2021/2022 Meeting Minutes

Date: Saturday, April 9, 2022

Time: 9:10am-10:30am

Location: Board Members Home

Board Members Present:

Joe Cambre, Paula Langford, Scott Mueller, Lori Jurkovic

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1. Established roles:

Scott Mueller: President
Colleen Jankovich: VP1
Laurie Jurkovich: VP2
Joe Cambre: Secretary
Paula Langford: Treasurer

2. Financials update:

Dues coming in steadily.
Tennis courts supposed to be resurfaced this month. Estimate of $6,100 dollars.
It is still to be determined if we are liable for taxes on the $7,500 dollars from settlement/sale of 1215 Weeping Willow. We will proceed with purposing the funds when this is determined.
Reviewed plan for long-term budgeting for amenities/common area upkeep and renewal. Projections are fluid estimates and ongoing, with the aim to keep funds available over the course of many years. $18,000 is budgeted for deposit in long-term savings this year.

3. ACC formation/procedures:

Lori and Scott will chair the committee as Board members
Board will reach out to those who volunteered during the previous Board’s term, as well as send out communication for the opportunity to volunteer to serve.
Board will send out electronic communication as well as a mailer regarding Community-Wide Standards, which are already outlined in our Governing Documents (Declaration of Covenants, Bylaws, and Resolutions).
Both courtesy and violation letters will continue to be sent.
ACC form will be posted to neighborhood website.

4. Tennis court resurfacing:

Including pickleball lines on the tennis courts has been brought up again. The Board will send out an interest survey to gauge the support more accurately from HOA members.
- Link to survey

Resurfacing should be performed this month.

5. Pool inspection should be scheduled this week. Opening date still planned for May 1st.

6. The Board will look into a trash collection contract at a discounted rate for the neighborhood.

Click here for a direct link to Willow Tree Community Updates

The password is willowhomeowner

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Date: Tuesday, March 8, 2022

Time: 8:00am – 9:30am

Location: Board Members Home

Board Members Present:

Samantha Cambre, Paula Langford, Scott Mueller, Melissa Telfer and Michelle Walts

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8:30am – 8:45am Closed meeting discussing ACC & legal matters

The lawsuit against the previous homeowner of 1215 Weeping Willow has concluded. Below is a breakdown of the settlement costs received:

$338.50 in assessments (Unpaid HOA Dues owed)
$343.75 in self-help expenses (Reimbursement of HOA provided lawn cleanup)
$376.14 in court costs and legal expenses
$7,856.50 in attorney’s fees incurred
$900.00 in additional attorney’s fees to draft Final Consent Order and finalize settlement
(3 hours *$300/hour)
$7,500.00 in reduced fines for the violations
$1,250.00 in additional attorney’s fees in connection with extension of deadline to complete repair or replacement of rusted and damaged gutters at Defendant’s request.

Total: $18,564.89

The defendant paid all legal fees the HOA incurred for the lawsuit, however, there have been other legal costs associated with this homeowner prior to the lawsuit being filed within this budget year with a total of $5,997.14. All monies received will go back into the budget category that they originally derived from such as the unpaid HOA dues will go back into the general account, the self-help expenses will go back into Grounds Maintenance, the legal fees will go back into Legal, and the amount from the fines will go into Legal as well to cover the additional expenses that were incurred prior to filing the lawsuit. The remainder of the fine money ($1,502.86) will stay in Legal for the 2022/23 budget year for the expenses that are sometimes incurred when habitual covenant violators need to be addressed legally once all other means of covenant enforcement have been taken.

Topics Discussed:

ACC

- Updated ACC Supplemental Standards, for consistency purposes throughout the neighborhood and for future HOA/ACC Boards, will be uploaded to the website.

-The next ACC drive through will be conducted by the incoming ACC/Board of Directors.

- A few ACC letters have gone out to homeowners between drive-thru inspections due to habitual violations such as street parking, storing commercial vehicles on their property, lawn maintenance, etc.

- An email will be sent out to all that volunteered to be on the ACC for the upcoming year.

