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Welcome to Meadowood

Meadowood Residents,

This website is for the Meadowood Homeowners' Association Inc. located in Phenix City, Alabama.

Any questions, comments or concerns, please use the Contact us tab at the in the menu to the right at the bottom.
 

  • You may register if you are either a homeowner or a renter. There are several other great pages available to registered users. Once registered, check your profile's privacy preferences and choose if you'd like to be included in the Community Directory. It is best to contact us with any important updates such as a house sale or a change of renters. 
  • The MWHOA Covenants and Amendments are available here on this website under the Governing Documents Tab.  You must be registered and signed in to download, print and view them


    October 23, 2024

                                                                                                                                     

21 October2024 Meadowood HOA Meeting Minutes

 

Call to Order

Meeting was called to order at 6:32 pm EST at The Way Church by Pres Allen Casey

Approval of Minutes

Everyone had minutes of the last annual meeting in their packet and was accepted- Sec Dallas Britton

State of the community

Accomplishments were:

1. Able to keep detention ponds in compliance with Phenix City Ordinance
2. Evaluation of contracts and monitoring of day-to-day operations, we were able to come in under budget by $6000 dollars.
3. Providing spring and fall colors for the front entrance.
4. Remaining transparent with budget and spending to any homeowner who asked about financials and where money was being spent.
5. Working closely with TSG this year and leveraging their experience and expertise for some of our HOA practices.
6. Maintain everyone’s property values and create a safe and peaceful environment for homeowners in which to live and enjoy.

Goals for 2024/2025

1. Changing our annual meetings to January instead of October so better budgeting practices would be more practical.
2. Continue to stress clear, common-sense enforcement of Covenants through monthly inspections.
3. Continue to work with legal counsel to resolve warranty issues with Big Dog Incconcerning work that needs to be done with detention ponds.
4. Continue to work with homeowners to get caught up on fees owed to the HOA.
5. Continue to work with the Architectural Review Committee (ARC) to process ARC requests in a timely manner.
6. Continue to work with Lawn service to maintain our detention ponds.
7. Having more homeowners volunteer to participate in making our neighborhood a better community. – Pres Allen Casey

 

Architectural Review Committee

Demond Lyles is the Chairman for the ARC, we need more than one person for this. We will ask again if there is anyone else that would like to volunteer. - Pres Allen Casey

General Business

1. Approval of November 12, 2023, Regular Meeting Minutes- Approved- Jessie Williams
2. Approval of the 2024 Financial Report though September 30, 2024.
3. Review of the 2025 Proposed Budget.
4. Call for Approval of the 2025 Proposed Budget-
5. Motion for the change of Annual meeting to January 2026- motion carried andseconded by members in the audience.
6. A $250 dollar fee will be added to closing of new home buyers for the detention ponds assessment. – Sec Dallas Britton

Board Elections

Ruby McManus

Emmaus Terry

Motion for board members to accept members to the board. - motion carried and seconded by members of the audience

 

 

 

 

Question from the Audience members.

1. Suggestion for Annual dues- if the Annual meeting will be moved to January, Annual dues should be moved to March 2026- motion tabled. - Pres Allen Casey this will need to be a topic for discussion in the next quarterly meeting
2. Homeowner asked about having RV’s being allowed in the driveways, if enclosed trailers are accepted why can’t they park their 5th wheel there also? – Tres Joe Salmi there are several reasons, however 1 would be how you be able to tell if someone else is living in there?
3. Homeowner asked about basketball goals amendment- when does it end, and can we adjust so they can stay up in their driveway- VP Jessie Williams we will look into this
4. Homeowner asked what the status is with 18 Oakwood drive- Sec Dallas stated that the house has a rental agreement

 

Meeting Adjourned

Called meeting Adjourned- 7:25? - Pres Allen Casey


October 7th 2024 @ 6:12PM

ANNUAL MEETING:

October, 2024
Re: 2024 Annual Regular Meeting will be held on Monday, October 21, 2024.
Dear Members:
         On behalf of your Board of Directors, it is my pleasure to invite you to attend the 2024 Annual Regular
Meeting. We will be holding the meeting on Monday, October 21, 2024, beginning at 6:30PM. Registration
begins at 6:00PM. The meeting will be held at The Way Church 1593 Lee Rd 242, Smiths Station, AL 36877.
Enclosed, please find the materials for the meeting including the Official Notice of the Annual Regular
Meeting, Proxy assignment, Agenda, 2024 Financial Report YTD through October 31, 2024, and Board of
Directors Ballot.
        To keep the annual regular meeting concise and to respect everyone’s time and focus on items that pertain
to all Members, we request that you ask, in writing, all questions you would like discussed or answered by
Thursday, October 17, 2024. You can submit your questions to the Board via email to
[email protected], USPS mail to TSG, PO Box 6010, Columbus, GA 31917-6010, or
fax to 706-653-9633. TSG will compile a list of the questions and answers and make them available to all
members. Questions that are not of relevance to all homeowners should not be asked.
The Board looks forward to reviewing the 2024 accomplishments and 2025 goals and hopes you will
choose to attend and participate. If you cannot attend, please complete the enclosed proxy, and send
it in so your vote can be exercised and to ensure a quorum of 25% at the meeting.
Sincerely,
MEADOWOOD HOMEOWNERS’ ASSOCIATION, INC.
 

 

 

August 26th 2024 at 6:45 PM

 

 NEWSLETTER

August 21, 2024

 

Dear Residents,

The Board of Directors hopes this newsletter finds you well. We want to share our perspective on the current state of our neighborhood.

First, we recognize that Meadowood's location and beautiful homes make it a fantastic place to live. Our goal is to maintain Meadowood's attractiveness and ensure that property values remain high. This requires everyone's commitment to keeping their properties clean and free of unsightly debris. After all, this is a key reason many families choose Meadowood.

