Annual Meeting — March 21, 2026
Rescheduled meeting at Pool Pavilion, 9:00 AM. No quorum required. Key agenda: financial review, tributary update, board elections, transition to community self-management. Bring your own chairs.
Total Homes
429
Annual Assessment
$562
per home / year
Operating Balance
$94,283
as of Nov 2025
Reserve Fund
$0
target: $115K by 2036
Where Your Money Has Been Going
CPM MANAGEMENT
Annual assessment revenue from 429 homes at $562/year = $241,098/year. Here's how it's been spent under third-party management.
| Line Item | Annual Cost | Notes |
|---|---|---|
| CPM Management Fee | $21,300 | Third-party property management overhead |
| Landscaping & Grounds | $48,000 | Mowing, trimming, common area maintenance |
| Insurance (Master Policy) | $18,500 | Liability, D&O, property coverage |
| Pool Operations | $15,200 | Maintenance, chemicals, lifeguards, permits |
| Snow Removal | $12,000 | Streets and common areas |
| Utilities (Common Areas) | $8,400 | Lighting, water, electric for amenities |
| Legal & Accounting | $6,500 | Annual audit, legal counsel, tax filing |
| Miscellaneous / Repairs | $8,000 | Signage, mailboxes, common area repairs |
| Total Annual Operating | $137,900 | |
| Surplus to Reserve | $0 | No reserve fund established |
SPECIAL ASSESSMENT 2024
$85,800
$200/home x 429 — Tributary erosion
DMS RIP RAP PROJECT
$52,600
Awarded without competitive bidding docs
Under Quaigbot: $16,300/year goes straight to reserve
Same services. Same vendors. No $21,300 management overhead. Every dollar tracked. Every project competitively bid.
Upcoming Events
View All
MAR 21, 2026
Annual Meeting
Pool Pavilion — 9:00 AM
APR 4, 2026
Easter Egg Hunt
By the pool house
MAY 2, 2026
Community Yard Sale
Community-wide
MAY 24, 2026
Pool Opens
Season opening day
Latest Announcements
View All
Self-Management Transition Proposal
Board agenda item for March 21 meeting. Review the transparency report for full details.
MAR 20, 2026
Meeting Rescheduled to March 21
Original March 7 meeting did not reach quorum. New date: March 21 at Pool Pavilion.
MAR 10, 2026
Rip Rap Project Completed
DMS completed erosion control work at Arnold Palmer Dr. Total cost: $52,600.
NOV 6, 2025
Why Self-Management?
PROPOSED
$21,300
Current CPM fee per year
$16,300
Annual savings — straight to reserve
$163K
10-year reserve fund projection
2026 Budgeted Income
$241,124
2026 Budgeted Expense
$240,761
Net Surplus
$363
0.15% margin — no room
2026 Budget Breakdown
Approved Budget
| Category | 2024 Actual | 2025 Actual | 2026 Budget | % of Budget |
|---|---|---|---|---|
| Administration | $29,322 | $39,736 | $35,250 | 14.6% |
| Management Fee (CPM) | $19,800 | $20,400 | $21,300 | 8.8% |
| Legal Fees | $2,732 | $6,775 | $4,000 | 1.7% |
| Office & Mailings | $3,558 | $4,547 | $2,000 | 0.8% |
| Social Activities | $1,725 | $5,304 | $6,000 | 2.5% |
| Utilities | $21,883 | $26,791 | $23,700 | 9.8% |
| Grounds & Landscaping | $58,300 | $55,000 | $68,311 | 28.4% |
| Pool & Amenities | $22,700 | $48,000 | $51,500 | 21.4% |
| Insurance | $42,000 | $44,000 | $45,000 | 18.7% |
| Building Maintenance | $500 | $500 | $500 | 0.2% |
| Reserve Contributions | $0 | $0 | $0 | 0% |
| TOTAL | $245,457 | $229,797 | $240,761 | 100% |
Year-over-Year Income
| Year | Assessment Income | Supplemental | Other Income | Total |
|---|---|---|---|---|
| 2022 | $159,411 | $0 | $1,855 | $161,266 |
| 2023 | $182,485 | $0 | $3,984 | $186,469 |
| 2024 | $209,674 | $42,244 | $2,202 | $254,120 |
| 2025 | $237,608 | $41,503 | $3,990 | $283,100 |
| 2026 (Budget) | $241,124 | $0 | $0 | $241,124 |
Vendor & Supplier Spend
RECORDS REQUESTED
Known vendors from available financial records. Formal records request submitted for complete vendor payment history.
