HOMEOWNERS ASSOCIATION FOR QUAIL RIDGE, INC. ANNUAL MEETING SEPTEMBER 17, 2016

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1 HOMEOWNERS ASSOCIATION FOR QUAIL RIDGE, INC. ANNUAL MEETING SEPTEMBER 17, 2016

2 AGENDA Lunch Cookout 12:00 PM Opening Remarks 12:45 Intro of Board & Committee Members Overview of Finances Budget Review Legal Action Against Delinquent Lots Annual Assessment Increase Snow Removal Ballot - Treasurer Nominations 2016 Accomplishments Open Discussion Social Activities

3 BOARD & COMMITTEE MEMBERS President David Groom Secretary Jay Orr Architecture Review Committee Richard Krasner Bryce Moore

4 FINANCES (AS OF SEPT 14TH) Funds Carried Over from Previous Year $7, CY 2016 Dues Collected $11,900 4 Lots currently have not paid 2016 Dues - 3, 46, 57, 107 Delinquent Dues/Fees Collected $1, Certificate of Deposit Transfer $11, (CD funds transferred into checking account) Checking Account Balance $17, Expenditures $18, (YTD Actual = $15,288.78) Snow Removal $2,500 ($1, YTD) Road Repairs $6,000 (actual) Mowing Common Areas $4,725 ($4,200 YTD) Insurance $1,313 ($ YTD) Dumpsters $845 ($395 YTD) Annual Meeting & Cookout $180 (estimate) Legal Counsel & Services $2,000 ($1, YTD)* PO Box, Postage, Supplies/Printing, Signs $ (actual) *$1, are Recoverable Legal expenses, which are funds the HOA is attempting to collect from delinquent homeowners

5 HOA BUDGET OVERVIEW QRHOA Budget Spreadsheet EXPENDITURES CY2012 CY2013 CY2014 CY2015 CY2016 CY2016 CY2017 ACTUAL ACTUAL ACTUAL ACTUAL Projected YTD Actual Projected Annual/Mid Meet Conf Room/Refreshments $ $ $ $ $ $0.00 $ Bank: Deposit Slips/Fees (Activity Debit) $0.00 $0.00 $0.00 $15.00 $20.00 $12.00 $20.00 Clean-up Dumpster/Yard Sale Signs 1 $ $ $ $ $ $ $ EVENTS: Cook Out/Egg Hunt/Xmas $0.00 $0.00 $0.00 $ $0.00 $0.00 $0.00 Street Repair/Reseal $3, $3, $1, $0.00 $6, $6, $4, Lot 001 & 122a Gazebos / Maintenance $ $ $0.00 $0.00 $50.00 $0.00 $50.00 HOA Supplies/Newsletter/Printing $ $ $ $79.82 $ $ $ Insurance Blanket Coverage 1 (July-July policy date) $1, $1, $1, $1, $1, $ $1, LIENs Application/Legal Support $1, $ $0.00 $ $2, $1, $ Snowplow Services $ $ $2, $1, $2, $1, $2, Signs Purchase and Installation/Maint & Move $ $0.00 $ $0.00 $ $ $0.00 SWMPs/Common Areas Cut & Trim/Maint 1 $4, $4, $3, $4, $4, $4, $3, Taxes, Corporate, County 1 $64.02 $75.00 $25.00 $ $ $25.00 $ USPS Annual Fee for PO Box 674 (+ new keys) 1 $44.00 $44.00 $48.00 $48.00 $48.00 $50.00 $50.00 USPS Postage/Certified Mailings $61.20 $ $79.12 $44.49 $ $93.91 $ Web Page (every 5 yrs) $0.00 $0.00 $69.12 $0.00 $0.00 $0.00 $0.00 Deposit into Major Road Repair Fund $10, Total Expenditures $13, $13, $10, $9, $18, $15, $23, CY16 Income / Credits Projected YTD Actual CY17 Projected Account Interest $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Funds Carryover From Previous Year 2 $7, $7, $5, Dues/LIEN Collection/Funds Transfer (CY Credits) $12, $13, $13, $11, $12, $11, $23, Certificate of Deposit $11, $11, $11, $11, $12, $11, $0.00 Major Road Repair Fund $10, Total Credits $24, $25, $25, $23, $31, $31, $38, GRAND TOTAL (avail funds after expenitures) $10, $10, $14, $14, $13, $16, $14, Note 1: clean-up dumpsters, Insurance, common area cut & trim, and annual PO Box renewal shall be considered recurring expenses and approved for payment after the annual budget is reviewed by the Board. Note 2: Funds Carryover From Previous Year will not include annual dues paid early for the next CY UPDATED 15 SEP DJG

