HOA Minutes

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Minutes of the Board of Directors Meeting of the CCOG Homeowners Association, Snellville, GA held the

Country Club of Gwinnett Golf Clubhouse at 7:00pm on the 10 the of September, 2024

I. CALL TO ORDER

Board member Veree Freeman called the meeting to order at 7:10 pm.

II. ROLL CALL OF OFFICERS

Roll call of officers at 7:10 p.m.

Present: Veree Freeman, Carl Ashe, Gerald Dunham, Naael El-Gebily, Al Rosado

Absent: Ron White, Eddie Compres, Theresa Bailey

*Also Present: Danny Ware, Access – Community Manager joined at 7:20pm via phone

III. APPROVAL OF THE MINUTES OF THE REGULAR MEETING

Motion by Veree Freeman, seconded by Carl Ashe, to approve the minutes of the HOA

Board meeting on August 26th, Motion Carried at 7:20 p.m.

IV. MANAGERS REPORT – Introduction of Danny Ware our Community Manager

Danny introduced himself and shared commitment to the board and CCOG.

- Discuss the Homeowners portal, Board of Director Portal Access, Community

Communication, the ARC Form Process, and shared his contacts

- Access has transferred the necessary data to the Access portal and it’s live.

- Danny’s contact Info: dware@accessmgd.com (770) 559-9586

V. DISCUSSION OF OPEN BAORD POSITIONS

A. We agreed to hold the voting process once the replacements are selected

a. Open Office positions for Treasurer (Theresa) and Secretary (Eddie)

B. Board of Director opening to replace elected member Dennis Ankcorn

a. We discussed the potential nominees from the Bi-Annual meeting

b. Sharon White (withdrew) and Dedira Aultra both were top nominees

C. Summary of the By-Laws on the replacement process

Article III Section 7. Removal of Members of the board of Directors.

At any valid regular or special association meeting, any one or more board

members may be removed with or without cause by a majority of the

Association members and a successor may then and there be elected to fill

the vacancy created. Moreover, any director who has had three (3)

consecutive unexcused absences from regularly scheduled Board meetings or

is more than three (3) months past due in the payment of any assessment

may be removed by the vote of a majority of the other directors. Any

director whose removal has been proposed shall be given at least ten (10)

days notice of the calling of the meeting to consider his or her removal and

the purpose thereof and shall be given an opportunity to be heard at the

meeting.

Article III Section 8. Vacancies

Vacancies in the board caused by any reason, except the removal of a

director by vote of the membership, shall be filled by a vote of the Majority

of the remaining directors, even though less than a quorum, at any Board

meeting. The successor selected shall hold office for the remainder of the

term of the director being replaced.

Replacement Discussion concluded with no resolution (to be finalized 9/23)

VI. COMMITTEE UPDATES

A. Pool and Tennis Committee:

- Certified Termination letter mailed to Aquatic on Sept 9 th delivered on Sept 11 th

- Start the new vetting process for new pool maintenance and/or management

*Naael shared, he and Eddie discussed the benefits for a maintenance

company verses Pool management company.

- We need to get three quotes/estimates on the placement Pool Company with

presentations outlining the pros and benefits of the specific selection.

- The tennis courts need to be resurfaced or replace – Need Quotes for both.

- The Tennis community has shown interest in league opportunities.

B. ARC Committee reviewed the Violation process and Commercial Vehicle Code

- We need to review the Landscaping Contract and Areas of Responsibilities

C. Communication: The Website is updated and we will use Access to send mass

emails to share important updates - Newsletters, Community Activities, Social

Activities, and Meetings

D. Social Committee: Pool Party Closing was a success on Saturday, September 7 th ;

a. – Pool Officially Closed on Sunday, September 8 th

E. Safety: The Speed Bumps will be placed once the asphalt cures - Lines are marked

- Treasurer/Financials: No update of the funding yet

- The August Beginning balance was $113,356 – Ending $113,278

- We need to review the Reverses $ to help manage past due invoices

- The outstanding invoices from Aquatic; they stated they will not complete the

closing and winterization of the pool until all invoices are satisfied.

