August 9, 2022 | 7:30-9:00pm
Attendance: Joe, David, Katie, Andrea, Jordan, Allie, Telowa.
Agenda Items:
Updates
Entrance Signs - Katie
Company has the deposit & signs are in production.
ETA 2-4 weeks from 7/29/22
Welcoming Committee - David
All letters & welcoming gifts have been delivered to new residents.
Everyone seems happy with the way the welcoming committee has been communicating with new neighbors
Block Party - Joe
Neighborhood preference is for a block party with games/activities for kids.
Schedule for Spring.
Next Steps: Address at community meetings and reach out to volunteers.
Facebook - Andrea
Quiet, no issues
Good Amount of people wanting to join the group
Fake Accounts - Revisit questions to join the group and make them something neighborhood members would know.
Road Resurfacing - Jordan
No updates, still working on quotes.
Quote for resurfacing & Quote for patching problem areas.
Phase 1 & 2
Lawn maintenance of ditches could be done because they are common areas.
Put together a letter to mail out inviting them to our community meeting.
Start draft and email out to David & Andrea to help compose.
Could Phase II be purchased or be allowed to build a common area/playground on?
Management Company
Rick’s treatment of community members and sending letters without board authorizations is an ongoing issue.
Switching to a new management company is an option; however, every quote we have received so far is expensive and we’ve not found something that could work without increasing HOA fees yet.
Put together proposals from information that other Management Companies have given us to present to community members.
Possibly hold a community wide vote to increase dues in order to switch management companies if this is something enough members really want to do.
Budget: Budget Spreadsheet
Spending too much on landscaping, need to switch companies and take over management from RDA/Rick
Covenant & Fines
Covenant revisions write up needs to be reviewed before sending to Rick.
Send out revisions document for edits by board
Fencing Regulation needs to be specific list of what is allowable
No fences taller than 8’
No fences past the back corner of the house (into the front of the yard)
Allow for further than 20’ from the house/up to easements
Take part out about joco guidelines
Review Covenants & Set Fines - Push to another meeting time, create review document or add to current revision doc.
Community Zoom Meeting/Board Election
Schedule for late September/ early October
Set Agenda
Does Rick/RDA Associates need to be present?
Hold elections for vacancies - members who have reached term (Allie & Telowa)
Hand out flyers for meetings as well as email, website, and facebook communication.
Zebulon Community Center.
Ask for pricing & cost of chairs/set up and if they have the infrastructure to support broadcasting the meeting via zoom?
Landscape Management
Grass needs to be cut every week during the summer.
Does it seem like we are paying too much for landscape maintenance?
Andrea’s Landscape Company would charge $40 cut
Next steps: find a new landscape company, get a quote for cutting just the front and a quote for the front & common areas/ditches.
Other Issues
Rental Company Issues: Can we limit the amount of rental properties in the neighborhood? Are there rules that we can put in the covenants that would make it so rental management companies have to register with the HOA Board & Rick, give contact information for the company, property manager, and current tenants. Make sure the rental company knows they will be held responsible for violations/fines.
Sign Holders for Mailboxes for Printed Announcements
Next Meeting:
Planning for Community Meeting 1 week before meeting.
Action Items:
Community Meeting
Set Date & Time
Confirm Rental of Zebulon Community Center
Set Agenda
Completed Projects & Future/Proposed Projects
Elections for vacancies
Community Event: Present Finding of Poll & Call for Volunteers
New Management Company Proposal: Put together information received from Management Companies to present to community members.
Phase I Residents Invitation to Community Meeting: Start Draft & Send to Andrea & David to work on.
Create Flyers & Invitations to Community Meeting Once Date & Time are set.
Purchase a sign holder for mailboxes to protect event posters/signs from weather.
Other Items
Facebook: Block the & fake account that recently posted & try to make security questions to join the group stronger/something neighborhood members would know.
Covenant Revisions: Send the revision document to board members for revisions and final approval before sending it to Rick.
Add Covenant Review & Setting Fines to Agenda for meeting after the community meeting.
Find a new landscape company:
Quotes for cutting just the front
Quote for the front & common areas/ditches.