Chartwell Homeowners’ Association
Board Meeting

Chartwell HOA Board of Directors
Tuesday, August 18, 2009
7:30 PM – 9:40 PM

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

Members Absent:  N/A

Welcome and Major Gratitude – meeting called to order by Elizabeth, all members sincerely thanked for their contributions and time

Financial Report
      $23,884.86 on July 31, 2009
      $520.00 pending deposit
      Monthly bank statements shared with board members

 

  • Board duties – reviewed, clarified, assigned
    • Meetings:  annual/board (emc), minutes (emc to prepare, Joe to post to website)
    • Financial:  collecting/paying invoices (emc), recording dues/deposits (emc; Joe to develop automated payment record through website, to allow tracking and necessary follow-up), reconciling statements (Jody), budget (all), banking (emc- although minutes to reflect board members on signature card).  All current members of the Board of Directors of the Chartwell Homeowners’ Association are to be listed on the Bank of America signature card.  For the year of 2008-09, this includes: Elizabeth Cooke, Joe Kleinwaechter, Jody Mathis, George O’Neal, Bill Price, and Connie Reeves.  This list and signature card will be updated annually
    • Neighborhood Watch Liaison:  posts/BOLOs (emc)
    • Secretary:  website (Joe), letters (prn), dues invoices (Joe), directory/data base (Joe)
    • Legal: liens (Connie), covenants renewal.  There was discussion about the protocol for defining liens/fees and penalties/deadlines/amortization/documentation/etc. to maintain consistency and avoid ambiguity in cases of violation, especially as the board and neighborhood move forward.  Jody will share copies of letters delivered to previous offenders as a template for developing future protocol and correspondence.  Bill will draft certified letter to offending neighbor (re: parking of commercial vehicles), referencing past letters an indicating date of lien filing.  Connie will file the lien with the county.
    • Sergeant at arms:  reinforcing neighborhood order, pursuing violations (George)
    • At large:  bids for repairs/upgrades, oversight of architectural committee and decision/documentation sharing (Joe), communication with e-free residents (Bill to print important communications and deliver to residents, Joe to notify Bill of e-free neighbors)

 

  • Common area/Amenities improvements/repairs
    • Pool house roof:  hail damage estimates, repairs, check with insurance for coverage; Bill to get roofer’s contact information from Connie and insurance agent information from Jody – to report to board
    • New timer for the front lights (Gingko) DONE
    • Installation of fresh pine straw (Gingko) DONE
    • Fall pine straw – emc to arrange for Gingko to install c. November
    • emc to get quote from Legacy Scapes to add weeding to regular maintenance, also around tennis courts;
    • emc to get bid from Gingko re: landscape maintenance, including weeding as necessary
    • Pool fence and gates – discussion.  George to secure estimates/bids for variety of fencing/gate styles
    • Necessary pool repairs: doors, locks, urinal, trashcans, supplies; discussion and decision to table until estimates on fencing, probably repair closer to spring
  • Proposed Old Atlanta Road Improvement project – Connie Reeves
    Review of Forsyth county letter to Old Atlanta homeowners re: budget, surveying, costs, estimates, right of way, etc.; decision to wait on action until conceptual drawings are available.  Bill to contact county commissioner Brian Tam to keep HOA posted, cc board
  • Sharon Pointe pool/amenities membership
    Number of families
    Appropriate/reasonable dues
    Kathleen McClamor 770.889.5936
    Discussion and decision that inviting outside memberships would be too cumbersome for HOA to manage
  • Chartwell Ridge unfinished construction
    Information from Jim Garrard: owned by gov’t, upside down at $450K, back taxes, $150K in liens, builders gone, c. $150K to complete, sewer uphill and no permit, petition to condemn option, might be 3-5 yrs
    Interim management /protect from squatters
    Bill to contact Jim Garrard for additional information and clarification to identify loan holder, prospects, neighborhood rights and safety issues, etc.
  • Filing liens – Connie to file liens at courthouse as needed
    Residents who have compromised the covenants – Joe/Jody/Bill/ board to actively pursue consistent policies/protocol and implement re: commercial vehicle offender.  Bill to develop/deliver letter.  Connie to file lien at deadline if offense not rectified.
    Unpaid dues – Connie and Jody to determine status re: neighbor from c. 2005-06 and file if necessary
  • HOA covenants renewal due January 2013
    Rewrite/amend
    2/3 approval needed
    Attorney
    Filing
    Discussion and decision to table

Other business

    • Tennis court resurfacing – Bill to gather estimate
    • Upgraded signposts - Bill to gather estimates
    • Light post at basketball hoop – Connie to contact Sawnee EMC for cost
    • Website feature with to-do list/projects/board actions - Joe

Next meeting
      Tuesday, October 6, 2009; 7:30 PM
      Location TBD

 

There being no further business, the meeting was adjourned.

Respectfully submitted,

Elizabeth M. Cooke

Elizabeth M. Cooke
Chartwell HOA