Minutes from BOD meetings
--------------------------------------------------------------------------------------------------
Board of Directors Meeting Minutes
Date: March 2, 2026
Location: Virtual (TEAMS Meeting)
Location: Virtual (TEAMS Meeting)
Attendees:
President – John Hartley
Vice President – Ron Seibenaler
Treasurer – Dr. Dan Doman
Secretary – Jenny Baumann
Member at Large – Cal Montague
Vice President – Ron Seibenaler
Treasurer – Dr. Dan Doman
Secretary – Jenny Baumann
Member at Large – Cal Montague
Absent: None
Call to Order: 7:05 PM
1. Committee Reports
Security Committee
The bubbler has been installed and is operating without issues.
The system is set up on auto-pay.
Approximately a couple hundred dollars was billed for five weeks of operation. The Board agreed the expense is worthwhile.
Communications Committee
The system is set up on auto-pay.
Approximately a couple hundred dollars was billed for five weeks of operation. The Board agreed the expense is worthwhile.
Communications Committee
No report.
Architectural Committee
Architectural Committee
No new submissions from lot owners.
Discussion regarding feedback from the trees/landscaping notification sent to homeowners. The communication was reviewed and Board members responded.
The Board discussed monitoring compliance of new builds with approved architectural plans (materials, square footage, etc.).
Reminder to ensure compliance with approved plans, including installation of required culverts.
The Board will confirm that Simon Building Company is aware of culvert requirements and all other conformance obligations.
Discussion regarding feedback from the trees/landscaping notification sent to homeowners. The communication was reviewed and Board members responded.
The Board discussed monitoring compliance of new builds with approved architectural plans (materials, square footage, etc.).
Reminder to ensure compliance with approved plans, including installation of required culverts.
The Board will confirm that Simon Building Company is aware of culvert requirements and all other conformance obligations.
2. Landscaping Committee
Brothers Outdoor World Project
Total project cost: $41,000 (landscape and irrigation).
Payment schedule:
10% deposit ($4,100) required when work begins.
50% payment ($20,000) due once work starts.
Work expected to begin in early May (weather permitting).
Relocation of the flagpole is included in the project.
Cal will conduct a final walkthrough with Brothers Outdoor World prior to project start.
No anticipated changes to the quoted cost.
Dan will send a $4,100 check to Cal to have ready for the deposit.
Irrigation
Payment schedule:
10% deposit ($4,100) required when work begins.
50% payment ($20,000) due once work starts.
Work expected to begin in early May (weather permitting).
Relocation of the flagpole is included in the project.
Cal will conduct a final walkthrough with Brothers Outdoor World prior to project start.
No anticipated changes to the quoted cost.
Dan will send a $4,100 check to Cal to have ready for the deposit.
Irrigation
The second pump is irreparable.
Lot 45 Property
Lot 45 Property
Ron to reach out to Homeowners to submit their landscaping plans per bylaws.
Home constructions expected to be completed in late summer.
Home constructions expected to be completed in late summer.
3. Tree Compliance Review
There are currently 13 homes in the association. Bylaws require a specific number of frontage trees based on lot width, spaced 30 feet apart.
Board Decision:
A memo will be sent to all homeowners requiring compliance with tree bylaws by June 1st
4. Treasurer’s Report
HOA Dues
40 property owners have paid, totaling $44,000 in deposited dues.
Of this, $20,000 is allocated to the road assessment fund.
6–7 properties are delinquent and will be subject to financial penalties:
$50 late fee
$100 per month for continued delay
None of the delinquent properties are currently listed for sale.
Current bank balance: $70,500.
All bills are paid except for an upcoming Consumers Energy bill.
Road Assessment Fund
Of this, $20,000 is allocated to the road assessment fund.
6–7 properties are delinquent and will be subject to financial penalties:
$50 late fee
$100 per month for continued delay
None of the delinquent properties are currently listed for sale.