Tennis Courts

-The tennis court gate has been fixed.

Playground

- Playground fence pickets are scheduled to be replaced and stained.

- Playground mulch is scheduled to be installed in April.

- Playground fence gate has been fixed.

- Still reviewing playground drainage quotes. Hoping to have the playground drainage and area fixed up as soon as possible before the weather warms up when it will be used more often.

Other Common Areas

- Flowers at front entrance were recently refreshed due to deer pulling out the plants.

- Three wooden benches in the common area need to be repaired/replaced.

Pool

- Pool gate has been repaired and is ready for the pool inspection. Please do not prop it open as it damages the springs on the gate.

- The showerhead at the pool needs to be repaired/replaced.

- Pressure washing is scheduled for April 12th for the pool decking, pool furniture, and sidewalks.

- The pool is scheduled to open May 1, 2022.

Social Committee

-An email will be sent out to all that volunteered to help with social events and/or specific social events.

Finances

- Working on adding a section to the website where estimates/quotes can be viewed.

- New Bi-Annual dues statements will be mailed out in April.

- Currently have approximately $2,200.00 in outstanding dues.

- Homeowners cannot vote at the Annual HOA Meeting if their dues are not current!

Misc.

- Annual meeting will be held Sunday, March 20,2022 at 4:00pm at the Pool.

- Email newsletter will be sent out to the neighborhood before the annual meeting.

- Email reminder will be sent out to everyone that signed up via the SignUpGenius link

-SignUpGenius for volunteers for social events, HOA Board members, etc. was emailed out to the neighborhood as well as posted on the two neighborhood social media groups and posted on the neighborhood website.

Click here for a direct link: 2022 Willow Tree Volunteers

-Community Updates tab on the website is routinely updated with the same information that is posted on the neighborhood Facebook pages for anyone that does not have social media. It can be accessed in the Homeowner Information area which is password protected.

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner

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Date: Friday, January 28, 2022

Time: 8:30am – 9:30am

Location: Board Members Home

Board Members Present:

Samantha Cambre, Paula Langford, Scott Mueller, Melissa Telfer and Michelle Walts

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8:30am – 8:45am Closed meeting discussing ACC & legal matters

The lawsuit against one homeowner is set to conclude once all items in the settlement are completed by 02/14/2022. The sale of the property is scheduled for closing on 01/28/2022.

Topics Discussed:

ACC

-ACC form has been updated on the website. It should be working properly, however if any pictures are needed, they would still need to be emailed to the board.

- Adding a few items to ACC Supplemental Standards for consistency purposes throughout the neighborhood and for future HOA/ACC Boards.

-The next ACC drive through will be February 19-20, 2022.

- A few ACC letters have gone out to homeowners between drive-thru inspections due to habitual violations such as street parking, storing commercial vehicles on their property, lawn maintenance, etc.

Tennis Courts

-Tennis court resurfacing for late Spring 2022 has been scheduled & contract signed. Pickleball lines will NOT be added due to concern expressed by a few neighbors that pickleball lines would make it too confusing while playing tennis. The board ultimately decided not to put the lines on the courts to cut costs.

-Two new tennis court benches will be installed at the time of resurfacing.

-Tennis score keeper was replaced at the tennis courts because it was broken.

-Total for resurfacing and tennis court benches is $6,108.00 and these costs will come out of the Long-Term Amenities Account.

Playground

-Playground fence still needs three pickets to be replaced and stained.

- Received two quotes for playground mulch. The mulch is currently below the recommended level for safety. Play South, the company that installed the playground, will be installing the necessary amount of mulch in April 2022. The estimated cost of $1,350.00 is budgeted to come out of Grounds Maintenance.

-Play South – 30 cubic yards at $45.00/yard $1,350.00

-Taurus Landscape – 15 cubic yards at $75.00/yard $1,125.00

Front Entrance

- Mulch & pine straw was installed on 1/12/22.

- Spot light at front entrance that had been flickering was replaced on 1/14/22.

