2023 Member Meeting Minutes

WINDY HILL FOREST HOA
Member Meeting Minutes 2023

The 2023 annual meeting was held on August 12, 2023 at 2pm at the Smyrna Library This meeting was held as part of a written notice mailed on August 1, 2023 to all 89 homes in HOA and the required quorum of 9 homes was exceeded. Notice was also published on the windyhillforest.com website and it was broadcast by email to homes that had email addresses on record with the HOA.

It was moved, seconded and unanimously resolved:

I. that the minutes of the June 12, 2021 annual meeting be approved. The HOA did not hold a meeting in 2022.

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

MARY GROVES                DONNA TRAINOR

III. There was discussion on how the covenants commenced in 1985 with an annual lawn/HOA maintenance fee of $216 which was subject to a 5% increase on the prior year amount. After calculating the annual increases, the amount for 2021 is $1,250. It was resolved that the HOA’s gross annual fee of $1,250 would remain in place of 2021, 2022 and 2023 and continue indefinitely until changed by the membership along with an ongoing discount of $750 for the lawn care component such that the annual fee is to be $500, provided the homeowner arranges regular lawn care.

IV. It was further resolved that an additional "good standing" discount would continue to apply indefinitely until changed by the membership. This discount is contingent upon two things: timely payment and remaining in good standing for the entire year with respect to HOA covenants and policies; it was resolved that the good standing discount would result in a net fee of $100 for each year. Homes that do not comply with the HOA's Ten Points posted on the website and at tinyurl.com/whf10pts are not in good standing; notice and opportunity to cure such failures will be posted on the door of the home (or sent to the home owner via mail or email) and the Board will have discretion on how to impose the $500 fee on homes remaining out of compliance. Homes that repeat failures previously notified are not entitled to new notices and new opportunities to cure.

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

Minutes made the 12th day of August, 2023

Signed:  Mary Groves, HOA Secretary/Treasurer

 

 LOCATION: SMYRNA LIBRARY MEETING ROOM

WINDY HILL FOREST HOMEOWNERS ASSOCIATION INC. ("WHF")

www.windyhillforest.com email: windyhillforest@gmail.com

NOTICE:       Our Annual Meeting is on Sat., August 12, 2023 in the Smyrna Library Meeting Room 

ADDRESS:   100 Village Green Circle, Smyrna, GA.

HOA reports & discussion are at 1:15pm, VOTING begins at 2:15pm

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.

NOTICE: Thank you for your support over the last 2 years. It is time to resume annual meetings. Our Annual Meeting is set for Saturday August 12, 2023 at the Smyrna Library Meeting Room, 100 Village Green Circle, Smyrna, GA, HOA reports & discussion are at 1:15pm, VOTING begins at 2:15pm

MEETING AGENDA & OFFICER REPORTS: We will elect directors, discuss parking, fee policy, repair policy and seek volunteers to serve as officers and share tasks. Annual meeting info will be online in the following directory, including the financial report. This info will be at: tinyurl.com/whf2023docs

 Please arrive in time for voting at 2:15pm. Those with questions should come an hour earlier for the 1:15pm discussion portion of the meeting.

                                                                   Signed: Mary Groves, HOA officer

INFO FOR REALTORS/LENDERS/BUYERS

Thank you for your interest in our neighborhood.  This Post is an attempt to address FAQs (frequently asked questions). NOTE: WE ARE FEE SIMPLE TOWN HOMES NOT CONDOMINIUMS.  [Fee simple means each home is on its own unique plot of land.]

1.  This HOA is mandatory.  Its recorded covenants are at tinyurl.com/whf-declaration .  Note however that the HOA is administered by volunteers, please do not expect a 24/7 customer service department.

2.  There is no master insurance policy and no utilities or other services are paid by the HOA on behalf of townhomes.  Each home is a fee simple property and each obtains its own insurance.  The plat of the subdivision is here: tinyurl.com/whf-plats

3.  Renting is allowed but closely monitored.  AirBNB & Vrbo are generally not permissible. Landlords are responsible for policy non-compliance at their property.  Landlord are expected to issue a compliance letter to its tenant (with a copy to the HOA) -- see tinyurl.com/whf-landlordletter

4.  A summary of HOA policy is here: tinyurl.com/whf10pts

5.  All properties, particularly rentals, need to be aware of the HOA nuisance policy: tinyurl.com/whf-nuisance

6.  At its origin, the HOA charged a monthly fee and it cared for property lawns.  It became unmanageable to keep track of over 80 homes making (or not making) their monthly payment.  So the HOA reserves the right to resume lawn care for any home, but it prefers that each home care for its own.  With that in mind the annual fee policy has been (but is subject to change) to declare an annual dues fee of $500, and that fee reduced to $100 for homes that are (and remain) in good standing with respect to the Ten Points policy summary at  tinyurl.com/whf10pts.

