Oakwind HOA Minutes of MeetingOakwind HOA Minutes of Meeting Meeting Number: 2016-03 Oakwind HOA MoM – Meeting Number 2016-03 Page 4 of 6 Notes: Actions Status Bike pad and rack

Oakwind HOA Minutes of Meeting

Meeting Number: 2016-03

Oakwind HOA MoM – Meeting Number 2016-03 Page 1 of 6

Purpose of Meeting: BOD preparation for Homeowners meeting

Date: 2016-02-28 Start Time: 6:18pm End Time: 8:16pm

Attendees: Marcus Payne Manuel Rosas Rhonda Oh

Prepared by: Manuel Rosas

Agenda: - Review previous open items. - New Items. - Financial Reports Review. - Discuss agenda for Homeowners meeting.

Notes: Actions Status

Review of previous open items

Memorial tree - Landscaping committee met (Ginger Byrd) with landscaper to make recommendation on tree and placement. Will follow up with the Clark family to finalize plans.

Meeting with Ginger to be scheduled.

In-progress

Tennis seating and shade, this capital improvement project is in progress. The tennis committee is meeting with the selected builder to draft a plan for seating, shade and possibly water and power. We expect this project may be completed in phases over time. The committee will meet with the directors in the coming weeks to finalize the approach and budget. Meeting was held and a revision to design was made, BOD will propose 2 options at HOM.

- Green Play Parks - Arbor Decks - Backyard Structures

Bids received and will be presented at HOA meeting on March 3rd.

Closed

Sidewalk extension – A number of homeowners have requested the sidewalk that partially surrounds our tennis courts be extended to complete a circuit to form a better walking trail. Directors, committee members and most attendees felt it is a good idea. The team will consider this for a capital improvement going into 2016 after plans are finalized for the tennis seating/shade project

- Hill Concrete - Black Jack - Atlanta Concrete and Masonry - MG Concrete - Green Play Parks

Bids received and will be presented at HOA meeting on March 3rd.

Closed





Parking lot gate – plans are to add reflective markers and or signs to the after hour’s gate as well as a decorative surround and or landscaping. The gates are typically opened at 8:00am and closed at 10:00pm. Homeowners needing access other than those time or if the gates have not been already opened are welcome to open the gates themselves. Please make sure to latch the gates fully open and close them behind you if it is after hours.

Reflective markers are installed.

Closed.

Additional security signage (cameras, towing) – additional signs will be installed to emphasize that our common areas are under camera surveillance and that we have the right to tow any unauthorized vehicles.

Video recording sign posted.

Closed

Pool deck – evaluate large crack in the pool deck running along the entire width of the deck.

- Denis Grey volunteered and met with Anglin’s Foundation Repairs, an evaluation was provided, at this time is not recommended to do any repairs until a marker of ¾” vertical offset occurs. A rough quote was also provided.

No actions needed at this time based on evaluation from Anglin’s. Information is attached to this MOM.

Closed

Bulletin board – purchase new letters. Becky Kelly has volunteer to maintain the bulletin board, Michelle Holland and Bridget Chamberlain also volunteered.

BOD suggest for the volunteers to rotate during the year.

In-progress

New pool gate – collecting bids, the current entrance gate to the pool from the parking lot has been repaired more than once and is now rusting out at the bottom and needs to be replaced

- Maulding and Cook Fence Co. - Bowman’s Welding

2 bids received, will be presented at HOA meeting on March 3rd.

Closed

Volunteers needed for the following committees: - Pool - Events.

Any resident that is interested please contact the BOD.

In-progress

BOD to schedule 1st home owners meeting for early March. Date has been set for March 3, 7:00pm at the club house.

Closed

LEFT BLANK ON PURPOSE - NEW ITEMS ON NEXT PAGE





New Items

Landscape Maintenance Contract Review: - Maintenance will continue to be provided by RGS at the

current monthly charge. - Pine straw long needle, RGS will honor the price of $4.50 per

bale installed. - Irrigation system: RGS will take over, it will be included as part

of the monthly maintenance with no additional charge. RGS will turn system on and off, set timer properly to not overwater, check sprinkler heads, adjust, in case of replacements parts are needed, RGS will provide quote before proceeding.

o All in One to inform John Bishop about cancelling the service contract with them if any exist.

- Included in the monthly maintenance price is air blow of all the tennis courts accordingly to their visiting schedule to work at Oakwind; access to the courts is the same key as the gated fence for the club house.

- Ginger Byrd has volunteer to be part of the landscape committee, the BOD will review the current budget and will assign an allowance for new flowers and shrubs.

BOD to inform Ginger Byrd after the meeting on March 3rd.

In-progress

Street Parking Campaign, the BOD is asking for a volunteer to contact COBB DOT and see if it is possible to do a traffic review of our streets and check if the suggested street sections can be “no parking” zone, at either side of the street based on the proposed locations from the image below:

Volunteer is needed, If anyone is interested please contact the BOD.

