1. 2014 Ada Moorings Condo Association Annual Member Meeting
January 21st 2014
7:30PM

2. Agenda Quorum Confirmation - 54/151 = 35.8% of homeowners present
2013 Year In Review
Front Entrance & Tot Lot Common Area Agreement
Pond Fountain, Tree & Chair Replacement
12th Amendment
Communication
Moore & Bruggink, Inc. Road Evaluation & Replacement Plan
Road Commission Update
Front Entrance Update
2013 Financial Performance
2014 Budget Review
Snow Plowing Discussion
New Board Member Vote
Open Discussion Items from the Homeowners

3. 2013 Year In Review
June Front Entrance & Tot Lot Maintenance Agreement Signed & Filed with Township
Joint agreement between all 5 associations working together as one unit to manage expenses
Requires Front Entrance Owners (TCCA) to produce an annual budget plan and gain approval from the 4 other associations for expenses. If no approval is received, it defaults to the prior years budget.
2014 TCCA Front Entrance Budget reviewed and approved in November 2013
Activity spearheaded by AMCA!
Action – post agreements on website.

4. 2013 Year In Review Front Entrance Pond Fountain Replaced
May New Fountain installed
Annual budget item noted within planned expenses for ongoing maintenance, winter storage and spring installation.
May Dying Pine Trees Replaced
11 common area pines exhibiting symptoms of needle cast disease were replaced.
November 2013 – Gatehouse plastic chairs replaced with donated office chairs (Thanks Chris!!)

5. 2013 Year In Review 12th Amendment – Updated Bylaws
Bylaw review noticed non-compliance to the Over-the-Air Reception Devices (“OTARD”) Federal regulation.
Bylaws stated that permission was required to install satellite dishes and such dishes must not exceed 18 inches in diameter
This statement contradicts the OTARD rule that, the Board may not make such restrictions on installation nor require permission if satellite dishes are one meter or less in diameter
12th Amendment eliminated this requirement and aligned our neighborhood with regulations.
Question regarding general statement about compliance with state & federal regulations and this does exist in Article 16.

6. 2013 Year In Review Website: Facebook Mid-Year Newsletter
Question about using Eastbrook website instead of separate. C. Decker to inquire if site is still available, but current works well.
Facebook
Homeowner started page and is an excellent communication tool for neighbors on various topics
Mid-Year Newsletter
Continuously updating mailing list

7. 2013 Year In Review Road Repair Evaluation and Plan Completed!
AMCA spearheaded effort to align the 5 associations to appropriately plan for road maintenance
Contracted Moore & Bruggink Engineering Consultants to analyze the current state of our neighborhood roads and prepare a comprehensive replacement plan
Evaluation completed in July 2013 and significant discussion has been had with all 5 associations to appropriately plan.
AMCA board is extremely pleased with the thoroughness in which M&B has completed this important work.

8. Road Commission Update
1st Draft of the Joint Road Maintenance & Replacement Agreement has been reviewed and agreed upon in principle by all 5 associations
Goal is to create a joint management group comprised of members of each association.
Scope of responsibilities include annual road repair, planned surface coating and crack sealing and scheduled surface replacement.
Each association contributes equally to the budget based on percentage of homes in each association. AMCA currently has 66.23% (151/228 homes).
AMCA continued participation is contingent on this agreement being signed and filed.

9. Road Commission Update
Project Goals
Create a replacement and ongoing maintenance plan that maintains safe roads that add to our homeowners property value
We would like to introduce Ryan Arends, M&B Project coordinator for the road evaluation and replacement plan
Background
Similar Projects
Evaluation Process Completed for Ada Moorings
12 core samples across all 5 association roads and physically walked each road

10. Road Commission Update
M&B recommendation for long term quality & effective cost management
Break neighborhood down into 5 distinct areas per the map below
Option 2 – Complete a Full Depth 3 ½” Hot Mix Asphalt (HMA) resurface on Area 1 & Area 2
Option 1 – Complete a Cold Mill 1 ½” & HMA Resurface 1 ½” of Area’s 3, 4 & 5
Timeframe to complete resurfacing
Based on the current status of the roads, their expected longevity, the costs associated with maintaining them instead of replacing them and the financial impact on our homeowners.
Area 1 – 2014
Area 4 – 2018
Area 2 – 2016
Area
Area 3 – 2017

11. Road Commission Update

12. Road Commission Update
Expected Cash Flow
Critical Assumptions
Ada Moorings Neighborhood Breakdown
1. Useful life of roads is 10 years. 10
Association Name
Home Count
As %
2. All homes in all 5 associations contribute equally
AMCA & Villas
151
66.23%
3. Road Maintenance Agreement is signed by all 5 associations
TCA 33
14.47%
4. Annual 5 assoc. maintenance costs for roads =
$7,550
AMN 32
14.04%
5. 3% inflation per year on replacement cost estimates
TCOTG 12
5.26%
Total
228
100%
Prudent Timetable
Area # 1
Area # 2
Area # 3
Area # 4
Area # 5
Installation Year
2014
2016
2017
2018
2019
Quoted Total Expense
$173,000
$111,240
$92,700
$91,670
AMCA Portion
$114,575
$73,672
$61,393
$60,711
AMCA Portion w/ Added Maint.
$119,575
$78,672
$66,394
$65,711
Area # 1 Redo
Area # 2 Redo
Area # 3 Redo
Area # 4 Redo
Area # 5 Redo
2024
2026
2027
2028
2029
$95,500
$63,700
$120,510
$119,171
$63,248
$42,187
$79,811
$78,925
$68,248
$47,188
$84,812
$83,925
Area # 1 Redo2
Area # 2 Redo2
Area # 3 Redo2
Area # 4 Redo2
Area # 5 Redo2
2034
2036
2037
2038
2039
$124,150
$82,810
$156,663
$154,922
$82,222
$54,843
$103,755
$102,602
$87,222
$59,844
$108,755
$107,602

