August BOD Meeting Minutes

AVOCET POA BOARD OF DIRECTORS MEETING
August 14, 2007

BOD Present: Jeanne Aulbach, Lara Foreman, Sean Bennett

Heritage: Gavin Cobb, President and Owner; Robin Steinkritz, Property Manager

Roy Cobb, Attorney At Law

COMMITTEE REPORTS

Architecture

2 paint requests, 2 fence requests – approved. Pending - addition

Finance

CRA corrections to be done.

Information

Newsletter sent out July 30. Next newsletter scheduled for September 15

Kids Club

No report

Landscaping

No report

Nominating

Need to gear up, article in newsletter.

Recreation

Working on court replacement bids - on hold.

Security

No report

Social/Clubhouse

No report

OLD BUSINESS

Need to put together financial disclosure to community – year end 2006, 2007 budget and projections through 2010. Jeanne working on. Completed analysis of spending.

Establish basic cable & phone service in clubhouse – Julie to follow up.

Problems with “midnight tennis”, possible clubhouse intrusions after hours.

• New signage still needed to ensure hours are clearly visible. Julie Minnucci and Andrew Goodspeed working on signage plan.
• Stronger material put around knob at gate of lower court.
• David Todd installed timers. Still need to repair the electrical boxes along the perimeter of the courts and the coil for the power supply. Need to set timers and padlock.

Past dues – Continue to decline. Letters sent again on the 30th. Still experiencing 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.

Pool furniture received

Landscape – Beds trenched and new pine straw installed $3.063

NEW BUSINESS

Presentation by Roy Cobb on handling accounts in collection: presented fee schedule and processing procedures. BOD voted to begin using Roy Cobb’s services for collections where needed going forward.

Meeting with Gavin Cobb on issues with Heritage and BOD process and procedures

• How to improve communication and follow-up
• Accounting – still having difficulty getting information – communication in particular was discussed. Gavin apologized for issues with the accounting department. Avocet now being handled by a specialist in the department.
• Maintenance – timers & work not authorized by BOD – working out process with Robin. Gavin will refund ½ the cost of the timer work order. Robin & Gavin agreed that no work would be done, unless in an emergency without approval by the BOD. If an emergency, the BOD would be notified in a timely fashion of the work done.
• Inspections – working on process with Robin & Kevon – great response to last mailout!
• New homeowner information – still not receiving.

Quote from Georgia Pressure & Steam, a recommended provider for pressure washing the stone walls at the entry was $480 after 20% discount. BOD approved. Scheduled for Saturday, 8-25.

Colorburst will give us a bid for seasonal annuals.

Lara gathering bids for painting clubhouse exterior, hallways and bathrooms; white fence; pool fence; pavilions; and sanding and staining pavilion floors. Has 2 good bids in, working on a third. Expects to come in under budget.

Jeanne contacted the Georgia Environmental Health Department. They agreed to come out and see if our detention pond qualified to be sprayed with larvacide. They will at least put larvacide into our storm drains.

Detention pond cleanup

• 2 days of work completed, need to have additional time to complete lower area
• County sent a list of recommended contractors to do detention pond maintenance.
  • Dickerson Group – recommending clearing area around large drain. Will provide bid and description of work
  • A&S paving – sent rep who needed to get another person to review. Does both ponds and paving. Will give us recommendations on the pond as well as on the parking lots. Lower lot in bad shape. Looks like foundation is bad. Will probably recommend engineering study.

Pool deck estimates

• Aqua Blue to refurbish pool deck next year - $7,600
• Olympic Pool Plastering - $14,625 – recommended doing this in October – also stated he thought our deck was OK.

20% off offer on pressure washing services by Georgia Pressure & Steam. Will publish offer through the forum and in the newsletter.

Two homeowners may be having difficulty with landscape maintenance. The BOD authorized a small sum to help with edging and weeds in beds. Jeanne to follow-up.

Annual meeting – September 25

Next meeting – September 11.