HOMEOWNER ASSOCIATION MEETINGSEPTEMBER 28, 2013

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AgendaWelcome Operational UpdateACC Inspections and Violations Landscape MaintenanceElectrical Work (incl. Entrance Lights)Financial UpdateMid-Year Special Assessment UpdateHOA Common Property TaxFenceKids and SafetyQ&A – Open Forum

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Operational UpdateUpdates since last HOA meeting:• Reported electric light pole issue (between Potharaju & Mahindru residence)

to Sawnee EMC and had them address the issue.• Reported that the branches of trees along Douglas Road are touching the

electric lines. After 6 weeks of follow-up, Sawnee has addressed the issue.• Santana Landscape’s sprinkler technician addressed the issue with some of

the malfunctioning sprinklers along Douglas Rd. for no charge. – Sprinklers near the entrance monument need to be shutoff and / or moved to

address the water pressure issue. Estimated cost ~$250 (includes sprinkler head cleaning).

• Fence repair and painting completed– Replaced a post– Replaced broken hinges, post caps– Pealed the old paint and painted the exterior on the south side of the fence– Painted a couple of boards on the north side of the fence

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Operational Update (cont.)• Additional plants have been added to the island at the cul-de-sac (north) of the

community and along Javad lane in the easement area to make it uniform on both sides of the street.

• Pine straw along Douglas Rd has been refreshed where land was exposed. Planned pine straw replacement will be done after fall cleanup.

• Board is working with the homeowner at 720 Yasha Ct to move the electric and sprinkler panels outside the fenced area per homeowner request/concerns

• Enquired if we can join the Leeward Walk community for amenities and got a negative response.

• Board has scanned the sprinkler zoning diagram provided by the builder. The document will be added to PDR documents on Homeside website.

• We’re very pleased to have the new property manager Tammy Hawkins supporting our community needs at Homeside. Her contact info:

Tammy Hawkins678-297-9566 ext. 129thawkins@homesideproperties.com

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ACC Inspections & Violations• During HOA AGM, Homeside agreed to do the inspections.

However, Homeside came back later that it would do only 4 per year which put the onus back on ACC.– Additional inspections will be charged at $150/inspection

• Following the dialog with Homeside, Board asked ACC to start conducting the walk-throughs. First inspection conducted in April.

• ACC has been working hard on the walkthroughs and ensuring that homeowners adhere to the ACC guidelines. – Inspections conducted 4– Total # of violations 21– Warning to impose fine letters 2

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Landscape Maintenance• Cleared the debris inside the pond• Cleared the ant hill and weeds growing on top

of the retention pond wall• The weeds/growth behind the pond – A quote has been obtained – Landscaper has been given the go-ahead

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Electrical WorkIssues:• Malfunctioning Entrance lights• Add an electric outlet behind the entrance monument on the north side• Move the electric panel from behind the monument

Status• Burnt lights have been replaced. With the goal to conserve energy further, Board has decided

to have only two bulbs in each of the light fixtures on top of entrance monuments. (Each bulb is only 7W)

• Each time we brought in an electrician, we’ve discovered something new about the sensors controlling the PDR entrance lights

• Problem isn’t with the sensor but rather with the location of the sensor. The sensor needs to be moved to a location that’s exposed to sun/ natural light.

• Multiple quotes have been obtained and an electrician had been selected to address the lights issue and add outlet.

• Given the Board’s ongoing due diligence in partnership with the homeowner at #720 regarding moving the electric panels and meter, sensor issue will also be addressed at the same time

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Financial Update (Aug Stmt.)

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Financial Update (contd.)Balance Sheet as of end of Aug, 2013

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Mid-Year Special Assessment Update

• Mid-year HOA Dues of $400/home collected from all HOA Members – total $6,400

• Following is the plan for $6,400 collected:– Fence repair and painting $2,650 (spent)– Exterior landscape improvements $1,000– Additional pinestraw expense $1,000

(planning to add evergreen shrubs to reduce yearly maintenance)

– Additional electric outlet near entrance $ 250– Balance to be added to the reserve $1,500

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HOA Common Property Tax• Tax appeal has worked bringing our property taxes

down drastically (county from ~$1,000 to $1.40)• Thanks to Chris Bain for filing the appeal

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Fence• Board made its decision based on the professional guidance

from Homeside. Here’s the gist of Homeside’s recommendation:

“Fence bordering Douglas Road – I have attached the plat that gives the HOA ownership of the fence. This plat also states that you are approved for a solid wooden fence or a masonry wall. Per your covenants, the board is responsible for maintenance of the fence. If there are questions relating to whether the fence is on common property or personal property, we recommend that the HOA pay for a survey.”

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Gauging Homeowner Interest Regarding Fence Topics

Hire legal counsel to confirm who owns fence maintenance?• Hire• Do not Hire

Pay for a survey to determine whether the fence is on common/private property?• Pay for survey• Do not pay for survey

Extend the fence to surround the entire community? • Yes• No

If community supports extending fence, which material fence?• Wooden• Aluminum• Wrought Iron – Most expensive

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Kids & Safety

• Kids need to be supervised and instructed by parents on road safety

• Drivers need to slow down as soon as they enter the community

• Suggestions?

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Car Parking on the Street

• PDR Residents are expected to park their cars inside the garages

• Garages are not be turned into storage which forces cars to be parked in the driveway or the street

• When a resident has more cars than the number of garages, the driveway can be used for parking

• When residents have guests staying overnight, they should park vehicles in the driveway. It is the resident’s responsibility to make sure the guests adhere to this requirement.

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Legal Disputes & CounselFollowing the events of the year, Board reached out to Homeside to identify legal counsel options and related costs. Here’s a summary of the guidance received:• Legal disputes can be expensive for the HOA.• Attorney fees without a retainer is $250-$300/hr.• Attorney retainer fee is approximately $1000-$1,200

per year.• With a retainer, fees comes down to $200 - $250

range.

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Pending Items and Timeline• Electrical work• Sprinkler work• Santana is asking for a hike in

the service fees

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Thanks to Kamalesh & Aparna for hosting the

meeting

• Next HOA Meeting will be the annual meeting at Homeside office

• Anybody volunteering to coordinate Holiday Party?