Annual Meeting Notes
September 10, 2026 Annual Meeting – Continued Annual Homeowners Meeting
First Meeting – 7:00 PM
Date/Time: 7:00 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 Cuticchia, Member at Large
Lots Represented: 6 in-person, 10 by proxy
The Association was unable to meet the quorum requirement for voting at that time.
Discussion Summary:
- Quorum
The Association was unable to meet the quorum requirement necessary for voting at that time.
- Adjournment
The meeting was adjourned.
Second Meeting – 7:15 PM
Date/Time: 7:15 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 Cuticchia, Member at Large
Lots Represented: 6 in-person, 10 by proxy
Agenda:
- Roll Call
- Budget review and voting
- Fence Replacement – Pike Township
- Snow Removal
- Covenants
- Electronic Communication Consent
- Association Website
Discussion Summary:
The meeting was reconvened at 7:15 PM with the same attendance as the First Meeting. A quorum was established, allowing the Association to conduct business and vote.
- Proposed Annual Budget
The proposed annual budget was discussed. No questions were raised by homeowners regarding the budget. The Board reminded homeowners that quarterly budget information is available on the Association's website. Motion/Action: The proposed annual budget was approved.
- Fence Replacement – Pike Township
The Board discussed the partial replacement of the Association's fence by Pike Township along the cross-country track. Pike Township was unable to complete the entire fence replacement due to budget limitations. At this time, the Association does not have a confirmed timeline for when the remaining repairs will be completed.
- Snow Removal
The Board discussed snow removal services provided by Trinity Landscape during 2026. The Board plans to continue using Trinity Landscape for snow removal. Snow removal services are scheduled when snowfall exceeds 2 inches.
- Covenants
The Board provided an update regarding potential changes to the Association's covenants. Covenant changes are still under consideration. Approval of any proposed changes will require approval from 70% of the homes. The Board remains committed to working on potential updates and engaging with the community regarding covenant changes in the future.
- Electronic Communication Consent
The Board confirmed that digital consent forms are available for homeowners in attendance. Homeowners were encouraged to provide consent for electronic delivery of notices and communications. Increased participation will allow the Association to communicate information more quickly and provide homeowners with more opportunities for interaction.
- Association Website
Homeowners were encouraged to regularly review the Association's website for updates and information. The website is currently being updated with additional information and resources.
- Adjournment
There being no further business, the Annual Meeting was adjourned.
August 21, 2026 Annual Meeting (Quorum Not Met)
Date/Time: 7:00 – 9:00 PM Location: Eastbrook Elementary School 7625 New Augusta Rd, Indianapolis, IN 46268
Board/Chair Members Present:
- Nicole Durham, Vice-President
- Elyse Bernstein, Treasurer
- Tonya Glaspie, Secretary
- Paul Bernstein, Architectural Committee Chair
- Mike Cuticchia, Member at Large
Attorney Aaron Lopez was also introduced to those in attendance.
Lots Represented: 10 by proxy
Agenda:
- Roll Call
- Budget review and voting
- Misc.
Discussion Summary:
- Quorum
A quorum was not present. Ten homeowners were represented at the meeting. Homeowners were advised that, due to the lack of quorum, the Annual Meeting would need to be rescheduled for September 10, 2026.
- Business Discussed
The following documents were reviewed with the homeowners in attendance: the Proposed Annual Budget and the Consent to Electronic Delivery of Notice. General questions from homeowners were addressed.
- Adjournment
Because a quorum was not present, the Annual Meeting was postponed until September 10, 2026.
November 20th, 2025 Annual Meeting – Continued Annual Homeowners 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 (Quorum not Met)
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
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.
- 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