HOA Board Report 11.12.2025

Photo of the northern lights by Baker Martin 11.11.25

Website Members, please subscribe to the website promptly, to improve receipt of notifications in your inboxes. Many members need to do this. How To Do It: log in to the website. Mouse over your name in upper right corner, click My Account. Click Settings. Click Subscribe. Thank you.

The updated bylaws, architectural guidelines & the Water 101 document are under the Owner Resources tab/HOA Documents.

The new HOA & office email addresses are under the Owner Resources tab/ Owner Contacts & Directory AND Stuff You Need to Know, as well as under the HOA tab/Board Minutes, along with the HOA Board contacts.

Board report posted by Martha Dobson for Kay Lucas, HOA Secretary

Subject: Updates from Your Chinquapin HOA Board

Hello Chinquapin Community,

On November 5, the Chinquapin HOA Board met to review our remaining 2025 business plans and begin shaping our 2026 strategic plan.

Attendees:Allen Dobson – President Bill Benner – VP Operations Brent Walker – Treasurer Doug Barber – VP Administration Kay Lucas – Secretary Katie Nicholson - General Manager Board Members: Frank Gaston, Mark Adkins, Rich Vieitez, Sally Alvis, Steve Gajda, and Tim Wellman Not present: Emma Giesler

 2025 Business Plans

We’re moving forward with plans to present all homeowners with options for the purchase of assets and land from the Waterfront Group and Mark Adkins, our community’s developer.

Key items in progress include:

• Completing and signing the developer’s agreement, which covers:

  • Completion of the water system

  • Installation of street signs

  • Cleanup of the lumber yard

  • Deed restriction of certain properties not transferring

  • Agreement on all greenspace and common space transfers to the HOA

• Legal review and opinion on the structure and legality of the transfer and asset purchase

• Appraisals and environmental studies of assets proposed for purchase

• Evaluation of bank financing options

  
  

A detailed proposal and presentation will be shared on the community website by the end of November.

We’re also planning to host virtual town halls to give everyone an opportunity to ask questions and discuss the proposal. These sessions are expected to take place in December 17 and 18 at 6pm, ensuring that all homeowners are well informed ahead of the HOA vote later that month.

Your participation is essential—the HOA cannot move forward on this final step of the transfer without your approval. Please take time to review the materials and join the conversation as we make this important decision for Chinquapin’s future.

 

 Strategic Updates

Board members shared progress across several key areas:

Policies & Compliance: Tim Wellman, as Chair of Policy and Compliance, along with several members of the executive committee, is serving as the ARC and working with Katie Nicholson to process current applications until new systems and procedures are in place. Minor updates have been made to the design guidelines and fee/fine structure. All builders have been informed that completed applications are required before approval and that covenant compliance is mandatory.

We plan to engage a licensed architect in early 2026 to update the guidelines to modern standards. The architect may also serve as the primary ARC reviewer to ensure standardized and impartial reporting. Please note that the HOA is bound by covenants that include certain architectural standards, which cannot be changed without a supermajority owner vote.

Operations: The operations committee, led by Bill Benner, is evaluating and prioritizing road drainage and erosion issues, ensuring all water system items are complete and functioning, planning for ongoing maintenance needs, and working with Dave Barnett to assess and prioritize trail repairs.

Communications: Kay Lucas and Sally Alvis have launched a communications committee that is defining the Chinquapin brand, evaluating a new public website & social community platform, creating a community calendar, and streamlining email updates to improve communication.

Community Engagement: Kay is forming a new Social Committee to begin planning 2026 events before year-end.

Strategic Planning: Emma Giesler and Allen Dobson are conducting an owner survey to gather input on key initiatives and priorities that will help guide the board’s planning.

 

 

We covered a lot of ground and left the meeting energized by our shared commitment to making Chinquapin stronger than ever.

We believe in Chinquapin—naturally, where conservation and community are one.

Warm regards,

Kay Lucas HOA Secretary

kay@chinquapinowners.com