Vineyard Estates Home Owners Association

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Vineyard Estates Home Owners Association

• Annual Member Meeting
• 12 November 2008
• 700pm 900pm
• Red Tail Golf Club

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Agenda

• Call To Order George M. Fischer
• Verify Quorum Janet Holt
• Verify Meeting Notice Eileen Spicer
• Last Call for Election Ballots Proxies Janet
  Holt
• Approval of 2007 Minutes George M. Fischer
• Recording of 2008 Minutes Eileen Spicer
• Introduction Of Guests George M. Fischer
• Welcome Opening Comments George M. Fischer
• Board Reports
• 2008 Treasurers Report Janet Holt
• 2008 Annual Business Review George M. Fischer
• 2009 HOA Goals George M. Fischer
• Presentation of 2009 Budget Janet Holt
• Open Member Forum Janet Holt
• Election Results Janet Holt
• Wrap-Up / Addendum George M. Fischer
• Call To Adjourn George M. Fischer
• Member Social ALL

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HOA Board
136 Families 50 Million Property Value
Angela Ceo Secretary
George M. Fischer President
Janet Holt Treasurer
Angela Ceo Secretary
Eileen Spicer Director
Stacey Gareau Director
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Board Structure Meetings

• Board Members
• Minimum 3 / Maximum 5
• Volunteer Staff
• Fiduciary Duty to Act in Good Faith and in the
  Best Interest of the HOA
• Time Commitment 2-15 Hours/Week
• Terms
• 2 Year Term / May be Re-elected
• Even Years (2) / Odd Years (3)
• Next Election 2009 3 Vacancies PLEASE
  VOLUNTEER!
• Board Meetings
• First Thursday of Each Month
• Board Members Home (TBA)
• /-645pm 700pm Open Member Forum
• Board Attendance Policy For Non-Board Members
• /- 700 to 830pm Official Board Meeting
• Formal Agenda
• Executive Session
• Annual Member Meeting
• No later than 30 days before end of year

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Board Purpose Statement

• Preserve, Protect and Enhance each Members
  Residential Investment and the Associations
  Common Elements
• Improve the Safety and Appearance of the
  Neighborhood
• Provide for the Administrative Governance of the
  Vineyard Estates Properties

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Board Guiding Principles

• Our Rules and Regulations will be Reasonable and
  Equally Enforced to all Members
• Our Obligation and Duty as Officers of the Board
  are to Enforce the CCR, ADG, By-Laws Policies
• Our Philosophy is Founded on Respect and
  Consideration for Each Other

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Legal Structure of HOA

• Ohio Revised Code
• Regulates HOAs or PUDs
• Chapter 1712
• Non-profit Corporation
• Articles of Incorporation - 2001
• Elected Board
• Collects Disburses Funds to Preserve and
  Protect Members
• Maintain Improve of Common Areas
• Set Aside Funds for Capital Improvements
• Deed Restricted Community
• CCR Declarations
• Lots Sold Subject to Restrictions
• Architectural Design Guidelines
• Surface Water Management
• Common Areas / Capital Improvements
• Establishment of an HOA
• Enforce CCR
• By-Laws Governing the Board

Vineyard Estates Homeowners Association, Inc.
RESTRICTED
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Kaman Cusimano

• Lynda L. Kovach, Esq.

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Treasurers Report

• Janet Holt

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Treasurers Report - 2008

• Financial Position _at_ 7 November
• Cash Balances 7,991.95
• Checking (operating) 4,913.87
• Savings (capital) 3,078.08
• Fee Breakdown / Member
• 250.00 Revenue
• 2008 Act/Fcst. Operating Expenses 191.67 / 51
• 2008 Act/Fcst. Capital Expenditures 185.38 /
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• Savings Used To Fund Capital Expenditures
• Dues Assessment
• Collection Status As Of October 31st
• Paid in full 133
• Delinquent 2
• Liens filed 1
• Past Due Amounts 1,185.00

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2008 Operating Expenses
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2008 Capital Expenditures
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2008 Cash Reconciliation
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Homeowner StatisticsAs Of November 7, 2008

• 136 Total Homes in The Community
• Home Ownership Changes
• 5 in 2008
• 5 in 2007
• No New Homes Built in 2008
• 14 Lots on Tuscany Circle On-Hold
• 5 Homes Up For Sale 329,000 - 464,875
• Napa 3
• Vineyard Park 2

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2008 Annual Business Review

• George M. Fischer

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Status of Final Phase

• Final Building Phase V I
• Tuscany Circle
• 14 New Homes Planned
• Avon Land Group
• Waiting for FEMA EPA Release
• City Of Avon Council To Hear Findings Approve
  Sale of Lots
• Ryan Homes Has 4 Year Exclusive Right To Build
• Ryan Homes Has Committed To Purchase Lots
• Existing Models To Be Offered / New Models?
• Lots Up For Sale by 3/1/2009 Per City of Avon

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2008 Closed Projects

• Passed Sexual Predator Amendment
• Napa Retention Basin Fountains Electrical
  Hook-up
• Napa Tree Lawn Irrigation, Electrical, Bench,
  FIDO
• Retention Basin Dye, Fish Stock, Mosquito
  spray, etc.
• Nagel Fence / Grass Common Ground Maintenance
• Pond Representatives
• 4 Newsletters
• Spring Community Walk-Thru
• /-30 Conditions to Correct
• Fence Style
• Landscaping
• Above Ground Pools
• Satellite Dish Location
• Garbage Can Location
• Mailboxes looking for a permanent solution

