hickorywood farms · quarterly board meetings: all meetings are held at the waukesha state ... -...
TRANSCRIPT
Hickorywood Farms
Annual Home Owners Association Meeting
October 15th, 2014
Property Management Company: Real Estate Specialist, Inc. Property manager: Bryan Olen Web site: http://hickorywoodfarms.weebly.com 2014 Board of Directors: Vince Warzak, Jay Johannes, Jesse Coates, Jon Looman, Jason McKellips Quarterly Board Meetings: All meetings are held at the Waukesha State Bank (Dates & Times are posted on the website)
Agenda
Call to Order & Establish Quorum
Approval of 2013 Annual Meeting Minutes
Pond Maintenance Update
Property management Update
Website
Walking Path
Expense Contracts
Treasurer's Report
Election of 2015 Board
Adjourn
Welcome Hickorywood Farms Owners
Call to Order
Establish Quorum
Approval of 2013 Annual Meeting Minutes
Pond Management What we did in 2014 with our Ponds
• Signed a 3-Year contract with Lakeland Biologists
-Located in Waukesha WI
-Owner Reid Turowski
Pond Management What has been completed in 2014 • Monthly Visits… 4/30, 5/20, 6/9, 7/14, 8/8
• Treated algae/weeds in ponds • Applied dye • Applied bacteria/enzymes to pond
• Misc. Inspections… 7/3, 8/2
• Visual inspections of ponds
• Service Visit (non scheduled)… 6/24/14 • Applications because of a call to
return by HOA
Pond Management What should we be doing with our Neighborhood Ponds? • How can we reduce our use of chemicals in our ponds? • Is there any other general maintenance we should be doing? • How do our ponds rate to others in our area?
Pond Maintenance Water Circulation…
Property Management Update
Property Management Report
Bryan Olen, FMP
Property Manager
Property Management Update Handled approximately 41 emails from homeowners and an unusually high
number of 310 emails from Board Members
Answered phone calls and questions from Homeowners, Realtors, Title Companies, Contractors and Vendors
11 Welcome letters sent out to new homeowners
RFP Contracts sent out for Landscaping, Snow Removal, Pond Maintenance, and set up interviews with Vendors
Worked with Vendors to complete open projects (Overflow Large Pond, Pathway)
Conducted Neighborhood Inspections Lamp Post (4), and Trees (2)
Provided monthly Financial Reports, Accounts Payable, Accounts receivable, Dues collection, Transfer Fees
Manage collection of delinquent or past due accounts
Maintain comprehensive system of records for financials and meeting minutes
Board of Directors Jason McKellips, Jay Johannes, Jesse Coates, Jon Looman, Vincent Warczak
Website WWW.hickorywoodfarms.weebly.com
Meeting dates, times,
locations
- Deed Restrictions - Bylaws
- Meeting minutes - Membership
meeting presentations
- Many other Historical
documents
Past Newsletters
-Year-end statements
with expense details
- Current YTD financial stmt - Current Year
budget
Property management
contact information
Several links of interest
Misc. updates
and notes
Pathway Project • Project was completed September 16th within budget
• Budget approved by membership was $11K / Actual cost was $10.6K
• Asphalt was completed by Poblocki Paving
• J&L Landscaping completed Fill in and seeding
Expense Contracts Lawn Maintenance
3 year contract (2014-2016)
J&M Yard Care
Snow removal of Common Sidewalks 3 year contract (2014 – 2016)
J&M Yard Care
Pond Maintenance 3 year contract (2014-2016)
Lakeland Biologists
Property management company 3 year contract (2015-2017)
Real Estate Specialists, Inc.
