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: [email protected] [email protected]
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…..
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
•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
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 [email protected] if you are interested.
Thank you for coming to the meeting!