Presidential Meadows Owners
Association
2014 Annual Meeting
Agenda
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Call to order
Establish Quorum
Introductions
Approval of 2013 Minutes
2013 Year End Financials
Guest Speaker – Jake Christenson
HOA Board Report
Questions and Comments
Adjournment
Introductions
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Board Introduction
Introduction of Alliance
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Community Manager Sharon Murphy
Vice President Jake Christenson
2013 Minutes
2013 Annual Presidential Meadows Owners Association Meeting
Date: January 19, 2013
1. Call to Order
2013 Annual Presidential Meadows Owners Association Meeting called to order by Joan Aalbers at
3:30 p.m. in the Presidential Meadows Elementary School cafeteria.
2. Quorum
A quorum was not established.
3. Proof of Notice
Debra Johnson reported the notice of the 2013 annual meeting of the members for Presidential
Meadows Owners Association, Inc. was mailed out December 27, 2012.
4. Standing Rules
Johnathan Cox explained the Standing Rules for speaking. During sign-in for the meeting,
homeowners were asked to sign a form if they desired to speak during the meeting. Residents who
signed up to speak were given three minutes.
2013 Minutes
5. Annual Meeting
City of Manor, Tom Bolt, Director of Development was introduced by Joan Aalbers.
 Developments coming to Manor.
a. Road developments. Manor expressway begins at Manor Technology High School.
Expected completion is 2014. City of Manor will resignal north side at Riata Court and
existing Gregg Manor Road. Low water crossing is in the design stage. Bid was received
in August 2012; complete date 8 months later.
b. Wal-Mart Property. Any large company corporation has to go through a traffic impact
analyst. Wal-Mart construction lets de veloper do design work and they then take the
project over and select the contractors. TxDOT wants an advanced funding agreement
before the project is put in place with the City of Manor.
City of Manor had to enter
into an advanced funding agreement with
Wal-Mart. The scheduling of the work,
complete the road work in 2014. This conflicts with opening with TXDOT closing roads
and opening Wal-Mart. It looks like we will miss the 2013 holiday season; Wal-Mart is
doing everything they can to get the project scheduled forward.
c. Auto Zone was recently opened.
d. McDonalds will be built on the Northeast corner of Lexington and 290. Developer filed
documents for site work was done we should see work done by June 1st.
e. Walgreens Store. There is rumor of a Walgree ns opening on northwest of Lexington
Street and HWY 290.
f. CVS Store. Road work has delayed the build of CVS. The store will be built by the Auto
Zone.
2013 Minutes
g. Medical Office. Plans to build a medical office on HWY 290E and northeast corner of
Shadow Glenn Blvd.
h. Questions from residents . Site plans approved for property immediately east of
McDonalds. There are three large commercial lots pad sites for restaurants. The city
estimates plans for theatre may be coming.
i. Newly Economic Development Council. The co uncil was developed to address requests
received by the Governor’s Office. The council sent out 135 invitations to large
landowners to build in Manor. The city receives confidential request with a set of
criteria (e.g. land area and railroads). The city doesn’t have a way to respond to the
request. As part of the invitation, they send out property profile sheet to
landowners
which allow landowners to volunteer land information and submit to the council. The
city does not get involved in the sale of the land. The information is then sent to the
Governor office.
j. New Subdivision.
 Presidential Glenn subdivision is running out of room therefore they are proposing
to extend the subdivision further west.
New section of 188 or 199 lots issued
permits for houses.
 Shadow Glenn. Proposing new section of about 88 or 99 new lots which will bring
about 400 new lots in the area. The city will issue permits for the houses.
 Stonewater subdivision. The city met with the subdivision who is proposing the
next phase to build.
K. City of Manor website. There is information of public meetings on the website.
l. Presidential Meadows. Is there anything new for Presidential Meadows? The city has no
jurisdiction over Presidential Meadows.
2013 Minutes
6. HOA Board Report
a. Board Member Introduction
 President – Joan Aalbers
 Vice President – Jennifer White
 Treasurer – Johnathan Cox
 Secretary – Delia Arellano
All board meetings ar e open to anybody to attend and are conducted o n a monthly basis. You will
find calendars on our website (presidentialmeadows.org). You will find information about the
amenity center, the board page which will tell you the different activities that are happening.
If
you would like to present at a board meeting contact Debra Johnson of Goodwin Management.
We set aside 15 minutes at each board meeting to allow t
ime for the homeowners to discuss
something with us or give us some ideas.
b. Board Activities provided by Joan Aalbers
Security Cameras. Joan Aalbers reported vandalism at the Amenity Center has been greatly reduced;
however someone jumped the fence and broke off the water fountains the wall. We will be repairing
that. Because of the place where it happened the angle of the cameras will let us see who is responsible
for the vandalism and we will report it to the authorities. This is why we pay for the security system that
we have.
2013 Minutes
 Pool. We have pool rules that are posted on the wall facing the pool and placed on the
Presidential Meadows website for everyone to see. During the pool season this year we had
life guards and a monitor from the YMCA. We received numerous positive feedbacks on
having the lifeguards this year. The pool maintenance and upkeep is contracted with Prime
Pool. During the pool season they came out three days a week to check the pool chemicals
and more often if it was required. Now that the pool is closed, they come out weekly.