- New landscaping company was chosen, and a contract signed for two years with a start date of 3/1/22. The new company will save us $150.00 per month in maintenance costs, for a savings of $1,800.00 per year.

Pool

-Pool service is going up to $5,100.00 for 2022. This is up from $4,600.00 last year.

-International diving tiles need to be installed per Cherokee county for 2022 pool season.

-Pool parking lot needs repaired or completely redone. Tree roots are damaging the parking lot. It’s been very hard to get a company to come out for estimates. The following estimates have been obtained:

-Johnson Paving – Patch Failed Asphalt $8,875.00, Re-do entire parking lot $23,266.00

-Cecil Chambers – Patch Failed Asphalt $5,000.00, Re-do entire parking lot $18,620.00

- Pool gate needs to be repaired because it is not closing fast enough to pass the county pool inspection for safety purposes. This has needed to be redone every year due to it being propped open.

- The pool will need to be completely redone in 2023, possibly sooner. The current pool company will continue to patch the inner lining this pool season in hopes that this will give enough time to save the amount needed for the pool or an assessment may need to take place as the cost is very high and much more than anticipated. The estimated costs in total range from $28,920.00 - $75,139.00, not including any costs that may be incurred during the installation. The below quotes were also obtained during 2021 and may have since changed due to inflation. The following two estimates have been obtained for the pool work that will need to be done:

-Watermark Pool Care – -Jessie Ethridge Pools-

Deck Resurfacing Deck Resurfacing

Pool Deck Area Resurfacing $12,493.00 Remove & Haul Away existing pool deck $14,636.00

Concrete Grinding & Preparation $4,805.00 Pour new concrete deck, add deck drains, new coping,

Custom Scoreline $2,883.00 new ground wire, new ladder, handrail, safety cover

Depth and No Diving Tiles Installation $1,260.00 anchors $44,003.00

Coping Joint Mastic Repairs $1,176.00 Remove existing pool tile & install new standard 6x6

*Coping Contrasting Colored Band $600.00 tile $4,000.00

(Optional cost not included in total) Option 1 Total - $62,639.00

Total - $22,617.00

*Breakdown & reassembling of Pump Room

may be needed at an additional cost of $6,950.00

Resurface existing decks with new sun deck $16,420

Option 2 Total-$16,420.00

*Optional Color or Kool Decks – Add’l $1.00/sq. ft.

Plaster Plaster

Regular White Plaster $13,637.40 Replaster pool with standard white finish, install new

Removal of existing hollow spots $4.00/sq ft. step tile, and install new VGB compliant drain

grates $12,500.00

Total - $13,637.40 + cost of hollow spot removal Total - $12,500.00

Social Committee

-Social Committee budget will be $2,000.00, which is the same it has been over the past few years.

Finances

-HOA dues invoices were mailed out on October 1. Still have 19 homeowners with outstanding accounts.

- Board voted unanimously to raise dues 10% for the second year in a row due to the raising cost of services, materials, etc. as well as because of the cost of the estimates received for the items that need to be repaired/replaced throughout the neighborhood.

-Board voted unanimously to purchase new Quicken Books program as the current version is very outdated.

Misc.

-Annual meeting will be held Sunday, March 20,2022 at 4:00pm at the Pool.

-Homeowner annual meeting packet needs to be mailed by February 15,2022.

Click here for a direct link: 2022 Willow Tree Volunteers

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner

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Date: Monday, November 8, 2021

Time: 7:00pm – 8:40pm

Location: Board Members Home

Board Members Present:

Samantha Cambre, Paula Langford, Scott Mueller, Melissa Telfer and Michelle Walts

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7:00pm – 7:35 pm Closed meeting discussing ACC & legal matters

The board has approved the lawsuit against one homeowner with a distressed property that has numerous ACC violations and is delinquent on their dues.

Topics Discussed:

ACC

-ACC form on website is not working properly. The board is not receiving all of the submitted requests. This is being looked into, but for the time being homeowners are being asked to email the board for all ACC requests.

