BIRCH POINTE CONDOMINIUM ASSOCIATION

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1 BIRCH POINTE CONDOMINIUM ASSOCIATION April 2017 MISSION STATEMENT "A self-managed and run community composed of a volunteer board that works to keep costs low while striving to enhance property values and provide efficient leadership through open and honest communication." ANNUAL OPEN MEETING REVIEW A small percentage of the community turned out for the Annual Meeting of the Birch Pointe Condominium Association on March 30, 2017 at the Skyline Middle School cafeteria. Roughly 40 units were represented by owners or via proxies. Attendees listened to the Board and guest speakers covering a variety of topics providing pertinent information on Birch Pointe finances and real estate as well as important items relating to the general Pike Creek area. The evening ended with elections. A brief recap follows below. Year-to-date financial review o A quick look at 2017 cash flow, beginning and ending balances of Operating Fund, Operational Reserve and Reserve accounts o Major operating expenses incurred during the 3-month period o Collection endeavors; delinquency progress; attorney referrals; foreclosures and shrriff sales; bankruptcies o Where Your Money Goes Breakdown of HOA fees for 2017 (see attached) Review of the parking proposals outlined in the last newsletter o Hang tags can be costly, enforcement is problematic o A towing company for parking infringements could be engaged but Birch Pointe would most likely get a bad reputation as a result o Designating Visitor areas is less aggressive but more likely to be ignored o The concept of street and/or building pod lotteries was also considered o Situation has come up may times before and most agreed that there may not be a solution o Haley Court and two areas on Birch Circle have the most problems with finite parking o Carving out new spaces from the hills on Haley and Birch were mentioned again but this option is just too expensive for now o Main complaint was the discourteous misuse of spaces in areas with limited parking by visitors and guests, especially at night o It was suggested that a trial of a Proposal A-type Resident Only spaces designated by painted signage be conducted on Haley, following a new Board approval vote Review of the Comcast proposal as outlined in the newsletter o To retain property values and attract new owners, different inclusive services most likely need to be offered o With changing demographics, interest in cable TV is declining while that for internet availability is more attractive, especially as many people are now streaming programs and movies o The suggestion is to include internet service ( Performance 25/5 speed) for everyone and downgrade the type of TV channel plan covered with HOA fees from expanded digital starter to limited basic o Owners would have the option to upgrade to a better TV package such as back to our current one and/or to a faster internet speed and be billed directly by Comcast individually for this o Estimates are that 70% of the community s costs would remain about the same, 10% would see an increase o The Board is recommending to move forward with the proposal, but would like to give the community until May 15th, 2017 to respond in opposition to this proposal; 5% of the community is needed to table this proposal until the expiration of the current contract in May 2020.

2 Mandated home-owner insurance o Following an incident of damages caused by an upper-floor unit leak to a unit below and the responsible party refusing to pay, it was asked if such insurance can be made mandatory for owners o This cannot be done per our legal counsel and that our by-laws would need to be changed to do so o Many but not all mortgage companies already require this o For now, it is suggested that this be recommended to protect owners as well as the community itself o A by-laws rewrite will be budgeted for fiscal 2018 to address this issue as well as many other outdated sections of the current version Realtor presentation by Windsor Dalrymple, Berkshire Hathaway HomeServices o Recapped units currently for sale in Birch Pointe and those recently sold o Highlighted the advantages of condomminium ownership, especially regarding property maintenance o Covered items which affect the price of real estate o Indicated that Birch Pointe is a desirable community, both from a seller s as well as a buyer s perspective Location, uniqueness, appearance, value, area growth o Noted that mortgage interest rates are starting to edge up and that inventory is small o Contact information for anyone looking to sell a property in Birch Pointe wishing to use Windsor as a resource windsor.dalrymple@foxroach.com ( ); phone (302) (business) and (610) (cell) Information provided by Mike Ramone, State Representative 21 st District o Contact information michael.ramone@state.de.us ( ); (sign up for his e-newsletter) 211 Nathan Court, Newark, DE 19711; (302) (office), (302) (cell) o Updates on Three Little Bakers (golf course), Linden Square, Pike Creek Bowling Alley site Bowling alley burned down; Fire Marshall s report indicates arson or accidental arson Zoned for entertainment/recreational commercial usage (thanks to former Rep Joe Miro) Was first proposed to be used as a public safety square (e.g., fire station, paramedic unit) Most recent interest was by Shop Rite but this would need to be approved by 60% of surrounding communities (the three Lindens ), which is unlikely Linden Square development is stagnant, in a quagmire due to a Capano brother s death; a new investor might be brought in o Mentioned some state issues including: the new budget and accompanying deficit; school taxes, school districts, and state spending on education; medicaid and senior tax credits; Delaware Park and Dover Downs revenue streams and bailouts o Upcoming safetly meeting on April 18 or 19, Skyline Middle or Dickinson High School in light of recent abductions Board election results and subsequent appointments o Re-elected: Manuel Harnisch, Monica Rieder, Susan Yeatman, Cheryl McDonaugh o Newly elected: Stephen Paparazzo, Richard Shelton, Tom Saienni o Special meeting held Saturday, April 1, 2017 to accept the non-quorum election results and conduct officer elections Agreed to appoint all elected members to a one year term Designated with a majority vote the following officers: - President: Manuel Harnisch - Treasurer: Monica Rieder - Secretary: Stephen Paparazzo - All others: Members-at-Large

