HOA Board Meeting Minutes
Nov 11, 2024
November 11, 2024
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:00 PM,
Attendees
The following persons were present: Rick Ives, Pete Toal,) and Andy Sack (Homelink)
New Business
a) Agenda/Voting
Meeting does not have a quorum of 10% (20 homes). We can’t vote on a new board w/o at least 20 homeowners present. A Special Meeting Doc was submitted to cast vote among Madison Park HOA members in order to elect a new member
b) Annual Report from Homelink
Financials as of 10.31.2024
84,079.10 - Operating
$27,162.08 - Reserves
$111,241.18 - Total Checking/Savings
c) 2024 HOA Recap Includes
Updated Landscaping to improve the cubhouse and lower Fayetteville entrance
Honey Bee Removal from the clubhouse areas
Repaired and painted clubhouse deck
We did a lot of fixes around the clubhouse (electrical, door locks, rain gutters, etc)
Picnic Table was put outside the pool area with more to come in the coming years
New tables purchased for Clubhouse (4 total)
d) 2025 Planned Community Improvements
Reserve Study suggests Asphalt repair for clubhouse parking lot
Fix Windows and Exterior Paint for Madison Park Clubhouse
Community Events 2024/2025
December 15th- Christmas Party
May 3rd - Community Garage Sale Day
December 14th 2025 - Christmas Party 2025 - Tentative
Community Questions and Answers by those in Attendance
Q: Is there an APP for Homelink?
A: Yes, there is an app and a portal system for homeowners to track their own homeowner profile. Madison Park : Sign In
Q: Removing trees that are overgrown near the lower Fayetteville entrance
A: TKM has been contacted and Andy will follow up
OFFICIAL HOA BOARD VOTE + Introduction of new Board Members
No Official vote as we did not meet the needed attendance of 20 homeowners (10%) - Special Meeting Doc will be separate to cast vote
Andy, Pete and new electee Denise Austin met to discuss the role of the HOA board moving forward. Denise will be the new Madison Park HOA President, while Bryan and Pete remain in their current roles as Treasurer and Secretary.
Action Items tabled until next meeting
None
Adjournment:
Rick adjourned the meeting at 6:18 PM
Pete Submitted Meetings notes on 11-11-24 at 8 PM
Aug 6, 2024
Call to order
Rick Ives call to order the annual meeting of the Madison Park HOA Board at 1:05 PM
Attendees
The following persons were present: Rick Ives, Pete Toal, Bryan McFadden,and Andy Sack (Homelink)
New Business
a) Financial Report as of 7.31.2024
$94,839.29 - Operating
$27,336.82 - Reserves
$122,176.11 - Total
Update on dues paid - roughly 10% of homeowners still owe 2024 Dues
b) Property Management Report
We need a front door replacement for the clubhouse. Andy will contact a locksmith to rekey multiple doors to have the same key for entry if possible
Pete was setup as committee member who approves architectural requests via the new software program
New software was rolled out for the HOA Board and Homeowners to review their accounts individually. Here is the link for the portal: https://homelink.cincwebaxis.com - Options include Architectural requests, due payments, reservations + Docs including reserve study, covenants, bylaws, and more
Andy will schedule cleanup by TKM for both Pond Cleanups, we also request for trash and debris pickup. Andy will try to schedule for September/October
Fall cleaning Schedule will be cutoff for October 14th + Pool Closing will be October 14th
Keep Cleaning for the upper portion of the clubhouse at quarterly intervals
The mens urinal was broken and repair will be taken care of ASAP
Due Packets will be revised to be sent to homeowners in December 2024 & April 2025 - Andy will add to the physical mail schedule
Annual HOA Meeting date is set for November 11 2024 at 6 PM at the Madison Park Clubhouse - Voting for the board will be completed as well that day
2025 HOA Budget deadline has to be finalized October 11 but we will review as a board on October 9th. - The plan will be for Andy to send out the final budget documents on October 11.
The board will be looking for a new member in November - Homeowners are welcome to reach out directly to Andy to inquire.
c) Community Events 2024
- Dec 22 - Christmas Party - HOA Board approves Santa for 2024. Rick will reach out to the same person as last year - We are still looking for someone to lead the activities
d) Amenity Board Updates
N/A
f) Closed Session Notes
None
Adjournment:
Rick adjourned the meeting at 1:50 PM
Pete Submitted Meeting notes on 8.6.24 at 2 PM
May 6, 2024
Call to order
Rick Ives call to order the annual meeting of the Madison Park HOA Board at 1:05 PM
Attendees
The following persons were present: Rick Ives, Pete Toal, Bryan McFadden, Scott Sells (Homelink), and Andy Sack (Homelink)
New Business
a) Financial Report as of 4.30.2024
$93,815.35 - Operating
$25,824.88 - Reserves
$119,640.23 - Total
Update on dues paid - HOA dues are not late until 5/31 - so the aging report is still pending those amounts being paid
The HOA Board approved moving $10,000 from the Operating Budget to Reserves - Scott was able to move it during our meeting electronically
New software was rolled out for the HOA Board and Homeowners to review their accounts individually. Here is the link for the portal: https://homelink.cincwebaxis.com - Options include Architectural requests, due payments, reservations + Docs including reserve study, covenants, bylaws, and more
b) Property Management Report
Rick got a law firm (Eminent Domain out of Atlanta) to help with Eminent Domain for Madison Park - Paperwork has been sent for signature from Scott Sells of Homelink who sent it back to the law firm. Rick received an email from the law firm, the acquisition will be authorized for 2026 and begin in 2028
Landscaping was completed in March 2024 - Pine Straw and Sod Added
Pool Deck Repairs should have started last week but didn’t. Andy will follow up for the repairs to be completed - Lattice and Wood Repair
Summer Bathroom Cleaning schedule - April 1st, 2024 - 3 times per week - Rick asked if we could request a weekly trash pickup around the pool from the same company.