6 LEGAL ACTION Civil Complaints filed against Lots 3 & 46 for delinquent balances Lot 3 75 Flicker Ln Amount Owed $1, Annual dues for 2013, 2015 & 2016 ($300) Late Fees & Interest ($360) Legal Fees ($350) Lot Cumulus Dr Amount Owed $2, Annual Dues for ($700) Late Fees & Interest ($1,112.07) Legal Fees ($670) Default Judgment awarded on Aug 24, 2016 HOA to proceed with collection efforts

7 FINANCES Quail Ridge Annual Assessment $100/year per lot since 1990 In Comparison: Chapel View - $399/year *management company Barleywood - $300/year Brentwood Estates - $500/year Lake Forest - $625/year Board diligently manages your HOA funds & strives to provide the best services with our annual dues Best Bang for your Buck

8 ANNUAL DUES INCREASE Sole reason for HOA requiring more funds is to cover major road repairs (i.e. resurfacing) Annual assessments have been $100 since 1990 Covenants & WV State Code allow for an annual increase to account for inflation As set forth in Section 3 of the Declaration the annual average common expense per lot, exclusive of optional user fees and any insurance premiums paid by the Association, shall not exceed $100.00, as adjusted pursuant to the provisions of West Virginia Code 36B Pursuant to 36B-1-114(a), the adjusted maximum increase for year 2016 is $ (calculated by legal counsel for ) Pursuant to 36B-1-114(b), the dues shall be adjusted on July 1 based upon the percentage of change, and the increased amount shall not exceed multiples of ten percent Dues will be increased to $ effective July 1, 2017 Invoices sent out in Jan 2017 will show $ due by Feb 15 th and $80 due by July 15 th Annual assessments will include an additional $10.50 charge for mandated HOA insurance premiums

9 ANNUAL DUES INCREASE Sole reason for HOA requiring more funds is to cover major road repairs (i.e. resurfacing) Asphalt roads have an average lifespan of 25 years before full resurfacing is required Flicker and Pintail are 22+ years old & already in need of major repairs Quotes to resurface equate to $137,000 per mile Quail Ridge has 2.15 miles of private roads ($295,000 to resurface) HOA owns our roads & is solely responsible for maintaining and repairing them Dedicated account to be established money will only be spent on major road repairs (as set forth in an official resolution) HOA to deposit $10,000 annually into dedicated account Plan is to resurface half a mile of community roads every 5 years with the additional funds collected Patching, resealing, and minor repairs will continue on all roads as needed Budgeted from initial $100 Annual Dues

10 SNOW REMOVAL Policy is to initiate snow removal once 3 inches has accumulated on the roads HOA contracts with lowest, reputable bidder Plow companies have multiple clients, we will not always be the priority Lesson learned from 2016 storm have a standing agreement with a secondary, standby company Impassable main/public roads and/or a State of Emergency will delay clearing of our roads Each household should plan accordingly based on forecast and personal needs Large amounts of snow will necessitate phased removal, i.e. initially only expect one lane to be open Snow removed from roads must be piled into available space Removal of snow from community roads by individuals is done at their own risk and without reimbursement Quail Ridge community has outstanding residents that regularly step up to help each other If you have an emergency or need assistance reach out

11 2016 BALLOT Treasurer Angela Moore Open Nominations

12 2016 ACCOMPLISHMENTS BY THE ALL VOLUNTEER, UNPAID HOA BOARD Pintail & Flicker road repairs Dues Collections 37 Lots (29%) did not pay on time Active engagement brought us down to 4 Lots Collected $4, from delinquent payers Solicitor Confrontations Assisted in determining water supply leak from Chapel View running off into Quail Ridge Contacted Comcast to perform area analysis for service Zoning & mapping have been completed, awaiting for their internal cost analysis Architecture Review Committee processed 20 applications to date Provided documentation for 6 property sales/closings Created & implemented Board General Rules of Conduct

13 BOARD GENERAL RULES OF CONDUCT HOA Board, Board, and Member(s) shall refer to all positions, including: President, Treasurer, Secretary, and Architecture Review Committee General Rules of Conduct 1. All financial transactions must be reviewed and agreed upon as a legitimate HOA expense by at least 2 Members prior to the transaction taking place. Fixed, recurring expenses, as indicated on the Budget Overview spreadsheet, shall be considered agreed upon after review and acceptance of the annual budget by the Board. 2. Should a Member seek reimbursement for actual expenses, they must submit their claim to the Board for review and have it approved by the majority prior to payment being made. In the case of an approved reimbursement, the check shall not be written nor signed by the Member receiving payment. In the case of electronic payment, i.e. via Paypal, the payment shall not be processed by the Member receiving payment.

