SWAN LAKE ESTATES HOMEOWNER S ASSOCIATIONS QUARTERLY NEWSLETTER Second Quarter 2012

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1 SWAN LAKE ESTATES HOMEOWNER S ASSOCIATIONS QUARTERLY NEWSLETTER Second Quarter 2012 President s Message Hi Neighbors, Please be sure to find us on Summer is just about in full swing, and I hope everyone is spending time outside enjoying the amenities of Swan Lake. Many thanks to Bill Massie, John Estes, and Charlie Wanner who have been working extremely hard to stay on top of the pool s contracted cleaning crew and ground keepers. So, the common areas will be ready for you and your family whenever you plan to relax by the pool area or enjoy a stroll around the neighborhood. Also, I would like to take this time to remind everyone that the pool area, tennis court, and all other common grounds of Swan Lake are for members and their guests (homeowners must accompany guests) only. Also, special thanks go out to Becky Guidry for organizing the Spring Carnival, and we would also like to express appreciation to those individuals who assisted Becky in preparing for this event. On another note, through an investigation of my own cable account, I have discovered that the neighborhood is experiencing issues with Cable One. These issues could result in poor television clarity and/or internet outages. I was instructed by Cable One to inform everyone that if you are experiencing any Cable One related issues to please report problems as Cable One will not come out to rectify a neighborhood-wide issue unless there are a number of complaints. So, please take the time to call Cable One if you are experiencing cable-related issues. The phone number to report cable issues with Cable One is or If you have a Facebook account, please search for Swan Lake Estates, MS and click Add Friend. This is an easy way to disseminate information to neighborhood residents and for residents to keep each other abreast of happenings. Please join us June 28 th, 2012 for the 2 nd quarter membership meeting at the clubhouse. I hope you all have an enjoyable and relaxing summer. Thank you, Ryan Merrill President

2 SWAN LAKE ESTATES HOA Quarterly HOA Meeting Agenda June 28, 2012 AGENDA 1. Introduction of Board of Directors 2. Committee reports a. Treasurer b. Social c. Architectural d. Beautification e. Audit 3. Capital Improvements Budget Proposal Capital Improvement Proposal 6. Annual budget process 7. Director Election for Village 8. Open forum Treasurer s Report Fiscally speaking, the HOA is doing just fine. With the completion of the dues process, the BOD did not have to apply a single new lien on any property in the community. There are a few existing liens that have increased. So far this year, there have been no emergencies that became financial surprises. We have experienced a few small expenses that are not routine. As long as we continue on this track, we should be fine at the end of the year. We have had to purchase the latest version of Quick Books to keep our records up-to-date and ongoing. Attached, you will see a current financial statement. Thank you, Jim Bishop Treasurer

3 Architectural Committee The purpose of the Architectural Committee is to preserve and enhance the value of our community by maintaining basic conformity with the general architectural style, overall design, and aesthetic standards of Swan Lake Estates. The Architectural Committee which is comprised of volunteers from the community, has a working knowledge of all of the SLE covenants and restrictions, and is able to communicate that knowledge to its homeowners. The Architectural Committee is charged with maintaining the beauty and flow of our neighborhood, by reviewing requests for property alterations, additions or changes proposed by the homeowners, and then compare these requests to the existing SLE covenants. We look forward to working with you. A list of common improvements that require approval by the SLE Architectural Committee include, but are not limited to: Additions / Garages Storage Buildings / Sheds Detached Gazebos / Pergolas Fences / Walls Pools We ask that you please submit all plans for your projects to the SLE Architectural Committee for approval prior to beginning your project. Please contact Architectural Committee Chairman, Charlie at (228) for further information. Social Committee Report This committee hit the ground running and has put on the first social function of the year. We had the 2012 Spring Carnival at the neighborhood club house. The carnival was held May 5 th from 12:00-3:00 p.m. It had several games with prizes for all. There was an abundance of food and snacks with offerings of cotton candy, snow cones (snow balls for you locals), popcorn, nachos, hot dogs, and a variety of drinks. It was well attended. The two that pulled this off for us were Becky Guidry and Lauren Valestro. They did all of the planning and leg work for this event, and we owe them a BIG THANK YOU!! I would also like to thank Sam Albritton of the Albritton Agency for his work on sending fliers and notifications out to homeowners. The notification was a first for the HOA. Sam provides the secretarial services to the HOA and does an excellent job for us. Becky is planning Red, White, and BBQ for our summer event. We have talked about hosting this event June 30 th. We are looking at catering the BBQ and asking those who attend to bring a side dish. There are rumors of live music. This is all in the planning stage so. STAY TUNED. Thank you, Jim Bishop Social Committee Chair

