montare homeowner’s association annual meeting presentation november 28th, 2012 maltby ...

Montare HOA Annual Meeting128 November 2012

Montare Homeowner’s Association

Annual Meeting Presentation

November 28th, 2012Maltby Community Center


Montare HOA Annual Meeting Agenda

7:00 PM – Call Meeting to Order, Attendance and Board Elections

7:15 PM – 2012 in Reviewo Officers and Committeeso Architectural Control Committee Presentationo Accomplishments and Challengeso 2012 Budget Results and 2013 Budget Review

8:15 PM – Goals for 20138:30 PM – Open Topics, Questions and Answers8:45 PM – Election Results and Meeting Adjournment


Meeting Attendance and Board Election

Annual Meeting Attendance and Quorum Review· Confirm Attending Member Sign-in Sheet· Record Member Proxy Statements· Confirm that the 10% Quorum Requirements are Satisfied

Board of Directors Election for 2013· Darrel V.’s One Year Term Has Expired (Pete C.’s Term)· Tom W. Will Enter His Final Year on the Board· Tim S. Will be Starting His Second Year of Service· Russ T. is the Only Candidate for the Open Position· Any Nominations From the Floor?· Cast Ballots for Election of New Board Member


HOA Officers and Board Support

Officers and HOA Volunteers to the Board for 2012· Secretary – Russ T.· Treasurer – Laura W.· Accounting – Susan R.· Treasury Support – Ann W.· Mailing List – Bill W.· Website – April G-S.

Secretary Position is Open · Need a Volunteer for this Position!· Good for Someone That is Considering Joining the Board


HOA Committees – 2012 Status

ACC Members· Linda T.· Eric C.· Larry F.· Elisha K.· Jim J. (Newest Member)

Landscape Committee· No Members – Need Volunteers!

Neighborhood Watch· No Committee Lead and No Block Captains – Need Volunteers!


HOA Committees – 2012 Status

Social Committee· No HOA Budget for Neighborhood Events as in Prior Years · No Annual Picnic, No Easter or Halloween Events· No Neighborhood Social Events · No Members – Need Volunteers!

Welcome Committee· Shelley C.· Laura W.


HOA Committees – ACC 2012 Status

ACC Request Review for 2012· Follow the Simple Procedure Outlined on the Website· Avoid Incurring Unanticipated Costs through Fines and / or

Reworking of Projects· Be Sensitive to the Time Commitment of the Volunteers and to

The Importance of Your Project, by Submitting Projects Early Enough So You Can Obtain Approval to Begin Work

· It Can Take up to 30 Days for the ACC to Complete the Review of Your Project

· Please Ask Questions Up-Front· The ACC is Ready to Help You Get Your Project Going


HOA Committees – ACC 2012 Status

ACC Request Review for 2012· Twenty (20) Projects Submitted for the Year

Twenty (20) Projects Approved Two (2) Projects Incomplete (Both Painting Projects)

ACC Project Request Approved· (3) Tree Removals (1) Front Door Replacement· (6) Paint Projects (1) Fence Project· (1) Roof Extension (6) Landscape Projects· (2) Covered Patios


HOA Activities – 2012 in Review

Dues, Fines, Past Due Accounts and Bad Debt· HOA Annual Dues Were $490 Per Year· Dues Collected From 59 Households

One Member Dues Not Collected Do to Bankruptcy· Fines and Late Fees Were Assessed Against Four (4) Households

Two (2) Fines are Still Outstanding Board is Taking Action to Collect the Monies Owed

· One (1) 2011 Outstanding Dues Balance Paid by a Lender This Was Not Expected and Was a 2011 Bad Debt



Common Area Maintenance· Barking Maintenance for 2012 Was Performed

73rd Street, Both Ends of 205th and Back Entrance· Trails Maintained on an as Needed Basis· Replaced the Timers for the Sprinkler Systems· Completed Painting of the Mail Kiosks

Thanks to Tom R.!