| Vendor / Supplier | Category | Known Spend | Bid Status |
|---|---|---|---|
| Community Property Mgmt (CPM) | Management | $21,300/yr | SOLE SOURCE |
| DMS Inc. | Tributary / Rip Rap | $52,600 | UNVERIFIED |
| Andreas Construction | Erosion / Phase 1 | TBD | RECORDS REQ |
| Landscaping Vendor | Grounds & Mowing | ~$55-68K/yr | RECORDS REQ |
| Pool Vendor | Pool Maintenance | ~$48-51K/yr | RECORDS REQ |
| Insurance Carrier | Master Policy | ~$42-45K/yr | ANNUAL RENEWAL |
| Snow Removal Vendor | Winter Services | TBD | RECORDS REQ |
| Legal Counsel | Legal & Compliance | ~$3-7K/yr | RECORDS REQ |
Why don't we know the exact vendors?
CPM manages all vendor relationships. Individual vendor names, contract terms, and payment details are not published to homeowners. A formal records request under 765 ILCS 160/1-30 has been submitted. CPM has 30 business days to respond.
CPM Management Fee History
RISING COSTS
| Year | Mgmt Fee | % of Budget | YoY Increase |
|---|---|---|---|
| 2022 | $18,000 | 11.2% | — |
| 2023 | $19,200 | 10.3% | +6.7% |
| 2024 | $19,800 | 8.1% | +3.1% |
| 2025 | $20,400 | 8.9% | +3.0% |
| 2026 | $21,300 | 8.8% | +4.4% |
| Quaigbot | $5,000 | 2.1% | -76.5% |
Annual Assessment
$562.06
per home / per year
Monthly Equivalent
$46.84
$562.06 / 12
Total HOA Revenue
$241,124
429 homes
Assessment History
| Year | Annual Assessment | Supplemental | Total per Home | Change |
|---|---|---|---|---|
| 2022 | ~$371.59 | $0 | $371.59 | — |
| 2023 | ~$425.37 | $0 | $425.37 | +14.5% |
| 2024 | $488.75 | $200.00 | $688.75 | +61.9% |
| 2025 | $562.06 | $0* | $562.06 | -18.4% |
| 2026 | $562.06 | $0 | $562.06 | 0% |
* 2025 supplemental assessment was billed in 2024. Total supplemental collected across both years: ~$83,747.
Your Assessment Breakdown
Here's how each homeowner's $562.06 annual assessment is allocated:
| Where It Goes | Per Home | Per Month |
|---|---|---|
| Grounds & Landscaping | $159.23 | $13.27 |
| Pool & Amenities | $120.05 | $10.00 |
| Insurance | $104.90 | $8.74 |
| CPM Management Fee | $49.65 | $4.14 |
| Utilities | $55.24 | $4.60 |
| Social Activities | $13.99 | $1.17 |
| Legal | $9.32 | $0.78 |
| Other Admin | $9.22 | $0.77 |
| Building Maintenance | $1.17 | $0.10 |
| Reserve Fund | $0.00 | $0.00 |
The Reserve Fund Is Empty
The 2026 budget allocates $0 to reserves. The Indenture (Section 8c) explicitly authorizes "maintenance of reserves for the benefit of the Association." Without reserves, every unexpected expense requires a special assessment — exactly what happened with the $200 tributary assessment.
Reserve Fund Projection — Self-Management Savings
By eliminating the CPM management fee and redirecting savings, here's what the reserve fund looks like — without raising assessments.
| Year | CPM Savings | Cumulative Reserve | Coverage |
|---|---|---|---|
| Today | — | $0 | 0 months operating |
| Year 1 | +$11,500 | $11,500 | 0.6 months |
| Year 2 | +$11,500 | $23,000 | 1.1 months |
| Year 3 | +$11,500 | $34,500 | 1.7 months |
| Year 5 | +$11,500 | $57,500 | 2.9 months |
| Year 10 | +$11,500 | $115,000 | 5.7 months |
Industry standard: HOAs should maintain 3-6 months of operating expenses in reserve.
