Wynfield Homeowners Assoc., Inc. · VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Damon Stauffer ABSTAINING: Greg Fowler, Bobby Roberts Michele Downton arrived

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Wynfield Homeowners Assoc., Inc.

January 2006 Minutes of Monthly Board of Directors Meeting of Wynfield Homeowners Assoc., Inc.

The monthly meeting of the Wynfield Corporation Board of Directors was held on January 9, 2006 at 7:30pm at Julia Murray’s residence, 7445 Wynfield Drive, Cumming, Georgia.

The following Directors were present: Dennis Hancock, Mac Aylin, Sean Doyle, Lisa Cleland, Julia Murray, Greg Fowler (arrived 8:10), Damon Stauffer (arrived 8:15)

Not present were: Bobby Roberts (proxy given to Julia Murray)

Dennis Hancock, President of the Corporation acted as Chairman of the meeting, Julia Murray acted as Secretary of the meeting. At 7:50pm the Chairman then announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business. Old Business: The Chairman led the discussion of the following committees, reviewing concerns and status of activities since the last monthly board meeting. TREASURER

• As of this date, 223 homeowners have paid their dues for the 2005 calendar year. This leaves 15 or roughly 6% of the homeowners that are late. 11 of those that are late have not paid for more than just last year. One of the four that remains unpaid for last year only has a closing scheduled this week which will pay off the debt of $201.69 for that lot. There is currently a total of $8,662.70 remaining outstanding from homeowners.

• Annual dues for 2006 have been assessed and statements mailed to all 238 homeowners. They were put into the mail on December 30 and arrived to the homeowners within the first couple of days of January.

• The CD balance has been updated to reflect some interest earned over the past several years that has not been reported to us. We actually have about $1,000 more in the CD than originally thought.

• Quarterly and annual reports have been generated and posted to the website.

COMMUNICATIONS • Baked & personally delivered cookies to 2 new homeowners • Wrote & laid out fall newsletter. Underwriting Realtor again agreed to print in color. Mailed to all residents

on 12/23. • With officer approval, communicated with WHOA attorney to determine suggestions/options as to how to

proceed with legal action, if necessary, to collect on seriously overdue dues. Also researched Forsyth Co. Magistrate Court (small claims) as possible alternative to more costly legal action. Best suggestion: letter of intent to sue from WHOA attorney will cost WHOA nothing except postage for attorney to send, since we are on retainer. Much discussion on how best to proceed. Those present agreed to wait until February meeting, after 2006 dues should be paid & decide how best to proceed.

• Sent broadcast e-mail announcing New Amenity Renovation Committee mtg on 1/5 (sent 12/16)

Julia Murray Wynfield Homeowners Assoc., Inc. Cumming, GA

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January 9, 2005

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• Monitored website daily and facilitated as needed • Worked with webmaster to create addition for home page: “Welcome New Neighbors” • Assisted Vicki Bevill in painting entrance signs and decorating entrances for Christmas

POOL

• No report submitted

GROUNDS

• Created detailed specifications document and sent to five vendors to submit proposal for Grounds maintenance for 2006 (Gibbs, Crabapple, LawnSouth, Hester Farms, Highgrove)

• Discussion ensued on whether or not too much detail was included on specs doc before sending out. It was agreed that further discussion will be made when estimates come in.

• Vicki Bevill and others planted winter flowers at the entrances • Approved expenditure of $200 for Vicki Bevill for her service above and beyond in 2005 • Traffic study has been completed and detailed summary sent to WHOA. Need to send letter to

county official to request second study, since detection devices were placed in areas for first test where speeding doesn’t occur (WHOA was not consulted first).

• Finished the year approximately $400 under budget. ARCHITECTURAL

• No violations noted this month.

NEW BUSINESS o PROPOSAL: Accept December’s minutes as submitted by Dennis Hancock o ACTION: Motion to accept by Julia Murray, seconded by Dennis Hancock o VOTE: This motion passed unanimously by those present (Damon Stauffer and Greg

Fowler were not present at the meeting yet) VOTING YEA: Dennis Hancock, Mac Aylin, Lisa Cleland, Bobby Roberts,

Julia Murray, Sean Doyle

o PROPOSAL: To maintain fiscal responsibility by outlining rules for access to association attorney

o ACTION: In order to be fiscally responsible to homeowners of WHOA, all communication with Association attorney must be conducted with concurrence of at least one Association officer. Motion to accept this as Board practice by Lisa Cleland, seconded by Mac Aylin.

o VOTE: This motion passed unanimously by those present (Damon Stauffer and Greg Fowler were not present at the meeting yet)

VOTING YEA: Dennis Hancock, Mac Aylin, Lisa Cleland, Bobby Roberts, Julia Murray, Sean Doyle

o PROPOSAL: Appoint Julia Murray as Secretary, as office was vacated by Jason Lee upon

his resignation November 10, 2005. o ACTION: Motion to appoint by Mac Aylin, Seconded by Dennis Hancock o VOTE: This motion passed by a vote of 7 to 1

VOTING YEA: Dennis Hancock, Mac Aylin, Lisa Cleland, Bobby Roberts, Damon Stauffer, Julia Murray, Sean Doyle

VOTING NAY: Greg Fowler • Discussion on forming the new renovation committee and the committee’s purpose, leadership.

Julia Murray respectfully requested that Board members do not attend committee meetings until

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January 9, 2005

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committee is more comfortable in its role, to allow the committee the freedom to discuss, ask questions and formulate its own direction and ideas for an amenity renovation plan. Board members agreed to assist in this way for the time being.

• Julia Murray relayed a question from a homeowner regarding possibility of a traffic light being

installed at Dickerson & Post due to exceptionally heavy and dangerous traffic there. Several more experienced Board members indicated some discussion had been made on that topic before, but was never pursued since Post Rd. is a state thoroughfare and county officials strongly suggested the idea was practically impossible. Julia asked for and received support in making a new effort to do so with new county officials. It was also suggested that, in lieu of a traffic light, that a street light might help the situation by bringing attention to entering traffic onto Post Rd. traffic

• Preliminary discussions were held about the 2006 budget. Mac Aylin created a budget spreadsheet

to help Board members plan their budgets efficiently. It was agreed that extensive detailed budget discussions must take place in the coming weeks, so that 2006 budget can be finalized & approved at February meeting. Board members agreed to communicate closely to allow for timely progress to be made.

• The idea was suggested to disband the Covenants & By-laws Committee and instead form a more

nebulous Legal Affairs Committee, which would address issues such as Covenants, legal action re: delinquent homeowner fees, administering community votes, design and execution of Annual Meetings, oversight of treasurer in dues collection, insurance, etc. The issue was tabled until the February meeting.

• Sean Doyle submitted his verbal resignation (followed by the official written resignation the day

following), citing time and family considerations. The Board was collectively saddened to hear of Sean’s departure after nearly five years of dedicated service and thanked him for time devoted above and beyond what was expected of him. Sean expressed his intention to remain as webmaster.

CLOSURE

• PROPOSAL: Adjourn the meeting. • ACTION: Motion to accept by Mac Aylin, seconded by Dennis Hancock. • VOTE: Unanimous approval. The meeting was adjourned at 10:47pm.

Board moved into executive session. Next meeting will be held on February 6 at 7:30pm at Kroger – Grassland Plaza, 5670 Hwy. 9, Alpharetta, Community Room Respectfully submitted to the Board, Julia Murray, Secretary

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Wynfield Homeowners Assoc., Inc. February 2006 Minutes of Monthly Board of Directors Meeting of

Wynfield Homeowners Association, Inc.

The monthly meeting of the Wynfield Corporation Board of Directors was held on February 6, 2006 at 7:30 pm in the Community Room of Kroger, Grassland Plaza - 5670 Hwy. 9, Alpharetta.

The following Directors were present: Dennis Hancock, Mac Aylin, Julia Murray, Greg Fowler, Damon Stauffer, Lisa Cleland (officially re-appointed at this mtg after rescinding resignation of 1/25/06), Bobby Roberts (officially re-appointed at this mtg after rescinding resignation of 1/17/06). Mac Aylin, Vice President of the Corporation, acted as Chairman of the meeting, Julia Murray acted as Secretary of the meeting. At 7:40 pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business.

• In updating corporate record, it was found that July and November 2005 minutes were never officially

accepted and approved. o PROPOSAL: Approve July 2005 and November 2005 monthly meeting minutes o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: This motion passed by a vote of 4 to 1

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Damon Stauffer VOTING NAY: Greg Fowler

• Lisa Cleland resigned her Board position 1/25/06 and rescinded it on 1/27/06.

o PROPOSAL: Re-appoint Lisa Cleland to Board to fill her position. o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: This motion passed by a vote of 3 to 2

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray VOTING NAY: Greg Fowler, Damon Stauffer

• Bobby Roberts resigned his Board position 1/17/06 and rescinded it on 2/2/06.

o PROPOSAL: Re-appoint Bobby Roberts to Board to fill his position. o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: This motion passed by a vote of 4 to 2

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland VOTING NAY: Greg Fowler, Damon Stauffer

• The Nominating Committee interviewed several homeowners to fill two vacant Boar d positions. Board

members were able to visit with Keith Lawman by conference call on February 2. o PROPOSAL: Appoint Keith Lawman to position vacated by Sean Doyle, expiring March 2007. o ACTION: Motion to accept by Julia Murray, seconded by Lisa Cleland o VOTE: This motion passed by a vote of 5 to 2

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Damon Stauffer

ABSTAINING: Greg Fowler, Bobby Roberts Michele Downton arrived at the meeting to visit with Board members and discuss why she wishes to join the Board.


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February 6, 2006

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o PROPOSAL: Appoint Michele Downton to position vacated by Jason Lee, expiring March 2007. o ACTION: Motion to accept by Julia Murray, seconded by Lisa Cleland o VOTE: This motion passed unanimously

• Sean Doyle resigned as Treasurer at the January monthly meeting. Other officers have covered those duties

for the past few weeks, but the Board needs to fill that position quickly to cover fiscal responsibilities for the Association until new officers are selected in April. Lisa Cleland was willing to fill this position and brings a background in accounting.

o PROPOSAL: Appoint Lisa Cleland as Treasurer until new officers are selected in April. o ACTION: Motion to accept by Julia Murray, seconded by Bobby Roberts o VOTE: This motion passed by a vote of 5 to 2.

