Hamby Place HOA Board Meeting
Meeting called to order at 7:22 p.m. by President Jon Willyard
Members Present:
Jon Willyard Alieyh Cotton
Carissa Nelson Dusty Whitten
Others Present:
Deanna Russell Linda Justen
Michael Robinson-Legion Kevin Nelson
Shen Zhou Gerry Cade
Jerry Bottoms Enoch (1918 Hamby Place)
Homeowner Concerns
- Shen Zhou:
- Violations and fines are only being sent to his renters, not him as a homeowner
- Board has gotten new address for records and will discuss waiving fees
- Enoch:
- Why cited for mailbox?
- Same one that has always been up
- Board had already decided that there would be no fine after first violation was sent
- How come on letter was sent after email?
- Board took no further action; any questions please contact board via website email
- Are dues going up?
- No—this has never been discussed or suggested by the board
- Is playground being taken down?
- Not at this time
- Board is looking into liability issues but has not discussed removing playground at this time
- Drinking at pool should not be allowed
- At this time, there is not a rule in the written and signed pool rules saying no drinking
- No glass bottles
- This can be discussed and voted on at the next annual meeting
- Linda Justen:
- Why did you get rid of the party supplies?
- A pipe had burst and the supplies were wet
- Are security cameras working at the pool?
- Yes
- How did pipes burst?
- Pool was low; we filled up the pool and Proguard came out the next day
- Water was hot so had burst the pipe
- Proguard and health department came out and cleared pool for use; chlorinated pool
- Jerry Bottoms:
- Not happy with Proguard’s service
- Suggested board should hire someone to service pool but we buy and apply chemicals
- This can be discussed before next pool season
- Also suggests changing rules to not allow drinking at pool
- Gerry Cade:
- Where are letters saying she is clear of charges?
- Will be sent out next week
- Why are we using out of house vendors?
- We have been advised by multiple management companies and lawyers to use outside vendors for two reasons
- Conflict of interest for neighborhood; not professional
- Need to use a company that is licensed and insured
- Parking situation?
- We can’t legally do anything at this time; public roads
- We have checked into this with Rome & Associates
- Adrien:
- Wants modification to home
- 1892 Hamby; fence to cover trash can
- Board asks that he send in modification request
- Michael Robinson-Legion would like to join board
- Gerry Cade interested in joining board
- Shawn Hatt:
- Assured that he is not responsible any longer for anything being removed from storeroom
- Suggested we have some way to cool and some way to heat the room to protect equipment
- Explained situation with cameras and billing
- Explained all work completed and payments made
- Believes he is still owed $462.90 for bill sent in July; worked with Door King and online system
- Has only been partially paid
- Jon reached out with phone number to speak with Shawn after last invoice was sent
- Board has been in transition period so did not have note and was not clear of what charges were for
- Board asks that Shawn send an invoice and record of past payment so we have on record what is owed
- Last announcement from board to homeowners:
- If you need to contact the board please do so by email
- Hambyboard@hambyplace.com
- You can also go to the website and there is a link
Unfinished Business
- Board reviewed financials
- Balance sheet as of 9/1/15 was provided
- Collections are up
- Outstanding balance owed for landscaping
- Will check into Shawn Hatt’s invoice pending information being sent to board
- Lawn Service
- Gene has been given 30 day notice contract will end September 10
- As of September 10, board will change lawn services for common area
- Jon motions to bring Garden’s Edge on for landscaping
- Vote: unanimous in favor
- Motion carried
- $200 per visit includes:
- Mowing, Edging, Sting trimming, Blowing of property, and Weeding as needed around flower beds and tennis court
- Board went over walkthrough process
- We will create an excel spreadsheet to centralize contact information for violation notices and fines
- Dusty motions to waive fees for Shen Zhou since violation notices were sent to incorrect address
- Vote: unanimous in favor
- Motion carried
New Business
- Next walkthroughs will be completed the week of September 14th
- Pool party September 12th
- Carissa will get food and beverages
- Alieyh will get toys for the children: pool toys, bubbles, volleyball
- Homeowners can bring a side item to share
- Invitations sent out this week
- Next newsletter
- Reminder of dues
- Reminder to please slow down in the neighborhood
- Be aware of parking; board has had a lot of neighbor complaints
- Due to major improvements in the front of the neighborhood, fall cleanup is not necessary and canceled
- Dusty motions to bring Michael Robinson-Legion on board
- Vote: unanimous in favor
- Motion carried
- Next meeting, board will create a shared database for homeowner contact information (addresses and emails) to improve communication issues with homeowners
Meeting closed at 9:45