13 Apr 2009
TrabueWoods Homeowner’s Association Annual Meeting
Tuesday March 31, 2009 7:00 p.m. to 8:30 p.m.
Maranatha Church
Call to Order
Thank you for attending
Introduction of Board Trustees
HOA & TrabueWoods:
Association Purpose: ‘to ensure that the entry easement areas shall be maintained, to construct, repair, reconstruct and maintain entry monument signs and adjacent landscaping, fencing and sprinkler system in the Entry Easement Areas and to establish, receive, construct, repair, reconstruct and maintain such common areas’. This requires utilities and services that we must pay as well as volunteers who give time to our neighborhood.
Association Membership: “each homeowner shall be member of the Association and membership shall automatically be transferred to the new owner(s)…no member may otherwise terminate his membership in the Association” (Bylaws, Article II). When we purchased a TrabueWoods Subdivision home, we automatically became members of the Association. Those who do not pay their yearly dues place an unfair hardship on those who do.
Our Association - TrabueWoods Subdivision: Three-Hundred Seventy Eight (378), Single-Family Homes Built in Six (6) Sections (R O Y G B V) by Dominion Homes from 1997-2002. See attached map.
R=36 O= 59 (27, 32) Y=98 (35, 31, 32) G=67 (34, 33) B=61 (33, 28) V=57
Property Management Update
Property Management would cost each homeowner substantially more (approximately $150 per year). Trustees need help from the residents to conduct business for the Association.
Financial status:
2008 Income: $20,517.45 (incl. sale Reserve B $500.00)
2008 Expenses: $11,406.91
Bank Balance: $20,653.22 (as of 12/31/08)
2009 Income: $ 1,394.78 (01/01/09-03/31/09)
2009 Expenses: $ 3,767.01 (01/01/09-03/31/09)
Bank Balance: $18,519.76 (03/31/2009)
TrabueWoods HOA Annual Meeting 03/31/2009
Estimated 2008
Actual 2008 Expenses Budget
$ AEP: $824.78 $1,020.00
$ Water/Sewer: $117.89 $150.00
$ Bank Charges: $114.16 $0
$ CPA: $1,181.50 $2,000
$ Insurance: $1,237.00 $1,405.00
$Legal Expenses: $1,255.40 $11,000.00
Stat. agent change, 08 HOA Meeting & homeowner issues
$ Taxes: $0 (sold Reserve B) $82.00
$ USPS $796.33 $900.00*
Set up Bulk $350.00 *
Postage TNT $298.36 *
Postage Dues $101.30 *
PO Box Yearly $46.70 $48.00 (change address)
$ Office Supplies: $108.86* $350.00
$ Newsletter Printing: $600.62
$ Website: $215.00 $225.00
$Welcome Wagon: $397.18 $750.00
$ Landscaping: $3,685.00 $6,700-10 K
$ Maintenance: $87.09 $200.00
(lighting and mowing):
$ Social Events: $781.84 $750.00
$ Misc: $21.26 $0
(front entrance decorations)
$ Reserve Fund $0 $0
$14K under 2008 Estimate Budget
*2008 Postage Budget included mailing bills, regular letters and newsletters.
Annual Dues Collections for 2007 & 2008:
2007 Outstanding Dues: 29 homes / $5,844.65
2008 Outstanding Dues: 14 homes / $1,905.15
Total Outstanding Dues: 43 homes / $7,749.80
The Association sent multiple bills and reminders to the delinquent homeowners. The choice was to do nothing or proceed with collection through Small Claims Court.
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Collection Process & Small Claims Court: ($3,000 or less). Initial Goal of 5 homes at a time, (due to expense and limited time). ►Attorney files complaint ($71) ►Hearing in 30-40 days (Attorney $185/hr & Trustee attends), if owner appears there will be a trial on merits, if settlement cannot be reached, obtain name and address of employer, rules of evidence apply, filing objection to judgment ($20). If owner does not appear default judgment will be granted. ►If employer unknown, file affidavit ($30 bailiff service). ►Attend court (Attorney ($185/hr and Trustee) must wait for case to be called, conducted in front of magistrate. If owner fails to appear court may hold owner in contempt and issue bench warrant ($40). ►Garnish Wages: serve 15-day demand on owner prior to filing for garnishment, owner has 15 days to pay in order to avoid garnishment. File garnishment ($85) per employer and provide copies of various documents and multiple copies of most. The Association records are complete and accurate and will support our claims in court.
