2010 annual homeowners meeting

Board of DirectorsPlymouth Commons Homeowners AssociationMarch 11, 2010

Mike CutsingerPCHA President

WelcomeRoll CallWelcome New ResidentsProof of Meeting NoticeReading of Last Meeting’s Minutes

Reports of OfficersFinancial Year-in-ReviewGrounds & MaintenanceCommunications

Reports of Committees2010 Policy DiscussionOpen Discussion

Rebecca UffordPCHA Treasurer

1. Current Status2. 2009 Financial Statements3. Moving Forward

Approved 2010 Budget

Approved 2010 BudgetControls on Financial Spending Functioning Well

Expenditures followed BudgetBoard approval on all outgoing funds prior to commitmentDual signature requiredChecks and Balances

Approved 2010 BudgetControls on Financial Spending Functioning Well

Expenditures followed BudgetBoard approval on all outgoing funds prior to commitmentDual signature requiredChecks and BalancesRegular monthly Treasury Report to PCHA Board and association via website

Approved 2010 BudgetControls on Financial Spending Functioning Well

Expenditures followed BudgetBoard approval on all outgoing funds prior to commitmentDual signature requiredChecks and Balances

Regular monthly Treasury Report to PCHA Board and association via websiteU.S. Taxes Prepared and Filed for 2009

Approved 2010 BudgetControls on Financial Spending Functioning Well

Expenditures followed BudgetBoard approval on all outgoing funds prior to commitmentDual signature requiredChecks and BalancesRegular monthly Treasury Report to PCHA Board and association via websiteU.S. Taxes Prepared and Filed for 2009All financial records available for review at open, regularly scheduled Board meetings

Extraordinary income in 2009:$8234 received in settlement of lawsuit PCHA v. Patel.

Extraordinary expenses in 2009:Beautification work on EntranceReimbursement from Plymouth Township occurred in February 2010.

Balance Sheet 2009 2008

Cash in Checking: $2,315 $1,252

Cash in Money Market 36,736 96,236

Total Unappropriated Fund Balance

$39,052 $97,487

2009 2008

Revenues:

Dues/

Assessments/Fees

$13,840 $46,064

Lawsuit Settlement 8,324 -

Interest income 500 9,576

Expenditures: 2009 2008

Administration $2,383 $,767

Banking 0 1,115

Commons 14,225 14,790

Entrances 51,220 1,078

Expenditures, cont. 2009 2008

Professional Fees $3,678 $6,425

Road (Snow Removal) 5,049 3,638

Taxes 2,874 35

Utilities 1,171 1,324

2008 2009

Total Revenue $22,165 $55,641

Total Expenses 80,600 31,171

Fund Bal Beg 97,487 73,018

Fund Bal End $39,052 $97,487

Special thanks to Lois Heikkinen who provided bookkeeping services on a monthly basis. I recommend this practice be continued of having an independent bookkeeper from the Board.

After serving three years on the PCHA board, my term will expire this spring. I will assure an orderly and complete transition of responsibilities and records to the incoming Treasurer.

Mike CutsingerPCHA President

Snow PlowingLawn MowingFertilizingFall/Spring Clean-upsUpgrade ElectricalNew Sprinkler System @ Hopkins EntranceNew Ground LightingSubdivision Beautification 2010 BudgetApproval Projects Tree PlantingsHopkins Entrance SignSpring Flowers

Brinton E. BakerPCHA Secretary

Timely Email CommunicationsBoard activities / meeting minutesSecurity & safety issues

Web Site LiveKey reference documentsArchive of current communicationsSchedule of upcoming BOD meetings, key dates

Board receives many homeowner emailsTwo-Tier Response

Those that are brief and straightforward can be answered directly and immediatelyThose that are more complex, or that require a Board discussion, will be brought up at the new Board meeting under “New Business” and addressed

Please be understanding - remember that we are a volunteer board with full-time jobs!

2009 Strategy: Get something up as promptly as possible and enhance it going forwardPlanned Content

Resources: minutes, newsletters, by-laws, covenants & restrictions, maps, key contacts, meetings schedule [COMPLETED]Homeowner Directory: publicly available information (names), home-owner specified contact information & personal informationContractor Central: single place for contractors to find available contracts, statements of work

All future PCHA communications will be via emailThe PCHA Board MUST have one or more email addresses AND a valid phone numberProviding your email address ensure prompt receipt of all official PCHA communications

PCHA Board of Directors

Neighborhood SecurityMailbox RepairRoad RepairBy-Laws & Covenants RevisionSubdivision BeautificationNeighborhood Involvement

How can we make our subdivision more secure?Increased number of thefts & vandalismAlternatives

Improved lightingHomeowner lightsSecurity service shared with other subdivisionsNeighborhood watchGated entrances

How can we keep association mailboxes in repair?Many mailboxes are badly broken or posts are unstableAppropriate policies in effect at neighboring associations can be used as templates“Grandfathering” of quality replacements

How can we fix our roads?Facts

Wayne County will repair our roads but only after greater degradationThey will not fix cosmetic cracksHomeowners need to callWe will likely have to fund some repairs ourselves

PlanFurther define costs of repairEstablish/fund reserveLay out repair schedule by sectionsKeep on Wayne County to fund/subsidize

How can we make PCHA business more efficient and effective?By-Laws need major rewrite

Support email communications & votingClarify quorum for key votesUpdate fees & voting sanctions for dues in arrearsEncourage prompt response to voting measures

Covenants outdatedCan draft ourselves or outsource to competent association attorney

What initiatives are needed in our subdivision to enhance appearance and home values?Topics

Homeowner boulevard treesAssociation treesPowell entrance signageSpring cleaningSpring flowers at entrances

How can we increase homeowner involvement?Needed

Prompt response to voting measuresVolunteers to chair subcommittees

Architectural Review (standing)Social (standing)Bylaws, Covenants & RestrictionsMailbox PolicyNeighborhood securityRoads