Arbor Lakes Addition Homeowner’s Association, Inc. 2013 Annual Meeting May 16th Introductions — Board of Directors Tim Purser, President Steve Luke, Vice President Jeff Smith, Secretary/Treasurer Introductions — CMA Brenda Simmons, Association Manager Teena Solomon, Administrative Assistant Arbor Lakes Addition Homeowner's Association, Inc. Approval of May 24, 2012 Annual Meeting Minutes Arbor Lakes Addition Homeowner's Association, Inc. President’s Report 2012 Board Accomplishments and Goals Stone retaining wall Continued maintenance on the lakes Fountain repairs when needed Getting proposals for the irrigation repairs needed along the banks of the lakes. Brick wall proposals along Bethany Painting the railing 2012 Board Accomplishments/Goals Color installed at the entrances Yard of the month Community Activities National Night Out Halloween Party ________________________________________ Continued collection on assessments Assessment Collection Costs Demand letter costs: $175 Notice of lien costs: $348 Expedited foreclosure costs: $1731 Eviction costs: $375 TOTAL POTENTIAL COST $2,629 Total potential cost is per delinquent assessment account. Costs are approximate and subject to change. These are the costs charged to the HOA by the attorney’s office to collect delinquent assessments on the HOA’s behalf. Arbor Lakes Addition Homeowner's Association, Inc. 2013 Board of Directors Election Introduction of Candidates Floor Nominations Casting of Ballots Arbor Lakes Addition Homeowner's Association, Inc. COMMITTEE AND MANAGEMENT REPORT Architectural Review Architectural standards preserve, protect and enhance property values within your association Compliance required prior to construction Ensures intended improvement meets your community’s “CC&R’s” standards Ensures aesthetic consistency throughout neighborhood All property owners must submit an Architectural Control Committee request form for any change you are planning to the exterior of your property. Architectural Review Process Submit an ACC request on-line, please visit the CMA website at www.cmamanagement.com. ACC Committee or the Board of Directors reviews completed application and supporting information, such as survey plat, drawings, photos, etc. via website or via e-mail. Committee or Board responds back to CMA within 30 days. Request for additional information by Committee places “due date” on hold until receipt of additional information. CMA notifies owner of request for additional information, approval, or denial. Operations 2012 Communications Fourteen new owners welcomed into the community. Twenty modification requests were submitted. Responses were sent to the property owners as appropriate. Six hundred sixty seven letters and postcards were sent to homeowners for violations of the CC&Rs. Communications Committee updated the HOA website as appropriate. Operations 2012 (cont’d.) Common Area & Landscape Maintenance Qualicare Landscape Maintenance continues to maintain the common areas in accordance with contract specifications. Irrigation system was routinely inspected and repaired as needed. Lakes were maintained by Texas Aqua Serve as needed. Fountains were repaired as needed. Operations 2012 (cont’d.) Seasonal color was installed. Grass was cut along 2551 as approved by the Board. Brick wall on Bethany damaged by a vehicle was repaired and paid for by the driver’s insurance company. Financial Report Assessments were billed to all owners annually. 2013 Operating Budget was drafted, based upon historical expenses and presented to the Board for review and approval. Operating budget approved with a $5 decrease in homeowner’s assessments. Monthly financial statements and variance reports were e-mailed to the Board monthly. 2012 Year to Date Expenses as of 12/31/12 $67,896.47 Professional Fees 4% Administrative 9% Landscape & CA Lakes 13% Insurance and Taxes 4% Landscape Utilities 21% Landscape Utilities Insurance and Taxes Repair & Replacement 5% Prof essional Fees Administrative Lakes Community Activities 4% Repair & Replacement Community Activities Management Fees 14% Landscape & CA 26% Management Fees 2013 Operating Plan Insurance and Taxes 4% $69,478.89 Professional Fees 3% Landscape Utilities 33% Administrative 12% Landscape & CA Landscape Utilities Management Fees 14% Insurance and Taxes Professional Fees Administrative Lakes 7% Repair & Replacement 4% Landscape & CA 24% Community Activities 1% Management Fees Lakes Repair & Replacement Community Activities CMA’s Role Engaged by the Board of Directors Provides guidance resource to the Board of Directors Implements the Board of Director’s decisions or instructions Manages the day-to-day operations of the Association Respond to homeowner inquiries, complaints, and concerns Association and Board Control Comprised of community residents who are volunteers and elected by the membership. Responsibilities (include but are not limited to) Oversight of Association Manager Review and Management of Budget Review and Award Vendor Contracts Review of Architectural Modification Requests CMA Customer Care Center Handles calls about matters such as your account balance, website registration and notification of common area issues for the manager. 8:30 a.m. to 4:30 p.m. Monday through Friday. 972-9432828 www.arborlakeshoa.org Your Association website is available 24/7 www.facebook.com/groups/arborlakeshoa/ Arbor Lakes Face Book Page www.cmamanagement.com Website Enhancements The following services are available on the CMA website: View secure personal account information Pay assessments online (e-Check or Credit Card) View account information; including assessment status, open violations and ACC submissions (on your property only) Submit an ACC request Submit a customer service request Administrative Report 2012 Administrative: Administrative, clerical, supervisory and management functions were performed as required. Accounting Department continued to receive calls requesting assessment verification, insurance and resale certificate information from lenders, title companies, realtors, appraisers and Owners. Administrative Report 2012 (cont’d.) Service Inquiries CMA received and responded to phone calls and e-mails from homeowners, Board members, and vendors regarding: Architectural requests Assessment payment information Covenant compliance Transfer of ownership General account services Administrative Report 2012 (cont’d.) Operations Performed routine property inspections. Sent welcome packets to new owners. Prepared and mailed Annual Meeting Notice. Prepared Annual Meeting Packet. Architectural Modification Requests received and processed as required. Received proposals for 2010 tax preparation. Attended Board of Directors meetings and prepared agenda packets for same. Arbor Lakes Addition Homeowner's Association, Inc. Tax Resolution Arbor Lakes Addition Homeowner's Association, Inc. Election Results Arbor Lakes Addition Homeowner's Association, Inc. General Discussion Arbor Lakes Addition Homeowner's Association, Inc. MEETING ADJOURNED Arbor Lakes Addition Homeowner's Association, Inc. For your support and attendance!