VII. UNFINISHED BUSINESS

Review the HOA Board of Directors By-Laws and Officer Duties

Re-Submit the Duties and Areas of Responsibility of each Committee Role

VIII. NEXT MEETING DATE

The next monthly Board meeting is scheduled for September 23 h

Minutes of the Board of Directors Meeting of the CCOG Homeowners Association, Snellville, GA held via

Microsoft Team Meeting at 7:00pm on the 26 th of August, 2024

I. CALL TO ORDER

Board member Veree Freeman called the meeting to order at 7:10 pm.

II. ROLL CALL OF OFFICERS

Roll call of officers at 7:13 p.m.

Present: Veree Freeman, Carl Ashe, Gerald Dunham, Naael El-Gebily

Dennis Ankcorn joined at 7:31pm

Absent: Al Rosado, Ron White, Eddie Compres, Theresa Bailey

III. APPROVAL OF THE MINUTES OF THE REGULAR MEETING

Motion by Veree Freeman, seconded by Carl Ashe, to approve the minutes of the HOA

Management Company Selection Meeting on July 31, Motion Carried at 7:25 p.m.

IV. DISCUSSION OF OPEN BAORD POSITIONS

A. We discussed the treasurer position as Theresa Bailey decided to step down from

the officer position, but remain on the board.

a. The previous treasurer Gerald Dunham until we re-elect the replacement

B. Reviewed the Secretary position…discussed the replacement of Eddie Compres

a. Pending verification of Eddie’s intentions to resigned or remain

C. Dennis was given the floor to share his intentions to step down due to personal

commitments

D. Summary: We will review the By-Laws on the office replacement process and board

member replacement (Odd number is needed)

E. Discussion concluded at 8:08pm

V. MANAGERS REPORT

Access has the signed contract, it was reviewed and approved by the attorneys -

The scheduled start date is September 1st. 

- They are still gathering the necessary transition data from the portal

VI. UNFINISHED BUSINESS

A. Pool Closing Party set Saturday, Sept. 7 th – Food, Music, Fun (Social Committee)

B. The pool closing date was set for Sept 8 th - Naael confirmed the Aquatic Closing date

was set for Sept. 11 th

C. We will submit the Termination letter to Aquatic on or about Sept 4 th

a. The new vetting process will commence over the fall months

D. ARC Committee reviewed the Violation process and Retention Pond visits

E. Communication: The Website is updates and still under construction

F. Social Committee: Meeting set to follow-up with volunteers

G. Safety: The paving is complete but lack speed bumps is a concern

H. Treasurer/Financials: No movement on the funds from Ardent, but changes in the

Account – The August Beginning balance was $113,356 – Ending $113,278

VII. NEXT MEETING DATE

The next monthly Board meeting is scheduled for September 10 th

The board meeting adjourned at 9:06pm.

The meeting was virtual and called to order by Curtis Frazier at 7:07 pm. In attendance was Curtis

Frazier, Charisse Hunter, Naael El-Gebily, Carl Ashe, Ebony Cobb, Andrew from Ardent. Al Rosado and

Jerry Dunham. The minutes from the March meeting were motioned and approved by the board.

Andrew - opened with discussion about retention pond, pressure washing brick wall on entrance and

pool furniture and deck. He also discussed that Ardent does not manage lease agreements, so he has

forwarded a request to approve a lease agreement. Andrew verified that he is to forward renewals and

lease approvals to board. The board will approve those items.

We have approximately 60 days to pool season, so we have some time but need to get as much done as

possible. Pool management is waiting for the invoicing for the permit fee.

There are three items waiting for decision. One is landscaping which is not urgent. The second is the

parcel. The question is do we own it and is the property of value to the association. The last is the

amenity access.

Curtis- discussed the pool opening is usually around Memorial Day. It was determined that the soft

opening will be May 18, 2024, and official opening will be May 25, 2024.

Jeffrey from Gatewise - provided an update to quotes and status of amenity access for pool and tennis.

Jerry introduced Jeff and asked about the omission of the 40% discount that we were provided earlier

from Universal. He also asked for him to give the difference between the locks that were quoted. Jeff

stated that he thought that it was an oversight would verify that the 40% is included.

