2020 Woodmont Golf & Country Club Annual Homeowners Meeting

February 10, 2020

AGENDA ➢ Welcome & Introduction

➢ Who’s Who in Woodmont ➢ Governance Structure ➢ Board Committee Structure ➢ Woodmont Inception to Date

➢ Property Manager / Board Reports ➢ Summary of Changes ➢ 2019 Year in Review ➢ Landscape Revitalization Project ➢ Operating & Financial Review ➢ Expense Deep dive ➢ Volunteer Opportunities

➢ Special Election Proceedings ➢ Nominations ➢ Candidate Statement to Membership ➢ Voting ➢ Teller Committee Report

➢ Questions ➢ FAQ Document ➢ Questions from floor

➢ Adjournment

Resident Committee Structure (Resident

Volunteers)

Residents Property Manager

The Pool and Tennis courts are shared amenities for both the residents as

well as Non-Resident Golf Memberships.

Costs are governed via the CTSC based

on a weighted average from each respective group.

Responsibilities include:

➢ Propose and Administer budgets

➢ Administer Dues Collections

➢ Covenant Monitoring

➢ RFM Requests ➢ Community Issue

Resolution ➢ Capex planning ➢ Contract Bid

Process ➢ CTSC Compliance

with Golf Club expense sharing

CONTRACTSELECT

How will the Community be Governed with a Resident Controlled Board?

HOA Board (Resident

Volunteers)

Community Partnering

(County officials such as Law enforcement, Commissioner, Public Works)

Communications Covenants & RFM

Finance Beautification

Pool Traffic

Tennis Social / Welcome

Community & Safety

Awareness

SDS & Exterior Grounds

BOARD COMMITTEE STRUCTURE

Bruce Barnes Joanne Benson Susanne Edwards Jeff Kerwood Dennis Latora Grady Sanford Julie Schroeder Bill Stephens David Stine

Contact Info: board@woodmonthomeowners.com chair@woodmonthomeowners.com

Website: Woodmonthomeowners.com

FUNCTIONAL SEATS BOARD MEMBERS

1998•John Wieland sells first home in Woodmont •Golf club is established with a legal document to govern cost sharing •All residents Social Members; Club memberships offered for Full Golf & Associate Golf

2008•CTSC is amended (initiated by the Resident Advisory Committee) to better protect the financial exposure to residents from existing cost sharing agreement

•Club membership structure changed. Social membership dissolved and Activity membership created as a 3rd club membership

2012•Wheelock Street Capital buys control of John Wieland Homes and Neighborhoods

2016

•PulteGroup buys all Woodmont lots from Whellock Street Capital, with plans to complete development of 2 phases • Triumph Golf acquired Woodmont Golf and Country Club on March 31, resident seat added to HOA Board currently consisting of 3 Pulte employees •Resident HOA dues increased by $50 in first of two phases •Area Designation Plan created for Woodmont to identify and account for all HOA common areas and to begin landscape revitalization planning

2017

•PulteGroup sells Wexford lots to L Newman Builders •Resident HOA dues increased by $150 to $850 in last of two phases • Landscape revitalization project commences with Roundabout Planning & Landscape Vendor changed due to service and quality issues • Traffic sub-committee formed and initial solutions in place

2018

•Roundabout project substantially complete •Independent assessment of stormwater drainage systems to assess functionality and projected maintenance costs •Appointment of interim resident controlled board by PulteGroup

2019

•Resident controlled Board elected in Feb 2019 • Lighting and signage completed at Roundabout •Stonecrest begins development of scattered lots • Property management model change •Reserve study and independent financial statement audit initiated

Woodmont: From the beginning…..

2019 At a Glance

Julie Schroeder – Board Secretary and Functional Leader for Welcome

2019

Actual versus Budget

2020 Budget versus

2019 Actual

Dennis Latora– Board Treasurer

Financial & Operational Overview

Note: Legal expense (inc. in Admin above)

was considerably higher than planned. There were a number of factors that drove this expense. The

bulk of the expense is in collections. This

expense will be offset once the accounts have been paid.

•Scope of study includes pool, tennis courts, playground, ponds, irrigation system, landscaping, retaining walls, monuments and signage

•We expect to have the results of the reserve study in early to mid-Spring. The study will provide a 30yr forecast of expense.

