The Vinings at Germantown HOA Board Meeting Minutes

Meeting Date 08/02/2017 Start Time 6:40PM End Time 7:50PM Location President’s home Board Attendance

President Jaime Picunko Kristen Barlow Treasurer Carmie Spillers (JP) Secretary/Vice (KB) (CS) President Board Sam Shaw Board Ken Fagans Board Millie Cohen Member (SS) Member (KF) Member (MC) Board Dan Lohrman [GUEST] [GUEST] Member (DL)

1. Ackerman / Richmond Fence Issue a. Discussed letter sent by homeowner Ackerman to Keith Collins

b. Reviewed photos sent by Keith Collins

c. Board decision: Board must enforce CCRs so fence must be repaired since it is visible from the front and the fence is the responsibility of the homeowner who owns the fence property (Richmond). The Board cannot resolve who damaged fence; board is only empowered to uphold CCRs.

Actions:

JP: Ask Keith Collins if we involve HOA lawyer (questions or advice) will there be a fee? If so, can the fees be applied to the responsible homeowner?

JP: Request Keith Collins send a letter to Richmond to replace the damaged fence boards per the ARC CCRs.

KF: Talk to homeowner Richmond and discuss potential options for board replacement.

2. Grass Clippings on Curb

a. CS developed template letter to reinforce CCRs for offending homeowners

b. May also apply template to other violations like trash cans, weeds, etc.

Actions:

CS: Email template letter to board.

3. Updates on Fence & Stone Wall Repairs

a. JP presented 2 quotes to repair retention area and Cielo dead end fences (Viewed by board on 05/11/2017 perimeter walk)

a.i. Quotes varied greatly since repair vs. complete replacement

August 2, 2017 Board Meeting Minutes Page 1 of 3 b. JP still waiting on information about stone wall repair from masons; trying to combine jobs if possible

Actions:

JP: Email quotes to board.

JP: Ask Dunigan Fence for worst case scenario bid if cannot reuse fence wood

4. Landscaping & ARC Issues

a. Discussed issues with weeds throughout neighborhood; unsure on common lawn treatments

Actions:

DL: Ask Enzor Landscaping to treat weeds at Cielo dead end, along Winchester, retention area and around pool area. Confirm lawn treatments.

DL: Follow-up on outstanding ARC approvals

5. Upcoming Events

a. Pool closing: Oct 1, 2017

b. End of Summer Party: Sept 23 (rain date 9/30)

c. Movie night: Oct 21 (back up is 10/20)

Actions:

DL: Reserve movie equipment for Oct 21 date (10/20 is backup)

6. Gate Opening for Buses

a. KF provided bus time info for middle and high schools

a.i. AM opening: 6:30AM – 8:45AM

a.ii. PM opening: 2:20PM – 5:00PM

Actions:

KB: Provide modified gate times to Keith Collins in preparation for 8/7 school start.

7. Monthly HOA CCR Violations Canvas

a. Board unsure consistency of review done by Keith Collins

b. Board to continue performing canvas

Actions: The Vinings at Germantown HOA Board Meeting Minutes

KF: Email KB checklist.

KB: Perform remaining 2017 monthly canvas. Email to Keith Collins and copy JP.

8. 2018 To Do List

a. CCR Amendments

a.i. Provide layman’s version to homeowners at upcoming 2017 fall events; prepare homeowners on upcoming vote

b. Research potential new property management company

b.i. JP and KB have 2 recommended companies from HOA lawyer

Actions:

JP: Email Board layman’s terms of CCR amendments (resend)

August 2, 2017 Board Meeting Minutes Page 3 of 3