The Ravines Community Association, Inc. Board of Director's Meeting August 13, 2018; 6:00 p.m. Middleburg Public Library Officers Present: Craig Wagener, President, Seat 4; Charles Houston, Vice President, Seat 5; Kitty Tucker, Secretary, Seat 6; Rick Hoening, Treasurer, Seat 3 Directors: Joe Wiggins, Seat 1; Larry Lloyd, Seat 2; Fran McKeithan, Seat 7; Jay Barnard, Seat 9 Manager: K.C. Yarborough, The CAM Team, Inc. President s Report: Craig Wagener called the meeting to order at 6:00pm and welcomed the board and attendees. He also established that there was a quorum of the board. Resident's Forum: A homeowner residing at 2284 Ravines Lake Road addressed the board concerning a letter he received from the association concerning a white vinyl fence on his property. He has lived there since 2004 and the builder installed the fence prior to him purchasing the home. The documents are clear that the only type of fencing allowed in the community is a 4-foot black aluminum fence. He wanted to know if he had any recourse for keeping the fence as is. The ARC committee was assigned the task of reviewing the information and presenting a recommendation to the board at the next board meeting. A homeowner addressed the board stating that all the individual boards in the committee should move forward to get along and work for the better of the entire community. Approval of Previous Minutes: Fran McKeithan made a motion, seconded by Larry Lloyd to approve the July meeting minutes. All were in favor and none opposed, and the motion carried. Treasurer s Report: Operating Account balance as of 07/31/2018 was $44,961.31. The balance in the Money Market Account as of 07/31/2018 was $170,125.01. The additional account at VyStar Credit Union as of 07/31/2018 contains $241,383.20. Accounts totaling $456,469.52. Manager s Report K.C. Yarborough: The Collection Tracker was distributed and reviewed with the board. Lines 9 and 14 are over 90 days past due. Kitty Tucker made a motion to send them to the attorney for collection. Rick Hoening seconded the motion and the motion carried. The two accounts will be forwarded to Crabtree to start the collections process. Jay Barnard asked about the Security budget being over. The contract increase was negotiated after the 2018 budget was approved. The budget for 2019 will need to reflect any contract increases. The Violation Tracker was distributed and discussed. Stage 0 will be sent a certified letter and if one has already been sent, they will be sent over to the attorney for further action. A violation letter will be sent to a homeowner that is openly burning debris requesting that they stop immediately. The Sheriff s Office Traffic Report was reviewed. The report had one day on it due to time off and no citations were issued on that day. The officer is scheduled to be in the community twice a month. Management will confirm. Page 1 of 3
Architectural Review Committee Report Fran McKeithan: The ARC Report was presented. The system has been updated, so there has been a learning curve on voting. Communications Committee Report Kitty Tucker: The community cook out took place on Saturday, August 11 th. The committee thanked everyone that came and everyone who donated school supplies to Shadowlawn Elementary. Anything unopened was donated to the Weigel Senior Center in Middleburg. Craig Wagner thanked the committee for another successful community event. The Fall Garage Sale is scheduled for October 13 th from 8am to 1pm, and the Fall Festival will begin at 4pm that afternoon for the community. Finance Committee Report Rick Hoening: No report. Maintenance, Landscape and Ponds Committee Report Ed Eisenhauer: Joe Wiggins announced that Ed Eisenhauer has been doing an outstanding job as the new committee chair and thanked him for the work he has done. Ed Eisenhauer stated the drainage is a priority to the committee at this time. They are addressing several areas to help alleviate some of the flooding in the community. He would like the CAM Team to continue to send letters to homeowners that need to edge the curbs and clean them out to keep the debris from going into the storm drains. He urged the board to have the CAM Team to send a letter to Advanced Disposal on behalf of the board concerning the garbage service and garbage being left behind in the streets, curbs and ponds. Mr. Eisenhauer would like the board to give a budget to redo the triangle median at Ravines Road and Ravines Lake Road. The railroad ties are deteriorating, and dirt is washing out. The board would like Mr. Eisenhauer to present a proposal with an estimated cost to redo the median and secure it to prevent wash out. Kitty Tucker made a motion to discuss the proposal. Fran McKeithan seconded the motion. The board opened the discussion concerning the median. The board would like to see a plan for what the area will have done to it, and what the finished product will be. They would like the MLP committee approval to move forward with getting more information and presenting a proposal to the board. Ed Eisenhauer also suggested adding a flagpole with the state flag to the back section of the entrance median, along with some type of curbing to keep people from turning around and driving over the landscaping and damaging the lights. The cost should be $500 to $800. The board is in favor of voting on this and would like to see a proposal for actual cost of the project. Scott Drumb brought up the location of the mailboxes being too far from the road causing vehicles to drive over the side of the road onto people s yards to get to the mailbox. He would like to know who is responsible for the damage done to the roads and yards. Craig Wagener thanked the MLP Committee for repairing the edge of the road where an irrigation sprinkler head had broken and washed away creating a hole on the edge of the road. Their worked saved the association almost $1800. Security Committee Report Charles Houston: No report. Page 2 of 3
Legal and Rules Committee Rick Hoening: Scott Drumb asked for clarification on what the board was looking for in a social media policy. The board would like the policy to set guidelines for the board and committee members in posting or responding on social media in a way that may seem like an individual is representing the board. Special Committee to review new management companies: No report. Ravines Resort Condo Report Larry Lloyd: No report. Creek Hollow Condo Report Joe Wiggins: No report. Unfinished Business: Quiet Creek Loop Signs: The signage final cost was approved via email by the board and have been ordered. Once the items are delivered, the MLP committee will install the posts. 2018 Elections: Joe Wiggins as head of the nominating committee recommended that the election seats be changed so that the even numbers are voted on in even years, and the odd numbers are voted on in odd years. The documents state that the lots were drawn to determine which seats are up for election, and the recommendation from the committee is an actual change to the documents, which would take a majority vote from the owners. The election seats will remain as is for the 2018 election, which are Seats 1,4,5 and 6. The last date to submit an application to run for the board is September 28 th at the close of business, 5pm. Guard House Pressure Washing: There were three proposals presented to the board to pressure wash the guard house. The board reviewed and discussed the proposals. One of the submitters wasn t verified as being licensed and insured, and one did not include pressure washing all the way to CR 218, so the vote was tabled until management can provide more information via email to the board. New Business: Resort Condo Parking: A legal opinion was given that states the parking lot has certain warranty deed provisions and can be used for overflow vehicles, trailers and boats. The opinion was written by Thomas Copeland who represents the Resort Condos. RCA Policy on Real Estate Rental Companies: The board would like to know if there was any way to cap the number of homes that commercial rental companies purchase to use as rental properties. Is there an effective way for an association to handle these types of properties? The violation letters are sent to both tenants and owners of these properties. The association will continue to use the violation system to keep these homes in compliance with the community documents. Guard House A/C Unit Proposals: Three proposals were presented to the board for review and discussion to install a new mini-split A/C unit. The board would like management to get a price on having an electrician install a circuit to run the unit. Jay Barnard will get an additional quote from Creeks A/C. Kitty Tucker would like to find out the seer rating on the Hammond Quote, so management will get that information as well. The meeting adjourned at 8:04pm. The next meeting will be on September 10, 2018 at 6:00pm at TBD. Respectfully submitted Kitty Tucker, Secretary Page 3 of 3