Following the resignation of Russell Hackworth from the Board of Directors, Matt Mintz has been appointed to fill the open Board position until the Annual meeting in November. The position will then be open for voting along with the other two positions up for election.

July also brought about the resignation of Kevin Lindley from the Architecture Committee. Susan Rossi has been appointed to the Architecture Committee. She will fill the third voting member position while fellow Board member Ryan Steans will remain on as a non-voting member. Architecture Committee members do not have a term limit, but rather serve until resignation or a Board vote to remove them.

We welcome them both and thank them for volunteering their time and expertise. 

As the community ages and we go through various drought cycles the trees in the neighborhood are needing attention. We've had to remove a few trees from the park area that were dead and posing a safety risk. Other trees in the neighborhood are being identified for potential trimming or removal. As we look to the 2021 budget we'll be considering the increasing cost of tree maintenance.

While there were no votes or issues to report, we wanted to mention how pleased the Board has been with our new landscaper, Valley View. They have taken an active role in maintaining our community property including being proactive about correcting and reporting issues found. As a Board, we hope you're happy with the work they are doing as well.

Our CCRs prohibit Short Term Rentals (i.e. AirBnb) defined by any lease less than 6 months. There have been some recent complaints regarding STRs and the Board discussed the possibility of using a service to monitor the neighborhood for infractions. No action was taken, but we are going to continue to look at our options.

The previously approved trail maintenance from the May meeting has not been completed. We are reaching out the the vendor for an update.

We've asked CAM (our association management company) to look into the cost and options for some additional signage at the park and along the trail. The discussion centered around communicating to visitors that this is private property, leash requirements, and setting forth some basic rules at the park. 

Board of Directors have scheduled a SPECIAL CALLED meeting with one agenda item on Thursday, August 13, 2020 at 8:00 p.m. 

AGENDA

1. Call to Order and Establish Quorum 
2. New Business - Consideration of candidate and appointment to fill the Director vacancy created by the resignation of Russell Hackworth on July 12, 2020 until the 2020 Director Election in November. 
3. Adjourn 

After 7 years of service Russell Hackworth has resigned the Board of Directors for Grand Oaks HOA. We are very appreciative of Russ’ service. His insights will be missed. 

When a board member's seat is vacated the board is charged with appointing a new member to serve until the next annual meeting. We are seeking people who are interested in serving through our next annual meeting in November. If you are interested, and you're a homeowner, please send an email to stephanie@camanagers.com with the following information about yourself.

1. Name
2. Your Address
3. How/why you feel you can best serve Grand Oaks
4. Experiences or skills that qualify you for a position on the board

Thanks for your time and if you have any questions feel free to use the same email address above to reach out to our community manager, Stephanie.

First, a big thank you to everyone who was able to join our online meeting tonight. We had great representation from the board, committees, and even some homeowners who were attending their very first board meeting. This is possibly the first time the board has ever met via an online meeting. While the face-to-face interaction would have been nice, holding it in this fashion enabled some people to join that would not have been able to join otherwise.

The Davis Lane clearing project is almost complete.  The landscaping company, Valley View, has finished clearing the city-required 5 foot strip and will be mowing it this coming Wednesday, May 13. Once they've mowed it we will notify the city so they can close the incident report. Valley View also had to pick up a good amount of litter that was strewn across that strip. As one neighbor pointed out, it is unfortunate that we had to clear all the way to the trail for a short portion on the western side, but overall it is a big improvement.  Turning from Empress onto Davis Lane is definitely much safer.

There was also some discussion about the old fence along Campfield near Sweet Clover. It was brought to our attention by some homeowners on Alabama Dr. a few months ago that it was ailing and needed attention. The consensus was that the fence that was shared with the homeowners is their responsibility – the same as those of us who share a fence along community property. However, there is a relatively short section of fence where there is no homeowner sharing it.  As that part is now covered with greenery, the decision was made to table removing that part of the fence until winter when it will be more visible and more easily accessed.

