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Pinecrest Estates Homeowners Association. Annual Membership Meeting October 14, 2009. Agenda. Call to Order Notice of Meeting Roll Call/Certification of Proxies Reading/Approval of the 2008 Minutes Presentations – Reports from Officers and Committees

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Pinecrest estates homeowners association

Pinecrest Estates Homeowners Association

Annual Membership Meeting

October 14, 2009


Agenda

Agenda

  • Call to Order

  • Notice of Meeting

  • Roll Call/Certification of Proxies

  • Reading/Approval of the 2008 Minutes

  • Presentations – Reports from Officers and Committees

  • Election of Directors/Select 2010 Nominating Committee

  • Old Business

  • New Business

  • Adjourn


Welcome

Welcome!

  • Call to Order -- C. Kerrigan, President

  • Notice of Meeting -- J. Fess, Terra Mgmt.

  • Roll Call/Certification of Proxies

  • Reading/Approval of the 2008 Minutes


2009 in review

2009 In Review

  • HOA voted in Changes to the Declarations, Covenants, Conditions and Restrictions to allow more flexibility in architectural design standards regarding:

    • Fence construction material

    • Window coverings visible from the street

  • Survey of homeowners resulted in new architectural design standards to provide additional guidance

  • Our new neighbors – the church and their carnival

    • Great collaboration among the Newberger Ave. HOAs

    • Open dialogue with the church


2009 in review1

2009 in Review

  • We learned the Entry area is apparently a great target

    • Directory box totaled

    • Plants totaled by Old Man Winter

    • Bushes by the sign totaled

    • Bushes & electrical box in the

      turnaround totaled

  • Replaced the sod in on both sides of gates

  • Installed essential equipment on the gate for safety and risk mitigation

  • And just learned that the original installation of pressure plates (exit) was inferior and working to replace


2009 in review2

2009 in Review

  • The Ham’s held the first Pinecrest Promenade

  • Board began a thorough study of all existing contracts to attempt to lower or maintain HOA operating costs

  • Getting more homeowners involved -- Board formed 2 new committees

  • At the request of the Board, the Finance committee initiated a review of our insurance coverage

  • The Board published 2 letters and a newsletter to homeowners and began posting Board meetings

  • We authorized a lien foreclosure on one homeowner for non-payment of association dues


2009 in review3

2009 in Review

  • Letters to speeding violators

  • Reviewed “ump-teen” reports

  • Renewed some CDs

  • Initiated a “reserve study” to ensure we had adequate reserves to cover reasonable risk of HOA common property wear and/or damage

  • Selected a new management company


The search for a new management company

The Search for a New Management Company

  • They fulfill community maintenance, association administration and financial control responsibilities

  • Put out a Request for Proposal (RFP)

  • Committee reviewed and interviewed

  • Board heard recommendations and interviewed finalist

  • Board selected Terra Management, Inc.

    • Professional

    • Significant experience of staff

    • Additional services

    • Cost competitive


T erra management services inc

Terra Management Services, Inc.

  • Community Maintenance

    • Develop specifications for landscape and community maintenance to ensure that all landscaping is getting care according to its needs

    • Prepare Requests for Proposals and competitively bid landscape maintenance contracts

    • Perform monthly inspections to ensure compliance with maintenance specifications

    • Arrange for ordinary and emergency repairs to community facilities


T erra management services inc1

Terra Management Services, Inc.

  • Association Administration

    • Administer the Declaration, Articles, Bylaws, Architectural Standards, and Community Rules and Regulations

    • Moderate and record meetings of the Board of Directors and of the Membership

    • Prepare meeting schedules, notices, agendas and minutes to ensure coordination between board members, homeowners and the manager

    • Identify violations and enforce community deed restrictions

    • Maintain the Association’s records, including agreements, contracts, and resolutions

    • Coordinate General Liability, Property and Directors’ and Officers’ Liability insurance.

    • Process Architectural Control applications.


T erra management services inc2

Terra Management Services, Inc.

