/ Windsor Gate HOA, Inc.
BoardMeetingMinutes / Date / June 1, 2011
Time / 6 p.m.
Location / 3140 Windsor Gate Run
TimeCalled To Order / 6:00 p.m.
Attendees / Michael Hopkins, President
Nick Gritz, Vice-President
Estar Ducksworth, Treasurer / Alana Moss, Secretary
Lorraine Campagne, Member-At-Large
Katrina Durgin, ACC
Quorum Established / Yes
Approval of Minutes of Previous Meeting & Inclusion of Reports into Permanent Record
Financial Report by Estar Ducksworth
Discussion /
  • The new checks and check register came in, but three checks were missing. Estar has had the bank stop payment on the missing checks, but Gwinnett Community Bank suggested that we get a new account number, and a new set of checks.
  • Insurance has been paid.
  • Currently, there is $12,668.27 in our account.

Action Items / Estar, Michael, and Alana need to sign the signature cards at Gwinnett Community Bank.
ACC Report by Nick Gritz
Discussion /
  • Welcome to Katrina Durgin, our newest ACC member.
  • Nick presented the list of ACC violations. After reviewing, we found 6 houses in violation.

Action Items /
  • Alana and Michael will work on sending out ACC violation letters.
  • Most people need to paint their mailbox and several garage doors need to be painted—instead of writing people up for those items, we will send a letter or e-mail message to the entire neighborhood informing our neighbors that they need to maintain mailboxes and garage doors.

Landscaping
Discussion /
  • Flowers were installed at the entrance, and Estar will pay the invoice.
  • Michael noted that the common area needs to be edged.
  • Estar is going to check to see if chemical application is included in our service.
  • Doug Tiberghen has completed the detention pond maintenance. He’s done a great job. Should we ask Doug if he would want to replace Russell and give us a quote on monthly landscaping maintenance?
  • We need to check with the City in June to apply for the Community Betterment grant and get funding to remove the diseased Leyland cypresses. We wrote the grant request already, but money was unavailable last year.

Action Items /
  • Estar will ask Russell to make sure to edge the lawn and trim the bushes at the entrance.
  • Michael will call Doug Tiberghen to have Doug give us a price for doing the monthly maintenance.
  • Michael will call the City to find out if the Community Betterment grant money will be available this year.
Update: Michael contacted Sherri Hancel with the City of Duluth, and $1,000 in Community Betterment Grant funds are available. Michael is going to update our grant request and resubmit it to Sherri.
Miscellaneous Issues
Discussion /
  • It’s time to hold the annual attorney meeting. Robin Philips gave us several dates to choose from. This is our opportunity to give us advice about how to handle various neighborhood issues.
  • Things to discuss with the attorney:
  • How do we go about collecting money from renters in homes where the owner owes the Association money? What are the steps that we must take to have a renter turn over his/her rental money to the Association in cases where the owner is delinquent.
  • Estar is getting the financial information required to prove to the new Website vendor. Then, we will be ready to start work on it. We will need to notify the previous Website company to cancel our contract—we’ll do that once the new website is going.
  • When we get the new site, we should send requests to homeowners to help populate the site with data, such as referrals for various vendors.
  • The Association has received the bcc of letter from Ingrid Petry. Ingrid contends that she received insults from her neighbor, and that the neighbor through cut tree branches into her yard. She has contacted the Duluth Police about her problem with the neighbor.

Action Items /
  • Nick will let us know his availability for the attorney meeting. Then, we will try to find a date that works for all or most Board members.
  • Alana and Michael will work on building the new Website.

Business - None
Matters From Homeowners
Discussion /
  • Katrina asked if we could have the Roy’s trim their tree around the Georgia Power light. It is a safety issue because the street light is being blocked.

Action Items /
  • Alana will draft a letter to send to the Roy’s requesting them to trim the tree branches around the street light.

Time Adjourned / 7:15 p.m
Submitted By / Alana Moss, Secretary
Meeting Calendar / Wednesday, July 6 at 6 p.m.
Windsor Gate HOA, Inc.
Board Meeting Minutes / Page 1