TrabueWoods HOA Annual Meeting 03/31/2009
2009 Estimated Budget:
$Projected Income: $18,752.82 (based on 85% homeowners paying- this does not include income from past collections dues process)
$Projected Expenses:
$ AEP: $ 890.00
$ Water/Sewer: $835.00
$ Bank Charges: $60.00
$ Tax Preparation $300.00
$ Attorney Costs: $ 10K (– 34K)dues collections (including small claims court at 5 homes per quarter), deed restriction enforcement. ($2,106.00 2009 costs thus far). HOA will recoup costs. Research after 1st five will provide data on costs and recovery outcomes.
$ Office Supplies: $350.00
$ PO Box: $50.00
$ USPS: $915.00
- Yrly Bulk $185.00 (0.41/home/yr)
- Postage (TNT std rate) $335.00
- Postage (Yrly Dues x2) $345.00 (and mail bills and letters to homeowners and residents)
- PO Box Yearly $50.00
$ Newsletter Printing: $620.00
$ Website: $225.00
$ Welcome Wagon: $250.00 (avg 35 homes/yr)
$ Landscaping: $5,500.00 (Includes $4,500.00 for Spring)
$ Maintenance (lighting and mowing): $250.00
$ Social Events: $350.00 (garage sale and earth day)
*garage sale should be a money maker to offset costs.
TOTAL: $20,595.00 (using lowest estimate for attorney fees.
A Reserve Fund should be set up (sidewalk x 2 sections, landscape replacement, sprinkler system).
Please pay your dues.
2009 Dues: $58.42 (5% increase from 2008) will be billed in April and due in May. Only one (1) bill will be sent (along with a self-addressed envelope). Any unpaid dues will be turned over to Attorney Loveland for collections immediately.
2010 Dues: We are changing the billing cycle to match our fiscal year (calendar year). 2010 dues will be mailed out in November or December 2009 and will be due in January 2010. Again, only one (1) bill will be mailed out. This should help reduce future issues with dues collections.
Annual Election of Trustees:
Nomination of Trustee Positions:Three (3) positions. Each candidate should be prepared to present his/her qualifications and reason for wanting to become a Trustee.
Voting
Home Stats: provided by Pam Johnson
Safety, Security & Maintenance:
Majority of resident complaints are related to deed restriction violations including congested streets (nuisance and safety issue)
2008 Crime: a scattered rash of auto break-ins, graffiti, Speed Limit, suspicious or unusual activity. We receive occasional reports from residents and follow up with CPD. Please report crime and suspicious activity to CPD and HOA.
Deed Restrictions: The Association initiated a Friendly Letter notification of deed restriction violations last year and the majority of issues were resolved. However, we continue to see the same complaints from homeowners and will be working with Attorney Loveland this year to draft a process for enforcement. Safety violations will be first priority.
Landscaping Bids: Only one bid was received and it was accepted (Paul Dobner Landscaping). Start Date: 04/01/09 Completion Date: 04/08/09
Mowing & Maintenance: Mike Schlegler will be paid for costs associated with mowing the front entrances ($100).
Park Clean-Up: will be provided by the Boy Scouts within the next few weeks.
Pick up trash around your immediate area.
SOCIAL:
Earth Day Clean-Up - Saturday April 18th
Meet at Park at 11:00
Show pride in your neighborhood by joining us as we ‘Clean-Up’ TrabueWoods!
- BYOT (bring your own tools)
Water & Lawn/Garbage Bags will be provided.
HOA Sponsored Annual Garage Sale
(Friday & Saturday June 13 & 14)
Submit your completed Participation Form to Pam Johnson by April 31.
- Ads in local papers & Craig’s List
- Sandwich boards displayed out front
- Participant Maps at entrance &/or park
- Balloons For Bucks-for easy identification of participants
This should be a money-maker for the Association and offset the cost! We will sell balloons and hold a Cook-Out in the park on Saturday. Tom Killanski will donate the hamburgers and hotdogs-Thanks Tom!
LOGO Contest: is on hold at this time.
Communication:
Newsletter (TNT) three (3) times per year in February (announce meeting), June or July and November or December). All residents and homeowners receive TNT.
- Deed Restrictions & Bylaws
- Monthly Meeting Minutes
- Feedback Form
- Discussion Board
- Contact Information
- Much more
Email and Phone
Welcome To TrabueWoods Program (Our Welcome Wagon Program).
Announce Voting Results
The following individuals were elected:
Beth Lintz
Pam Johnson
Debbie Gordon
Q & A
Meeting Adjourned
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