Clubhouse Repair Updates - Locks were fixed on the clubhouse doors.
Rick ordered First Aid Kits for the bathrooms
Scott ordered doggy bags for the doggie stations
c) Community Events 2024
- May 18 - Garage Sale Day - OneCall Added as a reminder
- Dec 22 - Christmas Party - HOA Board approves Santa for 2024. Rick will reach out to the same person as last year
d) Amenity Board Updates
HOA Amenity status - Some boards changed members. The new members are interested in restarting the amenity board meetings. Rick will keep us posted.
Update on Neighbors/Park Updates - Drainage near the Gazebo was fixed. The Gazebo was torn down and replaced. Mulch was added, and new swing sets and boards were fixed on the bridge.
e) New Business
The next Quarterly Madison Park HOA Meeting date is set for August 6 at 1 PM
f) Closed Session Notes
None
Adjournment:
Rick adjourned the meeting at 1:45 PM
Pete Submitted Meeting notes on 5.6.24 at 1:50 PM
Feb 21, 2024
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:07 PM
Attendees
The following persons were present: Rick Ives, Pete Toal, Bryan McFadden, and Andy Sack (Homelink)
New Business
a) Financial Report as of 1-31-2024
$80,837.04 - Operating
$38,065.14 - Reserves
$118,902.18 - Total
Update on Dues that are past due from 2023- $7,451.94
2023 Surplus moved into Reserves Fund as previously discussed is on hold for now and we will revisit later in 2024
b) Property Management Report
Rick got a law firm (Eminent Domain out of Atlanta) to help with Eminent Domain for Madison Park - Paperwork has been sent for signature from Scott Sells of homelink who has sent it back to the law firm. He is awaiting more answers from various questions he had regarding the paperwork etc. The purpose of reaching out to them is
1. Protect us as board members against any future lawsuits from homeowners claiming we didn’t do our due diligence to prepare for the impact this will have on our neighborhood.
2. He’s going to try and negotiate a higher rate from the city from the one they will be offering us as they try and take back some of our common property to make room for the road. This includes moving our Madison park sign back a few feet which is definitely going to be in the way of the road expansion.
3. The city also has plans to create a new retention pond directly across from the sign which could affect drainage.
4. All of their work is contingent so we will owe nothing to this office unless they get us an increase in what would have already been offered from the city. They take a 30% fee from those gains.
Our previously obtained reserve study has us scheduled for landscaping improvements in 2024 - Landscaping has been approved and in progress around the clubhouse/pool area, including pine straw, tree cutting, planting and sod etc. We are also inquring about nature walk area quote for the Lower Fayetteville side (An idea for the future)
The Lower Faytteville entrance will receive pine straw because nothing will grow due to an overly shaded area
Madison Park Signage has been put on hold in case the city has to remove it in the future
HOA Board unanimously approved purchasing 3 folding tables for clubhouse in range of $60-$90
Andy will schedule the summer cleaners for bathrooms in the clubhouse beginning April 1st 2024 for 3 times per week
We need a pool deck repair as the lattice and wood needs work. We previously reached out to a contact but never heard back. Andy and Scott will look into other repair men.
We discussed the possibility of adding a Gazebo on the North Side of the neighborhood in 2025. We will look into that and or other possible shade ideas at a later time.
c) Community Events 2024
Apr 1 - Pool to open
- May 3 - Easter Party (Tenative) - Looking for a Volunteer to head the festivities
- May 18 - Garage Sale Day
- Dec 22 - Christmas Party
- HOA Board approves Santa for 2024. Rick will reach out to the same person as last year
d) Amenity Board Updates
No Amenity Board activity for now. Rick reached out to CMA via email and CMA is getting quotes on fixing the bridge, tearing down the gazebo etc. No further information on a time frame for repairs has been given.
e) New Business
The next Quarterly Madison Park HOA Meeting date set for May 6 at 1 PM
f) Closed Session Notes
None
Adjournment:
Rick adjourned the meeting at 6:38 PM
Pete Submitted Meetings notes on 2-21-24 at 6:40 PM
Nov 6, 2023
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:03 PM,
Attendees
The following persons were present: Rick Ives, Pete Toal, Deborah Sweat (Homelink) and Andy Sack (Homelink) – Meeting does not have a quorum of 10% (20 homes). We can’t vote on a new board w/o at least 20 homeowners present.
New Business
a) Annual Report from Homelink
N/A
b) 2023 HOA Recap Includes
Pool Sunshades added to pool
Painted Interior of the clubhouse
Various fixes around the clubhouse (Electrical, door locks, rain gutters etc,)
Purchased cleaning supplies for the clubhouse
Events included: Community Garage Sale in March, Big Easter Egg Hunt in April and a Christmas Party planned for December
c) Homelink Property Management Report (No report given live but notes added to the bottom for reference)
If homeowners receive a “Do-Better” letter that “Homelink” are the ones sending them and the HOA Board does not get those reports until they are already sent as the HOA Board receives them in their monthly report. The violation letters are sent as a “Friendly Reminder” via email, & mail.The following month a “Second Warning” is sent again via email and mail and discusses there will be a $25/day fine process if items are not remedied on the next drive thru.There is not a fine until the 3rd occurrence is noted.
