Annual Report

2012

Annual Report for the Polo Fields Homeowners Association - FY 2012, 1

Table of Contents:

2012 In Review page 2

2013 Action Plan page 4

Strategic Plan page 4

Committee Reports page 5

Community Development page 5

2012 Finance Statement page 6

2013 Budget page 7

Legal page 8

Annual Report for the Polo Fields Homeowners Association - FY 2012, 2

2012 In Review:

2012 brought the culmination of a two-year endeavor to repair the roads throughout thecommunity. A great deal of thanks goes to the residents of the Roads Committee who workedtirelessly with the Scio Township Roads Committee and the Washtenaw County RoadCommission to create a comprehensive plan for each of the phases within our community. Wereceived a low bond rate of 3.36%.! This is the average rate from Band of Ann Arbor rounded tothe second!decimal!plus 1% as permitted by P.A. 59 of 1915.! The 1% addition is for WCRC torun the assessment for 10 years plus cover any early payments to the bank.! The competing rateswere as follows:!

1.! Bank of Ann Arbor: 2.3591%2.! The Huntington Nat'l Bank: 2.3902%3.! PNC Bank: 2.4002%4.! Ann Arbor State Bank 2.5534%.

Barrett Construction did the work with the lowest bid of $826,010.70. Competing bids were asfollows:

1. Barrett Paving Mat.!!!!!!!! $ 826,010.702. Cadillac Asphalt, LLC!!!!!!! $ 848,742.613. Nagle Paving Co.!!!!!!!!!!!!! $ 883,857.124. Ajax !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! $ 898,112.95

!

Annual Report for the Polo Fields Homeowners Association - FY 2012, 3

2012 In Review:

The Water Resources Department, formerly known as theDrain Commission, did some drain work on the areas thatdrain off of Birkdale and Glenmore. Over the years thepond at that corner had filled with silt and debris andwasn’t the depth it was designed to be. So during thedrought, they dredged the pond, filled in the gulley thatwasn’t supposed to be there, took down trees that they feltimpeded their access to the pond and widened the twodrain paths.

The Nature Preserve is one of the 9 parks that the HOAcares for. It is at the corner of Birkdale and Glenmore.The invasive species have been removed, the drain pathsas mentioned previously were improved. We worked with Great Outdoors and the WRD tobeautify the area with trees, bushes, plants, birdhouses, etc. In 2013, the remainder of the areawill be planted as well as a few other improvements. Regular park rules will apply and will beposted.

Playground and Park Improvements that were done this year were new mulching, fence repair, anew basketball court, some new benches, soccer nets and tetherball. Park Rules were establishedand posted.

Park Rules Adopted:

This is a Private Park for Residents of the Polo Fields and Members of the Country Club

Please Help Keep Our Park Clean - No Glass Containers in Park

Supervision is Recommended on Play Equipment

Please Share Equipment and Basketball Court When Necessary

Pets Must Be Leashed at All Times and are Not Permitted on Play Structures

Please Park Your Cars in the Country Club Lot

Park Closes at Dark

We continued to work with the Summer Maintenance provider on the common area/entrancemaintenance (we are in the final year of our contract). This includes entrance lighting, signagepainting, trimming and mowing, etc.

Annual Report for the Polo Fields Homeowners Association - FY 2012, 4

2013 Action Plan:

The following projects were outlined as the Action Plan for 2013

•Continue to make policy decisions that best suit all Owners.•Continue to assist homeowners to be compliant with Deedsand Restrictions.•Make every effort to collect past dues.•Review bids for summer maintenance contract - 2014-2016•Continue on the 5 year plan for neighborhood improvementsin the areas of: functionality, infrastructure, aestheticsand community development.

The Strategic Plan:

The Strategic Plan encompasses the design for the next five years of improvements to the PoloFields Community.

Nature Preserve phase III: When the neighborhood was first developed, their existed a plan toadd a path from the area that is the Nature Preserve to the area that is the Park. We will beresearching option to make that a possibility. Additionally, there will be 9 River Birch treesplanted as well as a fern garden of 1,000 ferns in the spring. 2013 will bring a comprehensiveplan for the treatment of the pond and a maintenance plan that will provide for the future growthof healthy plants.

Mail Boxes: The Board is committed to the original intentions of the neighborhood to haveuniformity that had made the neighborhood aesthetically pleasing when it was first developed.With over half of our mailboxes out of compliance, we will work on a plan to reconstruct newmailboxes for the community.

Speed Problems: Paul Metler is chairing our speed committee and if you’d like to serve on thatfledgling committee. We will continue to recruit volunteers for this endeavor.

Front Entrance Improvements: Slated for 2014, the front entrance at Zeeb Road (as primary) andLiberty Road (as secondary) will have a new master landscape plan that is welcoming andfunctional.

