November 14, :00 AM to Noon, EST. The Villages at Norris Lake Community Association Annual Meeting
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1 November 14, :00 AM to Noon, EST The Villages at Norris Lake Community Association Annual Meeting
2 1. Goal: Let s s get through the business meeting agenda items quickly and efficiently and move on to open discussion with plenty of time for f Q/A. 2. Roles Pat facilitation, Jeanette minutes, topic presenters (Mike, Boog, Rob). 3. Meeting time limit 2 hours (10 AM to Noon Eastern). 4. Guidelines for telephone call in (mute phones with *6, site speakers move to phone to ask/answer questions). 5. Presenter states how questions will be handled during their presentations entations (e.g. 2 min rule). 6. We ll follow Roberts Rules of Order as meeting process guide (Jeanette advisor). 7. Observe need to alternate between on-site audience and owners calling in 8. Callers may questions to Jeanette.Jones@aim-services.net services.net 9. PLEASE - No Hogging, Bogging and Frogging 10. Observe The Golden Rule The call in number is The code is #.
3 Welcome & Introductions Mike Martinez VNLCA President Jim Williams* DRB Chairman Volunteer Committee* Jeanette Jones AIM Services Consultant Role Mark Kotellos* VNLCA Steward Jim Bell* DRB Member Brian Chapman (lot 047) Dale Derr (lot 437, 438) Keith Dralle (lot 619) Mark Kotellos (lot 522) Pat Perry* VNLCA Secretary Lawrence Nyong* DRB Member Diane Nolley (lot 184, 544) Pat Perry (lot 539) Boog Potter VNLCA Treasurer Rob Williams VNLCA Marina Gary Strait* DRB Member Greg Rogers (lot 520) Eric Schmidt (lot 435, 436) Violette Walter (lot 052, 056) Steve Ward (lot 425) J. Tom Jones Board Attorney Steve Ward* DRB Member Jim Williams (lot 137) * = Property owners, Yellow = non-voting Board Advisory roles Amenities Committee: Mike Martinez - Mirobo, Jeanette Jones AIM Property Manager, Jim Williams - DRB Chairman, Greg Rogers Volunteer Committee
4 Agenda 1. Call to Order - Pat 2. Certification of Quorum (on-site and proxy) - Jeanette 3. Proof of Notice of Annual Meeting Jeanette 4. Old Business - Approve minutes of 2008 Annual Meeting Jeanette 5. Treasurer s s Report (balance sheet by AIM Services) - Jeanette 6. Status Report: Update on status of community development A. Mike - Community Marketing/Sales Report, Future Plans, Amenities B. Boog - Infrastructure Report C. Rob - Marina Report 7. New Business A. Review of the 2010 Budget Report - Boog B. Waste Water Treatment Plant - Boog C. Marina Issues - Mike D. Phase 2 Lot Swap Issues - Mike 8. Adjournment Of Annual Meeting 9. Open Discussion Q&A Session A. Tom Sturm 10 min Sales Performance, F&F Status, new web site B. Mike Tour of Moss Creek Cottages after Q&A Session C. Pat Perry VNLCA Secretary popperry@verizon.net home, cell
5 5 - Treasurer s s Report (balance sheet by AIM Services) Jeanette A- Balance sheet 1- Good cash balance in spite of $37,500 in receivables (sent to attorney a for collection) 2- Net income as of 10/31/09 of $17,692 -should end year in small surplus position 3- Funds set aside for reserve for future B- Income Statement 1- Income tracking close to budget 2- Expenses tracking generally well 3- Association doing well financially C- Jeanette Jones, Property Manager, AIM-Services business, FAX
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8 6- Status Report: Update on status of community development A- Mike - Community Marketing/Sales Report, Future Plans, Amenities 1- Marketing & Sales 2- Amenities Committee 3- Future Plans for the Community Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
9 6- Status Report: Update on status of community development B- Boog or Mike Infrastructure Report 1- Weather delays past two months 2- Results by Phase to date (graphic for Phase 2 next page) 3- Outlook for total completion of each Phase Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
