Call meeting to order 1. Opening comments and introduction of guests or new neighbors

Transcription

1 2014 Annual Meeting Agenda Date: Sunday April 13, 2014, 7:00 PM Rick & Anne Calice Home 2895 Strawberry President: Chuck Truza / VP: Anthony Winters Secretary: Pat Maloney / Treasurer: Amy Lanier Call meeting to order 1. Opening comments and introduction of guests or new neighbors Old Business 1. Review and Approval of 2013 Annual Meeting Minutes 2. Review and Approval of 2013/14 Financial Report 3. Committees Reports: Architectural/Landscape Committee Rick Calice Tennis Court Dave Kistler New Neighbor Welcome Information Claire Schmidt Summer Picnic Megan Bestul/Hyfaa Arwahan Luminary Project Maureen Najarian/Carol Sugrue Contractor Bank - Chuck Truza Other Activities Suggestions & Volunteers Communications SHPA Website - Chuck Truza - Neighborhood Phone Chain New Business - Issues Election of two Board Members for a 2 year term - Anthony Winters / Amy Lanier Spring Garage Sale September 6 & 7 Pat Guibord Street Repairs Status Other Activities Suggestions & Volunteers Easter Egg Hunt Megan Bestul/Susan Smith Golf Outting??? Halloween Party Open Discussion Adjourn

2 2013 Annual Meeting Minutes, Sunday April 14, 2013, 7:00 PM Officers present: President, Chuck Truza: Vice President, Anthony Winters: Secretary, Pat Maloney and Treasurer, Amy Lanier Call to Order: Chuck Truza, President, called the meeting to order at 7:25 p.m. at the home of Chris and Maureen Najarian. Fifteen (15) households were represented at the meeting. Chuck welcomed two of the four new neighbors. Wade Tennant and his wife just transferred here from Philadelphia and they have two children. They purchased the Madigan home on Strawberry. Philip Schramm and his family are from Germany and they have purchased the Payne home on Quail Run. Old Business: 1. Minutes for 2012, as distributed and posted on the SHPA website was approved. Motion made by Chris Najarian and supported by Rick Calice. Motion carried. 2. Financial Report: Amy Lanier presented the Financial Reports and discussed the plan. (See balance sheet for more details.) - Expenses for the current year are in line with the plan and up to date. Only one homeowner s dues are outstanding and that issue is being addressed. The association may have to put a lien on the property. - There is an actual operating reserve of $4,877 for the current year. - Tennis court reserve is a total of $14,750 after the work that was completed last year. - The association will continue to have the $1,500 reserve in the plan for the tennis courts. - NOTE: The Association dues are due by May 14. Please mail or deliver to Amy Lanier. Checks should be made payable to Strawberry Park Hill Association. GENERAL COMMENT Ron Kruptizer suggested that the members of the various committees be posted someplace. Chuck Truza agreed that this was a good idea and will post on the website. 3. Committee Reports Architectural Committee There were no major items to report from this committee. Two approvals were given recently for the replacement of an existing fence and a play structure. It was suggested that the gazebo needs to be painted and repaired. (Refer to Landscape Committee) 1

