Keith Smith, Ralph Meyer, and Maura Snow

Transcription

1 Subject June Board Meeting Date: June 11, 2018 Action items noted in red Time: Start 7:00 pm Location Clubhouse Time: End 8:30 pm Attendees: BOD and Committee Members Joe Belden, Helen Goreham, Finis McCarver, Jeff Rooks, Larry Smith, Adam Johnson, Kristina Johnson, Bill Logan, Christopher Watkins, and Aimee Wilson Attendees: Optional Keith Smith, Ralph Meyer, and Maura Snow No. Item(s) Owner Remarks 1. General Helen Goreham called the meeting to order and welcomed the residents who were attending the meeting. Helen reviewed the Agenda for the meeting and Helen asked if any of the residents attending wanted to volunteer to serve on one of the HOA Committees. Dan James, our new Community Manager, asked about cleaning the Clubhouse and he was told Kristi Duncan, resident, cleaned twice a month and was an approved Vendor by Heritage. He asked about the pool management and was told Nautix performed pool management, which included providing lifeguards. He asked who was responsible for cleaning the pool bathrooms since there would be increased usage with the pool opening. Joe Belden was not in attendance so the answer was not known, but it was surmised that the lifeguards were probably responsible, but we would get Joe to respond. Larry will send Joe an and respond to Dan. Closed: Larry ed Joe on May 16 and Joe responded and said the bathrooms are cleaned when the clubhouse is cleaned. The swim team uses the same lady (Kristi) to clean the morning after meets as well. I do not believe the bathrooms are the responsibility of the lifeguards. They only restock paper towels and soap, if needed. Dan also commented on the delinquency he saw when reviewing financials and asked about collection policy. He said Heritage has a law firm that occupies space in their building and handles only properties managed by them. Helen said she had been in communication with them and this was scheduled to be discussed later in our meeting. Dan said he would send Helen a rate sheet on charges. Closed: See comments on Delinquency. Jeff will discuss the collection policy with Dan at Heritage and review with the Board at the July meeting. Larry Smith had sent the May 14 Board meeting minutes to the board/committee members prior to the meeting for review. He offered to pass out copies for the residents in attendance to review. There was no discussion and Larry made a motion to accept the minutes as presented. Finis seconded the motion and the board voted unanimously to accept the minutes as written. In order to maintain the Old Business items to ensure closure, the items will be either referenced in the Committee Report or show Continued to Next Board Meeting.

2 2 Old Business Helen proposed several areas that Board needs to address/consider this year: o Amend By-Laws to address replacement of directors due to resignation, removal, etc.; election of officers to serve the HOA; set a limit on the number of leased/rented homes and duration in West Hampton; assessing fines for ACC violations not remedied; and others as needed/recommended by Heritage. Any change to the Covenants/By Laws would need a vote by majority of residents to implement. Section 9.03 b. of the Covenants states Such amendment must be approved by Owners holding at least two thirds (2/3) of the total votes in the Association. Helen had written rough draft of language, but emphasized legal help is needed to ensure correctness. She also said there is a local law firm that specializes in HOA activity that we can look into. o Helen solicited input from the Board or residents attending the meeting to recommend other by laws that needed consideration. No one offered any additional suggestions. Helen ed information from two law firms on May 14 and requested the Board to review. At the May 12 Board Meeting, Helen commented on differences she had noted in fees and said the Board should discuss after she receives the rate information Dan promised to provide. Continued to June Board Meeting. Closed: Helen discussed with the Board the rates and deliverables offered by Heritage and Rome HOA Law Firm in Marietta. Based on the information Helen provided, Larry made a motion that the Board approve using Rome Law Firm to provide legal representation in the handling of HOA legal activity with delinquencies and to facilitate the changes to Covenants and By Laws to present to the HOA at the Annual Meeting in January Helen seconded the motion. There was no discussion and the Board approved the motion. The estimate for furnishings was separated into Sitting Area - $5,300 and Dining Area - $4,610. Taxes, Shipping and delivery of $2,978. With approximately $6,000 remaining in the 2018 funding, the Board asked for Adam and Kristina to recommend which furnishings were most important to secure now and send an to the Board members for review and discussion. Kristina sent an on April 17 with Lori May s recommendation: 3 Lanterns: $1,500 4 Tables : $1, Barstools: $1,500 Chandelier: $ Tax: $ Shipping: $1,415 This puts the total for furniture + shipping at $6, Helen responded that we will discuss the furniture purchase at the May 14 Board Meeting. PAGE 2 of 9

