HOA Board Meeting Minutes February 2019

 In Minutes

Board of Directors Meeting
Association Clubhouse
Tuesday, February 19, 2019
6:30 P.M.

I. Call to Order/Establish Quorum at approximately 6:30pm
II. In attendance: Board Members Mark Bearden, Blake Breese, Keith Covert, Lyn Deardorff, Michelle Dixon. Will Stanley, CMA Properties.
III. Previous Meeting Minutes Approved
IV. Committee Reports
A. Gym – Requesting signage for WiFi login information. Board approved this expenditure. The Board approved treadmill repairs.
B. Landscape – Committee reviewed Davis Landscaping proposal and determined that the initial focus should be on highly visible areas and “troubled” areas. The Board approved a maximum of $15,000 toward this effort. Request made that Davis provide a quote to clean up landscaping behind the fencing on the West side of the property.
V. Manager’s Report
A. Door Painting Project – The Board is asking for a 10% reduction from the total project fee to compensate the community for a poorly managed process. CMA has been instructed to then make final payment to close the project.
B. LED Lighting installed around the pool to match lighting throughout the community.
C. Motion sensors installed in the clubhouse hallway and timer installed on the club room fireplace.
D. Clubhouse water heater replaced and new valves and aerators installed on sinks and toilets.
E. Gutter Cleaning project completed. Some downspout issues have been reported and will be addressed.
F. Transmitter on the entrance gate was replaced. No further reports of access issues.
G. Storm drain was cleaned out and rip rap installed behind Bldg. 3000
H. Will Stanley reviewed a list of minor repairs and maintenance items performed around the property.
VI. Old Business
A. Google Fiber – No change in status.
B. Back Gate Replacement – Quotes were reviewed and the Board approved replacing the back entry gate with one similar to the front.
C. Beltline Access – Grants for continued Beltline construction were not received, delaying the extension at Glenwood Ave.
D. The Board requested that the detention pond overhaul, which had been placed on hold, be revisited in the upcoming months.
VII. Financial Report (1/01/19 – 1/31/19)
A. Interest income shows a notable increase due to the movement of funds into higher interest CDs.
B. Water usage was over budget. This expense will be closely monitored.
VIII. New Business
A. The Board approved the project management contract with Ray Engineering for Roof Replacement Oversight and Management, which will begin in 2019. Ray Engineering will develop a scope for Board review prior to putting the project out to bid.
B. Community Parking Compliance – The Board received valuable community feedback with regard to visitor parking and will develop more clearly defined rules and regulations to be distributed to residents.
C. The Board approved the expenditure to pressure wash the fencing around the dog park.

D. The Board approved quotes from Arbor Guard for Plant Health Care treatment on vulnerable species of trees throughout the property as well as the pruning of the oaks along the center drive. The remaining trees identified for pruning will be reviewed by the Board and additions and/or subtractions made before proceeding.
E. Quotes were obtained for replacement of the pool’s heating system, which has been inoperable for several years. Discussions began regarding the option of converting to salt water, which would require a slightly different heating system. Will Stanley has been asked to gather more information on salt water pools so that all options can be considered.

IX. Adjourn

Recorded by Michelle Dixon, Secretary Glenwood Green HOA Board of Directors

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