Magnolia Point Community Association, Inc. Board of Directors Meeting Magnolia Point Clubhouse September 9, 2013 Minutes Cindy Munera, FCM, called the meeting to order at 1:30 p.m. A Board quorum was met. Board members present: Joe Chao, Debbie Brown. Committee Chairmen present: Tom Branch, Mike Hallam, Ray Braly, Chuck Calloway, Debi Wiedeman, Duncan Hamner Committee Members present: Gaylee Page, Mitch Pennigar, Jim Gillespie, Jack Phillips, Karen Gowan Also present: Cindy Munera, FCM Approval of Minutes Minutes from the August 12, 2013, Board of Directors Meeting were accepted, seconded and approved (Chao, Brown). Mike Yuro, Yuro & Associates, Report: Mike reported that Rusty Grimes, of Grimes Utilities, Inc. is no longer with the company so they are behind on scheduled work. Projects approved by the Board in August (from Grimes proposals, dated July 2, 2013) will be completed by Grimes as follows: 3623 Mamaroneck completed within 3 weeks 1691 Muirfield completed within 3 weeks Winged Foot Circle (new grate system, etc) completed on October 15 Cindy Munera suggested we use another company for remaining pending projects to expedite completion times Board agreed to use proposal for pendings from Vallencourt Construction Co., Inc. Both pending projects (below) are due to non-sufficient swales per Mike Yuro: Doral Ct. project was approved (Chao, Brown) with the caveat that charges for Dressout and Grassing ($4861.50) be eliminated from the proposal. Board believes we can get that work done cheaper by another company (eg: Valley Crest). Winged Foot Circle, including Road Crossing Board agreed to table for now. Resident reported driveways across from 3697 Winged Foot hold water. Mike will look into.
Projects previously tabled by the Board (from Grimes proposal, dated July 2, 2013) were again discussed: Memorial & Pebble Beach Mike will take another look at this. Back Pond Erosion would involve stripping sod, compacting sod and filing in with new dirt; right now it s not a real issue per Mike; no action at this time. From Mike Yuro s email dated August 27, 2013, 2:08 PM: 3589 Shinnecock sinkhole Mike recommended getting quotes for this Reuse Water Report by City of GCS (Mike Null): Mr. Null explained usage by the Golf Course for irrigation purposes. Since maintenance of MP ponds is now HOA responsibility we need to give permission to use the ponds as has been done since 2003. This is a formality with no changes taking place. Joe Chao, Board President, signed the form and Cindy Munera will send to the City. Financial Statement Review Ray Braly, Finance Committee Chairman, is pleased to see $4604.64 current year income. He reminded us some category differences are due to seasonal expenses and some surpluses are due to stopping accrual for bad debt reserve. Committee Reports Access Control Chuck Calloway reported he is looking at proposals received from vendors for gate arms and operators. The next step will be for Cindy Munera and him to meet with the vendors for more clarification and questions/answers. Chuck suggests not continuing to deal with Sunbelt Access Systems leaving Leeman Enterprises and TEM Systems. More discussion to follow. Cindy Munera reported year-to-date we have spent $6035 on barrier arms and gate repairs. Joe Chao discussed the possibility of requiring remote usage to exit the back gate as well as for entering. Per Cindy Munera, this is illegal. Resident Danny Johnson explained a scenario where his vehicle was hit by the back gate barrier arm. Chuck Calloway explained the sensor picks up the presence of metal and when no longer present, the arm will go down. In Danny s situation, the arm should not have gone down. An audit of gate remotes will be scheduled for October. Flyers will be sent out asking residents for serial numbers of their remotes. Cost of the audit will be $1500 and will require the gates be left open for three days. Approval was given (Chao, Brown).