3 Based on the earlier discussion with Lori May, the Board asked Adam and Kristina to get recommendation from Lori with a budget of $5,927 and send the information to the Board so that a vote can be made via . Helen commented that should the Board consider reducing the amount allocated to furniture and spend money to renovate the downstairs bathrooms since the pool season in operation. She recalled the toilets were not working properly at times last year. Finis commented that the Board had decided by a vote previously that the downstairs bathroom renovation would be delayed until after the pool season. The Board discussed and said money is available for emergency repairs/replacement if the toilets are not operational. Adam was requested and he agreed to make sure all downstairs bathroom toilets are operational and recommend repairs/replacement if needed. It was also pointed out that the door to the bathroom downstairs does not lock each time it is closed. He will check and get the lock repaired. Partially Closed: Adam sent an on May 30 advising the Board that he had two companies look at the downstairs toilets and entry door. JLT looked at it first - He fixed the door for free actually, it should be closing properly. JLT is $200 per toilet (there are 3 toilets) for remove and replace. A good handicap toilet is about $600 per toilet. Sturdy, durable, larger drain set up. He also said there is a commercial grade that is virtually unclog gable he can get for $800 per toilet. So $2,400 or $3,000 The other company, Morris Construction, was $225 per toilet to remove and replace and wanted us to buy the toilets and have them on site for him to install. Adam recommended we should just get the $600 ones that will last a while and be done with it. He asked for the Board to respond with a vote. Six Board members responded with a yes vote so that the 3 toilets can be replaced by JLT at a cost of $600 while they are performing the Clubhouse renovations. Adam also reported that the bathroom door still does not lock properly and is looking for the security system company to make the repair. Closed: Furniture has been ordered. (3 high top tables with chairs, lanterns, and chandelier). Bathroom door has been done and 3 toilets replaced in the downstairs The existing security camera system is not functioning properly. Adam suggested they look at a web-based security system that could be monitored from home at a nominal cost. The Board recommended for him to investigate and come back with cost and a recommendation. At the May 14 Board Meeting, Brent said he had spoken with Adam and the estimated cost of a web-based security system would be $1,000. Continued to June Board Meeting. Closed: At the June 11 Board meeting, Adam confirmed the security system would cost about $1,000. The Board will consider this in the 2019 Budget. PAGE 3 of 9

4 Bill expressed a concern that residents are not familiar with ACC guidelines and recommended that the ACC section of the Covenants and the Design Standards be printed and distributed to residents and placed in the bottom of their mailbox with a cover letter. The Board recommended Bill check into the printing cost and/or method of distributing. Bill said he would do and report back to the Board. At the May 14 Board Meeting, Bill said the ACC decided to wait and include changes made when Karly was Chair and get the Design Standards updated effective June 1 st. Continued to June Board Meeting. At the June 11 Board Meeting, Bill reviewed estimates from Minuteman Printing and Staples. Minuteman Printing estimate of $375 for 250 copies of the Design Standard seemed to be preferable and Bill will finalize the arrangement with Minuteman Printing and method of distributing/delivering to the residents. Continued to July Board Meeting At the March 12 Board Meeting, Helen advised that she received an additional cost of $400 from Heritage to perform two additional inspections. Helen made a motion to add two inspections to make a total of six per year at a cost of an additional $400/yr. Larry added (on discussion of the motion) that Helen had sent an to Jeff and himself asking if the budget would not be impacted by this increase. Larry responded that Jeff had said it would not. Jeff added that there was a $15K surplus in operating funds carried over into Larry seconded the motion and the Board voted to approve adding two inspections. Helen will contact Heritage again to see if they would waive some or all of the $400 in light of the many issues to date. At the May 14 Board Meeting, Helen said she would get with Gavin and Dan at Heritage to see whether or not the HOA will need to pay for the additional inspections. On May 23, 2018, at 11:07 AM, Dan James wrote: Hello Helen - I think what Gavin may do is just increase your monthly charge by a small amount- (+/- $35) Closed: Helen responded to Dan that she believes the billing method that Heritage proposed will be acceptable. Since Jeff Rooks is copied in this exchange Helen would expect him to comment if the increase in monthly charge is unacceptable. Heritage will charge $250 for the two additional inspections or $125 for each inspection. At the April 9 Board Meeting, Bill agreed to contact Heritage and have them send a Certified Letter to 3305 Equestrian Trail notifying them they will be restricted from using the pool, clubhouse, tennis courts unless the basketball goal is not removed. Bill is to get a copy of the Certified Letter and send to the Board Members. At the May 14 Board Meeting, Bill said he decided to wait on sending a Certified Letter since Heritage was changing Community Managers and implement this later. A Board member commented that he believed the Board should consider changing the design standards to allow the building of a concrete base for a basketball goal on the side of home if it would prevent a possible accident if a basketball rolled down the driveway into the street. Other Board and ACC members commented that the homeowner could put a slab and PAGE 4 of 9

