1. The Vinings HOA Semi-Annual Meeting
Monday, November 14, 2016
Hyatt Place

2. Agenda Roll call and certification of proxies
Proof of notice of meeting or waiver of notice
Reading of minutes of preceding meeting
Reports from Committees, if any
Unfinished business
New business
Open Forum with Lawyer regarding proposed CCR changes

3. Committee Reports Finance Committee Grounds Committee
Members: Mashawn Kelly
Grounds Committee
Members: Mashawn Kelly, Dan Lohrman
Architectural Review Committee
Members: Louis Ewing, Dan Lohrman, Ron Slaughter, Stevie Kelly, Pavan Kumar
Pool and Playground Committee
Members: Ken Fagans
Communication Committee
Members: Sam Shaw, Carmie Spillers
Community Outreach Committee
Members: Millie Cohen, Sam Shaw

4. Finance Committee Report
What we did:
Remaining within projected 2016 budget (to-date)
Utilized homeowner’s referrals and expertise for various community upkeep issues (such as fence repair, tree and stump removal, and pool cleaning)
2016 Budget Review

5. Grounds Committee Report
What we did:
Sealed and repainted all gates and stakes removed from trees on Winchester
Managing a new landscaping service provider – Landscape Workshop
Repaired two burst pipes at pool and front gate at start of season
In August a tree fell, damaging fence. Contracted for tree removal. Fence repaired in-house.
New speaker installed at entrance gate; east gate repaired
Stumps on Winchester removed and ground down
What we are doing (on the table):
Interviewing and reviewing new possible service providers
Looking into more permanent fence repair (leaning) in some common areas
Possibly deploying any excess budget on our running landscape to-do list

6. Grounds To Do List

7. REMINDER from the Grounds Committee
If you see a grounds issue including gate malfunctions, please call Keith Collins or use the Vinings website to submit an to the board so the issue can be addressed as timely as possible.
Keith Collins: Ext. 105
Vinings website:
Click on “Contact Information” to submit issue to board

8. Architectural Review Committee (ARC) Report
Purpose of the ARC
ARC Procedures and Approval Form
HOA Board Monthly Canvas for ARC Violations
Mailbox Replacement with ARC-approved vendor
Minor Fence and Deck (Installed original mailboxes)
Mailbox replacement for $65
Paint mailbox and post for additional $25
Contact Mike
Website:

9. Pool and Playground Committee Report
What we did:
Homeowners cleaned pool cover for start season
Employed homeowner for weekly cleaning and trash for season
Repaired pool gate lock and in-pool light
Installed new hose, hose caddy, and safety hook
Verified pool health permit
Homeowner training on pool pump maintenance; required flushing 2-3/week on top of pool contractor maintenance
What we are doing (on the table):
Replace sand in pool pump prior to 2017 season
Benches on the playground
Replacement of pool and cabana furniture; extreme “wear and tear” during season

10. REMINDER of Pool and Playground Rules
Pool and Common Areas Hours are 10am – 8pm (Adults 6am – 10pm).
Residents are allowed up to 4 guests without special permission.
Guests must be accompanied by homeowner.
No glass of any kind on the premises.
Children under 14 must be under direct adult supervision and can be asked to leave if a parent is not present.
Please note that “direct” means a parent must be either within the pool fencing or ON the playground monitoring their children.
Swimsuits required in pool area; swim diaper required on babies.
Dispose of all trash in the provided receptacles.
No dogs in the pool area. Pick up and dispose of pet waste in all common areas.
Please also remember to deadbolt the pool lock behind you when leaving.

11. Communication Committee
What we did
Trained board members on website maintenance
Routine website updates
Posting approved Board meeting minutes
What we are doing (on the table)
Continue timely updates on website
Community bulletin board for 2017 pool season
Train additional board members on website maintenance

12. Community Outreach Committee
What we did:
Arranged neighborhood yard sale in May 2016
Hosted Memorial Day cookout
Hosted End of Summer cookout in September 2016
Hosted Movie Night in October 2016 along with “meet and greet” with Germantown Police and Fire
What we are doing (on the table):
Face-to-face outreach to welcome new homeowners
Improve neighborhood welcome packet
Arrange neighborhood Cop Stop in Spring 2017

13. Unfinished Business
Address CCR amendments that did not pass with 2nd amendment

14. New Business Implemented CCR Violation Escalating Fine Policy
Reminders about common CCR violations:
Keep trash and recycling cans out of sight
Don’t leave grass/yard work clippings on curb – only allowed on curb on the day of trash pick-up
Keep yards mowed and treat both yards and flowerbeds for weeds

15. CCRs & Bylaws Review
Dec 2015: Association held meeting proposing 2nd Amendment to Declaration – Discussed & voted upon​
Results: 35 Homes voted yes; 2 Homes voted no; 3 Homes voted abstain; 11 Homes voted partial​
82% (51) turned in ballots; 18% (11) did not turn in ballots​
Bylaws overwhelmingly passed; CCR’s did not pass – leaving conflict between CCRs and Bylaws​
Board attempted to remove language (2nd Amendment) to make it less restrictive to homeowners​
Closing: Overwhelming majority voted on the 2nd Amendment and voted in favor of every position; however not a sufficient number of votes to approve all amendments