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Inportants Updates and latest news

2021 List of Accomplishments as of June 2021

2021 List of Accomplishments as of 06/02/2021

  • Exterior maintenance (gutter & downspout repairs/shutters/trim/fence/siding repair & replacement/flashing etc.): 4 units
  • Addressed 2 roof leaks/issue
  • 3 drywall repairs from water intrusion
  • Performed 2 leak assessments
  • Installed solar light/pole at the corner of Lords Chapel Drive and St. Jules Lane
  • 3 request to remove furniture/debris from condo dumpster corrals
  • 5 requests for light replacement (breezeway lights/Regent building lights/sensors)
  • Interior repairs (outside of drywall) from water intrusion: 1
  • Exterior painting (doors/trim/front railing/columns etc.): 2 units
  • Gutter cleaning: 4 units

Upcoming Projects

  • Repair to bridge on Heaton Way: Weather has caused delays. Repairs will be completed by the end of the week of May 7th.
  • Replace 5 dog station waste baskets
  • Exterior painting: condo patio ceilings
  • Roof Replacement on 3 townhomes buildings, totaling 13 units: 7101-7105 Lenox Village Drive, 7107-7115 Lenox Village Drive and 7100-7108 Lenox Village Drive
  • Rejuvenation/Hard prune: 22 locations
  • Plant 11 Arborvitaes along Alteras Drive and Anson Lane
  • Plant 9 Hollies around the utility boxes on Alteras Drive
  • Replace 3 Crape Myrtles at the corner of Sunnywood Drive and Porter House Drive
  • Retention pond work: retention pond on Sunnywood near Sugar Valley entrance
  • Remove Crape Myrtles on Sunnywood Drive at Porter House and install Azaleas
  • Remove every other Holly at the Rigden Mill Drive/Alteras Drive pavilion

 


Approved Minutes - April 2021

Lenox Village HOA - Board of Directors Meeting

April 28, 2021

Call to Order

President Marcia Adams called the meeting to order at 5:03 PM at the meeting held by conference call. A quorum was declared present. 

Members Present

Marcia Adams, Sue Miller, Chris McLaughlin, Charlotte Buchanan, Len Dinoia and Melissa Hargett and Jack Tipton. 

Visitors Present –

 

Others Present -                                                                                

Ashlee Stonestreet and Emery Gasser, GPM                                     

Minutes

Reviewed the minutes from 03/10/2021 and 03/31/2021

Motion made to approve minutes of 03/10/2021 and 03/31/2021. Motion seconded and carried 7-0.

Updates & Old Business:

  1. Website: back end updates – Sue reported everything is all set. There was a small glitch that affected website registration but that was fixed.
  2. Maintenance tracking interface – Gasser will bring the community live on May 1st. We will work through issues before inviting the homeowners. We will send a letter to the Board for review prior to mailing it out. 
  3. Roofing claims/insurance – We received a letter from the insurance company asking for a specific dollar amount on a sworn statement of loss. They are asking for a lot of information. Brandon McWherter had to hire a 3rd party engineer to get the most accurate number possible. We have 60 days to get this back to the insurance company. 
  4. Solar lights for common areas – Robinette and Co installed the solar light/pole at the corner of Lords Chapel Drive and St. Jules Lane. We may need to put up a 2nd post.  
  5. Retention Pond maintenance – This is a unique situation as it has been difficult accessing the drain. Tractor Services is working on unclogging the outlet.
  6. Retention pond at South end of Sunnywood – We have estimates from BrightView and Doc Air. We are waiting on the estimate from Davey Tree. 
  7. Sidewalk / Retaining Wall Repair – Some of the bridge work has been completed but not all. The remainder of the work is scheduled to be completed by the end of next week or the following week. 
  8. Audit of HOA financials- Gasser received a request from Blankenship for materials. 
  9. Landscape review for hard prune/tree trimming along with other proposed landscape projects- Waiting on estimates from Davey Tree and one of the tree companies that BrightView works with. Ashlee sent the Board revised estimates from BrightView today.
  10. Hole in front of 8230 Persia Way- Nashville Grading and Drainage filled the hole. There was a sewer pipe leak so the Property Management Company for this unit is working with the homeowner to repair. That area needs to be blocked off with construction fencing.
  11. Drainage pond for new construction that borders X, Y & Z condos- Emery discussed the pictures he took of the retention ponds. They were clear after today’s hard rain. Jack has plans for the property that is under development but they are not complete.
  12. Trees on Saint Danasus- The Board re-established they are not removing the trees. The original decision was made via an Executive Session. Motion made to re-establish the HOA is not removing the trees. Motion seconded and carried 7-0.

