Hickorywood Farms Annual Homeowners meeting… October, 28 2009

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2011 Year in Review
Actions
•Maintained ~50% of common grounds mowed, entranced mulched & weeded
•Ponds treated
•Insurance renewed, State and Fed Tax paperwork filed
•Escrow account opened for Lamp post, Mailbox, Landscape funds collected
•Completed Title paperwork for 11 home/lot sales and 23 lot sales to Kaerek Homes
Inc.
•Reviewed legal documents for 5 home foreclosures presented to the Association
through depositions
•Collected Dues from 131 of 137 homes/lots, paid invoices, balanced checkbook,
balanced escrow account
•6 liens filed for unpaid dues
•4 liens lifted for prior year dues and fees paid
•3 Property management quotes reviewed, 1 year agreement signed
•Pursued multiple bids on front sign work… none accepted to date
•In conjunction with the Architectural Control Committee, reviewed/approved 5
home plans & 1 shed plan, 1 shed plan in process
•Significant time spent on mailbox resolution…. Full update in following pages
•Estimated budget proposal for 2012 year
•Maintain homeowner data base / Directory
2011 correspondence received
Top Concerns / Complaints received
•Lack of deed enforcement for building standards / landscape design (trees)
•Outside storage violations
•Mulched walking path requires improvements
•Dog droppings / lack of dog leashes
•Phase 2 mailbox installations
•Entrance sign update
Violation Letters sent
•Past due association dues notification letter
•Liens initiated for unpaid 2011 dues
•Outside storage violation letter
Quantity
24
6
4
Property Management update
Decision:
•Not enough volunteers to fill the officer positions
•Property management companies have the experience
•improve response times for individual requests
•Improve project execution
•Cost savings through management company’s network
•3 management company quotes reviewed
Facts:
•Day to day workload outsourced
•Offers maintenance resource to homeowners
•BOD maintains control for the association
•Property management Company
Real Estate Specialist, Inc.
Pewaukee, WI 53072
•One year contract signed effective December 1, 2011
2012 Plans
•Re-bid all outside services for any potential savings
•Common grounds… maintain same percentage as prior years
•Ponds maintenance… reduce funds allocated, pursue aerator and/or
fountain to increase water movement and reduce treatment costs
•Outsource management of day to day operations to a property
management company
•Pursue completion of entrance sign work
•Continue to work with the Architectural Control Committee,
reviewed/approved homes / additions / sheds / decks
•Continue mailbox resolution… work with Developer, Kaerek Homes
Inc., Post Master, legal support
•Review By-laws
•Plan 4 Board meetings, and 1 annual meeting… dates will be posted to
the web site when identified
•Additional Input?
Phase II Mailbox Status
•
•
•
•
•
•
Legalities of the issue – Each homeowner has entered into a contract with the
developer and paid for a lamppost and a mailbox. The developer is obligated to provide
what each has paid for.
Homeowners Association interest in the topic – As the association BOD we have an
interest in keeping the mailboxes and lamppost in harmony across the neighborhood.
Others interest – The US post office also has an interest in the location of the mailboxes
to aid in efficient and cost effective mail delivery. Not following there guidelines can result
in refusal to deliver mail.
What the BOD has tried to resolve – Phone calls and Letters to date have not worked.
An avenue to consider – The developer is YMCA Properties LCC. A letter written by
damaged parties (All phase II lot owners) to the board of Directors of the YMCA prior to
turning this over Contact 6 or similar media channels may just work.
Homeowners Association BOD action - We continue to work the issue however at
some point the BOD may need to organize a resolution. This will mean:
•
A standardization of the mailboxes
•
An implementation of the Post Office box layout
•
Special assessment of phase II residents to install the boxes
•
At this point homeowners could pursue the developer for damages as they see
fit
2012 Budget Proposal
2010
2011
2011
Variance
2012
Variance
2012
Total Year
Budget
Estimate
to Budget
Budget
to Prior Year
Budget
Actual
Landscape Maintenance (common grounds)
Per Lot
19,108
17,300
13,218
-4,082
13,983
765
102
8,514
8,320
8,119
-201
8,220
101
60
475
1,530
1,645
115
1,750
105
13
10,119
7,450
3,455
-3,996
4,013
559
29
Pond Treatment / Maintenance
5,567
5,000
7,077
2,077
4,500
-2,577
33
Insurance
1,614
1,700
1,612
-88
1,700
88
12
0
0
0
0
475
475
3
Capital Improvements
715
2,000
0
-2,000
1,300
1,300
9
Other (Printing, Postage, Fiduciary, PO box, Etc.)
559
1,030
1,219
189
8,681
7,462
63
-Mowing, trimming
-Sidewalk snow removal
-Other care (mulch, weed, fertilization, trees, …)
Utilities (Electric)
-Property management Company Fee
0
0
550
550
6,600
6,050
48
559
1,030
669
-361
2,081
1,412
15
Total Annual Expenses
27,563
27,030
23,126
-3,904
30,639
7,513
224
Capital Improvements Fund
1,585
0
2,000
2,000
0
-2,000
0
Contingency Reserve
1,677
3,795
5,699
1,904
3,611
-2,088
26
-Other
-Long Term Contingency Plan (pond, mailbox, etc.)
552
2,445
4,349
1,904
2,111
-2,238
15
1,125
1,350
1,350
0
1,500
150
11
Total Annual Collections
30,825
30,825
30,825
0
34,250
3,425
250
Dues Per lot (137 lots)
225.00
225.00
225.00
0.00
250.00
25.00
-Estimate Dues not collectable
Changes to By-Laws
Currently under review:
• Impose title transfer fee
• Set term lengths for board members
Survey results for Hickorywood
Farms Subdivision long-term Capital
Improvement Plan
Priority rank from 2009 homeowner survey
1 Cleanup entrance and other common grounds
2 Install outdoor lighting at entrance (on trees, pond, sign, …)
3 Add landscaping (trees / plants) on common grounds (mulch areas around trees)
4 Move or replace the stone subdivision entrance sign - make more visible and appealing
5 Mosquito control
6 Install water fountain in one of the ponds
Over 20 ideas submitted…. Focusing on top items
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