Jeff said that he cannot control any pricing for a contractor, but he does not think that it would be

different on either because it is the same job with another material. He stated that he thinks that we

got off track when he did a quote based on the fact that there was a system that had some form of

system with a keypad with some form of managed access on lock as well. The locks in place on tennis

court and pool were locks that are not networked but they do allow for some programming. What they

had to do was get someone out to get some power in that area. The options were maglocks which are

locks that essentially hold a metal plate bolted to the gate. They then had to get someone out to see

how we could get a quote on getting power to the area to install an electric access system. The other

option is an electric door strikes which fits inside the gate housing and holds the striker to avoid it being

able to move and when taped tells the system to release and when it shuts it automatically locks.

Carl asked Jeffrey if Universal would come out and do the job? He said yes and then Gatewise would

then provide the app and give access information to gain access. Therefore Universal installs the

hardware and does the electrical piece and Gatewise designs the software for access and control. The

community will get the information to claim their home address and set up a password.

Jeffrey stated that the price for Universal is very competitive for what they are doing. He also stated that

they have no problem if we wanted to seek out someone else for the hardware portion. Jeff also stated

that as soon as we accept the program, they will have the equipment shipped and the install could be

completed in a couple of days.

Jerry asked again about the difference between wi-fi and cellular. Jeff stated that wi-fi is never going to

be as stable or have the maximum bandwidths. Most kids and grandkids would state that they have

limited issues with their cellular transmission. Therefore, it is a matter of opinion, and all areas may not

have wi-fi access. It was determined that we don’t have wi-fi on tennis courts.

If there is a power outage there is always a backup battery to ensure that no one Is stuck, and gates

won’t open.

Naael stated that he wants to clarify that he feels that there is no such thing as a bad wi-fi as Jerry has

stated. The second thing is that the idea he got from Andrew is that we are going to have to manage

getting into the gate and if someone wanted to get in bad enough, they could jump the gate.

According to Jeff we are talking 4G not 5G. The Wi-fi we have is fiber optic, so we have wi-fi so to say

what is are suggesting is better than wi-fi is incorrect. Jeff said that if we already have fiber or copper

and a router in place, we are fine, but all areas do not. Also, the cellar would save from us having to get

wi-fi in other areas that don’t have it. Jeff said that one or the other is not better it is you all making the

best decision for your community. If what’s best is something else, then follow that track. Naael said

that he is not saying that there is no problem with Gatewise he just did not feel that the argument that

Wi-Fi is better than cellular is not correct in his opinion.

Charisse mentioned that due to limited times to get everything done can we get the price difference and

decide what we would like to do since homeowners are already asking for keys for this pool season and

we don’t have any extra keys.

Jerry said that the new amount is $7600 and it is still much less and a better value than the other

quotes. Jerry asked Jeffrey prior to him leaving the meeting is how much is the monthly fee for

Gatewise. Jeff stated that Gatewise does not lock you into contracts it is month to month. In the

monthly fee is the warranty that if anything goes down no other area goes down and if they need to

come out they will come out and swap the control out with no fee. The monthly fee is with an 8%

discount $2900 a year which is $241.66 per month.

Naael asked if this his Gatewise own equipment so does not mean if we have the equipment, we must

be with Gatewise because no one else would service it? Jeff stated that most equipment has that

process when you are with them. He said that they warranty it for life and Gatewise is 7 years old, and

they are in 1800 communities within the last 2 years and plan on being around. Obviously, no one can

guarantee the longevity of a company.

Naael mentioned that he must leave due to another conference. His first concern is that we cannot walk

away at any time because they are the only ones that can work on it. The second concern is the cost

over 10 years. His third concern is that we got 40% off and that we did not even negotiate with the other

companies.

Charisse mentioned that we were not interested in the packages with the other companies, so the price

did not matter at that point. Naael said that he feels that no matter what logic says we are going to just

do what we want.

Charisse mentioned that every technology company that is out there generally must maintain their

equipment ATT, ADT etc.

Curtis stated that he will address the people requesting a key. Curtis mentioned that we must make a

decision that will benefit the community. The pool is not open yet and we are going to have to inform

the community that we are in the process changing the system and that they will receive the updated

form to access the system prior to the pool opening.