Front Entrance Makeover· Solicited Bids for Replacement of the Trees, Drainage

Improvement and Plant Improvements· Evaluated Drainage Issues in the Park and Options for Correction



CC&R Compliance Efforts· Dumping in the Restricted Open Space Remains a Concern

Violation of the Open Space Management Plan and CC&R’s· Delinquent Payments and Management of Member Properties

Much time and Effort Spent Collecting Delinquent Dues, Fines and Late Fees

Spent Significant Time Working with Realtors and Escrow Companies to Ensure Two (2) Foreclosed Properties Were Being Maintained or Remedied to CC&R Standards

· Home Ownership Changes Four Other (4) Homes Changed Ownership, Requiring Various

Information from the Board to Support the Sales


HOA Financials – 2012 Actuals / 2013 BudgetBudget Forecast Variance Budget

2012 2012 To Budget 2013

(A) (B) (A-B)Income 121 Homeowner Dues 29,400.00 29,400.00 0.00 30,000.00 122 Special Assessment 0.00 0.00 0.00 0.00 127 Other Income 150.00 1,451.54 (1,301.54) 0.00Total Income 29,550.00 30,851.54 (1,301.54) 30,000.00

Expense Total 210 Office Expenses 675.00 743.00 (68.00) 1,400.00 Total 220 Landscaping 24,185.00 19,921.64 4,263.36 23,900.00 Total 230 Utilities 1,570.00 1,314.00 256.00 1,550.00 Total 240 Recreation 0.00 0.00 0.00 0.00 Total 250 Professional Fees 500.00 15.00 485.00 400.00 Total 260 Maintenance 250.00 131.43 118.57 250.00 Total 270 Fees 50.00 200.00 (150.00) 100.00 Total 280 Insurance 1,830.00 1,872.00 (42.00) 1,900.00 Total 290 Uncollected Dues 490.00 1,069.00 (579.00) 500.00 Total 400 Reserves 0.00 5,585.47 (5,585.47) 0.00Total Expense 29,550.00 25,266.07 4,283.93 30,000.00Net Income 0.00 5,585.47 -5,585.47 0.00


Notes to 2012 Budget vs Actual Costs

2012 Income· 59 of 60 Members Paid Dues in 2012· One (1) Bad Debt From 2012 was Collected From Lenders· Extraordinary Income of $1,452 from Bad Debt, Fines and Interest

2012 Expenses· Budget Shortfalls in Office Expenses, Third Party Fees, Insurance

and Uncollected Dues· Budget Savings in Landscaping, Utilities, Professional Fees, and

Maintenance Minimum Barking and Landscape Maintenance Costs for 2012 No Storm Damage or Additional Trail Maintenance Expense No Property Improvements for Special Projects in 2012 Water Cost for 2012 Less Than Budgeted


Notes to 2012 Budget vs Actual Costs

2012 Expenses, Cont’d· Budget Savings in Landscaping, Utilities, Professional Fees, and

Maintenance Board Managed Collections Without Legal / Lien Costs No Board Education in 2012 Bad Debt Expense of $1,069 Will be Written Off

o Not Likely to be Collected as the Property is in Chapter 7 Liquidation Proceedings

· HOA 2013 Operating Expenses Need to be Properly Funded· Common Area Expenses and Special Projects Will Exceed 2013

Budget Amounts· Reserve Will Fund a Large Portion of the Entrance Improvements

and Park Drainage Projects Planned


HOA Goals for 2013

Projects Under Consideration· Redo the Front Entrance for a Better Year Round Appearance

Replace the Plum Trees with Trees More Resistant to Water Improve Soil Quality and Drainage

· Make the Park Usable Year Round Significantly Improve the Drainage The Park is Not Usable Much of the Year

· Replacement of Bark in the Common Areas per the Schedule· Continue Repair and Maintenance of the Trails


HOA Goals for 2013

More Community Involvement by the Members· HOA Participation Limited to the Same People Each Year

Need to Recruit New People Committed to Supporting the HOA· Re-Establish the Social Committee and Social Budget

Sponsor an Easter Egg Hunt Hold a Halloween Event Re-Establish the Montare Annual Picnic Conduct a Social Event for the Members to Improve

Participation and Foster Relationships in the Community Other Community Events and Project Participation

· Re-Establish the Landscape Committee· Re-Establish the Neighborhood Watch and Block Captains· Support the Maltby Neighborhood Alliance


2012 Annual Meeting Wrap-Up

Open Topics for Discussion

Questions and Answers

Election Results

Meeting Adjournment

montare homeowner’s association annual meeting presentation november 28th, 2012 maltby ...

Documents

hoa volunteers

montare hoa annual meeting628

montare hoa annual meeting728

montare hoa annual meeting528

hoa officers

hoa activities

hoa committees acc

annual picnic