September Board meeting recap: Questions about proposed covenant changes, bookkeeper search, and long‑lerm Pool repairs

The September Board meeting was one of the most heavily attended in recent years, with residents raising detailed questions about rental restrictions, transparency, and long‑term infrastructure needs.

Residents spent more than 45 minutes discussing proposed covenant updates, particularly the section aimed at limiting rentals, including Airbnbs and other short-term rentals.
Several residents expressed concern that the draft language felt “too restrictive,” especially regarding:
  • Whether land‑contract sales would be allowed
  • Whether family members (such as aging parents or adult children with special needs) could live in a home not titled in their name
  • How exceptions would be handled
Board members emphasized that the language was drafted by a national HOA law firm and reflects “best practices,” but acknowledged that some scenarios, especially family‑care situations, require clarification. The Board confirmed it has already sent follow‑up questions to the attorneys.
Residents also asked why long-term and short-term rental rules were bundled together rather than separated into multiple votes. The Board said the ballot cannot be changed mid‑process but noted that future revisions are possible.
As of the meeting date, 31% of households have voted, with ballots “overwhelmingly in favor,” according to Board President Scott Thien. The neighborhood needs 210 yes votes per amendment to pass. Voting remains open until Dec. 22.

Some handy links:
Residents call for more transparency
Several residents asked for clearer financial reporting, including monthly income/expense statements, annual vendor ledgers, and easier access to invoices.
The Board agreed that digital bookkeeping would make this possible and acknowledged that the current paper‑based system is outdated and inefficient.
To that end, the Board is moving away from a paper-reliant, manual bookkeeping system following the resignation of the previous bookkeeper. What's ahead:
  • Vendor selection: The Board is reviewing bids from three firms to handle bookkeeping and accounting functions only. This is not a move to full property management.
  • Digital modernization: The new solution will provide a digital portal for residents to view accounts, financials, pay dues, and access Association documents.
  • Cost efficiency: The proposed professional services are estimated to cost about half of the previous $15,000 annual bookkeeper salary.
Pool Repairs: A Major Long‑Term Challenge
Our aging neighborhood Pool — now more than 50 years old— was another major topic. Residents asked why the water turned green late in the season and whether major repairs are planned. Board members explained:
  • The Pool requires a full mechanical overhaul, including new piping, deck removal, and pump‑room upgrades.
  • A past estimate placed repairs at more than $200,000.
  • The HOA’s pool fund currently holds $52,375, far short of what’s needed. The Board is forming a committee to gather bids and explore options. If you're interested in helping, please contact Board member Ben Clemens at benthehandyman.indy@gmail.com.
Clubhouse & grounds updates
Outgoing clubhouse manager Kelly Dentler delivered a detailed report, including details about:
  • Pest control will switch to a new vendor.
  • Carpet cleaning contractor is retiring; the board will seek alternatives.
  • Several maintenance issues — including leaking downstairs doors/windows and landscaping boulders at the Hague Road entrance — are being addressed.
Elsewhere, the Board intends to seek reimbursement from a resident on Teel Way for the emergency removal of a tree that blocked the entire street last spring.
Kelly’s final day is Sept. 30, and Board members thanked her for more than 11 years of service. The Board will post the job soon for residents to consider.
Streets, sidewalks and safety
Interim Vice President John Strauss reported on efforts to address questions concerning the height of the new speedbumps and reflective markers on the recently repaved Tanager Lane. He’s contacted the mayor’s office and council representatives five times.
In response to a question about pothole repairs, residents were reminded that streets are city‑owned, not Association‑owned, and requests for repairs or concerns about the speedbumps should go through the Mayor’s Action Center, https://www.indy.gov/activity/request-indy
John is also working with AES on the replacement of missing or defective streetlights. Residents who spot streetlight problems can also report them directly to AES at https://www.aesindiana.com/report-streetlight-problem/.
Note: For both the Mayor’s Action Center and AES, it helps if they hear from multiple people concerning the issue. We found this to be true with our requests for pothole repairs, for example. Please reach out to the MAC when you spot infrastructure issues, and talk to your Board members if you need more information: https://eaglenestindy.blogspot.com/p/contacts.html
Upcoming events (all listed on blog's Events page)
  • Sept. 19 – Pickleball Tournament
  • Oct. 15 – October Board Meeting
  • Nov. 6 - Crime Watch Meeting
  • Nov. 19 – November board meeting
  • Dec. 10 – December board meeting
  • Dec. 13 – Cookies with Santa

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