4 Beautification Report Hello again as I have left the President s duties and have returned to the Beautification Committee Chairmanship. I am challenged with this duty as well and would be happy to have some assistance on the Yard of the Month and help with the landscaping management, particularly at the front entrance, clubhouse area and the Overlook entrance. So, if there are any landscaping-talented folks who are available to assist, please contact me at Presently, I am a committee of one, and it seems there would be a couple of communityinterested SLEHOA Members who could help keep Swan Lake Estates an aesthetically pleasing place to live. The May 2012 Yard of the Month was awarded to Jim and Doris Humphrey of the Village. We certainly appreciate their effort to provide a benchmark for others to aspire to. Thank you, Bill Massie Beautification Committee Chair Swan Lake Swimming Pool Swan Lake Pool is a private swimming pool that is meant to be used and enjoyed by the residents of Swan Lake and their guests. ALL GUESTS must be accompanied by the resident of Swan Lake at all times. If a resident continues to allow their access key card to be used by people living outside of the Swan Lake Estates subdivision, his or her access card will be temporarily deactivated. When having a function at the pool of any kind, you should notify the administrator of the pool to reserve the area designated for your convenience. We ask you to limit your guests to around twelve and be considerate of other residents using the pool at the time of your function. We can t close the pool to the residents. Only residents of Swan Lake Estates are allowed to hold functions. NO FUNCTIONS WILL BE ALLOWED FROM THE BEGINNING OF THE MEMORIAL DAY WEEKEND TO THE END OF THE LABOR DAY WEEKEND ON SATURDAYS AND SUNDAYS. You can reserve the area from Monday to Friday during that time. Please be mindful if you are headed to the pool and Pool Breeze (pool crew) is working you should allow them to finish. We have asked them to conduct pool maintenance prior to 9:00 AM on weekdays. Thank You, Pool Administrator Charlie Wanner Contact Number for Reservations

5 Capital Improvements Capital improvement projects maybe suggested and directed by any member in the SLEHOA. The Board will closely supervise and assist any project proposed by a member. The person wishing to promote a capital improvement project will ultimately be the director of that effort. The Board will assist and guide in every step to insure value, procedures and subsequent funding are met. Here is a general path of an idea for a capital improvement project from beginning to its completion: 1) A SLEHOA Member makes a proposal to the Board for a project at a regular Board Meeting. 2) The Board reviews the idea and if it is sanctioned, then this person will assume all project duties to move forward. This will need to happen between January and the June Board meeting in order to meet the bylaw requirements on voting and budgeting in the next budget year. 3) Project Overview, specifications, estimated cost, benefits will be presented in the Second Quarterly Newsletter, presented at the 2Q Meeting held in June, and posted on the Swan Lake website. 4) This information will stay posted for questions and review by the membership until the 3Q Meeting where upon a vote will be taken by voice and absentee ballot. The vote will be for or against based on the final project as altered by the months of review opportunity and will be decide by a simple majority of the membership vote. If the project passes it will be placed in the next year s budget which is approved in the 4Q meeting. 5) If the membership accepts the proposal then it is the responsibility of the Board to fund the project even if it takes more than one budget year to accumulate the funds. Priorities such as emergency repairs or budgeted repairs must be considered in the annual budget as it relates to a capital improvement funding. 6) An approved project will remain viable until funding is available and the originator will then assume its execution and contract fulfillment. The Board will be a partner throughout the whole process to guide, satisfy HOA bylaws and policies, formulate contracts, receive bids and approve the effort until it is complete. Any future projects once approved by the membership will be found at this location on the SLE website for member review.

6 SWAN LAKES HOMEOWNER S ASSOCIATION 2012 BOARD OF DIRECTORS PHASE l UNIT l Bill Massie - Beautification Committee Term ends 03/2015 John Estes - Key Card System & Pool Term ends 03/2014 PHASE l UNIT ll Jim Bishop - Treasurer Term ends 03/2013 Ryan Merrill President Term ends 03/2015 PHASE ll UNIT l Jeff Williams - Secretary Term ends 03/2013 OVERLOOK Charlie Wanner Beautification & Architectural Term ends 03/2014 Toni Dutruch - Vice President Term ends 03/2015 VILLAGE Currently no Director Term ends 03/2013

7 Absentee Ballot for BOD Elections June 28 th, 2012 In the event I am unable to attend the June 28 th, 2012 Homeowner s Association meeting, I am placing a vote to elect: (please print nominee s name clearly). Write in candidate name To the Swan Lake Estates Homeowner s Association Board of Directors to represent my phase: Village ONLY (to complete term for vacancy through MAR 2013) Your Name: (Printed) Signature Date Address Lot Should there be contention concerning this vote contact me at to authenticate this ballot. Absentee ballots must be mailed to 1) SLEHOA, P.O. Box 3748, Gulfport, MS 39505, 2) hand delivered to any SLEHOA Director, or 3) delivered in person immediately prior to Quarterly Meeting. All ballots must be received by the SLEHOA Secretary before Quarterly Meeting is called to order.

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