Minutes

Role Call

• Board (all present)
  • President: Schell (Virtual)
  • VP: Hornung
  • Treasurer: Perry
  • Communications: Hilson
  • Secretary: Maginot
• Committee Members
  • Social: Cobbs
• Residents: None

Redstone Federal Credit Union Denying Deposits Due to Incorrect Recipient Name

•  If any residents are making checks payable to “Elite Housing” instead of Grand Lake
• HOA” the checks are being kicked back. All checks must be made payable to Grand
• Lake HOA, not elite housing management.
•  Either we can return checks to homeowners requesting they write the correct name, or
• request homeowners enroll in autopay.
•  Signature Cards: we need to update signature cards; this will require all signature card
• holders to be present at the same time (3 people, president, treasurer and
• representative from Elite)
•  Discussing movement of HOA account to another location: Synovus on Whitesburg. Will
• explore the possibility of changing accounts to Synovus bank.
•  Closing this out, we need to assess the scope of this problem. How many people need
• to switch the name they are writing checks out to; is it worth the effort to change the
• entire financial institution for the HOA due to other effects, changing internet and utilities,
• changing autopay/billpay for people who bank through Redstone FCU.
•  Will revisit in next HOA meeting.

Discuss/Revise Outbuilding Guidelines and Adopt: 

• https://www.grandlakehoa.com/outbuilding-guidelines/
• Will begin maintaining a clearer definition of outbuilding requirements for garden boxes,
• cabinets, other storage solutions for public knowledge in the neighborhood.
• Clause limiting the size and number of these storage solutions will need to be added.
• The board approved the introduction of Outbuilding guidelines pending the improvement of the requirements and review by ARC.
• Increase in guideline pages for other difficult to understand sections of the HOA
• covenant ie: Fence construction.

Pool Opening Date: May 13, 2023

Bathroom to Pool Door Repair

• Quote for replacing the door through “Access Control”
• All would prefer to use another vendor, will request another service quote from Elite
• Housing: seek contractor to replace door, Sam Hilson will likely re-install electronic lock system.

Discuss finding on other HOAs: 

• HOA Value to Cost
• GL HOA dues aren’t unreasonable; the thing that sets our HOA aside is that we have significant debt to overcome.
• Moving forward with the vote to raise annual fees to address budget shortfalls
• Agreed to use proposed raise to $650/house/year
• Discussion around revisions to CC&R and By-Laws
• 120 clause: change to requiring a ¾ vote to raise budget unless over 120% change in value
•  In-Absentia vote: If you have been notified 30 days in advance but elect not to vote, the
• board may vote in your stead.

Tree Removal

• VP volunteered to conduct tree removal.

Financial Update

• February
  • Net Cash $-335
  • Check: $16181.88
  • Money Market: $33K

Resident Time as Needed: No residents in attendance
Committee Updates

• Social
  • Easter Egg Hunt April 8th Easter egg hunt 8APR, in search of donations to secure the event. Event will have two age groups, executed at the same time.

Any Additional Board Business

• Camera Equipment has been ordered; Hilson plans to install.

• Call to Order: Teddy Schell 6:36
• Role Call
  • Board
    • Teddy Schell (Virtual)
    • Ela Perry
    • Sam Hilson
    • Jon Maginot
  • Committee
    • Frances Cobb
    • Toni Bridges
    • Mark
  • Residents
    • 2
• Collection and Tally of Votes
  • Received 40 votes, and Board is in favor of accepting that as a quorum
  • One write-in for Ben Shapiro
• Welcome new Board members
  • Welcomed Jon Maginot
  • Welcomed back Ela Perry
  • Tim Horning was not present
• Present the Annual Budget
  • See Attached Budget document
  • Compared 2022 actual spending to the budget
    • Budgeted $86,200 but spent $90757.47
  • The 2023 budget requires a special assessment to balance and cover the Lake Loan.
• Discuss the increase in Fees for the clubhouse
  • From $150 to $200 with a $100 refundable depository
    • The board approved this action
    • Anything currently reserved will use the current fees. 
    • Inform Elite of the new fee structure (Sam)
• Discuss the status of Lake Renovation
  • Rain has slowed the process
  • Work is continuing
• Discuss the status of the Special Assessment
  • Should we continue seeking the last votes we need for an assessment to cover lake repairs?
    • 84 of the 127 needed
    • This only deals with the lake problem and not our budget issues.
  • Should we start a new vote to cover the loan expenses for this year?
    • This would require a special assessment of $120 for the next 5 years to cover the Loan and interest.
  • Should we raise rates?
    • Rates could be raised by $150
      • This will pay off the loan in 2 years and save on the interest
      • This will cover the Lake Repair loan and allow the board to begin paying some extra on the $200k loan that we owe.
      • The board selected this as the best option
      • This requires a community Vote
      • We will require residents to vote before activating pool keys
  • Should we shut down services if we can’t afford operation expenses or raise rates?
    • Pool
    • Clubhouse
    • Lawn Services for common areas
• Resident Time as Needed
  • No Resident Business was required
• Committee Updates
  • Landscaping
  • Arc
  • Social
  • Pool
  • Clubhouse
  • Playground
• Any Additional Board Business
  • Assigning Roles for new board members
    • President – Teddy Schell
    • VP – Tim Horning
    • Treasurer – Ela Perry
    • Communication – Sam Hilson
    • Secretary – Jon Maginot
• Adjourn: 7:47