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Bobby Roberts

VOTING NAY: Greg Fowler ABSTAINING: Damon Stauffer

o PROPOSAL: Create a Treasurer Transition Committee, consisting of Sean Doyle and Lisa

Cleland, for the purpose of transitioning Board financial duties, until new Treasurer is appointed at the April Board meeting.

o ACTION: Motion to accept by Julia Murray, seconded by Mac Aylin o VOTE: This motion passed by a vote of 6 to 1

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Bobby Roberts, Damon Stauffer

ABSTAINING: Greg Fowler

• 2006 budget was discussed at length in January monthly meeting and lengthy discussions have been held since then. Mac Aylin presented the final draft of the proposal (after 7 revisions).

o PROPOSAL: Accept the 2006 budget as presented, with the following changes: 1) addition of $150 to Administrative budget for Quickbooks Pro software and 2) addition of $300 to Pool Maintenance budget for pumping of septic tank.

o ACTION: Motion to accept by Mac Aylin, seconded by Bobby Roberts o VOTE: This motion passed by a vote of 6 to 1

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Bobby Roberts, Damon Stauffer

VOTING NAY: Greg Fowler

The Chairman then led the discussion of the following committees, reviewing concerns and status of activities since the last monthly board meeting: PRESIDENT/VICE PRESIDENT: • The Vice President updated the Board on two meetings held thus far with a homeowner who has submitted an

Open Records Request. A third letter from this homeowner was submitted to a Board member on 2/6/2006. The Board agreed to consult the Association’s attorney to evaluate the situation and determine the next steps in this issue.

TREASURER • As of this date, 152 homeowners have paid their dues for the 2006 calendar year. This leaves 86 or roughly

36% of the homeowners that are late. 15 of those that are late have not paid for more than a year. There is currently a total of $29,512.68 remaining outstanding from homeowners.

• Last month, it was reported that the CD balance had been updated to reflect some interest earned over the past several years that has not been reported to us. This information was incorrect. The interest was misallocated to the CD and should have been reported simply as interest income from homeowners due to late interest charges. The quarterly and annual reports have been updated and posted to the website.

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February 6, 2006

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• Checks and deposit slips have been turned over to Julia Murray. Sean is still maintaining the QuickBooks records at this point until a clean handover can be made to the new Treasurer.

COMMUNICATIONS • Wrote Tim Allen, Forsyth County Engineering Dept, regarding traffic study results and the next steps needed

to address Wynfield’s problem with speeding vehicles. • Updated Corporate Record in response to Open Records Request by homeowner • Helped to facilitate first two meetings of new Amenity Renovation Committee (ARC) • Coordinated finalization of Board’s official charter to the Amenity Renovation Committee • Sent broadcast e-mails, posted signs regarding meeting of new ARC • Monitored website daily and maintained web calendar, announcements

POOL/TENNIS • No report submitted.

GROUNDS • No report submitted.

ARCHITECTURAL • No report submitted. • Damon Stauffer brought up a concern from a homeowner who has a sinkhole in his yard. Though sinkhole is

on his property, resident says that his plat shows it as “Common Area.” Resident was concerned that this is a safety issue for Board to discuss.

NOMINATING • Interviewed two candidates (Michele Downton and Keith Lawman) for positions vacant before this meeting.

Interviewed two additional candidates for positions which will expire in March and be vacated.

AMENITY RENOVATION • Meetings were held on January 3 and January 24, 2006 of the newly-formed Amenity Renovation Committee. • A detailed survey has been drafted, eventually to be mailed to all homeowners. This survey is intended to

capture information useful to the committee as it proceeds in developing a proposal to renovate the amenity area.

• Preliminary discussions were held in the January meetings regarding cost, payment issues and inspection of the poolhouse to determine its level of disrepair and to ensure no presence of termites.

• Committee strongly suggested Board have an engineering study conducted on the property.

NEW BUSINESS

• Discussion was held regarding vendors for replacing the pool liner and for 2006 pool maintenance service

contract . o PROPOSAL: Secure All Clear Pool & Spa Service to replace vinyl pool liner at a cost of

approximately $4,500. o ACTION: Motion to accept by Julia Murray, seconded by Damon Stauffer o VOTE: This motion passed unanimously.

• Consensus was reached that vendor should have liner installed by April 1, to allow sufficient time before

scheduled pool opening in mid-May . • Discussion was held on securing a pool maintenance vendor. Discussion was then tabled until the March

meeting. Additional quotes must be secured to ensure good fiscal decision is reached, providing sufficient service for needs of Wynfield’s pool.

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February 6, 2006

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• Reviewed in detail bids obtained from four different grounds vendors (Crabapple, HighGrove, Lawn South and Gibbs Landscaping). Bids received included costs for a 1-, 2- and 3-year contract, covering 1) routine lawn care, 2) fertilization, 3) seasonal color and 4) application of pine straw.

o PROPOSAL: Secure Gibbs Landscape Design & Services for a 3-year contract for $12,140 o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: This motion passed by a vote of 6 to 1

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Damon Stauffer, Bobby Roberts

VOTING NAY: Greg Fowler

• Upon further discussion, it was evident that the budget line item for replacement of the pool liner could be reduced, based on actual cost presented by Lisa Cleland and approved by Board (see bullet above).

o PROPOSAL: Reduce the pool liner budget line item in 2006 budget - previously approved at this meeting - from $6,000 to $4,500, allowing $1,500 to be allocated for an engineering study on the amenity area.

o ACTION: Motion to accept by Damon Stauffer, seconded by Dennis Hancock o VOTE: This motion passed unanimously

• Discussion was held on conducting an engineering/reserve study on the amenity area. One contact was

suggested by the Association’s attorney and several directors have leads on other contacts. Board will choose an engineer and will then ask the ARC to take the lead on having that study conducted.

• Lisa Cleland left the meeting at 9:35, giving her proxy to Julia Murray.

• Julia Murray asked Board for approval to contact the Association attorney for final preparation in sending

“intent to sue” letter to Shellon Blanchard. Pursuant to previous Board discussions about how to address severely overdue association dues, Board agreed that legal action is appropriate, beginning with the homeowner with the highest amount owed, then handled on a case by case basis. Blanchard is the homeowner currently owing the most in overdue association dues.

o PROPOSAL: Draft and send a certified letter to Shellon Blanchard as soon as possible indicating 10 days to pay or attorney will be contacted (“final warning” letter from WHOA).

o ACTION: Motion to accept by Julia Murray, seconded by Mac Aylin o VOTE: This motion passed unanimously.

• Discussion was held about homeowner Juan Gonzalez’ proposal to pay for poolhouse repairs if 130 Wynfield

residents sign on with his company for termite control. The Board will draft a letter to send to Juan indicating the Board’s position. The minutes will be updated once the letter is delivered.

• Several Board members and homeowners have expressed an interest in finding group rates on sanitation pickup, to reduce truck traffic and noise. Four sanitation companies were contacted: Georgia Sanitation, Waste Management, Advanced Disposal, Atlanta Waste. Only three offered group rates. Lisa Cleland and Dennis Hancock recommended Georgia Sanitation based on overall cost, no contract required, level of service offered and overall professionalism and enthusiasm of the company in serving Wynfield. Beginning mid-February, Board will promote Georgia Sanitation as “preferred provider” for sanitation pick up.

• County’s traffic study results were discussed. County found that speed humps not warranted at this time to

address speeding issues, but did suggest installation of 4-6 additional stop sign locations: Wynfield Dr. at Brentwood Ct, at Wynfield Circle (both ends), at Stonebrook Dr. and Wyngate Dr (both ends). County requires a simple majority of homeowners to support installation of these signs. Board supports the county’s suggestion and will make the vote an agenda item at the Annual Meeting in March, to be promoted heavily between now and then (including in notification letter and on proxy).

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February 6, 2006

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• Julia Murray indicated that 10 months of meeting minutes were missing from 2003-2004 and were needed in order to complete corporate record. The secretary at the time indicated he would attempt to find those and believed that hard copies existed.

CLOSURE

o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: Unanimous approval. Meeting was adjourned at 11:00 pm

Next meeting will be held on March 6, 2006 at 7:30pm at Kroger – Grassland Plaza, 5670 Hwy. 9, Alpharetta, Community Room. Respectfully submitted to the Board, Julia Murray, Secretary

Wynfield Homeowners Association

Annual Meeting

March 14, 2006

Agenda

� Introductions

� 2005 Accomplishments

� 2006 Objectives

� 2005 Financial Report

� 2006 Budget

� Q&A

� Break

� Stop Sign Plan

� Amenity Renovation – “Where are we now?”

� Covenants & Bylaws – “Where are we now?”

� Q&A

� Recognition of retiring Board members

� Election of new Board members

� Adjournment

Introductions

� Current Board Members– Dennis Hancock, President

– Mac Aylin, Vice President

– Lisa Cleland, Treasurer

– Julia Murray, Secretary

– Greg Fowler

– Damon Stauffer

– Bobby Roberts

– Keith Lawman

– Michele Downton

� Cathleen Robson Smith, WHOA Attorney

2005 Accomplishments

� Achieved nearly 90% participation in Oct. vote

� Addressed issue of speeding – traffic study

� Transferred legal rights from developer to WHOA

� Expanded newsletter to six color pages, underwritten to save cost.

� Conducted swim lessons on-site

� Re-painted all four entrance signs

2005 Accomplishments

� Established three-year contract for grounds maintenance

� Expanded use of website

� Expanded other communication efforts

� Welcome committee greeted new residents

2006 Objectives

� Finalize plan to renovate amenities area!

� Implement formal Reserve Study

� Formalize maintenance plan - current & future

� Legal action against those most behind in dues

� Address speeding with implementation of stop sign plan

� Investigate traffic signal at Post & Dickerson

� Establish “Preferred Provider” for sanitation pickup, to reduce traffic & noise.

