Annual Meeting Agenda

Transcription

1 Annual Meeting Agenda Timberview Estates West Homeowners' Association Annual Meeting Agenda Tuesday, January 14, :45 p.m. Sign-in begins I. 7:00 p.m. Call the meeting to order Jerry Leeseberg, TEW BOD President a. Introductions & Determination of Quorum II. Special Guests City of Flower Mound Code Enforcement & Police Department a. Welcome Rick Tetens b. Officer Justin Buck III. Approval of 2013 Annual Meeting Minutes IV. 2013/2014 Budget Review V. Nominations a. Elections of New Directors VI. Open Discussion/Q & A Board of Directors VII. Election Results VIII. Adjourn Meeting Attachments Committee Interest Form Manager s Report Important Contact Information FAQ s A special thank you to Katy Nock, Consumer Affairs Specialist & The Kroger Co. for bringing snacks to our 2014 annual meeting!

2 TIMBERVIEW ESTATES WEST HOA 2013 ANNUAL MEETING TEW HOA annual meeting minutes, , held at the Flower Mound Courts Building, public meeting room (early voting room). The Board was represented by Jerry (President) and Dennis (Secretary). Carmen Reyes represented Premier. There were an additional 5 residents in attendance. The purpose of this meeting was to fill two expiring Board positions and to give an overview of our operations. Proxies were solicited for quorum requirements and 20 were received. The first meeting call at 7:00 pm did not meet our quorum requirements. The 6th meeting call resulted in our being able to meet our statutory quorum requirement of 20 homeowners. The meeting was called to order at 7:10 pm. A motion was made and a second provided to accept the meeting minutes from the March, 2012 General Meeting. The motion was passed with unanimous consent. Jerry and Carmen presented their respective pieces of the Association Power Point presentation and entertained questions from the membership. No matters were discussed that required additional follow-up from the Board. The election was held and the ballots were counted, recounted, and certified by Carmen and two volunteers who were not Board members. Janet Furlow and Kyle Goodman were elected to the Board. Without objection, the meeting adjourned at 7:45 pm. Regards, Dennis Rains, Secretary Timberview Estates West HOA

3 TIMBERVIEW ESTATES WEST HOMEOWNERS ASSOCIATION 2013/2014 ANNUAL MEETING MANAGERS REPORT Correspondence 5 new homeowner accounts have been process since the January 2013 annual meeting. Upon resale, a Resale Disclosure packet will be provided to new homeowners including a Welcome Letter, Fact sheet about the association, governing documents and a modification change request form. 6 applications for modifications to homes were received and processed. 37 violations were addressed in 2013 regarding deed restriction violations. These are updated on an ongoing basis. Mailed notice of Annual Meeting. 20 s were sent via connect during the year regarding social and Board related events and meetings. Management Completed administrative, clerical, supervisory, and management functions as required. Received and responded to service inquiries, enforcement notice responses, violation reports, and resident complaints. Performed routine regular site visits, and additional visits required for violation enforcement, and contract administration. Prepared Agenda Packets for the Board of Directors meetings. Filed 2013 Corporate Income Tax Return. Mailing of Assessment Notices and Special Assessment Notices for the year. Organized the 2014 Annual Meeting. Worked closely with landscape contractor keeping irrigation and landscape updates on target. Worked with Board on notifying homeowners along Timber Trail Drive and Timber Court of wall renovations being done by Marquis Apartments by sending and posting notices on site to those affected. Prepared the preliminary 2014 Budget for Board review and approval. The Board adopted remaining policy updates recommended by FirstService Residential pertaining to flags, rainwater systems and solar devices. Theses polices are available at both and Worked with the Board to finalize pay off of special assessment loan with Compass Bank. Landscape JL Lawn Service has been busy keeping Timberview Estates West looking fresh. JL has been working with the approval of the Board to update the entry landscaping areas. The goal is to plant more drought tolerant pernnials and decrease the size of the colorbeds which will help should weather restrictions continue to become more strick in JL also installed some elements to the irrigation system which will also help the landscaping be watered more efficiently. Committees Currently seeking new members for all Committees.

4 TIMBERVIEW ESTATES WEST HOMEOWNERS ASSOCIATION 2013/2014 ANNUAL MEETING MANAGERS REPORT Insurance and Taxes Bound the HOA for the following policies: 1. Directors and Officers 2. Texas Commercial Property 3. Excess Liability 4. Workman s Compensation Board of Directors Met with Board of Directors 7 times during 2013 not including on-site meetings to walk the entrances regarding landscape updates. Financial: Prepared monthly financial reports for the Board of Directors. Implemented assessment collections as per the Association s Collection Policy. Paid invoices to all vendors and utilities. Handled title company requests for resale certificates and status of accounts for closings. Handled customer inquiries regarding homeowner accounts. Pursuit of delinquent accounts.

