Meeting Minutes

AVHOA 2024 Annual Meeting
7 p.m., March 5, 2024
River Oaks Golf Club

Participants
29 attendees
(5 board members and 30 residents representing 23 households)

Introductions
Board Members
     Russell Katigan, President
     Garret Woods, Vice President
     Greg Kamp, Treasurer
     Warren Vieth, Secretary
     Tara LaClair, Member At Large
New Homeowner
      John Craig

AVHOA Dues Increase
Concerns about the $50 annual dues increase announced by the board prior to the annual meeting dominated discussion of several agenda items. The increase, which boosted the annual dues to $500, was the first since 2017. Since that time, the cost of goods and services purchased by the association have gone up. According to government cost of living statistics, AVHOA dues would need to be $581 today to have the same purchasing power as $450 had in 2017. The board believed the dues increase was needed to keep up with the rising cost of maintaining streets, beautifying common areas and addressing other community needs.

Resident W.B. Smith and several other attendees objected that the 2024 dues increase had not been approved by homeowners during the previous year’s annual meeting and was not listed as a separate voting item on the 2024 meeting agenda. Katigan said the board believed the association bylaws authorized the board to adjust dues at its discretion. Nevertheless, he said the board was willing to add an agenda item to allow a separate vote on the increase.

2022 Annual Meeting Minutes
After discussion of the dues increase, the minutes of the 2023 annual meeting were approved by acclamation.

Board Position Elections
The three-year terms of Katigan and Vieth end in 2024. Woods called for nominations to fill each seat. Separate motions were made from the floor to nominate Katigan and Vieth for additional three-year board terms. No other candidates were nominated. Katigan and Vieth were elected by acclamation in separate votes.

2023 Budget Review
Kamp discussed the association’s income and spending during 2023. Income for the year totaled $50,823. Expenses totaled $49,076, leaving a small surplus of $1,747. A copy of the budget is posted separately on this website.

Katigan noted that the association spent $16,663 last year to install a culvert to correct drainage problems at the intersection of NE 101st St. and Highview Drive. He said the need for more drainage repairs is “on the radar” for association in 2024 and subsequent years. Katigan said the board’s understanding is that the association is responsible for maintenance of culverts that run underneath neighborhood streets, but homeowners are responsible for maintaining culverts beneath their driveways. One attendee disputed that opinion, saying he believed the association was responsible for all culverts, including those under driveways.

Although last year’s expenses did not exceed income, Katigan noted that the association was able to transfer only $3,357 into its long-term road fund. The board’s goal has been to transfer $30,000 per year into the savings account, which has a current balance of $202,119. At some point in the future, the neighborhood may need to do a complete road resurfacing project to remove multiple existing layers of asphalt and apply a new coat at ground level. The association has been told that the project probably would cost $3 million if done today. If the association is unable to make substantial contributions to the road fund, a job of that magnitude would require a one-time special assessment of roughly $27,000 per household.

Katigan noted that the association’s landscaping contract with Daniel’s Lawn Service would be expanded in 2024 to include mowing and tree trimming along the stretch of Hefner Road from the Apple Valley entrance east to the cell phone tower.

The 2023 budget was approved by acclamation.

2024 Budget Proposal
Kamp outlined the 2024 budget. With the $50 dues increase, income is expected to total $55,770 for the year. Outlays are projected at $52,880, leaving a small surplus of $2,890. The 2024 budget does not include a projected transfer into the long-term road fund.

Smith said he believed the cost of tree removal on Hefner Road east of the Apple Valley entrance might require a budget increase of $10,000 to $15,000. He offered to make a motion to boost the budget by that amount. But Katigan said he thought the work could be done at no additional cost under the expanded contract with the landscaper.

The 2024 budget was approved by acclamation. 

Dues Increase Approval
Smith made a motion to approve the $50 dues increase as reflected in the budget. The motion was approved by acclamation.

Covenant Revisions
LaClair said the process of revising and consolidating Apple Valley’s three sets of covenants was taking more time than anticipated. She said the board intended to complete the work as soon as possible. The proposed changes will be presented to all homeowners and will require a 2/3 vote of approval to take effect.

Neighborhood Activities
Katigan said his wife, Whitney, was planning to step down as chairman of the neighborhood activities committee because of other time commitments. He said the association would be seeking volunteers to coordinate activities in 2024.

New Issues
Resident John Holbird complained about the condition of the large undeveloped lot owned by the Oakdale school system at the southwest corner of Hefner Road and Air Depot Blvd. The school system has dumped large mounds of soil and allowed brush and trees to sprout on the property, with no maintenance. He called the situation a “real eyesore” that ought to be addressed by the school district.