 Amenity Center. The amenity center is for everyone to use. We have a lot of people who
like to rent it for occasions such as birthday parties, shows, family gathering and meetings.
To rent the amenity center, homeowners must be up to date with their HOA dues. There is
a deposit of $75 that can be returned if there is no damage to the facility and a rental fee of
$50 for up to 4 hours and then $12.50 for each additional hour. The amenity center can be
rented between 9 a.m. to 9 p.m. from April 1st through November 30th. If you would like to
rent the center, go to the Amenity Center webpage on the Presidential Meadows website
and follow the instructions. An amenity center committee person will contact you to
calendar the date and time, collect a check for the deposit, and a second check for the rent
and a walk through following the event.
 Landscape. Floral Creation Landscape Company started working with us in August. The
company maintains all the pocket parks – both developed and undeveloped. The pocket
parks are on a regular mowing schedule along with the George Bush Street road right-ofway and amenity /pool areas. They also maintain the sprinkler system in these areas. We
are working with them on plants and flowers. We are looking at some of the plants that
adapt to our seasons and ground.
2013 Minutes
 Homeowner Responsibilities. In the annual meeting notice every home owner received a
letter welcoming you to the Presidential Meadows neighborhood. This letter explained that
this neighborhood is managed by the Presidential Meadows Homeowners Association,
called the HOA. As mentioned earlier the HOA helps to bring order to the community,
preserve home values, helps to ensure a peaceful neighborhood, and seeks to preserve
architectural integrity. The HOA is subject to state statues that govern non-profit
corporations and homeowner associations. We have several deed restrictions on our
property. The document that governs our deed restrictions is known as the Declaration of
Covenants, Conditions, and Restrictions, referred to as DCCRs. Each homeowner/renter is
required to follow the DCCRs. One of the requirements is to pay HOA Dues. Let me explain
what your HOA Dues pay for? HOA Dues pay: 1) For operation and maintenance of the
pool. 2) For the landscape maintenance fees. 3) Amenity Center electricity and water. 4)
Upkeep and the watering of our common areas – such pocket parks and George Bush road
right-of-way. 5) Security surveillance. 6) Plus all of the other expenses you see on the
Income and Expense Statement. There are options to make HOA dues payment easier for
you. You can pay the dues monthly electronically by PayPal or by Bank-on- Line, or the
dues can be paid electronically quarterly by completing the ACH Form that is located on the
Presidential Meadows web site on the HOA Dues web page and follow the instructions.
2013 Minutes
 Committees. This slide is the beginning of where we need your help! Because of
volunteers, we now have Amenity Center Committee, Architectural Control Committee, and
Web Site Committee. However, we need more volunteers. All the Board is asking of you is
to decide which one of the following committees that we will talk about is calling your
name.
 Architectural Control Committee – This committee recognizes that most
homeowners want to individualize their homes, but at the same time, the
committee will protect the integrity of the neighborhood. If you want to make any
changes to the exterior of your home and yard, you must complete and submit an
Architectural Committee Application for approval and receive the approval before
starting your project. This application can be accessed on the Presidential Meadows
website. We need 2 more people on this committee. If you are interested in
maintaining the integrity of the neighborhood, visit with Gerald or John following
this meeting.
 Amenity Center Committee – This committee works with you to book the center for
rentals for parties, showers, and gatherings. They also handle the walk through
before and after each rental. If you are interested in assisting with maintaining the
amenity center and assisting with rentals, visit with Delia following this meeting.
 Pool Committee – This is a committee that we need 4-6 members. The committee
will work with the board in hiring pool monitors and/or security for the pool and
ensures that the pool area is maintained. If the pool area is not maintained, report
findings to the Board. This is a committee that will become active in February
because we have to start preparations for opening of the pool on Memorial Day
weekend. If you are interested in this committee, see me following the meeting.
 Web Site – This committee has been very busy this year revitalizing the website. At
this time we will go over the website home page.
2013 Minutes
 Social Committee – This committee would organize community wide activities.
These activities could be garage sales in the spring and fall, a Memorial Day
gathering, 4th of July gathering, etc. We have had three community wide garage
sale. They are held in the spring and in the fall. From what I heard and observed,
they have been very successful. If you love organizing activities such as these,
please let me know following this meeting.
 Neighborhood Watch Committee - Organizes a neighborhood watch for everyone's
safety. We need volunteers from multiple areas within the neighborhood. If you
have a compassion for neighborhood safety and would like to be on this committee,
see me following the meeting. Last year we had the sheriff come out and told us we
are one of the safer communities.
2013 Minutes
7. Manager’s Report presented by Debra Johnson, Goodwin Management
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Financial report given. The bank balance was a negative. It’s important for homeowners to
pay their HOA dues so that the board can do their job. We are looking better this year.
 Collections – These are at the lawyers. We are not sitting on a collection.
 Deed Restrictions – We have 1164 violations in 2012. Three or more by property address.
There were 204 violations for trash cans.
