Establish a Quorum Call to Order Introduce 2014 HOA Board Members Accept Minutes of Previous Meeting Update from Person Street Partnership (Philip Bernard) Review Current State of the VAPM Home Owners Association Review and Ratify 2015 Annual Budget Committee Reports Board of Directors Election 3 Seats New Business Gift Card Raffle Adjourn NOTE: There will be a meeting of the Board of Directors immediately following the Annual Meeting to elect officers of the Association.
Presenting: Philip Bernard
2014 proved to be a stable year for our community with no significant events adversely affecting our community. Some highlights and accomplishments from the Board: We are in good financial shape operating at 2014 budget level, which forecasts at $5,500 deficit for the year. (More detail to be provided by Biff Eller) Treatment was begun for the Gloomy Scale issue that affects the trees lining the streets in the neighborhood. This treatment will continue in 2015 and is expected to save the majority of the trees. The board also approved replacement of some missing trees in the common areas and that work has begun. (More detail to come from John Klekner) We installed the convex safety mirror at the end of the Haynes/Harp alley that was purchased at the end of 2013. Delinquent account update (As of 10/31/2014) We have two households that are in a delinquent status. One household is delinquent in the amount of $~6,900 and has filed for protection under Chapter 7 Bankruptcy. One household is delinquent in the amount of $~2,600. Appropriate legal action from the board has been taken, but has resulted in minimal recovery.
Other interesting notes and observations: Home prices in our community continue to be on the rise as people seek out our community when looking for a home. We have averaged very moderate HOA dues increases over the years and will not propose any increase in 2015. Our low HOA dues are a selling point for our community. As our community ages we face some expected challenges with items such as irrigation & paving and we are in a good position to address these items as needed. (More detail to come from Biff Eller) The Board has requested bids on the neighborhood mulching for 2015. (More detail to come from Biff Eller) The Person Street area and Seaboard Station continue to improve with the opening of new restaurants and retail establishments. Please support these businesses! The Social/Communications Committee continues to come up with new and fun ways for neighbors to gather and get to know each other and strengthen our community. (More detail to come from Chris Kalinowski)
Biff Eller will now present
Administrative Commn Area Maintenance Landscaping Utlities Contribution to Reserve Administrative $8,670 Common Area Maint. $6,419 Landscaping $55,061 Utilities $15,489 Contribution to Reserve $7,555
The Village at Pilot Mill Homeowners Association, Inc Account Description 2014 Budget 2014 Projected 2015 Budget Operating Accounts Income Accounts Association Income 40-4000-00 Homeowner Assessments $103,000.00 $103,000.00 $103,000.00 Note A Interest Income 41-4110-00 Interest $50.00 $61.13 $88.00 Legal and Collections 43-4310-00 Late Fees/Finance Charges $500.00 $470.00 $470.00 43-4315-00 Demand Letters $0.00 $114.00 $114.00 43-4330-00 Foreclosure $0.00 $60.00 $60.00 Misc Income 44-4410-00 Homeowner Repair Reimbursements $0.00 $270.00 $0.00 Income Accounts Total $103,550.00 $103,975.13 $103,732.00
Expense Accounts Adminstrative Expenses 50-5010-00 Management Fee $8,040.00 $8,040.00 $8,040.00 50-5020-00 Accounting - Audit/Tax Returns $175.00 $175.00 $175.00 50-5100-00 Insurance $1,000.00 $935.00 $1,000.00 50-5125-00 Postage/Copies/Mailings $675.00 $420.13 $425.00 50-5130-00 Record Retention $91.00 $120.78 $132.00 Legal and Collections 51-5150-00 15 Day Notice/Late Fee Admin $176.00 $120.50 $125.00 51-5151-00 Demand Letters $37.50 $38.00 $38.00 51-5153-00 Liens $1,000.00 $250.03 $250.00 51-5155-00 Foreclosure Expenses $0.00 $60.00 $60.00 51-5190-00 Bad Debt Expense $1,000.00 $1,000.00 $1,500.00 Note B 51-5200-00 General Legal Matters $200.00 $0.00 $200.00 Utilities 63-6330-00 Electricity $10,408.00 $10,091.00 $10,200.00 63-6365-00 Water $10,403.00 $9,500.00 $10,000.00 Grounds Maintenance 70-7000-00 Grounds Maintenance Contract $43,240.00 $43,237.03 $43,240.00 70-7010-00 Grounds Non-Contract $11,800.00 $12,722.89 $5,500.00 Note C 70-7012-00 Mulching (Individual Lots) $7,500.00 $6,700.00 $0.00 70-7015-00 Mulching (General Community) $0.00 $0.00 $7,000.00 70-7060-00 Irrigation $3,250.00 $6,504.87 $6,000.00 Note D Common Area Maintenance 80-8000-00 General Maintenance & Repairs $1,000.00 $250.03 $500.00 80-8010-00 Materials and Supplies $200.00 $49.97 $50.00 Reserve Fund Contribution 95-9500-00 Reserve Fund Contribution $9,000.00 $9,042.04 $9,100.00 Expense Accounts Total $109,195.50 $109,257.27 $103,535.00 Operating Accounts Net -$5,645.50 -$5,282.14 $197.00
Reserve Accounts Income Accounts Reserve Account Income Accounts Total $64,573.00 Note E $64,573.00 Expense Accounts Tree Replacements $4,000.00 Note F N. Blount Alley pavement repair $1,400 Expense Accounts Total $5,400.00 Reserve Accounts Net $59,173.00 Note G Note A: No change to the Assessment Note B: Bad debt is based on 1.5 lots not paying in 2015 Note C: This account was reduced. Maple tree spray & roots work was $8,960 this year. Note D: Repairs to system were above budget. Due to system's age, repair budget was increased Note E: Reserve Fund total gross before tree replacement & alley pavement repairs Note F: Proposed projects paid for from Reserve Fund Note G: Reserve Fund net at end of 2015
Architectural Page Povolny Community Watch Karen Salamon Landscape John Klekner Social / Communications Chris Kalinowski
Chair: Page Povolny pagepovolny@yahoo.com) Committee Member: Hope Ethington Architecture Review Forms are available on our community website (www.pilotmillonline.com).
