Preserve Home Owners Association Annual General Meeting Feb. 25 th 2018; 4:00-6:00pm Stockton s Home 4233 Hidden Canyon Cove
Meeting Agenda Administrative Items Quorum confirmation & proxy count Reference to last year s meeting minutes President s summary of 2017 VP Operations Report VP Finance Report Votes: Officer nominations & voting Resolutions & votes (budget, new resolutions)
President s Report Summary of 2017 Relatively easy year for PHOA Only one big improvement project (light fixture) Some maintenance of existing light fixtures (same one -2 times) Replaced a couple of signs (Dogs must be on leash signs) Some complaints from neighbors Trash cans left out for days Items to be discarded left on street for days Christmas lights left up for months Extended construction project (3 years now?) Parties Holiday party hosted by the Tack family (many thanks to them) Halloween social event held as usual
VP Operations Report
Landscaping Existing landscaping service OK Always want to find better deals Architectural Control Committee Approved Peter/Davies renovation ~4 years ago Renovation still in progress (beyond CC&R limit)
Landscaping - Operations In the Loop 360 utility district, water connections cost $75 monthly: $45 for the connection and $30 for capital projects (this is new) The Preserve has 2 connections. This is $1500 before the first gallon. Water conservation (turning it off before and after rain) has kept the bills in check but weather has cooperated. Repair items, tree trimming and water were lower than normal. There were no discretionary projects aside from signage. In spite of favorable expenses, our budget did not accrue a reserve except for that of the Westlake irrigation project. The other expense is that of Green Three. Recommend continuing We should plan for greater expenditures for maintenance. 2017 was more an exception than the rule.
Landscaping Capital Projects Last year, the PHOA assessed an additional $100 per lot to reserve for a prospective project to install irrigation along Westlake Drive. Wilson Irrigation provided a budgetary bid of $5,641 on 12/7/16. While we believe the estimate to be accurate, like any project, it cannot take into account unknowns. We have accrued $3,000 in the irrigation project reserve to date. With the 2018 assessment, the balance will be higher. We know Wilson and other irrigation contractors bid a little more aggressively in the late fall and winter months as regular work subsides. Propose we initiate construction in Q4-18 to benefit from this availability. Propose establish an upper end construction budget and fund in 2018.
Landscaping Capital Projects (cont.) Once competitive bids are received, we can commence or postpone as budget dictates. Street light relocation at the west entrance of Hidden Canyon. Estimate $600 Have contacted Wheeler, an asphalt contractor, to budget bid the repair of the Westlake Drive driveway. This is a separate reserve but we need to know the anticipated cost to reserve accurately.
Conservation Easement There is a conservation easement that runs on either side of the creek between Westlake Drive and Hidden Canyon. While the purvey of the ACC has been visible front of the house, the conservation easement is a no build zone in the CC&Rs with few execptions. Structures built in the conservation easement are subject to approval of the ACC.
VP Finance Report
Jan - Dec 17 Jan - Dec 16 $ Change % Change Income 4000 Annual Homeowner Dues 4000.1 Bluff Owners Fund 0.00-325.92 325.92 100.0% 4000.2 Private Drive 700.00 700.00 0.00 0.0% 4000 Annual Homeowner Dues - Other 20,150.00 17,050.00 3,100.00 18.18% Total 4000 Annual Homeowner Dues 20,850.00 17,424.08 3,425.92 19.66% 4200 Reimbursements 0.00 45.48-45.48-100.0% 4300 Other Income 0.00 0.15-0.15-100.0% Total Income 20,850.00 17,469.71 3,380.29 19.35% Gross Profit 20,850.00 17,469.71 3,380.29 19.35% Expense 6000 Operating Expenses 6100 Electric 1,166.36 1,227.34-60.98-4.97% 6200 Landscaping Services 6210 Monthly Maintenance 4,440.96 4,440.96 0.00 0.0% 6220 Extra Landscaping Services 1,320.30 3,254.60-1,934.30-59.43% 6230 Repairs 93.30 437.68-344.38-78.68% Total 6200 Landscaping Services 5,854.56 8,133.24-2,278.68-28.02% 6300 Water 3,044.87 2,700.51 344.36 12.75% Total 6000 Operating Expenses 10,065.79 12,061.09-1,995.30-16.54% 66900 Reconciliation Discrepancies 109.12 0.15 108.97 72,646.67% 7000 Admin Expenses 7100 Administration 0.00 110.85-110.85-100.0% 7200 Annual Meeting 93.86 139.97-46.11-32.94% 7300 Entertainment 7310 Fall Party 79.26 119.31-40.05-33.57% Total 7300 Entertainment 79.26 119.31-40.05-33.57% 7400 Insurance 1,092.00 1,075.33 16.67 1.55% 7800 Website 150.00 228.00-78.00-34.21% 7900 Officer Credit for Services 1,950.00 1,650.00 300.00 18.18% 7000 Admin Expenses - Other 90.00 0.00 90.00 100.0% Total 7000 Admin Expenses 3,455.12 3,323.46 131.66 3.96% 8000 Special Projects 8100 Lighting 600.00 500.00 100.00 20.0% 8900 Other 517.24-1,311.91 1,829.15 139.43% Total 8000 Special Projects 1,117.24-811.91 1,929.15 237.61% Total Expense 14,747.27 14,572.79 174.48 1.2% Net Income 6,102.73 2,896.92 3,205.81 110.66%