Homeowners can reach out to Andy Sack (Handles Covenant Enforcement for Madison Park) via email if they want to contest something and it will be noted in the “Notes” section of their account. That also allows homelink to reference in future drive-thru and can also be used for the appeal process via the homeowner which can then be passed along to the HOA board.
Homeowners are encouraged to reach out immediately if time is needed for improvements etc. that way Homelink can make a note for future drive thru assessments.
d) Property Managment Report Discussions for additional improvements
2024 Budgeted Projects based on Reserves Report Include
2023 - Signage - $8,000 UNSPENT - Rick has already discussed a quote with Scott
2024 - Landscape Rehab - $10,450 - possible replanting as well as cutting back some trees etc.
2024 - Infrastructure - $5250 - Pool Deck and Masonry need light refurbishment
Potential Projects for 2024 include - Shade/Concrete Picnic tables and a Nature Walk area near Lower Fayette Entrance
Community Events 2024
March 29, 2024 - Easter Event
May 4th - Community Garage Sale Day
December 8th - Christmas Party
Community Questions and Answers by those in Attendance
Q: Do we send out covenant changes etc each year? The current covenants are available on the Newnan Lakes website
A: We can’t change them without a neighborhood wide vote
Q: What is happening with the Landscaping at Malcolm Cole Entrance + various other areas such as the sidewalks etc.
A: We can look into pressure washing the sidewalks for our 2024 budget. Replant boxwoods per homeowner request.
Q: How much was it to fix the Rain Gutters for the clubhouse?
A: The cost was included under Miscellanous on our yearly budget, but we can find out a specific cost for only that
Q: To help improve the appearance of the community + for safety reasons, a homeowner would like to install crosswalk painting and speed bumps
A:.The city of Newnan would need to be contacted - A previous study was made and is available on the Newnan Lakes website.
Q: There are a couple of sidewalks that are bulkier than others, is there something we can do to remedy the gap of uneven
A: There is an app called see, click fix and that makes a ticket for the city and they can look into fixes
Q: Can we have Benches installed, Also, can we add Trash Cans next to dog waste areas
A: We have trash bags to attach to the current area that we can add if needed. We talked about adding benches in the shaded pool area and grassy area in the neighborhood. We will look into the total cost then review in a future meeting. We can also order a 4th trash can from the city.Q: Can we do a community garden?
A: Right now the cost outweighs the result for it. We can revisit at a later time but for now you are more than welcome to do it at your homeQ: Do we have a emergency kit for disasters
A: Not at this timeQ: Can we look into weekend events for kids etc
A: We currently have events organized for 2024 but are always taking volunteersQ: Can we have peer to Peer Support Meetings
A: The clubhouse is available for rental through HomelinkQ:Can we start a Neighborhood Watch?
A: The City lightly patrols our neighrhood from time to time but we would be happy to support it if someone wanted to volunteer to lead it and hold meetings etcQ: What can we expect from the new hotel
A: There is not much we can do as we do not own the land. We previously tried to contest by raising $ for legal fees to contest it but were not successful
OFFICIAL HOA BOARD VOTENo Official vote as we did not meet the needed attendance of 20 homeowners (10%) - Special Meeting Doc will be separate to cast vote
Action Items tabled until next meeting
None
Adjournment:
Rick adjourned the meeting at 6:56 PM
Pete Submitted Meetings notes on 11-6-23 at 7:30 PM
Aug 7, 2023
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:03 PM,
Attendees
The following persons were present: Rick Ives, Pete Toal,Bryan McFadden, and Scott Sells (Homelink) .
New Business
a) Financial Report – Review from Scott Sells (Homelink)
$71,152,80 in operating account
$38,031.54 in Reserves
$109,159.34 in total as of 7-31-23
We have made $4500 in home sales (Initiation Fees) so far in 2023
b) Homelink Property Management Report
Sun Shades were installed at the pool.We may look at a rectangular section over near where the old horseshoe pits were located.
Pool Drainage that was previously completed last year is already bowing up but Scott will check with Brewer Pools regarding a Warranty. Scott reached out and Matt will take a look at the issues during this week.
Purchased Broom, Mop, Vacuum, and Organization supplies to help clean up custodial room in the clubhouse. Will be delivered directly to Rick sometime this week.
We need to schedule the retention pond cleanup for October 2023. Scott will follow up with a scheduled date.
Pool Close Date will be determined on weather in the winter.
c) Community Improvements - Additional items
Christmas Party - December 10th, 2023, Santa will be booked for a total of $210 for two hours.
d) HOA Misc - Additional items
Any violation letters are sent as a “Friendly Reminder” via email, & mail.The following month a “Second Warning” is sent again via email and mail and discusses there will be a $25/day fine process if items are not remedied on the next drive thru.There is not a fine until the 3rd occurrence is noted.
Homeowners can reach out to Andy at Homelink (Handles Covenant Enforcement for Madison Park) via email if they want to contest something and it will be noted in the “Notes” section of their account. That also allows homelink to reference in future drive-thru and can also be used for the appeal process via the homeowner which can then be passed along to the HOA board.
Homeowners are encouraged to reach out immediately if time is needed for improvements etc. that way Homelink can make a note for future drive thru assessments.
Amenity Board Business
Amenity Board is no longer active since Chris Campbell moved away, Scott said another board member has moved so the amenity board status is up in the air right now.
