The Vinings at Germantown HOA Board Meeting Minutes

Meeting Date / 01/10/2017 / Start Time / 6:16PM / End Time / 7:55PM
Location / President’s home
Board Attendance
President / Jaime Picunko (JP) / Vice President / Dan Lohrman (DL) / Treasurer / Mashawn Kelly (MK) phone-in
Board Member / Sam Shaw (SS) / Board Member / Ken Fagans (KF) / Board Member / Millie Cohen (MC)
Secretary / Kristen Barlow (KB) / Board Member / Carmie Spillers (CS) / [GUEST]

Committee Reports

Finance (MK)

oHome in bankruptcy

  • Funds consistently being received per legal agreement

oDecision on legal lien letter for delinquent homeowner

  • Legal letter previously sent
  • Board agreed to pursue lien for payment delinquency

Grounds(MK)

oContinuing escalated concerns with Landscape Workshop (LW)

  • Listofincomplete items that are expected per our LW service contract:
Trim shrubs in median near main west gate
Trim shrubs in and around pool area
Turn or replace mulch in and around the pool area

oUpdate on “lack of winterization” damage to pool bathrooms

  • Cobb Plumbing repaired burst pipes
  • Dry wall repaired, but needs painted
  • Board agreed LW responsible for all repair costs and increases in water bill due to pipe burst, Cobb Plumbing bill, dry wall repair, painting, etc
  • Need to ensure winterization tasks are completed by LW

oSoliciting for new landscape provider for 2017

  • LW contract done in Jan 2017; then on month-by-month basis
  • 30 day notice required to terminate
  • Board to keep LW until damage repairs resolved due to lack of winterization
  • Need 2 more bids; currently have bid from City of Gtown landscaper
  • Other potential contractors: Ramos (previous contractor) and Four Seasons

oReviewed list of future grounds needs:

  • Cleaning and removal of logs, waste and debris behind back ravine on Romano East
  • Flowers needed under “The Vinings” between main gate
  • MK spoke to on-premise LW staff. Flowers expected to be planted on Jan 11th.
  • Plan to replant missing trees on Winchester – 3 trees missing
  • Monitor weeds in/around pool area and plant more grass in missing area
  • Main gate needs caulking on entrance gate; Joey Goodman who did gate paint job is responsible
  • Small hedges in median at the front entrance must be trimmed in Feb.
  • Fence repair or replacement near ravine
  • KF/DL previously reported options to fix

Action Items:

DL: Follow-up with LW to ensure outstanding contract work is complete (see Grounds bullet #1 list) and winterization is complete (such as anti-freeze in pool toilets and back flow of irrigation systems).

DL: Verify pool bathroom repair and painting is complete.

DL: Contact Keith Collins (KC) about water bill and ensure KC understands that we will charge LW for excess water bill, damage repairs, and Cobb Plumbing costs.

MK: Contact Joey Goodman about gate caulking.

KB: Work with MK and Keith Collins to get landscaping bids.

KB: Provide cost & options for landscape mat and stones for Cielo dead end.

ARC (DL)

oMonthly canvassing for ARC violations

  • No update from ARC on the monitoring of ARC violations
  • ARC and KC not performing in timely manner
  • KC is responsible for this task, but Board completing since escalating fine policy implemented

oMailbox repair by approved contractor

  • Info provided at Nov 2016 member meeting
  • Post mailbox info on website and revisit at annual HOA member meeting

Action Items:

DL: Contact KC to do Jan 2017 ARC violation canvas together.

Pool Playground (KF)

oPool hook purchased

oHose extender – MK still needs to donate

oPool furniture

  • Board approved purchase of 10 pool lounge chairs (~$40/chair)
  • Old lounge chairs will be discarded; keeping upright chairs and table

oInstallation of new playground benches

  • Previously approved and purchased
  • Installation planned for Spring 2017

Action Items:

MK: Provide hose extender to KF.

Communications (JP)

oCommunity newsletter

Action Items:

JP: Draft newsletter

Community Outreach (MC)

oWelcome packet for new homeowners under development

oCop Stop

  • Board approved for Memorial Day cookout

oCCR reminder visits for violating homeowners

  • None performed yet
  • SS and MC volunteered to make visits

Action Items:

MC: Contact Germantown Police to arrange Cop Stop for Memorial Day cookout (Sun, May 27th)

Old Business

CCR Violations (JP)

  • Board continuing to perform canvas

Action Items:

KB: Develop checklist to use during monthly CCR violation canvas.

DL: Perform Jan and Feb 2017 monthly CCR violation canvas.

MC: Perform March 2017 monthly CCR violation canvas.

CCR Amendments (JP)

  • Board agreed to June 15th deadline for votes
  • Strategize how to execute at next board mtg

Action Items:

JP: Communicate June 15th deadline to lawyer Wayne Mink

New Business

Preparation annual HOA member meeting (JP)

  • Meeting space at Orchard Church (reduces meeting cost)
  • Need to determine date/time

Action Items:

KB: Evaluation requirements for annual meeting

SS: Reserve meeting space at Orchard Church

Next board meeting (JP)

  • Expected before March

Action Items:

JP: Email board once ready for meeting

Response to KC email issues (email dated 01/10/2017) (JP)

  • Board agreed that homeowner is responsible to pay for add’l remotes
  • Board agreed to waive late fee since homeowner is in good standing with HOA dues

January 10, 2017 Board Meeting MinutesPage 1 of 4