New Business: 

  1. Remove Crape Myrtles by large Evergreens at Sunnywood and Porter House and install Azaleas or something different- Ashlee is obtaining 3 estimates for the removal and replacement.
  2. Flag and sign issue: sign violation on Loxley Drive; wooden sign on front porch- The Board agreed the wood sign on the front porch is permitted but the sign in the window needs to be removed. Ashlee will create a 2nd/Final sign notice and a Fine notice. Motion made to permit wooden sign on front porch and remove sign in the window. Motion seconded and carried 7-0.
  3. Waste Management RFP- Ashlee will send Sue the Republic Service contract and expiration date along with other companies that could be included in the RFP process. Sue will work on putting the RFP together for trash service.
  4. Foreclosure: Deacons Lane- We do not have confirmation that the homeowner received the foreclosure paperwork. Emery reached out to the attorney to see if we could hire a private server to get proof of notice to the homeowner. The Board agreed to hire a private server. Motion made to hire a private server. Motion seconded and carried 7-0.       
  5. Elect Officers- Motion made to elect Marcia Adams the Board President. Motion seconded and carried 7-0. Motion made to elect Sue Miller the Vice President. Motion seconded and carried 7-0. Motion made to elect Charlotte Buchanan the Secretary. Motion seconded and carried 7-0. Motion made to elect Len Dinoia the Treasurer. Motion seconded and carried 7-0.
  6. Gasser asked to order more flags that can be placed in the tree rings. Order larger ones in possible so 1 fag can be placed in the tree rings instead of 2. 
  7. Street tree trimming for Townhomes only- Board came to an agreement and decided the HOA will trim the street trees in front of the townhomes. The townhome owners are still responsible for trimming trees/shrubs in their yard that exceed 12’. Gasser will put a document together in regards to the street tree trimming for the townhomes.
  8. Major issues – Water standing in breezeway at T condo building. Water is ponding in the breezeway and a channel drain needs to be installed. Working on obtaining quotes. 

Financial:

  1. Reports for March – Len presented the financials. 

Committee Report: 

Landscape – 

  • No update at this time.

ARC – 

  • 7872 Heaton Way- paint exterior of home. 7105 Sunnywood Drive- re-do front landscape beds. 6971 Sunnywood Drive- add a 3rd sign to their entrance. This was denied. 6971 Sunnywood Drive- change one of the existing signs. 2620 Avery Park Drive- install awning over backdoor. 4306 Barnes Cove Drive- deck replacement/expansion. 2687 Avery Park Drive- painted front door blue without permission. Homeowner requested to keep the door painted blue. This was denied.

Social –

  • No update at this time. 

Adjournment:

Meeting adjournment at 7:12 PM 

Next meeting scheduled for May 19, 2021

 


2021 List of Accomplishments as of April 2021

2021 List of Accomplishments as of 04/28/2021

  • Addressed 16 roof leaks/issues
  • Performed 9 leak assessments
  • Assessment outside of leaks (light, sensor, breezeway etc.) – 2
  • Exterior maintenance (gutter & downspout repairs/shutters/trim/fence/siding repair & replacement/flashing etc.): 44 units
  • Sprinkler head repair
  • 21 requests for light replacement (breezeway lights/Regent building lights)
  • 2 request to remove furniture/debris from condo dumpster corrals
  • 15 drywall repairs from water intrusion
  • Exterior painting (doors/trim/front railing/columns etc.): 2 units
  • Interior repairs (outside of drywall) from water intrusion: 2
  • 1 request for Regent Building interior/garage repairs
  • 3 common area repairs
  • Install no parking sign on Gauphin Place
  • Gutter cleaning: 10 units
  • Drainage work next to the C condo building
  • New stop sign installed at Althorp and Howick

Upcoming Projects

  • Repair to bridge on Heaton Way: Weather has caused delays. Repairs will be completed by the end of the week of May 7th.
  • Replace 5 dog station waste baskets
  • Exterior painting: condo patio ceilings
  • Roof Replacement on 3 townhomes buildings, totaling 13 units: 7101-7105 Lenox Village Drive, 7107-7115 Lenox Village Drive and 7100-7108 Lenox Village Drive


Special Board Meeting Approved Minutes

Lenox Village HOA – (Special) Board of Directors Meeting

March 31, 2021

Call to Order

President Marcia Adams called the meeting to order at 5:05 PM at the meeting held by conference call. A quorum was declared present. 

