January 2020 Board of Directors Meeting Minutes
Glenwood Green Condominium Association
Board of Directors Meeting
Monday, January 6, 2020
I. General Session was called to Order/Establish Quorum at approximately 6:30pm.
II. In attendance: Board Members Lyn Deardorff, Michelle Dixon, Blake Breese, Victor Leslie, and Jason Sokloski, newly elected Board Member.
III. Previous Meeting Minutes Approved
IV. The election of 2020 Officers took place with past Board Members maintaining their positions and Jason Sokloski being appointed HOA Vice President. The 2020 Officers are as follows:
President – Lyn Deardorff
Vice President – Jason Sokloski
Treasurer – Blake Breese
Secretary – Michelle Dixon
Member at Large – Victor Leslie
A. Architectural Committee (Board Liaison – Michelle Dixon) Regularly scheduled meetings of the Architectural Committee will be established within the upcoming days. The priority for 2020 will be the recommended exterior paint color and scheme that will be delivered to the HOA Board for approval. This is pending confirmation of the results of the community‐wide vote to approve a loan for this project. Will Stanley gathered the most recently collected ballots and will conducts a final count after the meeting. Results are expected to be delivered by end of business tomorrow. (See Item IX) During an earlier HOA meeting, an idea was introduced to update the community logo. The Architectural Committee will take on this initiative.
B. Landscape Committee (Board Liaison – Lyn Deardorff) The Board approved the tree trimming proposal from Boutee Tree, Inc. for $5,400 to aggressively prune the pines surrounding the pool area as well as address declining trees. Pine straw will be installed in the upcoming weeks. This is awaiting completion of work by Google Fiber. The Spring landscaping will be placed on hold until upcoming property wide projects are substantially complete.
C. Social Committee (Board Liaison – Blake Breese) The Holiday Social was well attended. The Committee will begin planning 2020 activities, focusing on a Spring event.
D. Clubhouse Committee (Board Liaison – Victor Leslie) The club room continues to be available to residents for daily use. Feedback regarding this usage has been minimal. A survey regarding the gym and club room is being developed. The Committee will look at redefining the function of the club room. A goal for 2020 is to perform an audit of the fitness center equipment and develop a plan for replacement and upgrades.
E. Ad Hoc Committees:
Community Outreach (Board Liaison – Victor Leslie) – SAND & NPU continue their focus and discussions on transportation.
Beltline (Board Liaison – Jason Sokloski) – The Easement Agreement from Atlanta Beltline, Inc. require a few minor changes. Conditional Approval was agreed upon by the Board in order to expedite an executed agreement.
VI. December 2019 Financials – Will Stanley reviewed the year‐end financials. There were no unexpected variances to report. The HOA remains in good financial standing.
VII. New Business
A. Insurance renewed/Site Inspection completed by carrier. The new roofs were noted.
B. Water Loss Claim was filed on the Master Policy. Adjuster is working directly with homeowner.
C. Ga. Power property wide light pole maintenance was complete
D. Annual Fire Hydrant Inspection was performed and repairs complete
E. Beltline Gate – Warranty service call completed. Extended the latch and adjusted hinges.
F. The Board approved the purchase of a pressure washer to be stored on the property and available for resident usage. Details to follow.
G. New trash container delivered.
H. Various rodent issues being addressed.
I. No Parking stenciling needed to prevent ongoing blocking of drives in various locations of the property. J. Property wide gutter cleaning will take place in January. The Board is looking into gutter guard options. K. Misc. repairs & maintenance performed.
VIII. Old Business
A. Wrapping up final damage claims with Baldpates Roofing. Anyone will unresolved issues is asked to contact Will Stanley as soon as possible so that we can close the project. The total project cost, including consulting and management fees paid to Ray Engineering, was $845,456. The estimated balance remaining in Reserves after all invoices are paid is +/‐ $245,000.
B. Google Fiber is approximately 95% complete with their installation. Anticipate completed on or around Friday, January 10th. Date that service will be available to the residents is yet to be determined.
IX. Vote Confirmation Update: On Tuesday, January 7, 2020, Will Stanley, Property Manager with CMA, notified the Board that the required number of eligible votes had been received in favor of obtaining a loan to perform property wide exterior painting in 2020. The final number of votes approving the loan exceeded the required 51%.
Recorded by Michelle Dixon, Secretary Glenwood Green HOA Board of Directors