-Wanting to add a sort of cheat sheet for ACC standards for the neighborhood so that from year to year the approvals/denials in what is allowed is more consistent and not dependent on who is serving on the board or ACC each year.

- Also wanting to add a few items to ACC Supplemental Standards for consistency purposes throughout the neighborhood and for future HOA/ACC Boards.

-The next ACC drive through will be in January of 2022.

Tennis Courts

-Tennis court resurfacing for 2022 has been scheduled & contract signed. Pickleball lines will also be added to the tennis court when it is resurfaced.

-Tennis court benches still need to be replaced. The board will evaluate the budget towards the end of the fiscal year, and these may have to be delayed until 2022.

Playground

-Still working on the drainage and landscaping being finished at the playground area. This project may have to be delayed until 2022.

-Need to get quotes for the landscaping and drainage for the 2022 Budget.

Front Entrance

- Mulch & pine straw will be laid once the leaves have finished falling. Need to get quotes.

-Working on getting quotes for a new landscaping company for January 2022.

-Volunteers will be needed to install the holiday lights at the front entrance Thanksgiving weekend.

Pool

-Pool parking lot needs repairs. Tree roots are damaging the parking lot. First estimate for repairs/repaving was a total of $23,266.00. Looking into getting additional estimates.

-Concrete pool decking is starting to show signs of deterioration & many cracks. First estimate from current pool company is $22,617.00 for the concrete deck resurfacing with a possible additional cost of $6,950.00 if the pump room needs to be broken down & reassembled to perform the concrete deck resurfacing. Getting additional estimates for this.

-Liner of pool has been chipping off on the bottom and has created hollow spots. A temporary repair was made to keep the pool open this season, but it will now need to be permanently repaired. The current pool company’s estimate for replastering the inside of the pool is $13,637.40 with a possible additional expense of $4.00 per square foot for removal of existing hollow spots.

-Fall/Winter plantings at the pool were not done to cut landscaping costs.

Social Committee

-Chili Cook-Off is scheduled for November 13th. There will also be an outdoor movie for kids as well as a cornhole tournament. Volunteers to help set up, clean up, and chili/cornbread participants are needed.

-Halloween Decoration Contest went over well. Thank you to Lisa Adebiyi for helping facilitate the contest.

-Holiday Lights Competition is coming up in December. Information will be sent out to the neighborhood.

-Veterans Day signage has been ordered for neighborhood.

-Mountain Park Volunteer Fire Department will be doing the Santa Run on Saturday, December 4th.

Finances

-HOA dues invoices were mailed out on October 1 and have received approximately 75-80% but expecting to collect all.

-Legal retainer fee will be going up next year for the first time in 30 years from $1,200.00 to $1,500.00.

-Current landscaping company is raising prices in January so we will begin to get estimates for a new company to cut expenses.

-Board members voted unanimously to purchase whatever holiday lights are needed for the front entrance. LED lights are needed so that the breaker is not overloaded, but additional lights are needed due to the growth of the landscaping as well.

Communication

-Newsletter will be sent out soon with a few ACC reminders, amongst other things, in preparation for the next scheduled ACC Inspection

- Front entrance sign will be updated soon.

- Would love to have a neighborhood volunteer to help with front entrance sign and newsletter.

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner

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Date: Saturday, October 2, 2021

Time: 7:30am – 9:15am

Location: Board Members Home

Board Members Present:

Samantha Cambre, Paula Langford, Scott Mueller, Melissa Telfer and Michelle Walts

7:30am – 8:15 pm Closed meeting discussing ACC & legal matters

Topics Discussed:

ACC

- Also wanting to add a few items to ACC Supplemental Standards for consistency purposes throughout the neighborhood and for future HOA/ACC Boards.

-The next ACC drive through will be in January of 2022.

Tennis Courts

-Tennis court resurfacing for 2022 has been scheduled & contract signed. Pickleball lines will also be added to the tennis court when it is resurfaced.

-Tennis court benches still need to be replaced and may have to be delayed until 2022.