•This will identify the required reserve account balance and annual contribution as well as forecast non-recurring expenses

Reserve Account

Requirement

•Structural repair and maintenance beyond standard painting and pressure washing is needed

•3 styles exist in community: solid panels on East Cherokee, Equestrian 3 rail fence, Grove 2 rail fence

•David Stine currently working on comprehensive quote for all areas

Community Fencing

•Roundabout signage was completed as of February 2020 •Significant signage repairs needed in different areas of the community.

Community Signage

•County inspection from July 2019 indicated required steps for compliance and remediation

•2019 Sediment Study was completed to evaluate expense required to address the diminished capacity and functioning due to silt build up

SDS Grove Pond County

Compliance

•Office: We are finalizing approvals from the golf club to establish onsite office space for property management

•Rear Entrance: We have gathered all cost estimates and will table this project until all other planning items are complete

Other

Pool

Security

Capital Expense Planning

The Board has identified potential capital improvements, reserve requirements and required non-recurring maintenance that are both necessary and beneficial for the community.

Funds of the association have been prudently managed to ensure the availability of funds as decisions are made with regards to reserve accounts and cap-ex projects

These expense areas out OUTSIDE of annual operating expenses

• The Summer Club Pool renovation will be complete in time for swim season.

• The renovation of the pump room will greatly improve the efficiency and safety of the pool. This renovation will follow the Clubhouse Pool renovation in 2019

• Community safety is very important and the Board is evaluating various measures that will help to improve safety, especially given the recent increases in property theft in the area

• The Flock Camera system is being considered as a possibility. We are still in the early stages of evaluating the cost and benefit of this system

2019 ASSESSMENT OVERVIEW

Description Discretionary Fees

Non-Discretionary

Fees

G1 New homeowners who had an issue at closing

with HOA balance

Waive Waive

G2 Existing homeowners who had delinquent payment for 1st installment of 2019 or delinquency from prior

year

Apply* Apply*

G3 Existing homeowners who were current in the 1st

installment for 2019 and delinquent in the 2nd

installment

Waive Apply**

* Fees applied in this scenario are correct and appropriate per governing documents. Given the review of each account, the delinquency occurred prior to the 2nd installment due date and fees should be charged. This creates parity for the majority of homeowners (88%) who made timely payments.

** Upon review by the Board, the discretionary fees are approved to be waived for those homeowners who were current with the 1st payment and delinquent with the 2nd payment. The non-discretionary fees (3rd party fees) are not approved to be waived as they are hard costs that would unfairly result in all homeowners absorbing these costs to collect.

2019 COLLECTIONS UPDATE

2019 Payment Summary

6%

6%

54%

34%

Lump SumInstallmentsGroup 1Group 2Group 3

DESCRIPTION OF FEES

Discretionary Fees: Late fees and interest charges that are reasonably charged to effect payment from delinquent accounts.

Non-Discretionary Fees: 3rd party legal expense incurred to collect on aged delinquent accounts (i.e. accounts in arrears). This expense is charged to the HOA and reimbursed when collection from delinquent homeowners. Unpaid legal fees for collections totaled approximately $35,000 in 2019. As of Dec 2019, approximately $9,000 has been recovered from paid accounts.

➢ 88% of homeowner assessments were received on time by May 1st

➢ 12% of homeowner assessments were delinquent as of May 1st

➢ Delinquent accounts were reviewed and grouped into 3 categories: G1, G2 and G3

Stormwater Detention Systems

Management

Stormwater is rain that meets ground surfaces. During rain

events, stormwater runoff cannot soak into impervious surfaces such as pavement and rooftops, so the

proper functioning of the SDS systems is critical. Stormwater detention is where rain water

flowing across ground surfaces is captured and stored before being

released.

The Board worked with county officials in 2019 to establish a

Comprehensive Management Plan for county compliance and ongoing

maintenance to ensure that all structures are functioning properly

and maintained appropriately.

W H E R E

W H Y

Jeff Kerwood– Functional Leader for Stormwater Detention Systems

Stormwater runoff at peak of rain 7.2” event

Stormwater runoff 26 hours after rain event; system expectation is to clear all

standing water within 72 hours following rain event

February 2020 Rain Event Chadwyck Live Stream

Landscape

Hardscape

SignageLighting

Fencing

Irrigation

Why did we rebrand the Landscaping Committee to the Beautification Committee?

