Chartwell Homeowners’ Association
Board Meeting

Chartwell HOA Board of Directors
Wednesday, October 14, 2009
7:15 PM

Members Present:  Elizabeth Cooke, Joe Kleinwaechter, George O’Neal, Bill Price, Connie Reeves

Members Absent:  Jody Mathis (proxy to Elizabeth Cooke)

Welcome

Financial Report - emc
            Wachovia 9.30.09:            $26,356.12
            Bank of America 10.14.09:      $  2,461.34
            Spivia 2008 to deposit            $     410.00
            Total                        $29,227.46

            Account opened at Wachovia, checks ordered, online operations established, accounts payable established, $20,000.00 transferred, signature cards signed and returned.  Pending 30-day activity-free cycle, and Jody Mathis to close Bank of America account and deposit balance to Wachovia.

 

Board duties – reports on assignments from August meeting

Elizabeth Cooke

  • Meetings:  annual/board, minutes preparation – minutes composed/circulated for August board meeting; agenda for October board meeting
  • Collecting/paying invoices, recording dues/deposits - ongoing
  • Banking – see financial report above
  • Contact 2008-09 unpaid homeowners – 100% compliance
  • Neighborhood Watch Liaison:  posts/BOLOs – as needed
  • Proposal to switch to Gingko from Legacy Scapes – to include weeding, pinestraw, and annuals in monthly fee of c. $538; fertilizer and tree pruning PRN
  • Pinestraw installation in November
  • Chartwell Ridge unfinished construction – bank has cleaned up properties, for sale, “intention” to prorate payment of 2009-10 HOA dues
  • New safety cover for pool ordered, installed – at cost; pool closed for season 10.13.09
  • Backflow prevention devices tested, passed, results to county

Joe Kleinwaechter

  • Post meeting minutes to website
  • Contact 2009-10 unpaid homeowners – seven (7) paid, six (6) remain owing
  • Develop automated payment of HOA dues record through website, to allow tracking and necessary follow-up
  • Website/database
  • Oversight of architectural committee and decision/documentation sharing
  • Notify Bill of e-free neighbors for paper communications
  • Website feature with to-do list/projects/board actions

Jody Mathis

  • Reconciling statements/budget  - before annual meeting
  • Taxes – in process of filing back taxes
  • Share copies of letters delivered to previous covenants offenders as template for developing future protocol and correspondence

George O’Neal

  • Reinforcing neighborhood order, pursuing violations
    •  “Unruly” neighbor complaints – handled with blanket e-mail of amenities rules
  • Pool fence and gates: secure estimates/bids for variety of fencing/gate styles

Bill Price

  • Communication with e-free residents/print important communications and deliver to residents
  • Draft certified letter to offending neighbor (re: parking of commercial vehicles), referencing past letters and indicating date of lien filing
  • Pool house roof:  hail damage estimates, repairs – claim check received from insurance company: $4,392.79
  • Old Atlanta Improvement Project: contact county commissioner Brian Tam to keep HOA posted, cc board
  • Tennis court resurfacing
  • Upgraded signposts

Connie Reeves     

  • Liens – unpaid dues, current year
  • Lien re: commercial vehicle violator
  • Status of neighbor from c. 2005-06
  • Old Atlanta Road Improvement project – county open house
  • Light post at basketball hoop, contact Sawnee EMC for cost

Covenant Violation/Fee/Lien Policy/Procedure/Protocol
Residents who have compromised the covenants – consistent policies/protocol introduction and implementation  

HOA covenants renewal due January 2013
Rewrite/amend
2/3 approval needed
Attorney
Filing
Discussion and decision to table

Other business

Next Meeting

Meeting Adjourned