Presentation on theme: "2014 Ada Moorings Condo Association Annual Member Meeting"— Presentation transcript:
12014 Ada Moorings Condo Association Annual Member Meeting January 21st 20147:30PM
2Agenda Quorum Confirmation - 54/151 = 35.8% of homeowners present 2013 Year In ReviewFront Entrance & Tot Lot Common Area AgreementPond Fountain, Tree & Chair Replacement12th AmendmentCommunicationMoore & Bruggink, Inc. Road Evaluation & Replacement PlanRoad Commission UpdateFront Entrance Update2013 Financial Performance2014 Budget ReviewSnow Plowing DiscussionNew Board Member VoteOpen Discussion Items from the Homeowners
32013 Year In ReviewJune Front Entrance & Tot Lot Maintenance Agreement Signed & Filed with TownshipJoint agreement between all 5 associations working together as one unit to manage expensesRequires 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 2013Activity spearheaded by AMCA!Action – post agreements on website.
42013 Year In Review Front Entrance Pond Fountain Replaced May New Fountain installedAnnual budget item noted within planned expenses for ongoing maintenance, winter storage and spring installation.May Dying Pine Trees Replaced11 common area pines exhibiting symptoms of needle cast disease were replaced.November 2013 – Gatehouse plastic chairs replaced with donated office chairs (Thanks Chris!!)
52013 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 diameterThis 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 diameter12th 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.
62013 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.FacebookHomeowner started page and is an excellent communication tool for neighbors on various topicsMid-Year NewsletterContinuously updating mailing list
72013 Year In Review Road Repair Evaluation and Plan Completed! AMCA spearheaded effort to align the 5 associations to appropriately plan for road maintenanceContracted Moore & Bruggink Engineering Consultants to analyze the current state of our neighborhood roads and prepare a comprehensive replacement planEvaluation 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.
8Road Commission Update 1st Draft of the Joint Road Maintenance & Replacement Agreement has been reviewed and agreed upon in principle by all 5 associationsGoal 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.
9Road Commission Update Project GoalsCreate a replacement and ongoing maintenance plan that maintains safe roads that add to our homeowners property valueWe would like to introduce Ryan Arends, M&B Project coordinator for the road evaluation and replacement planBackgroundSimilar ProjectsEvaluation Process Completed for Ada Moorings12 core samples across all 5 association roads and physically walked each road
10Road Commission Update M&B recommendation for long term quality & effective cost managementBreak neighborhood down into 5 distinct areas per the map belowOption 2 – Complete a Full Depth 3 ½” Hot Mix Asphalt (HMA) resurface on Area 1 & Area 2Option 1 – Complete a Cold Mill 1 ½” & HMA Resurface 1 ½” of Area’s 3, 4 & 5Timeframe to complete resurfacingBased 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 – 2014Area 4 – 2018Area 2 – 2016AreaArea 3 – 2017
14Road 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 replacementNo – 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.
15Front Entrance UpdateAll 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.
16Front 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
18Front Entrance UpdateSignificant 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.
192014 Balance SheetPlease contact Treasurer for Financial Information Reviewed at Annual Meeting
202013 Budget PerformancePlease contact Treasurer for Financial Information Reviewed at Annual Meeting
212014 Operating BudgetPlease contact Treasurer for Financial Information Reviewed at Annual Meeting
22Snow 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 boardFor 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.
23New Board Member Election Thank you to the following exiting board members for your years of service!Dale BowmanJudy EatonKraig SchmottlachReturning MembersChris AppieChris BeckeringJim SprichJeff YostVolunteers/Nominations for 3 Open PositionsSean Lewis & John Eck volunteered and were unanimously approved.
24Open 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.