-New entrances: Three of the five entrances are signs that have been neglected. Signs will beeither repaired or replaced and all areas will have moderate landscape plans.

Annual Report for the Polo Fields Homeowners Association - FY 2012, 5

Committee Reports:

The Architecture and Review Committee exists to keep the neighborhood in compliance with theRestated Deeds and Restrictions that were established when the neighborhood was developedand that we all agreed to abide by when we moved in to our respective homes here. Thedocument is cumbersome and tedious at times and that is why we need to recruit more residentsto serve on the committee who can have full understanding of the Declaration.

The Committee also worked with Anderson Paint Company to establish wording and guidelinesfor paint colors.

Committee Recommendation:1. Along with the 2013 Annual letter, we need to send a bullet point reference guide that

outlines some quick commonly asked questions.2. Compile all the clarifications and rules that have been established over the years into one

document. Have it reviewed by legal counsel and record it in Liber.

Community Development:

In 2012, we held two successful events, the Annual Wine and Cheese and the Halloween Partyand Parade. The Wine and Cheese had a 25% resident participation, which was an increase from2011 by 10%. The Country Club was accommodating in helping us keep our costs down whilestill providing a quality event for our residents.

The Halloween Party and Parade was enormously successful and drew record number crowds.Assuredly there were friends from other residential areas, but we were able to accommodate allparticipants with pizza and salads from Dominos. Resident Ruthann Thorne was the Chairpersonfor this party. The Community Band sent a trio of instrumentalists to start off the parade. Thepolice participated with crowd and traffic control. The Skyline High School Cheerleaders werepaid $200 to serve and clean up. This continues to be a huge draw for our residents.

The Association By Laws have a stated limit of $5,000, which was 9% of the budget at the timeof its writing. This significantly limits what we can do for community development. In 2013 theBoard will need to ask residents to approve an amendment that will allow for 9% of any currentbudget to be used for social endeavors.

Annual Report for the Polo Fields Homeowners Association - FY 2012, 6

2012 Finance Statement:

Polo Fields Homeowners Association

Financial Statement 2012

2012 Homeowner Dues: $400

Revenue:

Association fees: $ 111,836.00

Gallery fees: $ 4,800.00

Total Revenue: $ 116,636.00

Capital Improvement Res:$ 11,640.00

Total Budget: $ 104,996.00

Expenses:

Maintenance - General $ 15,000.00

Maintenance - Summer $ 25,000.00

Maintenance - Winter $ 22,000.00

Social Programming: $ 5,000.00

Insurance: $ 5,600.00

Operating costs: $ 15,000.00

Total Expenses: $ 87,600.00

Reserves at 12/31/10 $ 80,000.00

2012 brought the collection of $9,620 in late fees and fines.

The Association filed 7 Liens for non-payment of dues.

Annual Report for the Polo Fields Homeowners Association - FY 2012, 7

2013 Budget:

Revenue: Budget

Annual Dues @ 279 parcels $ 111,600

Gallery Dues 48 homes @ 25% PFHO dues $ 4,800

Homeowner Prior Year Dues (line item change in 2011)

Homeowner Dues, Late Fees and fines (line item change in 2011) $ -

Interest from Bank

Miscellaneous Income $ -

Total Revenue $ 116,400

Long term Planning @ 10% for capital improvement $ (11,640)

Anticipated non-payments $ (4,000)

Total Budget $ 100,760

Expenses:

Advertising / Printing / Signage (line item change in 2011) $ 400

Bad Debt Expense $ 1,500

Bank Fees $ 50

Donations $ 200

Filing Fees/ Licensing/ Permits $ 20

Insurance $ 5,600

Maintenance - General $ 20,000

Maintenance - Summer $ 25,000

Maintenance - Winter $ 25,000

Management & Accounting $ 15,000

Meeting expense $ 800

Miscellaneous (police patrol) $ 5,000

Office Supplies $ 500

Postage $ 250

Signage $ -

Social Activities (Homeowner Relations) $ 5,000

Website $ 500

Total Expenses $ 104,820

Annual Report for the Polo Fields Homeowners Association - FY 2012, 8

Legal:

The Association does not have any legal action pending against it nor did it encounter and legalaction throughout the course of 2012. The Association filed 7 Liens for non-payment of dues.

The Association hired the services of Keith Smillie of Eby, Conner, Smillie & Bourque,PLLC.,320 Miller Suite 190, Ann Arbor, Michigan 48103 to review legal documents and Boardpositions.

Legal actions to consider for 2013:1. Amend By-Laws to 9% of budget can be allocated for social functions.2. Compile all clarifications and rules of the Declaration into one document and

record it in Liber.