The homeowners association exists to uphold a set of rules that ensure property values remain desirable for all residents. A copy of the covenants and bylaws was provided at closing and is also available online at www.meadowoodsub.com

We understand that occasional lapses, such as letting the grass grow an extra few days, can happen. However, when grass becomes overgrown, it becomes an issue for everyone. Your neighbors appreciate your commitment to maintaining your property, just as the Board does.

With 210 homes in our neighborhood, even one vehicle per house left on the street for more than eight hours can significantly impede first responders navigating the roads in an emergency.

The Board of Directors encourages everyone to review the covenants and bylaws. They serve as valuable guidelines for creating a pleasant and enjoyable living experience for all Meadowood residents.

 

Detention Ponds

We are pleased to report that our detention ponds remain in compliance with the city of Phenix City's regulations.

The Board of Directors has been closely monitoring the ponds and has observed ongoing erosion issues. We have reached out to the contractor to address this matter, and we will provide updates in an upcoming newsletter.

 

Violations

The Board of Directors conducts regular, unannounced patrols throughout the neighborhood to ensure compliance with community guidelines. These patrols involve at least two board members who document any violations with photographs.

Listed below are areas we will pay particular attention to as we conduct future violation patrols:

● Mold on the side of houses.
● Accumulation of debris (building supplies) on front and sides of houses.
● Parking of any vehicles on streets - vehicles parked in the street, thoroughfare, cul-de-sac for extended periods of time (8hrs) or routinely.
● Boats in driveway uncovered.
● Privacy fences in disrepair (broken/cracked, missing boards, moldy boards, deterioration/wear marks, warped and weathered boards).
● Garbage cans cannot be placed in front of or on the side of homes if they are visible from the street. Garbage cans must be stored in a manner that they are not visible from the street. Garbage cans are not permitted to place them at the front or sides of your homes. Residents who elect to build a small privacy fence on the side of their home to obscure the garbage cans from view must submit an ARC request and obtain approval to do so. ARC request forms can be found at www.meadowoodsub.com Architectural standards within the Meadowood Covenants begins on page 24. Garbage cans are to be placed on the street no earlier than 24 hrs prior to scheduled trash pick-up (Thursday). Garbage cans should then be removed from the street within 24hrs of trash pick-up.
● Mailboxes in a state of disrepair, leaning, in need of cleaning or painting, repair or replacement.
● Faded paint on the sides and fronts of houses; many houses are reaching the point where they need to be painted.
● Parking vehicles on grass/yard – vehicles should be parked on driveways or in garages. Parking on unpaved surfaces is not permitted in accordance with the covenants.
● Routine lawn maintenance with focus on yards that appear to be in disrepair and/or vegetation growing over the curb, through cracks in driveway and between concrete curb and asphalt.
● Items such as broken mowers, broken swings, grills, pallets, large cardboard boxes, old satellite receivers and posts, broken bikes, tires, broken hose carts, dilapidated furniture etc. or home debris designated for bulk pick-up must be placed near the street/curb and on your lawn. Do not pile up yard debris or household items in the street as they present a safety issue to passing vehicles and pedestrians.

*A copy of the covenants can be accessed on the Meadowood Homepage at www.meadowoodsub.com

For residents with questions or concerns, please refer to the Meadowood covenants or visit the "Contact Us" tab on Meadowoodsub.com. We sincerely appreciate the hard work and property maintenance efforts of many Meadowood residents. Familiarizing yourself with the Meadowood Covenants can help you avoid potential violations and fines. We believe everyone will appreciate the improvements we're making to our neighborhood.

 

Bus Stop Concerns

The bus stop remains a safety concern. Lee County and Phenix City School buses do not enter Meadowood Subdivision for student pickups. Residents dropping off students at the bus stop are parking on the pavement with their headlights on, creating a significant visual obstruction for other residents exiting the subdivision. This violates Alabama Motor Vehicle Code 32-5A-137 (a)(1)(f).

Multiple residents have reported near-misses or accidents due to being blinded by illegally parked vehicles with headlights on. The safety of children waiting for the school bus and residents exiting the subdivision must be prioritized.

Alabama Motor Vehicle Code –

Section 32-5A-137 — Stopping, standing or parking prohibited in specified places.

(a) Except when necessary to avoid conflict with other traffic, or in compliance with law or the directions of a police officer or official traffic-control device, no person shall:

(1) Stop, stand or park a vehicle:

a. On the roadway side of any vehicle stopped or parked at the edge or curb of a street

b. On a sidewalk;

c. Within an intersection;

d. On a crosswalk;

e. Between a safety zone and the adjacent curb or within 30 feet of points on the curb immediately opposite the ends of a safety zone, unless a different length is indicated by signs or markings;

f. Alongside or opposite any street excavation or obstruction when stopping, standing or parking would obstruct traffic;

g. Upon any bridge or other elevated structure, upon a highway or within a highway Tunnel;

h. On any railroad tracks;

i. At any place where official signs prohibit stopping.

(2) Stand or park a vehicle, whether occupied or not, except momentarily to pick up or discharge a passenger or passengers:

a. In front of a public or private driveway;

b. Within 15 feet of a fire hydrant;

c. Within 20 feet of a crosswalk at an intersection;

d. Within 30 feet upon the approach to any flashing signal, stop sign, yield sign or traffic control signal located at the side of a roadway;

e. Within 20 feet of the driveway entrance to any fire station and on the side of a street opposite the entrance to any fire station within 75 feet of said entrance (when properly signposted);

f. At any place where official signs prohibit standing.

(3) Park a vehicle, whether occupied or not, except temporarily for the purpose of and while actually engaged in loading or unloading merchandise or passengers:

a. Within 50 feet of the nearest rail or a railroad crossing;

b. At any place where official signs prohibit parking.