Beautification is the integrated plan to combine various aspects of community maintenance and upkeep to

ensure that we have a cohesive and balanced solution

David Stine– Functional Leader for Architectural Control Committee

The Committee has adopted a project management approach that will enable the Board to review and prioritize expenses based on various factors such as priority levels, expected cost, community reach, etc. This will also help with the forecasting of expenses across these areas.

RFM

Form Submitted

No Form Submitted

Prop Mgr Load in System

Board Review Request

Variance Evaluated

Consistent with Community Stds

Approve or Deny

Resident Complaint or

Prop Mgr Monitoring

Board Action

Legal Escalation

Remedy Determined

Issue Resolved

2019 Issues

RFM

Form Submitted

No Form Submitted

INSET SECTION

A

Property Manager

Monitor Build

Property Manager send completion

reminder

Property Manager Review for Scope Compliance and

Completion

Resident Complaint or

Prop Mgr Monitoring

2020 Improvements

SECTION A

Project Closed

Fine assessed for

Unapproved Modification*

SECTION B

Property Manager contact homeowner for

resolution

Inset Section B

*Goal is to enforce CCR’s and discourage Unapproved Modifications by instituting a fine. This will considerably minimize legal expenses incurred for Unapproved Modifications

*Goal is improve process to be an end to end monitoring of Approved RFM’s based on significant issues in 2019 with incomplete projects and projects that

materially differed from approvals.

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Joanne Benson– Functional Leader for Architectural Control Committee

Modify & Publish Design Guidelines PURPOSE: Update documents to

reflect current standards

Adopt Board Resolution for Fine

Policy PURPOSE: Ensure that notice has been provided for fine policy to ensure compliance with CCR’s

and collection of dues

Adopt Board Resolution for

Collection Policy

PURPOSE: Ensure that residents are aware of the expectations for collection of dues and steps taken

for delinquent accounts

Adopt Board Resolution for Board Conduct &

Ethics Policy PURPOSE: Ensure that Board

members acknowledge and abide by the Conduct & Code of Ethics

Policy requiring protection of homeowner privacy as well as social media policy for Board

communications

The Board evaluated the governing documents across many areas and reviewed some of the more fundamental processes. There were several processes that resulted in rising legal costs in 2019: Request for Modification issues, Collection Issues, Ongoing Violations.

Implementing policies that will be more proactive and less reactive will help the association to avoid legal expenses to resolve resident issues and escalations. One of the most common resident complaints was related to neighbors bypassing the approval process for Request for Modifications. We are hopeful that these policies will encourage residents to follow the process

Grady Sanford – Functional Leader for Community & Safety Awareness

Flock Safety

Camera System

FLOCK CAMERA SAFETY SYSTEM

•Multi-way Stop sign at Greyfield/Park Haven/Ivy Crest has been approved and is awaiting installation •Chadwyck Lane – Volunteers are needed to move forward for this Phase •Grandmar/Ridgemoor – Multi-stop intersection, awaiting county for service area map (volunteers are ready to start gathering signatures)

Traffic Committee

Update

• E.Cherokee Traffic Study: Mill Creek Rd to SR20 (13.5 miles) Determine short to long range capacity and intersection improvements

• Belmont Hills – 9721 Cumming Hwy at Rt. 369 – 471 lot single family residential subdivision on 420 acres, 55+??

• Hickory Flat Area Plan has been postponed due to resident response

County Zoning Updates

Bruce Barnes– Functional Leader for Zoning & Traffic

Highway 20 Widening Project Update

Why Saline?

Save $$ (Significant savings in electrical expense and

chemical costs)

Water clarity is greatly improved!

Salt pool systems are reliable and preferred

choice for pool sanitization

Healthier Swim Environment

Eliminates caustic chloramines form the pool

Bill Stephens– Functional Leader for Pools & Board Vice President

Pool Renovation Update

Interested in Volunteering?

We are actively trying to get resident volunteers to assist on the sub-committees for Traffic Control, Social/Welcome, Garage Sale, ACC, Community Safety & Awareness and other areas.

Please stop by after the meeting or email board@woodmonthomeowners.com if you are interested.

Thank you for coming to the meeting!