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Mailboxes
Tuscany Circle 2 Unit-Single Post

• Permanent Solution Needed
• Brick 650
• Wood 300
• Vinyl Mailbox 400
• Powder Coated Metal 400

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2009 HOA Goals

• George M. Fischer

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2009 Projects

• Mailbox Failures
• Temporary Solution
• Original Mailbox Company Andrew Ruda
• Spring Fall Maintenance Reminder Flyer
• Install Fountains Streamview Tuscany
• Retention Basin Side Fences / No Trespassing
  Signs
• Vineyard Retention Pond Grates T-Pipe
• Schwartz Vacant Lot
• Renew Landscaping Contract
• Enhance Website Functionality
• Establish Committee to Review CCR / ADG
• Grandfather Architectural Modifications Clause
  Pre-HOA
• Develop Resident Handbook
• Appoint Management Firm

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Management Firm

• Appointment of Management Firm 1 July 2009
• Founding Board Members Terms Expire may not
  serve in the future
• George M. Fischer President
• Janet Holt - Treasurer
• Lack of New Board Member Volunteers / Member
  Support
• Received Proposal - Lawrence Management (Avon)
• Annual Cost per Member /- 50 x 136 6,800
• 2009 Dues Increase 50/Member to 300/Year
• Management Firm Services
• Annual Dues Notices
• Past Due Statements
• Monthly Accounting
• Tax Returns
• Bank Reconciliations
• Request to Correct Condition Notices
• Spring Walk-thru
• Board Meeting Attendance

Currently Performed by the President Treasurer
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2009 Nominating CommitteeEileen Spicer

• 3 Terms Expire in 2009
• Next Election Nov. 2009
• Need 2 Committee Volunteers

Management Firm to be Appointed if No Volunteers
by 1 April!
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2009 Budget

• Janet Holt

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2009 Operating Expenses
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2009 Capital Expenditures
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2009 Cash Reconciliation
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10 Year Master Plan Projects
Need Reserves of /- 6,000 / Yr. (Avg.)
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Retention Basins Fountains Project 31,909

• Retention Basins
• 6 Retention Basins 5 Wet 1 Dry
• Wet Retention Basin Aeration System
• Avoid Bacteria Buildup
• Avoid Mosquito Infestation
• Deter Geese Duck Congregation
• Improve Aesthetics / Property Values
• Equipment /- 2,000
• Submersible Pumps 1 HP
• No Lights
• Standard Electrical Tie-In / Control Box
• Installation, Service Storage Pond Control
• Estimated TOTAL Operating Cost / Year /- 550

INSTALLATION SCHEDULE 07-Vineyard (2)
10,754 08-Napa (2) 9,510 08-Streamview
4,929 08-Tuscany 2,416 09-Streamview (1)
2,150 09-Tuscany (1) 2,150
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Open Member Forum

• Janet Holt - Moderator
• Questions
• Comments
• Issues
• Suggestions

2008 DUES VOUCHER DRAWING
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Wrap-Up
PLEASE OBEY POSTED SPEED LIMITS
Pick-up After Your Pet
Allied Waste 1.800.433.1309 1 FREE - Additional
7.50/Mo. PLUS 25.00/Quarter PLEASE KEEP YOUR
GARAGE CANS IN YOUR GARAGE
Call To Adjourn George M. Fischer Member
Social ALL
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ADDENDUMBoard Meeting 2009 CalendarOriginal
Mailbox Costs Lamp Post Replacement Parts

• 2008 Annual Membership Meeting
• 12 November 2008

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2009 Board MeetingsMajor Agenda Items3rd
Thursday of Each Month

• January 15 Annual Dues Status
• February 19 ... Annual Dues Status, Management
  Firm Proposal
• March 19 Newsletter
• April 16 Spring Walk Thru
• May 21 No Meeting
• June 18 Management Firm Transition
• July 16 Management Firm Transition
• August 20 No Meeting
• September 17 Newsletter
• October 15 Annual Meeting Proxies Ballots
• November 12 Annual Meeting Rehearsal
• November 19 .. Annual Meeting
• December 17 Appoint Officers, Annual Dues
  Invoices, Budget

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Original Mailbox Company

• Andrew Ruda - Owner
• 330 Regatta Drive Avon Lake, Ohio 44012
• 440.320.1978 Cell Phone
• Pricing
• New HOA Approved Cedar Mail Post/ Unainted 250
• Remove Reinstall Existing Mail Posts 50
• Prepare White Stain Existing Mail Posts 50
• Recondition Mail Post at Off Site Facility 125
• Replace New Mail House 100
• Replace New Top Finial 40
• Spring Fall Service
• Maintenance Reminder Flyer
• Endorsed by the Board

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Original Ryan HomesSupplied Fixtures
5391P13C - 23.55
546419 - 33.10
Sandusky Electric 39097 Center Ridge Rd, North
Ridgeville 440.327.8000 Carmella
Wakelee cwakelee_at_sanduskyelectric.com
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THANKS FOR ATTENDING
PLEASE VOLUNTEER !
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