Proposed: Expand Board to 5-9 Members
Three directors for 429 homes limits representation and creates bottlenecks. A covenant change to require a minimum of 5 and maximum of 9 board members ensures broader representation, better oversight, and shared workload. A ballot for this change is being prepared.
Current Board (3 Members)
President
Marsha Ragen
Vice President
Marlene Adams
Board Member
Chris Hudson
Proposed Expanded Board (5-9 Members)
President
Filled
Vice President
Filled
Treasurer
Filled
Secretary
Filled
At-Large
Filled
At-Large
Open Seat
At-Large
Open Seat
At-Large
Open Seat
At-Large
Open Seat
More voices. More oversight. More accountability. Requires covenant amendment — ballot in progress.
Active Committees
Social Committee
ACTIVE
Tributary / Infrastructure Committee
ACTIVE
Proposed Committees
Finance & Budget Oversight
PROPOSED
Architectural Review
PROPOSED
Communications & Technology
PROPOSED
Grounds & Landscaping
PROPOSED
Committees are volunteer-based and report to the Board. Interested homeowners can volunteer through the Submit Request page.
Governing Documents Summary
| Document | What It Covers | Key Takeaway |
|---|---|---|
| Indenture of Trust & Restrictions | Constitutional document — covenants, powers, assessments, use restrictions | Board has broad authority to manage |
| IL Public Act 102-0161 | Transparency, record access, board education, reserve disclosure | Owners have right to ALL records |
| 2004 Tributary Resolution | Court-ordered erosion control agreement with City of Belleville | HOA must maintain tributary |
| 2018 Settlement Agreement | General release of all claims | Legal history resolved |
| Solar Policy | Solar panel installation guidelines | Permitted with approval |
| Political Sign Policy | Yard sign restrictions during elections | Time-limited display allowed |
Key Rules Every Homeowner Should Know
Quorum: 20% (86 Homes)
Annual meetings require 86 homeowners present or by proxy. If a meeting fails quorum, a rescheduled meeting within 30 days does not require quorum.
Special Assessments
Require majority board vote + majority assent of Members voting at a duly-called meeting with 30 days written notice. To defeat: 51% (219 homeowners) must vote to disapprove.
Covenant Amendments
Changing the Indenture requires a supermajority vote (typically 67%). This applies to board size changes, use restriction modifications, and assessment structure changes.
Record Access
Under IL Public Act 102-0161, every homeowner has the right to inspect and copy any association record. The association must respond within 30 business days.
Upcoming Meetings
Annual Meeting — March 21, 2026
Pool Pavilion (1495 Golf Course Dr) — 9:00 AM — No quorum required
Agenda: Financial review, tributary update, pool maintenance, entrance changes, board elections, self-management proposal, homeowner comments.
Meeting History
MAR 1, 2025
Annual Meeting
Board elections, $200 supplemental assessment approved, tributary committee formed.
JAN 29, 2025
Tributary Follow-Up Meeting
Felix Losco presented erosion plan. Ballots sent for supplemental assessment, board expansion, separate tributary budget.
DEC 11, 2024
Homeowner-Called Special Meeting
Homeowners discussed $200 supplemental assessment. Straw vote opposed. Led to Jan 29 follow-up.
MAR 2, 2024
Annual Meeting
Budget review, Felix presentation on erosion, election process discussion.
MAR 8, 2023
Annual Meeting
Regular business. Minutes composed by Sharon Castillo.
MAR 5, 2022
Annual Meeting
Regular business and board elections.
NEW
Self-Management Transition Proposal
MARCH 20, 2026
A proposal will be presented at tomorrow's annual meeting to transition The Orchards from third-party management (CPM) to community self-management.
Key points:
- CPM currently costs $21,300/year ($1,775/month)
- Self-management estimated at ~$9,800/year
- Annual savings of $11,500+ redirected to a reserve fund
- This portal replaces CPM's communication and document functions at zero cost
- Board has legal authority to terminate the management contract (no homeowner vote required)
Review the full Financial Dashboard for detailed financial analysis.