(b) No person shall move a vehicle not lawfully under his control into any such prohibited area or away from a curb such a distance as is unlawful.

(Acts 1980, No. 80-434, p. 604, §10-103.)

 

Meadowood Sub Annual Board Meeting/Elections

● Event: Annual Board Meeting/Elections
● Date: Saturday, October 19th, 2024
● Location: The Way Church (1593 Lee Rd 242, Smiths Station, AL 36877)
● Positions Available: Several openings on the Board of Directors

Interested in Joining the Board?

● Visit the "Contact Us" tab on the Meadowood Sub website:www.meadowoodsub.com
● Inquire about Board of Directors positions.
● Someone will contact you with more information.

Additional Notes:

● This is a great opportunity to get involved in your community and have a say in neighborhood decisions.
● The website might have more details about the meeting agenda or specific needs for the board positions.

 

Halloween Safety Tips for Meadowood Sub

Halloween is coming up! To ensure a safe and enjoyable experience for everyone, please remember these guidelines:

● Drive Slowly: Watch out for children crossing the street, especially in dimly lit areas.
● Be Observant: Report any unsafe actions or conditions to your neighbors or HOA Board.
● Candy and Chair Setup: Place your candy and chair at the end of your driveway to minimize traffic congestion.
● Halloween Decorations: If you plan to decorate your house, ensure they are up at least 30 days before Halloween and removed within two weeks after.

By following these tips, we can help create a safe and fun Halloween for all residents and their families.

 

Planned Improvements/Goals:

The Meadowood Sub HOA has a focus on maintaining the beauty and safety of the neighborhood. Here's a summary of our plans:

● Continued maintenance and improvements: This includes the front entrance and other common areas. Specific details might not be available yet.
● Routine covenant compliance inspections: The HOA will enforce the neighborhood's covenants to ensure everyone's property values and safety are maintained.
● Goal: The aim is to conduct assessments and avoid issuing violations or fines.
● Covenants access: For those new to the neighborhood or interested in reviewing the covenants, they can be downloaded from the Meadowood Sub website:
www.meadowoodsub.com

 

 

 

 

Sincerely,

The Board of Directors

 

 

May 26 2024 at 9:55 PM

Meadowood HOA Board Meeting Minutes - May 24th 2024
 

Meeting held at theway church at 6pm. Present were Allen Casey, Dallas Britton, Jessie Williams, Bill Johnson.

Previous minutes were reviewed and accepted by board.

Treasury report presented by TSG giving current balances of both accounts. Motion to accept by Britton, second by Williams, board accepted treasury report.

Review of outstanding Liens/Dues/Capital Contributions was discussed,
- currently tracking 14 liens with 2 more pending.

- Tracking 38 residents with unpaid 2024 dues.

- Total of 55 homes with unpaid balances.

Pond/lawn care
- Trimtec contract expired. Board received 5 different quotes for lawn service. Hickory Lawns offered the best price and service savings of over 5k a year with more services provided than previous contractor. 
- Pond maintenance under warranty with Big Dog LLC. Some washing on backside of Pond A and erosion of concrete on the side of Pond B. Big Dog LLC was contacted and we will be following up with them.

No new business from ARC committee.

Rental homes/ Lease agreements:
Tracking 20 homes and agreements as of meeting

Compliance inspections
- Continuing inspections at least once a month. We have had several lawn care issues with grass. On our patrols.

General discussion of meetings.
- TSG is suggesting moving annual meeting to January so we have actual full fiscal year of finances accounted for instead of 75%. Follow up discussion with Board at later date.

Meeting adjourned at 6:52

Questions by new residents asked and answered


 

May 26 2024 at 8:55 PM

January 22nd   2024, Meadowood HOA Board Meeting Minutes.

Meeting held at theway church at 6pm. Present were Allen Casey, Dallas Britton, Jessie Williams, Joe Salmi, Bill Johnson.

Previous minutes were reviewed and accepted by board.

Financials were presented and a review of percentage of outstanding dues was reviewed. Discussion about the amount of receivables outstanding from previous violations and past due accounts.

Rainfall in December and January was discussed and the effect it had on the ponds.  Phenix City said we needed to deal with the erosion on the side of pond B (where plastic tub was used and concrete was breaking) also address the erosion on the backside of pond A where the massive amounts of rain washed some of the compacted hill away near the pond behind ours.

Lawncare was discussed. We are getting several bids on lawncare to replace Trim Tec in May.

We did hire a company to do the flowers in the beds up-front twice a year.  We also updated about status of the sprinkler system

Violations were discussed. Patrols would be once a month for two months without TSG and every third patrol with TSG.  Paint violations we decided to give 90 to 120 days to resolve.  Mold, we decided 30 days to resolve.

We discussed making final payment with Burr Forman(lawyer)

Review of proposed amendment changes. We did not adopt new changes yet.

No change in lease agreement status other than removing the annual lease agreement fee

Meeting adjourned at 6:45 PM



30 March 2024 at 3:30 PM

Spring Newslwtter

2024

 

​​​​​Spring Newsletter

 

Homeowners of Meadowood,

​I hope this letter finds everyone well and in good spirits as Spring is upon us. It’s that time of the year when birds are coming out in force. Everything is starting to bloom and pollen is covering everything. Many of us are starting to get outside,walking around our beautiful neighborhood, and seeing those lawns go from brown to green. It’s time to start up the lawnmowers, fire up the grills and enjoy the warming climate and take on those outdoor projects that you have been wanting to get started.

