The Vinings HOA Semi-Annual Meeting Monday, November 14, 2016 Hyatt Place

Agenda Roll call and certification of proxies Proof of notice of meeting or waiver of notice Reading of minutes of preceding meeting Reports from Committees, if any Unfinished business New business Open Forum with Lawyer regarding proposed CCR changes

Committee Reports Finance Committee Grounds Committee Members: Mashawn Kelly Grounds Committee Members: Mashawn Kelly, Dan Lohrman Architectural Review Committee Members: Louis Ewing, Dan Lohrman, Ron Slaughter, Stevie Kelly, Pavan Kumar Pool and Playground Committee Members: Ken Fagans Communication Committee Members: Sam Shaw, Carmie Spillers Community Outreach Committee Members: Millie Cohen, Sam Shaw

Finance Committee Report What we did: Remaining within projected 2016 budget (to-date) Utilized homeowner’s referrals and expertise for various community upkeep issues (such as fence repair, tree and stump removal, and pool cleaning) 2016 Budget Review

Grounds Committee Report What we did: Sealed and repainted all gates and stakes removed from trees on Winchester Managing a new landscaping service provider – Landscape Workshop Repaired two burst pipes at pool and front gate at start of season In August a tree fell, damaging fence. Contracted for tree removal. Fence repaired in-house. New speaker installed at entrance gate; east gate repaired Stumps on Winchester removed and ground down What we are doing (on the table): Interviewing and reviewing new possible service providers Looking into more permanent fence repair (leaning) in some common areas Possibly deploying any excess budget on our running landscape to-do list

Grounds To Do List

REMINDER from the Grounds Committee If you see a grounds issue including gate malfunctions, please call Keith Collins or use the Vinings website to submit an email to the board so the issue can be addressed as timely as possible. Keith Collins: 901-753-4170 Ext. 105 Vinings website: www.theviningsatgermantown.org Click on “Contact Information” to submit issue to board

Architectural Review Committee (ARC) Report Purpose of the ARC ARC Procedures and Approval Form HOA Board Monthly Canvas for ARC Violations Mailbox Replacement with ARC-approved vendor Minor Fence and Deck (Installed original mailboxes) Mailbox replacement for $65 Paint mailbox and post for additional $25 Contact Mike Minor @ 901-674-4325 Website: www.minorfenceanddeck.com

Pool and Playground Committee Report What we did: Homeowners cleaned pool cover for start season Employed homeowner for weekly cleaning and trash for season Repaired pool gate lock and in-pool light Installed new hose, hose caddy, and safety hook Verified pool health permit Homeowner training on pool pump maintenance; required flushing 2-3/week on top of pool contractor maintenance What we are doing (on the table): Replace sand in pool pump prior to 2017 season Benches on the playground Replacement of pool and cabana furniture; extreme “wear and tear” during 2016 season

REMINDER of Pool and Playground Rules Pool and Common Areas Hours are 10am – 8pm (Adults 6am – 10pm). Residents are allowed up to 4 guests without special permission. Guests must be accompanied by homeowner. No glass of any kind on the premises. Children under 14 must be under direct adult supervision and can be asked to leave if a parent is not present. Please note that “direct” means a parent must be either within the pool fencing or ON the playground monitoring their children. Swimsuits required in pool area; swim diaper required on babies. Dispose of all trash in the provided receptacles. No dogs in the pool area. Pick up and dispose of pet waste in all common areas. Please also remember to deadbolt the pool lock behind you when leaving.

Communication Committee What we did Trained board members on website maintenance Routine website updates Posting approved Board meeting minutes What we are doing (on the table) Continue timely updates on website Community bulletin board for 2017 pool season Train additional board members on website maintenance

Community Outreach Committee What we did: Arranged neighborhood yard sale in May 2016 Hosted Memorial Day cookout Hosted End of Summer cookout in September 2016 Hosted Movie Night in October 2016 along with “meet and greet” with Germantown Police and Fire What we are doing (on the table): Face-to-face outreach to welcome new homeowners Improve neighborhood welcome packet Arrange neighborhood Cop Stop in Spring 2017

Unfinished Business Address CCR amendments that did not pass with 2nd amendment

New Business Implemented CCR Violation Escalating Fine Policy Reminders about common CCR violations: Keep trash and recycling cans out of sight Don’t leave grass/yard work clippings on curb – only allowed on curb on the day of trash pick-up Keep yards mowed and treat both yards and flowerbeds for weeds

CCRs & Bylaws Review Dec 2015: Association held meeting proposing 2nd Amendment to Declaration – Discussed & voted upon​ Results: 35 Homes voted yes; 2 Homes voted no; 3 Homes voted abstain; 11 Homes voted partial​ 82% (51) turned in ballots; 18% (11) did not turn in ballots​ Bylaws overwhelmingly passed; CCR’s did not pass – leaving conflict between CCRs and Bylaws​ Board attempted to remove language (2nd Amendment) to make it less restrictive to homeowners​ Closing: Overwhelming majority voted on the 2nd Amendment and voted in favor of every position; however not a sufficient number of votes to approve all amendments