Closed Session
Action Items tabled until next meeting
Next HOA Meeting tentatively scheduled for November 6, 2023 at 6 PM We would need to approve the annual budget 30 days prior (by October 2) to the annual meeting.
Adjournment:
Rick adjourned the meeting at 6:45 PM
Pete Submitted Meetings notes on 8-7-23 at 6:46 PM
May 1, 2023
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:04 PM,
Attendees
The following persons were present: Rick Ives, Pete Toal,and Scott Sells (Homelink) .
New Business
a) Financial Report – Review from Scott Sells (Homelink)
$67,310.58 in operating account
$38,012.48 in Reserves
$105,323.06 in total as of 4-30.23
As of now on 4-30-2023, we have roughly $14,000 in owed dues for 2023 (January)
We have made $2400 in home sales (Initiation Fees) so far in 2023
b) Homelink Property Management Report
Sun Shade is due for installation some time in May once the deposit check is received. Mitch @ Affordable Awnings in Cartersville, GA is handling installation. Scott will try to send a Digital Check if they will take one, Original check was sent as a deposit on 4/10/23.
Gutter Drain Repair outside of the clubhouse was completed
TKM Aeration in front of the clubhouse was completed
Trees were trimmed all around the clubhouse but still needs to be completed at the southside of cliffhaven circle over near Lower Fayetteville entrance. Hydrangea were also put in but will take time to fill in.
Removal of Horeshoe Pit was completed.
Pressure Washing around the pool was completed
Re-painting of the interior of the clubhouse was completed
Monthly Clubhouse cleaning schedule began in April 2023 at once per month.
Bathroom Cleaning Schedule to start in spring will coincide with the above monthly clubhouse cleaning.
Pool Furniture was put out in full for daily use
Pool rules signage for the gate entrances was replaced
Pool Drainage that was previously completed last year is already bowing up but Scott will check with Brewer Pools regarding a Warranty.
Purchase of Broom, Mop, Vacuum, and Organization supplies to help clean up custodial room in the clubhouse - Pete and Rick Voted unanimous to purchase those items for future cleanup. Rick will send order to Scott for delivery direct to Rick.
Third Trash Can - Need to Order from City - Scott will call the city to get it.
New Stakes were ordered for Yard Sale Signs
New Clock needs to be ordered as old one stopped working
c) Community Improvements - Additional items
Community Garage Sale - May 6th, 2023 - 8 AM-12 PM
Christmas Party - December 10th, 2023
d) HOA Misc - Additional items
Any violation letters are sent as a “Friendly Reminder” via email, & mail.The following month a “Second Warning” is sent again via email and mail and discusses there will be a $25/day fine process if items are not remedied on the next drive thru.There is not a fine until the 3rd occurrence is noted.
Homeowners can reach out to Andy at Homelink (Handles Covenant Enforcement for Madison Park) via email if they want to contest something and it will be noted in the “Notes” section of their account. That also allows homelink to reference in future drive-thru and can also be used for the appeal process via the homeowner which can then be passed along to the HOA board.
Homeowners are encouraged to reach out immediately if time is needed for improvements etc. that way Homelink can make a note for future drive thru assessments.
Amenity Board Business
Amenity Board is no longer active since Chris Campbell moved away, Scott will touch base to see who the new president is.
Closed Session
CONFIDENTIAL
Action Items tabled until next meeting
Next HOA Meeting tentatively scheduled for August 7, 2023 at 6 PM
Adjournment:
Rick adjourned the meeting at 6:37 PM
Pete Submitted Meetings notes on 5-1-23 at 6:40 PM
Feb 6, 2023
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:02 PM,
Attendees
The following persons were present: Rick Ives, Pete Toal, Bryan McFadden, and Scott Sells (Homelink) .
New Business
a) Financial Report – Review from Scott Sells (Homelink)
$66,395.37 in operating account
$38,003.26 in Reserves
$85,571.13 in total as of 1-31.23
As of now on 1-31-2023, we have roughly $22,000 in owed dues for 2023 (January)
b) Homelink Property Management Report
Scott got one quote for a sun shade for the pool area. Looking at around 20x20x8 sun shade. $18000 in total for each from Swings and Billards in Newnan GA. We would be in need of 2 but we will shop for a lesser vendor quote if possible. Another option is to order supplies via Amazon and we can have a handyman quote on installing it for cheaper. Scott will track down who came gave a more reasonable quote previously. Rick will share more companies for Scott to obtain quotes from for install.
Gutter Drain Repair outside of the clubhouse near the entry gate has been turned over to a company to be fixed in the near future.
Scott will touch base with TKM for a quote for Aeration of the common areas around the clubhouse + adding new seed for bare spot areas like in front of the clubhouse etc.
Scott will also get an new and updated quote for installing new bushes near two spots on either side of Clubhouse front door, current versions are dead. Also, Scott will schedule a trim trimming for all around the clubhouse and on the southside of cliffhaven circle over near Lower Fayetteville entrance.
Removal of Horeshoe Pits. Scott will contact for a quote for quick removal.
Scott will reach out for a quote for pressure washing the pool area.
A suggestion per the reserve study was to re-paint the interior and exterior. Scott will get a quote for the interior painting for now. Upstairs area as well as downstairs bathrooms.
We would like to expense a Monthly Clubhouse cleaning schedule to help alleviate any issues with messes being left long term etc. Rick moved to add the expense beginning in April 2023 at once per month. Pete Seconded the motion and Bryan also agreed. Unanimous vote = Yes
Bathroom Cleaning Schedule to start in spring will coincide with the above monthly clubhouse cleaning.