Current bank balance: $70,500.
All bills are paid except for an upcoming Consumers Energy bill.
Road Assessment Fund
A Certificate of Deposit (CD) will mature at the end of June.
Originally, $114,400 was designated for road assessment:
$100,000 from IHD
Remaining from 2025 dues assessment
CD total: $139,000 (included funds not tied to the road assessment).
Upon maturity:
Excess (non-road) funds will transfer to checking.
$23,500 currently being collected for road assessment will be added.
An additional $1 deposit will be made to qualify for elevated interest.
Earned interest will be prorated accordingly.
After adjustments, approximately $142,000 will be fully allocated to road assessment.
$23,500 will be added to the road assessment fund.
Snow Plowing
Originally, $114,400 was designated for road assessment:
$100,000 from IHD
Remaining from 2025 dues assessment
CD total: $139,000 (included funds not tied to the road assessment).
Upon maturity:
Excess (non-road) funds will transfer to checking.
$23,500 currently being collected for road assessment will be added.
An additional $1 deposit will be made to qualify for elevated interest.
Earned interest will be prorated accordingly.
After adjustments, approximately $142,000 will be fully allocated to road assessment.
$23,500 will be added to the road assessment fund.
Snow Plowing
One invoice received on February 10 for $1,425.
An additional invoice may still be forthcoming.
An additional invoice may still be forthcoming.
5. Marina Electricity Usage
The Board discussed whether to implement rules on electricity use at the marina.
Decision: No rules at this time.
Usage will be monitored, and policies may be implemented if costs become an issue.
Decision: No rules at this time.
Usage will be monitored, and policies may be implemented if costs become an issue.
6. Annual Meeting
Scheduled for June 13–14.
The Board will contact the same venue to request Sunday availability, with Saturday as an alternative.
The Board will contact the same venue to request Sunday availability, with Saturday as an alternative.
Two open Board positions will be voted on at the annual meeting.
----------------------------------------------------------------------------------------------------------
Vineyards on the Lake HOA
Board Meeting Minutes
Board Meeting Minutes
Date: December 17, 2025
Time: 6:00 PM (Meeting called to order at 6:18 PM)
Location: Baumann House
Board of Directors Present:
John Hartley – President
Ron Siebenaler – Vice President
Dr. Dan Doman – Treasurer
Jenny Baumann – Secretary
Cal Montague – Member at Large
Quorum: Confirmed
1. Call to Order
The meeting was called to order at 6:18 PM.
2. Committee Reports
Architectural Committee:
The committee reviewed landscaping tree requirements and homeowner compliance status.
Lot 3 fence request was reviewed; the fence type is conditionally approved, but revised drawings are required to meet setback requirements.
Lot 45 builder culvert compliance will be verified.
Homeowners out of compliance with tree requirements to submit landscaping plans.
Landscape Committee:
Vendor proposals for landscaping and irrigation were reviewed.
Motion approved to accept Brothers Outdoor World proposal with specified conditions.
Work is planned for early spring 2026.
Security Committee:
Marina bubbler safety concerns were discussed.
Signage ordered and additional safety measures planned.
Communications & Welcome Committee:
Login credentials sent to new lot owners.
Website updates pending.
3. Treasurer Report
2026 budget reviewed.
Projected expenses: $55,765
Projected income: $51,700
Landscaping budget: $42,000
Annual dues billing to be sent to homeowners first of the new year.
4. Old Business
None.
5. New Business
None.
6. Adjournment
Meeting adjourned at 8:09 PM.