Carl – stated that he has an update that he has issued a few violations and is seeing some results. He

also discussed 3132 sand wedge court having an Airbnb going on at that property and Curtis stated that

he is working on addressing that issue Jerry stated that in our by-laws we stipulated that they must live

her for a certain amount of time. Curtis agreed and stated that he will get with attorneys to see how we

can address because this is serious.

Ebony - Said that she has not received any names for graduation. Curtis said that we need to change the

date to April 30, 2024. The newsletter stated that the names needed to be by April 19, 2024, and we

needed to extend that. It was determined that Charisse will receive the names and they can email it to

her email direct. Charisse will also order the banner. We will get Ardent to send a blast out.

Ebony asked about the soft opening on May 18, 2024, and Curtis will check with Jenny Freeman from

previous years. Noone on board volunteered. He said that the hours from 12pm -2pm was what we did

in the past.

The following week will be the actual pool opening which is May 25, 2024.

Ebony stated that she will be resigning in June due to getting a new job opportunity and needing to

focus on that. She said that the June meeting is her husband’s birthday so she may not be in attendance.

Al – said that he did a walkthrough of the neighborhood and noticed a few streetlights are out. So he

reported the lights by giving the closet address to them.

Curtis discussed swim and tennis – the pool was de-winterized today. On the 29 th Aquatics will be out to

take the cover off and chlorine in etc. so that we will be ready to open. He also said that on the 27 th we

can have a workday to paint bleachers or spray it. We would like to pressure wash the front wall from

side to side and up the driveway. We will use one of the vendors that Carl discussed in previous

meetings.

Jerry - Asked if we would like to spend a couple of hundred dollars to have a key and it was decided we

should get a key in the event we need it.

Curtis mentioned that the reserve account has been transferred to Ardent, but we will always some

measure of control if we ever change management companies in the future.

Curtis thanked Ebony and informed her that we are going to miss her.

Meeting was adjourned by Curtis Frazier at 8:12 pm.

Country Club of Gwinnett Homeo+wners Association

Board of Directors meeting at Golf Course Back Patio

May 27, 2025

Call to Order 7:05

a. President: Veree Freeman

b. Vice President: Al Rasado

c. Treasurer: Naael Elgibily

d. Secretary: Dedra Auta-Bryant

e. Board Member: Ron White

f. Board Member: Gerald Freeman

i. Absent: Eddie Compress, Theresa Bailey

Financial Report:

1. Operating account is currently at $149,995.07

2. Money Market account is currently $35,876.65

3. Reserves are currently $10,424.11 ($14,350)

4. Savings is currently $648.71

Management Report:

1. Bi-Annual Homeowners Meeting is scheduled for June 26th, 2025 at CCGOA Event Hall

2. Dues update: 67.3% of homeowners have paid out of 297 homes.

3. Budget review: 1st quarter is reconciled

a. Pool Repairs, camera system upgrade, Landscaping, Tennis Court/Pickle Ball Courts are within budget.

b. Landscaping vendor quit over neighbors comments. New companies are submitting bills.

4. Review expiring board positions. 

a. Naael, Gerald, Ron and Al are up for election. Carl Ash resigned. Theresa cannot participate due to medical issues.

Committee Chair Updates:

1. Pool and Tennis Committee: We are on target with timeline and cost. We hope to have a ribbon cutting event. Weather is a factor

2. ARC committee: The home at the front of the entrance should have never had the driveway to the back of the house and coving the back yard “should never have been approved”. Further the home with Triple R logo’s on their work van was NOT approved. Letter’s will be issued to each with a potential to lean. Further heavy concrete trucks should have never been allowed into the pool parking lot as we are having significant lot issues already. It is not clear if Carl and Ron approved it and told Access Management to approve it or if Access Management approved it. Either way this is completely against our covenants. Letters must be sent out.

3. Safety: COPS programs proceeding also New Sherriff will come to our neighborhood to meet and discuss community issues.

4. Social Committee: Pool opening party will be a Carnival Theme. Help is needed for Popcorn, hotdogs, beverages and decorations.

5. Communication: Veree and Dedra are updating our website, Access Management website.

Meeting Adjourned at 8:45 pm. 

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