Tentative Pool opening date of Apil 15, 2023 - Furniture will be put out once pool has consistent usage.
Rick would like the update the pool rules signage for the gate entrances. We would update hours and rules. Rick will take lead design and Rick can upload the rules/hours etc.
c) Community Improvements - Additional items
Easter Egg Hunt - April 7th, 2023 - Friday Night event with weather permitting
Community Garage Sale - May 6th, 2023
Christmas Party - December 10th, 2023
d) HOA Misc - Additional items
Any violation letters are sent as a “Friendly Reminder” via email, & mail.The following month a “Second Warning” is sent again via email and mail and discusses there will be a $25/day fine process if items are not remedied on the next drive thru.There is not a fine until the 3rd occurrence is noted.
Homeowners can reach out to Tim Camp (Handles Covenant Enforcement for Madison Park) via email if they want to contest something and it will be noted in the “Notes” section of their account. That also allows homelink to reference in future drive-thru and can also be used for the appeal process via the homeowner which can then be passed along to the HOA board.
Homeowners are encouraged to reach out immediately if time is needed for improvements etc. that way Homelink can make a note for future drive thru assessments.
Amenity Board Business
Rick Notes that Chris Campbell is moving so we are TBD on any foreseeable future meetings.
Closed Session
Action Items tabled until next meeting
Next HOA Meeting tentatively scheduled for May 1, 2023 at 6 PM
Adjournment:
Rick adjourned the meeting at 7:04 PM
Pete Submitted Meetings notes on 2-6-23 at 7:05 PM
Nov 7, 2022
Nov 7, 2022
Call to order
Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:05 PM,
Attendees
The following persons were present: Rick Ives, Pete Toal and Scott Sells (Homelink) – Meeting does not have a quorum of 10% (20 homes). We can’t vote on a new board w/o at least 20 homeowners present.
New Business
a) Recap of 2022 Year Includes
Pool Resurfacing, Pool Pump - First time ever done. We fixed the drain at the pool as well
We turned Madison Park into a POAA
Back gate of the pool was added
community clean-up of the park
Events included: Halloween Decoration Contest, Easter Egg Hunt, Food Trucks etc.
Social Media via FB Page is a good tool for the neighborhood but please reach out to board members or homelink if there is an issue. Try to be mindful that coming to us with an issue often leads to a quicker and or better resolution than blasting us via threats etc.
Rental Cap Vote failed and resulted in 54% of homeowners voting yes, 4.5% voted against, 22.6% were already rentals or refused to vote. We were left with needing 37 homes left to vote. We speculate that we will have a hard time passing the vote again in the future with the process of new rentals being added in the future.
b) Homelink Property Management Report
Financial Report – Review from Scott Sells (Homelink)
$68,780.31 in operating account
$11,897.73 reserves
$80,678.04 in total as of 10-31.22
HOA Board were also able to raise (15,350.00) via home sales initiation fees
HOA Board reallocated money to our reserves account from reserves unallocated to savings.
The 2023 Annual budget stays the same as 2022 budget
Scott noted to attendees that if they receive a “Do-Better” letter that they are the ones sending them and the HOA Board does not get those reports until they are already sent as the HOA Board receives them in their monthly report. The violation letters are sent as a “Friendly Reminder” via email, & mail.The following month a “Second Warning” is sent again via email and mail and discusses there will be a $25/day fine process if items are not remedied on the next drive thru.There is not a fine until the 3rd occurrence is noted.
Homeowners can reach out to Tim Camp (Handles Covenant Enforcement for Madison Park) via email if they want to contest something and it will be noted in the “Notes” section of their account. That also allows homelink to reference in future drive-thru and can also be used for the appeal process via the homeowner which can then be passed along to the HOA board.
Homeowners are encouraged to reach out immediately if time is needed for improvements etc. that way Homelink can make a note for future drive thru assessments.
c) Community Improvements - Additional items
Community Garage Sale continued with less visitation than previous, food trucks were sporadically provided and movie nights were also a continued success
Gift Cards will be provided by the board to the winners for door decorations for Christmas lights. 1st/2nd/3rd place prizes will be $50/$50/$25 for winners. Voting Window will be announced at a later date
Our previous reserve study had a list of fixes that were minor that we will use or reserves to fix.
Plans for 2023 include getting quotes for adding shaded coverage around the pool & surrounding grass area, filling in areas around the clubhouse with more grass and plant coverage
Amenity Board Business
No new business to discuss
OFFICIAL HOA BOARD VOTE
No Official vote as we did not meet the needed attendance of 20 homeowners (10%) - Special Meeting Doc will be separate to cast vote for third HOA Member
Community Questions and Answers by those in Attendance
Q: What is the projection for the hotel coming into the neighborhood?
A: There is a plan to move forward with it but there is no timetable for it being built. The city is not overly concerned as it zoned a commercial lot.
Q: Are the landscapers responsible for limbs and or tree cutting? The area across the Lower Fayetteville entrance has long limbs hanging outward.
A: They primarily do not unless it is added as an extra expense. Typically they handle grass cutting, fire ants, shrubs and retention ponds. Scott asked the homeowner to send an email and he will get a quote to send to the board for review
Q: Does anyone have suggestions on how to get rid of snakes?
A: The key is identification, otherwise there isn’t a lot we can personally do to limit them as they are common in GA.
Q: Can the poles be removed outside of the pool area?
A: HOA Board is getting quote for shade options and will also discuss removal. We will get a quote for removal.