Members Present

Marcia Adams, Charlotte Buchanan, Chris McLaughlin, Susan Miller and Len Dinoia 

Others Present                                              Visitors Present

Ashlee Stonestreet, GPM 

Emery Gasser, GPM                                       

Annual Meeting Results

A quorum was not present at the Annual meeting of the Association (held on March 22, 2021), and thus the vote by the members present at the Annual Meeting, either in person or by proxy vote (counted ballots), was not valid to officially elect members to the vacant Board positions that need to be filled due to expired terms. Pursuant to Section 3.9 of the Association Bylaws, There being a quorum of the remaining Board Members present and voting, the two candidates, Leonard Dinoia and Jack Tipton, were unanimously appointed to the board for a two year term. Motion made to appoint Leonard Dinoia to the Board of Directors for a two year term. Motion seconded and carried 4-0. Motion made to appoint Jack Tipton to the Board of Directors for a two year term. Motion seconded and carried 5-0. 

Adjournment:

Meeting adjournment at 5:10 pm  

 


Approved Minutes - March 2021

Lenox Village HOA - Board of Directors Meeting

March 10, 2021

Call to Order

President Marcia Adams called the meeting to order at 5:05 PM at the meeting held by conference call. A quorum was declared present. 

Members Present

Marcia Adams, Sue Miller, Chris McLaughlin, Charlotte Buchanan, Len Dinoia and Abby Schneider. 

Visitors Present –

Others Present -                                                                                

Ashlee Stonestreet and Emery Gasser, GPM                                     

Minutes

Reviewed the minutes from 02/03/2021 board meeting

Motion made to approve minutes of 02/03/2021. Motion seconded and carried 6-0.

Updates & Old Business:

  1. Website: back end updates – Sue reported the backend went live and there were a few glitches: old items on the news tab were removed and some pictures were not displayed. Now we can update retail information, security, maintenance, landscaping, board etc.
  2. Maintenance tracking interface – Gasser will be sending material to the Board and information will be included with the annual meeting packet to explain how to log in. April 1st is the total live date.
  3. Roofing claims/insurance – It was determined that an informal meeting needs to be scheduled to further discuss the claim. The Board set up a 30 minute meeting with Summit and Attorney Brandon McWherter for Thursday, March 11th at 5:00 PM via Zoom.
  4. Solar lights for common areas – Robinette and Co looked at installation and they had the utilities marked. The solar lights should be installed by the annual meeting. 
  5. Retention Pond maintenance – No update at this time. Michael Gasser was coordinating with Tractor Services so we will check to see what the status is.
  6. Sidewalk / Retaining Wall Repair – Due to the weather, the bridge work has not been completed. This is at the top of the list and this should be completed in the next few weeks weather permitting.
  7. Security Service- No update at this time. Len mentioned possibly summarizing another month or so of the security logs. 
  8. Upcoming election cycle & to-dos –The deadline for the ballots is next Friday, March 9th. 
  9. Audit of HOA financials- Len reached out to Blankenship for timeline and he is waiting on their response.
  10. Landscape review for hard prune/tree trimming along with other proposed landscape projects- Waiting on additional estimates and revised estimates for these projects. 

New Business: 

  1. Innovative Cost Solutions Agreement- Broker for trash Service – Ashlee presented the information from ICS. The Board is not in favor of using a 3rd party broker for the trash service. Will go out to bid before the trash service contract is up for renewal.
  2. Retention pond clogged – The retention pond at the South end of Sunnywood Drive at the entrance to Sugar Valley is clogged. Emery mentioned the HOA grated the retention pond several years ago. Ashlee is reaching out to a few companies to obtain estimates to remove the trees from the discharge outlet.
  3. Drip pan alarms – 91 homeowners are compliant out of 239. 11 submitted but something is missing; either the paperwork or the pictures. Sue put something on the news page about the HOA requiring installation of the drip pan alarms. 
  4. Sign Violation on Loxley Drive- There is a wood sign on the front porch and a sign in the window. Board agreed that we needed to have a meeting dedicated to signs and flags. 
  5. Hole in front of 8230 Persia Way- Nashville Grading will hopefully be filling in the hole by this weekend. Waiting on the cost to pass along to the homeowner. 
  6. Annual meeting presentation and contents- Went through presentation. Sue will provide website update. Len will provide the financial and reserve study update. Gasser will put together the projects and accomplishments.Marcia spoke with Shane Blackburn and they discussed the need to be more on foot and engage with the homeowners. Shane can discuss the violations they run into at the annual meeting. The homeowners will submit their questions via chat to Ashlee and they will be answered during the Q&A. 
  7. Major issues – Will continue to discuss the work needed on the steps on St. Jules Lane. 

Financial:

  1. Reports for January – Len presented the financials. 

Committee Report: 

Landscape – 

  • No update at this time.

ARC – 

  • No update at this time.

Social –

  • No update at this time. 

Adjournment:

Meeting adjournment at 6:27 PM 

Next meeting scheduled for April 21, 2021