HOA Board Meeting Minutes

Nov 11, 2024

November 11, 2024

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 


b)   Annual Report from Homelink 


c)     2024 HOA Recap Includes



d) 2025 Planned Community Improvements






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

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

$27,336.82 - Reserves

$122,176.11 - Total


b)     Property Management Report

c) Community Events 2024


d)   Amenity Board Updates

f) Closed Session Notes

Adjournment:


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

$25,824.88 - Reserves

$119,640.23 - Total

b)     Property Management Report

c) Community Events 2024


d)   Amenity Board Updates

e) New Business


f) Closed Session Notes

Adjournment:



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

$38,065.14 - Reserves

$118,902.18 - Total


b)     Property Management Report

https://www.amazon.com/COSCO-Fold-Half-Banquet-Handle/dp/B00DOZTM3O/ref=sr_1_5?crid=1P2XWP4TUCG0A&keywords=folding%2Btables&qid=1706277488&sprefix=folding%2Btables%2Caps%2C98&sr=8-5&ufe=app_do%3Aamzn1.fos.18ed3cb5-28d5-4975-8bc7-93deae8f9840&th=1


c) Community Events 2024


d)   Amenity Board Updates

e) New Business


f) Closed Session Notes

Adjournment:


Nov 6, 2023















Aug 7, 2023





May 1, 2023







Feb 6, 2023


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) .

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




c)   Community Improvements - Additional items

d)   HOA Misc - Additional items




Nov 7, 2022

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.

a) Recap of 2022 Year Includes



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


c)   Community Improvements - Additional items





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.





Madison Park HOA Special Meeting Minutes

                                                                                November 7, 2022

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


Rick Ives called to Order the May 10th, 2022 Madison Park HOA Meeting at 6:03 PM

The following persons were present: Rick Ives, Zach Miller, Pete Toal and Scott Sells (Homelink) 

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

b) Homelink Property Management Report

c)   Community Improvements


Feb 24, 2022


The following persons were present: Rick Ives, Zach Miller, Pete Toal and Scott Sells (Homelink) 

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

b) Homelink Property Management Report

c)   Community Improvements

- 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

- Picnic Tables, BBQ Grill, Pool Back Gate unlocked

Adjournment:

Rick adjourned the meeting at 7:10 PM


Nov 15, 2021

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

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

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


c)   Community Improvements


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




Minutes submitted by:  Pete Toal on 8/4/21 at 7:45 PM