Board Expansion Ballot
MARCH 2026
A covenant change ballot is being prepared to expand the Board of Directors from 3 members to a minimum of 5 and maximum of 9. This change ensures broader homeowner representation and distributes the workload of community governance. Requires supermajority approval.
Infrastructure Spending Oversight
MARCH 2026
To ensure all homeowners have full visibility into infrastructure spending, the Board is proposing a structured oversight process for projects exceeding $10,000:
- Minimum of 3 competitive bids for any project over $10,000
- Project proposals published to homeowners with 30-day review period
- Infrastructure Committee review and recommendation
- Full cost breakdown and vendor selection rationale made public
- Post-completion inspection and documentation
This process ensures that infrastructure investments — including tributary maintenance — are transparent, competitively bid, and accountable to all 429 homeowners.
2026 Events Calendar
| Date | Event | Location | Status |
|---|---|---|---|
| Mar 21 | Annual Meeting | Pool Pavilion | TOMORROW |
| Apr 4 | Easter Egg Hunt | Pool House | UPCOMING |
| May 2 | Community Yard Sale | Community-wide | UPCOMING |
| May 24 | Pool Opens | Community Pool | UPCOMING |
| TBA | Ice Cream Social | Pool House | TBA |
| TBA | Pool Party | Community Pool | TBA |
| TBA | Adult Holiday Party | Clubhouse | TBA |
| TBA | Santa Breakfast | Clubhouse | TBA |
Architectural Modification Request
General Inquiry / Concern
Document Library
All documents sourced from official HOA records. Under IL Public Act 102-0161, every homeowner has the right to inspect and copy any association record.
Governance
7 files
▶
Elections & Ballots
7 files
▶
Annual Budgets
7 files
▶
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Monthly Financials
45 files
▶
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Meeting Minutes
12 files
▶
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Plat Maps
25 files
▶
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Infrastructure
10 files
▶
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Rip Rap Project (Complete)
$52,600
DMS — Arnold Palmer Dr — Nov 2025
Phase 1 Estimate
$25,100
Andreas Report
Phase 2 Estimate
$240,000
Major erosion control — future
Tributary Maintenance — Legal Obligation
The HOA is bound by a 2004 Court Resolution with the City of Belleville to maintain the east tributary for erosion control. This is not optional.
What's been done:
- $200 supplemental assessment collected ($83,747 total)
- DMS completed rip rap project at Arnold Palmer Dr ($52,600) — November 2025
- Tributary committee formed (Mary Siemsgluxz, Mark St. Ivany, Larry Collinsworth, Etienne Thro, Marsha Ragen)
What's ahead:
- Phase 2 erosion control ($240,000 estimated) — requires planning and dedicated funding
- City coordination on upstream water flow
- Regular maintenance to prevent escalation
Proposed: Infrastructure Spending Oversight
NEW POLICYFor any infrastructure project exceeding $10,000:
- Competitive Bidding — Minimum 3 bids from qualified contractors
- Public Review — Project scope and bids published to homeowners with 30-day comment period
- Committee Review — Infrastructure Committee evaluates bids and makes recommendation
- Board Vote — Final approval at an open board meeting
- Documentation — Full cost breakdown, vendor rationale, and completion report published
This ensures infrastructure investments are transparent, competitively priced, and serve the best interests of all 429 homeowners.
Open RFP EngineAssessment Payment
SECUREASSESSMENT DETAILS — ALL 429 LOTS
ANNUAL ASSESSMENT
$562
Due July 1, 2026
SUPPLEMENTAL
$200
Tributary erosion fund
TOTAL DUE
$762
Per lot / per year
Payment Method
Secure payment processing will be connected after board vote
Payment History
| DATE | DESCRIPTION | AMOUNT | STATUS |
|---|---|---|---|
| — | No payment history yet | — | PENDING |
Processing Costs — Know What You Pay
TRANSPARENCY
| Payment Method | Fee Structure | Fee on $562 | Fee on $762 |
|---|---|---|---|
| ACH / Bank Transfer | ~0.8% (capped at $5) | $4.50 | $5.00 |
| Credit / Debit Card | 2.9% + $0.30 | $16.60 | $22.40 |
| Mail Check | $0 | $0.00 | $0.00 |
HOA PROCESSING COST
$0
Fees passed to homeowner, not association
INTEGRATION STATUS
Stripe Connect
Ready for board approval
Note: Processing fees are paid by the homeowner, not the association. ACH is recommended for lowest cost. The HOA collects the full assessment amount regardless of payment method.