Resident Debi Wiedeman reported the maintenance gate on the back side of the area is broken and standing open. Chuck Calloway will check it. Architectural Review Pending Requests George Smith, committee member, has resigned. Replacing him is applicant Laura Caldwell applicant approval given by Board (Chao, Brown). Joe Chao asked FCM to draft a brief amendment to guidelines for outside painting to include a sample painted on the wall and for reroofing guidelines to include a shingle-size sample. FCM will send amendment to Board members for approval and then will be sent to residents. Communications In the absence of Bob Tague there was no report. Ray Braly asked if the following information could be sent out to residents: the City is offering a house surge protection device for $117. Joe Chao will include this information in the next column of MP Living. Documents Review Debi Wiedeman reported they have completed drafts of gentler violation letters for use by Covenants Enforcement. Letters need to be reviewed by Board members. The committee is working on covenants for all types of signs placed in yards (realtor, landscaping, etc). Debi reported an email was sent to Patrick Zalupski, Dream Finders Homes, inviting him to attend committee meetings. Mr. Zalupski indicated he will attend the September 23 rd meeting. Debbie Brown asked the committee if they are working/have worked on rules for setting out yard waste for pickup numerous residents have been angered by our current policy. Debi confirmed that information has previously been sent to Board members. Cindy Munera reported the committee has held back on letters speaking to yard waste for the present. Finance and Insurance See Ray Braly s comments above. Community Liaison In the absence of Russ Kendall, Debbie Brown briefed the Board on the August 30th committee meeting she attended.
Jim Gillespie reported Golf Course mowers are leaving clumps of dead grass behind negatively impacting curb appeal. Jim Gillespie discussed an area by the front entrance needing mulch/pine straw even though it is golf course property. Joe Chao suggested drafting an amendment to the amenity fee agreement with stipulations that are agreeable to all parties. He would like this set in motion no later than our January meeting. Debbie Brown asked if the committee could get promised financial packets to the Board earlier than the suggested November 15, 2013 date. Jim suggested request should be sent to Russ Kendall Debbie will make this request. Landscape/Irrigation Mike Hallam reported new landscaping at our front entrance is completed. Mike reported some plants on golf course property on the right side of our entrance are dying due to no irrigation he has been hand watering. Cindy Munera will ask Valley Crest if an irrigation line can be run and its associated costs. An American Tree Surgeons proposal for front entrance tree trimming for $975 was questioned. Mike would like a different estimate he s not convinced the estimate is for the work we want done. Cindy Munera will ask Valley Crest for an estimate since the trimming is just for low hanging branches. Mike briefed the Board on a street light survey he did. He does not recommend any trimming around lights at this time; he discovered three lights that are out. Mike also reported that sometimes lights seem burned out and then begin burning a day or two later. Board members suggested the HOA should supply mulch/pine straw under a group of trees just outside our front entrance even though the property is actually golf course property. It was agreed to ask Valley Crest to handle this. Mike spoke to the fact that some small parcels of golf course property are not being mowed and suggested the HOA begin mowing these areas. He will put together a map of the areas to show to Valley Crest for a price quote. Mike complained that Valley Crest is not doing a good mowing job in the park area across the street- we mow from the parking lot to the electrical building. Cindy Munera will report this to Valley Crest. Joe Chao reported the back gate landscaping is plain and sparse. Mike will meet with Valley Crest to discuss additional landscaping.
Debi Wiedeman reported she knows some master gardeners within MP and will ask if any would like to serve on Mike s committee. Joe Chao reported the circle at the end of Stonebriar looks bad and needs landscaping. Mike will ask Valley Crest for landscaping suggestions (there is no irrigation there). Roads/Drainage/Waterways Repair Cindy Munera reported on a quote from Duval Asphalt for street reflectors on Colonial. Duval would space 20 feet apart at a cost of $18.50 per reflector. Board members asked that the work be extended from Colonial, at the 3-way-stop-sign, to Oglebay. Board approval was given, not to exceed $5000 (Chao, Brown). Rules Enforcement Duncan Hamner briefed the Board on number of hearings and outcomes. A discussion was held regarding 1824 Colonial (Walker). Property is due for foreclosure th November 12. Renter has been fined for trailer in driveway. Cindy Munera explained the HOA cannot collect the rent paid at the property since the renter is on a month-to-month lease. Debbie Brown reported the renter has purchased a home and should be moving in the next few weeks. We will begin mowing the property, as needed, after that. Unfinished Business Engineers Report: Drainage Projects Status See above. Street Lights Bulb Replacement Joe Chao reported there doesn t seem to be much support for new street lights from residents. Tree interference seems to be a problem with some of our existing lights. Joe spoke to moving some lights closer to the street and adding a few lights where a transformer is readily accessible. The Board voted to paint 40 light poles throughout the community in the amount of $6,550.00 more discussion to follow. Access Control Operators and Gate Arms Replacement See above. New Business Review Reuse Water Agreement See above. Adjournment
With no further business to discuss, a motion to adjourn the meeting at 3:46 p.m. was made, seconded and passed (Chao, Brown).