​The Board of Directors have made several patrols around the neighborhood and have noticed that homeowners have been making an effort to correct any shortcomings that have been pointed out and this is much appreciated.  What we have noticed is there are some common deficiencies that are consistently being spotted:

1. Mold on the Vinyl siding
2. Faded paint
3. Fences with broken boards
4. Mailboxes that need repair/paint fading
5. Hedges that need to be trimmed
6. Boats that are not covered
7. Vehicles parked on the street in violation of Covenant(some with expired registration tags displayed)

​If you plan on repairing/rebuilding your fence, you can put the old boards by the curb in front of your house where your trash is picked up. You will need to call for a special pick-up from the city. All you will have to tell them is that you have privacy fence boards that need to be picked up, and they will pick up the boards on your scheduled trash day (Thursday). Phone Number 334-448-2904

​Our detention ponds are still in good shape after all of the rain that we have received in the last couple of weeks. There is some erosion in Detention Pond B that needs attention. The contractor that is responsible for the work has been notified and will be addressing the issue. We ask that homeowners please do not throw any trash in our detention ponds. There will be a cost associated with this nonsense. The cost will be installing cameras, monitoring fees and if caught there will be a fine for illegal dumping. So please don’t do it. Also, please advise your children not to go in the retention pond area that is enclosed by the fence and locked. There are multiple hazards in the pond areas and we don’t want to see anyone get hurt.

​The upcoming event will be the neighborhood wide yard sale April 27th 2024. So, please be careful and patient because we will have more than the average amount of traffic on the roadways. If you plan on having a yard sale, please let Becky Mixon know and make sure you get your free yard sale permit from Phenix City water company.

​If you want to make changes or feel you have something to contribute to our great neighborhood, volunteer, be a Board Member, or volunteer on the Architectural Review Committee.

 

Meadowood Board of Directors


06 June 2023 at 12:48 PM

Thank you to the Owner who found a "typo" in the letter sent to all Owners with the Subject: MWHOA Board of Directors- Updates / Special Meeting on June 15, 2023 at 10:34 AM on 06/06/2023!


The subsection entitled "Clarification of Procedural Issue in June 2, 2023 Correspondence from Gary Orvis" had one error in which it stated the following:  "Further, the MWHOA By-Laws state that the Officer positions of President and Secretary are required to be held by members of the MWHOA Board of Directors, while the Officer positions of Secretary and Treasurer do not carry these same requirements and can be held by any Owner with MWHOA elected by the Board of Directors."  


This should have read "Vice President and Treasurer do not carry these same requirements and can be held by any Owner with MWHOA elected by the Board of Directors" as the Officer positions of Vice President and Treasurer are not required to be members of the MWHOA Board of Directors, which the Officer positions of President and Secretary are required to be members of the MWHOA Board of Directors, per MWHOA Governing Documents.


We apologize for this error and appreciate your understanding!


- MWHOA Board of Directors



06 June 2023 at 10:34 AM

Below is the information from the letter sent to all Owners that are registered users of MeadowoodSub.com via its automated email system at 10:34 AM on 06/06/2023---

 

Subject: MWHOA Board of Directors- Updates / Special Meeting on June 15, 2023


Dear Meadowood Homeowners,


We hope this letter finds you well. We, the newly appointed Meadowood Homeowners Association, Inc. (MWHOA) Board of Directors, consisting of Johnetta Anderson, Stephen Dallas Britton, Charles Allen Casey, Mark Allen Elsey, Jr., and Shannon Pace, are reaching out to provide you with important updates and address recent developments within our association.


First and foremost, we would like to inform you that the correspondence dated June 2, 2023, sent by Gary Orvis, the former President and former MWHOA Board of Directors with the subject line “Meadowood HOA - Resignations and Appointments”, came as a surprise to the newly appointed Board of Directors.  Based on Gary Orvis’ statements on behalf of the former Board of Directors during the May 24, 2023 MWHOA meeting, we were anticipating “elections” to be held, even though we made the previous Board aware in multiple letters that we believed this to be procedurally incorrect, per MWHOA By-Laws. However, instead of “elections” as was described during the May 24, 2023 meeting, Mr. Orvis and the other former Board members resigned on a staggered schedule and appointed us as their replacements, in accordance with the MWHOA By-Laws. We are now actively working together to develop a plan and move forward in the best interest of our community. We kindly ask for your patience and understanding as we organize ourselves and navigate this transitional period. We value transparency and accessibility, and we will strive to be honest with homeowners even when we don't have immediate answers to their questions. Our commitment is to research and gather accurate information, seeking input from knowledgeable sources, and provide timely responses.


According to Section 3.6 of the By-Laws, each appointed Board member will serve until the next annual meeting, at which time the Class "A" members (you, the homeowners within MWHOA) will elect successors for the remainder of their respective terms.  The next annual meeting, which will take place at a date in October at a date yet to be determined, will include elections for the MWHOA Board positions now held by appointees Johnetta Anderson and Stephen Dallas Britton, whose predecessors’ terms were set to end in Fall 2023. Furthermore, Owners will need to elect permanent holders for the MWHOA Board positions currently held by appointees Charles Allen Casey, Mark Allen Elsey Jr., and Shannon Pace, whose predecessors’ terms were set to end in Fall 2024.


 

Governing Documents Revision Committee

In the interest of aligning the MWHOA By-Laws and Covenants with the best interests of the current Owners within MWHOA, the newly appointed Board intends to form a Governing Documents Revision Committee. This committee will work towards revising the By-Laws and Covenants to better suit our community's needs, shifting the focus from the original intention of these documents that predominantly benefited the subdivision's developers. While short-term changes to the By-Laws and Declaration of Covenants can be made using proxies provided by Owners, major revisions will require thorough consideration and involvement from all stakeholders. We will seek input from homeowners to guide us in making necessary changes  and would greatly appreciate if you would reach out to us if you have an interest in joining this very important committee!