3 Landscaping Committee: It was agreed to have Mike s Tree Surgeon s provide the fertilization service for the subdivision. Amy Lanier reported that they recommended that we apply four treatments this year instead of three due to last year s weather and the chance of infestation. It will include the park, cul de sac, detention pond and the area between Adams Point and Strawberry on Adams Road. The total planned cost is $1,700. Motion to approve made by Ray Heald, and supported by Sue McGinnity. Motion carried. The condition of the streets in the subdivision was also discussed again this year. It was reiterated that the City does work on a cycle and according to Ray Heald our streets are scheduled to be reviewed for necessary maintenance this year. Chuck Truza, President, will call the City to obtain details. But it would also be beneficial for residents to call and report areas of concern at their specific property location. Anthony Winters also reported that the snow removal for the common area sidewalks on Shadywood and Quail Run are SHPA responsibility. John Bell who currently does work in the subdivision provided a quote of $300 for the season. Since we are, by City Ordinance, responsible for all walks in front of the commons, we will investigate other bids before the Board makes a decision. Chuck Truza is also looking into the Adams Road sign lighting which does not seem to be working. We make look into solar energy source. We are also considering regular maintenance for the landscape around the entrance. Also, Chuck is investigating watering possibilities for the Orchard Ridge mound. The City has commonly installed metered connections for other subdivisions. Park Maintenance Tennis Court Dave reported that there are no major issues with the tennis court. A few minor items were discussed: - The net needs to be replaced and he is in the process of researching costs for that. One option is to purchase a one year old net online for under $100. He will make a recommendation to the Board for approval of that expenditure. - Ron Krupitzer asked if there was a way to obtain income from those using the tennis court who are not residents. For example, the tennis coach that the Kistler s have giving lessons. Chuck Truza will discuss with Brian McCullough to determine if there are issues to do this from a legal standpoint. - There is a hairline crack in the back that is a result of a flaw when the court was originally constructed. Nothing needs to be done now but Dave will monitor. - There was a discussion on children riding bikes and skateboards on the court. David s observation was that it was minimal and when addressed, they do not return. Dave will explore putting up an additional sign if that would be of help. New Neighbor Information and Packets: Claire Schmidt was not at the meeting, but she has agreed take on this volunteer activity from Jane Clinton who recently 2

4 moved out of the subdivision. Quite a job since we have four new neighbors. Claire will be visiting soon. Summer Picnic: Megan Bestul and Hayfaa Arwashan have volunteered to coordinate the summer picnic again this year. They will contact other new neighbors with children to see if they would like to assist with this event. Cocktail Party Event: Carole Sugrue was not able to attend the meeting to provide a report. She will follow up with her team and suggest a possible date with details. Seasonal Events: Maureen Najarian reported on the Holiday Luminaries. Thanks to everyone who has participated. There are some homes that don t participate. It was suggested that if you are not home on Christmas Eve that you let the committee or neighbors know and they would volunteer to place the luminaries for you. Other Activities There were a couple of additional events that were briefly discussed at the meeting. Amanda Winters would like to explore having a Halloween Party and Hayfaa Arwashan suggested an Easter egg hunt for next year. Amanda agreed to follow up on these two initiatives. With all of the new families with children in the sub, this would be great. Job Bank: Please continue to provide Anne Calice or Amanda Winters with the names of reliable people who have done work at your homes. Also provide the name of companies you had a bad experience. It was agreed last year that the comment should be would not use so that as residents we do not malign companies that have done work for us. This information will continue to be listed on the website and can be reached by clicking on the link. Website: Chuck Truza continues to maintain and update the website. All pertinent documents including minutes of meetings, By Laws, Architectural Review process and Deed details are available for review and downloading.. Any general items/notices that need to be communicated should be sent to Chuck Truza at ctruza@comcast.net Phone Chain: The phone chain contacts are updated and available on the SHPA website for use in a situation where immediate communication within the subdivision is necessary. New Business: Review and Approval of 2013/2014 Budget Chuck Truza and Amy Lanier reviewed the planned budget which is inline with the previous year s numbers. Recommendation was to keep the Annual Dues at $200. Motion by was made to accept the new budget by Ray Heald and supported by Sue McGinnity. Motion carried. 3

5 Election of Officers In keeping with our By Laws, two officers, Chuck Truza and Pat Maloney have agreed to stay on the Board for another two year term. Amy Lanier and Anthony Winters will be up for re-election in Motion made by Margy Truza and supported by Anne Calice. Motion carried. Note: An error was made as to which two Board member positions were up for election. In review, Amy Lanier and Anthony Winters were the two Board members whose positions needed to be filled. They agreed to be nominated again and on April 30 th an vote request was sent out to all residents who attended the Annual meeting. There was more than a majority confirmation and they have been elected to the Board for a two year term. On May 1, 2013, the Board met via and selected the following officers for the term: Chuck Truza, President Anthony Winters, Vice President Amy Lanier, Treasurer Pat Maloney, Secretary Miscellaneous Garage Sale There is interest for a Fall Garage Sale. Details to follow. Pat Guibord will coordinate and contact residents to determine who is interested. With no further discussion, the meeting was adjourned at 8:30PM. Motion made by Margy Truza with support of Amanda Winters. Motion carried. Respectfully submitted, Pat Maloney, Secretary 4/15/2013 4