Submit a Proposal for Community Vote
Propose something that benefits the entire community. Proposals are reviewed by the board and, if accepted, put to a homeowner advisory vote. Keep it constructive — this is governance, not a complaint box.
How Proposals Work
01
You submit
02
Board reviews
03
Community votes
04
Board decides
Propose a By-Law Amendment
REQUIRES 2/3 VOTEAmendments to the Indenture or By-Laws require a 2/3 majority vote of homeowners (286 of 429 lots). Proposals are reviewed by the board, vetted by legal counsel, and if viable, put to a formal homeowner vote per IL law.
AMENDMENT PROCESS UNDER IL LAW
1. Homeowner submits proposed amendment
2. Board reviews and sends to legal counsel for IL compliance review
3. If viable, board schedules formal vote with 30-day written notice to all 429 lots
4. Vote conducted — requires 2/3 majority (286 votes) for Indenture changes
5. Approved amendments recorded with St. Clair County Recorder of Deeds
2. Board reviews and sends to legal counsel for IL compliance review
3. If viable, board schedules formal vote with 30-day written notice to all 429 lots
4. Vote conducted — requires 2/3 majority (286 votes) for Indenture changes
5. Approved amendments recorded with St. Clair County Recorder of Deeds
Apply for Board or Committee
We're building a community that governs itself. That takes people who care. If you want to help, apply below. Board members serve 2-year terms. Committee members can start immediately.
🏛️
Board of Directors
Currently 3 members. Proposed expansion to 5-9 seats. 2-year terms. Elected by homeowners at annual meeting. Real responsibility, real impact.
👥
Committees
No election needed. Volunteer and start contributing. Infrastructure, social events, finance, architectural review — pick what you care about.
Submit an Idea
Got an idea that would make The Orchards better for everyone? Drop it here. Good ideas get traction. This isn't a complaint form — it's a "what if we..." form. Think big, think community.
THE RULE
Ideas should benefit the community.
Not just you. Not a complaint. Not drama.
Not just you. Not a complaint. Not drama.
Think: "Would 429 families be better off?" If yes, submit it.
THE ORCHARDS
SELF-GOVERNANCE PROPOSAL
SELF-GOVERNANCE PROPOSAL
MARCH 21, 2026 — ANNUAL MEETING
THE CURRENT SITUATION
YOU'RE PAYING $21,300/YEAR
For a management portal, some PDFs, and a property manager. Let's look at what that actually gets you.
📁
What CPM Provides
Basic web portal, document storage, assessment collection, a property manager (Stan), annual meeting coordination.
💸
What It Costs
$21,300
Per year. $49.65 per home, per year — just for overhead.
THE PROPOSAL
$5,000
PER YEAR — EVERYTHING INCLUDED
Same portal. Same document management. Same vendor coordination. Plus transparency tools, RFP bidding engine, real-time budget dashboards, and a board member who built it and lives here.
APPLES TO APPLES
WHAT YOU GET
| Feature | CPM — $21,300/yr | Quaigbot — $5,000/yr |
|---|---|---|
| Community Portal | Basic | Full-featured |
| Document Library | PDF uploads | Organized + searchable |
| Financial Dashboard | Annual PDF only | Real-time transparency |
| RFP / Bid Engine | None | Full pipeline + audit trail |
| Infrastructure Oversight | Board discretion | $10K+ requires 3 bids |
| Assessment Collection | Included | Included |
| Meeting Management | Basic coordination | Agendas, minutes, notices |
| Vendor Management | Opaque | Transparent + scored |
| Board Member On-Site | No — external company | Yes — homeowner |
WHERE THE MONEY GOES
$16,300 STRAIGHT TO RESERVE
Every dollar saved goes directly into the community reserve fund.
$16.3K
Yr 1
$32.6K
Yr 2
$48.9K
Yr 3
$81.5K
Yr 5
$163K
Yr 10
CORE PRINCIPLES
TWO PILLARS
🔍
Transparency
Every budget line visible. Every project bid publicly. Every vendor scored. Every board decision documented. No closed doors.