 

Lawn Care Contract Uploaded to Meadowoodsub.com on June 1, 2023

We would like to share an important discovery made shortly after receiving the correspondence from the former MWHOA Board on June 2, 2023, regarding the Board’s resignation and their appointment of the new MWHOA Board of Directors.  We found that a new document had been uploaded to MeadowoodSub.com on June 1, 2023, one day before the previous Board's resignation. This document, dated May 16, 2023, revealed an agreement signed by former President Gary Orvis, former Vice President Brandon Jenks, and Trim Tech Property Maintenance LLC, obligating MWHOA to a payment of $12,956.25 to Trim Tech for various outdoor maintenance items. As newly appointed Board members, we were unaware of any discussions regarding this contract. Currently, we are evaluating its enforceability, as there may be potential issues with the contract’s that could negatively affect Trim Tech's ability to enforce it. We will conduct a thorough review in the coming weeks and will keep you informed of our findings.

 

Lease Permits Discussion in Letter from Former MWHOA Board on June 2, 2023

In the body of the email for the correspondence entitled “Meadowood HOA - Resignations and Appointments”, the previous Board members attempted to discuss their reasoning for enforcement of lease permit application provisions in the MWHOA Governing Documents, which again, in their current form, were written in a manner that primarily benefited the subdivision’s developers. There are several items that the former MWHOA Board mentioned in their statements that we take issue with and would like to address. Firstly, we are not aware of any companies currently holding title or having ownership of any properties within MWHOA. Furthermore, the previous Board cites that lease permits prevent “temporary rentals such as VRBO homes that can be leased for less than 1 year.”  While this is true, it should also be stated that Phenix City Ordinance No. 2014-12, which to the newly appointed MWHOA Board of Directors remains in effect, prohibits short-term rentals, such as VRBO homes, for durations of less than one year.  Evidence of this can be found in this online news article from September 5, 2019:  https://tinyurl.com/PhenixCityShortTerm.


The previous Board also stated in the body of their June 2, 2023 email that the lease permit can prevent “subleasing” as “properties must be leased in their entirety and not leased out by the room, keeping residences in Meadowood as single-family dwelling(s).”  The newly appointed Board members are not aware of any situation in which an Owner is renting out a property to any tenants that are not single-family tenants, as defined by applicable federal, state, and local laws. Finally, the previous Board also stated in the body of the email the following: “Historical records illustrate a preponderance of the violation notices and fines were assessed on rental properties.” We have found no concrete evidence within MWHOA newsletters, Board meeting minutes, etc. to prove this to be a discernable fact.  However, upon reviewing MeadowoodSub.com website updates, we found a website updated dated March 3, 2020 (at a time in which members of the previous Board were serving) in which the MWHOA Board at that time stated the following regarding the payment of annual general assessments by Owners of properties that were rented out: “There was always a myth that homeowners that rented out their property were a large majority that did not pay. But that has been proven to be false the last 2 years. 37 out of 39 homeowners that rent have paid.”  This 37/39 Owners represented 94.8% of Owners that had paid general assessments at that time, which represented a percentage amount higher than the Owners that lived in their properties (owner-occupied) as of May 3, 2020.


Ultimately, it is up to the Owners within MWHOA whether they believe that the lease permit provisions within the MWHOA Governing Documents should survive the revisions process by the Governing Documents Revision Committee.  However, as of this document being sent, the lease permit application policy by the former MWHOA Board is hereby cancelled and rolled back to the language governing it within the MWHOA Governing Documents as of January 1, 2017 and no lease permit application requirements shall apply for any Owner of any lot within MWHOA.  However, the Board will maintain a database of properties rented with MWHOA to ensure compliance by the Owner and tenant with the Governing Documents.

 

Non-Payment of MWHOA General Assessments by Former MWHOA Board Members

It is our unanimous decision as the new Board members that we will pay general assessments and all other assessments in the same manner as all Owners are required by the MWHOA Governing Documents. We have discovered that the former Board members did not follow this practice, which we believe was contrary to the MWHOA Governing Documents. In an email to an Owner on May 24, 2023, Gary Orvis acknowledged that the Board had not paid dues in previous years and stated, "Dues in the past were waived for Board members for their service as an incentive…" This admission by Mr. Orvis highlights a violation of Section 8.1 (c) of the MWHOA Declaration of Covenants, which clearly states, “No Owner may exempt himself or herself from liability for assessments by non-use of the Common Area, abandonment of his or her Lot, or any other means. The obligation to pay assessments is a separate and independent covenant on the part of each Owner.” We firmly believe that the previous Board members were in clear violation of this section by not paying general assessments as required by the MWHOA Declaration of Covenants.


Furthermore, the Declaration of Covenants, in Section 8.10 entitled “Exempt Property,” specifies instances where general assessments can be waived. Serving as a Board member or in an Officer position is not listed as a situation warranting exemption from general assessments. These exemptions primarily served the interests of the subdivision developers at the time of writing the document in approximately 2008, further reinforcing the need to amend the MWHOA Governing Documents to reflect the current needs of the homeowners by way of the aforementioned Governing Documents Revision Committee.


In the spirit of transparency and fostering a diverse community where every voice is valued, we intend to seek homeowners' input on whether the former Board members should be held responsible for paying the assessments they were exempted from, in addition to any applicable interest. The MWHOA Declaration of Covenants, in Section 8.1 (c), states that assessments, along with interest, charges, costs, and reasonable attorneys' fees, constitute a personal obligation and a charge and lien on each Lot until paid.


Section 8.7 of the Covenants establishes the Association's lien on each Lot to secure payment of delinquent assessments, interest, charges, and costs. This lien is superior to all other liens, except for certain taxes, bonds, assessments, and the lien of any first Mortgage of record. Enforcing the lien may involve legal proceedings and foreclosure, similar to mortgage foreclosures under Alabama law.


