November update: Bookkeeper service hired, proxy vote continues, leaf pickup coming, snowplow search

Board signs contract with third-party bookkeeper; lot owner portals coming soon!

Good news! Later this month, the Board will begin providing online access to our financials, meeting minutes, controlling documents and policies, resident directory and Clubhouse rental calendar through HOA Community Links (HOACL), a Carmel-based third-party bookkeeping vendor.

HOACL will move our old bookkeeping function that was heavily reliant on slow, manual processes to a more modern digital solution with 24/7 account access and individual portal accounts for each Eagle Nest lot owner. And we’re doing it for about half the cost of the former bookkeeper’s annual salary!

But let’s be clear: We’re not hiring a management company to take over Eagle Nest, only the bookkeeping function. Using this third-party vendor will provide more efficiency, transparency and the professionalism residents deserve. It’s also worth noting that we’ve leveraged third-party providers for years, including independent contractors for snow plowing and groundskeeping. We’ve been a resident-operated Association for 50 years, and the Board has no intention of changing that.

Presently, HOACL is in the process of creating everyone’s accounts, uploading all our key documents to their server, installing its billing and monitoring systems, and more. When completed and operational, HOACL will send introduction letters to all homeowners with instructions on how to set up and access their portal accounts. From there, you will be able to view key documents, pay annual dues, submit Clubhouse reservations and more. We’ll share more information and a timeline for launch when available, so stay tuned to the blog and our Facebook page.

The Board is extremely excited for what will be a new age in bookkeeping processes and a long overdue step forward in providing the service our residents expect and deserve.

Proxy update: 50% of lot owners have voted ahead of Dec. 22 deadline

With less than two months to go in our ongoing covenants amendments campaign, about 50% of lot owners have submitted their proxy vote forms, with most in favor of all the proposals.

Dec. 22 is the deadline to secure a simple majority of approvals or rejections for each individual amendment to change our 50-year-controlling documents, so if you haven’t voted, we encourage you to do so as soon as possible.

The Board recommends passage of all proposals to protect our property values and maintain a way of life that makes Eagle Nest the envy of surrounding neighborhoods. The first step to do that: Create an owner-occupant community that bans short-term leases and Airbnb/Vrbo rentals, while other amendments clarify and expand language around trash receptacles and parking. We’re close to securing passage on nearly all the amendments, but we’re not there yet.

That’s why we encourage everyone to vote – regardless of whether you’re for or against our effort – because the Board’s priority is to ensure everyone has a chance to express their position and that we capture as many votes as possible during the allotted time.

Want to vote but can’t find your proxy form? Click this blog link for a printable version as well as the proposed amendments and the original covenants to compare.

Questions? Feel free to contact Board President Scott Thien at scottthien@comcast.net or Vice President John Strauss at johncstrauss@gmail.com.

DPW leaf pickup begins Monday, Nov. 9

Fall is in full swing, and that means it’s snowing leaves in Eagle Nest. Luckily, the city’s leaf-collection program begins next week.

Starting Monday, Nov. 9, leaves should be bagged and placed along the curb 3 to 5 feet away from your trash cart. Up to 40 bags of leaves can be left out at once. DPW recommends plastic bags, but paper bags will be accepted (but they are not recommended due to potential wet weather).

DPW’s leaf collection season ends Friday, Dec. 4.

A reminder that burning leaves is against the law in Indianapolis, including Eagle Nest. It’s also not a neighborly thing to do when many residents enjoy opening their windows to air out the house. Violators should be reported to the IMPD non-emergency line at 317-327-3811 or IFD non-emergency line at 317-327-6041. Illegal burning may result in city fines up to $2,500. 

Speed bump striping: How you can help

We have some bad news and some good news about unmarked speed bumps installed after the repaving of Tanager Lane. The bad news: Board VP John Strauss has reached out to city officials six times in two months requesting restriping, citing resident safety as the bumps are impossible to see at night. Unfortunately, we continue to get excuses about the delay. Meanwhile, our residents remain at risk.

The good news: Residents have two ways they can help compel the city to do its job:
1. File a report on the Mayor’s Action Center online here. The repair addresses are the 7800 block and 8100 block of Tanager Lane. Request reflective striping on both speed bumps so they are visible at night. Request a response as soon as possible, as passing vehicles risk damage and worse, residents could be injured if the bumps are left unaddressed.
2. Send a complaint email to our Councilor Nick Roberts at nicholas.roberts@indy.gov and request immediate action.

Oddly, a DPW crew was in our neighborhood last week painting stop stripes at all the stop signs along Tanager Lane, including our four-way stop. Only DPW knows why its crews would drive right over the speed bumps without stopping to address them.

Board seeking snow plowing contractor for 2026-27 winter season

After nearly a decade of excellent service, our snow plowing contractor Chad McCune is retiring and will not be returning this winter season. Eagle Nest was extremely lucky to have Chad and his team provide safe, efficient and timely service over the years – including record one-day snowfalls in 2018 (10.2 inches), 2019 (6.9 inches), 2021 (6.8 inches) and 2022 (7.3). Chad wasn’t into big customers; he preferred helping community clients like Eagle Nest and always did the little extras to make things right. And that’s why we’ll miss him most. Thanks for everything, Chad, and good luck in your next chapter of life!

That means the Board is looking for a new snowplowing contractor. Ideally, we’d love to work with an Eagle Nest resident with a plowing business, but outside contractors are welcome, too. Got a recommendation? Please share the following: We have eight miles of roads, 18 cul-de-sacs, a Clubhouse parking lot and three entrances that need to be cleared. Then ask them to contact Board President Scott Thien at scottthien@comcast.net or 317-902-3103.

Want to attend a Board meeting? Read on …

The next monthly Board meeting is 6:30 p.m. Thursday, Nov. 19, at the Clubhouse. All residents in good standing are welcome to attend. We’ll start by answering any questions about our amendments proxy campaign, then turn to reports from our Officers, staff and committee heads. After that, we’ll close with new business, including items brought forward by residents.

Questions? Feel free to contact Board President Scott Thien at scottthien@comcast.net or Vice President John Strauss at johncstrauss@gmail.com.

On behalf of the Board,
Scott Thien, President