Minutes of the Park at Mill Creek Homeowners Association BOARD Meeting
12/20/2007

FYI....the difference between a Board Meeting and a Homeowner Association meeting is that homeowners
 are still welcome to attend, but at a Board Meeting, homeowners are not permitted to voice.
 

Board Members in attendance 

Debbie Stone
Troy Carpenter
Buddy Tennell
Walt Mussell
Nancy Edwards

 Homeowners in attendance

Bob Stone
Nathan Griffith
___________________________________________________________________

• A motion was made to call the meeting to order and seconded, all approved.
   

• The minutes of the previous Homeowners Association Meeting were approved. 
   

• The Homeowners Association insurance was discussed.
  The quote from John Lewis, State Farm Insurance, was received.  The quote was $1,498.00.  This amount covers the liability portion of the insurance, the play set (playground area), pool and liability for the Homeowner’s Association Board Members.  At the last meeting it was voted that we accept the quote from John Lewis, State Farm.  Nancy Edwards informed CMA that this was our decision.
  
  As discussed in the previous meeting, CMA in previous years took care of obtaining the insurance for the Association.  This year the board was in charge of obtaining our own insurance.  A discrepancy was brought to our attention.  The previous insurance bill totaled $6,142.00.  The difference in the total is staggering.
  
  Nancy Edwards will call Lynn at CMA and make sure that she retained the new law firm we voted to use this year.  Nancy will call the attorney and inquire (with their free phone consultation service) if they feel it is possible that the Association could request a refund for the difference in the insurance payment.  This overpayment, the Board feels, should not have been charged due to CMA negligence.  We feel that CMA, as our agent advised us improperly and should have known that our community did not have all the facilities which we were being charged.  As noted in the previous minutes, we were being charged for insurance on a tennis court, community clubhouse and other amenities that our neighborhood does not have.  If the attorney agrees that we might have a case against the former management firm we will draft a letter to be sent to CMA stating our case.  If the attorney feels that our attempt would be futile, the issue will be dropped.
   

• The issue of the association pool being closed this summer due to the drought has been resolved.  Gov. Sonny Perdue announced that pools would be exempt from the restrictions being placed this year due to the drought.  CMA was notified last week that the board approved the payment for the permit to open the pool.
   

• We are in need of a number of new signs.  The board will be obtaining a quote for the following signs:  pool rules and hours, pool closed, no glass containers allowed, HOA meeting signs (with interchangeable date and time riders) and directional (arrow) signs. 
  
  The board voted that if the quote for these signs is $300.00 or under then the signs can be ordered.  Any quote over that will require the board’s approval (or disapproval) at the next meeting or an action without a meeting approval via email vote by the board.
  
  The (digital) association logo will be obtained from Barry Edwards to be used for the signage.

• The pool opening date for 2008 will be May 3.  Debbie Stone will notify the pool maintenance company.
   

•  The board discussed procedure for dealing with violations of the covenants and restrictions.  Lynn at CMA will be notified that if she receives a call from a homeowner that she should “be on the same page” with the board and respond to the homeowner by reiterating the code violation.  She should then state that if the homeowner is protesting the violation then the homeowner should contact the association with their explanation. 
  
  An email should be sent to the association from the homeowner.  The email will be reviewed by the appropriate board member and a decision will be made as to the validity of the homeowners claim.  Appropriate action will be taken.
  
  Violation letters are sent out as a 1^st warning, 2^nd warning and then a fine is placed for homeowners payment.
   

• The board suggests that an email address info@theparkatmillcreek should be established to facilitate this requirement.   Barry Edwards will be contacted to make this addition to the community website.  The board would like Barry to advise them if there is a password for obtaining the email to this address.
   

• The board member assigned to the specific committee should contact the chairman of that committee to determine the current chairman’s willingness to serve the 2008 term.  Each board member will report back to the President.

There are a number of items that are in need of repair and/or maintenance.

1. The sprinkler system issues will be addressed by Buddy Terrell and Nathan Griffith.
    

2. The pool and cabana area is in need of wood rot repair, drywall repair in the men’s room, instillation of ceiling fans in the cabana area and shelving in the storage room.  These items need to be addressed prior to the opening of the pool in May.
    

3. It was suggested that an email be sent to the homeowners.  Also, an appeal will be made via the new website for volunteers.
    

4. A Cabana Work Day, with coffee and donuts, is planned for April 5.  A materials list will be compiled with the help of Nathan Griffith.   Materials will be purchased by the association and with the help of homeowners the association will be able to save money by not having to hire outside help, therefore allowing future increases in homeowner’s dues to be minimal or nil.
    

5. The pool furniture is old and soon will need to be replaced.  The furniture will be suitable for use this year.  Prior to the Cabana workday Bob Stone will pressure was the furniture and the pool decking as necessary.
    

• It has been noted there have been instances of dogs being chained outside in of some homes in the neighborhood.  It was suggested that this be addressed on the website and a link placed to the gwinnettcounty.com/departments/animal_wellfare/pdf/Animal_Control-Ordinance.pdf 
   

• The upcoming HOA meeting will be the 3^rd Thursday in April.  The date of the meeting will be April 17, 2008.  The location of the meeting will be in the pool cabana area. 
   

• A suggestion for the website is that we have a Business Directory Page where homeowners can place their business cards.  It was suggested that homeowners would appreciate knowing the businesses of their neighbors. 
   

• The board members thanked Nathan Griffith for his attendance at the meeting.  Nathan was able to answer some of the questions that came up during discussion.  He was also thanked for his generous offer of help on the upcoming cabana project. 
   

• A motion was made and seconded that the meeting adjourn.