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Countrylane Woods II Annual Meeting Agenda - March 7, 2011

Read the minutes, reports, and updates from the Countrylane Woods II Homeowner's Association Annual Meeting on March 7, 2011. Discussing accomplishments, financial updates, committee reports, and more.

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Countrylane Woods II Annual Meeting Agenda - March 7, 2011

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  1. Welcometo theCountrylane Woods IIHomeowner’s Association, Inc.Annual Corporate MeetingMarch 7, 2011

  2. Countrylane Woods II Tonight’s Agenda • Proof of notice of meeting or waiver of notice • Reading of minutes of the preceding meeting • Reports of officers • Introductions • Residents Who Made a Difference in 2010 • 2010 Accomplishments • 2010/2011 Financial Update • Reports of committees • Architectural Control Committee • Election of Directors, if applicable • Unfinished/New business • Clubhouse kitchen & banquet room remodeling • Replace tennis court gate & keys • Channel A Restoration • Channel B Restoration • Security System & Coax • Subdivision Lawsuit Update • Home Owner Comments • Adjourn

  3. Countrylane Woods IIProof of Notice of Mtg. Newsletter Post Card Web Site

  4. Countrylane Woods IIReading of Minutes of Preceding Meeting CLWII Homeowners Association Agenda/Meeting Minutes, March 1, 2010 Directors in Attendance: K. Brown, L. Lee, M. Ritchie, E. Ruegg, C. Weber H/O in attendance: Approx. 35 Meeting held at Barretts Elementary School Meeting called to order at 7:00 p.m. and adjourned at 8:15 p.m. 1. Trustees/Directors thanked Keith Brown for providing the projector. This saved CLW lI about $175 ± including the school providing the screen. 2. Proof of Notice of Meeting 3. Reading of minutes of preceding meeting (March, 2009). Carol Weber read the minutes of the 2009 corporate meeting. Minutes were accepted and approved.

  5. Countrylane Woods IIReading of Minutes of Preceding Meeting 4. Reports of Officers: -Introduction of Directors/Trustees included Eric Ruegg, President; Mike Ritchie, Treasurer; Carol Weber, Secretary; Keith Brown, 1st Vice President; Lynn Lee, 2nd Vice President. -Residents who made a difference in 2009 included Monica Brown, Swim Team Coordinator Karen Paszek, Easter Egg Hunt Dennis, Mia & Kia Maddock, Gale, Glen & Gavin Portman, Reroute common ground walking path Don Dippold, Tennis court nets Carol Weber, Newsletters Lynn Lee, Clubhouse Rentals Keith Brown, CLW II Webmaster 5

  6. Countrylane Woods IIReading of Minutes of Preceding Meeting 2009 Updates -Added mulch to picnic area -Rerouted walking path ( Chestnut Ridge to Clubhouse) -Anti-entrapment grates & electronics added to all three pools -Purchased new lounge & side chairs and bar height table & chairs for pool -Completed clubhouse residing -Replaced 5 damaged doors due to vandalism -Replaced both restroom doors & installed auto closing devices -Repaired vaulted ceiling in great room -Painted walls & ceiling and stained cedar in pool check-in area- lower level -Secured new snack vendor 6

  7. Countrylane Woods IIReading of Minutes of Preceding Meeting -Financial Update-a financial overview was given by Treasurer, Mike Ritchie. He reviewed CLWII’s income and expenses and detailed the financial management and the budget processes for the upcoming year. Account Balances: Account Balance 12/31/08 Balance 12/31/09 Checking $ 35,890 $ 33,919 Money Market 36,896 37,061 Cert. of Deposit 97,746 101,217 Total $170,532 $172,197 Income-Expense Summary 2009 Budget 2009 Actual 2010 Budget Total Operating Income $131,420 $130,652 $141,360 Interest Income $ 4,000 $ 3,687 $ 2,500 Total Income $135,420 $134,339 $143,860 Total Expenses $145,515 $132,667 $141,895