In-progress

Main entrance light fixtures photocell sensor was replaced by Kinsey Electric who is our current community electrician company.

Fixed on 02-24-2016.

Closed





Bike pad and rack at pool entrance. It was suggested to install a bike rack/pad so residents can properly set their bikes while at the pool.

- Atlanta Concrete and Masonry - Hill Concrete - Nature Right Landscapes.

Bid’s will be presented at the HOA meeting on March 3rd.

Closed

A suggestion for an Initiation Fee to homebuyers was presented to the BOD:

- Buyer pays the initiation fee – does not cost the homeowner/seller

- Helps boost the HOA budget so that assessments don’t have to be increase

- Helps to build the HOA reserves for future amenity maintenance, upgrades and improvements.

Manuel will contact the BOD at Brookstone 3 who is currently working on this proposal. Manuel will contact AIO for feedback. Manuel will contact local realtors and get some feedback.

In-progress

A suggestion to restore the vending machine at the pool BOD has proposed NOT to proceed with this suggestion, It will remain as part of this MOM, in case there is any feedback from residents.

Closed

Tax Documents are ready and need to be signed by the Treasurer. Document will be picked up this week for signatures.

In-progress

In need of a volunteer to contact the Fire Department and find out what is the proper procedure to get the fire hydrants repainted. See report attached to this MOM. Photo below is typical conditions of all Fire Hydrants total of 26. Report is included to this MOM.

Volunteer needed. In-progress





Street signage post need maintenance/paint. Photo attached shows typical conditions in need of touch up, total of 24. Report is included to this MOM.

Volunteer’s needed if anyone is interested, before hiring a company.

In-progress

Schedule pressure wash cleanup for exterior areas at the Club house and concrete sidewalks.

AIO to request quotes.

In-progress

Club house exterior wood ceiling needs maintenance, to be cleaned during pressure wash; then apply sealer. Fix the plywood piece for the attic access door.


In-progress

Maintenance to both bathroom doors and club house door facing the pool is needed, remove rust, clean and paint.


In-progress

Wall pack pointing to the back of the parking lot is non-functional, Electrician recommends to replace unit, BOD suggest to replace all exterior existing units with LED type and add 3 more units towards the pool, see image below.

- RED: Non-working. - YELLOW: Existing to be replaced. - GREEN: New units.

Request proposal from Kinsey Electric.

In-progress





Pool opening date? Schedule opening date.

In-progress

Start searching for a pool monitor. A consideration of hiring 2 monitors needs to be researched, on a daily basis one in the mornings and one in the evenings , or only on Saturday’s and Sunday’s. The HOA also needs to provide the monitor(s) with appropriate tools while working, such as flashlights, safety vest, pepper spray, etc.

AIO to contact Ashley if she still interested.

In-progress

BOD will research the possibility to setup a sign-in system before entering the pool area.

Feedback during HOA meeting.

In-progress

Financial Reports Review. BOD will ask AIO if possible to provide February documents by the first of March to allow sufficient time to prepare for the HOA meeting on the 3rd.

In-progress

Review Agenda for Homeowners Meeting

Master Plan presentation was reviewed, document will be presented at the homeowners meeting; items to discuss are:

- Events. - Services and Utilities. - Management Company. - Club House Improvements. - Basketball / tennis courts and playground improvements. - Common areas. - Volunteers for committee’s signup.

BOD to setup projector and screen prior to the meeting.

In-progress

Current Committee’s and volunteers: - Tennis:

o Bill Goostree o David McCollum o Jennifer Bramlett o Maggie Bohanon

- Pool: o Suzanne Delandero

- Landscape: o Ginger Byrd

- Events: o

- Club House: o Stephanie Szczepkowski

Volunteer’s can signup now or during the HOA meeting.

In-progress

BOD will provide cookies, coffee and water during the homeowners meeting. If you are participating and are using Nextdoor neighborhood application, please click the “going” button to the event posted; so we can have an estimated number of participants.

Volunteers for setup are needed, please contact the BOD.

In-progress

Meeting adjourn at 8:16pm

End of Document

Oakwind HOA

Fire HydrantsFebruary 29, 2016Created:

Manuel Rosas (@MR)Author:OpenStatus:02/22/16 to 02/29/16Dates:

RECIPIENTS

[email protected]

SHEETS

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Fire Hydrants (FI)

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Oakwind Map

Priority 3 | Manuel Rosas | Fire Hydrants | Oakwind MapManpower (man-hours): 0.0 | Cost (USD): 0.0

(time in PST)Task Comments

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Oakwind HOA

Street SignsFebruary 29, 2016Created:

Manuel Rosas (@MR)Author:OpenStatus:02/22/16 to 02/29/16Dates:

RECIPIENTS

[email protected]

SHEETS

Showing all 1 sheets

CATEGORIES

Street Signs (SP)

USERS

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