November 8, 2007November 8, 2007

7:00 PM7:00 PM

Welcome to the . . .Welcome to the . . .2007 Annual Homeowner’s2007 Annual Homeowner’s

Association MeetingAssociation Meeting

GreetingsGreetings

Community of Neighbors & Friends Community of Neighbors & Friends Purpose: Purpose:

Communication (Two Way)Communication (Two Way) Adopt 2008 BudgetAdopt 2008 Budget Nominate & Elect New Board MembersNominate & Elect New Board Members

Q&A Session. Q&A Session.

AGENDAAGENDA 7:00 to 7:107:00 to 7:10 Greeting & Call Meeting to OrderGreeting & Call Meeting to Order

Accept 2006 Annual Meeting MinutesAccept 2006 Annual Meeting Minutes

7:10 to 8:107:10 to 8:10 PresentationsPresentations Highlights/Achievement in 2007 Highlights/Achievement in 2007 Budget 2007 - Plan vs. ActualBudget 2007 - Plan vs. Actual Proposed Budget 2008Proposed Budget 2008 Funding for the FutureFunding for the Future Pond Area MaintenancePond Area Maintenance

8:10 to 8:408:10 to 8:40 Homeowner Input & QuestionsHomeowner Input & Questions Received via Mail & E-MailReceived via Mail & E-Mail Offered by Homeowners in AttendanceOffered by Homeowners in Attendance

8:40 to 8:508:40 to 8:50 Nomination & Election of New BoardNomination & Election of New Board MembersMembers

8:50 to 9:008:50 to 9:00 Adjourn & Refreshments Adjourn & Refreshments

AchievementsAchievements

AchievementsAchievements

Financial ManagementFinancial Management

Balanced BudgetBalanced Budget

Funded Reserve AccountsFunded Reserve Accounts

Reduced Delinquent Homeowner Reduced Delinquent Homeowner FeesFees

Became more Professional and Became more Professional and EfficientEfficient

Vendor ContractsVendor Contracts

Dynamic Landscaping Dynamic Landscaping (Law Mowing & Snow (Law Mowing & Snow Plowing)Plowing)

Central CT Lawn Service Central CT Lawn Service (Lawn Fertilizations)(Lawn Fertilizations)

Green Machine Green Machine (Irrigation Systems)(Irrigation Systems)

Bartlett Tree Service (Tree Maintenance)Bartlett Tree Service (Tree Maintenance)

Policy established to periodically bid all contractsPolicy established to periodically bid all contracts

Why?Why? Assures quality service at competitive pricesAssures quality service at competitive prices..

Achievements (Cont’d)Achievements (Cont’d)

Landscape Tree CareLandscape Tree Care

In 2005, 130 beautiful trees and flowering shrubs In 2005, 130 beautiful trees and flowering shrubs plantedplanted in Common areas. in Common areas.

Hugh variety and diversity of specimens.Hugh variety and diversity of specimens.

Today, 120 survive and many are stressed (no care, Today, 120 survive and many are stressed (no care, drought)drought)

This Fall we haveThis Fall we have:: Mulched around all treesMulched around all trees FertilizedFertilized Controlled Insect damageControlled Insect damage

Achievements (Cont’d)Achievements (Cont’d)

Other HighlightsOther Highlights

Welcoming Committee – Welcoming Committee – RenewedRenewed

Tag Sales – Tag Sales – Spring and FallSpring and Fall

MDC and Green Machine – MDC and Green Machine – Coordination on Irrigation Coordination on Irrigation Sys.Sys.

Road Repair Maintenance – Road Repair Maintenance – Spring Hill and ArrowwoodSpring Hill and Arrowwood

Covenant CommitteeCovenant Committee

Retention Pond Area MaintenanceRetention Pond Area Maintenance

Beautification – Beautification – Planting of Flowers by volunteersPlanting of Flowers by volunteers

Achievements (Cont’d)Achievements (Cont’d)

Budget ReviewBudget Review

2007 Plan vs. Actual2007 Plan vs. ActualBudget ReviewBudget Review

Category Budget Projection Variance

Administration 3,960 3,117 (843)

Snow Plowing 11,500 11,500 0

Lawn Mowing 13,500 13,500 0

Fertilization & Weed Control

2,000 1,887 (113)

Beautification 4,000 3,692 (308)

Insurance 1,800 1,800 0

Legal 500 600 +100

Utilities 6,000 6,036 +36

Infrastructure Maintenance

6,500 1,193 (5,307)

Reserve Fund 3,500 3,500 0

Capital Fund 3,500 3,500 0

Unplanned Expenditures 0 1,6211,5263,286

Tree ServiceTree MulchingPond Maintenance

Total Budget 56,760

56,758 -2

Maintenance fees = $215 QTR per Home

Budget Review (Cont’d)Budget Review (Cont’d)

2008 Budget Proposal2008 Budget ProposalCategory Budget

Administration 3,750

Snow Plowing 12,075

Lawn Mowing 14,310

Fertilization & Weed Control 2,000

Landscaping Seasonal Plantings

1,000 Mulch 1,000 Tree Services 2,325

4,325

Insurance D&O 850 Casualty 1,000

1,850

Legal 1,000

UtilitiesWater 1,800Electric 2,400Irrigation 2,500

6,700

Infrastructure Maintenance 3,000

Reserve Fund 3,875

Capital Fund 3,875

Total $56,760= $215 per quarter, per home

Budget Review (Cont’d)Budget Review (Cont’d)

