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Annual Meeting May 4, 2016 WVT Building, 6:30 pm

Join us for the WeatherStone Community Association Annual Meeting on May 4, 2016 at the WVT Building. Discuss budget, updates, special projects, and more.

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Annual Meeting May 4, 2016 WVT Building, 6:30 pm

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  1. Community Association Annual Meeting May 4, 2016 WVT Building, 6:30 pm

  2. WeatherStone Community Association Board of Directors • John Stoudt, President • At-Large (2016) • Tom Werner, Treasurer • Townhouse (2017) • Suzanne Nastase, Secretary • Single Family (2018) Shew Community Management • Ed Shew, Community Manager Attorney • Holly Setzler, Esq. (date) designates end of term

  3. Agenda • Budget Review • 2015 Audit • 2015 Budget Update • Delinquency Update • 2016 Budget • Contract Cost • General Updates • Landscape, Maintenance, Pool, Trash Removal • Snow Removal Discussion • Special Projects • Roof Replacement, Transition Study, Reserve Study Update • Election Result • 2016 Meeting Date

  4. 2015 Audit • Prepared by James McFadden, CPA, CGMA Feasterville, PA • Presented by Ed Shew Shew Community Management West Chester, PA

  5. 2015 Budget - Year-End NOTE: Operating Fund Balance of $26,046 All numbers include reserve fund dollars

  6. 2015 Reserves Report - Total *Asphalt repairs, fountain improvements, landscaping (walkways) Roof Project – Engineering, roof work, flashing/vent caps, chimney caps Assessments into Reserve (TH) Account Payments Out of Reserve (TH) Account Total Reserve Fund Expense = $74,425 ** This is a deceiving figure because of roof project

  7. 2015 – 2016 Budget Comparison - Income

  8. 2015 - 2016 Budget Discussion - Expense

  9. 2016 Budget Discussion- Units/Fees - TH = $6.00 increase SF = $1.00 decrease (14 more singles) *Currently the total number is (67 TH and 274 SFH)

  10. How Our Budget Works • WCA is a mixed use community – complicates the budget process • Town Homes and Single Family Homes • Our Fees Cover • Operational Costs (divided 25% TH and 75% singles) • Administrative, Trash, Pool, Legal, Maintenance, Club House, Snow Removal, Utilities, Insurance, Landscaping, Audit • Reserve Account Contributions • These are determined by the Reserve Study • Paid to Two Separate Accounts • Town Homes • Common Area • The Town Home owners pay into both reserve accounts

  11. How Our Budget Works In the last few years the operational costs have gone up. In that same time frame the single family monthly fees have gone down. This is due to increased number of single family homes paying into the WCA. This will stabilize. A number of individuals have suggested that we just keep the single family fees the same. If we do that, where do we place the extra income? We put in common area reserves. If we did that, the amount paid in by the townhouse residents would be increased by another dollar ($7) vs.  the single owners remaining the same. 

  12. How Our Budget Works 2014 Townhome = .25(AE) + .25(CAE) + TE + .53 (RE) / 65 (65, 65) $1 increase x 65 units x 12 months = $780 2014 Single Family = .75(AE) + .75(CAE) + .47(RE) /190 (197, 204) $1 increase x 190 units x 12 months = $2,280 Remember: Townhomes = 25% Singles = 75%

  13. 2016 1st Quarter - Budget $24,719 (2015 Surplus) 2016 1st Quarter - Reserves

  14. Delinquency Update The WCA rate of delinquency has improved, although there are still delinquent accounts. The timeline for payment, late fees, letters and collection is: • The Association fee is due on the first day of each month. • If payment is not received in the management office by the 30th day of the month, a late fee of $20.00 will be placed on your account. • The first late letter will go out within the first five days of the next month. • If the fee still has not been paid by the end of the second month past due, an additional late fee will be charged to the account and the account will be turned over to legal counsel for collection. $12,379 of which $11,434 is attributed to two addresses. One roof assessment and one regular delinquent. Without these two would be excellent @ $945. NOTE: Shew Community Management and our attorney are excellent about following through with delinquent accounts.

  15. 2016 Budget Discussion- Contract Costs - • Landscaping 1% Increase (2017) • Pool 0% Increase (2017) • Snow (fixed) 3% Increase (2018) • Trash 0% Increase (2020) • Management 0% Increase (2016) • Insurance 10% Increase (2016) (date) Indicates year contract/policy is up.

