Meeting of the Board of Directors of the Ruby Forest Homeowners’ Association September 4, 2013 Meeting Minutes At 6:30 p.m. the meeting was called to order by Michelle Budd, President. 7 members of the HOA Board were present: Michelle Budd, President; Donna Copeletti, Vice President; Ed McEachern, Treasurer; Adam Forrand, Secretary; Stan Paz, Elizabeth Hightower and Sharon Ray. Two homeowners attended the meeting. The President’s Report was given by Michelle Budd noting the tasks completed by the Board and work-in-progress since the July meeting (copy attached to this document). During the open discussion with homeowners, the following topics were discussed: • Membership programs for 2014 • Property sales and foreclosures • Clubhouse roof leak Clubhouse a. A schedule for transporting the garbage/recycling receptacles for the fall & winter months was established and will be handled by the appointed Board members. b. The clubhouse roof repair will be scheduled with the approved contractor after final insurance and licensing checks are completed. The task is being handled by Adam Forrand c. Issues related to clean-up following clubhouse rentals were discussed. The cleaning deposit will be increased to $150. A check list is being finalized for use by persons renting the clubhouse to remind them of the requirements. The clubhouse rental agreement will be revised and updated to reflect the changes. Michelle Budd and Donna Copeletti are managing the task. d. Locks will be purchased for cabinets in the kitchen to limit access to supplies and utensils during clubhouse rentals. e. Issues with the MagicJack phone service were reported. The issue has been identified as faulty wiring and will be repaired by Stan Paz. Communications a. The status of the newsletter was discussed. Ed McEachern is managing the task. Additional content for the newsletter has been furnished by Michelle Budd and Donna Copeletti. Adam Forrand will also contribute content. b. The website blog is active and use will be promoted via the website and the email distribution list. Covenants a. Proposals for professional management of covenants are being solicited with the goal of implementing the program in 2014. Donna Copeletti is managing the task. Events a. The Ruby Forest Ladies’ Night Out event will be Friday, September 13th for full members only from 7-10 p.m. Ladies will be asked to bring an appetizer to share. The HOA will provide mixers. Michelle Budd and Donna Copeletti will coordinate the event. b. The Pre-Halloween party has been scheduled for October 26th from 2-6 p.m. This year’s event will also include the first annual Ruby Forest Chili Cookoff (from 2-3 p.m.). More details will follow. c. The Ruby Forest Christmas Party with Santa has been scheduled for December 7th. More details will follow. Michelle Budd will coordinate the Toys For Tots program and Ed McEachern will coordinate arrangements for attendance by Fire Dept. Station 13 and the Suwanee Police Department. Grounds a. Five (5) nominees for Yard of the Month were presented to the Board. The winner will be announced within the next 2 weeks. b. Bids for the removal of overgrowth from detention ponds are being obtained and will be submitted for the Board’s consideration. Stan Paz is managing the task. c. Bids for windscreen (trees) for lower tennis courts are being obtained and will be submitted for the Board’s consideration. Stan Paz is managing the task. Lake Ruby a. Bids for the removal of overgrowth at Lake Ruby are being solicited. Stan Paz is managing the task. Membership a. As of 9/4/13, the total number of HOA members is 310, with the breakdown as follows: • 253 Permanent Full • 20 Permanent Civic • 11 Voluntary Full • 26 Voluntary Civic • Delinquencies: 4 (permanent full members) [3 are current year delinquencies and 1 is a multi-year delinquency for which a lien has been filed.] Demand letters have been sent for the 3 current year delinquencies. One property is currently under contract and the arrearage will be addressed at closing. b. The Board unanimously approved a $10 increase for the 2014 civic membership to $120. A $40 increase for the 2014 full membership was approved at the August meeting. c. Letters have been drafted for distributed to non-members and current voluntary members to alert them of the change in the types of HOA membership that will be offered for 2014. Beginning in 2014, voluntary membership will no longer be offered. The letters include information regarding the 90-day open enrollment period (January 1 – March 31) during which a homeowner may sign-up as either a permanent member without incurring an initiation fee. A $1,500 initiation fee will be required for properties that do not enroll as either a permanent civic or permanent full member by March 31, 2014. The letters will be mailed in early December 2013 with reminder post cards to be mailed in February 2014. d. The Board discussed the Membership Coordinator contract and the scope of services in light of the upcoming membership changes. Pool a. Legal counsel has advised that no further action is required by the HOA regarding a payment dispute following termination of the contract with the prior pool management company. b. The pool is currently scheduled to remain open through the last weekend in September. Lifeguard service ended on labor Day. The pool management company will continue weekly cleanings and monitoring of chemicals. Tennis a. Quotes are being solicited for the planting of Leland cypresses at the lower tennis courts to be used as a natural wind screen. Board member Stan Paz will coordinate. b. Collection of team rosters and non-member fees has commenced. Sharon Ray is managing the task. c. Meetings with tennis court contractors will be scheduled to discuss scope of