2005 Financial Report

� Last year’s (2004) report:

– Assets of $34,157.17

– $8,497.28 still due from 20 homeowners

– Over budget in 2004 by $1,050.13, but funded about $6,500 in tennis court repairs and card key system at pool

– 2005 budget deficit of $3,527.82

– Published delinquent homeowners on website

– Filed liens against delinquent homeowners


REVENUE 2005 Budget

Per Home $194.48

Dues $46,286.24

Interest income $0.00

Miscellaneous $0.00

Returned Check Fees $20.00

Advertising income $30.00

Total Revenue $46,336.24

EXPENSES 2005 Budget

Administrative $3,703.70

Social & Communication $1,200.00

Grounds $13,515.00

Pool Maintenance $6,350.00

Insurance $4,200.00

Legal $3,500.00

Repairs, Maint & Amenity $7,650.00

Utilities $9,745.36

Savings (net income) -$3,527.82

Total Expenses & Savings $46,336.24

RESERVES 1-Jan-05

Cash Checking $20,080.84

CD- Savings $5,579.05

Accounts Receivable $8,497.28

Accounts Payable -$1,022.24

TOTAL EQUITY $33,134.93


REVENUE 2005 Budget 2005 Actual

Per Home $194.48 $194.48

Dues $46,286.24 $46,286.24

Interest income $0.00 $854.40

Miscellaneous $0.00 $15.00

Returned Check Fees $20.00 $10.00

Advertising income $30.00 $30.00

Total Revenue $46,336.24 $47,195.64

EXPENSES 2005 Budget 2005 Actual

Administrative $3,703.70 $3,309.95

Social & Communication $1,200.00 $597.74

Grounds $13,515.00 $12,089.37

Pool Maintenance $6,350.00 $2,015.37

Insurance $4,200.00 $4,284.00

Legal $3,500.00 $8,021.05

Repairs, Maint & Amenity $7,650.00 $2,335.04

Utilities $9,745.36 $9,513.39

Savings (net income) -$3,527.82 $5,029.73

Total Expenses & Savings $46,336.24 $47,195.64

RESERVES 1-Jan-05 1-Jan-06

Cash Checking $20,080.84 $23,897.65

CD- Savings $5,579.05 $5,932.35

Accounts Receivable $8,497.28 $8,371.00

Accounts Payable -$1,022.24 -$36.34

TOTAL EQUITY $33,134.93 $38,164.66

Net Income $5,029.73

$46,336.24$42,165.91

$0

$10,000

$20,000

$30,000

$40,000

$50,000

2005 Budget 2005 Actual

Wynfield 2005/ 2006 Budget Summary

20057%

9%

17%

1%

26%4%

5%

20%

11%

Administrative InsuranceLegal Social & CommunicationGrounds PoolRepairs UtilitiesSavings


2003 2004 2005

Income $42,493 $44,660 $47,196

Budgeted Expenses $41,636 $42,795 $49,864

Actual Expenses $39,445 $44,243 $42,166

Net Income $3,048 $417 $5,030

Unavoidable $33,938 $34,941 $35,952

Discrectionary $8,555 $9,719 $11,244

2004

$34,941,

78%

$9,719,

22%

Unavoidable Discrectionary

2005

$35,952

, 76%

$11,244

, 24%


2003

$33,938,

80%

$8,555,

20%


2006 Budget

REVENUE 2006 Budget

Per Home $250.00

Dues $59,500.00

Interest income $0.00

Miscellaneous $0.00

Returned Check Fees $0.00

Advertising income $0.00

Total Revenue $59,500.00

EXPENSES 2006 Budget

Administrative $2,922.38

Social & Communication $2,460.00

Grounds $13,390.00

Pool Maintenance $4,850.00

Insurance $4,250.00

Legal $3,500.00

Repairs, Maint & Amenity $11,550.00

Utilities $12,454.00

Savings $4,123.62

Total Expenses & Savings $59,500.00

2006 Budget

$37,692,

63%

$21,808,

37%


2006 Budget5% 7% 6%

4%

23%

8%19%

21%

7%

Administrative InsuranceLegal Social & CommunicationGrounds PoolRepairs UtilitiesSavings

2006 Budget

EXPENSES 2005 Budget 2006 Budget Increase

Administrative $3,703.70 $2,922.38 -$781.32

Social & Communication $1,200.00 $2,460.00 $1,260.00

Grounds $13,515.00 $13,390.00 -$125.00

Pool Maintenance $6,350.00 $4,850.00 -$1,500.00

Insurance $4,200.00 $4,250.00 $50.00

Legal $3,500.00 $3,500.00 $0.00

Repairs, Maint & Amenity $7,650.00 $11,550.00 $3,900.00

Utilities $9,745.36 $12,454.00 $2,708.64

Savings -$3,527.82 $4,123.62 $7,651.44

Total Expenses & Savings $46,336.24 $59,500.00 $13,163.76

2006 Budget

Budget Category Item 2006 Budget

Grounds Entrance Maintenance $12,140

Seasonal Flowers $1,000

Supplies $250

$13,390


Repairs & Maint Engineering Study $1,500

Equipment Repairs $1,050

Fence Painting $2,500

General Repairs $850

Pool House Repairs $650

Pool Liner $4,750Tennis Court Repairs $250

$11,550

2006 Budget


Utilities 2nd Entrance Water $170

Phone $950

Pool & Entrance Water $550

Recreation Area Lights $1,364

Security Lights $9,240

Waste Removal $180

$12,454

Financial Summary

2003 2004 2005 2006 06 % Chg.

Administrative $2,252 $932 $3,310 $2,922 -12%

Insurance $4,027 $4,188 $4,284 $4,250 -1%

Legal $5,213 $4,671 $8,021 $3,500 -56%

Social & Communication $139 $183 $598 $2,460 312%

Grounds $10,174 $10,916 $12,213 $13,390 10%

Pool $5,754 $6,944 $2,015 $4,850 141%

Repairs $950 $6,514 $2,211 $11,550 422%

Utilities $10,935 $9,895 $9,513 $12,454 31%

Savings (Net Income) $3,048 $417 $5,030 $4,124 -18%

Total Revenue $42,493 $44,660 $47,196 $59,500 26%

$0

$10,000

$20,000

$30,000

$40,000

2003 2004 2005

End of Year Assets

Cash & Checking CD- Maintenance Accts Receivable

End of Year

Assets 2003 2004 2005

Cash & Checking 21,742 20,081 23,898

CD- Maintenance 5,579 5,579 5,932

Accts Receivable 5,397 8,497 8,371

Total Assets 32,718 34,157 38,201

Open Records

� Records available on www.wynfield.org

� Financial records 2003-2006– Balance Sheet

– Profit & Loss Statement

– Budget vs. Actual

– Detailed transactions (basically, the checkbook register)

� Annual Meeting minutes 2003-2005 (2006 to be posted)

� Monthly Board Meeting minutes 2003 - current

� Membership list

� Past-due members

Question & Answers

BREAK

Stop Sign Plan

� Several accidents/near-misses

� WHOA contacted Forsyth County for traffic study

� Traffic study results

– Speed humps not warranted

– Surprise at distance between stop signs

– Recommend additional stop signs, creating multi-way stops

� County pays for all installation

� Simple majority of residents needed to approve plan

Stop Sign Plan

4

3

3

3

3

3

� Create 3-way stops at Wynfield Drive and:

– Brentwood Court

– Wynfield Circle (2)

– Stonebrook Drive

– Wyngate Drive

� Create 4-way stop at:

– Wynfield Dr. & Wyngate Dr.

� We can modify plan as needed

Amenity Renovation “Where are we now?”

� Amenity Renovation Committee (ARC) first met in January 2006

� Reports to the Board

� Separate effort from preparing pool for swim season

� Comprised of non-Board members; chaired by Dino Ragagli

� Open discussion of ARC activities on website

� First ARC “Pulse” Survey mailed to home owners

� Will provide recommendations and findings to the

Board

Covenants & Bylaws“Where are we now?”

� Current Covenants and By Laws expire in 2013

� Postponed in 2005– Cost of Vickery defense

– Time commitment to Amenity Renovation Plan

� 2006 planning begun for 2007 effort– On-line discussion of changes

– Focus groups

� 2007 approval effort– Educational sessions

– Neighborhood-wide communication effort

– Finalization of Covenant & Bylaw changes

– Approval of changes: 90 % NOTARIZED BALLOT

Recognition

� Outgoing Board members– Jason Lee

– Sean Doyle

– Greg Fowler

– Bobby Roberts

– Mac Aylin

Election of New Board Members

� 3 Terms Ending– Mac Aylin

– Greg Fowler

– Bobby Roberts

� Nominating Committee candidates– Mac Aylin

– Bill Raasch

– Norb Schmidt

� Nominations from the floor


� Nominees

– Mac Aylin

– Norb Schmidt

– Bill Raasch

– OTHER

– OTHER

� Vote for 3 Candidates

� Vote only once per Candidate

� One vote per Household

BREAK


� Newly Elected Board Members– Mac Aylin

– Norb Schmidt

– Bill Raasch

THANK YOU!

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Wynfield Homeowners Association, Inc. March 2006 Minutes of Monthly Board of Directors Meeting


The monthly meeting of the Wynfield Board of Directors was held on March 6 at 7:30pm in the Community Room of Kroger, Grassland Plaza - 5670 Hwy. 9, Alpharetta.

The following Directors were present: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Greg Fowler, Damon Stauffer and Keith Lawman

The following Directors were not present: Michele Downton (proxy given to Lisa Cleland) and Bobby Roberts Mac Aylin, Vice President of the Corporation, acted as Chairman of the meeting, Julia Murray acted as Secretary of the meeting. At 7:40 pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business.

Motion was made to accept January Board meeting minutes and January 16, 2006 Special Board Meeting

minutes into corporate record. Two Board members had not reviewed the minutes before the meeting so the vote was tabled until the April meeting.

• Three-year contract for grounds maintenance – locking in rates only, not service - was approved at the

February Board meeting. Before signing and returning to Gibbs, it was suggested by Greg Fowler that there lacked sufficient verbiage for Wynfield to opt out of the contract for any reason.

o PROPOSAL: Send the grounds maintenance contract from Gibbs Landscape & Design to Association attorney for review.

o ACTION: Motion to accept by Damon Stauffer, seconded by Greg Fowler o VOTE: This motion failed by a vote of 5 to 2.

