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2010 Annual Homeowners Meeting

2010 Annual Homeowners Meeting. Board of Directors Plymouth Commons Homeowners Association March 11, 2010. Welcome. Mike Cutsinger PCHA President. Welcome. Welcome Roll Call Welcome New Residents Proof of Meeting Notice Reading of Last Meeting’s Minutes. Agenda. Reports of Officers

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2010 Annual Homeowners Meeting

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  1. 2010 Annual Homeowners Meeting Board of Directors Plymouth Commons Homeowners Association March 11, 2010

  2. Welcome Mike Cutsinger PCHA President

  3. Welcome • Welcome • Roll Call • Welcome New Residents • Proof of Meeting Notice • Reading of Last Meeting’s Minutes

  4. Agenda • Reports of Officers • Financial Year-in-Review • Grounds & Maintenance • Communications • Reports of Committees • 2010 Policy Discussion • Open Discussion

  5. Financial Year-in-Review Rebecca Ufford PCHA Treasurer

  6. Topics • Current Status • 2009 Financial Statements • Moving Forward

  7. Current Status • Approved 2010 Budget

  8. Current Status • Approved 2010 Budget • Controls on Financial Spending Functioning Well • Expenditures followed Budget • Board approval on all outgoing funds prior to commitment • Dual signature required • Checks and Balances

  9. Current Status • Approved 2010 Budget • Controls on Financial Spending Functioning Well • Expenditures followed Budget • Board approval on all outgoing funds prior to commitment • Dual signature required • Checks and Balances • Regular monthly Treasury Report to PCHA Board and association via website

  10. Current Status • Approved 2010 Budget • Controls on Financial Spending Functioning Well • Expenditures followed Budget • Board approval on all outgoing funds prior to commitment • Dual signature required • Checks and Balances • Regular monthly Treasury Report to PCHA Board and association via website • U.S. Taxes Prepared and Filed for 2009

  11. Current Status • Approved 2010 Budget • Controls on Financial Spending Functioning Well • Expenditures followed Budget • Board approval on all outgoing funds prior to commitment • Dual signature required • Checks and Balances • Regular monthly Treasury Report to PCHA Board and association via website • U.S. Taxes Prepared and Filed for 2009 • All financial records available for review at open, regularly scheduled Board meetings

  12. 2009 Financial Statements • Extraordinary income in 2009: • $8234 received in settlement of lawsuit PCHA v. Patel. • Extraordinary expenses in 2009: • Beautification work on Entrance • Reimbursement from Plymouth Township occurred in February 2010.

  13. 2009 Financial Statements

  14. 2009 Financial Statements

  15. 2009 Financial Statements

  16. 2009 Financial Statements

  17. 2009 Financial Statements

  18. Moving Forward • 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.

  19. Moving Forward • 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.

  20. Grounds & Maintenance Mike Cutsinger PCHA President

  21. G & M Highlights • Snow Plowing • Lawn Mowing • Fertilizing • Fall/Spring Clean-ups • Upgrade Electrical • New Sprinkler System @ Hopkins Entrance • New Ground Lighting • Subdivision Beautification 2010 Budget • Approval Projects Tree Plantings • Hopkins Entrance Sign • Spring Flowers

  22. Communications Brinton E. Baker PCHA Secretary

  23. Communications Highlights • Timely Email Communications • Board activities / meeting minutes • Security & safety issues • Web Site Live • Key reference documents • Archive of current communications • Schedule of upcoming BOD meetings, key dates

  24. Homeowner CommunicationsPCHA Communications • Board receives many homeowner emails • Two-Tier Response • Those that are brief and straightforward can be answered directly and immediately • Those 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!

  25. Web SitePCHA Communications • 2009 Strategy: Get something up as promptly as possible and enhance it going forward • Planned 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 information • Contractor Central: single place for contractors to find available contracts, statements of work

  26. Email CommunicationsPCHA Communications • All future PCHA communications will be via email • The PCHA Board MUST have one or more email addresses AND a valid phone number • Providing your email address ensure prompt receipt of all official PCHA communications

  27. 2010 Policy Discussion PCHA Board of Directors

  28. 2010 Policy TopicsPCHA Policy Discussion • Neighborhood Security • Mailbox Repair • Road Repair • By-Laws & Covenants Revision • Subdivision Beautification • Neighborhood Involvement

  29. Neighborhood SecurityPCHA Policy Discussion • How can we make our subdivision more secure? • Increased number of thefts & vandalism • Alternatives • Improved lighting • Homeowner lights • Security service shared with other subdivisions • Neighborhood watch • Gated entrances

  30. Mailbox RepairPCHA Policy Discussion • How can we keep association mailboxes in repair? • Many mailboxes are badly broken or posts are unstable • Appropriate policies in effect at neighboring associations can be used as templates • “Grandfathering” of quality replacements

  31. Road RepairPCHA Policy Discussion • How can we fix our roads? • Facts • Wayne County will repair our roads but only after greater degradation • They will not fix cosmetic cracks • Homeowners need to call • We will likely have to fund some repairs ourselves • Plan • Further define costs of repair • Establish/fund reserve • Lay out repair schedule by sections • Keep on Wayne County to fund/subsidize

  32. By-Laws & Covenants RevisionPCHA Policy Discussion • How can we make PCHA business more efficient and effective? • By-Laws need major rewrite • Support email communications & voting • Clarify quorum for key votes • Update fees & voting sanctions for dues in arrears • Encourage prompt response to voting measures • Covenants outdated • Can draft ourselves or outsource to competent association attorney

  33. Subdivision BeautificationPCHA Policy Discussion • What initiatives are needed in our subdivision to enhance appearance and home values? • Topics • Homeowner boulevard trees • Association trees • Powell entrance signage • Spring cleaning • Spring flowers at entrances

  34. Neighborhood InvolvementPCHA Policy Discussion • How can we increase homeowner involvement? • Needed • Prompt response to voting measures • Volunteers to chair subcommittees • Architectural Review (standing) • Social (standing) • Bylaws, Covenants & Restrictions • Mailbox Policy • Neighborhood security • Roads

  35. Open Discussion

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