Next Meeting:
February 23, 2026 at 7:00 PM via ZOOM or TEAMS
Minutes prepared by:
Jenny Baumann, Secretary
----------------------------------------------------------------------------------------------------
Vineyards on the Lake HOA
Board Meeting Minutes
Date: October 19, 2025
Time: 6:00 PM (Meeting commenced at 6:05 PM)
Date: October 19, 2025
Time: 6:00 PM (Meeting commenced at 6:05 PM)
Board of Directors Present
• John Hartley – President
• Ron Siebenaler – Vice President
• Dr. Dan Doman – Treasurer
• Jenny Baumann – Secretary
• Cal Montague – Member at Large
• John Hartley – President
• Ron Siebenaler – Vice President
• Dr. Dan Doman – Treasurer
• Jenny Baumann – Secretary
• Cal Montague – Member at Large
1. Committee Reports
Architectural Committee
The committee reported no new approvals since the prior meeting. Plans for the Lot #19 build were sent back to the homeowners with board recommendations for revision. The architect is revising plans and will provide final drawings, including exterior materials, for review upon completion.
The committee reported no new approvals since the prior meeting. Plans for the Lot #19 build were sent back to the homeowners with board recommendations for revision. The architect is revising plans and will provide final drawings, including exterior materials, for review upon completion.
The Board reviewed the by-law requirements regarding landscaping trees, which specify the minimum number and size of trees required per lot frontage. Many properties are currently out of compliance. A notification will be sent to all homeowners requiring compliance by June 30, 2026, as outlined in Article VI, Section 1, Subsection R. Approved tree species include oak, red maple, linden, locust, hackberry, and sycamore. Other species require prior Board approval.
Action Items:
• Ron Siebenaler to prepare a spreadsheet by lot to track tree compliance.
• Notification letter to homeowners to be sent by end of week.
• Ron to follow up with Cassavilla Builders regarding landscaping compliance for new builds.
• Flagpole relocation to be coordinated.
• Ron Siebenaler to prepare a spreadsheet by lot to track tree compliance.
• Notification letter to homeowners to be sent by end of week.
• Ron to follow up with Cassavilla Builders regarding landscaping compliance for new builds.
• Flagpole relocation to be coordinated.
Landscape Committee
Lot #25 property was granted approval for tree removal.
The committee reviewed updated estimates for irrigation replacement: $6,500 for the front and $5,500 for the marina. These items were originally budgeted in 2025 but will now be moved to the 2026 plan due to completion of power work.
Lot #25 property was granted approval for tree removal.
The committee reviewed updated estimates for irrigation replacement: $6,500 for the front and $5,500 for the marina. These items were originally budgeted in 2025 but will now be moved to the 2026 plan due to completion of power work.
Electric service has been completed for both the front entrance and marina. Billing will be transferred to the HOA mailbox. Quotes are being obtained from Dale (lawn care), Kirk Services (snow removal), and Brothers (maintenance). The landscaper recommended replacing diseased pear trees with an evergreen species, pending arborist evaluation.
Action Items:
• Obtain arborist report regarding diseased trees.
• Finalize landscaping and irrigation plan for spring 2026.
• John to establish HOA billing for both electrical meters
• Obtain arborist report regarding diseased trees.
• Finalize landscaping and irrigation plan for spring 2026.
• John to establish HOA billing for both electrical meters
Security Committee
Electrical work for the entry and marina is complete. Dan Betley will have one irrigation pump repaired and plans to purchase a second pump for spring irrigation testing. Bubblers for the marina remain part of the 2025 budget and installation is expected before year-end.
Electrical work for the entry and marina is complete. Dan Betley will have one irrigation pump repaired and plans to purchase a second pump for spring irrigation testing. Bubblers for the marina remain part of the 2025 budget and installation is expected before year-end.
A letter from homeowners Russ and Linda Bashaw (Lots #17 & #40) was received and presented to the Board for this meeting. The letter expressed opposition to the installation of bubblers near the end docks at the marina, citing safety concerns related to compromised ice during the winter months and potential hazards for skaters, fishermen, and others using the lake in winter. The Bashaws also suggested exploring floating dock systems as an alternative. The letter is attached to the end of these meeting minutes.