Playground

-Still working on the drainage and landscaping being finished at the playground area. This project may have to be delayed until 2022.

Front Entrance

- Mulch & pine straw will be laid once the leaves have finished falling.

-Fall/Winter plantings at the front entrance will take place this month, weather pending when the actual install takes place.

Pool

-Pool has been closed for the season and will reopen in May of 2022.

-Pool parking lot needs repairs. Tree roots are damaging the parking lot. First estimate for repairs/repaving was a total of $23,266.00. Looking into getting additional estimates.

Social Committee

-Sign up genius link: Chili Cook-Off Sign Up Link

-Halloween Decoration Contest and Holiday Lights Competitions are both coming up. Information will be sent out to the neighborhood.

-Veterans Day signage has been ordered for neighborhood.

-Volunteers will be needed to install the holiday lights at the front entrance around Thanksgiving.

- No word on if Mountain Park Volunteer Fire Department will be doing the Santa Run yet.

Finances

-HOA dues invoices were mailed out on October 1 and have already received some payments.

-Legal services will be over budget for this year due to the board having no choice other than to take legal action against a homeowner with a distressed property that has numerous ACC violations and is delinquent on their dues.

-Current landscaping company is raising prices in January so we will begin to get estimates for a new company to cut expenses.

Communication

- Front entrance sign will be updated soon.

- Would love to have a neighborhood volunteer to help with front entrance sign and newsletter.

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner

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Date: Tuesday, August 31, 2021

Time: 7:00 – 8:15pm

Location: Board Members Home

Board Members Present:

Samantha Cambre, Paula Langford, Scott Mueller, Melissa Telfer and Michelle Walts

7:00pm – 7:20 pm Closed meeting discussing ACC matters

Topics Discussed:

HOA Board

-Chris Barton has resigned from the Board due to personal reasons after serving our neighborhood for the past few years. Thank you for all that you have done for our neighborhood, Chris & Heather.

-The board voted unanimously in favor of Samantha Cambre filling the open board position and serving the remainder of Chris’ term until the annual meeting and election in March of 2022.

ACC

-A drive through inspection was performed in August 2021. Courtesy notices and second violations notices will be sent out shortly. Please email the board if you believe your property maintenance issue was resolved between the time the inspection was performed and you receiving your notice in the mail.

- Also wanting to add a few items to ACC Supplemental Standards for consistency purposes throughout the neighborhood and for future HOA/ACC Boards.

-The next ACC drive through will be in January or February of 2022.

Tennis Courts

-Tennis court resurfacing for 2022 will be scheduled soon. Pickleball lines will also be added to the tennis court when it is resurfaced.

-Tennis court benches still need to be replaced.

Playground

-Still working on the drainage and landscaping being finished at the playground area. This project may have to be delayed until 2022.

-Playground fence was pressure washed and stained to match the wood privacy fence by the pool.

-There are two fence pickets that are broken on the playground fence. Unsure of how or when it happened, but the fence will need repaired.

Front Entrance

-Per Cherokee Co. the roundabout project will be bid out in October and construction is expected to begin at the end of 2021.

- Mulch & pine straw will be laid once the leaves have finished falling.

-Fall/Winter plantings at the front entrance will be around the beginning of October.

Pool

-Pool parking lot needs repairs. Tree roots are damaging the parking lot. Getting estimates for repairs.

-Concrete pool decking is starting to show signs of deterioration. Getting an estimate for this from current Pool company.

-Liner of pool has been chipping off on the bottom. A temporary repair has been made in order to keep the pool open this season, but it will need to be permanently repaired in the off season. The current pool company is getting us an estimate.

Social Committee

-Chili Cook-Off is scheduled for November 13th. There will also be an outdoor movie for kids as well as a cornhole tournament.

-Sign up genius will be emailed out for those that want to compete in the Chili Cook-Off.

-Yard of the Month has concluded for 2021.

-Halloween Decoration Contest and Holiday Lights Competitions are both coming up. Information will be sent out to the neighborhood.