6 STRAWBERRY HILL PARK ASSOCIATION (A Michigan Non-Profit Corporation) INCOME: STATEMENT OF OPERATIONS AND OPERATING RESERVE For Fiscal Year April 1 through March 31, 2014 Actual Actual Actual Actual Plan Actual Plan Association Fee Interest Assessments ($100/HH) Other EXPENSES: Total Income Park Care: Lawn Cutting Lawn Weed & Feed Tree Pruning, Planting, and Upkeeping Gazebo Repair and Maintenance Maintenance and Beautification Subtotal Park Care Tennis Court Maintenance Reserve Insurance State Filing Fee Postage & Office Supplies Summer Picnic Luminaries Bank Fees (including returned items) Other Entrance sign Total Expenses Net Income OPERATING RESERVE--Beginning of Year OPERATING RESERVE--End of Year

7 STRAWBERRY HILL PARK ASSOCIATION (A Michigan Non-Profit Corporation) BALANCE SHEET Actual Actual Actual Actual Plan Actual Plan ASSETS Cash Checking 4, , , , , , , Savings 14, , , , , , , Total Cash 19, , , , , , , Total Assets 19, , , , , , , LIABILITIES AND MEMBERS' EQUITY Liabilities Members' Equity O'Rourke Memorial Fund Tennis Court Maintenance Reserve 16, , , , , , , Operating Reserve 2, , , , , , , Total Members' Equity 19, , , , , , , Total Liabilities & Members' Equity 19, , , , , , ,625.78

8 STRAWBERRY HILL PARK ASSOCIATION (A Michigan Non-Profit Corporation) STATEMENT OF TENNIS COURT MAINTENANCE & RESERVE For Fiscal Year April 1 through March 31 Actual Actual Actual Actual Actual Actual Actual INCOME Contribution from Operating Fund Total Income EXPENSES Miscellaneous Expense Total Expenses Net Income TENNIS COURT RESERVE-Beginning of Year TENNIS COURT RESERVE-End of Period History of Tennis Court Fund Income Expense Reserve 4/1/78-3/31/ /1/79-3/31/ /1/80-3/31/ /1/81-3/31/ /1/82-3/31/ /1/83-3/31/ /1/84-3/31/85 Resurface & paint /1/85-3/31/ /1/86-3/31/ /1/87-3/31/ /1/88-3/31/ /1/89-3/31/90 Resurface /1/90-3/31/ /1/91-3/31/

9 History of Tennis Court Fund Income Expense Reserve 4/1/92-3/31/93 topcoat /1/93-3/31/ /1/94-3/31/ /1/95-3/31/ /1/96-3/31/ /1/97-3/31/ /1/98-3/30/ /1/99-3/31/00 Court reconstruction /1/00-3/31/01 Roll dry unit /1/01-3/31/ /1/02-3/31/ /1/03-3/31/ /1/04-3/31/ /1/05-3/31/ /1/06-3/31/ /1/07-3/31/ /1/08-3/31/ /1/09-3/31/ /1/10-3/31/ /1/11-3/31/ /1/12-3/13/ /1/13 3/31/ Total Income, Expense, and Reserve

