Hawthorne II Homeowners’ Association Meeting October 11, 2023b
Meet at Cherilyn’s House (6:30) 118 Hawthorne Lake Drive

AGENDA

Note: Also using Zoom for members unable to attend @ Cherilyn’s.

Capital Improvements

Reminder of our Focus areas for 2023:

• Upgrade/Refresh landscaping around the lake and entrances – Ongoing
  • Capital improvements for the dam area, still more to do; we believe most of the work is completed. We added new plants, lights and had some landscaping cleaned up. -Spillway review is in progress; we believe it is completed; one more review necessary. - Complete
  • Windsong median was cleaned up, weeds are gone, some new mulch appears to be down, will double check. Rudimentary trimming of the shrubs was done but needs a more consistent look. - Ongoing
  • Landscaping around the lake to get around the dead bushes and trees – walk about discovered a few dead shrubs needing removal and an issue with some pooling of water.
  • Fountain area at the lake along the property line in the back – ongoing observation.
  • Waterfall area at the lake... which is by the dam/spillway - complete
  • Woodbine waterfall needs a new tank, has a hole in it, we needed to turn irrigation off due to pooling of water that would create damage to various lawn areas when rep from landscaping company mows. 2 updates – we are getting final bid to complete repairs on Woodbine waterfall at GE/Woodbine entrance. And we will address keeping waterfall on, but irrigation off.
  • Acres entrance – power, changing lights, review of low voltage vs high voltage consider solar lights, will solicit multiple bids, entrance, and island research for 2024
    • Solicit for multiple bids from companies – hopefully this Fall with work completed in Spring 2024 – Toni W is on point for this
  • Proactively doing work on the lake for 2024 algae, contract is up on 11/5/2023, new company is Solitude. Potential change for 2024 is we will manage two contracts: one for the fountains, one for the maintenance of the lake. Our current rep has suggested that maybe we need to look at additional phosphorous or plant bed, our rep is doing research on it. We have trash in the lake, and algae. We want this in a better state for all of 2024. If current rep is unable to provide a solid plan, we may need to explore another lake maintenance company. Cheryl has this item - Ongoing.
  • Goosinator 2024 plan and schedule, solicit names from the annual meeting on 11/15. Cherilyn is on point for Goosinator, she is getting some instructional pictures and steps produced and laminated to hang inside the Goosinator shed. Don Read volunteered to produce and place a small shelf to hold the batteries and charging station off the ground in case of flooding. Geese are bad right now. As they migrate, we get more and more of them. Will need to keep a handle on it for sure over next few migratory months.
  • Minutes should be updated through October 2023 meetings by 11/15 meeting.
  • Speeding issue is worth mentioning, provide data at the meeting. Significant speeding on Woodbine through curve/turn onto Stephanie. Monitoring took place the week of - 9/11 9/18
    • • Location 1) Woodbine Rd (posted speed limit of 30 MPH):
      • ADT (Average Daily Traffic) 402 Vehicles Per Day – DOES NOT MEET Minimum Volume of 900 Vehicles per Day
      • 85th Percentile Speed = 34 MPH – DOES NOT MEET Requirement that 85th must be more than 5 MPH over the speed limit
      • Number of Vehicles Travelling Faster Than 30 MPH = 30% of 402 =120 vehicles. Violation Rate = 30% – MEETS the 25% Minimum Violation Rate
      • All points need to be met to receive approval for calming device.
      • Promised to increase patrols during the peak hours mentioned which were 7-9 AM, 3-5 PM and Sunday mornings from 7-10 AM-church people running late.
      • No evidence of increased patrols yet. – Pended until HOA Board decides to solicit monitoring device
      • Options could be reduction of speed to 25 MPH
      • Communication to Eagle Crest Subdivision HOA on our concerns Monitor Security camera options for our subdivision(s) – Ongoing

• • Paint light posts around the lake - Complete
  • Build an Operations Manual for the H2 HOA Board - Ongoing
  • Assist Homeowners on the best ways to report bad behaviors of fellow neighbors – ongoing?

Priority of projects

• Prepare for annual meeting – agenda completed, postcards are being mailed on Thursday 10/12, will update website with fresh agenda link.
• Property maintenance – pumps, fountains, lights, grounds, lake
• Goosinator lock box and sign up, in progress; will solicit for volunteers.
• Entrances (monuments) Updates – replace plants /flowers, Complete.
• Upgrade island on west end of Windsong - Complete
• Run new electrical wire to median entrance at Acres – reviewing options, soliciting bids in Fall 23’, with goal of work completed in Spring 24’ 
• Build Operations Manual (ongoing)

Action - Activities

Walk Around Lake Prior to Meeting – TBD; multiple HOA members did individual walks.

• Prepare for annual meeting.
  • Schedule, location, time - done.
  • Invites, Mailing, Agenda
  • Determine our capital suggestions for 2024.
  • Use of AirBnB, Traffic Calming devices – update
  • Make sure the website is updated prior to residents receiving meeting invite. Include proxy information on postcard - done.
• Replacement of dead landscaping plants / flowers - done
• Clean-up of Windsong Island landscaping – done
• Small sink hole next to the apron – done.
• Beer Fence Request - done.
• Transition of knowledge/processes from Don S - ongoing
• Goosinator activity – Lock, Sign up, training, maintenance - ongoing.
• Lake Contract renewal – contract is up on 11/23; may have 2 contracts for next year one for maintenance and one for fountains.
• Dropbox – Admin, content – update
  • Mark set one up. We all need to try to access it. Mark will move some docs over
• Locks for electrical and sprinkler boxes on common grounds –purchased locks and will set all 3 to same code and give out code to HOA Board members. Also waiting for irrigation rep to provide key to locked box, so we may update all boxes with similar locking mechanisms.
• Website updates applied – updating with agenda link, and 3 sets of meeting minutes - ongoing.
• Khokar Home Addition Request – pending additional info from Homeowner.
• Activity on the Operations manual- ongoing
• Any landscaping, lighting, pump/fountain, property issues? - none recorded at meeting Any Homeowner issues / updates? – none recorded at meeting.

Financials

Financial monthly update – provided by email from Mark on 10/9.

Next meeting is on November 8th; Annual meeting is on November 15th