Covington Place Newsletter
March 6, 2016 - For Residents of Covington Place
MINUTES OF THE 3/1/16 MEETING OF THE BOARD OF DIRECTORS OF THE COVINGTON PLACE HOMEOWNERS ASSOCIATON, INC.
An open meeting of the Board of Directors (the “Board”) of the Covington Place Homeowner Association, Inc. was held on the 1st day of March, 2016. Present in person were Ed Winnicki, Perri Futo, Susie Keck, Faye Brown-Stone, Chris Branan, Pat Showalter
and Brooke Woodall, constituting a quorum of the Board. Ed Winnicki served as Chairman of the meeting, and Faye Brown-Stone served as Secretary of the meeting.
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The following actions were taken:
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· Review the results of the election.
o Mr. Winnicki reviewed the election results. He stated the voting was down this year compared to last year. Sixty-one homeowners voted compared to sixty-nine last year.
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· Introduction of new Directors.
o Mr. Winnicki introduced the newly elected board members whose terms will end in 2018.
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· Discussion of distribution of Board responsibilities and review of roles.
o Mr. Winnicki reviewed an excerpt of the Powers and Duties from the HOA Declaration.
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· Nomination and election of Board Officers for 2016.
o Pat Showalter, Chair
o Perri Futo, Vice-Chair
o Ed Winnicki, Treasurer (Finance Officer)
o Faye Brown-Stone, Secretary
o Brooke Woodall, Member Manager
o Susie Keck, Communications Manager
o Chris Branan, Maintenance Manager
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· Setting of the 2016 meeting schedule.
o See below in next section
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· Discussion of goals for 2016, including what we want to accomplish this year.
o To get more homeowner participation since we have 240 homes in CP
o Have a voice
o Connect Plantation Circle with the rest of the subdivision by adding sidewalk
o Have more people on committees
o See what we can do better
o Present agendas before the meetings
o Block homes to have a ‘friend of the board’ [Please consider becoming your street's block leader; you will be responsible for bringing any items that need attention to the Board; you will help our community have continued success through better communication]
o Use Facebook
o Conduct a survey dealing with the speeding issue. Eighty percent of homeowners must agree to install speed tables. Suggestion of striping the streets to slow speeders down. Close out this issue.
o List the homeowners who attend HOA meetings
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· Review Open Items – Assign Task Managers.
o 9134 Golfview Circle – Unfinished Fence. [Chad Frey will meet in closed session with board members to get further clarification on the fence.]
o 9186 Plantation Trace – ARB Fence approval process [Perri with work with the ARB]
o Pool Area Emergency Exit. [Mr. Branan will contact Mr. Lynn Atkinson and Ms. Cynthia Mussell (Sentry Maintenance) to get this completed.]
o Update Playground Equipment. [Get ideas of what is needed and what needs to be fixed. Items were suggested. Ms. Woodall and Ms. Sarah Dobbs will work together to get an idea of what is needed. Mr. Branan will be the point of contact to get any repairs done and check on the ant hill.]
o Cooling Pool Concrete. [Motion to use the draft of requirements for submitting proposal for cooling surface of the pool concrete - see below in a separate section. Correction to the list of questions to be answered. Ms. Showalter will review and see if anything needs to be added. Motion carried. Ms. Woodall will be the point of contact for this item.]
o Create Basketball Court Using One Existing Tennis Court. [Mr. Winnicki will be point of contact]
NOTE: If you'd like to volunteer to be on any of the above committees, please contact the committee head directly.
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· Discuss Pool Opening – Decide opening date. Discuss timeline for what needs to be done to get the pool area ready for opening day. [Use the flowchart previously mention in the calendar]
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· Discuss plans for Pool Opening Party.
o Social committee will handle
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· Open Discussion.
o One homeowner provided a history as to why the previous basketball court was removed. It was dangerous and created more problems with outsiders using the court. We were reminded that each home owner can have a portable basketball goal on their property.
o The city would have to put the sidewalks in on the areas where needed.
o Question was raised as to who monitors and supervises the children while they are playing on the playground equipment. Ms. Showalter will obtain a legal opinion to determine the liability.
o Question was raised as to what is the strength of the HOA? Need to have reserves. Need professional study and audit of Sentry Management.
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· Adjourn.
o Meeting was adjourned at 8:10pm
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Approved by email confirmation of the Board Members.
HOA Meeting Schedule & Important Dates for 2016
(All Meeting Dates are Tuesdays, 6:30 pm @ Poolside Clubhouse)
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02/16/16 - Annual Meeting – Elect Board of Directors.
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03/01/16 - Elect BoD Chair, Co-Chair, Treasurer, Secretary, Member Manager, Communication Manager, Maintenance Manager. Set Meeting Schedule. Schedule Pool Opening date and Party.
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04/05/16 - HOA Meeting to discuss Pool Opening, review Pool Opening Checklist & assign tasks. Flowchart is available on how to open and close the pool.
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05/06 – 05/08 - Pool Opens for weekend only. 5:30-10:00pm Friday. 8:00am–10:00pm Saturday & Sunday.
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05/13 – 05/15 - Pool Opens for weekend only. 5:30-10:00pm Friday. 8:00am–10:00pm Saturday & Sunday.
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05/20/16 - Pool Opens for the season. daily hours are 8:00am–10:00pm
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05/29/16 - Pool Opening Party.
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06/07/16 - HOA Meeting to discuss Pool Opening efforts. Revise Pool Opening Checklist. Discuss Open items, adjourn for the Summer.
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07/05/16 - No HOA Meeting
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08/02/16 - No HOA Meeting
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9/11/16 - Pool closes for the 2016 season at 10:00pm
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09/13/16 - HOA Meeting to discuss Safe Halloween 2016
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10/04/16 - HOA Meeting to finalize Halloween Plans. First Review of 2017 Budget.
