Ewing.

A quorum was declared present.

3. Approval of Minutes

The minutes of the previous meeting were reviewed.
Motion: To approve the minutes as presented.
Result: Motion carried.

4. Officer Elections

Motion (Melissa D. Gresham): To elect Julia Hughes as Secretary.
Seconded: Yes.
Vote: Unanimous.
Result: Julia Hughes was elected Secretary.

5. Banking and Financial Matters

  • Transfer of POA bank account from Jerry Hennis to Melissa D. Gresham and Dominic M. Smith initiated.
  • Melissa and Dominic will meet at Bank OZK on Wednesday, September 10, at 9:00 AM to finalize.
  • Jerry Hennis exited the meeting following this item.

6. Financial Report and Budget Discussion

Treasurer’s Report presented by Dominic M. Smith (March 2024 – March 2025):

  • Income: $27,500
  • Average Expenses (Monthly):
    • $1,000 – Public area upkeep
    • $600 – Domain services (Once a year)
    • $5 – Small business account fees (discussion on going paperless)
    • $400 – Mailer (effective but costly)
  • State Farm Check: Pending clarification
  • Profit vs. Loss: Approx. $14,000 remaining after expenses
  • Current Annual Spending: $15,000; surplus of $8,650

Budget Priorities:

  • Review monthly expenses
  • Consider accountant fees for tax compliance
  • Improve tracking via QuickBooks

7. Communication

  • Discussion on providing board members with official email addresses (tabled).
  • Proposal: Community signage by Melissa.
  • Approx. $150/month currently spent on communication.

8. Upkeep and Maintenance

  • Liability insurance to remain in place.
  • Safety concerns at two access points; motion approved to obtain repair quotes.
  • Patching needed in common areas; contractors to be held accountable.
  • Proposed project: Redo track around retention pond ($20,000, with dedicated project account).

9. Dues Collection

  • 2025 dues deposited.
  • Melissa will obtain access to PayPal by tomorrow for additional collections.

10. Ordinance and Covenant Enforcement

  • Public meeting to be scheduled for covenant updates.
  • Residents may submit topics in advance; attendance required for submitted items.
  • Discussions to be organized by category.
  • Resource guide update: Grass height standard revised from 4” to 6”.
  • Motion (Dominic): To reduce quorum requirement from 50% to 20%.
  • Vote: Unanimous.
  • Result: Motion carried.

11. Parking Issues

  • Discussion of Holland and Sweet Gum street parking; noted POA has limited authority on city streets.
  • Bee to contact city officials for parking guidance.
  • Peter raised concern over overflow parking solutions.
  • Consideration of trailer parking options within the neighborhood.

12. Upcoming Meetings

  • Preparation Meeting: October 5, 2025
  • Public Board Meeting: October 6, 2025, at the Boys and Girls Club (pending availability).

13. Adjournment

The meeting was adjourned at 4:45 PM.

Respectfully submitted,
 Julia Hughes
Secretary, Walnut Crossing POA