10 Postage Weed Lawn Maint. Office Entrance Tennis Feed Check Date Payee / Description Total Cutting Beauti. Fees Supplies Other Sign Court Tree Ins /21/13 American Cancer Society-Brigham /5/13 Mike's Tree Surgeons /10/13 John M. Bell /25/13 John M. Bell /25/13 Mike's Tree Surgeons /15/13 John M. Bell /15/13 John M. Bell /15/13 Mike's Tree Surgeons /10/13 Kim Peirano /10/13 John M. Bell /11/13 David Lanier/woodchips /11/13 John M. Bell /11/13 Kim Peirano /11/13 Mike's Tree Surgeons /11/13 Amy Lanier/state filing fee Void /13/13 Timber Tree 3, , /13/14 Auto Owners Insurance 1, , /13/14 John M. Bell /13/14 Maureen Najarian/luminaries /31/14 Bank stmt fees 4/2013-3/ Total Expenditures 11, , , , , Tennis Court Maintenance reserve 1, Expense STRAWBERRY HILL PARK ASSOCIATION (A Michigan Non-Profit Corporation) DETAILS OF EXPENDITURES April 1, March 31, 2014 Total Expense 12, , , , ,188.00

11 STRAWBERRY HILL PARK ASSOCIATION BANK ACTIVITY SUMMARY For Fiscal Year April 1, 2013 through March 31, 2014 Checking Savings Beginning Expense Fees Ending Beginning Paid Ending Balance Deposits Checks & Other Transfers Balance Balance Interest Transfers Balance April 4, , , , , May 9, , , , June 9, , , , , July 11, , , , , Aug 9, , , , , Sept 8, , , , Oct 8, , , , Nov 8, , , , , Dec 3, , , , Jan 3, , , , Feb 3, , , , Mar 3, , , , , , Total 4, , , , , , Outstanding Checks(Deposits) at 3/31/13 Check # Dues deposit Reconciling items 0 Total Outstanding Checks (Deposits) Balance per 3/31/14 Check Registry 3, Balance per Bank Statement 14,986.30

12 Board of Directors Meeting Minutes March 30, 2014 Present: Chuck Truza, Anthony Winters, Amy Lanier and Pat Maloney. Meeting started at 3:00PM and concluded at 3:45PM at the home of Chuck Truza. Reviewed Finance Reports: year-end final financial reports were reviewed. There are two outstanding association dues payments for the fiscal year. We anticipate they will be cleared by the annual meeting. Operating reserve for next year is estimated at $1,700 which is up from $1,478 from the prior period. The major change this year was the extra expense for tree trimming. Reviewed Proposed Budget: Proposed budget for was reviewed and approved. No new major expenses were identified outside of the normal yearly projected operating budget. Normal commons maintenance and insurance are about the same. Added costs for included sidewalk snow removal at $300 per season. Insurance increase was nominal, lawn cutting should remain the same. Mike s Tree Service estimate for the year is $1,995 which is within budget for last year. Board approved the ongoing expenses above. Anthony Winters has been in contact with Kim for the maintenance of the entrance area. She has agreed to 3-5 times for the season, as needed, at $75 per visit. Mulch will be an additional cost to be determined. He will also check with her about watering and solar lights as an option to paying the Michaels, who have been so kind to let us use their water and electricity. The Board agreed and voted to recommend that based on the proposed budget for the next fiscal year that the dues should remain at $

13 Election of two Board Members:SHPA Officers: There are two board positions that will be voted on. Anthony and Amy have agreed to serve. However, if there are any other parties interested in the positions of Vice President and Treasurer, please let us know. Annual Meeting, Sunday, April , 7:00PM, at the home of Rick and Anne Calice. Agenda for Annual Meeting Review and approval of 2013 annual meeting minutes Review and approval of 2013/14 financial report Committee Reports Architectural committee/landscape Committee Rick Calice Tennis Court Dave Kistler New Neighbor Welcome Information Claire Schmidt Summer Picnic/Easter Egg Hunt Meghan Bestul/Hyfaa Arwashan/Susan Smith Communications Website Chuck Truza Neighborhood phone chain Activity Reports Easter Egg Hunt Scheduled April AM Megan Bestul/Susan Smith Luminary Project - Carol Sugrue/ Maureen Najarian Contractor List Chuck Truza Spring Garage Sale Pat Guibord Suggest Sept 6 & 7 if there is interest Halloween Party?? Golf Outing to be discussed??? Other activities Suggestions & Volunteers Other Open Issues Maintenance of the common flower area and berms Status of street repairs Other issues that will be sent to the Board Respectfully submitted, Pat Maloney Secretary - SHPA April 3,