  8. Countrylane Woods IIReading of Minutes of Preceding Meeting 5. Reports of Committees: -Architectural Control Committee—Joel Kray, Chairperson, thanked all the members of the ACC for their hours spent in reviewing and approving homeowner remodeling and replacement requests. Members include Karen Kenny, Eric Nestel, Tania Newsome, and Kathy Rayfield. 37 applications were submitted in 2009. 6. Election of Directors Keith Brown was elected a trustee & director serving until 12/12 7. Unfinished/New Business: -Complete kitchen remodel -Replace tennis court gate & keys -Channel A erosion control work to begin in 2010 - Volunteers need for ACC, Trustee positions, Easter Egg hunt chairperson, Clubhouse/picnic area clean-up, simple repair work around clubhouse, also looking for teenage person for on-going paid duties around clubhouse

  9. Countrylane Woods IIReading of Minutes of Preceding Meeting -Lawsuit update *Trial was suspended pending a by-law vote as ordered by the Judge *An explanation meeting was held on 4/2/09 at Carmen Trails School to explain both sets of bylaws *Revised copies of the proposed bylaws as well as the current bylaws were mailed to homeowners of record along with a ballot to be returned by 6/4/09 *Votes for new bylaws were counted by City and Village with results 84 FOR (28%) & 219 AGAINST (72%) *Results were submitted to the Court, the defendants filed for a motion for summary judgment and the judge ordered both parties to file their findings and points of law (9/09). *Now awaiting the Judge’s decision -John Osthus allowed 5 minutes to speak 8.Homeowner Comments & Adjourn: -After each subject in agenda, there was a question/answer period for homeowners. Meeting adjourned 8:15 p.m.

  10. Countrylane Woods IIReports of Officers-Introductions • Directors/Trustees • Eric Ruegg • Mike Ritchie • Carol Weber • Keith Brown • Lynn Lee

  11. Countrylane Woods IIReports of Officers-IntroductionsResidents Who Make a Difference • Karen Paszek, Easter Egg Hunt • Nancy Pound, Tennis lessons & 7/4 mixed doubles exhibition • Don Dippold, Tennis Courts & 7/4 mixed doubles exhibition • Carol Weber, Country Times newsletters • Lynn Lee, Clubhouse Rentals • Keith Brown, Webmaster

  12. Countrylane Woods IIReport of Officers- 2010 Accomplishments Common Ground • Added 20 cu. yards of mulch to picnic grounds provided free from Channel A restoration work by Hanson’s Tree Service & Ideal Landscaping • Mowing = $14,730 • Tree removal = $6,645

  13. Countrylane Woods IIReport of Officers- 2010 Accomplishments Pool • St. Louis County required re-inspection of all three pools costing an additional $250

  14. Countrylane Woods IIReport of Officers-2010 Accomplishments Clubhouse • Remodeled kitchen- • New Cabinets • New Appliances • New lighting • New Tile Floor

  15. Countrylane Woods IIReport of Officers-2010 Accomplishments Clubhouse • Banquet Room has new tile floor, can lights, baseboard and ceiling fan • Reused old refrigerator and old counter top for use by homeowners & lifeguards in pool check-in area

  16. Countrylane Woods IIReport of Officers-2010 Accomplishments Security System-1/11 Install • Multi camera system • Continuous recording for minimum of 3 weeks storage • All cameras are color with night vision • Great room, kitchen, banquet room, & rest rooms not covered for privacy purposes

  17. Countrylane Woods IIReport of Officers-2010/2011 Financial Update • Objectives • Total Expense = Total Income • Minimize or Eliminate Taxes • Manage Money Effectively • Interest earned • Operating Income • Operating Expenses • Project Expenses • 2011 assessment is $270, down from $280 in 2010

  18. Countrylane Woods IIReport of Officers-2010/2011 Financial Update • Operating Income • Assessments • Clubhouse Rental • Newsletter Ads • Non-Operating Income • Interest From Bank Accounts • Dividends From CDs & Money Market • Operating Expenses • Expenses mandatory for the maintenance and operation of pool, clubhouse, common grounds, and administration of the subdivision • Project Expenses • Expenses not mandatory for maintenance and operation of CLW II facilities 18