PHOA Expense Categories Improvement Projects, $1,117, 8% Entertainment, $173, 1% Insurance, $1,092, 7% Administration, $2,190, 15% Landscaping, $5,761, 39% Electricity, $1,166, 8% Water, $3,045, 21% Repairs, $93, 1%
Finance (notes) Expenses: Landscaping Tree removal at entrance Water Manually turning off controller helps Electricity LED bulbs helping reduce consumption Parties Thank you to the Tack s (again) Repairs Repaired light fixtures (Tina Stockton) Net $6,100 vs. $2,900 for last year Cash Flow: Income Assessment at $650/home seems to work Expenses Controlled expenses well in 2017 Note: P&L doesn t accurately show Bluff Lot Owners balance
Proposed Budget for 2018 Income (31 homes at $650 each): $20,850 Operating Expenses: Electricity $1,200 Landscaping Monthly $5,000 Landscaping Extra items $2,000 Repairs $1,000 Water $3,000 Sub-Total: $12,200 Administration Administration costs $400 Parties & Entertainment $600 Insurance $1,150 Officer Credits $1,650 Sub-Total: $3,750 Improvement Budget $1,500 Total $16,000 Change in cash for year $4,850 Proposed 2018 Assessment: $650 Same as 2017
Resolutions & Votes
New items to consider Proposals for 2018 Improvements: Irrigation along Westlake Drive Quote received for $5,600 to extend sprinklers Sprinkler controller needs to be duplicated or moved Will impact on water bill going forward ($TBD) Propose doing this across 2-years (accrued in 2017) Implement project in 2018 Power wash west entrance wall: $200 Relocate light post at Howry s driveway: $600
New items to consider (cont.) Charging for Resale Certificates Currently we do this for free Small amount of officer time is needed (1 hour) Other HOAs charge for this Should we impose some small fee ($100)? Modify CC&Rs to be consistent with Bylaws 50% vs. 67% for AGM quorum requirement conflict in documents Suggest going to 16/31 votes for both (change CC&Rs) Needs to be approved by 21/31 home owners at this meeting Need to create Fourth Amendment to CC&Rs document Needs to be a recorded document with Travis County
Other Items Parties: Annual Christmas/Holiday Party (date options?) Summer Party [?] Halloween Party [?] Officer appointments for 2018 elections this meeting Detail on next page
Votes and Resolutions Votes: 1. Potential Project Items a: Irrigation Project along Westlake Drive ($6,000 est.) b: Light Post Project continuation ($2,000 est.) c: Light Post relocation in front of Howry s? ($600 est.) d: Power wash west entrance walls ($200 est.) 2. Acceptance of 2017 Meeting Minutes 3. Acceptance of Expense Budget for 2018 4. Change CC&Rs to reflect 16/31 house quorum 5. Start charging for Resale Certificates; amount = $100
Officer Elections Offices and contestants 6. President a. Melodie Summersett b. Scott Parker 7. Vice President Operations (incl. landscaping) a. Lee Little b. Scott Parker (limit scope if conflict exists) 8. Vice President Finance a. John/Tina Stockton b. Scott Parker 9. Architectural Control Committee (VP Ops + 4 members) Instructions Write all choices on paper (number + letter only)
Extra Items
PHOA Sub-Groups Bluff Lot Owners Dug the channel in Jan 2017 big project; used most of reserve cash Grass has started to grow back not ready to drive on yet Got proposal to put crushed stone/gravel on path (12 wide, 3 deep) Total of proposal (first pass) was about $12K ($1.5K/bluff lot owner) Need to have group vote on this project Private Drive Owners Started periodic assessment for maintenance reserve Suggest raising assessment to $300 per Private Drive Homeowner (7) Do asphalt repair next year for $10,000
PHOA Website Notes Website URL: www.preservehomeowners.com Front page recent news Log-in Information: Pages with addresses & phone numbers require password Login Detail: User: Last name (e.g., Stockton) case insensitive Password: Numeric street address (4233) only numbers Useful pages: Home owner directory Ability to edit homeowner information Option to opt-out of email blasts Map of homeowners and contacts Bulletin Board (email blast) to home owners Documents: Bylaws, CC&Rs, HOA meeting minutes Questions to: john@jstockton.com Please correct contact information on pass around sheet