2019 Annual Meeting Welcome, Everyone! NOVEMBER 20, 2019 Villages of - - PowerPoint PPT Presentation

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2019 annual meeting
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2019 Annual Meeting Welcome, Everyone! NOVEMBER 20, 2019 Villages of - - PowerPoint PPT Presentation

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2019 Annual Meeting Welcome, Everyone! NOVEMBER 20, 2019 Villages of Leacroft @LeacroftCLT www.leacroft.org Ag Agenda enda 6:00 7:00 PM Sign-in / Registration 7:00 PM Call to Order 7:00 7:15 PM Introduction of Current HOA Board,

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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 Annual Meeting

Welcome, Everyone!

NOVEMBER 20, 2019

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Villages of Leacroft @LeacroftCLT www.leacroft.org

Ag Agenda enda

6:00 – 7:00 PM Sign-in / Registration 7:00 PM Call to Order 7:00 – 7:15 PM Introduction of Current HOA Board, Mgt Team & Committee Chairs. 7:15 – 7:30 PM State of the Community 7:30 – 8:15 PM Budget Review, Discussion & Vote 8:15 – 8:30 PM Intro of Board Member Candidates & Election of 3 Board terms for 2020-2021 8:30 – 9:00 PM Members Q&A 9:00 PM Adjourn

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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 HO HOA Boar Board & Mg Mgt Te Team

Board Members

  • Doug Lape - President
  • Dennis Mourning – Vice President
  • Paula Henriksen – Secretary
  • Paul A. Greiner, CMCA, AMS, PCAM – Treasurer (Past President)
  • Troy Karski – Director at Large (Appointed to Fill Joe Mercier’s Position)
  • George Brown – Director at Large

Management Company – Henderson Properties

  • Community Manager – Lyle Walter, CMCA, AMS, CPO

Thank you to all who have made this a successful and productive year!

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Villages of Leacroft @LeacroftCLT www.leacroft.org

Acti Active 2019 2019 Comm Commit ittees es

Committees / Committee Members Committee Chair Architectural Review (ARC) Paul Greiner

  • Len Tucker, Troy Karski

Common Areas Doug Lape

  • George Brown

Events Jessica Moore

  • Angie Freund, Anne Lape, Diana Mosley,

Ellen Nunn, Jennifer Smyre, Justine Bonnano, Michelle Dunham, Michelle Rankin, Robert Smyre, Susan Shenk

Communications Doug Lape

  • Paul Greiner
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Villages of Leacroft @LeacroftCLT www.leacroft.org

Acti Active 2019 2019 Comm Commit ittees es (c (cont.) t.)

Committees / Committee Members Committee Chair Welcoming & Outreach Dennis Mourning

  • Paula Henrikson

Yard of the Month Dennis Mourning

  • Paula Henrikson

Landscaping George Brown

  • Dennis Mourning, Paula Henrikson
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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 St State of

  • f the

the Comm Community unity

Goals Identified in 2018 for 2019 Address immediate needs of the community concerning:

  • General common area maintenance
  • Pool house maintenance
  • Tennis courts maintenance

Other Goals:

  • Reserve Planning to ensure proper funding
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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 St State of

  • f the

the Comm Community unity

Issues and Challenges

  • Board and Committees understaffed, vacancies, Need to get greater

involvement from our homeowner community in community events and in volunteer committees.

  • Community Watch / Crime Prevention
  • To reduce related issues homeowners are encouraged to:
  • Get acquainted with neighbors
  • Be observant and report emergencies or suspicious persons and

situations immediately to CMPD via 911.

  • Lock all doors on home and vehicles – DO NOT leave items in your

vehicle

  • Leave front porch, exterior garage and back patio lights on at night
  • Reach out to CMPD for assistance in a security consultation for your

home.