3 ADDITIONAL NEW SPEED BUMPS TO BE INSTALLED As there seems to be continued speeding in several areas of the community, the Board has decided to be pro-active in its efforts to avoid possible accidents. Several occasions have been reported where residents walking dogs or simply putting trash in dumptsers have almost been hit by vehicles failing to stop at the Birch Circle curb or the Haley Court/ Birch Circle intersection. Owners as well as their guests often do not obey the posted stop signs and roadway markings. To date there have been no accidents or personal injury but this situation needs to be addressed before something does happen. So, in order to get EVERYONE to slow their roll, rubber speed bumps will be installed at the above mentioned sites in an attempt to keep Birch Pointe a safe place to walk and drive. (they may already be present when this newsletter is sent out!) Use care when navigating the streets: be aware of pedestrians and of cars backing out of parking spaces SMOKING POLICY REMINDERS Smoking is prohibited in all building common areas including hallways and staircases. It is permissible to light up only once outside. In addition, butts should be disposed of properly. The Board has been notified multiple times of smokers having thrown cigarettes into areas full of flammable pine needles as well as over balcony railings. These are both not only extremely dangerous and possibly harmful to pets and wildlife, but also contrary to the Birch Pointe code of conduct. Please keep this in mind and remind your guests as well. COMMUNITY REMINDERS AND REFERENCE INFORMATION DUMPSTERS ARE FOR HOUSEHOLD TRASH AND RECYCLING ONLY! Please DO NOT leave trash on the outside of the dumpsters; or put mattresses, furniture, carpets, appliances, etc. in or beside the dumpsters; Private contractors are NOT permitted to dispose of used materials in BP dumpsters If the dumpster closest to you is full, please be courteous and take it to the next closest bin. If you have large items to be removed, you will need to have a pick up by a private source as our waste removal company is NOT contracted to remove large items or overflow. If items are in reasonable shape, consider donating them to a charitable organization which will often come on-site and possibly even receive a tax deduction! If you DO see a resident disregarding these by-laws, maintenance@birchpointe.net. Once an offender is identified, the resulting special pick up fee [currently $175] will be charged to his/her account, along with an additional fine. For owners who have rental units, this cost will be invoiced to YOUR account so please communicate this regulation directly to your tenants. Everyone s cooperation and assistance is appreciated. PET WASTE and PET LEASHING Cleaning up after your pet is expected. Fine for disregarding this rule is $50 per occurrence. Please dispose of bagged pet waste properly disposed; for convenience, pet waste baskets have been installed on Claremont Court and Diana Drive open space areas and also between 3700 and 3800 Haley Court. All pets are to be leashed at all times. Per Birch Pointe by-laws, commercial vehicles are NOT permitted to be parked overnight on site. Common areas are solely for ordinary passenger vehicles. Should owners have such trucks or vans as their only means of transportation, it is required that any signage, logos, and/or advertising be covered up and blocked such as with removable magnetic panels.

4 Next Board Meeting Scheduled for May 9, 2017 (Skyline Middles School Library, 6:30PM) Current status information for April Real Estate Status: Online resources such as Realtor.com, Trulia, Zillow, Estately.com, etc. (since last newsletter) (1) Units on market: 3 on Birch Circle: regular 1 with price drop, June sale pending 1 on Diana Drive: regular 1 on Haley Court regular sale pending mid-april 2017 (2) Unit(s) sold: 1 on Haley Court regular Notes: Let a member of the Board know if you are aware of a new listing in Birch Pointe, or if YOU are moving and planning to sell your own condo. Eric is the Birch Pointe real estate liaison and can provide many of the essential documents, forms, and certifications needed for property transfer for a $25 fee. Birch Pointe has been recertified by HUD allowing them to obtain FHA insured mortgages. Birch Pointe has a policy regarding investors to protect the interests of ALL owners which must be disclosed to potential buyers, either directly by the seller or by his/her realtor. The document outlining this policy which was established in 2013 is clearly outlined on our website. Collections Report: (1) Total collected in HOA fees for the month of March: $ 91,755 * $ 25 DUCIOA re-certification fees * This does not reflect $4,820 of the deferred income collected in January for the various 6- and 12-month HOA fee pre-payments attributable to March. (2) Large(r) payments received for the month: $ 2,370 at settlement for past HOA fees from a sheriff sale 1 at $750; 2 at $700; 4 between $650 and $685; and 5 between $400 and $500, all addressing delinquencies REMINDER: OWNERS WHO ARE NOT ENROLLED IN ACH (OR OTHER TOTALLY E-FUND TRANSFER) ARE NOT ELIGIBLE FOR THE $20 DISCOUNT; MONTHLY HOA FEES IN 2017 ARE $350 Notes: Owners in financial difficulty should speak with a Board member to discuss their situation and arrange a payment plan/schedule to address ways of clearing up past balances. A Birch Pointe ACH enrollment form is attached for convenience. Sign up and receive a $20 discount on your monthly dues. Contact Monica for more info at mrieder@birchpointe.net. Cable service will be disconnected on delinquent accounts without a Board-approved payment plan.