The Board reviewed and discussed the letter. It was noted that the bubblers are intended to protect dock structures from ice damage, which would help avoid costly future repairs. The Board agreed to proceed with the installation as planned, while implementing additional safety precautions to address resident concerns.
Action Items:
• Install clear warning signage near bubbler areas prior to winter.
• Evaluate options for floating dock systems as a long-term solution.
• Include a summary of the letter and Board response in the next HOA communication.
• Dan to manage repair of the first irrigation pump and purchase of the second.
• John to coordinate with Dan regarding bubbler installation.
• Include speeding reminder in next HOA communication.
• Install clear warning signage near bubbler areas prior to winter.
• Evaluate options for floating dock systems as a long-term solution.
• Include a summary of the letter and Board response in the next HOA communication.
• Dan to manage repair of the first irrigation pump and purchase of the second.
• John to coordinate with Dan regarding bubbler installation.
• Include speeding reminder in next HOA communication.
The Board also discussed neighborhood speeding. Despite signage, speeding continues to be a problem. The Board prefers not to install cameras or speed bumps at this time and instead urges residents to comply voluntarily.
Communications & Welcome Committee
The committee is updating the HOA website to reflect new members and current information. The Board will also email meeting highlights to residents due to the importance of the 2026 budget and compliance discussions.
The committee is updating the HOA website to reflect new members and current information. The Board will also email meeting highlights to residents due to the importance of the 2026 budget and compliance discussions.
Action Items:
• Update HOA website with meeting minutes and contact information.
• Update HOA website with meeting minutes and contact information.
2. Treasurer Report
The 2026 budget was unanimously approved by the Board.
Key Highlights:
• Annual dues for 2026 set at $1,150 ($650 standard dues + $500 road fund assessment).
• Early payment discount: $50 off if paid by February 14, 2026 ($1,100 total).
• Dues due by February 28, 2026. Late payment fines: $50 in March and $100 per month thereafter.
• 2026 beginning checking balance projected at $6,746.73; ending balance projected at $8,845.01.
• $9,000 to remain in reserve savings; Road Fund to remain invested in a CD earning interest.
• Marina slips owned by HOA valued at approximately $15,000. Proceeds from any sales to be allocated to the Road Fund.
• Estimated annual road construction costs to increase 6% per year, with reassessments every two years.
• Landscaping and irrigation costs based on high-end projections to ensure coverage.
• Annual dues for 2026 set at $1,150 ($650 standard dues + $500 road fund assessment).
• Early payment discount: $50 off if paid by February 14, 2026 ($1,100 total).
• Dues due by February 28, 2026. Late payment fines: $50 in March and $100 per month thereafter.
• 2026 beginning checking balance projected at $6,746.73; ending balance projected at $8,845.01.
• $9,000 to remain in reserve savings; Road Fund to remain invested in a CD earning interest.
• Marina slips owned by HOA valued at approximately $15,000. Proceeds from any sales to be allocated to the Road Fund.
• Estimated annual road construction costs to increase 6% per year, with reassessments every two years.
• Landscaping and irrigation costs based on high-end projections to ensure coverage.
The 2025 budget closed with approximately $25,000 in available funds and an anticipated year-end balance of $16,000.
Motions/Decisions:
• Motion approved to increase builder lot deposit from $5,000 to $7,500. This adjustment is made as a cost-of-living increase permitted under Article II, Section 2 of the By-Laws, and does not constitute a by-law amendment.
• Motion approved to adopt 2026 budget as presented.
• Motion approved to increase builder lot deposit from $5,000 to $7,500. This adjustment is made as a cost-of-living increase permitted under Article II, Section 2 of the By-Laws, and does not constitute a by-law amendment.
• Motion approved to adopt 2026 budget as presented.
3. By-Laws Review
The Board reviewed HOA By-Laws focusing on enforcement and compliance. It was confirmed that under Article VI, Section 7, the Board may adopt rules and regulations without a full by-law amendment. Any rule may be overturned by a 50% homeowner vote.