  • Financial Control

    • Establish Association bank and reserve accounts

    • Provide bookkeeping and accounting services; prepare monthly financial statements for the Board of Directors

    • Work with the Board of Directors to prepare the Association’s annual operating budget

    • Assist the Board in finding low cost alternatives for the services and materials it purchases

    • Perform assessment billing and collection; prepare and mail assessment coupons monthly, quarterly or yearly


T erra management services inc3

Terra Management Services, Inc.

Key Personnel:

  • TERRA principals and employees have decades of experience in community development and management.

  •  David M. Felice, President, has been active in community development & community management since 1988, & in Florida since 1992.  He is the former President of Blair Communities and holds licenses as a Florida attorney and as a Florida Certified Building Contractor.

  •  Stephen P. Newman, CFO, and his staff spearhead all financial and accounting functions for TERRA and its clients, including assessment billing and collections.  Stephen holds a Florida license as a Community Association Manager.


T erra management services inc4

Terra Management Services, Inc.

  • John E. (“Jack”) Fess, is the Pinecrest Estates Community Manager.  Jack also holds a Florida license as a Community Association Manager and has spent the bulk of his career focusing on community operations and marketing for Tampa Bay area developers. 

  •  TERRA is a member of the Suncoast Chapter of the Community Association Institute (CAI).  The company currently has 29 team members and can provide any services that would be required in the operation of Pinecrest Estates.  


T erra management services inc5

Terra Management Services, Inc.

Terra’s Philosophy:

  • Terra’s goal is to be your community managementpartner year after year, by:   

    • providing high quality, professional management services

    • keeping you informed of important issues and industry developments that impact your community

    • providing you expert advice and counsel

    • viewing the community from your perspective

    • protecting the Association’s interests and by putting those above our own

  • Email address: [email protected]


Pinecrest estates community website

Pinecrest Estates Community Website

  • Documents

    • Covenants

    • ARC Standards

    • Forms

  • Event Calendar

  • Newsletter

  • Board & Committees

  • Plat

  • Email Community Manager

www.myterracommunity.com

Password: pe33549


Reserve study

Reserve Study

  • Reserve Study completed; estimated replacement costs of common HOA property: road, entry road, gates, access system, monuments, and sign

  • Took into consideration future cost adjustment

  • Result:

    • We have sufficient reserves and will continue to as long as we put approximately $800/mo into reserves

    • This will provide us with approximately $400 a month to place into the operating fund for increasing maintenance and repair expenses so we do not have to continue to dip into reserves

    • Although our expenses continue to climb (aging & wear), we WILL NOT have to increase association dues for 2010!!!


Financial committee

Financial Committee

  • Committee Members:

    • Denis Murphy, Chairperson

    • Rick Sandon

    • James (Rob) Combs

    • Openings exist

  • HOA Insurance Review

    • Initial review revealed we are underinsured

    • Research seems to indicate we can obtain more coverage at no additional or even less cost

    • Research continues

    • Adding other expense areas to research – such as landscaping common areas


Architectural review committee

Architectural Review Committee

  • Committee Members:

    • Susanne Perla, Chairperson

    • Terry Busing

    • Tom Ellison

    • Lynn Lenhart

  • Appointed by the Board, as proscribed by Article VI of the Declaration of Covenants, Conditions and Restrictions, the ARC’s purpose is to:

    • adopt, promulgate, amend, revoke and enforce guidelines, hereinafter referred to as the “Design Standards” for the purposes of:

      • governing the form and content of plans and specifications for approval pursuant to the Declaration

      • governing the procedure for such submission of plans and specifications

      • establishing guidelines with respect to the approval and disapproval of design features, architectural styles, exterior colors and materials, details of construction, location and size of any Structure, and all other matters that require approval pursuant to the Declaration

      • establishing guidelines for approval of landscaping changes and maintenance of structures


Architectural review committee1

Architectural Review Committee

  • In reviewing any particular application, the

    ARC shall consider whether its action will:

    • assure harmony of external design, materials

      and location in relation to surrounding buildings

      and topography within the Property

    • preserve the value and desirability of the

      Property as a residential community

    • beconsistent with the provisions of this Declaration

    • be in the best interest of all Owners in maintaining the value and desirability of the Property as a residential community


