Annual Meeting Notes

November 20th, 2025 Annual Meeting

Date/Time: 7:00 – 9:00 PM

Location: Eastbrook Elementary School 7625 New Augusta Rd, Indianapolis, IN 46268

Board/Chair Members Present:

Soren Hjorth, President
Elyse Bernstein, Treasurer
Tonya Glaspie, Secretary
Paul Bernstein, Architectural Committee Chair

Lots Represented: 7 in-person, 12 by proxy

Agenda

Roll Call
Budget review and voting
Misc.

Discussion Summary:

Budget Review

The 2026 proposed budget was reviewed with homeowners.

A vote was held , and a quorum was met. Budget approved with no changes or comments.

Misc. topics discussed after the vote

Attorney Findings

The attorney confirmed that the HOA is mandatory and has been historically recorded based on governing documents.

KSN findings and supporting documentation will be posted on the HOA website for homeowner reference.

2026 Annual Dues

2026 dues notices will be sent after the 11/20/2025 meeting. Due Date: December 31, 2025.

The attorney will provide a collection policy for Board review. Once finalized, it will be posted on the HOA website.

KSN will serve as the third-party enforcement and collections partner.

Electronic Communication

The attorney will draft an electronic consent form to allow homeowners to receive HOA communications electronically.

The Board will discuss electronic communication options further and return with a recommended approach.

Homeowner Survey & Committee

The board is drafting a survey to evaluate priority changes to covenants and rules. A volunteer committee has been formed to support the development of the survey. Volunteers will be included in future meetings regarding the survey.

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November 6th, 2025 Annual Meeting

Date/Time: 7:00 – 9:00 PM

Location: Eastbrook Elementary School 7625 New Augusta Rd, Indianapolis, IN 46268

Board/Chair Members Present:

Soren Hjorth, President
Nicole Durham, Vice President
Elyse Bernstein, Treasurer
Tonya Glaspie, Secretary
Paul Bernstein, Architectural Committee Chair
Mike Cutiechia, Member-at-Large

Attorney Present:

Melissa M. Noland, Kovitz Shifrin Nesbit (KSN)

Lots Represented: 13

Agenda

Roll Call
Introduction of the Board
Introduction of the Attorney
Budget review and voting
Misc. / Feedback from community

Discussion Summary:

Introductions

Introductions of the Board and Attorney Melissa Noland were made.

Attorney Findings

The attorney confirmed that the HOA is mandatory and has been historically recorded based on governing documents.

KSN findings and supporting documentation will be posted on the HOA website for homeowner reference.

Budget Review

The 2026 proposed budget was reviewed with homeowners.

A vote was not held because a quorum was not met.

Next Budget Vote Meeting: Thursday, November 20, 2025. Homeowners who cannot attend may submit a proxy.

Governing Documents Discussion

Homeowners discussed the need to review/update covenants and bylaws. Board will use:

Results from the upcoming homeowner survey
Guidance from the attorney

The attorney will provide common topics to consider when updating governing documents.

2026 Annual Dues

2026 dues notices will be sent after the 11/20/2025 meeting. Due Date: December 31, 2025.

The attorney will provide a collection policy for Board review. Once finalized, it will be posted on the HOA website.

KSN will serve as the third-party enforcement and collections partner.

Electronic Communication

The attorney will draft an electronic consent form to allow homeowners to receive HOA communications electronically.

The Board will discuss electronic communication options further and return with a recommended approach.

Homeowner Survey & Committee

Financial Reporting Request

A homeowner requested that the budget be posted on the website quarterly. The Board and Treasurer agreed to post quarterly budget updates in the future.

Board Member-at-Large

One homeowner volunteered to serve as Member-at-Large. The Board will reach out to confirm and include in future Board meetings.

Adjournment

Meeting adjourned, with some homeowners completing proxy voting on the budget presented on 11/6/2025.