In the event that the former Board members were to take the position that they had a Board “policy” regarding a “waiver” or “exemption” from paying any assessments, we would like to draw attention again to Section 8.1 (c), which states, “No diminution or abatement of assessments or set-off shall be claimed or allowed for any alleged failure of the Association or Board to take some action or perform some function required of it, or for inconvenience or discomfort arising from the making of repairs or improvements, or from any other action it (the Association or Board) takes.”   This statement reinforces the fact that the recorded Governing Documents of MWHOA, along with applicable local, state, and federal laws, supersede any “policies” created by the Board including, but not limited to those related to the “waiver” or “exemption” from payment of assessments.


In the case that former Board members did not pay general assessments (or any other assessments) and were to state that they did not need to pay these assessments as they had not been sent an invoice for them and/or had not received notice of the assessments due, Section 8.9 of the Covenants entitled “Failure to Assess” states the following: “Failure of the Board to fix assessment amounts or rates or to deliver or mail to each Owner an assessment notice shall not be deemed a waiver, modification, or a release of any Owner from the obligation to pay assessments. In such event, each Owner shall continue to pay General Assessments on the same basis as during the last year for which an assessment was made, if any, until a new assessment is levied, at which time the Association may retroactively assess any shortfalls in collections.”  In the opinion of the newly appointed Board members, retroactive assessment is possible and can be applied, but again, we want to get the opinion of the other Owners within MWHOA before any action is taken on this matter.

 

Detention Ponds / “Capital Contribution” Issues from Previous MWHOA Board


Regarding the detention ponds, we acknowledge the importance of understanding the financial situation, timeline, and the appropriateness of the repairs undertaken by the previous Board's chosen contractor. The process was not as transparent as we believe it should have been, and we are committed to rectifying this. We will work to obtain all necessary information and involve homeowners in discussions to ensure the best course of action moving forward.


As mentioned during the process of putting together signatures for the petition for special meeting for the removal of the former Board members, we believe that the “capital contribution” assessed to all homeowners was improperly handled. Per the Governing Documents a “capital contribution” can only be charged to the first Owner of a lot in Meadowood after the Builder and cannot exceed 1/6 of the annual assessment.  As we understand it, with the MWHOA general assessments being $250 at the time of this “capital contribution” being assessed, the maximum amount that should have been charged to Owners would have been $41.67, and certainly not the $225 that was charged to all Owners. We, as newly appointed Board members, do not have enough information currently on how these funds have been allocated to the contractor selected by the previous Board members for the detention ponds. Again, being transparent will be a hallmark of the new Board members and we are going to work to gather as much information as possible and be able to discuss this very important issue with you as Owners as soon as possible. We are considering the possibility of conducting a formal audit using an accounting firm to gain a comprehensive understanding of the allocation of funds for the detention ponds and all items related to MWHOA’s finances under the former Board of Directors. 


 

Removal of Infractions, Fines, Penalties, Outstanding (Except General Assessments)


The newly appointed Board of Directors would like to make all Owners aware that it is working through developing a policy to remove all current infractions, fines, and penalties that were issued by the former Board of Directors members, except those related to the non-payment of general assessments.  This process will take time, but we will keep you informed as we work through this process!

 

Clarification of Procedural Issue in June 2, 2023 Correspondence from Gary Orvis--- ***CORRECTED***


The newly appointed Board of Directors would like to clarify an error made in the email from Gary Orvis on June 2, 2023 titled “Meadowood HOA - Resignations and Appointments” concerning Officer positions. The former MWHOA President, Gary Orvis, listed Officer titles for the newly appointed Board members. However, installing Board of Directors members into Officer positions is procedurally incorrect as per Section 4.2 of the MWHOA By-Laws titled “Election and Term of Office” in which it is clearly stated that Officer positions are to be elected by the MWHOA Board of Directors itself.  Further, the MWHOA By-Laws state that the Officer positions of President and Secretary are required to be held by members of the MWHOA Board of Directors, while the Officer positions of Vice President and Treasurer do not carry these same requirements and can be held by any Owner with MWHOA elected by the Board of Directors.  A special meeting of the newly appointed MWHOA Board of Directors will be held on June 15, 2023 at 6:00 PM EST via Zoom to elect the Officer positions as described in this paragraph. 

 

Announcement of Special Board Meeting for Elections of Officers by New MWHOA Board 

The new Board of Directors would like to take this opportunity to invite all Owners to the first meeting of the newly appointed MWHOA Board of Directors, which will be a special meeting held in accordance with By-Laws Section 3.9 and in which all Board members have been properly notified per By-Laws Section 3.10 (a).  This special meeting will be held via Zoom on Thursday June 15, 2023 at 6:00 PM EST and the meeting is being held to elect the new Officers of MWHOA, as required by MWHOA By-Laws Section 4.2.

 

Topic: Zoom Meeting- Special Board Meeting of MWHOA Board of Directors, per Section 3.9 of MWHOA By-Laws

 

Direct Link: https://zoom.us/j/98549517015

 

Meeting ID: 985 4951 7015

Passcode: 2023


 

Please understand that the newly appointed Board members are actively working to organize and familiarize themselves with the operations and practices of the previous Board. We appreciate your understanding, patience, and grace during this transition period. We remain committed to serving the best interests of our community and will keep you informed as we progress. We encourage you to reach out to us with any comments, questions, or concerns. We value your feedback and strive to be accessible to the MWHOA community. We are committed to serving you, and we thank you for your patience and support during this transitional period.