VOTING YEA: Damon Stauffer, Greg Fowler VOTING NAY: Lisa Cleland, Mac Aylin, Dennis Hancock, Julia Murray, Michele

Downton (by proxy) ABSTAINING: Keith Lawman

Mac Aylin added “for any cause” to the 30-day exit clause in the contract and will submit signed, approved contract to Gibbs.

The Chairman then led the discussion of the following committees:

PRESIDENT/VICE PRESIDENT: No report submitted TREASURER: No official report submitted. Lisa Cleland is filling the role of treasurer until new officers are elected

in April. To avoid extra training time and expense to the association, she has limited her role to paying/recording the association’s bills and accepting/recording/depositing dues checks. The Association’s financial records are kept in Quick Books software, which will be installed on the personal PC of the new Treasurer and financial records will be transferred from Sean Doyle at that time.

COMMUNICATIONS/SOCIAL: No report submitted


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March 6, 2006

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POOL/TENNIS: • Pool has been measured for new vinyl liner and liner has been ordered. Vendor is on track to install in plenty

of time for April 1 deadline. Lisa has several quotes for service but wishes to discuss them with Bobby Roberts before proceeding.

GROUNDS: No report submitted

ARCHITECTURAL • No report submitted. • It was mentioned that Lot #74 was well into a project of replacing siding (w/ possible color change) and a

deck but had not made an official request of the committee. Dennis Hancock will discuss with homeowner.

NOMINATING • At next week’s Annual Meeting, the Nominating Committee will officially nominate three candidates to fill

the three open positions: Mac Aylin, Norb Schmidt and Bill Raasch.

AMENITY RENOVATION • It was mentioned that the Chair of the Amenity Renovation Committee (ARC), Dino Ragagli, has expressed

dismay at lack of communication from Board Liaison. Damon Stauffer to call Dino tomorrow to learn status of the committee’s efforts.

• A comprehensive questionnaire is being mailed to all homeowners on Thursday, March 9. Data from this questionnaire will allow ARC to proceed accordingly with its charter to determine possible renovation and/or enhancement of common areas. To encourage maximum participation, multiple options are given on the questionnaire for homeowners to return their information (U.S. mail, e-mail, fax, drop in WHOA box, bring to Annual Meeting next week).

• Dino Ragagli has called several engineering leads in order to schedule an engineering study for the commons area. Damon Stauffer will discuss with Dino exactly what is expected from such a study and relay results of that conversation to the rest of the Board.

At 9:13 pm, Lisa Cleland left the meeting and gave both her proxy and that of Michele Downton to Julia Murray.

NEW BUSINESS:

• Discussion was held as to the necessity of sending a letter to all homeowners regarding the Open Records Request made by a homeowner in January, pursuant to a letter the homeowner mailed to all homeowners. Given that no homeowners have expressed concern over said letter, consensus was that no response letter was necessary.

• Discussion was held regarding an “engineering study” to be conducted on the common areas of Wynfield.

Board agreed in January that a reserve study should be done in 2006, and budgeted accordingly. The current question regards the Amenity Renovation Committee’s desire to do an “engineering study” – exactly what such a study will consist of and will it be redundant to a “reserve study” conducted by the Board? If any overlap exists at all, Board and ARC will try to work together to make best use of funds spent on such studies.

• Discussion was held regarding drafting a letter from the Board to homeowner Juan Gonzalez. In January,

Juan made an official proposal via flyer attached to mailbox posts offering to pay for the entire renovation of the poolhouse if 130 Wynfield homeowners purchase a termite treatment from his pest control business. Board agreed that, though it appreciates Juan’s offer, it cannot endorse an individual business and compel homeowners to use such a service, given the expectation of something of great value in return which may not happen. Other factors also contributed to Board’s decision: Who will perform promised renovation? What are the accountability/liability issues? What happens if Juan goes out of business? Is it fair for the cost of renovation to be covered by only a fraction of homeowners?

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March 6, 2006

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o PROPOSAL: Approve and mail drafted letter to Juan, with minor amendments o ACTION: Motion to accept by Mac Aylin, seconded by Keith Lawman o VOTE: This motion passed.

VOTING YEA: Mac Aylin, Dennis Hancock, Julia Murray, Lisa Cleland (by proxy), Michele Downton (by proxy), Keith Lawman, Damon Stauffer

ABSTAINING: Greg Fowler

• A draft letter to the homeowner most in arrears on HOA dues was reviewed by all present. The letter serves as a courtesy “final warning” to homeowner, giving 10 days to pay in full or the Association’s attorney will send her own letter. Attorney’s letter will be the precursor to an immediate lawsuit for full amount plus attorney’s fees if homeowner does not pay in 10 days from that letter.

o PROPOSAL: Approve letter as amended and send to homeowner as soon as possible. o ACTION: Motion to accept by Julia Murray, seconded by Greg Fowler o VOTE: This motion passed unanimously.

Julia Murray will contact attorney’s office to inform them the Board is proceeding toward possible legal action, and also to ensure attorney has accurate information should her office need to move forward.

• Though no security issues have arisen thus far, at least one homeowner has expressed concern about the

security/vulnerability of mail left in WHOA mailbox and drop box. Mac Aylin will investigate cost of P.O. box at UPS store. Possible future discussion of constructing a locked mailbox at the current site (containing both drop box and U.S. mailbox) or mail slot created in outside of locked room of poolhouse.

• A flyer promoting Georgia Sanitation as Wynfield’s “Preferred Provider” for sanitation pickup will be mailed

(entirely at the expense of Georgia Sanitation) in the next few weeks. The company offered the best group rate, and the Board hopes that streamlining service toward single day pickup will alleviate some traffic and noise on streets during the week.

• A letter and map regarding the proposed stop sign placement was mailed out on February 28, 2006, in order

to attempt to address speeding vehicle issues in the neighborhood. After a request to the county to conduct a traffic study, the county suggested additional stop signs in various locations across Wynfield and requires Board to obtain a simple majority of homeowners affected in order to proceed with installment of signs. Vote will likely be made via petition, to be signed primarily at Annual Meeting and also via the letter, which asked homeowner to indicate his/her stand on the issue, to be noted on the petition, if applicable.

ANNUAL MEETING PREPARATION: • Greg Fowler expressed concern that if official proxy is used (proxy was mailed to all in late February, with rest

of Annual Meeting materials) , the “secret ballot” aspect will be lost and Board will be in violation of bylaws. Proxy, prepared by Association attorney, provides three places for names to be written in, for proxy holder to vote on, if those names are nominated. Several felt that using a proxy to vote in this way is similar to voting absentee in a General Election – voter loses “secret” aspect if vote is conducted this way. To be sure, officers asked Greg to contact Association attorney to discuss this with her. In addition, Greg was asked to document the sign-in procedure and execute it the night of the Annual Meeting, to ensure secret ballots remain so. Greg agreed and will ask several homeowners to assist in the process.

• Annual Meeting presentation was reviewed by all and amended slightly. Tasks were assigned.

o PROPOSAL: Per Association bylaws, suspend voting rights of all homeowners not paid in full (or on payment plan) as of Annual Meeting’s official call to order.

o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: Unanimous approval.

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March 6, 2006

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CLOSURE

o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Mac Aylin, seconded by Julia Murray o VOTE: Unanimous approval. Meeting was adjourned at 9:45 pm.

Next meeting will be held on April 10, 2006 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Dr. The regular meeting date will fall during Spring Break, so the April meeting will be moved to April 10 and termed a “Special Board Meeting.” Respectfully submitted to the Board, Julia Murray, Secretary

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Special Board Meeting of the Board of Directors of Wynfield Homeowners Association, Inc. called by Julia Murray and Lisa Cleland.

This meeting was held on April 23, 2006 at 8:00pm via conference call.

The following Directors were present: Mac Aylin, Lisa Cleland, Dennis Hancock, Norb Schmidt, Julia Murray, Bill Raasch (joined 8:20), Michele Downton (joined 8:25)

The following Directors were not present:

Damon Stauffer, Keith Lawman Mac Aylin, President of the Corporation acted as Chairman of the meeting. Julia Murray acted as Secretary of the meeting. At 8:00pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business. The Special Meeting was called to discuss re-allocation of budget items to complete poolhouse repairs before the opening of the pool for the season. WHOA Attorney Cathleen Robson-Smith joined the call 30 minutes early to discuss a letter she received from the attorney of Wynfield homeowner Glenn Asbell, warning of a potential lawsuit against the association. The letter referenced here is attached to these minutes and filed separately in corporate record.

Cathleen Robson-Smith: • No apparent valid claim for a lawsuit, based on facts contained in the letter. Regarding the issues in

question, the Board performed exactly as it should have. • Suggests eliminating discussion threads on website • Will respond in detail directly to Glenn’s attorney. • Has no problem with records going to Glenn’s attorney, but do not send originals. WHOA can make

copies and send Glenn’s attorney the invoice, 2) Cathleen’s office can do same, or 3) WHOA can copy and split cost with Glenn.

• Regardless of choice above, deliver all records to Cathleen’s office & she will deliver directly to Glenn’s attorney if he so chooses

• No legal requirement exists for WHOA to pay for independent audit • Bylaws clearly say WHOA’s job is to maintain and improve common areas. WHOA has contracts in

place (grounds maintance, pool maintenance, etc.) to prove that the Assn is fulfilling its responsibilities of taking care of grounds, keeping pool open

• Slander/libel: 1) must have a specific statement to point to, 2) must prove loss to business reputation (presumption of damages).

Cathleen left the conference call at 8:30. 8:30 – 8:40: Board discussion of Cathleen’s statements 8:40: Discussion began on original topic of poolhouse repairs. Lisa Cleland led the discussion. At the suggestion of Bill Raasch (after Bill’s initial contact), Amenity Renovation Committee Chair Dino Ragagli obtained a quote from Wynfield homeowner Bob Irons for basic

Julia Murray Wynfield Homeowners Assoc., Inc. Cumming, GA * ATTACHMENTS *

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April 23, 2006 - Special Board Meeting

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repairs required at the poolhouse before swim season begins. Dino submitted this quote for discussion at the April Board meeting, which he attended to discuss the status of ARC efforts. At the April Board meeting, it was noted that poolhouse repairs should fall to the Board. ARC’s main purpose is to investigate possible enhancements to the common areas. Following receipt of Bob Irons’ quote, the Pool & Tennis Committee created a detailed scope document outlining exactly what items the Committee felt needed to be addressed before the 2006 swim season begins. That document is attached to these minutes.