5 Financial Overview December 2013 Budget Budget Operating Income Assessments $48,150 $48,150 $48,150 Specific Assessment Brick Wall $42,800 $42,800 $0 Other Income $9,623 $3,770 $2,387 Total Operating Income $100,573 $94,720 $50,537 Operating Expenses Utilities $9,847 $9,300 $11,000 Landscape $18,309 $17,140 $17,890 Common Area Maintenance $0 $3,000 $0 General & Admin $26,178 $19,474 $17,500 Committees $397 $1,000 $500 Insurance $3,426 $3,576 $3,602 Total Operating Expense $58,157 $53,490 $50,492 Net Income $42,416 $41,230 $45

6 TIMBERVIEW ESTATES WEST HOMEOWNERS ASSOCIATION COMMITTEE ORGANIZATION GOALS, FUNCTIONS & RESPONSIBILITIES The following information outlines the overall goals of each committee and outlines a list of the main functions and responsibilities of each committee. SAFETY COMMITTEE Goals: Enhance safety awareness in the community. Take a leadership role in working with local law enforcement and organizing a crime-prevention network of block captains for every street in the neighborhood so that residents may watch out for one another. Investigate the latest ideas and trends in both property crimes and crimes against persons and how to prevent those types of crimes in the community, and communicating this information to the community. Functions/Responsibilities: Work with the local police department to establish a crime watch or similar program Establish block captains Communicate other safety needs / precautions / recommendations to the neighborhood via the newsletter, website, or other board approved medium As needed-work with the city to implement traffic improvements such as stop sign, speed-limit enforcement, reduction, and/or signs; cross walks, school zones, etc. Coordinate National Night Out Coordinate attendance of Police Department representative for annual meeting to discuss and educate homeowners about Crime Watch. Coordinate with Social Committee to have safety related activities at Social Events, such as having a fire truck or fingerprinting at a block party. Submit a newsletter article each quarter to the Communication Committee or to FirstService Residential if no Communication Committee exists. COMMUNICATION COMMITTEE Goal: Keep the entire community informed of important community events, as well as city, state, and county items of interest to homeowners. Functions/Responsibilities: Maintain frequent contact with other committees to report current events Coordinate receiving reports from other committees Generate a newsletter or coordinate submission of articles on a regular basis to be established by the Board or committee based on news-worthiness and cost restraints. The final copy of the newsletter must be approved by the Board of Directors. Update on community information related directly to the neighborhood (road closings, construction, school dates, etc.) Update on pertinent information in the city (elections, changes in trash days, etc) LANDSCAPE COMMITTEE Goals: Work with the Board and FirstService Residential to keep the community beautiful. Functions/Responsibilities: Notify FirstService Residential through their emergency pager system of any maintenance needs such as irrigation zones that are stuck on, or other emergency type repairs that require immediate attention after hours. Make recommendations to the board and FirstService Residential for seasonal flower changes. Implement a yard-of-the-month contest, seasonal holiday decorations and contests. Submit a newsletter article each quarter to the Communication Committee or to FirstService Residential if no Communication Committee exists. Report activities to and work at the direction of the Board of Directors.

7 TIMBERVIEW ESTATES WEST HOMEOWNERS ASSOCIATION COMMITTEE ORGANIZATION GOALS, FUNCTIONS & RESPONSIBILITIES SOCIAL COMMITTEE Goal: Foster a cohesive community by organizing fun, interesting events for the entire community so neighbors can meet and socialize each other. Functions/Responsibilities: Brainstorm ideas for association social events & plan events for the year in advance. Create an annual budget with an estimated cost for each actual event. For each event, create an itemized budget to be approved by the Board of Directors before any spending takes place. Report planned events to the Communication Committee (via the Board, newsletter coordinator, or FirstService Residential Communities) for notification to the neighborhood. All activities which HOA funds go toward should be all inclusive of the community members. Examples: Garage/yard sales, Taste of Your Community, pot-lucks, holiday events: decorating contests, Easter egg hunts, Halloween hay-ride, Thanksgiving parade, back-to-school party, and ice cream socials. Events for specific groups are great, but can not involve HOA funds. Some examples are: Ladies/men s night out, couple s night out, supper club, Mom s playgroups/babysitting co-op, card clubs, and movie night. Submit a newsletter article each quarter to the Communication Committee or to FirstService Residential if no Communication Committee exists. ARCHITECTURAL CONTROL COMMITTEE Goal: Review modification requests by using the rules set forth in the Covenants, Conditions and Restrictions in the Declaration. Functions/Responsibilities: Meet on a regular basis to review plans for exterior improvements ( ACC applications ) within the time stipulated in the Declaration Give a timely response to the Association manager in writing Report information to Communication Committee including common guidelines, request questions / concerns, ACC application reminders and meeting report. Submit a newsletter article each quarter to the Communication Committee or to FirstService Residential if no Communication Committee exists.

