Ben Whipple called the meeting to order at 6:38 p.m.
In attendance: Ben Whipple, Matt Huff, Jimmy Newland, Andrew Johnson, Phillip Blume, Benny Nixon.
Approval of minutes: Andrew motioned, Benny seconded, minutes were unanimously approved.
Report and Discussion on Action Items
- Insurance: Benny reported to the board on the 3 different quotes he had obtained for HOA insurance. Based on policy functionality and cost, the quote from Nationwide was the most competitive. Andrew made a motion to engage Nationwide for the insurance, Jimmy seconded, and the motion passed unanimously – with Benny Nixon recusing himself from the vote.
- Legal: Benny reported that the attorney with whom he had talked, Mike McLeary, had confirmed that we can have a dues holiday this year with no HOA or legal issue. Mike said that he will be available when we need him, but that no retainer is necessary. Matt shared information on his contact, David Ellison who would work in the same manner. Mike McLeary’s billing rate is $315/hr. and David Ellison’s is $250/hr. No decision was made on who to use should a need arise. The board felt it a good idea to get a briefing from an attorney on things of which we need to be aware and the consensus was to use the less expensive attorney for that.
- Accounting Software: Matt looked at website for the software that Philip uses but stated that the online information was not completely informative. He will work with Philip to see how the money management end of it works.
- Architectural:
- Detention Ponds:Andrew will look into a quote to keep detention ponds clear. The board agreed that the two small ones were not needed and it was only needed for the main one near Philip and the new one up front. No action is needed until Spring.
- Privacy Screen along Hodges Mill:Andrew got quote from Georgia Greenworks – which was around $14,900. The feeling was that the tree count might be more than needed and that we need some more quotes. Andrew will look into a contact that Benny has.
- Silt fence up front:Ben said Bubba is taking it out Friday.
- Pinestraw at front:Board agreed to look at this again in the Spring as Winter was not a good time to put it out.
Suggestions from Neighbors on Spending Surplus
The board reviewed community suggestions on how to spend the budget surplus – they were:
- Privacy landscaping up front
- Pay for trash/recycle for everyone
- Or at least negotiate volume discounts to incentivize consolidation
- Paint mailboxes
- Make sure everyone has same style mailbox with same style # on it
- Move mailboxes that are set in sidewalks
- Drop speed limits to 25 (would require Oconee Cty. Involvement)
- New signage (or painted/refreshed) signage for entrance
- Pressure wash sidewalks
- Fire ant treatment within 3 feet of sidewalk
- Community-wide dumpster for cleaning out old stuff (for like a weekend)
- Social Committee/community events
- Decorating front entrance for Christmas and patriotic for Memorial Day – July 4th.
Board Discussion on Spending Ideas
Some suggestions could have practical & legal implications or are not things under HOA control. Others could be costly. As of now the board agreed to move forward to look further into the following:
- Trash service – this would probably not be paid by the HOA.Phillip is soliciting quotes on what type of volume discounts would be offered by: Republic, AAA, Curbside, and Waste Pro.
- Renting a dumpster at some point
- Look into freshening up the front entrance sign
- Matt will reach out to the county about lowering the speed limit and straightening a stop sign
- Andrew will get a quote from a guy about fire ant spraying
- Based on feedback from neighbors, the board agreed on paying for front entrance Christmas decorations.The board was going to reach out to April Ward, Vanessa Gravely, and Wendy Newland to take that on. The board authorized the group to spend up to $500 for this year. Motion made by Benny, seconded by Matt, unanimous approval.
Ongoing Discussion Items
There was more discussion about the formation of a social committee. The vision for this group would be to plan social events – particularly as it relates to seasonal celebrations – and also include a care committee. The care committee would welcome new neighbors and reach out when new babies were born or serious illnesses or deaths occurred. Ben said he would reach out to Abbie Miller to see if she was willing to form a group to serve as the social committee.
New Business
Matt related that previously dues statements had gone out in January and were due in February. Going forward, he suggested sending out statements in December with payment being due in January.
Matt recommended we finalize a 2021 budget at the next meeting.
The board agreed that we should undertake a door-to-door campaign in January to pass out the budget, inform community members of the dues holiday, and to collect email addresses
The next meeting was set for Thursday, January 7th, at 7 pm.
The Meeting was adjourned at 7:52 p.m.
Respectfully submitted,
Jimmy Newland