Specific compliance items discussed:
• Landscaping: Enforcement of tree requirements and landscaping standards by June 30, 2026.
• Garbage: All homeowners must have weekly service from an approved provider.
• Vehicles: No overnight street parking allowed per Article VI, Section 8; exceptions require Board notice.
• Construction materials: Piles of dirt or stone must be removed after project completion (Caesar to be notified). Following the meeting, Caesar reported that railing work on the Leski project is still in progress and that he expects to clear the area by the end of next week. He also noted he is awaiting confirmation regarding his quote for budget alignment and was advised to contact Cal for follow-up.
• Shoreline protection: Homeowners with Stoney Lake frontage must install limestone rock barriers for erosion control.
• Landscaping: Enforcement of tree requirements and landscaping standards by June 30, 2026.
• Garbage: All homeowners must have weekly service from an approved provider.
• Vehicles: No overnight street parking allowed per Article VI, Section 8; exceptions require Board notice.
• Construction materials: Piles of dirt or stone must be removed after project completion (Caesar to be notified). Following the meeting, Caesar reported that railing work on the Leski project is still in progress and that he expects to clear the area by the end of next week. He also noted he is awaiting confirmation regarding his quote for budget alignment and was advised to contact Cal for follow-up.
• Shoreline protection: Homeowners with Stoney Lake frontage must install limestone rock barriers for erosion control.
4. New Business
The Board will issue a community letter summarizing meeting highlights, including speeding, landscaping compliance, and 2026 budget details. Homeowners are reminded to review all updates on the HOA website.
5. Adjournment
Meeting adjourned at 8:50 PM.
Next Meeting: Thursday, December 18, 2025, at 6:00 PM.
Next Meeting: Thursday, December 18, 2025, at 6:00 PM.
Minutes prepared by:
Jenny Baumann, Secretary
Jenny Baumann, Secretary
Attachment: Letter from Russ and Linda Bashaw (Lots #17 & #40), dated October 19, 2025
--------------------------------------------------------------------------------------------
Vineyards on the Lake HOA
Board Meeting Minutes – Summary
Date: August 24, 2025
Time: 6:00 PM – 8:55 PM
Location: John Hartley’s House
Date: August 24, 2025
Time: 6:00 PM – 8:55 PM
Location: John Hartley’s House
Board Members Present
John Hartley – President
Ron Siebenaler – Vice President
Dr. Dan Doman – Treasurer
Jenny Baumann – Secretary
Cal Montague – Member at Large
Ron Siebenaler – Vice President
Dr. Dan Doman – Treasurer
Jenny Baumann – Secretary
Cal Montague – Member at Large
1. Call to Order
Meeting called to order at 6:05 PM by President John Hartley.
All members present; quorum confirmed.
All members present; quorum confirmed.
2. Approval of Previous Meeting Minutes
No prior minutes for approval (new board).
3. Dock Procedures Discussion
Confirmed that dock sales can proceed on a first-come, first-served basis with bids under $10K accepted (per June HOA meeting).
Discussed deed transfer process through Jackson and Lenawee Counties.
Action:
John will confirm procedures for Jackson County.
Jenny will confirm procedures for Lenawee County.
Discussed deed transfer process through Jackson and Lenawee Counties.
Action:
John will confirm procedures for Jackson County.
Jenny will confirm procedures for Lenawee County.
4. Homeowner Topics
Dock Slip #1 Sale (Cal & Deb Montague):
Cal stepped out during discussion. Remaining board approved sale for $5,000 (unanimous).
Dock Slip Exchange (Darin & Karen):
Approved exchange of Slip #24 for #26; costs for county transfer to be paid by homeowners.
Tree Removal (125 Bloomfield – Kirk Clemence & Crystal Cox):
Approved removal of 13 trees within property boundaries (unanimous). Homeowners must mark trees; Cal to verify. Trees outside property or in wetlands require additional approvals.