repair. Adam Forrand and Sharon Ray will schedule the meetings. Treasurer a. Financial information has been assembled for submission to the HOA accountant to prepare the 2012 tax returns which are due by 9/16/13. The income/expense statement will be prepared in conjunction with preparation of the tax returns. b. The balances of the HOA accounts as of September 4, 2013, were presented by written report from Ed McEachern, Treasurer, as follows: Pay Pal Account $ 0.00 Wells Fargo Savings Account $25,964.19 (emergency/reserves) Wells Fargo Debit Card Account $ 935.82 Wells Fargo Checking Account $70,957.15 Peoples Bank Primary Account $ 394.89 Grand Total: $ 98,252.05 Miscellaneous None The next Board meeting will be held on Wednesday, October 2, 2013 in the clubhouse at 6:30 p.m. The meeting was adjourned by Michelle Budd at 8:37 pm. President’s Report 9/4/13 Items completed by the Board and work in progress: 1. Two additional surveillance cameras were installed in the pool area. 2. Hearing was held with the member family regarding glass bottles inside the pool area by minors and trespassing after pool hours. The Board agreed to accept installment payments for the $500 fine and the August and September payments have been received. The pool privileges will not be reinstated until the fine is paid in full. 3. Pool repairs: two preventive algae treatments administered; circulation pump for the kiddie pool replaced; pump for the mushroom replaced; one pump for the main pool replaced. 4. Meeting was held with legal counsel for the HOA. HOA documents were reviewed, membership issues (including implementation of initiation fees for non-members and types of membership to be offered in 2014), covenants items, and leasing restrictions were discussed. Insurance coverage was reviewed. 5. HOA cookout event was held on 7/21/13 (4th of July event previously postponed due to weather). 6. Multiple repair estimates were obtained to address a significant roof leak at the clubhouse. A bid of $3,450 has been approved for the scope of work. The contractor will begin work as weather/scheduling permits. 7. Financial data is being compiled for submittal to the HOA accountant for preparation of tax returns that will be filed in the fall. Annual income/expense statement will be prepared in connection with the tax returns in the fall. 8. A homeowner reported a wasp nest in the playground and the nest was removed. 9. A homeowner reported a broken swing in the playground. The damaged swing was removed and a second swing was removed as a precautionary measure. New hardware will be installed for the 2 swings. 10. An incident involving glass bottles inside the pool area occurred on Friday evening, July 19th. The member property was identified from the fob system and the surveillance cameras. The notice of the $500 fine and 30 day suspension was delivered to the member and the current tenants of the property and the fob was deactivated. The member requested a meeting with the Board regarding the fine and suspension. The hearing was held with the member and tenants. The suspension has expired, the fine has been paid, and the fob has been reactivated. 11. An incident involving glass bottles inside the pool area occurred on Saturday evening, July 20th. The member property was identified from the fob system and the surveillance cameras. The notice of the $500 fine and 30 day suspension was delivered to the voluntary member and the fob was deactivated. The member requested a hearing with the Board regarding the fine and suspension. The hearing was held with the member. The suspension has expired, the fine has been paid, and the fob has been reactivated. 12. Back To School Pizza Party was held on 8/10/13. 13. Demand letters were sent on 8/14/13 for 3 delinquent accounts. 14. Contract has been signed with Santa and payment submitted for the Christmas event. 15. Several covenant items (on street parking, boats, yard upkeep, etc.) have been addressed on Cherry Ridge Walk and Lake Ruby Lane. 16. A violation of the “NO GLASS” rule occurred during a clubhouse rental on Sunday, August 18th. A notice letter has been sent to the member that rented the clubhouse and the fob has been deactivated. 17. A violation of the “NO GLASS” rule occurred on Wednesday afternoon, August 28th. The surveillance recordings have been reviewed and the member fob used to access the pool was identified from the fob system. The incident and identity of the person using the fob to access the pool is being investigated to gather additional information. 18. The City provided an update regarding the sidewalk extension along Buford Highway to Ruby Forest. The contract has been approved and awarded. Once work begins it should take 3 weeks to complete, weather permitting. The conservative estimate for completion is by year end. 19. Legal counsel has provided a response to the prior pool management company regarding the 2012 contract termination and payment dispute. Counsel has advised that no further action is required by the HOA. 20. The Board has approved an increase in membership dues for 2014. Permanent full membership dues for 2014 will be increased to $440. 21. The Board has approved a change in the types of membership that will be offered for 2014. Beginning in 2014, the HOA will no longer offer voluntary membership. A 90 day open enrollment period will begin on January 1st for non-members and current voluntary members to sign up for permanent membership (either civic or full). After the expiration of the open enrollment period on March 31st, any non-member property and any previously voluntary member property that joins the HOA will be subject to an initiation fee of $1,500.
Posted on: Fri, 20 Sep 2013 14:15:39 +0000
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