  • Increased rates and lack of availability associated with contractor

work

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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 St State of

  • f the

the Comm Community unity

Accomplishments in 2019

No Area Action Item Assigned To Target Date S Date/Results 1 Common Area Clear underbrush from tree lines Aussie 4/1/2019 G 2 Poolhouse Mulch around bushes & shrubs Aussie 5/1/2019 G 3 Poolhouse Ants in Kitchen Henderson 4/1/2019 G Contact Chris @ Charlotte Mosquito & Pest Control. APPROVED FOR REPAIR 4/7/19 4 Poolhouse Burnt out light bulbs Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 5 Poolhouse Electrical panel rusted & missing breaker panel covers Henderson 4/1/2019 R APPROVED FOR REPAIR 4/11/19 6 Poolhouse Inspect gutters for cleaning & Leaks Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 7 Poolhouse Install Keyfob reader at exterior of main entrance Henderson 4/1/2019 T HOLD on this work 8 Poolhouse Mens Room, Broken toilet handle - middle stall Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 9 Poolhouse Urinal Flush Handle Replacement Henderson / AAR 4/1/2019 G APPROVED FOR REPAIR 4/7/19 10 Poolhouse (6) showers need knobs Henderson / AAR 4/1/2019 G APPROVED FOR REPAIR 4/7/19 11 Poolhouse Repair disconnected sink & toilet supply lines Henderson / AAR 4/1/2019 G APPROVED FOR REPAIR 4/7/19 12 Poolhouse Replace sink & toilet supply shut-off valves Henderson / AAR 4/1/2019 G APPROVED FOR REPAIR 4/7/19 13 Poolhouse Sand & repaint Women's Restroom Ceiling Henderson / AAR 4/1/2019 G APPROVED FOR REPAIR 4/7/19 14 Poolhouse Outlets on front porch need covers Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 15 Poolhouse Powerwash exterior of Poolhouse Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 16 Poolhouse Replace doors to storage closet & pump house Henderson 4/1/2019 R Provide quote for approval to replace by 1/31/19 17 Poolhouse Replacement of Front Doors Henderson 4/1/2019 R Provide quote for approval to replace by 1/31/19 18 Poolhouse Resecure / Replace trash storage fence Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 19 Poolhouse Seal around window AC unit in Kitchen Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 20 Poolhouse Shutters need re-fastened Henderson 4/1/2019 G APPROVED FOR REPAIR 4/7/19 21 Poolhouse Replace (4) motion sensor floodlights Henderson / AAR 4/1/2019 R APPROVED FOR REPAIR 4/7/19 22 Poolhouse Patch/repair walls in pump house Henderson / AAR 4/1/2019 Y APPROVED FOR REPAIR 4/11/19 23 Tennis Courts Bottom of fence by backboard needs repaired PG 4/1/2019 Y APPROVED FOR REPAIR 4/11/19 24 Tennis Courts Electrical boxes by entry gate need repainted Henderson 4/1/2019 G APPROVED FOR REPAIR 4/11/19 25 Tennis Courts Fence posts need repainted Henderson / AAR 4/1/2019 G APPROVED FOR REPAIR 4/11/19 26 Tennis Courts (12) Light lenses need cleaned PG 4/1/2019 Y APPROVED FOR REPAIR 4/11/19 27 Tennis Courts Light poles need repainted PG 4/1/2019 Y APPROVED FOR REPAIR 4/11/19 28 Tennis Courts Lower light timer needs replaced Henderson 4/1/2019 G APPROVED