April 2026

Written By Kings Gate West HOA

Key Outcomes 

  • HOA fee remains at $287 for the current year, with no increase. 

  • Reserve funding needs addressed and property maintenance priorities identified.

  • Miller Road landscaping improvements assigned to the board; updated website  established for better communication. 

Financial Status & Reserve Planning 

  • Current reserves: $66,000 (vs. target $80,000–$90,000) 

  • Target baseline: $50,000 contingency fund for drainage emergencies

  • Annual reserve addition: $7,000 (based on current collection rates) 

  • 2025 HOA Due Collection success: 66 of 72 houses paid (92% compliance)

  • Online payments: 7 homeowners paid via website (3.5% processing fee absorbed by  HOA) 

  •  EIN requirement: HOA should file as 1120H (HOA-specific tax return) rather than using  personal SSN 

    • Non-taxable status: Achieved if 90% of expenditure benefits the organization 

    • Reserve investment: $66,000 reserve could generate ~$1,000 annual interest if  properly invested 

    • Account structure: Current checking earns no interest; recommend interest bearing account with tax paid only on investment income 

Maintenance & Landscaping 

  • Miller Road assessment: Right side (turning left from Swanson) requires significant  cleanup vs. well-maintained opposite side 

  • Tree replacements: Two trees were replaced last year; plan to replace two more this  year with watering support 

  • Scope of work: Clean flower bed edges, cover exposed roots with dirt, apply 2-inch  mulch layer, trim overhanging pines along sidewalk 

  • Homeowner consultation: Board will contact affected residents before work to confirm  preferences 

Administrative & Governance Updates 

  • Website & Communications 

    • Traffic: 81 visits in past 30 days 

    • Email database: 35 contacts; 22 opted in for communications 

    • Features: Online payment, contact forms, covenant/bylaw access, meeting  minutes 

    • Newsletter plans: Future newsletters with QR codes on paper dues notices to  drive website adoption 

Decisions Made 

  • Maintenance priorities:  

    • Replace two trees on Miller Road ($1,390)

    • Comprehensive landscaping cleanup ($5,200 for mulch, edging, root coverage) 

  • Rotation schedule: Alternate between Miller Road maintenance and retention pond work  every two years 

  • Retention pond mowing: Continue once-per-summer schedule (reduced from twice; cost  savings) 

  • Banking transition: Explore changing from Home State Bank to an institution supporting  business accounts with an EIN (rather than personal SSN) 

  • HOA fee is $287 this year; unchanged.

Kings Gate West HOA