• Quotes were obtained – for apples-to-apples comparison - based on this document from: o Bob Irons (upon Committee’s request, expanded his original quote to fit the scope

document). WHOA wishes to thank Bob for his time in submitting both quotes. o Ideal Contracting Group o Pioneer Construction o Wynfield homeowner Gary Morin was also approached for a quote, but was unable to

submit in time required. Gary understood and offered further professional assistance if needed. In the process, he offered a great deal of professional advice. WHOA wishes to thank Gary for his valuable time.

o These quotes are also attached to this document.

• Lisa noted that she had only $650 available to put toward these repairs & suggested the Board discuss possibility of pulling the money from other budget sources.

o PROPOSAL: Increase pool repair and maintenance budget items from $650 to $12,950 (amount of lowest vendor quote) by adjusting other flexible budget line items near the end of the year.

o ACTION: Motion to accept by Lisa Cleland, seconded by Mac Aylin o VOTE: A roll call vote was taken. This motion passed unanimously by those present.

CLOSURE

• PROPOSAL: Adjourn the meeting. • ACTION: Motion to accept by Lisa Cleland, seconded by Mac Aylin • VOTE: This vote was unanimous. The meeting was adjourned at 9:00 p.m.

Respectfully submitted to the Board, Julia Murray, WHOA Secretary

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Wynfield Homeowners Assoc., Inc. April 2006 Minutes of Monthly Board of Directors Meeting


The monthly meeting of the Wynfield Board of Directors was held April 10, 2006 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Drive.

The following Directors were present: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Michele Downton, Keith Lawman, Bill Raasch, Norb Schmidt (via conference call).

The following Directors were not present: Damon Stauffer Mac Aylin, Vice President of the Corporation, acted as Chairman of the meeting. Julia Murray acted as Secretary of the meeting. At 7:35 pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business.

Chair of the Amenity Renovation Committee (ARC), Dino Ragagli, was present to discuss the status of the ARC’s efforts, so this item was moved to the beginning of the agenda. AMENITY RENOVATION

• 97 (of 238) homeowner surveys returned as of today. • Surveys have been placed on home page of website. Tubes have been placed at both entrances with blank

surveys, for ease of accessibility. • Volunteers are desperately needed to call homeowners who have not yet returned theirs, since the

committee’s goal is to obtain them from the vast majority before proceeding with any plan. Several Board members volunteered and several homeowners were suggested, as well. Dino will divide the remaining homes and contact phone volunteers quickly, in order to proceed as quickly and efficiently as possible.

• Discussion was held on a quote solicited by Bill Raasch and submitted by Wynfield resident Bob Irons for immediate repairs to the poolhouse. It was noted that the committee is charged with focusing on long-term solutions for enhancing/maintaining amenity area, based on results of the homeowner survey. Dino to contact Bob again and ask his professional opinion on renovations that might be longer-lasting, to avoid major expenditures in the near future. Dino will also contact a second contractor for a similar quote. Lisa will contact a third contractor for same.

• Keith Lawman to contact Criterion-Caruso Engineers ASAP to investigate a Reserve Study being conducted. Dino left the meeting at 8:25.

o PROPOSAL: Approve February Board meeting minutes and accept into corporate record. o ACTION: Motion to accept by Mac Aylin, seconded by Lisa Cleland o VOTE: This motion passed unanimously (Damon Stauffer proxy given to Bill Raasch).

o PROPOSAL: Approve 2005 Annual Meeting minutes and accept into corporate record (this item

was inadvertently overlooked in the agenda for 2006 Annual Meeting). o ACTION: Motion to accept by Mac Aylin, seconded by Lisa Cleland o VOTE: This motion passed unanimously (Damon Stauffer proxy given to Bill Raasch).


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April 10, 2006

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The Chairman then led the discussion of the following committees: PRESIDENT/VICE PRESIDENT: No report submitted TREASURER: No official report submitted. Lisa Cleland has been filling the role of treasurer until new officers are

elected. All bills have been paid and dues checks deposited several times a week. Sean Doyle has been maintaining financial records on Quickbooks. A new version of Quickbooks has been purchased & will be installed by new treasurer elected at tonight’s meeting.

COMMUNICATIONS/SOCIAL: Easter Egg Hunt will be held this Saturday, April 15 at 2 p.m. Neighborhood garage

sale will be held next Saturday, April 22 from 9 -1. WHOA to advertise and place signs inside & outside of neighborhood. A calendar of nine social events has been proposed for 2006, but Julia cannot plan & implement all of these, so an e-mail was sent to her Social Committee requesting others to volunteer in taking ownership of some or all of these events. Jennifer Tate and Niki Farbotko to coordinate Easter Egg Hunt.

POOL/TENNIS:

• New liner is begun being installed and pool is currently being filled - taking longer than expected due to low water pressure in the poolhouse. Vendor (All Clear Pool & Spa Service) installed new foam backing, will fill pool completely and balance chemicals, change sand in filter and observe pump to determine if working sufficiently.

• Lisa Cleland has chosen, with the support of the Board, to secure All Clear to also provide pool maintenance for 2006.

• This vendor does not clean bathrooms, however, so Lisa will secure a separate vendor to do so. • Pool still on track to be ready in plenty of time for opening in mid-May.

GROUNDS: No report submitted.

ARCHITECTURAL

• Committee Chair Dennis Hancock expressed the need to set up electronic submission of architectural requests through the website, to further encourage homeowners to follow the request protocol. Dennis will discuss this idea with webmaster Sean Doyle.

• Mac Aylin noted WHOA attorney Cathleen Smith suggested WHOA might have the ability to “set rules” and establish a fee schedule for fining violators of architectural control bylaws (having the attorney’s office send a letter informing homeowner of major/continued violation. Mac to follow up with Cathleen.

NOMINATING

• No report submitted.

OLD BUSINESS:

• Board reviewed status of situation with Glenn Asbell. No further contact has been made by Mr. Asbell as of

this date. Association attorney advised no further contact to be made by WHOA directly to the homeowner. • Discussion was held on status of collection of past dues owed by Shellon Blanchard. Ms. Blanchard was sent

courtesy “last warning” letter by WHOA on March 13, sent via Certified Mail. After no response (unclaimed Certified Receipt was returned to WHOA on 4/14), attorney was advised by Board on March 30 to send the “warning of suit” letter from their office. Copies of this correspondence have been filed in corporate record.

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April 10, 2006

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NEW BUSINESS:

• Board needs to solicit quotes for insurance for 2007. • Discussion was held on issue of proposed stop signs to deter speeding vehicles. Majority of respondents have

indicated they are in favor of the county installing stop signs at five proposed places throughout the neighborhood. Julia Murray will contact the county and request that the plan proceed as the county suggested. Directors concurred that they wish to proceed quickly in an effort to make streets as safe as possible, given summer’s arrival soon, when more residents will be on the street (no sidewalks!) and drivers will be coming and going at extended hours.

• New officers and committee chairs were chosen at this meeting:

o President – Mac Aylin o Vice President – Lisa Cleland o Secretary – Keith Lawman o Treasurer – Dennis Hancock o Pool/Tennis Committee – Lisa Cleland (day-to-day oversight), with support by Norb

Schmidt and Bill Raasch o Amenity Renovation Committee – Damon Stauffer, with support by Keith Lawman o Grounds – Bill Raasch o Architectural – Dennis Hancock o Communications – Michele Downton o Social/Welcome – Julia Murray o Covenants & Bylaws – Norb Schmidt, Mac Aylin (co-chairs) o Nominating – Julia Murray

• Mac Aylin proposed brainstorming on projects each Board member would like to see accomplished this year

and sending to all as soon as possible. Norb Schmidt suggested funneling these through the Committee Chairs, for continuity’s sake. All were in agreement.

CLOSURE

o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Mac Aylin, seconded by Lisa Cleland o VOTE: Unanimous approval. Meeting was adjourned at 10:05 p.m

Next meeting will be held on May 1, 2006 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Dr.

Respectfully submitted to the Board,

Julia Murray, Secretary

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Wynfield Homeowners Assoc., Inc. May 2006 Minutes of Monthly Board of Directors Meeting


The monthly meeting of the Wynfield Board of Directors was held on May 1, 2006 at 7:30pm at Lisa Cleland’s residence, 7530 Wynfield Drive, Cumming, GA.

The following Directors were present: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Norb Schmidt, Damon Stauffer, Michele Downton and Keith Lawman

The following Directors were not present: Mac Aylin (proxy given to Lisa Cleland) Bill Raasch (no proxy given) Mac Aylin, President of the Corporation, acted as Chairman of the meeting, Keith Lawman acted as Secretary of the meeting. At 7:45 pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business.

Motion was made by Julia Murray to accept April Board meeting minutes into corporate record and seconded

by Norb Schmidt. All members present voted YEA with Bill, in his absence ABSTAINING

Motion was made by Julia Murray to accept the Annual Meeting Minutes into corporate record and seconded by Lisa Cleland.

o Voting YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Norb Schmidt, Michele Downton and Keith Lawman

o Voting NAY: Damon Stauffer o ABSTAINING: Bill Raasch

Old Business: The Chairman led the discussion of the following committees, reviewing concerns and status of activities since the last monthly board meeting

POOL/TENNIS

• Termite damage was discussed and it was requested that research be performed to determine the timeframe and results of the last termite treatment/inspection

• White exterior and interior paint with light yellow trim has been chosen for the renovated pool house • Discussion was made regarding status of security system and associated warning chimes heard while

renovating • Discussion was made regarding desire for phone and “911” service at pool house and potential availability of

broadband Internet access • Request was made to locate or replace key to bulletin board

GROUNDS

• Bids for fencing repair have been solicited

ARCHITECTURAL • The committee reported their receipt of one official request and two e-mail requests for changes to exterior

areas/yards

Keith M. Lawman Wynfield Homeowners Assoc., Inc. Cumming, GA

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3/4/2007

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• It was mentioned that Lot #91 had a potential issue with tires being used as retaining wall material. No official action was taken.

TREASURER

• No Report Given AMENITY RENOVATION

• Mention was made that the website no long had a link to the survey form • At meeting time, still less than 50% of homeowners have responded to the ARC survey.