FOR REPAIR 4/11/19 29 Tennis Courts Replace outlet cover by electrical boxes outside fence Henderson / AAR 4/1/2019 R APPROVED FOR REPAIR 4/11/19 30 Tennis Courts Net posts need repainted PG 4/1/2019 G APPROVED FOR REPAIR 4/11/19 31 Tennis Courts Seal Cracks on surface of courts PG 4/1/2019 R APPROVED FOR REPAIR 4/11/19 32 Pool Middle electrical outlet, back fence needs cover Trident 4/1/2019 G 33 Pool Need (5) new table bases (1 top in pump house, 4 in storage closet) Trident 4/1/2019 G Bases are good. APPROVED TO ORDER (10) NEW TABLE TOPS 4/7/19 34 Pool Patch/seal pool deck cracks Trident 5/1/2019 G Perform patch repairs this year, then plan to resurface entire deck in 2020 or 2021. APPROVED FOR REPAIR 4/7/19 35 Pool Pool Furniture Maintenance Trident 4/1/2019 G Restrap chairs and paint / repair chairs & tables as needed. APPROVED FOR REPAIR 4/7/19 36 Pool Pool ladder grounding wire needs re-grounded Trident 4/1/2019 G $350 per ladder if we have to cut in new wire and tie to fence. APPROVED FOR REPAIR 4/7/19 37 Pool Purchase new pool safety equipment Trident 4/1/2019 G (2) Rescue Tubes ($120); (1) Vacuum Pole ($110); (1) Safety Buoy ($75) APPROVED FOR REPAIR 4/7/19 38 Pool Repair pool skimmer covers Trident 4/1/2019 G Previously approved through Matt Pryor $500 for the skimmer repair. APPROVED FOR REPAIR 4/7/19 39 Pool Repair starting block holes / caps Trident 4/1/2019 G $40 per cap x 6 = $240.00. Previously Approved 40 Pool Wading pool won't hold water Trident 4/1/2019 G Completed 1/4/19 Leak test found plumbing to be good. Replaced Hydrostatic relief valve. Cost $625.00 41 Poolhouse Pump house needs cleaned Trident 4/1/2019 G To be accomplished during spring opening procedures 42 Poolhouse Repair leak under pump in pump house Trident 4/1/2019 G Work order written.. Should be under $350 as a budget #. APPROVED FOR REPAIR 4/7/19 43 Poolhouse Powerwash / Scrub Pool deck and all floors in Poolhouse. Trident 4/1/2019 G The deck most likely will not handle an extensive power wash given the condition of the concrete and painted surface. We do not recommend pressure washing the deck unless the deck is going to be recoated. Pressure washing the pool house and bathrooms would most likely be in the $1,500.00 range, depending on what is cleaned. APPROVED FOR REPAIR 4/7/19 44 Pool Replace Pool Signage Around Fence as Required Trident 4/1/19 G APPROVED FOR REPAIR 4/7/19 45 Poolhouse Access Control System Replacement Henderson 4/1/19 G APPROVED FOR REPAIR 4/11/19 46 Common Area Playground Drainage Aussie 4/1/19 Y APPROVED FOR REPAIR 4/11/19. HOA Board will contact Aussie directly 47 Poolhouse Kitchen Shelving Repair Henderson 4/1/19 G APPROVED FOR REPAIR 4/7/19 48 Poolhouse Replace Exterior Poolhouse Floodlights Henderson 4/1/19 T Duplicate 49 Pool (2) New Guard Umbrellas Trident 4/1/19 G APPROVED FOR REPAIR 4/7/19 50 Pool (14) Umbrella Stands Trident 4/1/19 G APPROVED FOR REPAIR 4/7/19 51 Pool (6) End Tables Trident 4/1/19 G APPROVED FOR REPAIR 4/7/19
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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 St State of