Q: Can we have easier access to the clubhouse rental process
A: Scott gave the homeowner the contact info for rentals and Scott can also e-vite the madison park calendar and it will show homeowners when it is rented
Q: What is the perspective for on street parking? Can a vehicle be parked in the clubhouse parking lot if needed?
A: The law is based on city property laws and the vehicle cannot be forcibly removed, but it must adhere to various laws under city codes. HOA perspective is we prefer that homeowners do not long term park on the street. Clubhouse parking is only for clubhouse rental purposes.
Action Items tabled until next meeting
None
Adjournment:
Rick adjourned the meeting at 7 PM
Pete Submitted Meetings notes on 11-9-22 at 10:15 AM
Madison Park HOA Special Meeting Minutes
November 7, 2022
Call to Vote
Scott Sells oversaw the official voting process to add in a third HOA Board Member for Madison Parker to occupy the vacant “Treasurer” position
Attendees
The following persons were present: Rick Ives, Pete Toal and Scott Sells (Homelink) Bryan McFadden (New appointed Treasurer)
Order of Business
Meeting consisted of the motion to add in Bryan McFadden as the new treasurer of the Madison Park HOA. Rick Moved to add Bryan McFadden as Treasurer, Pete Toal seconded the motion. Bryan McFadden was officially added to the HOA Board for Madison Park for 2022-2023
Meeting Adjourned at 7:15 PM on 11-7-22
Meeting Notes submitted on 11-9-22 by Pete Toal
Sept 1, 2022
Call to order
Rick Ives called to Order the September 1st, 2022 Madison Park HOA Meeting at 6:20 PM
Attendees
The following persons were present: Rick Ives, Pete Toal and Scott Sells (Homelink)
New Business
a) Financial Report – Review
$67,218.74 in operating account
$11,895.74 reserves
$79,114.48 in total as of 8-31-22
Zach will complete budget for 2023 by October 24, 2022
Zach Miller will be resigning from the Madison Park HOA Board Effective once his home sale is complete in October 2022.
We are still searching for a replacement treasurer.
b) Homelink Property Management Report
We are still owed 15K in late dues remaining for 2022
Rental Cap Vote Update = 60+ total with a Yes Vote - Need 134 Total for Amendment to go into effect.
We are still looking for ideas to help get votes by Sept 15 -Will try another day at the clubhouse and also try possible door to door canvasing in effort to get signed forms
c) Community Improvements
Pool Update + Hours – Brewer pool said we would be safe open everyday except Monday/Wednesday - Morning swim available on Monday/Wednesday from 6 AM-9 AM. Scott will do a one call and email blast to get word out
We are not covering the pool this winter due to new plaster, so swim will be at own risk and comfortability with water temperature.
We will need to put the pool furniture away inside the clubhouse, tentatively looking at an October date
Scott will call TKM to get a retention pond mowing for October.
Rick is still getting quotes for installation of shade covering for both the pool and grass area near the pool to help cool things off for hotter days
Events Committee – Garage Sale Date – October 8, 2022 - 8AM -12 PM
Amenity Board Business
None
New Business
Next Madison Park Annual HOA Meeting will be in person - scheduled for Monday, November 7, 2022 - 6PM - Voting Process for the HOA Board will take place then as well - 30 days prior Scott will be sending out both the 2023 budget as well Annual Meeting Notice
Action Items tabled until next meeting
None
Closed Session Meeting Notes
Talked about adding adjustable sign boards to update displays on the fly at each entrance - Future concept idea for next year
Adjournment:
Rick adjourned the meeting at 6:56 PM
Pete Submitted Meetings notes at 7 PM
May 10, 2022
Call to order
Rick Ives called to Order the May 10th, 2022 Madison Park HOA Meeting at 6:03 PM
Attendees
The following persons were present: Rick Ives, Zach Miller, Pete Toal and Scott Sells (Homelink)
New Business
a) Financial Report – Review from Zach Miller (Treasurer)
$60,494,60 in operating account
$29,180.13 reserves
$89,674.73 in total as of 4-30-22
Balance Sheet seems to be off from Zach’s point of view. Seems to be a small coding difference that Scott will look into further to help things match up correctly.
Planned expenses for the remainder of 2022 are: Tree Trimming (As requested), Retention Pond Cleanup, we will further discuss more items that are over 1K per month in total
Coupon mailing was a success as we had more payments received than the previous year
b) Homelink Property Management Report
We are still owed 11K in late dues remaining for 2022
Outstanding Sofa Purchase is now officially lost. Scott contacted them and in 3-4 business days Wayfair will be calling to set-up a new delivery date. Scott will follow up
Clubhouse Cleaning Schedule is Bathrooms are twice weekly and as needed for the main area
Card Key System is now up to date and everyone is active as of right now but will be deactivated upon non dues payment
New Rental Guidelines for the Madison Park Clubhouse are as follows: 1 Reservation per calendar quarter per home. HOA unanimously voted to change this officially
One Call needs to be updated to remove Ian’s voice prompt
POAA/Bylaws proposed change discussion includes an overall rental cap of 25%, unless they are grandfathered in or they are on a hardship and they would need to live in the residence for 2 years +, No Air BNB rentals due to increase in transient activity. Scott will follow up in regards to what we can/can’t do in regards to a hardship etc.
