2011 Cottages and Villas Association Annual Meeting Minutes

Transcription

1 P a g e Cottages and Villas Association Annual Meeting Minutes Wednesday, October 27, 2011 ATTENDEES: Cottages and Villas Residents: 23+/- in attendance Cottages and Villas Association Board of Directors & Association Management: Brian Davison, President of the Cottages and Villas Homeowners Association Board of Directors, Minerva Managing Partner; Sheila Wolfe, Cottages and Villas Homeowners Association Community Manager; Kim VanRoyen, Cottages and Villas Administration. The meeting was called to order by Sheila Wolfe, Community Manager at 6:05 pm. Sheila Wolfe, Heron Bay Community Manager welcomed everyone and provided a summary of the topics to be discussed. She introduced and welcomed the new Advisory Committee Chair, Rochelle Williams. She also introduced Valerie Peterson, Social Committee Member. Valerie Peterson, Social Committee Member covered the following upcoming events: Holiday Safety & Security Tip Meeting: Will be held Tuesday, November 8 at 6:00 pm at the Heron Bay Community Association Lodge. It will be hosted by Officer Jason Hart of Henry County. Diana Brown, CLC Chair will co-host and also speak about the importance of the Neighborhood Watch Program. Goblin Gallop: Will be held Saturday, October 29, Registration will begin at 9:00 am. It is being hosted by Hands on Henry, a free, non-profit medical clinic in Henry County. It will be catered by Gezzo s Grill. Awards will be announced at 12:00 and everything should be wrapped up by 1:30 pm Master Annual HOA Meeting: Will be held Thursday, November 17 at the Heron Bay Community Association Lodge at 6:00 pm. (Since the Cottages and Villas meeting, the Annual Meeting has been changed from November 17 to November 29, 2011 at 6:00 pm)

2 P a g e 2 Cottages and Villas Adult Costume Halloween Party: Will be held Saturday, October 29, 2011 at the Cottages and Villas Clubhouse from 7pm 10 pm. Costumes are encouraged. There will be a DJ, prizes and door prizes. Cottages and Villas Holiday Party: Will be held December 10, 2011 at 7:00 pm. More information to be forthcoming. Valerie passed around note cards, for anyone interested, to write down any ideas or suggestions for events that they would like to see happen in the community. Valerie mentioned that they have a very limited budget to work with. However, she is willing to go out into the community and ask for donations. Again, she reiterated that volunteers are always needed. The meeting was turned over to Rochelle Williams, Advisory Committee Chair who covered the following topics: Advisory Committee Members: She acknowledged and introduced those Advisory Committee Members that were present: i. Louisa Bedingfield, Cottages and Villas Clubhouse Operations Member. Louisa oversees and deals with problems arising in the Cottages and Villas Clubhouse (i.e., security, lights, plumbing, water, etc.) and works very closely with the Association Management Team. ii. Dorothy Brown, Cottages and Villas Clubhouse Reservations Member. She handles reservations for the Cottages and Villas Clubhouse. Dorothy stated that Cottages and Villas residents can either get reservation forms off the website or pick them up from her. The costs involved in renting the Clubhouse are as follows: $ security deposit, which is refundable and $25.00 rental fee, which helps pay for paper supplies and clean up. iii. Roosevelt Pearce, Cottages and Villas Finance Committee Member. Roosevelt works closely Association Management & reviews the Cottages and Villas budget, line items and expenses. If you have any questions regarding these items, you may call him at or him at Roosevelt@HeronBayMail.com or you may always call the Heron Bay Community Association Management office at iv. Connie Fox, Cottages and Villas Landscape Committee Member. Connie assists Mark Schaefer with landscaping issues throughout the Cottages and Villas community. Mark and Connie are available to answer question about landscape maintenance and works closely with the Serenity Landscaping.