 

Sincerely,


Johnetta Anderson, MWHOA Board of Directors Member

Stephen Dallas Britton, MWHOA Board of Directors Member

Charles Allen Casey, MWHOA Board of Directors Member

Mark Allen Elsey, Jr., MWHOA Board of Directors Member

Shannon Pace, MWHOA Board of Directors Member





23 May 2023
Meadowood Quarterly Board Meeting Executive Session will also occur Wednesday, May 24, 2023, 6:30 PM | 30 minutes | (UTC-04:00) Eastern Time (US & Canada)
- Option 1: WebEx
- To participate via your computer, iPad or other electronic device, the link is:                                                        
https://totalservicegroupllc.webex.com/totalservicegroupllc/j.php?MTI
D=m364f7d0dab03069337e870e54bbd1222
- Once prompted, enter the meeting number: 2630 645 7145
- Then enter the password/access code: MTfSbdmF293
- Option 2: Phone or Cell Phone (Audio Only) - Cannot participate in polling and chat
- Simply call the following phone number: +1-415-655-0001 US Toll
- Once prompted, enter the meeting number: 263 064 57145

Other helpful information:
- Have the meeting number and/or password easily accessible before you join the meeting, so you are not timed out. 
- All attendees, except presenters, will be muted.
- The meeting will be recorded.
- Within WebEx, the chat feature may be used to interact with participants. (Not available through Telephone Access)
- The chat feature can be used for feedback and questions will be answered via email. All questions must be submitted via e-mail prior to the meeting date.


22 May 2023 - Meadowood Residents, 

        It has come to our attention that three little children were playing in the newly repaired Northern detention pond. All residents, to include children must stay out of the detention pond(s) area at all times. The HOA Board of Directors is currently working with the contractor to have the black chain link fence reinstalled at the Northern detention pond. The black chain link fence had to be removed to make repairs on the detention pond and to move heavy equipment into the ponds to make the necessary repairs. We will inform residents when the detention ponds repairs are complete.  

Sincerely, 

The Meadowood HOA Board of Directors


18 April 2023 - 

Meadowood Residents, 

       ***The Contractor informed the HOA Board this morning that he believes residents are stealing sections of wood the contractor has placed beside/along the curb where he is moving his heavy equipment over the concrete curb on the cul-de-sac of Woodchase Court. These sections of wood and lumber are placed there for a reason.... to prevent damage to the curb and to avoid additional cost to residents for curb repairs. Please DO NOT remove the pieces of lumber or wood that has been positioned along the curb on the cul-de-sac of Woodchase Court. If residents see someone removing this wood, please immediately notify the HOA Board.***   Restoration and repair work continues on the northern detention pond as weather permits. Wet weather is the primary delaying factor with respect to the ongoing detention pond repairs. As previously stated, the contractor cannot effectively work with the loads of clay when it is wet. Several days of dry weather are required so the clay can be packed around the drainage pipe. As of now, the drainage pipe is completely set and the head wall at the outlet end of the drainage pipe is cemented in place. The contractor is currently in the process of bringing in multiple dump truck loads of clay to complete the packing of the clay around the drainpipe and level the ground to its original height prior to the erosion damage. The drainage pipe is about 3/4 covered and additional loads of clay will be brought in this week. Please view the "Ponds File" tab and scroll down to the bottom to view the pictures that were taken this morning. 

Sincerely, 

The Meadowood HOA Board of Directors


9 April 2023 -
 

Meadowood Residents,

        The HOA Board would like to provide residents with another update on the repair work being conducted on the Meadowood detention ponds. The northern detention pond repairs are coming along nicely. Upon request of the HOA Board, the contractor has done a great job of salvaging the existing drainpipe sections and seal rings so that we would not have to spend any additional money for the repairs. Nearly all of the drainage pipe sections have been reset on a bed of packed clay and the interior connecting points of the pipe sections have had several coats of sealant applied to ensure no leakage occurs at the joints. The outlet box needs to be reset and connected to the last pipe section, then the contractor can begin to backfill around and over the drainage pipe with several truckloads of additional clay. The contractor will then reshape the northern detention pond to ensure the water is correctly funneled toward the opening in the drainpipe to ensure water being taken on by the detention pond does not flow outward to the perimeter of the detention pond. Once this is complete, additional debris and vegetation will be hauled off and properly disposed of. Finally, the contractor will then transition to the southern detention pond and begin removal of the vegetation and debris. The HOA Board continues to visit the work site daily to monitor progress and to ensure the contractor is fully meeting the work contract. The HOA Board will continue to provide periodic updates to the Pond File in the Meadowoodsub.com website. New photos have been posted in the Pond file.

Sincerely,

The Meadowood HOA Board of Directors


5 - 6 April 2023 - The front entrance was fully landscaped. Two variants (Natchez & Muskogee) of Crepe Myrtles, Muhly grass, Camellias, and several types of colorful flowers were planted to enhance the look of the neighborhood's front entrance. Each Crepe Myrtle was planted using two bags of enriched soil to enable the trees to grow and thrive. Finally, new pine straw and black mulch were added to improve the look of the landscaping and to enhance moisture retention, saving money on watering throughout the summer. The repairs of the sprinkler system last year along with the integration of the rain sensor will further help the HOA Board save money on watering the front entrance through the summer.

 

1 April2023 - 
Dear Meadowood Residents,
 

         The HOA Board is publishing a brief update on the repair work taking place at the northern detention pond. Recent and substantial rainfall has caused some temporary and minor delays. The contractor is waiting on the several loads of clay to be brought in so the clay may be packed and shaped around the foundation of the drainpipe. However, the clay the contractor is waiting on is much too wet to work with. Once the clay is dry enough to load, transport, and work with, several dump truck loads will be brought in and dumped in the vicinity of the drainpipe. Once the clay is received, the contractor can begin the next phase of the repair project, leveling and pitching the drainpipe base/foundation and assemble and set the drainpipe at the proper pitch to allow the water to flow through the drainpipe. Once the drainpipe is reassembled and properly leveled, additional clay will be brought in and packed around the drainpipe. The debris and vegetation removed from the center of the detention pond will be hauled off once the drainpipe work is complete. The HOA Board will continue to provide oversight on the worksite as well as provide periodic updates to the Pond File in the Meadowoodsub.com website. 