Trash Can poll for the neighborhood is being made by Rick to see if we want to take away or keep the concealment rule
c) Community Improvements
Pool Update – Opening is May 27
We are still looking for a Pool Monitor but so far no one has applied. Rick put out a One Call to garner more interest
Rick would like Scott to look into a possible City Water Tax break once per year (Waiving the Sewer fee portion) Scott will contact and follow up
Zach brought up the possibility of adding a sidewalk path to the new gate to help ease erosion. Scott will get a quote on concrete walkway (30 Yards)
Pine straw needs to be installed in the interior pool area, entrance off Lower Fayetteville, tree area in front of the clubhouse. Scott will contact the installer and get it scheduled
Events Committee – Summer Pool Party – June 4, Budget for the events committee will be updated to $500
We are waiting on a TKM quote on grass seeding and tree removal services. We have quite a few dead patches and a handful of dead trees that should probably be pulled out. Scott will let us know as he already followed up
We want to look into the possibility of creating a Venmo Account for HOA Committee in which we will withdraw or transfer quarterly. Zach and Scott will work together to link the account to our existing bank account. Rick will work on printing out QR codes for the pool.
Amenity Board Business
Cleaning of the pond went great. Playground mulch is looking good.
New Business
Next Madison Park HOA Meeting TBD
Action Items tabled until next meeting
None
Closed Session Meeting Notes
Specific Homeowner has exceeded his time limit of removing his game day porch from the property. HOA voted previously for its removal. Scott will move forward with that upcoming
Adjournment:
Rick adjourned the meeting at 7:05 PM
Pete Submitted Meetings notes at 7:05 PM
Feb 24, 2022
Call to order - Rick Ives called to Order the Feb 24th Madison Park HOA Meeting at 6:11 PM
Attendees
The following persons were present: Rick Ives, Zach Miller, Pete Toal and Scott Sells (Homelink)
New Business
a) Financial Report – Review from Zach Miller (Treasurer)
$31,624.18 in operating account
$46,461,64 reserves
$78,085.82 in total as of 1-31-22
Pool Resurfacing will be coming up soon
Reminder 2nd half of dues are upcoming on May 1st ($300 due) – Payment plans are available if need be, please contact Homelink to discuss options
Budget has been updated to reflect new values and Scott will get the new sheets to the board ASAP
b) Homelink Property Management Report
Scott reached out to the attorney for follow-up regarding the POAA Status & rental restriction amendment and was made aware of a recent employee change that has held up the status of the Amendments thus far. The new contact Audrey will be following up soon with more updates.
Update regarding late dues. 50% of homeowners have paid their HOA dues in January so far. Homelink sent out “Ways to Pay” letter with annual newsletter and budget packet in place of the normal coupon book as in the past. Homeowners have called to say they did not receive their normal coupon book and are in the process of paying now.
Pool Resurfacing is tentative; we have to pick tile as well. Scott will follow up on finding out when the pool resurfacing will start.
Our new Sofa order for the clubhouse has been delayed until April 4th 2022
c) Community Improvements
2nd Voted on repair item from our survey was “Infrastructure - Electrical and plumbing” so we will be moving forward with repair requests as follows below
Board Requested for Homelink to find a handyman to repair mold and mildew in the pump room waterproofing and drywall on 2.24.22 – Board voted Unanimously to approve – roughly $4000 - Rick will email Scott formal request
Board Requested Homelink hire electrician look over clubhouse to help inspect for any additional issues. There previously was a fried circuit in the pool room and other outlets have been tripping breakers. Rick will email Scott formal request– Board voted Unanimously to approve
Board Requested Homelink reach out to pool maintenance to also repair pool drainage while resurfacing pool. Scott will add this to the email regarding pool resurfacing date
Board discussed and agreed to Purchase a 24-inch TV for the clubhouse common area – Board voted Unanimously to approve
Board discussed and agreed to Purchase (2) Clubhouse Igloo Water Coolers to help with keeping event items cool during hotter months. – Board voted Unanimously to approve
Board discussed and agreed to purchase a 12 FT Pool Skimmer – Board voted Unanimously to approve
Board discussed the purchase a Propane BBQ Grill – We will look into options soon as we will have to revisit the cleaning of it and management of usage. Horseshoe area could be grill usage area
Board discussed the possibility of entry to the back gate at the pool. We would need to add the keypad and run wiring to the gate. We will have the electrician look into cost etc.
Board discussed the Purchase of Picnic Tables/Benches – Board will see how the rest of the year goes before moving forward with a formal purchase. Revisit around summer meeting
Events Committee Upcoming events:
- Neighborhood Easter Egg Hunt is scheduled for Saturday April 16 2022
- Neighborhood Garage Sale is scheduled for Saturday April 23 2022
- Summer Pool Party is scheduled for Saturday June 4 2022 – plan is to open the pool beginning of May, depends on resurfacing of pool timeline based on safety regulations
- Lorraine is still working on getting new food trucks for the neighborhood, keep an eye on via the Facebook Group for more upcoming trucks and don’t forget to let her know any feedback as well as any suggestions for food trucks you’d like to see
The Board discussed hiring a pool monitor again for the beginning few weeks of the pool season. Rick will reach out to the previous pool monitor to see interest in working again.
Board asked Scott to contact landscape company to coordinate the tree trimming throughout the community
Board agreed previously to only cut back retention ponds once this year. Board confirms that work will be done in October 2022. Reminder to contact landscape company in August to coordinate October cutting
Amenity Board Business
Previous special assessment and increased dues has led to the prospect of getting the boardwalk fixed and painted in coming months. Maintenance of the pond has vastly improved for the better. Big tree limb was cut down today as well. They will also repaint the parking lot lines. More trash cans will be added to cut down on the amount of littering. Madison Park will not be included in any amenity funding money for the time being. We will still continue to share the amenities with surrounding communities. Volunteers may be needed for future renovation projects.