3 P a g e 3 v. Valerie Peterson, Cottages and Villas Social Committee Member. Valerie organizes community events for the Cottages and Villas Community. She also networks to get resident volunteers to assist on many events. vi. Those Advisory committee members not present were, Mark Schaefer, Landscaping and Darryl Dardar, Villas representative. vii. The following positions are open and members are still needed to fill these positions on the Cottages and Villas Advisory Committee Board: 1. Cottages and Villas Committee Secretary This individual will take notes/minutes at the meetings and then forward them to the Heron Bay Community Association Management Team. This position is held by one of the Advisory Committee Members in a dual role. 2. Cottages and Villas Communication Member This individual will obtain contact information from the residents of the Cottages and Villas community. They will be responsible for the neighborhood directory and general community communication. 3. Cottages and Villas Covenant Standards Member This individual will be responsible for answering any questions regarding issues on car parking, exterior changes, outside decorations and covenant clarifications. If this member is unable to answer your questions, they may refer the resident to the Heron Bay Community Association Management Team to get those particular question(s) answered. 4. Cottages and Villas Newsletter Member This individual would put together the newsletter for the Cottages and Villas Community on a monthly basis. 5. The following positions are also in need of an additional person to help assist the committee member that is already in place on the Advisory Committee: Clubhouse Operations and Social Committee. # Of Advisory Committee Members: Rochelle stated there are currently 8 committee members serving on the Advisory Committee Board. Overview of Advisory Committee, Present and Future: i. As stated by Rochelle Williams, the purpose of the Cottages and Villas Annual Meeting is for any resident who may have questions in which they would like

4 answered by the Cottages and Villas Board of Directors or the Heron Bay Community Association Management Team; they may do so at that time. P a g e 4 ii. In most cases, residents will take all questions, concerns and recommendations to the Advisory Committee Member in which the question(s) pertain to (i.e. Landscaping, Covenants, etc.) The Advisory Committee Member should, at that time, will answer the question. If for any reason, they are unsure of the answer(s), then they would need to go the Advisory Committee Chair to see if they can get an answer. After that time, if the Advisory Committee Chair is unable to answer or help with that particular concern, then the Committee Chair should then present the question(s) or concern to the Heron Bay Community Association Management Team. If at that time, no answer or solution has been found, then the Association Management Team will then take the concern to the Board of Directors. iii. The next meeting will be sometime in mid-january, 2012 to discuss new ideas, topics and adding or removing members to the Committee. iv. She would like to get more residents involved in the Advisory Committee and bring everyone together between the Cottages and Villas. v. She also mentioned getting more residents involved to start a Neighborhood Watch program. Information is available by contacting Diana Brown, CLC Chair. The meeting was turned back over to Sheila Wolfe, Community Manager. Sheila covered the following Cottages and Villas topics: 2011 Budget Update: Sheila covered the 2011 Actual Budget. She stated the actual income for 2011 covering line items such as expense and income. A copy of the 2011 budget was given to the residents that were present Draft/Proposed Budget: As explained, the projected number of homes to sell in the Cottages and Villas will increase as the year progresses. At the present time, there are no plans to raise the Cottages and Villas sub-association dues from $ per month. Monthly fees are due on or before the 5 th of each month. Monthly assessment coupons will be mailed with the final 2012 Cottages and Villas Budget. (*Note-Cottages and Villas residents will receive monthly coupons for one year. A coupon should be mailed in with each payment. You may also drop off your payments at the Lodge. The Association Management Team kindly requests that you do not staple your coupon to your check.) A copy of a draft budget was given out at the meeting. Update: The final budget was mailed to all Cottages and Villas residents. i. Sheila covered the 2012 estimated expenses by line item.

5 P a g e 5 ii. Misc. Repairs this line item may include things that have not yet been allocated for such as storm cleanup and repairs, irrigation repairs, clubhouse repairs, hardware or electrical repairs, etc. iii. Pine straw The question was asked why has the line item cost for pine straw gone up higher from the 2011 Budget. It was answered because as recommended to the Cottages and Villas Association that residents want pine straw installed twice a year instead of once a year. It was suggested that pine straw be installed in certain months. It was explained that installation may be weather dependent i.e. such as when leaves will fall from trees. Many residents have requested that one install be just before Thanksgiving, so the community will look good through the upcoming holidays. iv. Flowers The same questions was asked for the line item cost for flowers. Again, it is because the Cottages and Villas residents want flowers put out twice a year instead of once a year. v. Social Expense this line item has gone down in 2012 from the 2011 budget. It is typically budgeted for $1500-$1800 per year. However, only $1100-$1200 has been spent on Social Events. vi. Sheila finished by stating that the Cottages and Villas sub-association should end the 2012 year with a plus. If you have any questions in regards to the budget, you can always contact Roosevelt Pearce at or him at Roosevelt@HeronBayMail.com or call the Association Management office at As covered by Brian Davison, President: Property Manager s Duties in regard to Assessment Collection: While the Property Manager s duties range from overseeing the operation and maintenance of the community, mediating residential concerns, working with contractors, committees, Association accounting, budgets, etc.; this role also includes making sure that Heron Bay residents pay their monthly assessment fees and/or collections. If they do not pay, while the Board of Directors gives leverage to the Property Manager to work with each resident, the Property Manager s role is to make sure legal action is taken, which could result in either legal suits or liens. Legal fees are paid by the Association up front, but will become the homeowner s responsibility to pay. Questions and Answers Rochelle Williams, Committee Chair and resident asked If there is a leak in the irrigation system, is it a builder expense or an HOA expense? If it is a builder problem

