torwood hoa

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Torwood HOA

2009 Annual Meeting

October 28, 2009

Torwood Homeowners Association

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Agenda• Introductions Chris Chapin

• Reading of the 2008 THA meeting minutes Mary Tornquist

• Committee Updates– Architectural Committee John Zemba– Neighborhood (watch) Committee Julie Dils– Landscape Committee Chris Chapin

• Financial Update Chris Chapin

• Annual Garage Sale Julie Dils

• Elections Chris Chapin

• Q & A All


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Introductions of Current THA Board Members:

Chris Chapin – President

Julie Dils – Vice President

Robin Rasor – Treasurer

Mary Tornquist – Secretary

John Zemba – Member at Large


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Special Recognitions:• Ron & Lisa Smart for watering the updated plants in Edinburgh Ct.

• Anna Saylon for handling the logistics of this year's sub-wide garage sale.• Paul Borger for pulling together a very successful Torwood group concrete repair / replacement project.• 26 residents that participated in the first annual Torwood Cleanup held on May 9th

Tony and Sonja Caprarese Milan Radovich & (2) kids

Chris Chapin Robin Rasor

Jim and Caryn Datson Wade and Mary Tornquist

Ken and Cindy Lark Walt Trancygier

Amy Lepore & (2) kids Kris Walder & (3) kids

Louis and Victoria Moore Jeff and Leslie Wilkins

John Zemba

• Committee Chairs:

John Zemba – Architecture

Cheryl Haller – Neighborhood

Jeff Wilkins – Landscape• Committee Members:

Architecture: Sonja Caprarese, Chris Chapin

Neighborhood: Craig Brace, Tony Caprarese, Cheryl Haller, Julie Jarrett, Tom Tew, Leslie Wilkins

Landscape: Chris Chapin, Michael Weber


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2009 Annual HOA Annual Meeting MinutesOctober 28, 2009 Saline District Library Brecon Room 7:00 PM


• Committee reports were given: Cheryl Haller wants to take a break from chairing Neighborhood Watch, Sonja Caprarese listed the accomplishments of the Architectural Committee and noted that 3 committee members were needed. Questions from the audience were aimed at mailbox post concerns and curiosity about they type of requests likely to be denied. Chris Chapin defined the roles of the Landscape Committee and listed some of the committee’s accomplishments: lawn care/snow removal contract, cul-de-sac plantings, seeding and upkeep of strip along Castlebury/Pembroke sidewalk. • Procedures for applying for a project review were outlined. • Robin Rasor presented the Financial Update: largest portion of budget went to lawn care and snow removal. The detention ponds will need to be maintained in the future, but for the time being the developer is still responsible for maintenance. 125 out of 128 homeowners have paid their 2008 dues. There were 11 home sales in 2008. • 2009 dues have been set at $150. A comparison made with other subdivisions in Saline indicated that Torwood dues are well in line given the services being provided to the Torwood HOA. • Explanation of the dues collection policy: the entire schedule has been accelerated and we have had to send fewer accounts to collections than in previous years. • Volunteers are needed for the Annual Garage Sale. Whoever chairs this project may choose the weekend to run the event. • Chris Chapin created a new sign for the front to advertise events in the neighborhood. • No nominations for Board positions were received. John Zemba, Mary Tornquist and Robin Rasor will run again.

• Attendance for the annual meeting was 17 homeowners present, and 15 proxies were received. However, a quorum was not achieved.

• The meeting was adjourned at 8:13 PM

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Committees Update:


• Architectural

• Chair Person: John Zemba

• Neighborhood (watch)

• Chair Person: none

• Landscaping

• Chair Person: Jeff Wilkins

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Torwood Committees• There are currently 3 committees seeking volunteers / chairpersons. They are:

• Neighborhood “watch” Need a committee member to serve as a Chairperson Need 1 Block Captain for Section D (Aberdeen Ct & Pembroke area)

• Landscaping Need 1 Chairperson and 2 volunteers

• Architectural Need 1 Chairperson and 2 volunteers


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Architectural Committee Update


Chairperson: John ZembaSonja CaprareseChris Chapin

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Architectural Committee

Purpose: To assist the Board of Directors of the THA by addressing ongoing architecture control concerns, as well as requests submitted to the THA Board to ensure the requests meet the guidelines of the Torwood By-Laws.

