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AVOCET POA BOARD OF DIRECTORS MEETING
July 12, 2007
BOD Present: Jeanne Aulbach, Lara Foreman, Mike Frintner, Julie Dominguez,
Sean Bennett
COMMITTEE REPORTS
Architecture
Retaining walls - approved
Finance
CRA corrections to be done.
Information
Newsletter should be out next week
Kids Club
No report
Landscaping
No report
Nominating
Need to gear up, working on article for newsletter.
Recreation
Working on court replacement bids on hold.
Security
Notice sent out about stop issues.
Social/Clubhouse
New rental agreement adopted and published.
OLD BUSINESS
Clubhouse Maintenance Needs:
- French doors to be reinstalled properly, emergency lights over main entry
not working properly. Joe Ligon to finish work. Status?
Need to put together financial disclosure to community – year end 2006, 2007
budget and projections through 2010. Jeanne working on.
Establish basic cable & phone service in clubhouse – Julie to follow
up.
Problems with “midnight tennis”, possible clubhouse intrusions after hours.
- New signage needed to ensure hours are clearly visible. Julie Minnucci and
Andrew Goodspeed working on signage plan.
- New vandalism at lower court, new mesh pulled back to allow access. Will be
repaired with stronger material, cost netted against original cost to put mesh
in.
- Timers and coil purchased, cost $495. David Todd to install and also repair
the electrical boxes along the perimeter of the courts.
- Pool fence repaired in 2 places by Heritage, cost $770.
Fence/New Deck Construction - ACC approved with conditions, all decks and
fences attained to match, no gap between fence and ground, angle along top of
fence must be no more than 45 degrees (may exceed 6’ height in places), bare
areas around deck must be mulched or strawed.
Past dues - Continue to decline. Letters sent again on the 29th. Problems
with coordination between Heritage and WNCW with accounts in collection, see new
business.
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.
Thank you letters sent to county for help with entry.
County removed the giant Juniper on Lou Ivey Road within days of our
request.
NEW BUSINESS
Newsletter in process. Hopefully distributed next week.
Pool furniture ordered – Cost of $3,520 including shipping, 4 new umbrellas
and stands, 20 new lounge chairs. Should be delivered by…???
Jeanne Aulbach met with Heritage on June 22 to resolve some issues with the
accounting process. Tom Garreau from their accounting department, Robin
Steinkritz our property manager and Kevon Oliver his assistant attended. Issues
discussed included:
- Problems with timely reimbursement for out of pocket expenses
- Proper and timely distribution of financial statements
- Proper booking of GL entries to correct accounts
- Timely transfer of excess funds to interest bearing accounts
- Past due problems resulting from including special assessment coupons in the
front of the annual dues coupon books.
- Sending letters and ledgers out to homeowners with unexplained credit
balances and balances less than $50.
- Backup documentation for financials sent to any BOD or Finance Committee
member requesting it, not just the Treasurer.
- Problems with accounts in collection, Robin working with Gavin Cobb &
WNCW to resolve. Recommend using another legal firm to handle collection only.
Roy Cobb recommended.
Landscape – Beds trenched and new pine straw installed
Trees limbed up in amenities area - $1,100.
Detention pond cleanup – status? What to do with mulch?
Estimate received from Aqua Blue to refurbish pool deck next year - $7,600
Attempting to get quotes from masons for walls at entry. Recommended using
Georgia Pressure and Steam to clean walls. Stacked stone may not need to be
repointed.
Set date for annual meeting – September 25
Next meeting – August 14.
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