6 P a g e 6 and we are made aware of the problem, the builder will be responsible for either fixing the problem or reimbursing the HOA for any cost that is incurred by the HOA. How often is pine straw put out in the Cottages and Villas community? Currently it is once a year. Serenity installed pine straw out at the first of this year and will go back out and will either fluff or do another install in December, As noted in the 2012 budget, Serenity will begin putting pine straw out twice a year next year. What is the breakdown of pine straw per house in the Cottages and Villas community? How many bales of pine straw are used per house? The total expense for pine straw for the Cottages community in 2012 will be as follows; Cottages: Villas: $6,140 for summer installation; $6,140 for winter installation. $ for summer installation; $ for winter installation. # of Bales: It is estimated that 15 to 20 bales per house is used though in addition pine straw is also used for the areas around electric boxes, cut-thrus, tree rings, around fire hydrants, down the sides of houses, etc.; Buffer areas vary and may require more pine straw on some lots. Why is old pine straw never completely removed when new pine straw installed, which in turn causes the old pine straw to get old and moldy underneath? Just as in the forest, pine straw is organic. Pine straw breakdowns to make food for shrubs, trees and plants i.e. pine straw is mulch. Can we see a copy of the landscaping services and how often each particular item is done? Yes, a copy was provided to everyone at the Cottages and Villas Annual Meeting and mailed after the meeting to those who did not attend. What is the process for collecting assessments for homes that are in foreclosure or those residents that are having hardships? As explained by Brian Davison, President: The Heron Bay Community Association Management office has a process in place to collect as much outstanding debt as possible. (*Note: The Association can only collect from the day of foreclosure forward.) o Delinquent Assessment Collection Process: The Heron Bay Community Association Management office will notify property owners of any and all delinquent assessments via invoice. The Association Management Team will make every effort to work with resident(s) who may be experiencing a hardship as approved by the Board of Directors. If a payment plan is approved, the resident MUST pay by the established due date as agreed upon.

7 P a g e 7 o However, if the Association does not receive a response and/or if the resident does not live up to the established due date, the Heron Bay Community Association Management Office will send a letter requesting all dues and late fees be paid in full by a certain date. o Turnover to Attorney for Collection: The account will be turned over to the Association attorney and a warning of lien letter will be sent out to the resident. The resident then will have 30 days to respond or make payment to the attorney. (Note: The resident now must work through the attorney.) If the attorney does not receive any response from the resident, a lien will be filed on such property. o Lawsuit and/or Garnishment of Wages: The Board of Directors will advise the Association Management Team to then file a warning of suit with the attorney. The attorney will again notify the resident via mail and the resident will be given reasonable time to respond. If the resident does not respond to the attorney, a lawsuit will be filed. A court date will be set and garnishment of wages will be set by a judge which will include all legal and court fees. o Foreclosure Collection: If a property goes into foreclosure and if a lien has been filed (which includes all dues, penalties, collection fees and attorney fees), the total $$ will be wiped out. The Association will only be able to collect the fees from the date of foreclosure forward. o Refinanced homes: All fees that have incurred on such property will be the responsibility of the property owner. Refinancing does not dismiss the monthly or annual fees that are due to the Cottages and Villas Association or the Heron Bay Community Association as defined in the covenants. o Lawn Maintenance on foreclosed properties or residents with delinquent assessments: The Board of Directors has considered stopping monthly services for those residents that are delinquent, but felt that it would not be in the best interest of the community for the Board or Association to do so. Dave Horn, resident in The Villas, asked the question Why are the juniper slopes on the back of certain properties in the Villas only weeded and pine straw installed 1 time? These areas will receive an installation of pine straw when pine straw is installed. Gail Ricketts, new resident in the Villas, asked Why are monthly invoices not sent out for the $ monthly assessment fees or at least a notice to the new owner(s) 30 days after they have moved in? The Association Management office sends out a set of yearly coupons once a year for monthly assessments, typically at year end. It is the real estate agents responsibility to advise their new home owners about the monthly