-Volunteers will be needed to install the holiday lights at the front entrance around Thanksgiving.

Finances

-Updated financial documents will be uploaded to the website.

- 4 households out of 166 have not paid dues so far.

-HOA dues invoices will be mailed out on October 1.

-2 houses are closing within the next week, possibly another house being listed for sale soon.

Communication

- Front entrance sign will be updated soon.

- Newsletter needs to be put together and send out to the neighborhood. Would love to have a neighborhood volunteer to help with front entrance sign and newsletter.

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner.

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Date: Tuesday, June 8, 2021

Time: 7:00 – 8:45pm

Location: Board Members Home

Board Members Present:

Chris Barton, Paula Langford, Scott Mueller, Melissa Telfer and Michelle Walts

7:00pm – 7:55 pm Closed meeting discussing ACC matters

Topics Discussed:

ACC

-An unannounced drive through inspection was held on May 16,2021. Many courtesy notices and second violations notices were sent out to the neighborhood. Some negative feedback has been received, but overall the feedback received has been very encouraging showing support of ACC standards being upheld to all throughout the neighborhood.

-ACC form on website needs to be updated to allow up to 10 business days for an approval (not same day) and that work should not commence without approval

- ACC form on website also needs to be able to allow for more pictures to be attached to the form and when filling out homeowners should input more details such as attaching color samples for house painting, picture of type of fence that is being installed, etc. More details will help for a faster approval process.

-The next ACC drive through will be in August.

Tennis Courts

-The board voted unanimously to approve for the neighborhood to hold a summer cornhole tournament on the tennis courts as long as the surface is not being damaged, and everyone is cleaning up afterwards.

Front Entrance

-Roundabout project supposed to start around beginning of August 2021.

- Graduation banners are allowed to be up for one month and need to come down by June 15th.

Playground

-Still working on the drainage and landscaping being finished at the playground area.

Pool

-Pool parking lot needs repairs. Tree roots are damaging the parking lot.

-Concrete pool decking is starting to show signs of deterioration

-Pool has had to be closed twice now due to unforeseen circumstances. Once was due to the spigot by the pool shower being broken so the water had to be shut off to make the needed repairs, hence the pool being closed due to water being shut off. The second closure was due to the motor needing replaced.

- One of the saline systems also needed replaced for the pool.

- All repairs have fallen within the budgeted amount for pool expenses for 2021.

-The new grill has been assembled and set up at the pool. You must bring your own propane tank to use.

Social Committee

-The social committee is planning to have an end of summer/back to school party. Plans are still being made and the date is still to be determined.

Finances

-Updated financial documents will be uploaded to the website on a quarterly basis

- 11 people have not paid dues so far

Communication

- Front entrance sign needs to be updated on a more frequent basis.

- Newsletter needs to be put together and send out to the neighborhood. Would love to have a neighborhood volunteer to help with front entrance sign and newsletter.

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner.

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Date: Saturday, May 8, 2021

Time: 7:00am

Location: Board Member’s Home

Board Members Present:

Chris Barton, Paula Langford, Scott Mueller, and Melissa Telfer

7:00-7:30 Closed Meeting

Topics Discussed:

ACC

-Follow up Drive through will be Saturday May 15th-letters will follow the following week.

Tennis Courts

-Tennis court lock has been damaged; Scott will be taking care of that. Melissa still needs to order new benches

Pool

-Pool opened Saturday, April 24th.

-Board voted to replace the 2nd cell saver that no longer works.

Finances

-New financials will be posted on website

-1st round of dues collection was in April. Paula will be reaching out to those that are behind on payments and a new line will be added to statements stating “Pool/Tennis keys must be returned if delinquent on dues payments”

Landscaping

-Color change has been completed for the summer.

-Scott met with MT Scapes to discuss our landscaping plan as well as discuss solutions for the playground drainage system

Communication

-Social Committee is doing a Garage Sale May 21st and 22nd of this month.

Click here for a direct link: Willow Tree Community Updates

The password is willowhomeowner