Smith said he believed that the association would need to continue raising its dues in future years to address road repairs and other expenses. He offered to make a motion calling for another $50 increase in 2025. Kamp and Katigan responded that they thought an even larger increase might be necessary, and preferred to defer action until the board could study the matter and consult with homeowners. No action was taken.

One attendee suggested that the association begin reporting on crime activity in the neighborhood.

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Special Board Meeting
7:30 p.m., March 4, 2024
Warren Vieth residence

Present
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Tara LaClair, member at large

Absent
Russell Katigan, president

Discussion Items
The board continued its preparation for the March 5 AVHOA annual meeting. Most of the discussion focused on revisions to the 2024 budget.

Landscaping Contract
The board voted unanimously to approve a bid from Daniel's Lawn Service for all of our landscaping work in 2024. The bid totals $13,275 for the year. It includes $7,800 for mowing of common areas, $1,000 for lawn treatments, $950 for flowers at the two entrances, $3,000 for greenbelt maintenance and $525 for holiday lighting.

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Special Board Meeting
7:30 p.m., Feb. 26, 2024
Garret Woods residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary

Absent
Țara LaClair, member at large

Discussion Items
The board continued its preparation for the March 5 AVHOA annual meeting. Issues discussed included the 2024 budget, the $50 dues increase and the challenge of preparing for a complete resurfacing of neighborhood streets at some point in the future. Kamp said the cost of resurfacing could be as much as $3 million, or roughly $27,000 per household. The association currently has only $202,000 in its road fund. 

No votes were taken at the meeting.

Next Board Meeting
The board scheduled a meeting for 7:30 p.m., Monday, March 4, at Warren Vieth's residence to finalize the agenda for March 5 annual meeting.

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Special Board Meeting
7:30 p.m., Feb. 6, 2024
Greg Kamp residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary

Absent
Țara LaClair, member at large

Shed Replacement Approval
The board approved an application submitted by Warren and Kathy Vieth of 7200 NE 106th Street, to build a new shed to replace their exiting shed. The application was approved by board members Katigan, Woods and Kamp. Vieth abstained from the vote. 

Discussion Items
Board members discussed topics to be addressed at the upcoming March 5 AVHOA annual meeting, including a $50 dues increase and the association's budget for 2024. They also discussed the timetable for revising and consolidating the covenants for Apple Valley. No votes were taken.

Next Board Meeting
The board scheduled a meeting for 7:30 p.m., Wednesday, Feb. 21, at Garret Woods's residence to continue its preparations for the March 5 annual meeting.

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First Quarter 2024 Board Meeting
8:00 p.m., Wednesday, Jan. 31, 2024
Meeting held via Zoom

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary

Absent
Țara LaClair, member at large

Discussion Items
Board members agreed to hold the 2024 Annual Meeting at 7 p.m. on Tuesday, March 5, 2024. They set dates for additional board meetings leading up to the Annual Meeting. They also discussed the contents of a letter to be sent to all AVHOA members informing them about the Annual Meeting, announcing a dues increase to $500 per year and offering online dues payments as a option.

No votes were taken.

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Fourth Quarter 2023 Board Meeting
8:00 p.m., Dec. 18, 2023
Meeting held via Zoom

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Țara LaClair, member at large

Discussion Items
Board members discussed the need to raise AVHOA annual dues in 2024, plans to reseal the neighborhood's roads, and tentative dates for future meetings. No votes were taken. 

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Special Board Meeting
9:00 a.m., Oct 14, 2023
Neighborhood tour

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Țara LaClair, member at large

Discussion Items
Board members toured the neighborhood to determine how many properties might be in violation of the Apple Valley covenants. No votes were taken. 

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Third Quarter 2023 Board Meeting
7:30 p.m., Sept. 26, 2023
Warren Vieth residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Țara LaClair, member at large

Discussion Items
Board members continued their discussion of proposed revisions to the Apple Valley covenants. No votes were taken. 

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Special Board Meeting
7:30 p.m., Aug. 29, 2023
Warren Vieth residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Țara LaClair, member at large

Discussion Items
Board members continued their discussion of proposed revisions to the Apple Valley covenants. No votes were taken. 

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Special Board Meeting
7:30 p.m., July 24, 2023
Garret Woods residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Țara LaClair, member at large

Discussion Items
Board members discussed proposed revisions to the Apple Valley covenants. No votes were taken. 