5 Treasurer s Report: (1) Total operating costs for the March: $103,705 (2) Major expenses: $ 17,885 for community snow plowing, shoveling and salting $ 7,350 for balcony inspections (done on a 3-year basis) $ 4,449 for legal fees for delinquency collections $ 4,383 for annual spring pest control treatment $ 3,500 for monthly landscaping (3) Capital improvement expenditures: $ 6,390 for balcony support post repairs (4) Status of Birch Pointe accounts: Operational Reserve = $ 50,312 * * $35,000 was transferred from the Operating Fund to the Operational Reserve at the beginning of the month (see financial summary at end) Reserve = $ 254,582 BIRCH POINTE DIRECTORY/IMPORTANT NUMBERS GENERAL PROPERTY MANAGEMENT QUESTIONS Eric Kennedy phone: (302) ; ekennedy@birchpointe.net MAINTENANCE ISSUES AND QUESTIONS Maintenance staff (Dennis, Eric) maintenance@birchpointe.net ACCOUNT STATEMENTS / CONDO FEE QUESTIONS / ACH PAYMENT SIGN-UP Monica Rieder mrieder@birchpointe.net BIRCH POINTE MAINTENANCE EMERGENCIES phone: ; maintenance@birchpointe.net

6 March 2017 Financials Operating Account Beginning Balance: $ 110, Inflow Operating Income: $ 91, (does not reflect $4,820 of income from January prepays for the month) Inflow One-time Transfers (from ORA*): $ 0.00 Outflow Operating Expenditure: $ 103, Outflow Capital Expenditure: $ 35, Outflow One-Time Transfer (to ORA*): $ 0.00 Ending Balance (for 2016): $ 57, Target Ending Balance: $ 50, Surplus / Deficit: $ 7, Operational Reserve Account (*ORA) Beginning Balance: $ 15, Inflow Periodic Transfers: $ 35, Inflow Interest: $ 3.33 Outflow Periodic Transfers*: $ 0.00 Ending Balance: $ 50, Reserve Account Beginning Balance: $ 254, Inflow Periodic Transfers: $ 0.00 Inflow Interest: $ Outflow Periodic Transfers: $ 0.00 Outflow One-time Transfers: $ 0.00 Ending Balance: $ 254, Target Ending Balance: $ 250, Surplus / Deficit: $ 4,582.36

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8 BIRCH POINTE CONDOMINIUM ASSOCIATION CENSUS FORM P.O. Box 1195 Hockessin, DE Unit Address: Number of Persons Residing in Unit: Legal Owner s Name: Address: Legal Owner s Mortgage Company: Legal Owner s Insurance Company: Legal Owner s Phone Number(s): Home Work / Mobile If Non-Resident, Mailing Address: Tenant(s) Full Name(s) and Phone Numbers: Name Home Number Work / Mobile Name Home Number Work / Mobile Emergency Contact Info: Name Phone Vehicle(s) Owned by Occupant(s): Year Make / Model / Color State & License Plate Number Year Make / Model / Color State & License Plate Number Pet(s) in Unit: Size / Breed Are you currently in possession of the Rules and Regulations of the Birch Pointe Condominiums? Yes / No I understand that the above information is for the sole use of Birch Pointe Condominiums Association and its authorized agents in maintaining the community and providing emergency services. I also acknowledge that I must notify Birch Pointe Management if there are any changes in this information and/or if my unit is rented or sold. Signature of Owner Date Census:

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10 Direct Payment Plan Authorization Form 1. Mark the box of the type of account from which payment will be deducted, either a checking or savings account. 2. Fill in your name, unit number/address, financial institution information, and date. 3. Indicate what day of the month funds should be withdrawn and if this is for a monthly or 6-month pre-pay draw. 4. Attach a voided check for verification of all financial institution information. 5. Be sure to sign the form! AUTHORIZATION FOR DIRECT PAYMENT I authorize Birch Pointe Condominium Association to initiate electronic debit entries to my: (check ONE) checking account OR savings account for payment of my condominium fee(s) on or about the day of the month selected below, as well as any late fees, fines or assessments that are assessed (returned ACH fee, census non-completion fine, general fines, etc.). This authority will remain in effect until I have cancelled it in writing. Processing date (check ONE) 1 st of month 11 th of month 21 st of month Processing schedule (check ONE) monthly 6-month pre-pay Starting month Unit ID (e.g. 5001BC, 4005HC, 5203DD) Financial Institution / Bank Name (Please Print) Account Number at Financial Institution Financial Institution Routing/Transit Number Financial Institution City and State Signature Date PLEASE KEEP A COPY OF THE AUTHORIZATION FOR YOUR RECORDS Please mail to: Birch Pointe Condominium Association, P.O. Box 1195, Hockessin, DE Staple Voided Check Here QuickTime and a decompressor are needed to see this picture.