  • f the

the Comm Community unity

Summary of Accomplishments in 2019

  • New property, pool, & landscape mgt contracts – January 2019
  • Streetlight audit – May 2019
  • Playground drainage – Completed June 2019
  • Misc pool house maintenance – Majority completed July 2019
  • Misc Tennis courts maintenance – Completed September 2019
  • Pool area lighting repairs & upgrades – Completed October 2019
  • New storage shed at pool house – Completed October 2019
  • Continued close monitoring of reserve funds and reserve plan to ensure all

items are properly maintained as scheduled and that all funds necessary are present when needed as projected out ~20 years.

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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 St State of

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the Comm Community unity

Plans for 2020

  • Continued upkeep of pool and pool house
  • Install fob reader on exterior pool house door
  • Better communication with HOA members
  • Continued greater use of social media (web-site, Facebook, Twitter)
  • Facebook clean-up
  • Develop a plan for tennis courts area
  • Continued close monitoring of reserve funds and reserve plan
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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 Budg Budget Re Review

2019 Operating Budget

  • Total Operating revenue budgeted = $120,520
  • Total Operating Expenses budgeted = $120,219
  • Total Reserve funding budgeted = $25,000

Material Variances Year to date as of 10-31-19

Over budget

  • Landscaping = $5,315 (additional improvements & higher service rates)
  • Pool = $5,421 (misc. repairs, access control sys replacement, pool furniture)
  • Insurance = $1,312 (higher premiums)

Under Budget

  • Office Expenses / Postage = $1,283
  • Professional / Legal = $2,429
  • Utilities = $2,781
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Villages of Leacroft @LeacroftCLT www.leacroft.org

2020 2020 HO HOA Budg Budget et In Income Ov Over ervi view ew

Operating Revenue Summary

The Annual 2020 HOA Assessment will be $555.00 per home Previous year was $535.00 2020 2019 DIFF TOTAL OPERATING REVENUE $125,900 $120,520 +4%

Assessment Revenue $ 155,400 $ 145,520 6% * Less Reserve Transfer from Operating $ (29,500) $ (25,000) 16%

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Villages of Leacroft @LeacroftCLT www.leacroft.org

Operating Expense Summary

2020 2020 HO HOA Budg Budget et Expense Expense Sum Summary ary

2020 2019 DIFF TOTAL OPERATING EXPENSE $123,426 $120,219 +3%

Community Functions (website, social, storage) $ 4,875 $ 3,785 22% Building Maintenance & Repair (incl. COS) $ 5,250 $ 5,650

  • 8%

Professional Services (Mgt, Accounting, Legal) $ 24,217 $ 24,226 0% Landscape, Irrigation, flowers, mulch $ 24,964 $ 20,845 16% Pool – M&R, permit, phone, furniture $ 40,375 $ 40,249 0% Clubhouse (pool house M&R) $ 2,890 $ 1,800 38% Office Expense (postage, printing) $ 2,500 $ 2,750

  • 10%

Insurance (GL, D&O, Prop, Fidelity) $ 3,750 $ 3,256 13% Utilities (Water/Sewer, Electricity) $ 13,180 $ 16,733

  • 27%
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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019/2020 2019/2020 Re Reserve Budg Budgets

Reserve Balance at January 1, 2019 = $119,007

Common area elements repaired 2019

  • Tennis Courts, Pool House, Bathrooms, Entrance system, Parking Lot, Etc. Total

Spend = ~$20,000

  • Reserve Contrib. budgeted 2019 = $25,000

Reserves Balance Est. December 2019 = ~$122,508

2020 Reserve Planning

Reserve Balance Est. at January 1, 2020 = $122,508 Planned Common area element repairs 2020

  • COS & Landscaping = $12,500
  • Pool = $7,500
  • Contributions to Reserves budgeted 2020 = $29,500

Reserves Est. December 2020 = $132,008

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Villages of Leacroft @LeacroftCLT www.leacroft.org

2020 Operating & Reserve Budget Ratification

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Villages of Leacroft @LeacroftCLT www.leacroft.org

2019 2019 HO HOA Boar Board Election Election

2-Year Terms Expiring

  • Paula Henrikson
  • Troy Karski (Appointed to Fill Joe Mercier’s Term)
  • Dennis Mourning

Candidates for Board Member Openings

  • Paula Henrikson
  • Troy Karski
  • Dennis Mourning
  • Nominations from Floor?
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Villages of Leacroft @LeacroftCLT www.leacroft.org

Election of Board Members

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Villages of Leacroft @LeacroftCLT www.leacroft.org

HOA Members Q&A

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Villages of Leacroft @LeacroftCLT www.leacroft.org

Meeting Adjourned Thank You!