7.  A sample of the HOA's standard closing letter is here:                            tinyurl.com/whf-closeletter

8.  At present there is no initiation fee and no fee for a closing letter.

2021 Member Meeting Minutes

 

 

WINDY HILL FOREST HOA

Member Meeting Minutes 2021

 

The 2020 annual meeting was held on June 12, 2021 at 2pm at the HOA park next to 1505 Springleaf Circle.  This meeting was held as part of a written notice mailed on May 29, 2021 to all 89 homes in HOA and the required quorum of 9 homes was exceeded. Notice was also published on the windyhillforest.com website and it was broadcast by email to homes that had email addresses on record with the HOA.

 

It was moved, seconded and unanimously resolved:

 

I. that the minutes of the May 16, 2020 annual meeting be approved (see tinyurl.com/whf-minutes2020).

 

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

 

Charles Spencer LaVonya Tensley Robin Ray Daniel

Mary Groves Akshay Bondre

 

III. There was discussion on how the covenants commenced in 1985 with an annual lawn/HOA maintenance fee of $216 which was subject to a 5% increase on the prior year amount. After calculating the annual increases, the amount for 2021 is $1,250. It was resolved that the HOA’s gross annual fee of $1,250 would be discounted by $750 for the lawn care component such that the annual fee is to be $500, provided the homeowner arranges regular lawn care.

 

IV. It was further resolved that an additional "good standing" discount would apply contingent upon two things: timely payment and remaining in good standing for the entire year with respect to HOA covenants and policies; it was resolved that the good standing discount would result in a net fee of $100 for 2021. Homes that do not comply with the HOA's Ten Points posted on the website and at tinyurl.com/whf10pts are not in good standing; notice and opportunity to cure such failures will be posted on the door of the home (or sent to the home owner via mail or email) and the Board will have discretion on how to impose the $500 fee on homes remaining out of compliance. Homes that repeat failures previously notified are not entitled to new notices and new opportunities to cure.

 

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

 

Minutes made the 12th day of June, 2021

 

 

Signed: Mary Groves, Secretary

2021 Member Meeting

 

WINDY HILL FOREST HOMEOWNERS ASSOCIATION INC. ("WHF") 

www.windyhillforest.com email: windyhillforest@gmail.com 

To: Owners of the following homes on Springleaf Circle:  1400-1474 (even nos.), 1401-1465 (odd nos.) & 1471-1505 (odd nos.)  [Tenants, please give to your landlord]. 

Thank you for your support over the last year. It is time for this year’s annual meeting

NOTICE:Our Annual Meeting is set for 2pm Saturday June 12, 2021 in the Outdoor field adjacent to 1505 Springleaf Circle.

MEETING AGENDA & OFFICER REPORTS: This information will be posted in advance at

tinyurl.com/whf2021docs. 

We expect the meeting to be short with enough members appearing in person or by proxy to establish a quorum. We plan on social distancing with 3 short Agenda items: 1. Affirm the Minutes from the prior year meeting; 2. Elect the Board of Directors; & 3. Approve an HOA Fee Assessment similar to the prior year.

Please arrive in time for voting at 2:30pm. Those with questions are encouraged to email them in advance, or at least come promptly at 2pm for a short discussion.  

Signed: Mary Groves for the WHF Board

HOA Nuisance Policy

 As a town home community it is important for each resident to contribute to curb appeal and to refrain from acts or omissions that diminish the enjoyment or attractiveness of nearby homes. Article IX of our recorded covenants make provisions in this regard and authorize the HOA Board of Directors to issue policies for these purposes. Accordingly, the following Nuisance Regulation is hereby adopted as policy of the Board and is to be added to the “Ten Points” policy summary published by the HOA.

1. Nuisance is a common law tort. It means: that which causes offense, annoyance, trouble or injury. For HOA purposes, nuisance is that which diminishes the value or rightful enjoyment of other property in the neighborhood.

2. The matters outlined here are by no means all possible nuisances, and the Board is free to adopt revisions to this policy from time to time, at its discretion.

3. Any HOA officer or Board Member may notify a member of Windy Hill Forest Homeowners Association of circumstances at the member's property that constitute a nuisance. The offending home is encouraged to address the matter promptly. The Board is to take up the matter at its next meeting in order to adopt enforcement actions, consider settlement terms, or monitor the situation for later action.