SOCIAL • Report of the successful Easter Egg hunt and visit by the Easter Bunny was made • Next social event will be the Clean Up Dickerson campaign • Damon Stauffer mentioned that a group had recently “Adopted” Dickerson Road for litter clean up and

suggested a potential coalition to keep the road clean. • A Grand Opening Pool Party was suggested with a possible May 20, 2006 date discussed

NEW BUSINESS:

• Discussion was made regarding attorney Cathleen Smith’s recommendation that the WHOA discontinue

postings to discussion threads hosted on the WHOA website. o PROPOSAL: Post notice and make necessary changes to make the WHOA discussion

boards READ ONLY o ACTION: Motion to accept by Julia Murray, seconded by Lisa Cleland o VOTE: This motion passed

VOTING YEA: Dennis Hancock, Julia Murray, Lisa Cleland, Norb Schmidt, Damon Stauffer, Michele Downton and Keith Lawman

VOTING NAY: Mac Aylin ABSTANING: Bill Raasch

• Announcement was made that the first recipient of “Warning of Suit” letter is now working on a payment

plan with the attorney’s office • After successfully working with the county to install stop signs at a number of intersections, the board

discussed the possibility of budgeting additional funds in future years’ budgets to upgrade from the county provided signposts to the WHOA standard. It was further suggested that the Architectural committee work on this issue.

• A proposal for a reserve study was received from Criterium Caruso Engineers with a price of $2,050. The 2006 budget had allocated only $1500 for this. Suggestion was made to allocate funds from savings into the Reserve Study budget and move forward with the survey.

o PROPOSAL: Allocate $550 from savings to Reserve Study in the WHOA Budget and engage Criterium Caruso Engineering to perform survey as proposed

o ACTION: Motion to accept by Norb Schmidt and seconded by Lisa Cleland o VOTE: This motion passed

VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Norb Schmidt, Damon Stauffer, Michele Downton and Keith Lawman

ABSTAINING: Bill Raasch • Discussion was held regarding new information received on Vickery Subdivision’s additional development of

adjoining lands. Report of homeowners receiving invitation to preliminary discussion meetings with Vickery was made and it was suggested that Mac Aylin attend said meetings. Mac Aylin proposes to contact Commissioner Jeff Chance regarding this issue.

• A proposal to draft official language regarding WHOA stance on outside solicitation was presented.

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3/4/2007

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o PROPOSAL: Adopt the following stance on solicitation: “The Wynfield Homeowners Association expressly prohibits outside solicitation. However, we encourage the non-profit activities of residents within the development.”

o ACTION: Motion to accept by Julia Murray, seconded by Lisa Cleland o VOTE: This motion passed


ABSTAINING: Mac Aylin, Bill Raasch • Julia Murray regretfully offered her resignation from the WHOA board due to time constraints and family

commitments but offered to stay on as Social and Welcome Chair. Her resignation was reluctantly accepted by the Vice President and the Board in total thanked her for her tireless efforts.

• Members of the Pool Committee suggested a change to the rules regarding alcohol and smoking restrictions

for the newly renovated pool area o PROPOSAL: Adopt a “No Alcohol until after 7:30pm, 7 days a week” and “No smoking

in the pool area” policy o ACTION: Motion to accept by Norb Schmidt, seconded by Lisa Cleland o VOTE: This motion passed


ABSTAINING: Mac Aylin, Bill Raasch

CLOSURE o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Norb Schmidt, Seconded by Lisa Cleland o VOTE: This motion passed and the meeting was adjourned at 10pm

VOTING YEA: Mac Aylin, Julia Murray, Lisa Cleland, Norb Schmidt, Damon Stauffer, Michele Downton and Keith Lawman

VOTING NAY: Dennis Hancock ABSTAINING: Bill Raasch

Next meeting will be held on June 5 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Dr. Respectfully submitted to the Board, Keith Lawman, Secretary

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June 2006 Minutes of Monthly Board of Directors Meeting

The monthly meeting of the Wynfield Board of Directors was held on June 5, 2006 at 7:30 pm at the residence of

Lisa Cleland, 7530 Wynfield Drive.

The following Directors were present:

Mac Aylin, Lisa Cleland, Dennis Hancock, Bill Raasch, Norb Schmidt


Damon Stauffer, Keith Lawman

Mac Aylin, President of the Corporation, acted as Chairman of the meeting. Norb Schmidt acted as Secretary of the

meeting. At 7:40 pm the Chairman announced a quorum, in that sufficient directors were present and that the

meeting, having duly convened, was ready to proceed with its business.

Old Business: The Chairman led the discussion of the following committees, reviewing concerns and the status of

activities since the last monthly board meeting:

Treasurer

The financial books and records are approximately 90% caught up from the transition. The treasurer

anticipates them to be complete by the end of June.

Upon reviewing the lighting/electricity bill, the treasurer will review options with the power provider to

potentially reduce the operating costs of the neighborhood lighting.

Grounds

Plantings are now complete at both entrances and the pool area

The committee has obtained the following estimates for fence maintenance & painting. It should be noted

that these estimates require access to water from the homeowner’s lots adjacent to the fence line.

o All - $8,480

o Superior - $5,400

o A-1 - $2,350

o An estimate for plastic/vinyl fencing replacement is approximately $9,300

Architectural

3 requests were submitted and approved.

No violations to report

The committee is looking into providing homeowners an online option to submit requests.

Communication/Social

Committee report included as Exhibit A

Pool / Tennis

New committee member – Dave Rubel, has joined.

A computer currently provided by Bobby Reiber, who will be moving in September, controls the poolhouse

entrance hardware/software. As such, a new computer will need to be sourced to administrate the key

cards. Lisa Cleland has offered to donate a desktop computer as a potential solution.

Amenity Renovation

Surveys will be accepted until June 15th

. The committee will then analyze the information and issue a

report.

Page 2 of 3

Other

The pool house renovation costs were $13,195 versus a budget of $12,950. The additional costs were due

to unforeseen termite damage and additional concrete repair.

All of the stop signs have been installed as recommended by Forsyth County.

A motion to file an “Intent to File Suit” letter against Joy Saye was made by Mac Aylin, seconded by Lisa

Cleland. All members present voted YEA. The motion was carried.

As part of the Amenity Renovation Committee needs, an Engineering Study will begin in June, needed to

assess the economic impact of maintaining the common areas.

There has been no interaction between the Board and the homeowner Glen Asbell regarding his potential

litigation against the WHOA and his records request.

New Business

Mr. Aylin requested the Treasurer provide Directors with a mid-year financial analysis to be distributed by the

July meeting. The analysis should provide a year-to-date expense versus budgeted figures, by department.

Due to recent break-ins and vandalism at the pool house, the swim and tennis committee would like to obtain a

quote on an upgraded security system for the common areas. In addition, the Sheriff’s Office will no regularly

patrol the Wynfield common areas and volunteers will be engaged to check on the pool after hours and phone

the police, if necessary.

o A motion to form a Security Sub-Committee to be co-chaired by Keith Lawman and Dennis Hancock

was made by Dennis Hancock, seconded by Mac Aylin. All members present voted YEA. The

motion was carried.

No Trespassing signage will be installed at the common areas

A discussion was had regarding a need for a neighborhood poll regarding the newly enacted pool rules for 2006.

Specific discussion included the significant number of positive comments received by the President and the

Pool Committee Chair, versus the minimal complaints presented. The majority determined that a poll was not

needed at this time.

A discussion of traffic “line of site” issues at Wynfield Drive and Wyngate Drive, and Wynfield Drive and

Stonebrook Drive was had. Specifically whether the large plantings on these corners constituted a danger to

vehicle traffic. As new stop signs were recently installed at these intersections, the line of site issue was tabled,

awaiting the impact of the new signage.

Late Paying Homeowners Dues: Late charges, as per the Covenants and Bylaws, will be charged going

forward.

A discussion regarding anonymous comments posted to the web site was had. Specifically the issue is that due

to the nature of the system, these comments cannot be redirected to the community member that raised them. In

addition, the only communication back to homeowners is through the quarterly newsletter. This issue was

tabled and members were asked to think of potential solutions to this problem.

Next Meeting

A motion to move the next Board meeting to July 10, 2006 was made by Mac Aylin, seconded by Norb

Schmidt. All members present voted YEA. The motion was carried.

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Closure

A motion to adjourn was made by Bill Raasch, seconded by Mac Aylin. All members present voted YEA. The

motion was carried.

The next meeting will by held on July 10, 2006 at 7:30 pm at the residence of Lisa Cleland, 7530 Wynfield Drive.

Respectfully Submitted to the Board,

Norbert Schmidt

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Wynfield Homeowners Assoc., Inc. July 2006 Minutes of Monthly Board of Directors Meeting


The special meeting of the Wynfield Board of Directors was held on July 10, 2006 at 7:30pm at Lisa Cleland’s residence, 7530 Wynfield Drive, Cumming, GA.

The following Directors were present: Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Damon Stauffer (7:45pm), Bill Raasch and Keith Lawman

The following Directors were not present: Mac Aylin, President of the Corporation, acted as Chairman of the meeting, Keith Lawman acted as Secretary of the meeting. At 7:30 pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business.

Motion was made by Mac Aylin to accept May Board meeting minutes into corporate record with a revision

to remove erroneous statement of Mac Aylin’s presence at May meeting. Motion was seconded by Lisa Cleland.

o Voting YEA: Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Bill Raasch and Keith Lawman

Damon Stauffer arrived at 7:45

COMMITTEE REPORTS: The Chairman led the discussion of the following committees, reviewing concerns and status of activities since the last monthly board meeting

President/VP

• Mac Aylin reported on Comment received from Shannon Delaney on the WHOA website regarding neighborhood use of fireworks. Mr. Aylin responded via e-mail to Ms. Delaney’s comment and informed her she had properly contacted the authorities regarding the illegal act.

TREASURER

• Dennis Hancock reported the assets and dues collections via Treasurer’s Report. • Additional revenue generated via donations, card key revenue, Shellon Blanchard’s payments on outstanding

dues, income recovered during a closing and a partial payment (1/2) from Trina Pound. • The Treasurer is researching two (2) deposits to determine origins before reporting cash position (budget vs.

actual) and will present by August meeting.