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Second Quarter 2023 Board Meeting
7:30 p.m., June 12, 2023
Warren Vieth residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Țara LaClair, member at large

Director & Officer Insurance
AVHOA currently carries general liability insurance with limited coverage. Following up on earlier discussions about adding director and officer coverage, Kamp presented two policy options offered by State Farm. Board members agreed that obtaining D&O insurance would be a good idea. Kamp said he would do additional research to determine cost and coverage options.

Road Reconstruction
At some point in the future, Apple Valley will need to undertake a major road resurfacing project that could exceed $1 million in cost. Although the existing road surface might last another decade or more if carefully maintained, board members agreed to do some initial research to determine more precisely how much a complete resurfacing job would cost and how it might be financed.

Covenant Revisions
The board resolved to make it a priority to complete past efforts to revise and consolidate the three sets of covenant restrictions enacted as Apple Valley was developed in phases. Board members scheduled a special session on June 25, 2023, to draft final language for the consolidated covenants document. After a final document is completed, it will be presented to Apple Valley residents for consideration. A two-thirds affirmative vote of all Apple Valley property owners is required for adoption.

Enforcement Issues
The board also agreed to develop clearer policies for future enforcement of existing covenant restrictions, such as unsightly yard clutter, noncompliant fences and outbuildings, and parking of RVs and trailers on driveways. Such enforcement efforts could include the filing of liens to help ensure that corrective measure are addressed before future property sales are completed.

--Warren Vieth, Secretary

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AVHOA Board Special Meeting Minutes               
7 p.m., March 20, 2023
Greg Kamp residence

Present
Russell Katigan, President
Garret Woods, Vice President
Greg Kamp, Treasurer
Warren Vieth, Secretary
Tara LaClair, Member at Large

Covenant Violations
Board members discussed the possibility of stepping up enforcement actions against covenant violations such as privacy fences, noncompatible outbuildings, RV parking and yard clutter. Members decided to conduct a neighborhood inventory of existing violations before proceeding with individual enforcement efforts.

Covenant Revisions
LaClair said the board needed to review the current draft of the revised and consolidated covenants to determine whether additional changes were needed. Specific items could include any or all of the following:
-Grandfathered violations
-Privacy fences
-Mailbox enclosures
-Unauthorized or unsightly outbuildings
-Parking of RVs, boats and trailers
-Trash, junk and clutter in yards
-Inconsistent paint colors
-Backyard chickens
-Xeriscaping
-Solar panels and windmills
Among other things, board members said the covenants needed to define what “building line” means with respect to parking of RVs and trailers on driveways, particularly on corner lots.

Other Issues
Several board members said they said they thought it would be a good idea to create a “Yard Of The Month” award to showcase good landscaping practices.

Katigan said it would be nice to publish occasional profiles of neighborhood residents to increase community spirit.

Katigan said he intended to look into the AVHOA.com online payment process to make sure it is working well.

-Warren Vieth, Secretary

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AVHOA Annual Meeting Minutes               
7 p.m., Feb. 28, 2023
Oakdale Baptist Church

Participants
Apple Valley board members and residents
(37 attendees representing 27 households)

Call to Order
7:00 p.m., Russell Katigan presiding

Introductions
Board members:
  Russell Katigan, President
  Garret Woods, Vice President
  Greg Kamp, Treasurer
  Warren Vieth, Secretary
  Tara LaClair, Member at Large
New resident:
  Justin Matlock

2022 Annual Meeting Minutes
The minutes of the 2022 annual meeting were approved by acclamation.

2022 Accomplishments
Katigan reviewed the previous year’s accomplishments, including neighborhood events, entrance improvements and the purchase of new containers for rock salt to be spread when the entrances become icy.

Street Maintenance
The association plans to solicit bids for another round of crack filling and surface sealing of neighborhood streets. Katigan said the repairs probably will be done in the fall. The goal is to defer the need for a complete resurfacing job for as long as possible.

Covenant Revisions
Revising and consolidating Apple Valley’s three sets of covenants is at the top of the association’s list of 2023 priorities, Katigan said. A committee headed by LaClair is finalizing the proposed changes. They will be presented to all association members and will require a 2/3 vote of approval to take effect. LaClair said a key objective was to increase the market value of Apple Valley homes by making the neighborhood more attractive.

Theresa Castaneda asked whether the covenant revisions would allow Apple Valley residents to keep chickens in their backyards. The existing covenants forbid any form of livestock other than domestic pets. Oklahoma City has changed its municipal ordinances to allow chickens within city limits, subject to some restrictions. The board said it had not yet made a decision regarding the issue.

Dues Increase
Apple Valley residents should expect a dues increase to be included in the 2024 budget, Katigan said. The amount has not yet been determined. Katigan said the increase was needed to cover rising costs of various goods and services. Apple Valley’s dues, currently $450 per year, have not been raised since 2017.