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August 21st, 2025 Meeting

Date/Time: 7:00 – 9:00 PM
Location: Eastbrook Elementary School
7625 New Augusta Rd, Indianapolis, IN 46268

Board/Chair Members Present:

Soren Hjorth, President
Nicole Durham, Vice-President
Elyse Bernstein, Treasurer
Tonya Glaspie, Secretary
Paul Bernstein, Architectural Committee Chair

Attorney Present:

Melissa M. Noland, Kovitz Shifrin Nesbit (KSN)

Lots Represented: 20

Agenda

Roll Call
Introduction of the Board
Introduction of the Attorney
What does an HOA do?
How do I reach the Board or Committees?
Survey Introduction: “What’s Important to You as a Homeowner?”
Open Committee Roles and Volunteer Opportunities
Discussion of Dues
Upcoming Activities

Discussion Summary

Meeting Purpose:
This meeting served as an informational session for homeowners. A future meeting will be scheduled to vote on the budget and any covenant changes.
HOA Legal Status:
Questions were raised about whether the HOA is mandatory, as a prior 2010 legal opinion contradicted the current findings.
- Attorney Melissa M. Noland agreed to review all relevant documents and provide updated guidance.
- Homeowners requested notarized copies of the legal documentation confirming HOA status to be posted on the website.
Homeowner Survey:
A survey will be made available on the HOA website within the next two months.
- Each lot will receive one survey vote.
- Purpose: to gather homeowner input on potential covenant changes and priorities.
Covenant Amendment (Sheds):
The board will locate minutes from a prior vote that addressed sheds and clarify the results at the next homeowner meeting.
Architectural Committee:
- Architectural Chair Paul Bernstein will work with the board to establish a channel for homeowners to report concerns anonymously.
- While the board cannot enforce neighborhood “policing,” it may provide guidance and record issues for future discussion.
Future Voting & Quorum:
Changes to covenants will require a quorum of homeowners.
- The attorney will help prepare a proxy form for homeowners who cannot attend in person.
- Homeowners were encouraged to share information about the next meeting to help ensure a quorum is reached and avoid the need for multiple meetings.
Budget:
The 2026 budget has not yet been approved and will be reviewed and voted on at a future homeowner meeting.
Exterior Fencing:
- Most of the surrounding fencing behind the community (old golf course) is owned and maintained by Pike Township.
- A smaller portion remains the responsibility of the new developer.
- Homeowners with fencing-related concerns, owned by Pike Township, should contact:
  Clayton J. Gruber, CFM
  Director of Facilities & Security | MSD of Pike Township
  📞 317-280-2425 | 📱 765-891-2070
  🏢 3950 W 56th Street, Indianapolis, IN 46254
  ✉️ CGruber@pike.k12.in.us

✅ Next Steps:

Attorney to review HOA governing documents and provide updated legal opinion.
Board to share documentation on HOA status with homeowners.
Survey to be launched within two months.
Board to locate prior covenant amendment minutes regarding sheds.
Architectural Committee to establish anonymous homeowner reporting channel.
Proxy form to be prepared for future covenant votes.
A budget review and approval will be scheduled for a future meeting.

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October 17th, 2024 Annual Meeting

· Meeting time: 7:12 to 8:02 pm

· New August North Middle School, 6450 Rodebaugh Rd

· Current Board Members Present: Elyse Bernstein, Nicole Durham, Paul Davis, Dorothy Dodd, Paul Bernstein

· Lots Present: 19 (16 in person/online, 3 by proxy)

New Board Members Elected

· President – Soren Hjorth, until 2027

· Vice-President – Nicole Durham, until 2027

· Treasurer – Open. Elyse Bernstein will stay on for one more year

· Secretary – Tonya Glaspie, until 2027

· Architectural Committee Chair – Paul Bernstein, until 2027

· Architectural Committee member – Tom Rohn, until 2027

· At-Large #1 – Dorothy Dodd, until 2026

· At-Large #2 – Mike Cuticchia, until 2026

Discussion Topics:

· Broken portions of fence on 79th street will be repaired

· Board will look into extending the fencing on 79th street to the East to prevent trespassing through Homeowner’s yards

· Board to look into putting a Welcome sign at the back entrance to CCW

· Brush needs to be removed from under the trees on the West side of the 79th street fence

· Proposal for a periodic neighborhood clean-up day for the front entrance

Budget:

· Approved