Architectural review committee2

Architectural Review Committee

  • Per the Declaration, Amendments and the ARC Design Standards, examples of those types of structures or improvements which require an ARC approval:

    • Landscaping (except for replacement of dead or dying plants)

    • Garages, decks, swimming pools, or structures of any kind

    • Basketball goals (whether permanent or portable), play sets, trampolines

    • Flag poles

    • Driveway extensions

    • Tree removal (unless dead or dying)


Architectural review committee3

Architectural Review Committee

  • In addition, the Standards and the Declarations have requirements of homeowners, such as:  landscape screening of exterior equipment and maintenance of their home and property

  • Recommendation: Please read your Declarations and the Design Standards. When in doubt, ask. We’re here for the entire community.


Appeals committee

Appeals Committee

  • Per Article VIII of the Declarations:

    • “The Association may impose fines against any Member, occupant, tenant, guest, or invitee, for violation of the provisions of this Declaration or the Standards of the Architectural Committee. For occupants, tenants, guests or invitees, the Member responsible for such person’s presence shall be responsible for any fine. Such fines shall not exceed $50 per violation, and may be imposed only after a hearing before a committee of three members appointed by the Board who are not related to officers, directors, or employees of the Association, with 14 days notice to the person sought to be fined.”


Appeals committee process

Appeals Committee Process

  • Upon discovery of a violation, the CM shall send a letter to the Owner requesting that the violation be corrected.

  • A second letter will be sent at the next inspection if the violation still exists. The letter shall specify that the violation must be corrected as soon as possible and in any event within seven (7) calendar days.

  • If the infraction is not corrected, the CM shall set the violation for hearing before the Appeal Committee. The date of the hearing shall be set so as to provide the Owner at least 14 days notice.

  • At the hearing the Appeal Committee may grant the offending Owner additional time to correct the violation, or it may take such other action it determines appropriate, including the right to correct the violation and assess the Owner with the cost thereof, as authorized by the Association Documents.

  • The Committee may levy reasonable fines, not to exceed $50 per violation, on the basis of each day of a continuing violation, with a single notice and opportunity for hearing, except that no such fine shall exceed $1,000 in the aggregate.


Appeals committee1

Appeals Committee

  • Very few homeowners have recurring violations – but it sets a risky precedence

  • We are required by State law to comply with the Association documents

  • We do NOT want to impose fines on our neighbors

  • We act to preserve the value and desirability of Pinecrest Estates AND the investment each of us has made

  • There is room for negotiation

  • Let’s all work together, please


Election of board of directors

Election of Board of Directors

  • Election Process -- J. Fess

  • Incumbent Candidates

  • Nomination of New Candidates

  • Homeowners Vote

  • Selection of 2010 Nominating Committee

    • Includes Board member


Candidates for board

Candidates for Board

  • Incumbents:


Candidates for board1

Candidates for Board

  • Write-in Candidates (as of 10/12/09):

    • Denis Murphy

    • Felicia Long

    • Tom Fairbanks


Old business

Old Business

  • Sod the entrance -- completed March 09

  • Changes to covenants– voted Feb. 09; documented by county May 2009

  • New ARC design standards – completed May 2009

  • Community Garage sale or any community events – guidelines

  • We need an email address for each property


New business

New Business

  • Vote to Rollover 2009 Surplus Funds, if any

  • Committees

    • Social Committee: Stephanie Michael (chairperson), Lori Sandon, Cathy Kerrigan, openings exist

    • Finance Committee – D. Murphy (chairperson), R. Combs, and R. Sandon, need more members

    • ARC Committee – 1 opening exists

    • Appeals Committee – T. Busing, T. Ellison, one opening exists

    • Garden Design Committee – Need a chairperson and members

    • Any other suggestions for committees?


New business1

New Business

  • Gate Code Changes

    • Assign individual codes specific to each homeowner

    • Protect your code; provide it to others only when necessary

    • Old codes will be deactivated effective November 16th


The floor is open

The Floor is Open

  • Comments/Questions by Homeowners


Closing

Closing

Thank you for caring about your neighborhood!

We wish you a wonderful evening.


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