2023 Budget
Kamp outlined the association’s proposed 2023 budget. Total income is projected to be $50,220, the same amount budgeted for 2022. Actual 2022 income was $48,279 because of unpaid dues. Total expenses for 2023 are budgeted at $68,520, compared to 2022 budgeted expenses of $71,270. Actual 2022 expenses were $23,975, mainly because anticipated road and drainage improvements were deferred. The 2023 budget was adopted by acclamation.

Oakdale Rezoning
Vieth reviewed Apple Valley’s involvement in efforts by several neighborhoods to reject or modify a proposed high-density development at the northeast corner of Britton and Sooner Roads. The proposed development by Ideal Homes would place 655 homes on 200 acres, compared to Apple Valley’s 111 homes on 160 acres. Opponents contend the development would create traffic congestion, damage the environment and overload Oakdale schools. The board encouraged Apple Valley residents to fight the proposal by signing petitions and attending Oklahoma City Council and Planning Commission meetings.

W.B. Smith said opponents of the development should emphasize that the new residents would not generate much sales tax revenue for Oklahoma City because they would do much of their shopping in Edmond or Midwest City.

Other Issues
Mark Blasdel suggested that the board encourage OG&E, AT&T and Cox Cable to improve the maintenance of utility boxes throughout the neighborhood. He noted that many boxes are in need of leveling or painting. Katigan said he would get in touch with the companies to see what could be done.

Reed McNeely asked whether the association might be able to earn more interest on its reserve funds by purchasing short-term CDs. Kamp said he would look into it.

Blasdel asked whether the association planned to publish a neighborhood directory. The last printed directory was distributed in 2017. The board said it was now posting all neighborhood information on the AVHOA website (https://www.avhoa.com) and Facebook page (Apple Valley Homeowners Association, OKC).

Adjournment
The meeting was adjourned at 8:20 p.m.

-Warren Vieth, Secretary


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AVHOA First Quarter 2023 Board Meeting
7:00 p.m., Jan. 17, 2023
River Oaks Country Club

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary

Absent
Tara LaClair, member at large

Annual Meeting
The board agreed to schedule the association’s 2023 Annual Meeting for 7 p.m., Tuesday, Feb. 28, at a location to be determined. All AVHOA members are encouraged to attend. The agenda will include consideration of the association’s 2022 financial reports and 2023 budget.

Board members also decided to hold another board meeting at 7 p.m. on Tuesday, Feb. 7, to finalize the agenda for the annual meeting.

Dues Increase
Board members agreed that it would be prudent to propose an increase in the association’s $450 annual dues to help cover the rapidly rising cost of neighborhood road and drainage improvements. The amount of the proposed increase will be determined after conducting a survey of dues paid in adjacent neighborhoods and estimating the cost of future repairs and improvements.

--Warren Vieth, Secretary


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AVHOA Third Quarter Board Meeting
Oct. 10, 2022
Garret Woods residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Tara LaClair, member at large

The meeting was called to order at 6:02 p.m.

Street Repairs
Katigan said he had consulted with three road contractors about the cost of repairing the sinkhole at the corner of 101st Street and Green Valley Road, and restoring the post that was knocked down at the Green Valley entrance to the neighborhood. One contractor was not interested. Of the other two, Katigan said the most thorough proposal was offered by Tom Gorman, the same contractor who re-sealed our streets last year. Gorman recommended installing a tinhorn culvert pipe underneath the asphalt pavement across 101st Street to channel water drainage from the south to the north side of the roadway, and encasing the culvert in concrete to the existing surface level.

Katigan said Gorman wanted to review an earlier cost estimate in light of continuing price hikes for materials, but it appeared both repair jobs could be done for about $15,000. The board voted unanimously to award the contract to Gorman, subject to Katigan’s approval of the final cost estimate.

Solar Panels
Apple Valley currently has no language in its covenants regarding the installation of solar panels. One property owner, Wayne Stein, sought the board’s approval of a solar panel installation that would partly visible from the street. Because the association currently lacks authority to restrict such projects, board members decided to tell Stein and his contractor they could proceed with the installation.

AVHOA Covenant Committee Chair LaClair distributed an initial draft of proposed requirements that might be added to our Covenants to address future solar panel installations. She said the language was based on her research regarding requirements in other cities and states. The board decided to consider those requirements along with other proposed covenant changes that will be submitted to a neighborhood vote at some point in the future.

The meeting was adjourned at 7:20 p.m.

