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HOA Meeting Minutes October 20th, 2011

Brittni Place HOA Meeting Minutes 10-20-11

HOA Meeting Minutes for May 3rd, 2011

Brittni Place HOA Meeting Minutes 05-03-11

HOA Meeting Minutes for October 21, 2010

Meeting was called to order at 7:00PM by Missy Staie, President There were 9 homeowners represented with 10 people in attendance (and 1 proxy).

Officers for 2011 – David Applegate will be transferring out of town soon, so we have an opening for Treasurer. There were no volunteers.

Website Reminder – Everyone was reminded that all information is now on the website and that we only use email to distribute information (other than covenant violations). Please remember to check the site periodically.

Treasury Update – See attached.

A copy of the proposed budget for 2011 was distributed. It was noted that we will increase Activities/Awards because we are now holding the yard of the month competition and the holiday decoration competition. We also canceled the phone service so no money will be budgeted for that expense. We increased the water bill budget now that we can water and increased the website budget a little based on this year’s expenses. That leaves us with a net surplus of $525 over our anticipated income.

Neighborhood Watch – The HOA will be putting out the new watch list in the next couple of weeks. We have not updated it in a while. If you don’t get one then you have not submitted a form with your information and signature for inclusion on the list.

Yard of the Month and Holiday Decoration Contests – Yard of the month ran from May to September and the Holiday decoration contest will be judged the week before Christmas. Winners must be current on their fees.

Homes in Foreclosure – It was stated that we had only 4 homes in foreclosure right now. Lots 23, 30, 64, and 73.

Current Lawsuits – We have two lawsuits currently ongoing. One appears to be in a settlement agreement that will require monthly payments and the other is going to garnishment of wages to collect fines and assessments.

Meeting Signage – It was suggested that we add the website to the meeting signage to give new residents and idea of where to go for more information on the meeting.

Meeting was adjourned 8:10 PM.

Homeowner Bi-Annual Meeting October 21, 2010 at 7pm

October 21, 2010
7:00 pmto8:30 pm

Meeting to be held at Ephesus Baptist Church at 7:00PM.  Light refreshments served.

HOA Meeting Agenda

1. Introduction of all Board members.

2. Treasurer position on board open.  Any volunteers to be HOA board member ?

3. Subdivision Website Reminder – Use for information.

4. Treasury Update

Review current (2010) year budget

Look at HOA Reserve

5. Neighborhood Watch List (Mark)

6. Yard of the Month, Holiday Contest Interest  – What has occurred to date.

(Scott & Mark)

7. Telephone number no longer available.  Was not used.  Saves $50 a month in fees.

8. Questions and Answers.

Contacting the HOA (no phone)

The Brittni Place HOA has discontinued phone service. The phone number was being used and this will save the HOA about $50 per month.

If you need to reach the Brittni Place HOA you can contact them at:



Brittni Place HOA
P.O. Box 540
Winston, GA 30187

Association Meeting Minutes May 20, 2010

Meeting was called to order at 7:05PM by Missy Staie, President

There were 21 homeowners represented with 16 people in attendance (and 5 proxies).

Neighborhood Watch Forms – It announced that we were attempting to update the Homeowners Watch List and that forms were available on the table if you want to update your information or if you are not currently on the list, we would add it.

Officers for 2011 – It was announced that all Board members have indicated that they are willing to serve another year but that if there is anyone who wishes to be considered for the Board please let us know before the annual meeting this fall.

Website Reminder – Everyone was reminded that all information is now on the website and that we only use email to distribute information (other than covenant violations).  Please remember to check the site periodically.  If you want to have you email address added to the database, please forward that to the Board.  Also, if you want to add anything to the website, like a recommended business, please forward that also to the Board.

Garage Sale – This was briefly discussed in regard to whether we want to do one this year or wait one more year.  It was decided to wait until next year.

Treasury Update – See attached.

A member asked how stable has the budget been the last 5 years and it was stated that the budget has been relatively stable to the point that the Board feels that they have a pretty good idea of what our yearly expenses will be.

Another member asked what are the average expenses and income each year and it was stated that if everyone paid their $150 dues that we would take in around $12,000 and that our expenses run around $12,000.  This was our goal when we established the budget last year and this is evidence that we have a pretty good idea of what we need each year.

Another member asked how much insurance to we have?  It was stated that we think it is around one million and is the minimum since we have no facilities other than the front entrance.  The Board will provide a more detailed answer after consulting the files.  (The files revealed that we have $6,200 coverage on the signs with a $500 deductable and $1,050,000 liability).

Reserve Limit for the Bank Account – The HOA Board has been discussing the idea of how much money above and beyond our yearly expenses do we want to accumulate in the HOA bank account.  The concern was that we have enough in the account to handle any potential risk due to ongoing litigation or repairs.  The Board believes it needs to be in the range of $25,000 to $30,000.  The homeowners were generally in agreement.

A member asked if the dues could be lowered once the limit is reached and it was stated that this is what the Board had considered as an option.

Another member asked how costly a court case might be and it was stated that the attorneys indicated that it could be as high as $3000.

Yard of the Month and Holiday Decoration Contests – It was asked whether the homeowners had any interest in restarting these two contests.  After some discussion, it was agreed that we would again award a Yard of the Month and have a Holiday Decoration Contest this year.

