Mar.28, 2009 WHFHA Member Meeting Minutes

WINDY HILL FOREST HOMEOWNER’S ASSOCIATION (“WHFHA”)
MINUTES OF MARCH 28, 2009 MEETING


Minutes taken by Attorney Mark P. Groves, acting secretary of the meeting.

The 2009 annual meeting was held March 28, 2009 at 2:00pm at the Smyrna Community Center. This meeting was held as part of written notice given on March 18, 2009 to all 89 homes in WHFHA and the required quorum of 9 homes was exceeded. Notice was also published at the WHFHA entrance.

It was moved, seconded and unanimously resolved:

I. that the minutes of the March 8, 2008 annual meeting and minutes of the June 28, 2008 special meeting be approved.

II. that the following persons be elected by the membership to serve as the WHFHA Board of Directors:

Haywood Franklin Sandy Vazquez
Rochelle Martin Susie David
Mark Groves

III. that the annual dues be set at $100 with a $50 discount for timely payment, similar to the previous year.

Various discussion of subdivision matters occurred but no other resolutions were adopted.


/S
______________________________
Mark P. Groves, acting secretary

2009 Annual Meeting Notice

2:00pm ON SATURDAY, March 28, 2009 at
THE SMYRNA COMMUNITY CENTER

The above place and time is set as WHFHA's 2009 annual meeting. The meeting is supposed to be in Room #5 on the second floor, but you may want to confirm this with the front desk on the day of the meeting. We will elect directors, discuss fee policy and ongoing projects.

Blessed Holiday Wishes from WHFHA

[please double click to view]

Please Assess Your Property's Upkeep

August 27, 2008


Re: 1400-1505 Springleaf Circle Home Maintenance

Dear Homeowners:

This notice is going out as a friendly reminder that our property covenants call on us to keep our homes well maintained and visually attractive. Some homes are showing signs that they are in need of repair and the WHFHA Board prefers to take this first step of asking each of you to assess your own property and determine if any of these items apply to you:

- Siding, Gutters and/or Roofing components require repair, re-attachment or cleaning
- Driveways are cracked and misshapen
- Windows display window air conditioners (reflecting need for central air repairs)
- Doors or shutters require paint, or repair
- Debris and/or refuse is stored on the property
- Trailers and/or disabled vehicles are stored on the property
- Residents park more vehicles than their driveway will support
- Yard maintenance is not kept up
- Windows have broken seals and require repair and/or cleaning (if you have window seal issues, see the post we have at windyhillforest.com)

Thank you for your attention to these matters.

Sincerely,


Mark P. Groves,
For the WHFHA Board
Ph: 770-989-7345

Windows and Seals

Many of us have windows with faulty seals. The double pane section is normally filled with a special insulating gas that is supposed to be sealed tight. When these seals fail, the gas escapes and is replaced by water vapor and dust. The insides of the panes get cloudy and visibly unattractive.

The fix requires you to carefully remove the window and deliver it to a glass shop (the one I've used is D & S Glass, 580 Cobb Pkwy N, Marietta, GA 30062, (770) 419-9292). The complicated part is that your window is open for a couple of days while the component is repaired. (I fashioned some plywood to fit in the whole during the repair.)

I have good news, we have some extra window sections that can be used as placeholders while the faulty seals are fixed. Email me at whf@1031sage.com if you are interested.

6/28 Meeting: $50 due if timely paid

After notice was given to all 89 homes, the meeting of members was held on Saturday, June 28, 2008 at the Smyrna Community Center with a quorum present -- including 2 homeowners from the extra 8 homes at 1491 through 1505. There was a thorough discussion of how the 8 homes had been built when the ASSOCIATION FOR WINDY HILL FOREST IV HOMEOWNERS, INC. was formed (a separate subdivision with separate covenants) and it has been our assumption that these 8 homes belonged in the separate association. The discussion was very cooperative and an accommodation was reached on the annual fees to be charged the 8 homes. Of these homes that pay by October 1, 2008, a timely payment discount will apply and the total needed to make them current and in good standing will be $50. For homes that do not timely pay, no discount will apply and the full $250 assessment for dues for 2006, 2007 and 2008 will be due. This policy was unanimously adopted at the member meeting along with unanimous approval of all prior minutes and actions by the members, the board and the officers.

The larger part of the member discussion was on homes that are not well maintained and how a large majority of these homes are landlord properties. One of the possible remedies discussed was the revocation of homeowner lawn privileges for noncompliance. This will result in an immediate $662 charge on the home for lawn care, and WHFHA will arrange for care of that property's lawn, and commence lien and collection activity for all unpaid charges. The Board is taking this remedy under advisement. (Members may recall that the covenants called for the association to provide lawn care and the owners were to pay an agreed amount subject to a 5% annual increase - that agreed amount with the increases is $662 for 2008, but the policy has been to charge a discounted fee of $50 in return for proper lawn care by homeowners. The $50 covers care of common areas and administration.)

Another area of great concern was street parking and driving hazards along Springleaf Circle. This is another topic that the Board is taking under advisement.

The members were thanked for voicing their concerns and the meeting adjourned.

Member Meeting: 1:00pm on Sat. June 28, 2008 at the Smyrna Community Center

Below in italics is a copy of the meeting notice that has been mailed out via postcard. A sign notice of the meeting has been posted at the subdivision entrance since June 18.

It has come to our attention that the 8 homes at 1491 through 1505 Springleaf Circle (odd numbers only) are subject to the WHFHA covenants and belong as part of our association. WHFHA has declared assessments of $50 for 2006, $100 for 2007 and $100 for 2008 (with timely payment discounts also being available), but these assessments were not delivered to the 8 additional homes. The Board is proposing to make the same assessment for 2006 through 2008 on these 8 homes, with a substantial timely payment discount. For the homes in this group of 8 that make timely payment, the combined amount due for the 3 years is proposed to be $75. For the homes in this group that delay or ignore, the full assessment of $250 will apply.

A special meeting of members has been called, with notice going to all 89 homes, so we can discuss assessment of the 8 extra homes and so we can ratify all board and member actions to date. A copy of the meeting agenda and prior meeting minutes is available here.


Additional information relating to this meeting is published in the 2 preceding posts to this blog, one may scroll down to see them.

WINDY HILL FOREST HOMEOWNERS ASSOCIATION INC. ("WHFHA")
www.windyhillforest.com email: whf@1031sage.com

NOTICE:Special Member Meeting is 1:00pm on Sat., June 28, 2008 at the Smyrna Community Center (ask the desk for our assigned room)

To: Owners of the following homes on Springleaf Circle:
1400-1474 (even nos.), 1401-1465 (odd nos.) & 1471-1505 (odd nos.)

If you are a tenant, please pass this along to your landlord.

Thank you for your support this year. It has come to our attention that the 8 townhomes built in 1997 at 1491 through 1505 Springleaf Circle were made subject to our covenants and belong as part of our association. We are calling a special meeting to discuss how the Board plans to integrate these homes into WHFHA and to ratify actions taken to date by the Board and the members. More detailed info will be at our website: www.windyhillforest.com

Signed: Mark P. Groves for the WHFHA Board (my phone is 770-989-7345)