--Warren Vieth, Secretary

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AVHOA Board of Directors Special Meeting
June 28, 2022
7 p.m., Warren Vieth residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Tara LaClair, member at large

Sinkhole status
Katigan said he had met with Tom Gorman, the contractor who applied sealant to our streets, to discuss the sinkhole at the corner of 101^st Street and Green Valley Road. Gorman recommended installing a tinhorn culvert pipe underneath the asphalt pavement across 101^st to channel water drainage from the south to the north side of the street. Gorman said he would prepare an estimate for repairing the problem. The board later decided to seek estimates from other contractors.

Katigan said he had also requested an estimate for reinstalling the bullard post that was knocked down at the Green Valley entrance to our neighborhood. 

Katigan said Gorman had offered to contract with Apple Valley to provide road maintenance at no cost except for an annual premium. The board expressed interest in learning more about the maintenance program, but took no action.

Executive session
The board met in executive session to discuss a pending legal issue involving two homeowners. The board agreed to have one or more directors attend a June 30 hearing in Oklahoma County small claims court to explain that the homeowners association had no authority to get involved in the dispute.
The small claims case was dismissed at the June 30 hearing.

--Warren Vieth, Secretary

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AVHOA Board of Directors Special Meeting
June 14, 2022
7 p.m., Warren Vieth residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Tara LaClair, member at large

The board met in executive session to discuss a legal issue involving two adjacent homeowners. No action was taken.

--Warren Vieth, Secretary

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AVHOA Second Quarter Board Meeting
May 12, 2022
Russell Katigan residence

Present
Russell Katigan, president
Garret Woods, vice president
Greg Kamp, treasurer
Warren Vieth, secretary
Tara LaClair, member at large

The meeting was called to order at 7:03 p.m.

Greenbelt Improvements
Katigan reported that Daniel Castaneda, owner of Daniel’s Lawn Service, had satisfactorily completed the initial clean-up of the central greenbelt and nature trail. Castaneda’s crews cleared a walking path for the entire length of the central greenbelt and installed a cement culvert pipe near the south entrance to help channel storm runoff. Katigan said one household had complained about standing water in the greenbelt area behind its residence. He said Castaneda might be able to fill the area with dirt to reduce the problem.

Vieth said he had been in touch with Joshua Seaman, the Boy Scout who wants to coordinate a greenbelt improvement project for his Eagle Scout award. Seaman told Vieth said he had been delayed somewhat, but hoped to submit a specific proposal within a week or two.

AVHOA Covenants
Covenant Committee Chair LaClair distributed a proposed draft of revised and consolidated AVHOA Covenants covering the entire neighborhood. The single document would replace three existing Covenant documents covering different portions of Apple Valley.

LaClair called attention to several specific issues that the board should consider in reviewing the proposed Covenants:

• Should future enforcement efforts regarding outbuildings, fence materials and vehicle parking be more aggressive than in the past?
• What kind of building materials and paint colors are acceptable for new and existing outbuildings?
• Should AVHOA consider allowing four-vehicle attached garages instead of continuing to limit them to three vehicles?
• What types of material should be allowed on fences visible from the street? Wrought iron only? Black chain link?
• What should be done about existing outbuildings and fences that are not in compliance with existing Covenants?
• What should be done about households that have RVs, trailers and other vehicles parked on lawns in areas visible from the street?
• Should the Association assess liens against homeowners who fail to pay their annual dues or decline to make required property modifications?
• Should preexisting violations be grandfathered for current homeowners, with changes required when properties are sold?

Katigan asked all board members to review the draft Covenants and provide feedback so they could be submitted to a vote at the next board meeting.

If the board approves the new Covenants, they will be submitted to a vote of all AVHOA members. Katigan said the board would need to schedule a special meeting of the Association to discuss the proposed revisions. At least two-thirds of all households must vote to approve the changes before they can take effect.

Entrance Security
Responding to requests by some homeowners to install gates at the two Hefner Road entrances, Katigan said it appeared that doing so would require a widening a short portion of Green Valley and Apple Valley Roads to allow vehicles to turn around and leave if necessary. Board members said it would make sense to survey homeowners to determine if they were willing to pay for gate installation and accompanying street modifications. Katigan and Woods said they would continue to research the issue. In the meantime, Katigan and Kamp said they would do more research on the possible installation of security cameras at the entrances.

Summer Kickoff
Katigan reviewed plans for the AVHOA Summer Kickoff event to be held from 4:30 to 6:30 p.m. on Sunday, April 15, in the Bramble Bush cul-de-sac.

The meeting was adjourned at 8:40 p.m.

--Warren Vieth, Secretary