A few more sections of the trail have been identified for repair using 2020 budget money. Those sections are as follows.

1. The trail as it leads out from the parking lot at the park
2. The short section of trail that heads South from Sweet Clover
3. Two sections of the trail on the South West portion that are very exposed.

These sections will have the same pavers added that were done last year. They've held up will and will help prevent future erosion and wash-out.

Our park and its amenities continue to be closed. While the state may be relaxing forced closures, we discussed the right timeframe for reopening our park. The board in general favors caution over expediency. We will be watching both the city and the medical community for guidance on when we can reopen the amenities safely. We will be providing more on this in the upcoming weeks.

Other items discussed include the following.

• Signage around the common areas to help educate people that our park is private, proper use of trails, and even some signage regarding how to spot poison ivy.
• Approval was given to clear the dead foliage at the entrances as well as begin planning for planting during the next growing season.
• The Beautification Committee reported on plans to work with a landscaping company for improvements at the entrances (as noted above).
• The Social Committee reported on some brainstorming that is happening around safe activities that can be done during this time of social/physical distancing.

The city has informed us that it is the community's responsibility to cut back the growth along Davis Lane. The notice states that we need to, "have private trees and vegetation pruned to provide 14 feet of clearance over the street from edge to edge, as well as provide 5 feet of cleared vegetation from the edge of the payment back to your property". 

We were originally given only 10 days to correct this, but due to some great communication between CAM, our landscaper (Valley View), and the city they were able to better define exactly what needed to happen to be in compliance and schedule it appropriately, albeit quickly. The stay-at-home order worked to our advantage as Davis Lane traffic is much lighter right now.

The bids on this project ranged from $14K to $33K.  The big difference in the cost is that Valley View, who we ultimately awarded the contract to, was willing to approach the project from the trail instead of the street.  This means they did not need to stop Davis Lane traffic with additional crew members and appropriate city permits. Fortunately for the HOA, we had money in the budget for maintenance that we can allocate. It doesn't cover the full cost of the work, but will go a long way.  We'll likely further discuss the budget impact at our next HOA Board meeting.

As you may have seen if you have your email address on file with CAM, work began this morning.  The crew has already started and cleared the brush by placing it in piles – taking care not to block the trail.  Tuesday a crew will come in and use a chipper to grind up the trees into mulch. Redistributing the mulch back onto the cleared strip will help to suppress the rapid regrowth of weeds along Davis Lane. Going forward, that strip along Davis Lane will be mowed monthly. The monthly landscaping contract will increase by $150 per month to cover this additional mowing.

While none of this work was planned or budgeted for, the Board in consultation with CAM and our lawyers deemed it necessary to perform the work as quickly as possible.  This is to stay in compliance with the city as well as drastically improve the visibility of turning onto Davis Lane from Empress Blvd.

A tree fell in yesterday's storm. The tree is in the North East corner of Campfield Pkwy near the trailhead. It was covering the sidewalk, but it has been trimmed back now. The Board will engage someone to finish cleaning it up.

Earlier this month an email was sent out from the board letting everyone know we suspended the enforcement of putting up decorative lights as a way to show each other support. It's been great to see folks shining their lights in this dark time. Grand Oaks owners and residents alike continue to be an inspiration in all that they do for their neighbors and local businesses.

As you may already know the city of Austin has issued a Stay-At-Home order. As a result we will be placing signs at the pavilion and playground stating that they are closed. We fully recognize that people are going to want and need to get outside. However, in addition to the Stay-At-Home order we do not have the capabilities to regularly clean or disinfect the surfaces at the park.

Based on the current guidelines, there is no reason to close the trail. Please be safe and courteous as you use the trail. There is plenty of room for two parties to move to the side for a safe six foot passing distance.  