 Miscellaneous Items
 Irrigation – This should be reported
 Street Lights – There is a number on the street light pole. Call 311 and give them
the pole number.
 Questions: What happens if the balance is a negative? Its not always a negative; it
goes up and down depending on the quarter. At the end of a quarter, it goes
down.
8. Old Business – None
9. New Business
Joan Aalbers informed the homeowners that the land developer informed the board that he
plans to complete the development. They will probably develop 90 new lots this year. The goal
is to start construction in April. They also said they are not going anywhere and will complete
PRESIDENTIAL
MEADOWS
ASSN., INC.
the home sites.
They have been
watching theHOMEOWNERS
economy.
c/o Goodwin Management, Inc.
10. Signed in
Homeowners
Question
& Answer
11149
Research
Blvd., Suite
100, Austin, TX 78759-5227
Homeowners asked questions about the violation fees, un-mowed yards. Property fence leaning,
neighborhood watch, vacant home and pocket parks with the board giving responses.
11.
Adjournment at 5:30 p.m.
2013 Financial Overview
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Balance Sheet Summary Year End 2013
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Assets
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Liabilities
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Total Prepaid Assessments $16,388.75
Equity
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Total Operating $13,294.59
Total Owners Equity $59,481.92
Total Liability & Equity $80,365.71
2013 Financial Overview
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Income Statement Report Year End 2013
 Income
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Assessments
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Collections
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Total Collections $16,920.89
Other Income
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Total Assessments $138,631.95
Total Other Income $5,349.27
Total Income $160,902.11
2013 Financial Overview
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Income Statement Report Year End 2013
 Expense
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Administrative
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Insurance & Taxes
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Total Insurance & Taxes $8,839.37
Utilities
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Total Administrative $3,172.18
Total Utilities $38,767.80
Repair & Maintenance
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Total Repair & Maintenance $75,789.67
2013 Financial Overview
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Income Statement Report Year End 2013
 Expense Continued
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Professional Services
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Total Professional Services $29,838.05
Total Expense $156,407.07
Net Income / (Loss) $4,495.04
Association Management
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Presentation by Alliance
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Overview of Association Management
(What Alliance does for you)
Owner’s Access presented by Jake
Customer Care
Association Management
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Collect and account for your maintenance fees.
Order and mail out your annual payment coupon booklets.
Handle all of your collections/i.e. delinquent accounts.
Act as custodian for all of your Bank accounts, and work with your treasurer to ensure you are receiving
competitive returns.
Maintain an owner roster.
Handle all aspects of your accounts payables, process your invoices, cut and mail out all of the checks,
obtain vendor insurance certificates, issue 1099’s,etc.
Make sure all of your service providers and vendors have current workers comp. and liability insurance.
Prepare your detailed annual budget.
Work with mortgage companies, real estate agents and title companies on various closing, resale and
estoppels issues.
Generate your monthly financial reports: the balance sheet, income & expense statement, check register,
delinquent report and bank reconciliations.
Coordinate the association’s property, liability and D & O insurance program.
Prepare specifications for contracted services, secure bids from reputable subcontractors, and present bids
to the Board for approval.
Act as the Associations liaison with various governmental agencies.
Coordinate any common area emergency repairs.
Association Management
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Coordinate and monitor all major repair projects.
Prepare and mail out all of the notices for the annual, budget and any special membership
meetings.
Handle all of the logistical issues relating to the annual meetings such as sign in rosters,
proxies, ballots, etc.
Monitor all of the contracted services such as lawn care, etc.
Do your annual corporate filing with the state of Texas.
Encourage the Boards to do annual insurance appraisals and reserve studies.
Provide assistance, support, and act as a resource for the Board.
Provide educational symposiums for board members.
Schedule your annual audit and provide all of the needed documentation to your CPA.
Monitor annual insurance appraisals, engineering and reserve studies.
Perform scheduled inspection drives of your property and mail out all compliance
correspondence.
Customer Care
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For us to serve you better, Alliance has implemented a team
oriented customer service procedure. This protocol provides
owners with a faster and easier way to resolve a situation. You
should direct all of your correspondence through our customer
care department at 512-347-2888 or email
info@allianceonline.net.
The customer care team is your first point of contact and owner
correspondence will be handled within a 24 hour period.
If an owners request must be escalated to the Community
Manager, a response will be provided within a 72 hour period.
HOA Board Report
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Presidential Meadows Homeowners
Association
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Board Activities
HOA Board Report
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Board Activities
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Security Cameras
Pool
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Updated Pool Rules
Pool Monitor
Prime Pool
Amenity Center
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Rental
HOA Board Report
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Landscape
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Hess Lawns
Playground/Pocket Parks
HOA Board Report
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Homeowner Responsibilities
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HOA Dues
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ACH Form
HOA Board Report
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Committees
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Architectural Control Committee
Amenity Center Committee
Pool Committee
Landscape Committee
Social Committee
Neighborhood Watch Committee
HOA Board Report
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Website update
New Web Site
HOA Board Report
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Status of Assessment Collection
Deed Restriction Enforcement
HOA Board Report
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Old Business
New Business
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Developer Report
Communication from homeowners
Annual Meeting