GROUNDS • The Grounds committee is holding off on re-certifying backflow valves and incurring related costs as the

Association has a valid certification through April 2007. • Received estimate of $4,500 for cleaning, priming and repainting fence from Bob Irons. Included in this

estimate is the assumption that he will be able to access homeowners’ water for pressure-washing.


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• Researched cost effectiveness of replacing existing 150W streetlights with 100W units. Found that Association could reduce monthly costs, currently $11/light, but would have to replace every light pole. Subject was dismissed.

ARCHITECTURAL • The committee reported their receipt of several requests for changes to exterior areas/yards • The committee is working on requirements for a change to the website as a result of the Association

attorney’s response regarding imposition and collection of fines for violations, or simply reporting violations. • Alternative suggested to simply record violations/violators on web site for board member review. • Requested to address a comment received regarding property #108 as part of New Business

SOCIAL • Report submitted via e-mailed document from Committee chair Julia Murray.

POOL/TENNIS

• The pool was closed on July 10, 2006 for vacuuming • Season, to date, is going exceedingly well with only interruption affecting a single day of swim lessons • Pool maintenance group doing well • Committee planning to install smaller trashcans with plastic liners to address smell being generated by current

use of curb-side, non-lined receptacles.

AMENITY RENOVATION • The ARC is planning to hold a meeting tomorrow night, July 11, 2006 • ARC will be presenting results of survey and attempting to determine next steps and expenditures expected

for any renovation

OLD BUSINESS: The Chairman led the discussion of the following outstanding issues, reviewing concerns and status of activities since the last monthly board meeting ENGINEERING STUDY - Criterium Caruso engineering has requested a meeting on 7/25 to perform site survey. An alternate day and time of 7/24 at 10am was suggested and will be forwarded to all concerned parties

COLLECTION OF PAST DUES - Received reporting of payment for Treasurer. Julia Murray reported on status of “Warning of suit” letter delivered to Joyce Saye (no response)

o PROPOSAL: Have Julia Murray contact WHOA attorney to proceed with official Intent to Sue letter

o ACTION: Motion to accept by Mac Aylin, seconded by Lisa Cleland o VOTE: This motion passed

VOTING YEA: Mac Aylin, Lisa Cleland, Dennis Hancock, Norb Schmidt, Bill Raasch and Keith Lawman

ABSTANING: Damon Stauffer

MID YEAR FINALCIAL REVIEW – Being moved to August meeting to accommodate updates to Treasurer’s report NEW BUSINESS: Amenity Project Status – Discussed in Committee reports Nomination of new board members -

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• Motion was made by Lisa Cleland to nominated Joan Harbin and Todd Garmon to fill open positions and then approach with the offer.

o PROPOSAL: Nominate Joan Harbin and Todd Garmon to fill open board positions. (Joan Harbin to be offered position coming due in 2007, Todd Garmon for position coming due in 2008)

o ACTION: Motion to accept by Lisa Cleland, seconded by Mac Aylin o VOTE: This motion passed unanimously

VOTING YEA: Dennis Hancock, Lisa Cleland, Norb Schmidt, Damon Stauffer, Mac Aylin, Bill Raasch and Keith Lawman

• Mac Aylin made a motion to close and Norb Schmidt seconded. Before a vote could be held, Damon Stauffer brought up a discussion regarding comments

• Damon Stauffer presented a motion to have all comments submitted to WHOA website brought up for review and added to the meeting minutes during New Business in each months’ WHOA meeting

o PROPOSAL: Review all comments submitted to WHOA website in previous month as

part of New Business activities in future monthly board meetings o ACTION: Motion to accept by Damon Stauffer and seconded by Mac Aylin o VOTE: This motion passed unanimously


• Keith Lawman suggested adding language to the WHOA website to indicate for those posting comments that

they would be reviewed at the next board meeting o PROPOSAL: Add the following language to the Comments page of the WHOA website:

“All comments will be reviewed as part of New Business and will be added to the Winfield Homeowners Association Board Meeting Minutes. Anonymous comments can not receive any other response.”

o ACTION: Motion to accept by Keith Lawman and seconded by Norb Schmidt. o VOTE: This motion passed unanimously


CLOSURE o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Mac Aylin and seconded by Norb Schmidt o VOTE: This motion passed and the meeting was adjourned at 9pm


Next meeting will be held on August 7 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Dr. Respectfully submitted to the Board, Keith Lawman, Secretary

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Wynfield Homeowners Assoc., Inc. August 2006 Minutes of Monthly Board of Directors Meeting


The montly meeting of the Wynfield Board of Directors was held on August, 2006 at 7:30 pm at Lisa Cleland’s residence, 7530 Wynfield Drive, Cumming, GA.

The following Directors were present: Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Damon Stauffer, Bill Raasch, Todd Garmon and Keith Lawman

The following Directors were not present: Mac Aylin, President of the Corporation, acted as Chairman of the meeting, Keith Lawman acted as Secretary of the meeting. At 7:35 pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business. The first order of business was to welcome new appointed board member Todd Garmon to the group. An initial review of the June Minutes (completed by Lisa Cleland in the absence of the Secretary) was made by all members present. Bill Raasch wanted to clarify that the quote for vinyl fencing, of $9,300, covered parts only and did not include installation.

Motion was made by Dennis Hancock to accept June Board meeting minutes into corporate record. Motion

was seconded by Lisa Cleland.

o Voting YEA: Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Bill Raasch and Damon Stauffer

o Abstaining: Todd Garmon and Keith Lawman

Motion was made by Lisa Cleland to accept July Board meeting minutes into corporate record. Motion was

seconded by Norb Scmidt.

o Voting YEA: (Unanimous) Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Damon Stauffer, Bill Raasch, Todd Garmon and Keith Lawman


President/VP

• Mac Aylin reported on the Open Records request made by Glenn Asbell and indicated that all records had been delivered, as requested, to the WHOA attorney’s office on the 28th of July. Mac Aylin reported that, as requested, all documentation regarding the Stop sign survey had been forwarded to Greg Fowler

o Damon Stauffer indicated that Greg Fowler was preparing a response


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TREASURER • Dennis Hancock reported that in 2007 the WHOA would need to budget for increased pool expenses and

requested that other, funded, committee chairs submit their anticipated expenses through End of Year.

ARCHITECTURAL • The committee reported their approval of one homeowner request in the last month. • The committee reported that Allsouth Outdoor has made an offer to do curbing at the tennis court and pool

area without cost and recommended that due to the tremendous value to the WHOA, the board accept the offer.

GROUNDS • The Grounds committee has been given a best estimate of $4,500 to clean, prime and paint the fence along

the front of the subdivision. Notice was made that the decision would be based on the outcome of the projections received by the Treasurer from other committees.


POOL/TENNIS

• The pool was closed at the time of the meeting due to algae bloom. • The committee was looking to install a spigot ahead of the water supply pressure valve to speed refill time

and was hoping to reopen the pool on Wed-Thur (Aug 4-5). • Details of the pool issues were documented in e-mail to the board.

AMENITY RENOVATION

• Additional surveys have been received bringing the total response level up to approx 60%. Dino Ragagli is indicating that this is as much response as is reasonable to expect.

• Conclusions and a framework for future discussions and decisions will be added to the next newsletter. The next steps being a timeline on generating funding and groundbreaking on any renovations.

OLD BUSINESS: The Chairman led the discussion of the following outstanding issues, reviewing concerns and status of activities since the last monthly board meeting

COLLECTION OF PAST DUES – The Treasurer reported that Joy Saye currently owes $1,400. Mac Aylin indicated he would make a personal visit. Question was raised concerning Julia Murray, a non board member, acting as primary liaison between the Homeowners association and its attorney on this matter.

o PROPOSAL: Create a Legal Liaison committee, with Norb Schmidt as Chair to handle communications with Association Attorney.

o ACTION: Motion to accept by Lisa Cleland, seconded by Keith Lawman o VOTE: This motion passed

VOTING YEA: (Unanimous) Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Damon Stauffer, Bill Raasch, Todd Garmon and Keith Lawman

MID YEAR FINANCIAL REVIEW – The treasurer has indicated he will have updated records after August 15th, when committees are due to restate their remaining 2007 expectations.

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NEW BUSINESS: NOMINATION OF NEW BOARD MEMBERS -

• Motion was made by Lisa Cleland to nominate Tina Nagaitis to fill open position and then approach her with the offer.

o PROPOSAL: Nominate Tina Nagaitis to fill open board position coming due in 2007 o ACTION: Motion to accept by Lisa Cleland, seconded by Mac Aylin o VOTE: This motion passed unanimously

VOTING YEA: Mac Aylin, Dennis Hancock, Lisa Cleland, Norb Schmidt, Damon Stauffer, Bill Raasch, Todd Garmon and Keith Lawman

• Discussion was made regarding the splash page content of the WHOA web site. The suggestion was made to

remove any reference to the price of houses within the neighborhood and remove the phrase “architecturally controlled” from the description of the development. This was not voted on.

Norb Schmidt made a request to restrict the amount of board communication being

conducted via e-mail and to use that format as a professional forum only.

• A proposal to move the September board meeting to September 11th, to avoid the labor day holiday was made by Lisa Cleland

o PROPOSAL: Schedule September meeting to occur on special date of September 11th, 2006 to

avoid conflict with Labor Day holiday o ACTION: Motion to accept by Lisa Cleland and seconded by Mac Aylin o VOTE: This motion passed unanimously


CLOSURE

o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Keith Lawman and seconded by Todd Garmon o VOTE: This motion passed and the meeting was adjourned at 9:30pm


Next meeting will be held on September 11 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Dr. Respectfully submitted to the Board, Keith Lawman, Secretary

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October 2006 Minutes of Monthly Board of Directors Meeting


The monthly meeting of the Wynfield Board of Directors was held on October 2, 2006 at 7:30pm at Lisa Cleland’s residence,

7530 Wynfield Drive, Cumming, GA.

The following Directors were present:

Lisa Cleland (with Proxy for Mac Aylin), Damon Stauffer, Bill Raasch, Keith Lawman and Todd Garmon


Dennis Hancock, Norb Schmidt and Tina Nagaitis

Lisa Cleland, Vice-president of the Corporation, acted as Chairman of the meeting, Keith Lawman acted as Secretary of the

meeting. At 7:45pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having

duly convened, was ready to proceed with its business.