Insurance Annual contact
State Farm Insurance
Estimated Togo 2014 2014 Budget Variance
Income Sept 30, 2014 YTD (Oct 1 - Dec 31, 2014) Estimate
Transfer Fees 4,500.00 1,000 5,500.00 1,000.00 4,500.00
Association Dues 35,150.00 - 35,150.00 32,750.00 2,400.00
Escrow Funds collected 500.00 - 500.00 - 500.00
Escrow Funds Dispersed (725.00) - (725.00) - (725.00)
Reimbursable Legal Fees 1,227.81 - 1,227.81 - 1,227.81
Electric Install Refund 1,844.00 - 1,844.00 1,844.00 -
Other Income/Fees 75.00 - 75.00 - 75.00
Late Fees 480.00 - 480.00 - 480.00
Total Income 43,051.81 1,000 44,051.81 35,594.00 8,457.81
Interest earned 4.19 - 4.19 - 4.19
Expenses
Accounting Fees 260.00 - 260.00 600.00 (340.00)
Administrative Fees 4,950.00 1,650 6,600.00 6,600.00 -
Administrative Other 197.95 - 197.95 750.00 (552.05)
Insurance 1,300.00 - 1,300.00 1,400.00 (100.00)
Landscape maintenance 7,861.86 3,387 11,248.81 13,100.00 (1,851.19)
Pond Maintenance 6,799.07 4,412 11,210.64 5,000.00 6,210.64
Legal 1,849.90 - 1,849.90 600.00 1,249.90
Social - Block Party - - - 600.00 (600.00)
Repairs / Maintenance - General (10.96) - (10.96) - (10.96)
Repairs / Improvements - Capital 9,370.00 1,273 10,642.76 - 10,642.76
Snow Removal 4,105.00 200 4,305.00 1,500.00 2,805.00
Utilities - Water, Electric 53.83 27 80.83 600.00 (519.17)
-
Total Expenses 36,736.65 10,948.28 47,684.93 30,750 16,934.93
Net Income/ (Loss) 6,315.16 (9,948) (3,633.12) 4,844.00 (8,477.12)
Financial Report 2014 Update
HWF Operating Escrow Reserve Total
Funds Funds Funds Cash on-hand
Balance as of 9/30/14 15,289.61 225.00 4,705.43 20,220.04
Estimated Inc Oct 1-Dec 31, 2014 - - 1,000.00 1,000.00
Estimated act trsfrs Oct 1-Dec 31, 2014 (1,000.00) 1,000.00 -
Estimated Exp Oct 1-Dec 31, 2014 (10,948.28) - - (10,948.28)
Estimated 12/31/14 Balance 3,341.33 225.00 6,705.43 10,271.76
Financial Report 2015 Budget Proposal…. Annual Dues = $250.00 per lot
2014 2015 Proposed
Income Estimate Budget
Transfer Fees 5,500.00 3,000.00
Association Dues 35,150.00 34,250.00
Escrow Funds collected 500.00 -
Escrow Funds Dispersed (725.00) -
Reimbursable Legal Fees 1,227.81 -
Electric Install Refund 1,844.00 -
Other Income/Fees 75.00 -
Late Fees 480.00 -
Total Income 44,051.81 37,250.00
Interest earned 4.19 5.00
Expenses
Accounting Fees 260.00 600.00
Administrative Fees 6,600.00 6,600.00
Administrative Other 197.95 200.00
Insurance 1,300.00 1,400.00
Landscape maintenance 11,248.81 11,000.00
Pond Maintenance 11,210.64 8,825.00
Legal 1,849.90 600.00
Social - Block Party - 600.00
Repairs / Maintenance - General (10.96) -
Repairs / Improvements - Capital 10,642.76 -
Snow Removal 4,305.00 2,000.00
Utilities - Water, Electric 80.83 100.00
Total Expenses 47,684.93 31,925.00
Net Income/ (Loss) (3,633.12) 5,325.00
HWF Operting Escrow Reserve Total
Funds Funds Funds Cash on-hand
Estimated 01/01/15 3,341.33 225.00 6,705.43 10,271.76
Income 34,250.00 - 3,000.00 37,250.00
Expenses (31,925.00) - - (31,925.00)
Interest earned - - 5.00 5.00
Estiamted '15 activity 2,325.00 - 3,005.00 5,330.00
Estimated 12/31/15 balance 5,666.33 225.00 9,710.43 15,601.76
Volunteer Opportunities
Board positions
• 2 – 2 year terms
• 3 – 1 year terms
Committees
• Cleanup / Maintenance committee
• Pond Committee
• Social Committee
2015 Board Nominees… 5 positions Nominations Accepted Nomination
Jason McKellips Y
Jay Johannes Y
Ben Voiles Y
Daryl Rooscefort Y
Gary Wilson N
Cliff Gregg N
Vince Warczak N
Jon Looman N
Jesse Coates N
Each Board Nominee 1. Introduce yourself
Name
Address
2. Tell everyone why you want to be on the Board
3. Any previous Association BOD / Committee
4. Field any Q&A from the Homeowners
Hickorywood Farms
Annual Homeowners Association Meeting
ADJOURNED
Please check the Website for updates throughout the year!
http://hickorywoodfarms.weebly.com/
APPENDIX
Pond Over Flow Pipe Repair - Before
Pond Over Flow Pipe Repair - After
Survey results from January 2014 …(only 35 of 137 lots responded)
Do you feel the HOA board is doing an adequate job based on the dues you pay? Yes 66% (23); No: 34% (12) ; (35 responses) Do you feel the Mngmt Company is doing an adequate job based on the dues you pay? Yes: 54% (19); No: 46% (16); (35 responses) How do you feel about the enforcement of the deed restrictions by the HOA? Very Satisfied: 14% (5); Satisfied 29% (10); Neither Satisfied or Dissatisfied 31% (11); Dissatisfied 6% (2); Very Dissatisfied 20% (7); (35 responses) What projects would you like to see the board focus capital funding toward? Improved Walking Paths 14 Benches on common areas 5 Pier in large pond 7 Electronic speed signs 5 Fountains at entrance 6 (35 responders suggested 42 ideas, other ideas are listed in full report) Would you be willing to pay extra through a special assessment to fund these projects? Yes 20% (7); No 80% (28); (35 responses) How often should the HOA be providing communication? Quarterly 57% (20); Semi-Annually 20% (7); Annually 12% (4), Other 11% (4) Full, un-edited, responses to all survey questions are published on the Hickorywood Farms website
Transfer Fee Changes / Timeline