13. Road Commission Update
Road Repair Cost - Prudent Timetable
Year
Total Dues
Dues
Trash
Other
Roads
Income
Expenses
Balance
2010
$396
$240
$156
$24,000
$5,054
$18,946
2011 $0
2012
$516
$120
$18,120
$800
$36,266
2013
$636
$36,240
$6,739
$65,767
Area # 1
2014
$956
$200
$360
$54,360
$119,575
$552
2015
$780
$384
$57,984
$5,000
$53,536
Area # 2
2016
$78,672
$32,848
Area # 3
2017
$66,394
$24,438
Area # 4
2018
$65,711
$16,711
Area # 5
2019
$8,301
2020
$670
$274
$41,374
$44,675
2021
$81,048
2022
$117,422
2023
$153,796
Area # 1 Redo
2024
$68,248
$126,922
2025
$680
$284
$42,884
$164,806
Area # 2 Redo
2026
$47,188
$160,502
Area # 3 Redo
2027
$84,812
$118,575
Area # 4 Redo
2028
$83,925
$77,534
Area # 5 Redo
2029
$35,606
2030
$700
$304
$45,904
$76,510
2031
$117,414
2032
$158,317
2033
$199,221
Area # 1 Redo2
2034
$87,222
$157,903
2035
$720
$324
$48,924
$201,827
Area # 2 Redo2
2036
$59,844
$190,907
Area # 3 Redo2
2037
$108,755
$131,076
Area # 4 Redo2
2038
$107,602
$72,398
Area # 5 Redo2
2039
$12,566
2040
$730
$334
$50,434
$58,000
2041
$103,434
2042
$148,868

14. Road Commission Update
Majority of the discussion at the meeting was on this topic.
Question – can we petition the township to complete a tax assessment to have the funds come through the township to fund the road replacement
No – we have talked with the township in the past and they will not do this based on the 5 associations and no incentive for township.
Concern about timing of road replacement – confirmed that all plans will be scheduled to be completed during the summertime when school is not in session for safety concerns.
Question was raised about the last section of road to be replaced and the timeframe. Need to review intersections for complete replacement vs. current plan of mil and fill.

15. Front Entrance Update
All associations approved design in September 2013 and 4 of 5( AMN withstanding) have approved a budget of $300 per house.
All 3 contractor quotes were over budget.
New plantings will be scaled back to reduce costs.
Tentative timeline is for Mid-June implementation.

16. Front Entrance Update Summary: Existing wall will be removed.
Large tree will be removed in front of the clubhouse.
Brick wall will be replaced with "rustic Chilton" stone pillars that is  connected by dark bronze aluminum fencing.
New sign will be placed in front of new wall.  Flagpoles will be moved closer to wall.
New down-lighting will be installed on the pillars and up-lighting on the sign and flags

17. Front Entrance Update

18. Front Entrance Update
Significant discussion had regarding the timing of the $200 one time dues and the high dues. The majority of the meeting attendees agreed that the timing was not ideal, however that the front entrance is in need of repair and we need to contribute our share.
A good reminder was received regarding to make sure the contractor checks for electrical based on the fact that it was cut in years past. Moore & Bruggink confirmed that they would ensure that the location of all electrical is confirmed prior to any digging.

19. 2014 Balance Sheet
Please contact Treasurer for Financial Information Reviewed at Annual Meeting

20. 2013 Budget Performance
Please contact Treasurer for Financial Information Reviewed at Annual Meeting

21. 2014 Operating Budget
Please contact Treasurer for Financial Information Reviewed at Annual Meeting

22. Snow Plowing Discussion
A concern has been raised from our homeowners regarding the frequency of the plowing and salting of the intersections and streets.
Current process calls for automatic plowing for snowfalls greater than 1 ½ “ and salt application at the discretion of the board
For an approximate $60 increase in annual dues, we can have a contract with Sneller’s for regular ice melt application. They monitor the status of the roads and call for salt and this includes all roads, not just intersections.
VOTE to increase annual dues from $240/hh to $300/hh starting in 2015 for increased ice melt application.
Room split ~50/ board will continue to keep this option open. ACTION – receive actual quotes from Sneller’s and other companies to determine annual cost impact to homeowners.

23. New Board Member Election
Thank you to the following exiting board members for your years of service!
Dale Bowman
Judy Eaton
Kraig Schmottlach
Returning Members
Chris Appie
Chris Beckering
Jim Sprich
Jeff Yost
Volunteers/Nominations for 3 Open Positions
Sean Lewis & John Eck volunteered and were unanimously approved.

24. Open Items & Thank You!
Question – with dues so high, can we change to a 4 month bill?
Based on cash flow issues, no we cannot.
Action – Board will create a preferred and minimum payment plan option for those homeowners proactively requesting a delayed full payment.