July 2019 HOA Board Minutes

 In Minutes

Glenwood Green Townhomes
Board of Directors Meeting
Association Clubhouse
Tuesday, July 16, 2019
6:30 pm

I. Call to Order/Establish Quorum at approximately 6:30pm

II. In attendance: Board Members Keith Covert, Lyn Deardorff, Michelle Dixon, Blake Breese and Victor Leslie. Will Stanley, CMA Properties.

III. Previous Meeting Minutes Approved

IV. Committee Reports

A. Architectural Committee (Board Liaison – Michelle Dixon)
• A conference call with Ray Engineering was held on July 10th to review the roofing bids. Four Board Members participated along with Will Stanley. The decision was made to move forward with Baldplates General Contracting. Service Contracts are being drafted.
• Stephanie Allen, with Cooper Carry Architects, was in attendance. Stephanie is under consideration to provide design consulting services for future exterior painting. She presented a sample of her work along with her fees.

B. Landscape Committee (Board Liaison – Lyn Deardorff) – The hose hangers are not functioning as hoped and the decision was made to store the garden hoses in plastic planters. Lyn will look to purchase these on behalf of the community.

C. Social Committee (Board Liaison – Blake Breese)
• The July 4th Social was a success. There were reports of non-resident guests who attended as well as concerns of unauthorized fireworks being ignited. This will be closely monitored in the future.
• The Book Club is off to a good start.
• Movie Night is also gaining in popularity.

D. Clubhouse Committee (Board Liaison – Victor Leslie)
• Victor will send out final options for rocking chairs to the Board for approval.
• Victor is revising the rules and regulations for the Club Room for final Board approval, which will incorporate guidelines for opening up usage to the residents.
• Will Stanley is going to purchase two (2) additional pool umbrellas.
• The photocell for the pool lights will be moved to prevent the lights from coming on too early.

E. Ad Hoc Committees:
• Community Outreach –Victor Leslie attended this month’s SAND meeting and made contact with both the Association’s President and Vice President.
• Glenwood Green will be participating in SAND’s community yard sale on August 17th. Registration details and the associated fees will be communicated to Glenwood Green residents via the Website and Facebook. After the yard sale, Will Stanley will coordinate with our trash removal contactor to deliver an open top container that will allow residents to dispose of large items not currently allowed in the community trash compactor.
• Safety and Security – Neither the Homeowners Association nor CMA is responsible for the safety and security of residents or visitors of Glenwood Green; however, as a community, we wish to be proactive in safety efforts through resident engagement and the gathering of ideas.

V. Manager’s Report
A. Clubhouse A/C repairs performed and Fitness Center A/C schedule adjusted.

B. Recycling signage installed that outlines what recyclable items are accepted.
C. Irrigation repairs were performed.
D. Partial gutter cleaning performed.
E. Performed miscellaneous trim repairs.

VI. Old Business
A. Beltline Access – Access Agreement was signed by the HOA. The Board approved the purchase and installation of an access gate.
B. Water shut-off valve replacement – Gathering quotes.
C. Detention Pond Overhaul – Full overhaul remains On Hold – Future clean-up of overgrowth will be scheduled late Summery using goats.
D. Property line fence clean-up – We will move forward on the clean-up with current documented boundary lines.

VII. Financial Report (6/01/19 – 6/30/19)
A. No significant variances to report.
B. CD maturing at the end of July will be renewed for an additional six (6) months.

VIII. New Business
A. We are moving forward with Roofing Project. Baldplates awarded the contract.
B. Arborguard will address tree branches encroaching roofs identified for Phase I of the roofing project.
C. Arborguard will remove smaller pine trees along the pool area. Arborguard reported that the City denied our request for all pines to be removed and replaced. Tree recompense estimated at $7k . CMA will investigate other tree service providers.

IX. Adjourn

No HOA meeting in August. Board will meet exclusively on August 20th to discuss a Capital Financing Plan.

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

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