The Vinings at Germantown HOA Board of Directors

Meeting Minutes

Meeting Date / 07/28/2016 / Start Time / 7:10PM / End Time / 8:51PM
Location / Sam’s House 9297 Cielo
Board Attendance
President / Jaime Picunko (JP) / Vice President / Dan Lohrman (DL) / Treasurer / Mashawn Kelly (MK)
Board Member / Sam Shaw (SS) / Board Member / Ken Fagans (KF) / Board Member / Millie Cohen (MC)
Secretary / Kristen Barlow (KB) / [GUEST] / [GUEST]
  1. Committee Reports

ARC Committee Report(DL not present; report out by JP)

Per Louis Ewing: “No updates. The ARC doesn't have any request pending. The only comment is that the delays in the ARC approval process is due to my committee members not responding in a timely manner.” DL has since implemented keeping ARC requests in a folder so that requests don’t fall through the cracks. Once getting an approval DL has been emailing the home owner so they don’t have to wait for contact from Keith Collins (KC).

Issues Discussed:

  • DL trying to help with timeliness issues.
  • Board discussed issues with “blind eye” to architectural inconsistencies such as flowers around mailboxes.

Action Items:

JP: Follow-up with ARC Committee on timeliness issues and how to reinforce consistency.

JP: Discuss ARC blanket approval on “like for like” requests.

Finance Report(MK)

Issues discussed:

  • Bankruptcy proceeding with one homeowner. HOA has started to receive court-approved percentage of HOA dues.
  • Reinforced all board members receive routine financial reports from KC.

Action Items:

MK: Verify budget for 2016 pool season.

Communication Committee(SS)

Issues discussed:

  • Website needs updating. SS and Carmie Spillers willing to do website upkeep.
  • Website hosting fees are $134 yearly (April to April)
  • Web master (Skip) willing to train board or volunteers; available after mid-August. Bills by hour ($87/hr) or by minute.
  • Board agreed to setup training meeting with Skip.
  • Board agreed to include any board member in web training event that would like to be included plus community volunteer (Carmie Spillers).
  • Board agreed to goal to have a more “up-to-date” website by the 2016 Fall Movie Night.
  • Board discussed sharing board member information on website. Board agreed to share names and email addresses.
  • Board discussed buying bulletin board for pool area to post information. Board agreed to table bulletin board until 2017 pool season.

Action Items:

SS: Schedule web training event for board with Skip.

Community Outreach Committee(MC)

Issues discussed:

  • Board agreed to End of Summer Cookout on Sun, Sept 25 from 2:00 – 4:00PM (last weekend pool is open before end of pool season on Sept 30).
  • Board agreed to Cop Stop during End of Summer Cookout to support and engage our local law enforcement.
  • Board has leftover hot dogs from Memorial Day Cookout.
  • The following needs to be addressed prior to cookout:
  • Create and distribute flyers about cookout
  • Update website and Facebook page about cookout
  • Supplies like buns, chips, and drinks needed for cookout
  • Discussed face-to-face outreach to greet new homeowners and build positive relationships. This may also help ensure new homeowners access website and receive CCRs. MC and SS both agreed to perform outreach.

Action Items:

MC: Contact KC to open gates during End of Summer Cookout for Cop Stop

MC: Contact Germantown Police to arrange Cop Stop on 9/25

MC/JP: Contact KC to notify board of new homeowners for face-to-face outreach.

Pool Playground Committee (KF)

Issues discussed:

  • Multiple board members raised various concerns raised regarding excess and misuse of pool by certain homeowners and their guests.
  • KF and another homeowner met with one family to reinforce pool rules, adult supervision of minors, and guest policy. KF and other board members have witnessed abuse of pool and HOA rules.
  • Pool lock was damaged; KF fixed pool gate lock.
  • Pool safety hook is broken.
  • Hose to fill pool is extremely worn.
  • Health permit posted at pool is expired since March 2015. KC contacted previously to track down current health permit.
  • Screw in pool light needs to be replaced; screw is sticking out of light in the water.
  • Pool chairs are decaying; some are ripped or missing wheels. Board expressed concern of misuse of pool furniture.
  • Board discussed concerns over pool pump. Some experienced homeowners are backwashing the pump when there is concern. Pool service may not be aware of the situation if homeowners are taking action.
  • Board discussed historical item of buying park benches for playground and water retention areas. Previous board approved purchase of benches. Issue tabled until pool budget is verified.
  • Board discussed cleanliness of floatation devices; unsure if can be cleaned or if equipment is dry-rotted.

Action Items:

KF: Discuss pool pump issues with pool service contractor (Rick).

KF: Price pool hook for replacement; ask Rick if hook can be a multiuse tool like hook and skimmer.

KF: Discuss pool light screw concern with Rick.

KF: Price different types of benches to present at future board meeting.

KB: Donate and install rolling hose at pool.

JP: Follow-up with KC regarding expired pool health permit.

Grounds Committee Report (MK)

Issues discussed:

  • Tree down and damaged fence near water retention area. Landscape Workshop provided estimate of $975 to remove downed tree. Tree fell from outside neighborhood so outside homeowner may be responsible for costs. Board agreed to have KC pursue issue to see if outside homeowner is responsible.
  • Landscape Workshop is stating they underestimated costs, especially for annual flowers. HOA has signed contact for specific cost and will push for the contract to be honored.
  • Board agreed to using perennials vs. annuals to reduce landscaping costs.
  • Manager for Landscape Workshop is receptive to feedback. Discussed sending feedback, especially pictures, of any landscaping issues that need to be addressed.

Action Items:

SS: Add post to Facebook to acknowledge board is aware of downed tree.

MK/JP: Follow-up with Landscape Workshop to honor contract pricing.

MK: Contact Landscape Workshop regarding mulch; especially around pool area. Will be mulch be replaced or turned?

MK: Follow-up with KC to pursue outside neighbor regarding downed tree.

All Board: Send pictures of any landscaping issues.

  1. New Business

CCR Violations

  • Board discussed chronic violations and lack of correction following letters sent by KC.
  • Chronic issues: weeds, visible trash cans, and unsightly bricks or building materials in frontline home view.
  • JP confirmed with KC that it’s within our rights to implement fines for CCR violations.
  • Board vote: All in agreement to implement escalating fine policy. If the homeowner receives 3 violation letters for the same infraction within a 6 month period, a $50 fine would be issued.

Action items:

JP: Draft escalation policy language.

All Board: Review escalation policy language and provide input.

SS: Add violation policy to website and Facebook page.

JP: Work with KC to send violation policy letter to all homeowners.

CCR Amendments

  • Board discussed concern on how to resolve CCR amendment issues that were unresolved by historical board.
  • Board discussed potential ways to address issue:
  • Break into smaller parts
  • Advise homeowners in “plain” written language vs. legal ease
  • Evaluate legal costs to manage in cost-effective manner
  • Add amendment details to semi-annual assessment letter
  • Issue unresolved – must address at future meeting

Action Items:

JP: Follow-up with previous HOA president regarding amendment status

July 28, 2016 Meeting MinutesSecretary: Kristen BarlowPage 1 of 4