5 3. New Business basketball goal in the backyard, which has been done by others. The design standards state that a basketball goal can only be placed in the driveway or in the backyard. And, the homeowner was told by the ACC that the concrete patio was not to be used for a basketball court on the side of the house. Continued to June Board Meeting. At the June 11 Board Meeting, Bill told the Board he would have a certified letter mailed to 3305 Equestrian Trail advising that they will be restricted from using the pool, clubhouse, tennis courts unless the basketball goal is removed. Bill is to get a copy of the Certified Letter and send to the Board Members. Continued to July Board Meeting. Items in Red are new business and/or items for subsequent Board Meetings. Helen spoke with the insurance agent that handles the policy for the clubhouse in light of the sewage backup damage. The premium was just paid in May and Helen recommended the policy be reviewed next March to determine whether or not the Board needed to change any coverage. She asked Jeff to be sure this was done next year. Larry made a motion that the Board approve giving Lori May a $75.00 gift certificate to Aspens Steak House in recognition for her volunteering her time and expertise as an interior designer to recommend renovations to the clubhouse. Joe seconded the motion. There was no discussion and the Board approved the motion. Larry made a motion that the Board approve giving Kristina and Adam a $75.00 gift certificate to Aspens Steak House in recognition for their going above and beyond expectations in handling unexpected challenges with a gas shut off, clubhouse leak, and the sewage cleanup at the clubhouse. Helen seconded the motion. There was no discussion and the Board approved the motion. Larry made a motion that the Board approve giving Allison and Rob Hart a $75.00 gift certificate for their part in helping with the sewage cleanup late Friday night and until 2 am Saturday morning at the clubhouse. Joe seconded the motion. There was no discussion and the Board approved the motion. Larry sent s on Tuesday, June 12 to notify Lori, Allison/Rob, and Kristina/Adam. He will get the gift certificates and send to everyone. Closed: Larry purchased 3 gift certificates and sent a letter with the certificate enclosed on Wednesday, June 13 to Lori, Allison/Rob, and Kristina/Adam. Helen asked Larry to send an and ask all Board Members to provide their cell phone numbers so that a text can be sent in case of an emergency. Closed: Larry sent an to Board Members on June 14 listing phone numbers and asking to verify and change if incorrect and forward to Board Members. Helen proposed that the Board start the downstairs renovation and asked Adam to get JLT to provide estimate on making the changes now rather PAGE 5 of 9

6 4. Secretary Larry Smith than paying the restoration company to make $5,000 in temporary improvements only to make permanent changes next year. Larry made a motion to authorize the downstairs renovation be done in conjunction with the cleanup to include recommended changes to the floor plan to increase usability. Helen seconded the motion. There was no discussion and the Board approved the motion. Adam will get recommendations and advise the Board either via or at the July Board Meeting. Minutes will be sent out from the June 11 Board Meeting within 3 days to Board/Committee members to review/modify/concur within 2 days and respond to the Secretary. No response will indicate concurrence in order to meet required timeline to post minutes to the website. 5. Financials Jeff Rooks Jeff reported that the HOA expenses for the month on a year-to-date basis are $547 under the budgeted amount. Heritage has not transferred funding for the Improvement Plan items charged to the Operating Plan. This was supposed to have been done in May. Dan James sent an apology for this oversight. Total Income is $69,356 above the year-to-date plan and the HOA Reserve Plan has balance of $201,446 and there is $59,186 in Checking.as of May 2018 Below are reports from Heritage: West Hampton HOA 2018 Budget Income Jan.-May. Jan.- May. Jan.-May. Annual Actual Budget Variance Assessment Revenue $132,160 $125,127 $55,065 $70,062 Other Revenue $4,825 $2,439 $3,145 ($706) Total Income $136,985 $127,566 $58,210 $69,356 Expenses. General & Administration $24,738 $7,039 $10,310 $3,271 Taxes & Insurance $5,000 $4,946 $2,085 ($2,861) Recreation $38,450 $17,599 $11,310 ($6,289) Landscaping $24,800 $7,320 $10,945 $3,625 Utilities $17,740 $6,363 $7,390 $1,027 Maintenance & Services $4,966 $537 $2,311 $1,774 Total Expenses $115,694 $43,804 $44,351 $547 Favorable PAGE 6 of 9

