BOARD MEETING 8TH FEB. 2024

Minutes

Board meeting – Architecture Review Committee 2024
DATE 08 February 2024
TIME 7:30PM
MEETING CALLED TO ORDER BY HOA Board 2024
LOCATION Lakehaven Clubhouse

IN ATTENDANCE
Igor Obhikod, Karthik Vijayakumar, Shane Sexton, Shubha Dwarakanath, Suresh Chari, Venkat Rajesh
ARC 2024: Brian Saul, Clint Smith, Tony Figueiredo Tyler Adkins

MINUTES
 Initial introductions made between members in attendance followed by Shane Sexton, Karthik Vijayakumar and
Igor Obhikod walking the new ARC with the roles and responsibilities volunteering as ARC which includes and is not
limited to approval / denial processes, email templates and folder maintenance structure per home, turnaround
time for requests, zones for each of the ARC members.
 High level process – ARC approves/ denies requests by Friday of each week -> the request is sent to Fieldstone by
Monday -> Fieldstone sends out a physical mail as well as email by Wednesday to homeowners. If there is a
request for additional information at step 1, ARC communicates to homeowner via email expecting requested
details with additional info, within 2 weeks.
– Common issues from the last 2 years discussed including but not limited to:
a. Communication discrepancy from tool to email (ARC to homeowners and vice versa). Emails being delivered to
spam/ junk. Alternate options were discussed.
b. Any updates proposed and agreed upon, require that Architectural guidelines document be updated and
communication sent to the homeowners. This update to be also be reflected in the website – Ex: 12/12 swing
sets approved in 2023, max landscape light count permitted to upto 18 count to name a few.
c. Solar panels request – pros and cons were discussed. To be re-evaluated by ARC and recommendations
brought to the board.
d. Post completion validation by ARC to ensure homeowner made updates exactly as the approval request.
– Discussion on changes that can be considered with flexibility were brought up – Example:
a. Common design for trashcan – width and spacing of homes to be taken into account
b. Rubber mulch as an option
c. Storage sheds that match the current home color and style
d. Stone edging design vs black rubber line for mulch trench
e. Timer for lights around fence
f. Basketball hoops in backyard only

DECISIONS MADE
 Tyler Adkins was nominated and selected to be Chair, Clint Smith to be Co- Chair.
 Frequency of meetings with HOA Board was set to be at 4 week intervals.
 A standard line template of reminding homeowners to check their spam/ junk folders will be included in the
website, where requests are submitted.
 Post completion validation by ARC to ensure homeowner made changes exactly as the approval request. Board
member and ARC member to visit project completion check together.

NEXT MEETING: WEEK OF MARCH 25, 2024.