14 BOARD GENERAL RULES OF CONDUCT 3. Any HOA related decision should be conferred on by at least 2 members prior to the decision being enacted to the max extent possible. This does not prohibit a member from being authorized to make a sole decision should the need arise during an emergency or otherwise unusual event should they not be able to make timely contact with any other Member. 4. At no time shall a member be entitled to nor receive any reimbursement, financial or otherwise, for time spent while performing a duty or function of their HOA position, or otherwise acting on behalf of the HOA. Actual expenses may be eligible for reimbursement provided they meet Rules 1 and All electronic/online accounts, as listed on the QR HOA Contact Sheet, established and used by the HOA Board shall be considered open and available to all members at any time. If a login name, password, or security question(s) is changed, the member making the change shall notify the Board of such change immediately. The accounts include, but are not limited to: Yahoo , BB&T online/mobile, Paypal, Dropbox, Nationwide Insurance, Facebook, and QRHOAWV website.

15 OPEN DISCUSSION Speeding Solar powered radar signs $2,247 - $3,740 per sign Community engagement Gazebo and common area clean-up Open forum CONCLUSION

16 COVENANTS OVERVIEW DO pay your dues on time or expect to pay more in interest, liens, and fees. (Article V) DO submit an Architectural Review Form to the QRHOA via certified mail for any temporary or permanent construction. The Architectural Review Board will be looking for use of proper materials, location on lot, and adherence to covenants. (Article VI) DO allow 30 days for the QRHOA Architectural Review Board to review your submission. (Article VI) DO keep unsightly accessories out of the view of nearby properties. (Article VI) DO enjoy hobby-type home workshop activities use at your residence so long as they do not become a nuisance to the neighbors or the neighborhood. (Article VII Section 1) DO store properly registered and tagged recreational vehicles and crafts (campers, travel trailers, boats, etc.) at the side of or to the rear of rather than in front of a residence. (Article VII Sections 5 & 6) DO keep commercial vehicles in the garage and not visible from adjacent properties. If they are not kept in the garage, they are not permitted to be habitually parked at the residence. (Article VII Section 6)

17 COVENANTS OVERVIEW DO NOT place signs or advertisements at any physical location (billboard, newspaper, etc.) or on the web which offers or implies commercial or professional services within the neighborhood. (Article VII Section 2) DO NOT use temporary siding or sheathing, cinder block, concrete block, solid concrete, or asbestos shingles as an exterior surface. (Article VII Section 4 and Article VI) DO NOT have a mobile home on the property. (Article VII Section 5) DO NOT place any signs on your lot except one sign not to exceed one square foot designating name and/or street number of the residence. The only exception to this would be a reasonably sized for sale sign. (Article VII Section 8) DO NOT keep poultry, swine, cows, horses or other farm animals or any other animal used for breeding or other commercial purpose on your lot. (Article VII Section 10) DO NOT create or participate in noxious or offensive activities that are considered a nuisance to the neighbors or the neighborhood. (Article VII Section 11)

18 COVENANTS OVERVIEW DO keep junked or wrecked automobiles or other equipment in the garage and not visible from adjacent properties. (Article VII Section 6) DO keep your property neatly maintained and free of debris and litter. Grass height must not exceed six inches. (Article VII Section 7) DO control and maintain your pet(s) so they do not constitute a danger or nuisance to other persons or properties. (Article VII Section 10) DO construct storage buildings of the same exterior materials as the dwelling and ensure they do not detract from the value of other properties. (Article VII Section 15) DO be conscious of the easements of your lot. No permanent structure should be built on the easements. Nothing should be done to restrict or change the direction of the flow of water. And all easements are to be maintained continuously by the owner (to include any easement for drainage). [Maintained means grass within easements should not exceed six inches.] (Article VII Section 7 & 16) DO keep the QRHOA informed of any lot owner s address changes. All notice shall be sent to the last known permanent residence address. (Article VIII Section 1