Fine for 3 Step 1 Notices Reminder – It was stated that we wanted to remind all homeowners that we implemented a new fine for homeowners who continue to have multiple fines throughout the year and they seem to be the same violations each time.  It was decided that to get through to these habitual violators that we would allow a homeowner to have up to 3 Step 1 violations each calendar year but beginning with the fourth and all subsequent ones we would assess a $100 fine.  It is hoped that this will significantly cut down on the number of notices that we have to issue for the same offense each year.  As it was there was not penalty for repeated violations as long as they were corrected each time.  This was not having the desired effect, particularly for yard maintenance, since the inspections only occur every 14 days.

Front Entrance Landscape Proposal – A complete redesign of the front entrance was presented to the homeowners to gauge whether there was any interest in completely reworking the entrance (removing some plants, trimming other, and planting some new ones) or to continue just doing small changes/upgrades each year.  It was pointed out that there was a feeling that the front was too crowded.  A number of possible changes to the plan were discussed before the Board asked for an indication from the homeowners how they wanted the Board to proceed.  A show of support was asked for and received with most of the homeowners indicating interest in a complete redesign.  The cost of this will be around $5000.

Meeting was adjourned 8:00 PM.

Homeowner Bi-Annual Meeting May 20, 2010

May 20, 2010
7:00 pmto8:30 pm

Homeowner Bi-Annual Meeting
May 20, 2010 at 7pm

Meeting to be held at Ephesus Baptist Church at 7:00PM. Light refreshments served.

HOA Meeting Agenda

  1. Introduction of all Board members
    October 2010 Meeting – All board members have agreed to another term unless there is opposition
  2. Subdivision Website Reminder
  3. Neighborhood Garage Sale
    Any suggested dates for the next neighborhood garage sale ?? Interest for doing one this summer ? If not, will look at next spring.
  4. Landscape Proposal for Spring – Need Input
  5. Treasury Update
    Review current (2010) years budget
    Look at HOA Reserve
  6. Neighborhood Watch List
    Will have forms available to do an update or add to the list
  7. Yard of the Month, Holiday Contest Interest ??
  8. Questions and Answers

Neighborhood Watch List Information Update

In an effort to update the Brittni Place Homeowners Neighborhood Watch list, we are encouraging all Brittni Place homeowners to update their information. If you are new to the neighborhood and would like to participate in the Neighborhood Watch, please complete the form below and mail it back in to the association.

Brittni Place Neighborhood Watch Form 2010

Homeowner Bi-Annual Meeting October 15, 2009 7pm

October 15, 2009
7:00 pmto8:30 pm

Meeting to be held at Ephesus Baptist Church at 7:00PM.  Light refreshments served.

HOA Meeting Agenda

1. Elections – We currently have 2 open positions (VP and Trustee).  Volunteers ?

2. Website for Subdivision

Encourage all members to visit our site at www.brittniplace.com for any new updates and other ongoing news about the neighborhood.  We will no longer issue paper newsletters to help save costs and time.  The site will include a calendar, list of contractors used by homeowners, current covenants and bylaws, among other things.  We want to thank Mike Strutton for his continued efforts in maintaining the site.

3. Neighborhood Garage Sale

Any suggested dates for the next neighborhood garage sale ??  Improved ways to do ??

4.   Mailing Procedure Change – Modification to the Covenants of the procedure to

deliver notices to homeowners.  They will be delivered via delivery confirmation and

not return receipt.

5. Treasury Update  – Review current (2009) and next CY budgets (2010).

6. Covenant and Bylaw Review

  • Solar panel proposed installation rule –
    • 6.24 *Solar Panels*. Solar panels shall be limited to 64 square feet in size. If located on the roof, they shall be limited to the rear facing roof surface. If located on the ground they shall be located behind the rear dwelling line.
  • Like Kind Construction proposal –  Board proposal to change submission guidelines under 6.3 to allow for like kind construction without a construction request.
    • Like Kind maintenance and repair to existing structures are exempt from the requirements outlined in Section 6.3 that requires the submittal of a construction request to the HOA Board. Like Kind maintenance and repair is defined as any repair or maintenance

that replaces existing materials with materials that are of the exact same kind, appearance, color, texture, size, and location. In addition, these repairs or maintenance must be completed within

14 days from the date the repairs or maintenance begins. Any maintenance or repair that does not meet the requirements set forth in this section shall require the submission of a construction request as outlined in Section 6.3 and the “Submission Guidelines.” The Board of the HOA reserves the right to make the final determination whether the maintenance or repairs qualify as “Like Kind.”

  • Parking of Vehicles (6.5.1) – Board proposal to limit parking forward of the rear dwelling line to automobiles and vans.
  • Portable Basketball Goals – Are Portable Basketball Goals covered by Section 6.17 and must be behind the rear dwelling line?
  • Fences – Should Privacy Fences be required if parking trailers and other vehicles behind rear dwelling line.

7. Questions and Answers

Contact Your Board of Directors

Brittni Place Community-Wide Yard/Garage Sale

June 12, 2009
8:00 amto12:00 pm
June 13, 2009
8:00 amto12:00 pm

It’s time to clean out the clutter in your garage, basement, or spare rooms! We will once again be sponsoring the Brittni Place Community-wide Yard Sale, Friday and Saturday, June 12th-13th, 8am—12noon.

This is a great opportunity for you to enhance your spring cleaning and make some extra cash! The HOA will pay the initial cost of advertising in local newspapers and posting in countywide bulletin boards, as well as furnish each participating home with a lawn sign . The cost to each home is $15, with a $10 refund upon return of the lawn sign (net $5 cost!) A low-cost and low-maintenance yard/garage sale, this has been a very successful event for homeowners who have participated in the past. Please contact the HOA Board via e-mail (Brittni_Place@Hotmail.com), or phone 770-456-2831, if you would like to participate.