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