10 Lots along the grey and blue roads are being VNLCA considered Annual by Mirobo Meeting for consolidation 2009 into 5 acre estate lots. WWTP Location Phase 2 Street Plan Entrance
11 6- Status Report: Update on status of community development C- Rob Marina Report 1- Permit Status 2- Initial Marina Plan Zone 6 3- Graphic (next page) Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
12 Zone 6 Villages marina slip plan for initial 140 slips East of the boat ramp Features: Parking for 100 cars 90 x 90 Store with Gas Pump 225 Concrete Boat Ramp 190 x 10 Cart Path Parking for 100 cars Rob s talking points, charts, graphics, pictures on this page and next page
13 7- New Business: A- Review of the 2010 Budget Report Boog or Mike 1- We are moving from no to some maintenance 2- Interest, utilities, meetings, down 3- Revenue, printing, mailing, taxes, reserve, legal fees, up Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
14 as of 10/31/ BUDGET 2009 YTD 2009 EST Y-E 2010 BUDGET INCOME: $ $ Fees per lot per year General Assessments 93, , , , fee based on 350 lots sold Capitalization Fees , est. 10 sales in DRB Fees 2, , , est. 1 house plan in Interest Income 3, , , , interest on reserve account Other Income - 2, , , late fees/interest on unpaid dues/new sales fees Carry Forward Surplus 11, , no surplus funds to be added to income this year Total Income: 111, , , , EXPENSES: Property Expenses Security Guard 18, , , , part time security Landscaping 10, , , , increased to include roadsides in Ph 1 & Rep. & Maint , repairs to gate, stone and gate entry system Sub-Total Property 28, , , , Utilities Electric 1, based on current bills-history reflects 1-2 months Water based on anticipated amount Phone 1, , , will disconnect phone until there are residents Sub-Total Utilities 3, , , Insurance D & O/Fidelity 5, , , coverages for the Board/committees Sub-Total Insurance - - 5, , Administrative Management Fee 39, , , , management fee Prof. Fees Accounting 2, , , , costs of audit/income tax filing Prof. Fees Legal 27, , , , est. cost of legal counsel Printing/Reproduction , , , cost of printing and copying incl ann. Invoices Taxes 1, , , , income taxes pd. By association Admin. Expense 1, , , , ann. Mtg. costs + misc. expense Prof. Fees Collections - - 1, , legal collection work on delinquent accounts Postage/Courier , , costs of mailing invoices/etc Capital Reserve Contr , reserve for gates/walls Amenity Fund , Sub-Total Admin. 72, , , , Total Expenses: 105, , , ,100.00
15 7- New Business: B- Waste Water Treatment Plant - Boog 1- Tennessee Waste Water Treatment 2- Jacksboro Utilities 3- LaFollette Utilities Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
16 7- New Business: C- Marina Issues Mike / Rob 1- Buffer suit status 2- Marina expansion plan 3- Boat slip wait list Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
17 7- New Business: D- Phase 2 Lot swap Issues - Mike 1- Communications with lenders 2- How to expedite the process 3- More proactive follow up Mirobo, LLC Mike Martinez Partner Sales, Marketing, Customer Relations Boog Potter Partner - Finance, Insurance, Bonds, Contracts, Legal Rob Williams Partner Marina Operations, Construction
18 8- Adjournment of Annual Meeting Pat 9- Open Discussion Q&A Session VNLCA Annual Meeting 2009 A- Mark Kotellos 5 min Sales Performance, F&F Status B- Tom Sturm 10 min C- Reminder: Annual Owners Retreat July 16-18, 18, 2010 Diane Nolley D- E- F- G- H- Mike s s tour of Moss Creek Homes after Q&A Session Mark Kotellos Villages Sales Manager cell Tom Sturm Tennessee Home Finders cell Tennessee Home Finders LaFollette, TN office
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