4. Examples of nuisances include (but are not limited to):

a) generating noise that violates the Smyrna sound ordinance or is a disruptive breach of the peace (including but not limited to constant dog barking, heated arguments or late night broadcasting of music, song or shouting);

b) attracting feral animals to one's property or to otherwise harbor, feed or shelter such animals (however, bird feeders intended to attract small birds shall not be considered a nuisance);

c) failure to perform regular lawn care or failure to keep one's home appealing and in good repair;

d) failure to make space in one's own driveway for guest parking (and thus relocate one's own vehicle to other appropriate parking locations if necessary); and

e) littering, damaging or otherwise tampering with HOA common area or property of others.

5. Enforcement options. A nuisance offense may result in one or more of the following:

a) the home and its owner are sanctioned by losing any good standing status retroactive to January 1 of the year (with annual dues owed adjusted accordingly);

b) the home and its owner are sanctioned by losing the lawn care privilege, thus the home's dues are assessed at the full lawn care rate (pro-rated based on the calendar year) and the HOA may elect to partially perform the lawn care (or decline to perform) until that fee is paid in full;

c) the home and its owner are imposed with the following insurance requirements: i) a bona fide certificate of general liability insurance which specifically insures the property and its occupants with $2 million in general liability coverage for all claims which may arise from acts or omissions at the home; the certificate is to be provided by an insurer rated “A” or better by the A.M. Best rating service; and ii) a check payable in good funds to maintain a Short-Term Rental Deposit with HOA in the amount of $5,000 as a self-insurance fund to accommodate claims arising from the home's nuisance condition;   and/or

d) the home and its owner are made subject to lien claims and to court actions for damages and injunctive relief, with all HOA legal fees borne by the offending home and its owner.

6. This policy shall be promptly published at windyhillforest.com and broadcast to the HOA email list. Owners shall have 21 days from this date to review their own property, identify non-complying conditions and remedy them -- after this initial 21 day period, all homes are subject to enforcement sanctions for noncompliance.

The undersigned HOA Secretary confirms that the above policy was adopted by the HOA

Board of Directors on the  21st    day of     May ,    2021.

Signed: Secretary, Windy Hill Forest HOA

2020 Annual Meeting Reset & Minutes

WINDY HILL FOREST HOMEOWNERS ASSOCIATION INC. ("WHF")

www.windyhillforest.com   email: windyhillforest@gmail.com

NOTICE OF RESET: As of 2:15pm our Annual Meeting was convened briefly on Sat., March 21, 2020 at the Smyrna Library, a quorum was not necessary to hear a motion to suspend and reset the meeting. Accordingly a motion was made and unanimously adopted by those present to reset the meeting to approximately the same time and place for Saturday, April 25, 2020. The meeting was again briefly convened at that time with a motion made and unanimously adopted to suspend and reconvene the meeting outdoors at 2pm Saturday, May 16, 2020 at the HOA field adjacent to 1505 Springleaf Circle.

RESET ADDRESS & TIME: 2pm Saturday, May 16 in the Outdoor field next to 1505 Springleaf Circle

OFFICER REPORTS are to be presented in writing by 2pm on Saturday, May 9 and posted at windyhillforest.com with links to same sent out to the HOA's current email list.

MEETING AGENDA: Meeting information will be posted in advance at tinyurl.com/whf2020docs.  We expect the meeting to be very short with enough members appearing in person or by proxy to establish a quorum. We plan on social distancing with 3 short Agenda items:

     One: Affirm the Minutes from the prior year meeting

     Two: Elect the Board of Directors. There will be a motion to re-elect the current Board Members Robin Ray Daniel, Mary Groves, Clayton Fain, LaVonya Tensley, Lillian Camp. Additionally there will be a motion to add Charles Spencer to replace Carmine Lombardi (our friend lost his battle with cancer and paralysis).

     Three: Approve an HOA Fee Assessment similar to the prior year. There will be a motion to set the HOA’s maximum annual fee at $1,190 with a discount $690 for the lawn care component such that the annual fee is to be $500, provided the homeowner arranges regular lawn care; further, the $500 fee is discounted down to $100 provided the home complies with HOA covenants and policies summarized at tinyurl.com/whf10pts.

MEETING DISCUSSION TO BE DIGITAL: We encourage members to review the officer reports online and send commentary by email to windyhillforest@gmail.com. Also, a few items will be presented informally as POLL QUESTIONS (this will be either at at windyhillforest.com web page or sent directly to the membership that has a current email address on file with the HOA). We are trying to simplify and shorten the meeting experience to accommodate Covid-19 concerns with appropriate precautions.

\Signed: Mary Groves, WHF Secretary

(our text/voicemail is 404-955-8101 )