Furthermore, we recognize that this pandemic is affecting a large number of people financially. The HOA still has mandatory functions to carry out, such as maintaining HOA infrastructure as well as paying for insurance, utilities, and necessary vendors. Proper funding is critical for those functions. Because of these mandatory obligations, we cannot suspend assessments. However, payment plans will be available as needed. Homeowners who can pay their dues on time should do so, and homeowners who cannot pay their dues on time should promptly reach out to CAM, the property manager to request a payment arrangement.  Please email accounting@camanagers.com to communicate about necessary payment arrangements. I can't stress enough how important it is that you begin that line of communications with CAM. If you're not sure you can make your payment, you know you'll miss your payment, or even if you're already behind on payments you need to email CAM. We are committed to working with each and every homeowner individually to setup a payment plan that works for you.

Lastly, there is currently and HOA Board of Directors meeting scheduled for May 7th. While that is over a month away we are prepared to host the meeting using an online video conference service.

I'm very pleased to announce that we have selected Valley View Landscape as our new landscaper. While the contract doesn't officially begin until March we are off to a great start. They saw that our previous provider, BrightView, was not keeping the neighborhood up to their standards and did a pre-contract service at no cost. We had been having issues with BrightView for sometime and put the contract out to bid. Valley View came in somewhere in the mid-range of pricing, but the references and communications we have had with them during the bidding process is very exciting and promising.

Valley View will be coming out to Grand Oaks on Wednesdays.  The schedule is as follows.

• January: 2 visits
• February: 2 visits
• March: 4 visits
• April: 4 visits
• May: 4 visits
• June: 4 visits
• July: 2 visits
• August: 2 visits
• September: 2 visits
• October: 2 visits
• November: 2 visits
• December: 2 visits

Below are all the details of the service so you can see what will be done.

Base Management:
This proposal is based on 32 annual visits for Common areas, and 12 visits for Trails Each Visit will consist of the following services as needed per schedule:

1. Pickup and dispose of all rubbish and debris in landscaped areas.
2. ​Mowing, edging, and trimming of turf areas
3. Organic weed killer (Salt/Vinegar/Limonene mix) spraying of weeds in expansion joints and open mulched bed areas.
4. Clean-up/blowing of all landscaped and adjacent areas of landscape clippings and mulch.
5. Hand removal of all weeds over 2 inches in all mulched beds.
6. Blow out drain pipes in trail after rain.

Ornamental Plant and Turf Care:

1. Trimming o fall succulent growth (suckers) on landscape trees as needed.
2. All turf with irrigation system (working or non-working) to be fertilized with organic Ladybug fertilizer 3 (three) times annually. Spring/Early Summer/Fall
3. All flowerbeds with irrigation (working or non-working) to be fertilized with organic Ladybug fertilizer 2 (two) times annually. Spring and Fall.
4. Corn-based ant bait will be applied to common areas with irrigation (working or non- working) of property to keep fire ants to a minimum
5. The renewal of 1” (1inch) of hardwood mulch to all existing beds/tree rings, twice annually in Spring and Fall.
6. Annual cut back of all perennials is included. Ground cover is also cut back.
7. Pruning of shrubs & bushes 9 times per year as needed. (Monthly in March-Nov)

Park/Common area Property Schedule (32 visits/Year)

1. All neighborhood basketball/playscape areas medians, entrances and shared curb spaces for houses setback from street 
2. One annual application of Kiddie Kushion mulch will be applied to the park playscape, free of charge. Monthly raking of playground mulch in high wear areas.
3. One free Tree trimming per year of common area trees up to 8 feet (Utility class pruning)

Miscellaneous Trail Areas (12 Visits per Year)

1. Trail maintenance. Mow 4 feet on either side. Treat for weeds on each mow visit.
2. Trim trees to 8 feet. (initial cleanup may be an additional charge based on amount of trees needing to be cut)
3. Blow out drainage pipes along trail.

Pipeline and Ponds (4 times per Year)-avoid during wildflower season. 4 cuts scheduled at Board request.