The 2024 HOA Annual Meeting for Kensington Grove, held on Wednesday, October 23, at the White River Trustees Office, saw the active participation of 23 community members including members of the Board.
President’s Report
HOA President Terry Cleveland shared significant updates, including the official adoption of the revised Covenants and By-Laws and a new rental restriction. Cleveland extended special thanks to our dedicated canvassers who invested countless hours gathering ballots from residents.
Additionally, Cleveland introduced the Board members and provided an overview of the Corporate Transparency Act (CTA), a new federal law effective January 2024. The CTA, aimed at combating money laundering, tax fraud, and other illicit activities, requires organizations, including HOAs, to disclose key individuals’ information to the Financial Enforcement Network. While legal action is underway to exempt HOAs from these requirements, compliance is mandatory until further notice. Cleveland also noted that each Board member signs an annual Statement of Conduct to uphold the highest ethical standards.
2024 Accomplishments and Challenges
Cleveland reviewed the year’s accomplishments and challenges, such as resolving the Travis Dam outflow pipe issue, replacing irrigation lines along Morgantown Road, and repairing the Stones Crossing fountain. Digital units have replaced the old Chancery pond fountain and lighting analog controls, and LED lights replaced old incandescent lights in the Stones Crossing entrance landscape.
A notable concern discussed was the need to improve nighttime lighting at the Chancery and Morgantown crosswalk, where low visibility has resulted in some close calls between vehicles and pedestrians. The HOA will assess potential improvements and determine who holds responsibility for improving safety.
Landscape Committee Report
Landscape Committee Chair Connie Medlock shared updates on entrance enhancements made this year, despite a restricted budget. New seasonal flowers were introduced, and the Committee is exploring plans to work with the vendor to include additional enhancements and to remove shrubs and roses that are doing poorly and remove dead trees in the common areas.
Long-Range Challenges and Goals
Vice President Brooks Chumley highlighted ongoing concerns, such as premature fountain shutoffs at Chancery and Villages ponds. Those fountains and the one at Stones Crossing will be removed soon and serviced over the winter. It is hoped the issues will be identified.
For long-term planning, Chumley noted that several key community assets—entrance and roundabout landscaping, ponds, and hardscape—are reaching critical stages in their life cycles. The ponds, part of the stormwater management system, are over 20 years old and show signs of poor water quality. The ponds have likely accumulated dirt and debris from construction and chemical runoff from lawns over the years. In the 2025 budget proposal, the Board recommends pond mapping to gather data that will assist in formulating a remediation plan moving forward.
Additionally, the entrance and roundabout hardscape require repairs to address mortar deterioration and limestone wear. Excess moisture in the soil around the base of the fountain in the roundabout is pushing the walls out and weakening the mortar joints making the roundabout’s repair more urgent than the entrances.
2024 Financial Review
Treasurer Chuck Rivera reviewed the financial performance for 2024, noting $33,720 in unplanned expenses, with the Travis Pond repair and Morgantown Road irrigation line replacement making a significant contribution to the expenses. An estimated cash carryover of $35,000 remains, subject to year-end adjustments.
2025 Proposed Budget
Rivera introduced the 2025 budget, which considers both operational and long-term capital needs. Key operating expenses involving common area maintenance include lawn care, landscaping, irrigation repairs, holiday lights, and snow removal, totaling $124,808. Inflation and labor costs have contributed to increased expenses over the years.
In response to questions raised about common area expenses, it was mentioned that an exploration for alternative vendors yielded limited results, as only one competitor’s bid was comparable to the existing vendor, but not competitively priced.
Looking at proposed operating expenses, which includes utilities, insurance, digital services, and office costs, in addition to common area maintenance, the total is $185,934. With regard to office costs, due to limited community engagement with the website and subscription to automated notices, printing and mailing costs are expected to nearly double in 2025.
A capital expense timeline to cover necessary repairs to entrances and roundabout hardscape, and plans to eventually replace aging fountains, was presented. A pond remediation plan remains under review while waiting for additional data that will be available in 2025.
To meet future expenses, the Board recommends a phased increase in assessment over multiple years, starting with a 10.4% increase for 2025, raising fees from $625 to $690. The additional revenue will help build carryover funds to support future capital projects.
Election Results
With 83 ballots received (58 online, 25 paper) and counted, it was announced that owners approved the 2025 budget with 94% in favor. Additionally, all four Board member candidates were elected.