LSHTA Forms

Lake Susan Hills Townhomes Association · 2026
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Form 9.1
Annual Meeting Ballot
Submit to: Board Secretary
Form 9.2
Architecture / Landscape Change Request
Submit to: Board (VP Architecture or VP Landscape)
Form 9.3
Cedar Management Check Request
Submit to: Cedar Management
Form 9.4
Contractor Insurance Certification
Submit to: Board
Form 9.5
Guest Parking Exception Request
Submit to: Board
Form 9.6
Hearing Request Form
Submit to: Board Secretary
Form 9.7
HOA Meeting Minutes Template
Submit to: Secretary
Form 9.8
Insurance Incident Report
Submit to: Board
Form 9.9
Owner Information Update
Submit to: Cedar Management
Form 9.10
Privacy Planting 2-Year Responsibility
Submit to: Board
Form 9.11
Proxy Voting Authorization
Submit to: Board Secretary
Form 9.12
Tenant Registration
Submit to: Cedar Management
Notice Template
Annual Meeting Notice
Prepared by: Board Secretary · Mail 21+ days prior
Lake Susan Hills Townhomes Association
Annual Meeting Ballot
Form 9.1
Complete and return to Board Secretary before or at the Annual Meeting
This ballot is for the Annual Meeting of Lake Susan Hills Townhomes Association. One ballot per unit. Proxy voting is permitted — see .
Unit & Owner Information
Board Election

Vote for candidates as directed on the meeting notice. Write in candidate name or check if voting for a nominated candidate.

Motions / Resolutions

Vote on motions as listed in the meeting notice. Check Yes or No for each motion presented.

