Board Meeting Minutes August 31, 2016 January 8, 2017Meeting MinutesJudy Smith Edit The regular meeting of the Elan Hall Board of Directors was called to order and quorum established on 08/31/16; 7:25 pm EST at Lisa Fennell s home. Attendees include: Matthew Belk; Lisa Fennell; Judy Smith; Betsy Ward; John Heinhold; Deborah Utech. The minutes of meetings all minutes approved: Jan, Mar, Apr; May; Jun: Community Management Associates (CMA) reports Deborah Utecht: Financial statements: All approved Jan to June 2016. Owner delinquencies through 08/30/16: New Residents: #20 08/18/16 #71 07/28/16 #8 07/01/16 Owner Reports: Tree roof damage: Tarped immediately Responsibility owners owned from the ground up to the roof. HOA maintains the outside. Advised Home Owner to file a claim then if their ins company needs to question they will then file a claim with the HOA insurance company. Tree removed Lisa and group identified the trees to be evaluated requested an arborist company to review. Leaky garage many repairs have been done, sealed, etc. and now options are #1: reseal or #2: remove the bricks and find out what is the problem. Garage sale? No problem. Follow city rules. A vehicle was towed / Home Owner is aware do to roofing project. A fee of $55.00 will be assessed to their account. Home Owner is trying to sell the unit and reported a roof leak. The source is located in the fascia and trim above the garage that rotted allowing the water to enter the garage. Vendors are providing proposals. Gray repaired the damage and added an additional piece of gutter.
Home Owner was notified that the board approved repairs due to conflicting reports given, if cracks reappear then it will be determined to be structural where the Home Owner will be responsible. Shutter blew off unit, requested GA Lit to reinstall Waiting for approved color to paint or stain front door (open ARC) Gap in the gutter at front door. Findley Roofing was requested to contact the Home Owner to schedule a review. Waiting for the Home Owner to submit receipts for the re-installation of satellite dish. The roofing company replaced old gutter guards. Home Owner notified that the original ones were re-installed because there were functional and not damaged. The HOA Board approved the gutter cleaning. Satellite dish vendor reinstalled a new dish, relocating it to a location to ensure optimal reception. Findley was asked to review to make sure the vapor barrier is intact from old location and confirmed there were no issues. Security camera damage by roofing company, Findley contacting the Home Owner to discuss. Home Owner reported grease stains and paint stains in walkway, driveway and by front, also crack on patio, the email subject was Damage from Roofing. The Home Owner was asked to confirm if she believed all that was reported was from the roofing project. No Home Owner response. Window screen damaged during the roofing project. The screen was repaired and replaced by Findlay. Home Owner reported a roof leak in the back wall of the master bedroom. CMA asked the Home Owner to check the HVAC unit. The condensation line was leaking. Roof leak in the garage. Findley sent to investigate. Appointment was set on September 1, 2016 in the afternoon to complete the repairs. Pending Findley. Maintenance: Nothing to report Owner violations: Parking violation reminder letter mailed Portable goal, final notice Pet violation, noise, tethering, wearing path on common grounds
Common area landscaping grass killed due to pet defecating Common area landscaping grass killed due to pet defecating owner responded that they put grass seed down and thinks it takes a couple of weeks to show. Portable goal Trash can visible Common area landscaping grass killed due to pet defecating President Matthew Belk: Roofing update: All OK. Mail box notice saying hay go check your roof any report ASAP. Insurance certificate mail or download Wood deck update: Table to next meeting, bid out and review when received. Cracked brick update: because #61 not completed yet. Vice-President Lisa Sparks: Landscaping POC: Crabapple: Missing bushes Retention Pond: Done Pine Straw: Trees: Branches fallen report to Lisa Banded trees for attention Dead orange Need special trimming not marked
Oak trees front of units not marked Asking for a tree professional to advise Lisa Irrigation: Moved to John No complaints An improvement has been noticed. The HOA Board agreed to not move forward with temporary fixes. However the Board will investigate a permanent irrigation in the near future. Leasing Program: Lawyer has not got it correct Lisa to ask for correction By-Laws update: Table until next mtg. Secretary Judy Smith Treasury Betsy Ward Member-at-Large John Heinhold House # s: Table to next meeting. ARCs Committee: New: Old: 2 Door color No ARC submitted for changes: Leasing Program Lisa Sparks Need to get a non-board person By-law Governing Document Update Lisa Sparks. Website Judy Smith Table to next. Old Business: New Business:
Gutter cleaning Judy to assemble the review. Once a year service and mid-year eye ball. Next board meeting 10/05/16; 7:00: Matthew s place #3 Plan for annual meeting, letter and room at East Roswell Park 7th or 8 th ; Announcement etc. Action items See attached action item list. Adjournment The regular Elan Hall Board of Directors meeting adjourned at 9:00.