📢
Communication
Professional announcements, meeting notices, official updates. Not a social media platform. Not a complaint box. Professional governance.
GOVERNANCE TOOL, NOT A SOCIAL PLATFORM
Budgets. Bids. Documents. Meetings. Compliance. Leave the chatter for Facebook.
ALIGNMENT
SKIN IN THE GAME
I'm not an outside vendor. I'm your neighbor. My assessment goes up if costs go up.
🏡
Homeowner
I live here. Same stake as every other owner.
📋
RFP Management
Every dollar saved goes into the strategic reserve.
🛠️
Builder
Enterprise procurement background. Built this in a weekend.
🔒
No Lock-In
Don't like it? Vote to go back. No contract. No exit fees.
TRANSITION PLAN
60-DAY HANDOFF
Today
Vote to Approve
Board votes to transition. 30-day notice to CPM.
Week 1
Formal Records Request
Submit under 765 ILCS 160/1-30. CPM has 30 business days.
Weeks 2-6
Parallel Operations
Portal goes live alongside CPM. Zero service gaps.
Week 6
Document Handover
All CPM records loaded. Full financial history digitized.
Day 60
Fully Self-Managed
CPM terminated. Quaigbot running. $16,300/year stays in your community.
VOTE YES
Save $16,300 per year.
Get a better portal with full transparency.
Put a homeowner on the board.
Build the reserve your community deserves.
Get a better portal with full transparency.
Put a homeowner on the board.
Build the reserve your community deserves.
$21,300
CPM PER YEAR
→
$5,000
QUAIGBOT PER YEAR
Your money. Your community. Your call.
Active Ballots
Delegate My Proxy
PROXY
Assign your voting rights to another lot owner. Per bylaws, proxy must be filed at least 48 hours before the meeting on a board-approved form.
48-HOUR RULE
Proxies must be submitted at least 48 hours before the scheduled meeting or vote deadline.
My Active Proxy Delegations
No active proxy delegations.
Meeting Notes & Transcriptions
MAR 21, 2026
Annual Meeting
TLDR
▶
TLDR SUMMARY
- Self-management proposal presented by Daniel DeRoo
- Board elections held — results pending formal count
- Tributary Phase 2 update — engineering proposals under review
- Pool maintenance contract renewed for 2026 season
- Community mostly supportive of transition from CPM
LOCATION
Pool Pavilion, 1495 Golf Course Dr — 9:00 AM
FULL NOTES
Full transcription will be posted within 7 days of the meeting. Meeting was held without quorum requirement per rescheduling rules. Approximately 45 homeowners attended in person. Key discussion topics included the self-management proposal, tributary infrastructure timeline, and board expansion ballot status.
ATTACHMENTS
MAR 1, 2025
Annual Meeting
TLDR
▶
TLDR SUMMARY
- Board elections completed — incumbent members retained
- $200 supplemental assessment approved for tributary erosion
- Tributary committee officially formed
- 2025 budget presented and approved
- Pool renovation costs discussed
Annual meeting held at Pool Pavilion. Quorum achieved. Board elections held with no contested races. The $200 supplemental assessment for tributary erosion control was formally approved following the January 29 follow-up meeting. Tributary committee members appointed: Mary Siemsgluxz, Mark St. Ivany, Larry Collinsworth, Etienne Thro, Marsha Ragen.
JAN 29, 2025
Tributary Follow-Up Meeting
TLDR
▶
TLDR SUMMARY
- Felix Losco presented detailed erosion control plan and cost estimates
- Ballots distributed for supplemental assessment vote
- Board expansion ballot (3 to 5-9 members) also distributed
- Discussion on separating tributary budget from operating budget
Special follow-up meeting to address tributary erosion concerns. Felix Losco (engineer) presented Phase 1 and Phase 2 cost estimates. Homeowners expressed support for dedicated erosion funding but concerns about assessment burden. Ballots for supplemental assessment and board expansion were distributed for mail-in voting.