Owner Signature
Date
Lake Susan Hills Townhomes Association
Architecture / Landscape Change Request
Form 9.2
Submit before any exterior change or new in-ground planting · 30 business day review
All exterior changes — temporary or permanent — including doors, windows, decks, garage doors, and in-ground plantings require prior written Board approval. Work must be done by a licensed, bonded, and insured contractor. Submit contractor insurance certificate () to the Board before work begins.
Owner Information
Request Type
Project Description
Contractor
Owner Signature
Date
Lake Susan Hills Townhomes Association
Cedar Management Check Request
Form 9.3
Submit to Cedar Management for Association disbursements · Board approval may be required for large amounts
Use this form to request a disbursement or check from Association funds. Submit to Cedar Management with supporting documentation. Board pre-approval is required for amounts exceeding the threshold established in the Operating Funds Framework (App E).
Requestor Information
Payment Details
Purpose & Authorization
Requestor Signature
Date
Cedar Management Use Only
Lake Susan Hills Townhomes Association
Contractor Insurance Certification
Form 9.4
Submit to Board before any contractor work begins on Association property
All contractors working on Association property or common elements must carry adequate liability insurance. This form must be submitted and approved before work begins. Attach current Certificate of Insurance.
Contractor Information
Work Being Performed
Insurance Information
Contractor Signature
Date
Lake Susan Hills Townhomes Association
Guest Parking Exception Request
Form 9.5
Submit to Board for approval of overnight guest parking bay use
Guest parking bays are for daytime visitor use only. Overnight use requires prior Board approval. Complete this form and submit to the Board. Allow 2 business days for response. Emergency situations: email lshta.board@gmail.com with subject Urgent | Parking.
Owner Information
Guest & Request Details
Owner Signature
Date
Lake Susan Hills Townhomes Association
Hearing Request Form
Form 9.6
Submit to Board Secretary to request a formal hearing on a violation or dispute
Owners may request a formal hearing before the Board to address a violation notice, dispute a fine, or raise a governance concern. Submit this form to the Board Secretary. A hearing will be scheduled within 30 days of receipt. See of the Handbook for the full contact and escalation policy.
Requesting Owner / Resident
Hearing Subject
Owner / Resident Signature
Date
Lake Susan Hills Townhomes Association
HOA Meeting Minutes Template
Form 9.7
To be completed by Board Secretary at each Board or Member meeting
Minutes must be recorded at every Board and Member meeting per Minnesota Chapter 317A and the Association Bylaws. Draft minutes should be circulated to Board members within 10 days and approved at the following meeting. Approved minutes are retained by Cedar Management and made available to owners upon request.
Meeting Information
Attendance
Call to Order & Prior Minutes
Agenda Items & Discussion
Motions & Votes
Adjournment
Board Secretary Signature
Date of Approval by Board
Lake Susan Hills Townhomes Association
Insurance Incident Report
Form 9.8
Submit to Board promptly after any incident affecting Association property
Document damage with photographs before any cleanup. Submit this form to the Board as soon as possible. For emergencies, call 911 first, then email the Board at lshta.board@gmail.com — subject: Urgent | Maintenance. Keep a copy for your records.
Reporting Owner / Resident
Incident Details
Additional Information
Reporting Owner / Resident Signature
Date
Lake Susan Hills Townhomes Association
Owner Information Update
Form 9.9
Submit to Cedar Management to update contact or ownership information on file
Use this form to update your contact information, mailing address, phone number, or email address on file with Cedar Management. Please submit promptly after any change. All official Association notices are sent to the address and email on file.
Unit Information
Current Information on File
Updated Information
Emergency Contact
Other Changes
Owner Signature
Date
Lake Susan Hills Townhomes Association
Privacy Planting 2-Year Maintenance Responsibility
Form 9.10
Submit to Board when adding approved privacy plantings · Owner assumes 2-year maintenance responsibility
When an owner adds approved privacy plantings in common-area planting beds adjacent to their unit, the owner assumes a 2-year maintenance responsibility for those plantings. This includes watering, fertilizing, and replacing any plants that do not survive. After 2 years, maintenance reverts to the Association. All plants must be board-approved and the Architecture/Landscape Change Request () must be approved before planting.
Owner Information
Planting Details
Owner Agreement
I understand and agree that: (1) I am responsible for watering, fertilizing, pest management, and general care of the listed plantings for a period of two (2) years from the planting date; (2) any plants that do not survive within the 2-year period must be replaced by me at my expense with the same or equivalent approved species; (3) all plants must be board-approved; (4) after the 2-year period, maintenance responsibility transfers to the Association; and (5) failure to maintain plantings may result in the Association performing maintenance and charging costs back to my unit account.
Owner Signature
Date
Lake Susan Hills Townhomes Association
Proxy Voting Authorization
Form 9.11
Submit to Board Secretary before the meeting · One proxy per unit · Must be in writing
If you are unable to attend a Member or Annual Meeting, you may authorize another person to vote on your behalf. Proxy must be submitted to the Board Secretary in writing before the meeting begins. One proxy per unit. The proxy holder must be present at the meeting.
Granting Owner Information
Meeting Information
Proxy Holder
Scope of Proxy
Owner Certification
I, the undersigned owner of the unit listed above, hereby grant the proxy holder named above the authority to attend and vote at the meeting identified above on my behalf, subject to the scope indicated. I understand that this proxy may be revoked in writing before the meeting commences. I certify that I am an owner of record for the unit listed above.
Proxy Holder Acknowledgment
I acknowledge receipt of this proxy and my acceptance to serve as proxy holder for the owner listed above. I agree to vote in accordance with the scope indicated above and to return this proxy form to the Association before the meeting commences.
Lake Susan Hills Townhomes Association
Tenant Registration
Form 9.12
Submit to Cedar Management before any tenant occupancy begins · 180-day minimum term
Per Declaration First Amendment (2010), all rentals and leases require a minimum 180-day occupancy term. No short-term, vacation, or transient rentals are permitted. This form must be submitted to Cedar Management before tenant move-in. A redacted copy of the lease or rental agreement must accompany this form (financial terms may be redacted; tenant names, unit address, and lease dates must be legible). The owner must provide the tenant with a copy of the Association Handbook.
Owner / Unit Information
Tenant Information
Lease / Rental Details
Owner Acknowledgments
Owner Signature
Date
Lake Susan Hills Townhomes Association
Notice of Annual Meeting
Notice
Mail to all unit owners of record at least 21 days prior · Bylaws Article IV §4
Meeting Details
Purpose
You are hereby notified that the Annual Meeting of the Members of Lake Susan Hills Townhomes Association will be held at the date, time, and place stated above for the following purposes: to elect members to the Board of Directors; to receive and review financial reports of the Association; and to transact such other business as may properly come before the meeting.
Quorum & Voting
A quorum of 51% of voting members (in person or by proxy) is required for the transaction of business. Each Unit is entitled to one vote. If you cannot attend, you may authorize another Association member or lien holder to vote on your behalf by completing a Proxy Voting Authorization (Form 9.11) and submitting it to the Board Secretary before the meeting.
Order of Business — Bylaws Article IV §11
(a)Roll Call — Secretary certifies voting members, percentage voting power, and proxy holders (Art. IV §10)
(b)Proof of Notice of Meeting or Waiver of Notice
(c)Reading of Minutes of Preceding Meeting
(d)Reports of Officers — President, Vice President, Secretary, Treasurer
(e)Report of Federal Housing Administration Representative, If Any
(f)Report of Committees
(g)Election of Inspectors of Election
(h)Election of Directors — By ballot; staggered 3-year terms (Art. V §4)
(i)Unfinished Business
(j)New Business
(k)Adjournment
Annual Financial Report — Bylaws Article IV §4

The following reports are required to accompany this notice:

(a)Statement of any capital expenditure exceeding 2% of budget or $1,000 (whichever is greater), current or anticipated in the next two fiscal years
(b)Status and amount of any reserve or replacement fund and projects designated by the Board
(c)Statement of financial condition for the last fiscal year (revenue, expenses, balance sheet)
(d)Status of any pending suits or judgments to which the Association is a party
(e)Statement of insurance coverage and confirmation it is current
(f)Statement of any unpaid assessments by individual Unit number and amount
Enclosures Checklist
Notice requirement: Per Bylaws Article IV §4, this notice must be sent by United States Mail to each unit owner of record at least twenty-one (21) days prior to the meeting date. Email may supplement but does not satisfy the formal notice requirement.
Board Secretary Signature
Date