November 2024 Meeting Minutes

Sycamore Station HOA

Tuesday Nov 12, 2024

7 pm

II. Open session

A.       Financials

i.         Look good (see agenda)

B.       Update on drainage project

i.         Roadblock w City of Decatur who wants more elaborate planning re: drainage system and retaining wall. The retaining wall is deteriorating quickly.

ii.         Frank spoke w Ray’s Engineering. We’d have to pay more for an updated engineering proposal ($3600). Similar to contract signed in 2022.

iii.         Few alternatives. Another firm would pay more

iv.         Question: does the new contract include the tree issue? No. Frank will look into the tree issue. Will we be responsible for taking out the trees or will the contractor do it?

v.         Jeff moved that we hire Ray’s Engineering to write the new engineering report.

vi.         Motion was approved.

f.           If we run into problems with city on this next round, we may need to get the city council people involved.

g.         The Board authorizes Frank Goldman to sign the new contract. (He signed it at the meeting).

h.        Frank: GA Power is building lines on Sycamore. David is a member of the Decatur Heights board. It doesn’t require our involvement.

C.      Update on mosquito treatment

i.         Mr. Mosquito was asked to come at 4 pm. Last time they came at 11 am.

ii.         Jeff questions the efficacy of the spraying, and does not support renewing the contract in 2025. It would be more effective to have traps.

iii.         This issue will be raised with the residents at the general meeting.

iv.         If individual residents want their property sprayed, they can. However, homeowners who opted out of spraying, were still sprayed. If only one house is sprayed, it isn’t effective.

v.         It’s more effective to mind spots that attract mosquitos. No standing water. Eliminate ivy.

vi.         Natalie: We could use another pest control company.

vii.         Baraka: We should decide collectively whether we want the entire area treated. Christie: only 4 units have asked to opt out.

viii.         Is there information for homeowners on where they are responsible for the ivy on their property? Jeff can supply plats, but they are estimates.

ix.         The board accepts Baraka’s request to replace his storm door.

D.      Landscape Issues

i.         We have a mailbox issue between 25 and 26. We need to have a discussion with the homeowners. Ask to remove other shrubs while the contractors are removing shrubbery around the mailboxes.

ii.         In front of 46 and 47 we could remove the bushes that stick out. We could remove that.

E.        Annual meeting preparation

i.         We have an open position for Jane and for Jeff.

1.        Jeff plans to stand for re-election to the board.

ii.         We need 17 homeowners at the meeting for a quorum.

iii.         Christie volunteered to get a cheese platter. We could also serve wine.

iv.         This past year, we didn’t have any committees (no one signed up). We should place someone at the door encouraging people to sign-up for a committee. We should also send a blast.

v.         We will have the re-election at the annual meeting.

F.        Sweetwater Pools

i.         They already did the work. We still need to approve.

ii.         We need to repair the shut-off valve. They would replumb wall jets ($650). This needs to be taken care of before Sweetwater can winterize the pool.

iii.         We need to replace safety cover anchors ($425).

iv.         Baraka: Can we go to other vendors? Jeff: We vetted Sweetwater and it is our pool vendor of choice. We will retain them to do the repairs.

v.         The board approved the shut-off valve and safety cover anchor repairs ($1,075).

Adjournment