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11/01/16 - HOA Meeting to finalize Budget
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12/06/16 - No HOA Meeting
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01/10/17 - Executive Session. Year End Review. Discuss 2017 Election
Requirements For Submitting a Proposal For Cooling Surface of Pool Concrete
1. Identify the scope of the problem:
i. How hot is the pool surface?
ii. How many days?
iii. How many hours a day?
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2. Identify the scope of the repair:
i. How much of the pool surface will need to be affected?
ii. What products are available?
iii. What are the installation costs?
iv. How long does installation take?
v. What are maintenance costs?
vi. What is the expected life of the product?
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3. Get Competitive quotes:
i. The Board should require 2, possibly 3 competitive quotes.
ii. Vendors would have to be licensed and bonded in Georgia.
iii. Vendors would have to supply documentation.
iv. Vendors would have to submit an W-9 Form to Sentry Management
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4. What alternatives are there to altering the surface of the pool concrete?
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5. After competitive bids are submitted to the Board, the Board reserves the right to get consensus from the Homeowners prior to voting on the proposal.
ARCHITECTURAL REVIEW APPLICATION (ARA) REMINDER:
2016-2017 CP HOA BOARD MEMBERS CONTACT INFO:
Feel free to contact any Board Member with any questions you may have regarding our neighborhood. They are here to serve you and our community.
PAT SHOWALTER
CHAIRMAN
Term expires in 2018FAYE BROWN-STONE
SECRETARY
Term expires in 2018BROOKE WOODALL
MEMBER MANAGER
Term expires in 2018CHRIS BRANAN
MAINTENANCE MANAGER
Term expires in 2018ED WINNICKI
TREASURER
Term expires in 2017PERRI FUTO
CO-CHAIR
Term expires in 2017SUSIE KECK
COMMUNICATIONS MANAGER
Term expires in 2017IMPORTANT CP HOA PHONE NUMBERS:
- Subdivision Services - 678-284-0244 - contact them for these items: obtain/replace a pool/tennis key card, report/respond to covenant violations, report issues at the pool/tennis courts/playground, anything related to safety/security, etc.
- Grace Management - 770-389-6528 - contact them for these items: your HOAButler account, anything to do with your HOA account, etc.
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Architecture Review Applications (ARA) - go to HOAButler or contact Sentry at AtlantasouthARC@sentrymgt.com
Mailbox Repair/Replacement - Jonathan/Thomas Freeman, 770-356-7290 - they are the ONLY approved mailbox repair/replacement company for Covington Place
Clubhouse Rental - Kaye Plitt, the clubhouse is available to all residents to rent for private parties; no corporate events or non-resident parties allowed; $75 fee during Pool Season, $50 fee during remainder of year; Rules & Regulations available from Kaye; some restrictions on dates/times of availability; 404-606-8062, kayep1030@gmail.com
Green Vehicle Stickers - Send email to tp81854@yahoo.com and provide street address and number of vehicles; place them on the rear window of each vehicle
Social Committee - Brooke Woodall, brookedwoodall@gmail.com
Collins Pool Services - 770-389-9999 - to report any problems with the pool during Pool Season (ex. chemicals, cleanliness, fecal matter, etc.)
Tennis Courts are accessed via the same Pool Card that opens the pool gate. The tennis courts are available for residents and their guests only. Guests must be accompanied by a resident at all times. Leagues or Teams are not allowed. Rules of etiquette were included in the HANDBOOK so please refer to them if you have any questions.
LOCAL RESTAURANT HEALTH REPORTS:
WELCOME NEW ADVERTISER - CITRUSOLUTION!
RESIDENT ADVERTISERS:
FREE ADS FOR RESIDENTS WHO OWN A BUSINESS
Our HOA offers residents who own a business the opportunity to reach over 340+ resident email addresses via our Newsletter. Here's how it works:
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For Residents who own a business:
- No charge to run an Ad
- A print-ready Ad in JPEG format is required
- We'll run it several times if requested
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For Non-Residents to place an Ad:
- $25 to run 4 times
- A print-ready Ad in JPEG format is required
- Payable in cash or check payable to CPHOA. Payment sent c/o Susie Keck, 8110 Crestview Drive, Covington 30014
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All Ad JPEGS must be emailed prior to any Saturday to tp81854@yahoo.com in order to be placed in the next issue of the Newsletter. Please make sure that your Ad is clear and legible before sending your JPEG.
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If you have any questions, please email tp81854@yahoo.com for details.
GREEN VEHICLE STICKERS
If you do not have a Green Vehicle Sticker on each of your vehicles, please REPLY to this email providing your Name, Street Address, and the Number of Vehicles you have and they will be delivered to your mailbox.
If you would like a sticker for your golf cart too, please make that request as this is a great idea since many residents drive their golf carts to the pool.
OVERNIGHT VISITORS & CAMPERS/RVs PARKED IN THE STREET or AT POOL PARKING LOT - VISITOR PARKING PASS REQUIRED - NO EXCEPTIONS
Leaving unmarked cars parked in the Pool Parking Lot during the day or overnight is not allowed. If vehicles do not have a Green Vehicle Sticker on them then they MUST have a Visitor Parking Pass on them to keep from being towed.
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If you need a Visitor Parking Pass Template, please email tp81854@yahoo.com and one will be emailed back to you.
GOT ANY NEWS TO SHARE?
HAS ANYONE NEW MOVED IN NEXT DOOR TO YOU?
Also, please ask them to send an email to tp81854@yahoo.com to be added to the Newsletter.