COMMITTEE REPORTS: The Chairman led the discussion of the following committees, reviewing concerns and status of

activities since the last monthly board meeting

SOCIAL

Report submitted via e-mailed document from Committee chair Julia Murray.

POOL/TENNIS

As of October 2, 2006 the pool has been closed for the season. Use of nitrate neutralizer worked up to the end of

the season.

AMENITY RENOVATION (Phase II)

Bill Raasch suggest the ARC put forth another survey with a list of options to choose from including adding to the

pool deck (area between pool and tennis courts) or expanding the pool using “good” liner instead of gunnite.

OLD BUSINESS: The Chairman led the discussion of the following outstanding issues, reviewing concerns and status of

activities since the last monthly board meeting

ENGINEERING STUDY - Criterium Caruso has submitted a draft copy of their Reserve study and requests any changes or

payment of the final $1,400 invoice. Keith Lawman agreed to resend the electronic copy he has for review by October 13,

2006.

COLLECTION OF PAST DUES - Tabled until next month.

Keith M. Lawman


Cumming, GA

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NEW BUSINESS: Pavers at Pool house: Notice was made that Allsouth Outdoor has proposed to install decorative curbing at the pool house,

free of charge, to advertise their business. No vote was taken but the idea was received favorably. Further discussion or

decision was tabled until future meetings.

Damon Stauffer made a suggestion to remove the pricing information and the phrase “Architecturally Controlled” from the

Wynfield Subdivision website main page.

PROPOSAL: Remove reference to prices of houses in the Wynfield Subdivision and the phrase

“Architecturally Controlled Neighborhood” from the main page of the Wynfield Subdivision web page.

ACTION: Motion to accept by Damon Stauffer, seconded by Keith Lawman

VOTE: This motion passed unanimously

VOTING YEA: Damon Stauffer, Keith Lawman, Bill Raasch, Todd Garmon, Lisa Cleland and Mac

Aylin (by Proxy)

Bill Raash proposed to form a committee to address issues with residents’ lawn and gardens and to monitor landscape

conditions in the neighborhood

PROPOSAL: Create a committee chaired by Bill Raasch and charged with monitoring the condition of

residents lawns and landscapes.

ACTION: Motion to accept by Bill Raasch and seconded by Damon Stauffer

VOTE: This motion passed

VOTING YEA: Damon Stauffer, Keith Lawman, Bill Raasch, Todd Garmon, Lisa Cleland

ABSTAINING: Mac Aylin

Damon Stauffer made reference to the sound levels experienced recently when the neighboring Vickery Creek subdivision

hosted a concert. He speculated as to their filing for a permit (likely) and suggested that the WHOA possibly submit a letter

requesting they redirect their stage away from the Wynfield Subdivision.

No formal decision was reached at this time. Bill Raasch forwarded a suggestion that Mac Aylin, acting as Board President,

interface with the leaders of nearby Homeowners Associations board members in an effort to share information on efforts such

as the one suggested above.

CLOSURE o PROPOSAL: Adjourn the meeting.

o ACTION: Motion to accept by Keith Lawman and seconded by Lisa Cleland

o VOTE: This motion passed and the meeting was adjourned at 9pm

VOTING YEA: Damon Stauffer, Keith Lawman, Bill Raasch, Todd Garmon, Lisa Cleland and Mac

Aylin (by Proxy)

Next meeting will be held on November 6 at 7:30pm at the residence of Lisa Cleland, 7530 Wynfield Dr.

Respectfully submitted to the Board,

Keith Lawman, Secretary

WHOA November 6, 2006 Board Meeting Minutes Board Members Present: Norb Schmidt, Dennis Hancock, Mac Aylin, Lisa Cleland, Proxies: Keith Lawman and Todd Garmon given to Lisa Cleland Board Members Absent: Todd Garmon, Keith Lawman, Damon Stauffer, Tina Nagaitis, Bill Raasch Old Business: President: No report submitted. President apologized profusely. Vice President : No report submitted. Secretary: No previous months minutes submitted for approval. Treasurer: The following reports were submitted: Late Dues Summary Profit and Loss Summary Late notices sent out mid-October and some money collected. Legal Liason Committee : Report submitted. Committee will move forward with process to collect from next 2 late dues homeowners. Committee will move forward with lawyer’s recommendation concerning letter from Vickery community. Social/Communications Committee: Report Submitted by Chair- Julia Murray. “No soliciting” signs ordered. Amenity Renovation Committee : Report Submitted by Dino Ragagli

Motion: Have ARC submit final findings in open letter to homeowners for next newsletter and tie in an unofficial ballot on the website to gauge if community wishes Board to move further.

All in Favor: Unanimous. New Business: President will provide Budgets Template Mid-Month to Board Members to discuss at December Meeting. Budget will include $400-$500 for lights at poolhouse and railing repair. Treasurer will provide proposal for auto payments for utilities to Board to discuss at next meeting. Next Meeting December 4, 2006 at Lisa Cleland’s residence 7530 Wynfield Drive Meeting Adjourned. Respectfully Submitted, Lisa Cleland WHOA Vice President

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Wynfield Homeowners Assoc., Inc. December 2006 Minutes of Monthly Board of Directors Meeting


The monthly meeting of the Wynfield Board of Directors was held on December 6, 2006 at 7:30pm at Lisa Cleland’s residence, 7530 Wynfield Drive, Cumming, GA.

The following Directors were present: Lisa Cleland, Keith Lawman, Norb Schmidt, Mac Aylin, Dennis Hancock and Todd Garmon. Damon Stauffer arrived at 8:05 and took part in the New Business section of the meeting.

The following Directors were not present: Bill Raasch, and Tina Nagaitis Mac Aylin, President of the Corporation, acted as Chairman of the meeting, Keith Lawman acted as Secretary of the meeting. At 7:40pm the Chairman announced a quorum, in that sufficient directors were present and that the meeting, having duly convened, was ready to proceed with its business.



PRESIDENT’S • Mac Aylin reported that the recent Vickery subdivision zoning request had been approved.

LEGAL • No new information to report

GROUNDS • Forsyth County has issued a request for a certified letter confirming an inspection of the backflow valve at the

Wynfield subdivision pool. The WHOA has 30 days from the date of said letter (December 4, 2006) to provide. • Mac Aylin was questioned regarding recent homeowners’ leaf burning activities and recognized that there are no

covenants against such actions. This activity is regulated by county and other ordinances.

TREASURER’S • A new Actual Costs vs. Budget report is soon to come. • The association has received one or, possibly, two additional payments since the November monthly meeting. The

notification letters on late dues have had 4 to 5 responses in total.

ARCHITECTURE • A number of requests have been reviewed and approved • Complaints of an automobile parked in a visible back yard have been received.


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OLD BUSINESS: No old business was discussed at this meeting.

• PROPOSAL: Move to accept October 2006 Meeting Minutes. • ACTION: Motion to accept by Mac Aylin, seconded by Keith Lawman • VOTE: This motion passed • VOTING YEA: Damon Stauffer, Keith Lawman, Todd Garmon, Lisa Cleland and Mac Aylin • VOTING NEA: None • ABSTAINING: Dennis Hancock and Norb Schmidt

• PROPOSAL: Move to accept November 2006 Meeting Minutes. • ACTION: Motion to accept by Lisa Cleland and seconded by Damon Stauffer • VOTE: This motion passed • VOTING YEA: Damon Stauffer, Dennis Hancock, Norb Schmidt, Lisa Cleland and Mac Aylin • VOTING NEA: None • ABSTAINING: Keith Lawman and Todd Garmon

NEW BUSINESS: Mac Aylin made a motion to return the Board Position offered to Tina Nagitis back to an “Open” position as she has failed to attend any meetings since her appointment to the Board.

• PROPOSAL: Per covenants, return the Board position offered to Tina Nagitis back to an open position due to her failure to attend consecutive scheduled monthly meetings.

• ACTION: Motion to accept by Mac Ayliin, seconded by Keith Lawman • VOTE: This motion passed unanimously • VOTING YEA: Damon Stauffer, Keith Lawman, Todd Garmon, Lisa Cleland, Dennis Hancock, Norb

Schmidt and Mac Aylin

Norb Schmidt made a motion to notify all homeowners that he WHOA would enforce the WHOA covenants and enforce a late fee for any and all 2007 annual dues not received by January 31, 2007.

• PROPOSAL: Enforce late fees for 2007 unpaid as of January 31, 2007. Proceed with filing of lien for dues over 60 days late.

• ACTION: Motion to accept by Norb Schmidt and seconded by Keith Lawman • VOTE: This motion passed unanimously. • VOTING YEA: Damon Stauffer, Keith Lawman, Todd Garmon, Lisa Cleland, Dennis Hancock, Norb


Mac Aylin submitted a motion to increase 2007 dues by the maximum allowed 5%, bringing dues totals to $262.50 per lot for the year.

• PROPOSAL: Increase 2007 annual dues by 5% to $262.50 per lot. • ACTION: Motion to accept Mac Aylin and seconded by Dennis Hancock • VOTE: This motion passed unanimously. • VOTING YEA: Damon Stauffer, Keith Lawman, Todd Garmon, Lisa Cleland, Dennis Hancock, Norb


An action item was given to the Legal Committee to research the need for legal representation at the 2007 Annual Meeting.

CLOSURE o PROPOSAL: Adjourn the meeting. o ACTION: Motion to accept by Mac Aylin and seconded by Norb Schmidt o VOTE: This motion passed unanimously and the meeting was adjourned at 9pm

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• VOTING YEA: Damon Stauffer, Keith Lawman, Todd Garmon, Lisa Cleland, Dennis Hancock, Norb Schmidt and Mac Aylin

Next meeting will be held on January 8. 2007 at 7:30pm at the residence of Mac Aylin. Respectfully submitted to the Board, Keith Lawman, Secretary

Documents

Wynfield Homeowners Assoc., Inc. · VOTING YEA: Dennis Hancock, Mac Aylin, Julia Murray, Lisa Cleland, Damon Stauffer ABSTAINING: Greg Fowler, Bobby Roberts Michele Downton arrived