New Business
Next Madison Park HOA Meeting is TBD
Action Items tabled until next meeting
- Picnic Tables, BBQ Grill, Pool Back Gate unlocked
Adjournment:
Rick adjourned the meeting at 7:10 PM
Nov 15, 2021
Call to order
Prior to Rick Ives call to order of the annual meeting of the Madison Park HOA Board at 6:07 PM, Scott Sells of Homelink had to get motion via in person attendees to start the meeting as we needed 20 total homeowners in attendance but only had 14 at a final count after the meeting had begun and 11 to start with at the Call to Order
Attendees
The following persons were present: Rick Ives, Zach Miller, Pete Toal and Scott Sells (Homelink) – Meeting was recorded by a homeowner for her purposes and 14 total homeowners were in attendance
New Business
a) Financial Report – Review from Zach Miller (Treasurer)
$24,552.03 in operating account
$34,046.92 reserves
$58,598.95 in total as of 10-31-21
Overall review of what HOA Board was able to do from a financial point of view in 2021 includes: Reserve Study, Reconfiguring of reserve budget to help avoid special assessment of community, Moved 24K of funds to help build reserves for the future, Reduced Landscaping budget
b) Homelink Property Management Report
Scott noted to attendees that if they receive a “Do-Better” letter that they are the ones sending them and the HOA Board does not get those reports until they are already sent as the HOA Board receives them in their monthly report
Homeowner can reach out to Tim Camp (Handles Covenant Enforcement for Madison Park) via email if they want to contest something and it will be noted in the “Notes” section of their account
Homeowners are encouraged to reach out immediately if time is need for improvements etc. that way Homelink can make a note for future drive thru assessments
c) Community Improvements
Overall review of what HOA Board was able to do from the community improvement point of view in 2021 include:
Saltwater pool conversion, No Solicitation Signs and Doggy Stations as well as a second retention pond fence were installed.
Movie Nights on the lawn, Food Trucks provided by various companies and managed by Katie McLean and Lorraine Hughes, and a Community Garage Sale. Moving forward more of these events will be planned as well as a bi-yearly community garage sale
Multiple community wide events hosted by our wonderful event committee
Upcoming Events scheduled in December: Santa and Photos at the clubhouse on December 19th – Time is TBD
Gift Cards will be provided by the board to the winners for door decorations for Christmas. 1st/2nd/3rd place prizes will be $100/$50/$50 for winners. Voting Window will be announced at a later date
Retention ponds were scheduled to be cut back October 2021 but have not been done, so we will check why and get them cut ASAP.
2022 Budget notes – Clubhouse Furniture, Pool Resurfacing are the two known items on the agenda at the present moment
HOA Board is planning to apply for POAA and ultimately limit rentals in the neighborhood. It also helps with collection of past dues owed at sale of home etc. 2/3 Vote would be required for Amendment and only apply to those who voted yes
Amenity Board Business
Special assessment is being done but does not affect Madison Park financially
After the new year, the plan will be to update the boardwalk
New Landscape company has been hired for community monthly maintenance
OFFICIAL HOA BOARD VOTE
Rick Ives, Zach Miller and Pete Toal re-ran unopposed and were unanimously re-elected to the Madison Park HOA Board
Community Questions and Answers by those in Attendance
Q: Do we offer auto payments for HOA dues.
A: We can offer a recurring payment option and the link to pay online is available on the HOA website (Newnanlakes.com)
Q: What Will the Home Rental Percentage Cap Number be?
A: Will be decided by the board via the amendment after 2/3 vote via the community
Q: What is the current number of rentals in neighborhood?
A: Scott will find and pull the exact percentage and I will make it an action point item for next meeting
Q: Will security issues be addressed moving forward for the pool etc.
A: We have security cameras installed and up to date key card monitoring and previously had a pool monitor in place to help alleviate any breach concerns, at this present time that is all we can do to prevent illegal entry but this year issues were certainly down from years past.
Q: Homeowners want to know why trash cans violations have increased?
A: Ian wasn't adhering to prior and current covenants. Trash cans must be out of view. Homeowners want to see if we can change the covenant to be able to put the trash can next to home
We will be putting out for a vote to the homeowners for an unofficial vote then move forward with official amendment change which would require a community wide 2/3 homeowner vote for being changed.
Q: Can we get cooking items for the clubhouse like a microwave, BBQ etc?
A: We have added to the list for a future meeting action item
Q: Are there any plans to remove the horse shoe pit?
A: We can assess in the future and try to budget at a more reasonable time as 2022 focus will be the pool resurfacing
Q: Can we have an emergency preparedness closet with emergency supplies>
A: We can discuss at a later date with non-perishable items as a possibility
Q: Can we start Volunteer group for cleanup in the neighborhood which would consist of youth volunteers which in turn would be rewarded for their commitment and hard work?
A: We can discuss at a future meeting and see what ideas we can pull together
Action Items tabled until next meeting
Possible cookware options for clubhouse rentals (Microwave, BBQ Grill etc.)
Create a poll for unofficial homeowner vote for trash can placement once removed from the street (Possible side of the house placement w/o need for cover screen)
Volunteer Community Cleanup Youth Group
Emergency Preparedness Closet
Adjournment:
Rick adjourned the meeting at 7:13 PM
Pete Submitted Meetings notes at 8:44 PM
Minutes submitted by: Pete Toal on 8/4/21 at 7:45 PM