8 TIMBERVIEW ESTATES WEST HOMEOWNERS ASSOICATION Committee Interest Form : Yes! I want to join a committee! My Name: My Address: Contact Number(s): My Address: Please Check One: Social Committee (initiates and organizes social events for the community; holiday parties, community barbeques, pool socials, card clubs, etc.) Communications Committee (works closely with other committees, welcomes new neighbors, creates neighborhood directory, and helps with the community newsletter) Safety Committee (often works with the local police department, helps form a neighborhood watch, informs neighborhood of any safety concerns) Landscape Committee/Pool Committee (the landscape committee is the eyes of the community and advises FristService of any landscaping needs, i.e., broken sprinkler heads, entry lights not working, etc.) and (the pool committee assists BOD in the pool area maintained and reports issues or disturbances to the property association manager when necessary) Please return to: Timberview Estates West HOA c/o: FirstService Residential 3102 Oak Lawn Suite 202 Dallas, TX cindy.martin@fsresidential.com By fax: (214)

9 HOA responsibilities TIMBERVIEW ESTATES WEST HOMEOWNERS ASSOCIATION Purpose of Homeowners Association City usually requires HOA if there is common property Protect / Increase your property values Create cohesive community Own common areas - entries, ponds, fountains, etc. Maintenance of common areas Developer does installation Enforce the Covenants, Restrictions, and Conditions Architectural Control Accounting Department WHAT FIRSTSERVICE RESIDENTIAL MANAGEMENT COMPANY DOES FOR YOUR HOMEOWNERS ASSOCIATION Process Payables & Receivables Collections Attorney Referrals Monthly, Quarterly & Yearly Financials Tax Filings Administrative Homeowner & Realtor Inquiries Process Closings/Transfers Maintain Database Homeowner Communications, Postcards, Newsletters, Meeting Notices Property Management Representative on call 24/7 (emergency number ) Manage Vendors Drive Property Enforce Covenants, Restrictions and Conditions Monitor Utility Usage Homeowner Inquires Process ACC Requests Acquire & Monitor Assoc. Insurance Schedule, Facilitate & Attend Meetings Assist Committees

10 Frequently Asked Questions and Answers Why and when do I pay homeowners assessments? The purchase of your new home includes mandatory membership in the Homeowner s Association, a non-profit, Texas Corporation. The annual assessments are billed in February and are what pay for the operating cost of the Association and the maintenance cost of the common areas. The assessments also pay for the Association s general administrative cost including the management company as agent for the Association enforcing the Covenants, Conditions and Restrictions of the Association. In addition, the assessments pay the liability and property insurance protecting the assets of the association. What are the Deed Restrictions? The Declaration of Covenants, Conditions and Restrictions (a.k.a CC&R s or Deed Restrictions) are a legal contract between our neighbors and ourselves which are for the purpose of establishing a general scheme for the development of the Property and for the purpose of enhancing and protecting the value, attractiveness and desirability of lots within the property and are binding on all parties having or acquiring any right, title, or interest in the property or any part thereof. Where can I get a copy of my deed restrictions? A copy of the Deed Restrictions for your property should have been provided during the closing process when you purchased your home. If not or if it has been misplaced, a copy can be obtained from your Association Manager or online at Who oversees homeowner compliance with our deed restrictions? The Board of Directors of the Association administrates and has the authority for the enforcement the compliance of the community Deed Restrictions. The Architectural Control Committee (ACC) along with each homeowner share responsibility for ensuring compliance. The quality and value of the community is much of the reason that most of you bought your homes here. The purpose of the ACC is to help guide homeowners to stay within their deed restrictions when they want to make changes to the outward appearance of their home and/or property. The Board of Directors engages an Association Management firm to assist the Homeowners Association with the administration of the Association and provisions of the deed restrictions. The Association Manager is instrumental in providing expertise in the operation of the Association and assistance to its members in maintaining compliance or implementing solutions. How do I know if I need Architectural Control Committee approval for my project? The simplest answer is to read your copy of the Deed Restrictions. However, for most of us, that is easier said than done. Our Deed Restrictions are full of legal wording and have bits and pieces of important information scattered throughout. Occasionally, clarifications will be published in the Newsletter or call your Association Manager. Any change to the exterior of your house and/or land is probably subject to ACC review and approval prior to the change. One thing you never have to worry about is having your request rejected as unnecessary. If you take the time to prepare and submit a request, the ACC will take the time to review and respond to it. Remember, if a member of the Association makes an improvement to the exterior of their property without obtaining the ACC approval, this is a serious violation of the CCR s. The Board of Directors must abide by the Association s By-Laws and CCR s to enforce the remedy of any violation. How does a homeowner make a request to the ACC?