  19. Countrylane Woods IIReport of Officers-2010/2011 Financial Update • Manage Income • Total Income = Operating Income + Interest/Dividends • Operating Income is primarily affected by changes in the Assessment of Homes • Manage Expenses • Total Expense = Operating Expense + Project Expense

  20. Countrylane Woods IIReport of Officers-2010/2011 Financial UpdateAccount Balances

  21. Countrylane Woods IIReport of Officers-2010/2011 Financial UpdateTotal Income-Expense Summary

  22. Countrylane Woods IIReport of Officers-2010/2011 Finances • Complete the following 2011 Projects • Complete Clubhouse Interior Renovation • (Budgeted at $2,500) • Issue Pool Management Bid for 2012, 13 & 14 • Minimum of 3 bids • Issue Lawn Mowing Bid for 2012 • Minimum of 3 bids • Manage Expenses to Meet Income

  23. Countrylane Woods IIReports of CommitteesACC Introductions • Architectural Control Committee • Mary Dippold • Karen Kenny • Joel Kray (Chairperson) • Eric Nestel • Kathy Rayfield

  24. Architectural Control Committee Countrylane Woods IIReports of Committees Summary of 2010 Approved Applications for Review of Exterior Home Repair / Improvement Projects Total of 27 Applications Received All Were Approved vs. 37 in 2009 Breakdown of Approvals • 4 Room Addition /Garage Addition • 3 Replace Siding & Trim • 5 Stain House / Garage Plus Trim

  25. Countrylane Woods IIReports of Committees Architectural Control Committee Summary of 2010-continued Breakdown of Approvals-continued • 2 Replace &/or Paint Trim Work Only • 1 Replace Garage Door • 3 Paint Any or All Doors (Garage, Front, Pedestrian) • 6 Install / Replace / Repair or Just Stain Deck • 2 Install or Replace Fence • 4 Replace Windows • 2 Install / Replace / Repair Roof Over Deck or Patio • 2 Replace Gutters 25

  26. Countrylane Woods IIReports of Committees Architectural Control Committee Summary of 2010-continued Letters Written to Homeowners from ACC In May 2010 homeowner concerned about state of disrepair of neighbor’s mailbox post. Post was replaced within a few weeks. In June 2010 a homeowner erected a privacy fence that exceeded subdivision & city’s restrictions. Fence was brought into compliance within 30 days. 26

  27. Countrylane Woods IIReports of Committees Architectural Control Committee Summary of 2010-continued Letters Written to Homeowners from ACC-continued New cedar homeowner in 2010 whose home was painted in violation by previous owner and not identified until after sale. New homeowner was “grandfathered” until such time as the home is repainted. Therefore the violation was attached to the previous owner and not the new owner. 27

  28. Countrylane Woods IIReports of Committees Architectural Control Committee Summary of 2010-continued ACC Plans For 2011 In June 2010 issue of “Country Times” newsletter the ACC published a notice to all homeowners regarding “white trim boards around doors and windows” plus “fences along Big Bend. The notice stated that any trim around windows and doors painted white after 9/06 are in violation of Amendment III to the Indentures and for the homeowners to take corrective action by end of Fall 2010. ACC will be following up with these violations. 28

  29. Countrylane Woods IIReports of Committees Architectural Control Committee Summary of 2010-continued ACC Plans For 2011-continued The notice also addressed homeowners with privacy fences that face Big Bend where the City of Manchester requires these fences be stained, painted, and otherwise be maintained. Homeowners of fences not painted or stained in last 5 years were asked to do so by the end of Fall 2010. ACC will follow up to identify fences not in compliance with the City of Manchester’s ordinances. This Spring, the ACC will update the photo archive of cedar homes with pictures taken from the street to make comparisons of violations previously identified. 29