8 P a g e 8 assessment & any other fees that may also be associated with the Master Heron Bay Community Association. The Association Management office does not send out monthly invoices as an effort to deter additional cost to the Association and additional accounting. Valerie Peterson, Villas resident, asked Why are new residents not getting the access cards that shows them how to get into the Clubhouse, as the older residents used to get them when they moved in? Previously, the Association Management Team has been advised that the real estate agents selling the homes were providing this information. However, the Association will be glad to get with Dorothy Brown, Clubhouse Reservations Committee Member and get a copy of the card that were previously given out and make copies and give them to the new residents when they come in for their New Home Owner Orientation. Who does the cleaning for the Cottages and Villas Clubhouse and how often? Susan Cagle, Finishing Touches, once a week. One week she will do a hard clean and the next week, she will do a soft clean. In the interim, the Clubhouse is monitored by the Advisory Committee Clubhouse Operations Committee Member who will advise Association Management if additional cleaning is needed. Can the pools at the amenity center be opened in January? The expense of opening the pool in January as opposed to May would be tremendous and the dues would go up dramatically. The Association Management Team is working diligently on being able to accept credit card payment on the new website, which will hopefully cut down on staff time and the time is takes to process payments. Also, it will make it easier for residents to make payments, as they can pay them from home or office and will not have to mail the payment or come by the Lodge. (Update: Currently, only the Master Association is setup to accept credit card payments online for the Master Association Annual assessments, not monthly.) Will the Annual Dues go up again next year (2012)? Yes, it is more than likely that they will go up, but we do not know how much yet. We are continuing to have a shortfall every year in the HOA account. The Association Management Team is working to fine tune expense cuts versus the dues going up. The Association Management Team is currently working on budget figures and will have the 2012 annual assessment amount at the Annual Meeting and will be covered by Brian Davison, Heron Bay Community Association President. Valerie Peterson, Social Committee Member, suggested the possibility of raising everyone s monthly dues approximately $5.00 a month, which in turn could expand the social events budget by $6,000 a year. It was suggested: 1) An option to raising/increasing the monthly dues would be to do some fund-raising in the community

9 P a g e 9 2) or to have events that are funded by residents instead of taking money out of the Cottages and Villas Budget. Another idea suggested as a way to produce money for the social budget would be 3) to offer memberships to outside residents of The Cottages and Villas. However, the question was asked Would there be a liability issue if other residents came and used the facility? Answer: No, there is property and liability insurance for the Cottages and Villas common area. Note: Residents should submit recommendations/concerns to an Advisory Committee Member or Chair. The Advisory Committee will review and discuss, then vote on what they wish to take forward to the Association Manager, who is turn will submit to the Board of Directors for approval. Bob & Gail Parks, Cottages resident stated They love it here in Heron Bay and want to thank the Association team for all the work they do and their professionalism. Theo Shepherd, resident of the cottages, asked if someone else rents the clubhouse under a resident s name, does that resident have to be present at the event? The answer to that question is Yes. The Reservation Agreement states that the resident that is the responsible party for the reservation must be present at the event at all times. The question was asked if there is a Villas Representative on the Advisory Committee Board, why can there not be a Cottages Representative? If the residents feel this is a position that they would like to add, then it would need to be taken to the Advisory Committee Board for a vote. In turn the Advisory Committee would submit to the Association Manager. (*see process above) When the Clubhouse is rented and a $25.00 rental fee is paid, where does that money do? That money is deposited into the Cottages and Villas HOA account. Meeting adjourned at 7:25 pm.