7 Bill Logan asked Jeff how much delinquency do we have for late or nonpayment of HOA Dues? Jeff said he would discuss at next month s Board Meeting. At the June 11 Board Meeting, Jeff reported 12 residents have not paid their 2018 dues in the amount of $ and 5 residents owe $ for non-payment of the second installment that was delinquent on May 1. Delinquent letters were sent in February, March, April, May, and on June 4. Jeff will discuss the collection policy with Dan at Heritage and review with the Board at the July meeting. 6. Pool Joe Belden Joe reported that the Wi Fi at the pool is now working. He installed an extender to enable better access for residents at the pool. He said the shower is going to be capped off because of issues with pipes. Joe said he was to meet with Celeste from North American on Tuesday, June 13 at the clubhouse to see how to update cards for the pool gate security system. Larry asked to be called so he could also be there. Joe volunteered to update the security system from the clubhouse as needed, but wanted to see what the process involved. 7. Tennis No Report -.Need Volunteer(s) to chair the Tennis Committee PAGE 7 of 9

8 8. Landscaping Helen Goreham 9. Clubhouse Adam Johnson It was brought to the attention of the landscape committee that weeds were growing under the pool fence. The spraying of this area is not specifically addressed in the present contract with RGS. Upon inspection of the site it was determined that the area could be hand weeded and easily maintained on a monthly basis by hand or spraying. Appropriate maintenance of this particular area should be discussed by the board. The area was hand weeded and the pool decking blown off. Weekly blowing of the pool deck surface should also be discussed by the board. Closed: At the June 11 Board Meeting, Helen discussed and Joe said he would address with Nautix and ensure the life guards blow off the decking as needed with the blower available in the pool house. The picture below is of the area just to the west of the pump house and located between the pool fence and the entranceway fencing. This area is in dire need of attention and this was pointed out to RGS via . Awaiting response. Street signage damaged at the Due West and West Hampton entranceway. Order placed to Global Home Products. Old post with reusable signage is now missing. At the June 11 Board Meeting, Helen advised the Board that Global Home Products was not responsive and she contacted another street sign company to provide cost to replace the street sign. John Jones asked if the Board could also replace the All Stop sign below the stop sign at Brafferton Court and West Hampton Drive. Continued to July Meeting. Upstairs renovations should be done by the end of the week, with touchups. Furniture has been ordered. (3 high top tables with chairs, lanterns, and chandelier) 3 toilets replaced in the downstairs Chimney painted. Window rot that caused leak has been replaced. Unfortunately - we had sewer back up that damage the downstairs. We will be ready to tackle the upcoming renovations for that area! Our thanks to Allison and Rob Hart who were at the Tennis courts Friday night and saw the water coming out of the bathrooms and contacted Adam and Kristina. And, especially for staying and helping with the cleanup. Larry was able to get a plumber out Saturday morning and the clog was resolved. But, a restoration/cleanup company that arrived about noon has reported that the bathrooms and much of the downstairs area will need to be sanitized prior to reopening. 10. ACC Bill Logan There were 5 ACC request approved for May. The Semi-tractor on West Hampton Drive has been removed. Details of that situation will be addressed at the Monday meeting. PAGE 8 of 9

9 11. Social Kristina Johnson 12. Welcome Joann Martin 13. Webmaster Elwanda Klucik We had a neighbor to neighbor dead tree complaint that was handled by Finis in a very favorably way for both homeowners that did not go through Heritage. There are still a number of dead pines or damaged pines from last winters snow storm we need to address with Heritage. A resident requested Bill to advise if a violation letter had been sent to a resident with a pile of debris left in the yard next to the street for several months. Bill advised the Board that he did not receive a copy of the May Violations Report sent from Heritage. He said he would ask Heritage to send the report so he could check. Kristina reported the residents had a GREAT turn-out for the annual Family Pool Party! (137 guests) Joann reported there are four homes currently For Sale in the subdivision. Current subscription count is 322 with 14 unsubscribes and 7 cleaned. Tutorial for Welcome committee Homes for Sale page updates almost complete. Pool membership question added to FAQ page. Campaigns (blasts) Group Recipients Open Rate Click Rate Board Meeting Minutes (05-19) Home For Sale Page (05-20) Home For Sale Page (06-10) Board Announcements Home For Sale Page Updates Home For Sale Page Updates % 25.6% % 14.3% % 6.1% Board Meeting Reminder (6-7) General News % 0.6% PAGE 9 of 9