  30. Countrylane Woods IIReports of Committees Architectural Control Committee Summary of 2010-continued Reminder to ALL Residents of Countrylane Woods II A Review for Architectural Control Should be Completed for Any Exterior Home Repair or Improvement Project except planting trees and shrubs This quick and painless process is in place to prevent a homeowner from making mistakes that may end up costing them time and money. Please ask for permission in advance. Do not ask for forgiveness after the fact Projects done in violation of the subdivision indentures will need to be redone at the homeowner’s expense. 30

  31. Countrylane Woods IIElection of Directors, If Applicable Eric Ruegg elected as trustee and corporate director/President– Term expires 1/13 Mike Ritchie elected as trustee and corporate director/Treasurer– Term expires 1/13 Carol Weber elected as trustee and corporate director/Secretary– Term expires 1/13 31

  32. Countrylane Woods IIUnfinished/New Business • Volunteers Needed • Channel B Restoration • Architectural Control Committee • Build new lifeguard stands in early spring 2011 • Trustee Positions • Clubhouse/Picnic Area Clean-up • Simple repair work at clubhouse

  33. Complete clubhouse refurbishment, approx. cost $2,500 (project in 2011 assessment) Countrylane Woods IIUnfinished/New Business

  34. Countrylane Woods IIUnfinished/New Business Channel A Restoration Completed 12/10 Review of new tree survival, Spring 2011 Trustees attended a follow-up meeting with the City on 3/2/11 Issue with rock specs, replacement will be done ending 6/11. 34

  35. Countrylane Woods IIUnfinished/New Business Channel B Restoration 35

  36. Countrylane Woods IIUnfinished/New Business Channel B Restoration Ameren Missouri has removed all electric cables from the creek bed as of 1/11 at the request of the Trustees 2/22/11-Introduction of Bill directing City staff to prioritize all storm water projects. This will probably be defeated. Priorities already established in via study in 2005. 36

  37. Countrylane Woods IIUnfinished/New Business 2010 Lawsuit Update 2006 a lawsuit filed by 4 residents and later enjoined by 12 others against the Trustees and Directors of CLW II Results of the lawsuit The court ruled that indentures are attached to the land and cannot be superseded by corporate bylaws Our corporate bylaws were adopted in 2005 and ratified by the homeowners by a vote in 2009. They are the governing bylaws of our Homeowners Association The elections held by the plaintiffs to remove the Trustees and Directors were declared invalid 37

  38. Countrylane Woods IIUnfinished/New Business 2010 Lawsuit Update - continued The court ruled that the duly elected Trustees and Directors of CLWII were Eric Ruegg, Keith Brown, Lynn Lee, Mike Ritchie and Carol Weber Court costs were assessed against the plaintiffs Plaintiffs file a motion July 2010 Plaintiffs file a motion for a new trial and to reconsider the previous judgment The court denies the motion 38

  39. Countrylane Woods IIUnfinished/New Business 2010 Lawsuit Update - continued Appeal by Plaintiffs Plaintiffs file a notice with the court that they plan to appeal the case An appeal has been filed with the appellate court Small Claims Court On Dec. 30 resident, John Osthus filed a small claim’s case claiming that he had to unlawfully pay assessments in excess of $250 for the years 2007, 2008, 2009 and 2010. He also claimed that indenture amendments were not correctly passed and the value of his house had decreased by the new restrictions. 39

  40. Countrylane Woods IIUnfinished/New Business 2010 Lawsuit Update - continued The case was heard on Feb 2, 2011. The subdivision attorney filed two motions to dismiss and a counter claim for “abuse of process”. The court upheld the motions to dismiss and awarded CLW II HOA $500 in the counterclaim John Osthus has requested a “Trial De Novo,” an appeal in small claims court 40

  41. Countrylane Woods IIHomeowner Comments

  42. Countrylane Woods IIAdjourn 42

  43. Countrylane Woods IIHomeowner’s Association, Inc. Thanks for attending and please drive home safely

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