The Vinings at Germantown HOA Board of Directors Meeting Minutes

The Vinings at Germantown HOA Board of Directors Meeting Minutes

Meeting Date / 11/01/2016 / Start Time / 6:40PM / End Time / 8:00PM
Location / President’s home
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) / Board Member / Carmie Spillers (CS) / [GUEST]

Note: No formal meeting agenda was prepared for the Nov 1st HOA Board meeting.

Meeting focus:

Preparation for11/14/2016 homeowners meeting
Status update on Aug 30th HOA Board meeting action items

Approval of Prior Meeting Minutes
08/30/2016 Minutes

-Approved by HOA board quorum.

Committee Reports
Finance (JP for MK; MK unavailable for meeting due to medical emergency)

Home in bankruptcy: Funds consistently being received per legal agreement.
Delinquent house on Cielo: Confirmed cost for legal letter for owed HOA funds. Homeowner owes:
$600 for past assessment + $60 late fee. Now adding $50 for CCR fine (bricks, garbage can, and lawn weeds).
Grounds(DL for MK)
Fallen tree resolved, including lawyer input on fallen tree legal issues.
MC suggested greenery change around pool fence. Replace current bushes with thorny bushes to help deter pool fence jumpers. Suggested Knockout Roses.
Board must solicit and review landscape providers in near future if a new provider will be used for 2017.
DL reported concerns escalated with Landscape Workshop management.

Landscape Workshop complacent and arrived later than expected for meeting times scheduled with DL.

Action Items:

SS: Provide referral information on landscape provider options. May include Farrell Tree Service who took care of fallen tree.

ARC(DL and JP)
October 2016 ARC violation canvas completed by JP and submitted to Keith Collins.
Pool Playground(KF)

Pool hook and new pole purchased.
Pool health permit resolved.
KF presented quotes to replace sand in pool pump. Board approved Leslie Pool bid of $335 to replace sand. Board does NOT approve sand replacement by homeowners.
Discussed excess pool budget, approximately $3K. Does not yet include closing costs for 2016 season.
Discussed playground benches. Previously approved by past HOA board. Current board approved purchase of two Lowe’s convertible patio benches for playground. (Approx $158 per bench without installation)
Will use homeowner volunteers to install benches. Will secure with concrete footings.

Action Items:

KF: Call Germantown about suspending pool garbage collection during off-season.

KF: Contact MK about hose extender.

Communications(SS)

No update

Action Items:

SS: Schedule web training event for board with Skip.

Community Outreach(MC)

End of summer activities done.
No movement yet on welcome packet for new homeowners.

Action Items:

MC: Contact Germantown Police to arrange Cop Stop for Spring 2017

MC/SS: Develop welcome packet.

SS: Distribute reminder about upcoming HOA meeting on 11/14.

Old Business
CCR Violations(JP)

Action Items:

KB: Develop checklist to use during monthly CCR violation canvas.

KB: Perform Nov 2016 monthly CCR violation canvas.

KF: Perform Dec 2016 monthly CCR violation canvas.

CCR Amendments(JP)

JP and KB reviewed all HOA documents (CCRs, bylaws, Platt, amendments, etc).
JP and KB to meet with Wayne Mink (lawyer) prior to 11/14 members meeting.
Attempting to streamline CCR amendments and include “laymen’s language” to present again to homeowners.

Action Items:

JP: Ask lawyer to outline CCR amendment fees (Is HOA charged “line by line” or blanket charge for any number of amendments?)