  16. Landscape - 2015 • Extensive plant replacement due to winter damage • 335 Mums planted throughout community • Reworked 401 entrance garden • River stone installation at tennis courts to control erosion • Forest Park clean up work • Stone wall work at Forest Park • Additional perennials in various locations • Tree removal in two locations • Pond maintenance

  17. Landscape - 2016 • Forest Park • Cleanup work – remove small trees and metal objects • Pathway restoration (as chips are available) • More stonewall work (tentative) • Pond Park • Extensive pond maintenance • Community Park • Rebuilt collapsed stone wall (completed) • Stone wall below pool run off tank to control slope • Community Wide • Winter damage maintenance, additional perennial flowers and shrubs, more transplant work, garden maintenance, retention basin cleanup • Settlement Park – Westover and Fellowship • Begin routine maintenance • Hankin made corrections identified by WCA Board

  18. Property and Maintenance - 2015 • Replaced fountain at WeatherStone Park • (Total costs were 75% of replacement cost) • Numerous walkway repairs – concrete and pavers • Pump replacement at Pond Park • Lighting/electrical repairs • Replaced old smoke/CO² detectors in club house • Asphalt repairs • 401 Sign reconditioning • Window repair at barn NOTE: WCA Board approved 60+ Arch/Land Requests

  19. Property and Maintenance - 2016 • Lighting/electrical repairs (carryover work) • Paver repairs • Replace railing bases – found split base replacements • Rebuild stonewall southeast of barn (completed) • Sprinkler system repair • Club House Repairs identified in transition study • Retention basin cleanup and turn over (WVA to WCA) • Please refrain from planting, placing yard waste and otherwise impacting Under consideration • Bids for townhome painting NOTE: Discussions with Vicki Laubach of Green Valleys Watershed Association over retention basin maintenance and beautification.

  20. Architectural/Landscape Requests The Purpose of the Architectural/Landscape Request is to • Maintain a consistent appearance within WeatherStone • Appropriate materials, plants, fences, etc. • Ensure that the access to “rights of way” is maintained • Protect individual homeowner and their neighbors • Certificate of Insurance • Protect the ability of our contractors to remove snow and collect trash

  21. 2015 Pool Update 2015 - New Pool Company – Aqua Safe • Continued swim lessons for various age groups • Best year we have had with excellent life guard and pool management • After hours use of the pool – 3 different entities • Worked with police 2016 – Continued management by Aqua Safe • Conducted walkthrough with regional manager • Swim lessons

  22. Snow Removal Update Snow removal is a combination of efforts by WVT and the landscaper; and, it is impacted by the Hankin Group contractor (library) • Snow Storm of 2016 (24” to 30” in our neighborhood) • Open within 24 hours • Our contractor returned to do clean up work • Township tried to widen street passage. Parking prohibited their ability to do this. They would not come back and cleanup corner piles or open fire hydrants (resident’s responsibility) • Have met with all parties to improve services and coordinate efforts • Developed additional strategies • Shared phone numbers for storm coordination

  23. Trash Removal Update Extended contract for five years. WCA bid the contract. Best pricing from AJ Blozenski. Enforced some items they had let slipped. Proposal (60 months)

  24. Rules and Regulations Update Changes were made to the Rules and Regulations to help clarify items within the community. • Feral Animals – West Vincent Township has an animal control officer. (page 6) • Lawn care/Landscape Guidelines (page 14) • Club House Rental (Page 15) • No increase in use fees • Require insurance rider on lessee’s home owner’s policy. • WCA added as additional insured

  25. Roof Replacement Project • All the units were built prior to 2008. • We started to pay into the reserves in 2009. Equal assessment. • This was paid for out of and payments returned to Town Home reserves. • Restarts the clock on the roofs of these ten buildings. • Because this was an act of nature resident was responsible. • Section 5.2. Declarations and Covenants - Based on the definition of limited common facility all units were assessed the same. • Insurance paid for 90% of the costs (paid by residents). • We had to calculate the last assessment early because town home was going to settlement. Thus the small contingency. We have dipped into that amount. Note: This was a bid contract.

  26. Roof Replacement Project • 10 Buildings – 32 Units • Roof Shingles, Chimney Caps, Gold Standard Warranty Reserve Contribution 25%* $74,425 1st Assessment $160,000 Remainder $63,273 Final Assessment (contingency) $2,100/unit $67,200 One half of buildings and one half of roof life expectancy = 25% reserve contribution NOTE: WCA did this project without a special assessment

  27. Transition Study A transition study identifies and documents potential construction or design deficiencies. The Hankin Group requested release of the bond from WVT. WCA Board engaged an engineer to conduct a Transition Study. WCA Board has been in communication with WVT. Our attorney has prepared our approach to the Hankin Group with concerns identified in this study. Findings include issues with: storm water management, site grading, paving, stucco, club house concerns, concrete work. Note: This was a bid contract.

  28. Reserve Study Update A reserve study analyzes the capital items that the association is responsible for maintaining, which typically include roofs, siding, and concrete. The first WCA reserve study was conducted in 2008 and released in January 2009. While the economy was flat and even in decline for a while, things have changed. The Board engaged an engineer to conduct the revision. Note: This was a bid contract.

  29. Other Items • Animal Waste • Email Blast Capability • No Parking Signs • Be Observant and Make Contact Please help us out!

  30. 2016 Meeting Date • The remaining Community Board meeting for 2016 will be held on: • November 2, 2016 • The 2017 budget will be discussed at this meeting. • The meeting will be held at 7:00 pm in the Club House.

  31. Election Results Ed Shew will announce the results of the election.

  32. Comments or Questions We welcome your comments or questions! Thank you for joining us!

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