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AVOCET POA BOARD OF DIRECTORS MEETING
May 8, 2007
BOD Present: Jeanne Aulbach, Lara Foreman, Julie Dominguez,
Sean Bennet
Also Present: Robin Steinkritz (Heritage), Andrew Goodspeed, Barry Sharp,
Julie Minnucci
COMMITTEE REPORTS
Architecture
Replacement Windows, Siding, Trim & Garage Door - approved. Paint
request - approved.
Finance
CRA corrections to be done
Information
No report
Kids Club
Playground installation. See below.
Landscaping
No report
Nominating
No report
Recreation
- Working on court replacement bids. See below.
- Pool repair. See below.
- $210 collected from out of neighborhood players for spring season. One team
did not turn in their out of neighborhood fees and the team captain is being
held responsible for those monies. BOD agreed to enforce the tennis rules.
Security
Illegal parking, "midnight tennis". See below.
Social/Clubhouse
Pool opening party? Fourth of July?
OLD BUSINESS
Clubhouse Maintenance Needs:
- French doors to be reinstalled properly, emergency lights over main entry
not working properly. Joe Ligon to finish work. No status report.
- Review and approve changes to clubhouse rental contract requiring clean
up.
- $200 approved to replace the thermostats in the clubhouse with digital
thermostats that can be set to run automatically. Heritage has work order for
this. Will be done this week.
Bathroom wall painting – table until fall cleanup
Need to put together financial disclosure to community - year end 2006, 2007
budget and projections through 2010. Jeanne and Sean to work on.
Establish basic cable & phone service in clubhouse - Julie to follow
up.
Clubhouse keys - Repairs tentatively scheduled for Wednesday, pool and tennis
court gates plus "always locked" knob for entry to bathrooms keyed to amenities
key. See new business.
Julie and Jeanne working on getting bids.
- Engineering study for lower court done for $800. Results show need for
"slipsheet surface". Corner near gate has compaction problems that would be an
issue if court removed. Two surfaces on current court. First surface properly
compacted but not level. Second surface leveled properly, but not compacted
properly.
- Not many companies do this. Court Makers may be only option. Fence will need
to be replaced with this. Looks like $50,000. Special neighborhood meeting to
discuss the courts will be held when all of the quotes are in.
Fence/New Deck Construction - No ACC approval
- Letter sent to homeowner and resident, registered, return receipt on 4/19.
No response. Major issue is fence. A follow up letter will be sent by
Ashley - WNCW.
Spring Cleanup - No time to organize. Table until Fall.
Past dues - Seven sent to attorneys for collection. Letters sent to others
who were making payments currently but still in arrears. Does not seem to be
much movement.
Letter sent to homeowner by Ashley for parking in amenities area overnight.
Will wait for notice of receipt to begin towing.
Playground Equipment
- Old equipment torn down. On track for installation on May 19. Beth Ostapiuk
coordinating effort.
- Need to work on drumming up more volunteers for installation. Especially
need afternoon workers.
- BOD approved funds for bagels & coffee in am and "refreshments" in
pm.
- Lunch will be provided by JR's Barbecue thanks to Tim & Wendy Shaw.
Landscaping
- Installation at entry Wednesday, May 9 with help from the county with an
inmate crew and 200 bales of pinestraw. The plant materials will cost about
$5,000 with some additional plants possibly to be installed by us behind the
pool for erosion control.
- Water an issue along Lou Ivey. Possible that we can use homeowner water for
extended planting. Shore's have said yes. Can have Precision mow up to their
gate.
- Order of installation - Start at grassy area and plant down to Lou Ivey in
case we run out of time or plant along Lou Ivey first?
- Summer annual plans approved at a cost of $1,555.
Pool repairs complete and pool opened.
- Worn out pump engines and seals replaced - $1,178
- Grout replaced with beauty strip and pool acid washed and both pools prepped
for summer - $4,500
- Deck and furniture pressure washed - $450
Sprinkler system up and running
NEW BUSINESS
Garage sale
- Ad - $69.95
- Signs - Approx $20/each. Can be reused.
Pool furniture quotes
Problems with "midnight tennis", possible clubhouse intrusions after hours.
- New signage needed to ensure hours are clearly visible. Julie Minnucci and
Andrew Goodspeed to work on signs.
- Locks to be repaired on courts and pool area - $560.27. New lock to be
installed on clubhouse door to bath area - $91.32 (may be a little more). Total
$651.59.
- Gary Henson to give quote on installing new timers for the courts with a
battery backup. Barry Sharp has recommended a specific timer to meet our
needs.
- Jeanne is meeting with GA Power to see about installing additional street
lights in the lower area. No up front cost. Monthly charge of $48 - $53
estimated per light for electricity and cost of installation.
- Spikes on the pool fence have been sawed off - need to replace fencing
there. Kids climbing over the fence.
ACC & Inspection Process
- Need to approve updated ACC process and procedures.
- Need to communicate necessity of ACC approval on all external changes to
community.
- Need to review inspection items, finalize and communicate to community.
- Need to have a hard copy notice in the newcomer packet about the inspection
& ACC processes.
- Basketball goals - still a problem.
Townhome Development - We have been approached by Bowen Homes on the fence
required by the county as part of the conditions to approve the zoning.
- They would like to drop the requirement for the fence along our border where
there is a fence.
- They will give us funds to maintain it - preliminary amount is $7,500.
- Problems
- Adding their fence will create a second fence immediately behind ours
- The county condition states that the fence should 8' high. Ours is only 6'.
I spoke with Wayne Knox and he recommended not diluting the requirements.
- The amount is not sufficient to replace the entire fence, and that is what
will be required in a few years.
- Replacing our fence is not an option because of boundary lines.
- BOD voted to accept zoning conditions and reject fence "offer".
Robin
- Financial Statement process
- Preliminary statements sent to BOD and Finance Committee via e-mail prior to
monthly meeting (Income Statement, Balance Sheet, Cash Disbursements Journal and
Past Dues).
- Final statements with backup documentation via snail mail.?
- Past Dues
- Reinstate late charges for May
- Where do we go from here with those not in collection, but paying current
and still in arrears?
- Process going forward for discussion:
- On 16th of month, anyone who is 30/60 days past due gets first notice
($100-$150)??
- Anyone who is 60/90 days past due gets second notice ($150-$200)??
- Anyone who is past that --- tabled for future discussion.
- Charge off both properties that were foreclosed. Uncollectable.
- Inspection Process
- Can we set a schedule for inspections?
- Can we do one major and one or two follow-up inspections each month.
Follow-up is critical!
- Can we review the other letters to ensure they are proper and convey the
message we want to convey?
- Can the BOD receive a monthly inspection report from the letters sent
out?
- Closings - Are we getting them currently? Can we have a way to communicate
outstanding ACC/inspection items to the new homeowners at closing?
Next meeting - June 12.
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