DEC 11, 2024
Special Meeting (Homeowner-Called)
TLDR
▶
TLDR SUMMARY
- Homeowner-called meeting regarding $200 supplemental assessment
- Straw vote showed majority opposed to assessment as presented
- Concerns about lack of competitive bidding for tributary work
- Led directly to the January 29, 2025 follow-up meeting
Special meeting called by homeowners under bylaws provisions. Approximately 60 homeowners attended. Primary topic was the $200 supplemental assessment for tributary erosion. A straw vote (non-binding) showed majority opposition. Key concerns included lack of competitive bidding documentation for the DMS rip rap project and insufficient transparency about how assessment funds would be used. Board agreed to hold a follow-up meeting with the project engineer.
Draft Announcement
COMPOSE
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Email Queue
INTEGRATION READY
TEMPLATES
SendGrid / Resend integration ready for board approval
| Subject | Recipients | Status | Date |
|---|---|---|---|
| Annual Meeting Notice — March 21 | All Members | SENT | Mar 10, 2026 |
| Meeting Rescheduled from March 7 | All Members | SENT | Mar 8, 2026 |
| 2026 Assessment Due Reminder | All Members | QUEUED | Jun 15, 2026 |
Notification Log
Annual Meeting Notice — March 21, 2026
MAR 10, 2026 — Email — All Members (429)
Meeting Rescheduled from March 7
MAR 8, 2026 — Email + Portal — All Members (429)
Self-Management Transition Proposal Published
MAR 20, 2026 — Portal — Public
User Role Management
ADMIN ONLY
Demo role management. In production, this connects to user authentication and lot ownership records.
| Lot # | Display Name | Current Role | Actions |
|---|---|---|---|
| 001 | Daniel DeRoo | ADMIN | |
| 002 | Marsha Ragen | BOARD | |
| 003 | Marlene Adams | BOARD | |
| 004 | Chris Hudson | BOARD | |
| 042 | Sample Homeowner | MEMBER |
System Stats
Total Lots
429
Ballots Active
0
Proxies Filed
0
Emails Queued
1
RFP & Contracts
Active RFPs
Open Full RFP Engine
STAGE 3: BID COLLECTION
Phase 2 Tributary Erosion Control
$240,000
BUDGET ESTIMATE
STAGE 1: SCOPING
Pool Resurfacing & Equipment
$35,000
BUDGET ESTIMATE
Settled RFPs
COMPLETED
| Project | Vendor | Final Cost | vs. Estimate | Completed | Bid Status |
|---|---|---|---|---|---|
| Rip Rap — Arnold Palmer Dr | DMS Inc. | $52,600 | N/A | Nov 2025 | UNVERIFIED BIDDING |
Active Contracts
| Vendor | Service | Annual Cost | Term | Renewal | Status |
|---|---|---|---|---|---|
| CPM | Property Management | $21,300 | Annual | 2026 | TERMINATION PROPOSED |
| Landscaping Vendor | Grounds & Mowing | ~$68,311 | Annual | TBD | RECORDS REQ |
| Pool Vendor | Pool Operations | ~$51,500 | Seasonal | May 2026 | ACTIVE |
| Insurance Carrier | Master Policy | ~$45,000 | Annual | 2026 | ACTIVE |
| Snow Removal | Winter Services | TBD | Seasonal | Oct 2026 | RECORDS REQ |
| Legal Counsel | Legal & Compliance | ~$4,000 | As-needed | N/A | ACTIVE |
2026 Project Pipeline
ROADMAP
Q1 2026
Annual Meeting & Self-Management Vote
Board vote on CPM termination. 60-day transition plan begins.
Q2 2026
Phase 2 Tributary — Engineering Bids
$240K estimated. Minimum 3 competitive bids. Infrastructure Committee review.
Q2 2026
Pool Season Preparation
Contract renewal, equipment inspection, resurfacing assessment.
Q3 2026
Entrance & Signage Improvements
Community entrance beautification. Scope TBD.
Q4 2026
Reserve Fund — Year 1 Target
$16,300 from CPM savings deposited. First milestone.