Current Account BalancesCurrent Account Balances

Checking AccountChecking Account $15,854 $15,854 Reserve FundReserve Fund $6,044 $6,044 Capital Expenditure FundCapital Expenditure Fund $6,028 $6,028

Total Liquid AssetsTotal Liquid Assets $27,926$27,926

Reserve FundReserve Fund - - dollars reserved for dollars reserved for unplannedunplanned projects (i.e., emergency situations) projects (i.e., emergency situations)

Capital Expenditure Fund-Capital Expenditure Fund- dollars dollars accumulated for accumulated for plannedplanned future projects (i.e., future projects (i.e., road repaving) road repaving)

Budget Review (Cont’d)Budget Review (Cont’d)

Fund DefinitionsFund Definitions

Funding for the Future Funding for the Future

We have a healthy cash balance in checking account. Need to supplement the Reserve Fund and Capital Expenditure Fund contributions to meet the 5 year goal established in 2006. 2008 Proposed Action

To transfer from Checking Account:

$625 to Reserve Fund

$925 to Capital Fund. Total contributions in 2008:

$4,500 to Reserve Fund

$4,480 to Capital Fund

Budget Review (Cont’d)Budget Review (Cont’d)

Budget Review (Cont’d)Budget Review (Cont’d)

Outstanding Maintenance Fees Outstanding Maintenance Fees (For more than one quarter including acceleration and

penalties)

Date# of

homeownersAmount

January, 2007 4 $6,840

November, 2007 4 $4,705

Improvement YTD $2,135

31% Reduction

Pond MaintenancePond Maintenance

Pond Area Maintenance (Cont’d)Pond Area Maintenance (Cont’d)

1.1. By laws require that the pond area be maintained – Best By laws require that the pond area be maintained – Best Interest Interest of the community.of the community.

Reasons for Pond Area ClearingReasons for Pond Area Clearing

The Declaration (Page 48)

Section (i) the right and duty of the Association to maintain, preserveand administer the Common Property for the mutual benefit, health andsafety of the Property and each of its Owners, including properlymaintaining all private drives on common property, esplanades,landscaped traffic islands in cul-de-sacs within public street lines,drainage facilities, the created pond, swales and ways, drainagedetention basins, dams or impoundments, open space, sprinkler systemsand landscaped areas, in such standards as set by the Association forthe mutual benefit and safety of the Owners and the neighboringcommunity.

2.2. Prime purpose is a storm water detention pond – Prime purpose is a storm water detention pond – maintenance maintenance of the pond is important for the original of the pond is important for the original purpose.purpose.

3.3. Preserve the diversity of habitatPreserve the diversity of habitat

4.4. Wildlife that thrives in brush, weed cover & live in reforested Wildlife that thrives in brush, weed cover & live in reforested areas.areas.

5.5. Homeowners want a clear view of the pondHomeowners want a clear view of the pond

6.6. Homeowners want to prevent the brush from encroaching on Homeowners want to prevent the brush from encroaching on their propertytheir property

Pond Area Maintenance (Cont’d)Pond Area Maintenance (Cont’d)

Reasons for Pond Area ClearingReasons for Pond Area Clearing

Pond Area Maintenance (Cont’d)Pond Area Maintenance (Cont’d)

Reasons for Pond Area ClearingReasons for Pond Area Clearing

8.8. View, Appearance and BeautificationView, Appearance and Beautification

9.9. Following Traditional PolicyFollowing Traditional Policy

Pond Area Maintenance (Cont’d)Pond Area Maintenance (Cont’d)

Reasons for Pond Area ClearingReasons for Pond Area Clearing

What will be done?

1.1. Brush hogging the area around the pond by Quail Run.Brush hogging the area around the pond by Quail Run.

2.2. Brush hogging the rest of the area around the pondBrush hogging the rest of the area around the pond

3.3. Removal of the Rose Hedge running along Deerfield Rd. Removal of the Rose Hedge running along Deerfield Rd. which is taking over the entire areawhich is taking over the entire area

What will be done?

Pond Area Maintenance (Cont’d)Pond Area Maintenance (Cont’d)

Reasons for Pond Area ClearingReasons for Pond Area Clearing

Pond Area Maintenance (Cont’d)Pond Area Maintenance (Cont’d)

Reasons for Pond Area ClearingReasons for Pond Area Clearing

4.4. Most of the field along Deerfield running from the Most of the field along Deerfield running from the intersection of Ryefield Hollow North.intersection of Ryefield Hollow North.

5.5. The field between Deerfield and backing up to Spring Hill.The field between Deerfield and backing up to Spring Hill.

What will not be done?

Homeowner Input & QuestionsHomeowner Input & Questions

There are 3 Board Positions Open for ElectionThere are 3 Board Positions Open for Election

Nomination & ElectionNomination & Election

Adjourn & RefreshmentsAdjourn & Refreshments

Thank You for Attending Thank You for Attending &&

Have a Good Night!Have a Good Night!