Seawall (Hartley Property):
Board acknowledged erosion concerns and limestone wall proposal. Determined riparian rights cover homeowner — no board approval required, but members agreed with the plan.
Cal stepped out during discussion. Remaining board approved sale for $5,000 (unanimous).
Dock Slip Exchange (Darin & Karen):
Approved exchange of Slip #24 for #26; costs for county transfer to be paid by homeowners.
Tree Removal (125 Bloomfield – Kirk Clemence & Crystal Cox):
Approved removal of 13 trees within property boundaries (unanimous). Homeowners must mark trees; Cal to verify. Trees outside property or in wetlands require additional approvals.
Seawall (Hartley Property):
Board acknowledged erosion concerns and limestone wall proposal. Determined riparian rights cover homeowner — no board approval required, but members agreed with the plan.
5. Committee Reports
Security Committee
Speeding concerns persist; will send another community-wide reminder, then targeted notices if needed.
Speed humps considered ($150 each) but postponed.
Fire hydrant installation to be researched.
Bubblers for lake areas (2 units at ~$1,200 each) and required thermostat panels ($320) included in 2025 budget.
Board approved removal of current gates.
Electrical project: dock power, irrigation pumps, and marina setup included within amended $14K budget.
Safety improvements at docks: life rings (4–6 units) and ladders (~$150 each) recommended.
Landscape Committee
Speed humps considered ($150 each) but postponed.
Fire hydrant installation to be researched.
Bubblers for lake areas (2 units at ~$1,200 each) and required thermostat panels ($320) included in 2025 budget.
Board approved removal of current gates.
Electrical project: dock power, irrigation pumps, and marina setup included within amended $14K budget.
Safety improvements at docks: life rings (4–6 units) and ladders (~$150 each) recommended.
Landscape Committee
Estimated landscaping costs: ~$17K (mowing, plowing, maintenance, snow removal, tree replacements, dock lighting).
Issues: diseased Bradford pear trees, weeds at marina, walkway widening, front entrance encroachment.
Homeowners need to complete landscaping (Bartolos).
Cal to circulate proposed budget.
Issues: diseased Bradford pear trees, weeds at marina, walkway widening, front entrance encroachment.
Homeowners need to complete landscaping (Bartolos).
Cal to circulate proposed budget.
Communications & Welcome Committee
No volunteer response for website updates.
New homeowner: Sam Sigar (Lot #10).
Architectural Committee
New homeowner: Sam Sigar (Lot #10).
Architectural Committee
Lot 19 (Sweet/Brown): Building plans reviewed. More information needed from homeowners before board action.
Action: Request for clarification to be sent to homeowners; board will revisit after additional details provided.
Action: Request for clarification to be sent to homeowners; board will revisit after additional details provided.
6. Financial & Budget Items
2025 expenditures budgeted at $30K, primarily for security infrastructure.
2024 surplus of $28K in CD, available May 2026.
John to prepare 2026 budget projection; dues will be set after review.
Garbage collection: bylaws allow only one provider; board will source a single contract, paid via HOA assessments.
2024 surplus of $28K in CD, available May 2026.
John to prepare 2026 budget projection; dues will be set after review.
Garbage collection: bylaws allow only one provider; board will source a single contract, paid via HOA assessments.
7. New Business
Discussion: Possible deposit requirement for road use due to stockpiled stone at Leski property.
Next board meeting scheduled for October 19, 2025, at 6:00 PM.
Possible Zoom meeting for follow-up on Sweet/Brown building plans.
Next board meeting scheduled for October 19, 2025, at 6:00 PM.
Possible Zoom meeting for follow-up on Sweet/Brown building plans.
8. Adjournment
Meeting adjourned at 8:55 PM.
Minutes prepared by:
Jenny Baumann, Secretary
Jenny Baumann, Secretary