• Call to order: 18:33 Teddy Schell
• Roll
  • Board
    • Teddy
    • Ela
    • Sam
  • Committee
    • Mark
• Status of Lake repair
  • New Era Update
    • The contractor is waiting for the initial payment to get started
  • Loan Update
    • The loan paperwork is in for the loan
  • Try to finalize the vote and talk to Elite about how much we need for the majority
• Financial Update
  • Net Income: $6175
  • Check $14325
  • Savings $10267
  • Utility bills are still very high
• Resident Time (As needed)
  • No Residents were present
• Committee Updates (As needed)
  • Landscaping
    • Dead trees on the corner need to be removed
  • Arc Complaints should be forwarded to compliance@grandlakehoa.com
  • Social
    • Looking into combing with Kathy Smiths Christmas functions
• Additional Board Business
  • Vote for removal of current Secretary thru By-Laws Section 6
    • All in favor of removing the Secretary
    • Send a notice to Steve Lowder
  • Alabama Pool King’s early chemical buy program
    • All in favor
  • The pool table is now removed
  • Playground update
    •  All purchases are complete and the build starts tomorrow
• Adjourn: 8:00 pm

• Called to Order: President Teddy Shell, 6:30
• Discuss the plan for lake repair with New Era
  • The project is approved and Elite has given the contractor the green light
  • Areas of the lake will be fenced off for safety
  • Survey for utilities
  • Adding gravel
  • Fix the most dangerous parts first
  • Depending on the weather, it could be done within a month to a month and half
  • The contractor is working on a quote for a possible sidewalk
• Committee
  • Adopted new Fees, but we want to keep our same schedule
  • Mark Casey is going to once again do the election board
  • The playground Pirate ship is removed and materials are being purchased
• Financial Update
  • Q3 budget review
    • Currently, we are over budget
    • Checking: 21789.80
    • Saving: 17260.57
• Board Business
  • Lock for office installed
  • Welcome Harrold as the Interim VP
  • Reach out to Secretary about seeking a replacement
  • The financial committee needs to be stood down
  • Adding covenant and by-law review to the newsletter
• Adjourned at 8:44

Call to order
Teddy(President) Called the meeting to order at 1835

Acceptance of last meeting minutes
Accepted and Posted

Vice President Report on committees

• Pool: No current updates
• Social: No current updates
• Landscaping: 
  • Lake lawn care to cover community property; 
  • Aqua Services is scheduled; Date to identify watercraft;
  • Board to put out a notice regarding watercraft in the common area; 
    • Put house numbers on watercraft
    • August 12th deadline to mark and cleanup watercraft
    • After the deadline board will look at removing any watercraft in violation.
    • Include reminders about the deadline in the newsletter.
    • All personal property is kept off the common area unless in use; 
  • Sprinklers are currently turned off for common areas and clubhouse and repairs are costly.
    • The board approved a $150 repair for the flowerbeds. The other systems will remain off.
  • The seawall is in disrepair but the repairs will be very extensive and costly. Currently, the solution is to add signage about the danger of the seawall.
• ARC: 
  • Problems with Elite. They are not engaging with ARC on issues.
• Finance: No current Updates
• Clubhouse: No current Updates

Treasurer report
Net Income 15236.87
Cash 20444.45
Money Market 17247.59

Residents coming to board meeting:

• Doug & Crystal Santana

New Business:

• Clubhouse painting quote update
• 15224 Lakeside Trail – Driveway extension that was done
  • Get new Arc request to cover addition to plan
• Discussion clubhouse rules sent by Jason Shaw
• Discuss current pool rules and needing to update
• ARC committee requested time with the board:
• Update on Major Arc Violations
• Update on lake/entrance signage
  • Three signs for the lake access
• June ARC meeting with Elite
• Pool Committee Members asking people to provide a name and address has upset some residents. 
  • We are meeting with pool committee members to fully understand the situation and will draft a response once we have better knowledge of the incident.
• Playground committee formation update
  • Email Setup for Kathy Hilson as playground@grandlakehoa.com
  • Kathy is working on pricing for replacement options
• Key fob system to Elite update
  • New Reservation Contact is in the system and handling clubhouse rentals
  • New key fobs ordered from amazon
• Pool emergency exit update
  • Quote for access control emergency pool exit, Approved
• Adjourn

•  Call to order
  • HOA Communication Chair, Teddy Schell, called to order the March monthly meeting of the Grand Lake HOA Board at 1835pm on 05/16/2022 at the Community Clubhouse.
• Roll call
  • The following were present 
  • Board: Teddy Schell(Via Phone), Jason Sowash, Sam Hilson, and Ela Perry 
  • Committee representative present: Finance, Social 
  • Residents: Kathy Hilson
• Approval of minutes from the last meeting
  • Approved by email and posted to our website
• Vice President Report on committees
• Updates from committee
  • Pool
    • Does new liner repair expense affect the furniture budget? No
    • The pool committee presented the Pool Furniture proposal
    • Clubhouse rental policy, versus access to the pool and how it conflicts with pool visitor policy
      • 4 guest policy.
      • We will develop rules that must be signed with a rental that will make this policy clear.
    • Vandalism from Sunday, May 15th.
      • Reviewed Camera footage, was not vandalism, the plaque was broken by a small kid who jumped on it. 
  • Social:
    • June 17th Trivia night 7
    • Book club, Every 4th Monday at 7
    • We need receipts from social
  • Landscaping: Planting of flowers
    • We want to recognize the flowers being planted. They are very nice.
    • The Sea wall is leaning and damaged in places.
    • We are going to start getting quotes and evaluating the sea wall and may have to access those repairs on the 2023 dues.
    • Still having issues with the irrigation system
    • We discussed the signage for the lake. ARC will be getting with elite about signs
  • ARC: 
    • Meeting with Elite every month (1 st Tuesday of each month)
    • Sam will add a section on the website for pond rules
  • Finance:
    • We are asking if Elite can not send billing if paid in full and for a digital invoice option.
• Treasurer report
  • net income $4,833
  • cash $26,800,  savings $17,244
• Residents coming to board meeting:
  • Kathy Hilson
• Resident time
  • Kathy Hilson proposed that the board consider replacing the playground equipment because the ship is attracting negative attention and the inside is being used as a hangout for smoking, is always trashed, and is full of graffiti.
  • We are going to get a quote and possibly set up a playground committee.
• New Business:
  • Plumbing for pool vs. clubhouse painting quotes (Kara update in email)
    • Still getting painting quotes
  • Update/Discussion on Homes out of Compliance
    • Cease and Desist was served for ARC violation
    • Waiting for ARC request. Currently not received.
  • Pool swim lessons (Kara update in email)
    • Not currently an issue but it was discussed to make sure people are aware. This could be stopped if it becomes a problem
  • Looking at videos for pool vandalism
    • Replacing damaged decals
    • Pool lock replaced on the back gate
    • Kids from outside of the neighborhood are being let in without a homeowner as their host and are not following the rules which is causing the community to be upset. 
    • We can reach out to the neighborhood police officer for help with kids that are trespassing. 
    • Actual guests that are behaving are not the problem.
    • Homeowners are responsible for the behavior of their guests.
  • Key fob discussion
    • $25 for Replacement, or Extra
    • Renters must get keyfobs from home management
    • To pay can we set up a quick way to take payments such as venmo with Elite.
      • Elite said the preferred method is to contact them and have the fee added to billing through app portal.
  • Pool Gate compliance
    • The current pool gate does not have an emergency exist and we think this is a safety violation. 
    • We are contacting Elite to obtain a quote on addressing the possible safety violation.
  • Communication Updates
    • Email Migration complete, we will no longer be using personal emails.
    • Sam will send a directory.
    • Community Calander needs input from social
  • Information was shared about accessing the land trust behind the neighborhood.

• Adjournment
  • HOA VP, Teddy Schell, adjourned the meeting at 2015pm.
  • Minutes submitted by:  Samuel Hilson
  • Minutes approved by:  Email