Co-Chairs: Molly Lyons (sweetbreathin@yahoo.com) and Stephan Kiefer (stephankiefer@mac.com) Committee Members: Jim Coleman, Hope Ethington, David Hesselbeth, Karen Salamon, Meredith Swindell, and Robert Winchester Protecting the alleys since 2013
Issues addressed by the Landscape Committee include: Gloomy Scale Remediation Efforts: (WIP) Definition: Bark becomes roughened and encrusted with scales from insects. Impact: Branches and limbs die back and result in a rapid decline in health of tree Diagnosed Issue and consulted with professionals on how best to address this issue / concern (chemical spray option was chosen) 1 of 2 annual applications completed June 2014 (crucial timing) Root Collar Surgery (Upper Harp/ Most Mature will have second round of root collar work in early 2015) Prognosis: 85-90% success rate 10-12 year life span due to growth
Pruning of large common area trees along N Blount St River Rock added to select areas in the community Mulching (discuss plans) Fetsko Contract Scope Increase: Added parking lot (common area alleyway to service contract) Cherry Tree Replenishment Efforts (Jan 2015) Replacement of 3 Maple trees (Jan 2015) Ongoing replenishment of Doggie Bags
Chair: Chris Kalinowski ckalinowski@arcadis-us.com Committee Members: Molly Kiefer, Molly Anderson, Beth Fields, Ellan Maynard, Laura Donnelly, Walter Teague You?? We are always looking for new ideas and members
VAPM Holiday Party: Saturday, December 13, 2014 (6:00 10:30) RSVP at: pilotmillonline.com or contact Molly Kiefer Annual Chili Cook-off: February 2015 1 st Annual VAPM Patio Tour: May 2015 Monthly Informal Events: Stay tuned to Google Group Emails and Website Any other suggestions welcomed!
Community Website: Pilotmillonline.com GoogleGroup Emails: See any member of social committee if you need to be added. Neighborhood Directory: see Beth Fields (fields1@gmail.com) or any member of the social committee
Our Bylaws state that each board seat lasts two years. We established a rotating schedule such that each year either two or three seats are up for election. This year, we have three seats available those currently held by Nabeel Barakat, Marty Aaron and John Donachy. Candidates that have provided their bios and expressed interest in these seats are: Marty Aaron (Current Board Member) Peyton Maynard Jim Coleman We are also happy to accept nominations from the floor.
I have had the privilege to serve two 2-year terms on the HOA Board. I am also a charter member of the Communications Committee and served on the merged SoCo Committee until September. In my 5+ years of community involvement, I have truly enjoyed serving the community and getting to know as many residents as possible. I have been a VAPM resident since 2008. I work for Eaton Electrical as a Product Line Manager for our Software and Communications products. Fun = golfing, practicing yoga, dining in the hood, beach trips and Pilates classes. I also love cars all kinds of cars!
I ve lived in Raleigh for 21 years, 17 of which were in the Five Points area, and my wife Dotty and I, along with our family, moved to Pilot Mill in May of 2013. Our blended family includes two daughters, ages 18 and 15, who are still at home and attend Enloe High School, one daughter who is a sophomore at NC State, and three grown sons, who live in Albemarle, Mebane, and Hillsborough. I am the General Sales Manager at Radio One, Inc. and have been employed there for 14 years. Prior to my career in Broadcast Media Sales, I was owner of Kelly s Home Entertainment, a retail store in Raleigh, from 1995-99. I m currently on the Pilot Mill Community Watch Committee, and I m interested in contributing to the HOA Board because I believe investing time and energy into the community I live in is important and rewarding.
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And the winners are???
Please consider joining a committee! Have a cookie. See you in November 2015.