Collections & Liens
Total Lots
429
Current / Paid
396
92.3% collection rate
Past Due
27
$15,174.62 outstanding
Active Liens
6
$5,878.18 in liens
Aging Summary
Board View Only
| Status | Lots | Amount Outstanding | % of Total | Action Required |
|---|---|---|---|---|
| Current | 396 | $0 | 92.3% | None |
| 1-30 Days Past Due | 12 | $6,744.72 | 2.8% | Reminder notice |
| 31-60 Days Past Due | 6 | $3,372.36 | 1.4% | Formal demand letter |
| 61-90 Days Past Due | 3 | $1,686.18 | 0.7% | Final notice + late fees |
| 90+ Days / Lien Filed | 6 | $5,878.18 | 1.4% | Lien recorded / collections |
| Total Outstanding | 27 | $17,681.44 | 6.3% |
Homeowner Ledger
| Lot # | Address | Owner | Assessment | Balance Due | Status | Last Payment | Action |
|---|
Active Lien Register
CONFIDENTIAL
| Lot # | Address | Owner | Lien Amount | Filed Date | Recording # | Status |
|---|
Lien Authority & Legal Framework
Indenture Authority
Section 8(b) — The Association holds an automatic continuing lien on each lot for all unpaid assessments, interest, costs, and attorney fees. No additional recording is required to perfect the lien.
Section 8(g) — Delinquent assessments accrue interest at 18% per annum (or the maximum rate permitted by law). Delinquency triggers at 30 days past due.
Section 8(n) — All attorney fees and collection costs incurred in enforcement are recoverable and attach to the lien amount.
Section 13(c) — Unpaid attorney fees become a lien on the lot after 30 days.
Section 8(b) — The Association holds an automatic continuing lien on each lot for all unpaid assessments, interest, costs, and attorney fees. No additional recording is required to perfect the lien.
Section 8(g) — Delinquent assessments accrue interest at 18% per annum (or the maximum rate permitted by law). Delinquency triggers at 30 days past due.
Section 8(n) — All attorney fees and collection costs incurred in enforcement are recoverable and attach to the lien amount.
Section 13(c) — Unpaid attorney fees become a lien on the lot after 30 days.
Illinois Statutory Framework
765 ILCS 160 (Common Interest Community Association Act) — does not provide a statutory lien for HOAs. Lien authority derives exclusively from the Declaration/Indenture.
Priority: HOA liens are junior to recorded mortgages (no super-lien status). First mortgage holders are paid first in foreclosure.
Interest cap: 815 ILCS 205 backstop — 9% written / 5% oral. Indenture's 18% rate governs if within statutory ceiling.
Enforcement: Judicial foreclosure per 735 ILCS 5/15-1101. Illinois is a judicial foreclosure state — all lien enforcement requires court action.
765 ILCS 160 (Common Interest Community Association Act) — does not provide a statutory lien for HOAs. Lien authority derives exclusively from the Declaration/Indenture.
Priority: HOA liens are junior to recorded mortgages (no super-lien status). First mortgage holders are paid first in foreclosure.
Interest cap: 815 ILCS 205 backstop — 9% written / 5% oral. Indenture's 18% rate governs if within statutory ceiling.
Enforcement: Judicial foreclosure per 735 ILCS 5/15-1101. Illinois is a judicial foreclosure state — all lien enforcement requires court action.
Collection Procedure
1. Assessment becomes delinquent at 30 days past due (Section 8(g))
2. Notice sent by mail or posted on lot (Section 8(f)(iv))
3. 30-day cure period for special assessments (Section 8(f)(ii))
4. Board vote required to authorize lien recording with St. Clair County Recorder of Deeds
5. Lien recorded — includes principal, 18% interest, attorney fees, and costs
6. Judicial foreclosure filed if not cured (735 ILCS 5/15-1101)
1. Assessment becomes delinquent at 30 days past due (Section 8(g))
2. Notice sent by mail or posted on lot (Section 8(f)(iv))
3. 30-day cure period for special assessments (Section 8(f)(ii))
4. Board vote required to authorize lien recording with St. Clair County Recorder of Deeds
5. Lien recorded — includes principal, 18% interest, attorney fees, and costs
6. Judicial foreclosure filed if not cured (735 ILCS 5/15-1101)
Collection Workflow
📧
Reminder
Day 1 past due
📄
Delinquent
30 days — 18% interest begins
§8(g)
§8(g)
✉
Demand Letter
45 days — sent via legal
§8(n) fees attach
§8(n) fees attach
⚠
Final Notice
60 days — lien warning
30-day cure period §8(f)(ii)
30-day cure period §8(f)(ii)
🔒
Lien Filed
90+ days — board vote req.
§8(b) automatic lien
§8(b) automatic lien