Sincerely,

The Meadowood HOA Board of Directors

15 Mar 2023 - Updated newsletter folder with 2023 Spring newsletter             

7 Mar 2023 - Updated Pics posted to the Ponds File.

28 Feb 2023 - Pond File updated.

We are pleased to report that the long-awaited construction and repairs on the failing detention ponds has begun, if you did not receive the mass email sent about this please let us know. On Tuesday, 28 February heavy equipment entered the northern detention pond and began clearing years of uncontrolled woodland and vegetation growth from within the detention pond. The contractor nearly cleared the entire northern detention pond of this growth in a single day. Clearing continued on Wednesday, March 1st, focusing on moving all the cleared debris to a centralized location for future permanent removal and haul off for disposal. The contractor will eventually transition to removing the old and dysfunctional drainpipe to reset the pipe and reestablish the berm along both sides of the drainpipe. The HOA Board of Directors will be on site daily to supervise the detention pond clearing and repair work to ensure the contractor meets all contractual arrangements. Routine updates to include pictures will be posted to the Meadowoodsub.com webpage and hung in the “Ponds file” for all residents to see. If you are interested in seeing the daily and weekly progress as well as learning the facts surrounding the detention pond status, please review all the documents we have posted on our webpage.



17 Jan 2023- Mass email sent 

4 Jan 2023 - Now that Holiday Season has passed, we wanted to take the time to remind everyone that Christmas decorations must be removed from your lot and residence by midnight on 31 January to avoid receiving a violation notice and/or fine. Thanks in advance for your compliance and we hope that all Meadowood residents had a great Holiday Season. 


3 Jan 2023 

Your Capital Contribution ($225.00) - 2023 One-time adjustment payment is due January 10, 2023. A $35.00 late fee will be charged at 12:01 on February 10, 2023 and an additional $35.00 monthly fee until paid in full.

 
Your 2023 Annual Assessment ($250.00) (Annual HOA Dues) is due January 10, 2023. A $35.00 late fee will be charged a 12:01 on March 31, 2023.

 
Avoid processing fees be sending your payment to the payment processing center. The payment address is printed on the payment coupon and is Meadowood HOA, P.O. Box 847, Commerce, GA. 30529.

 
- All payments received at the local HOA correspondence address, or previous mailing address, will be processed manually and a $25.00 processing fee will be charged to your account.

 
Alternative payment methods:
Online payments: You will be able to make online payments using either an e-check or credit card. To make your payments, please go to our website at tsg.cincwebaxis.com/meadowoodsub.  On your first visit to the website, you will need to register. Simply click on the "Register" button and complete the information required. You will need your account number (found on your statement coupon), address, and an e-mail address. Once you register, a temporary password will be sent to the e-mail address you provided. Use this to log in for the first time and you will be given the opportunity to change your temporary password in the "My Profile" section of the website.

 
The payment processor (Not TSG or Meadowood) charges a fee of $1.99 for e-checks and the credit card processor charges a 3.25% fee for credit card payments. There are no funds in the budget to pay the convenience fees, therefore all fees are charged to the owner at the time of payment.

 
Your Personal Bank's Online Payment Service: You may set up Association payments through your personal bank's online payment service or pay online through your personal bank's online payment service. Please set up the Association as a new payee using the address above and include your account number in order to ensure your payment is posted promptly. You will need to update the payment amounts if and when they change.

 
On October 1, 2021, the United States Postal Service modified the service standards for First Class Mail. The delivery day range for First Class Mail expanded from 1-3 days to 1-5 days.  If you choose to pay via regular mail (USPS), please mail it early to account for this delivery delay. 



10 Sep 2022 -Elections will open Sunday, 11 September 2022. Residents may electronically vote (must be registered and log in) via the webpage at www.meadowoodsub.com, or via e-mail by e-mailing [email protected] their selections, or by manual ballot delivered to the HOA mailbox at 10 Woodchase Court. Ballots are available on the webpage. Voting will close on 10 October 2022 to allow time to validate and count all votes. Any homeowners in a delinquent status to include resident or out-of-town owners vote(s) will not be counted. Any person leasing or renting that does not have a proxy submitted, will not have their votes count. Any person written in for any position must accept and be eligible to hold an HOA Board position if they are in favor when tallying votes.


6Jan2022 - Any questions about invoices or dues please use the link to TSG on the right

6Jan2022 - Minutes from annual meeting uploaded, 2022 newsletter #1 uploaded

1Sept2021 - August Treasurers Report Uploaded to Budget Tab. 

3Aug2021 - July Treasurers Report Uploaded to Budget Tab. 

7July2021 - Pond file updated. 

1July2021 - June 2021 Treasurers Report uploaded to Budget Tab. Summer 2021 Newsletter uploaded to Newsletters Tab. 

1June2021 - May 2021 Treasurers Report uploaded to Budget Tab. Dropbox Will be up for renewal this month. 

26May2021 - Ponds file updated. 

8May2021 - Ponds file updated. 

3May2021 - April 2021 Treasurers Report uploaded to the Budget Tab. 

25Apr2021 - Ponds file updated. 

23April2021 - Past website updated uploaded to Newletters Tab. 

5 liens were processed and sent out certified mail today. This is a much improved number considering 74 liens were processed in 2017.

Out of 135 violations issued back in March, only 10 fines were issued. 

We would like to thank everyone for paying the 2021 dues. Final totals for 2021 dues were - 203 out of 208 paid, 97.5%! Thank you all for helping keep Meadowood beautiful!