11 All requests must be submitted on a Property Modification Approval Request Form to our Association Manager at FirstService Residential. A copy of the Property Modification Approval Request Form is available through newsletters, on the website, or by calling or ing the Association Manager for a copy. Please complete the form in its entirety as it applies to your improvement project; and remember there is no such thing as too much information. The more information included, the more likely your project will be approved in a timely manner. How do I know if I also need a permit from the City? Common residential improvements requiring a permit include, but are not limited to, swimming pools, sprinkler systems, dog houses, storage buildings, detached garages, sunrooms, gazebos, patio covers (whether open or solid), pergolas, awnings, flag poles, replacement windows, solar screens, sun tunnels, skylights, retaining walls more than 4 feet above actual base (engineering study also required), decks more than 6 inches above the ground, and fences more than 6 feet tall (special restrictions may apply to corner lots). To receive more specific information on requirements for your project, call the city permits department. How can I report irrigation or landscaping problems? Call FirstService Residential emergency number Remember to leave your name, return telephone number, type of problem as well as location and time. You will receive a return call confirming the reported emergency. What is the Role of Committees? The committees are the backbone to the community and provide strong support to the board and the community. The committees serve to the pleasure of the Board of Directors in representing the member s needs. The committee members meet regularly to discuss matters of interest and participate in the following; (1) Active role in the community s area development (2) Organize social events (3) Instrumental in steering public interest in security and safety (4) Recognize members landscaping (5) Assist the Association Manager in review of the community s landscaping. Regular scheduled meetings are held during the year where the committees will discuss their objectives and goals. The Chairpersons will meet quarterly with the management company and report on each committee s activities. A committee interest form is included and we encourage you to complete one and submit it to FirstService Residential if you would like to get involved in your community! 2

12 TIMBERVIEW ESTATES WEST HOA Connect and Contact Information View your account balance and history in real-time Access the governing documents for your association Search frequently asked questions Read current and archived newsletters View account information, including address, phone number and registered to your account If you would like to register contact Cindy Martin at Timberview Estates West HOA Management Contacts Cindy Martin Association Manager Stephanie Frazier Irvin Director of Management Management Company FirstService Residential Mailing Address 3102 Oak Lawn Ave. Suite 202 Dallas, Texas Monday Friday 8:30 AM - 5:30 PM Telephone Fax Website 24/7 Emergency Departments Resale/Refinance Certificates ext Account & Customer Services accountservices.tx@fsresidential.com

13 TIMBERVIEW HOMEOWNERS ASSOCIATION, INC. ACC APPLICATION Phase Property Modification Approval Request Form As each of us bought our property in Timberview Estates Homeowners Association, we agreed by our signatures to abide by the Declaration of Covenants, Conditions and Restrictions (a.k.a. CCRs or Deed Restrictions). The Deed Restrictions protect our property values by keeping the community a highly desirable place to live. ACC (Architectural Control Committee) approval must be obtained prior to the start of your project. To avoid delay, make your request as complete as possible and type or print legibly. You will also be required to supply a drawing of work to be done. Incomplete requests will be returned for additional information. Incorrect information or changes made after approval invalidates approval. The goal of the ACC is to assure that all changes to our properties conform to the appropriate Deed Restrictions. Thank you for your understanding and cooperation. ABOUT THE RESIDENT(S) Name(s) Address Rq. No. ACC Use Only Phone(s) Best time to call 1. ABOUT THE PROJECT Proposed start date Proposed completion date Describe the nature of the project (attach pages as necessary) Location (attach sketch/drawing) Dimensions Colors Distance from fences and easements Shape Materials Builder Other (specify) IMPORTANT: Include plan view and elevation drawings (to scale) plus any other supporting documents indicating project's location and its relationship to property lines, neighbors, construction, easements, etc. 2. ABOUT THE REQUIREMENTS YES NO N/A I/We have read the appropriate Deed Restrictions and understand the requirements I/We have obtained a City building permit (attach copy) (if needed) This project will require a fence removal (if yes, inform Association Manager) Completed project will be visible from the street Check any that apply: Corner lot Project already started/completed Homeowner's Signature Date Signature constitutes permission for ACC members to inspect property and agreement to abide by ACC's decision. Fax, , or Mail this request, along with all Supporting documents, drawings, photographs, etc. to: FirstService Residential Attention: Cindy Martin 3102 Oak Lawn, Suite 202 Dallas, TX For additional information or call: Cindy Martin Association Manager cindy.martin@fsresidential.com Fax ACC Form R (rev 03/13) Supersedes all other forms