The intent is to preserve and promote the attractiveness of the community.


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Architectural Committee cont.R&R’s:

• Take a leadership role regarding Architecture reviews and issues

• Review of homeowner requests made to the Board as required in a timely and consistent manner

• Hold at a minimum quarterly meetings to address architectural actions or issues


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Architectural Accomplishments

• Replaced 3 sidewalk sections along Austin rd• 7 Architecture reviews, 6 authorized & 1 denied• Worked with City of Saline to have several street signs replaced do to damage• Working with City on Detention Ponds next steps

• Complete the transition from developer management to HOA management• Determine the final responsibilities of the developer and complete the transition to HOA management. Meet with the City to develop a plan for implementing the THA HOA Maintenance Plan.


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Neighborhood (watch) Committee Update

Chairperson: tbd


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Neighborhood (watch) CommitteePurpose: To preserve the quality of life in Torwood by communicating to its homeowners information and issues related to:• Safety• Security• Responsibility • Welcoming new homeowners

The committee’s goal is to uphold a desirable quality of life in Torwood by sharing the above information in an open, unbiased and compassionate manner.


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Neighborhood (watch) Committee cont.


• Status / Committee Members

• Bus Stop Updates

• Covered all stops (bus buddies). Thanks to all the parents that

watch out for all the kids at the stops!

• Communication with Saline Schools as THA

• We’d like to expand the committee’s mission by creating a

Neighborhood Welcoming Committee to welcome all new

homeowners. We need a couple volunteers to help support this effort.

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Who is involved in the Neighborhood Watch?

• All Homeowners

• Saline Police Department

• Committee Members (Area Captains)


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• Leslie Wilkins•(section A)

• Tony Caprarese•(section B)

• Tom Tew•(section C)

• TBD•(section D)

• Julie Jarrett•(section E)

• Cheryl Haller•(section F)

Neighborhood Committee Members (Area Captains)

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Landscape Committee Update

Chairperson: Jeff Wilkins


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Purpose:

To assist the Board of Directors of the THA by researching, proposing, and implementing ways to continuously beautify Torwood and provide areas for relaxation and play

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R&Rs:• Leadership role on landscape issues such as mulching,

planting, renovation projects and landscape maintenance specifications

• Review of homeowner requests, as required, in a timely and consistent manner

• Submit annual landscape budget to the Board

• Physically review the Common Areas on a quarterly basis for sediment accumulation, debris and erosion


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Applying for Project Review• Retrieve an project review form from the neighborhood website: www.torwood.org• click on "Committees" button• click on "THA Project Review Application" link and the form will open• Print and complete the form. • Submit the application form and supporting documentation for review by either Email:

[email protected]

or US mail to: Torwood Homeowners Association

PO Box 622

Saline, MI 48176• Allow for 5 to 14 days (1-2 weeks) for typical approval turn-around.


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Landscape Accomplishments


• Mulch special with Kevin’s Landscaping• Warranty plant replacement in Stone Glen, Bannock & Edinburgh courts• Common area cleanup (tires & misc debris)• Topsoil & reseeding along Austin Rd., Court common areas and Sidewalk between Pembroke & Castlebury• Aeration of common areas • 5 Landscape reviews & 5 authorized• Master landscape design developed along Austin Rd.• Negotiating new 3yr lawn maintenance and snow removal agreement.

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New Lawn Maintenance & Snow Removal


• 2009 is the final year of a 2-year grounds maintenance and snow removal contract with AK Lawncare. • Current Lawn Maintenance spend per year is $10,255 (fixed) • Current Snow Removal (per incident fee) average 3yr spend is $1,397. • Avg spend $10,255 + $1,391 = $11,646 • Request for proposal (RFP) to 6 local service providers (see below). • 3 year term

• A&H Lawn Care• AK Lawncare• Bridgewater Fertilization• Kevin’s Landscaping• Lawn Enforcement• Prairie Run Lawn Care LLC

• Mulching• Spring Cleanup• Bed maintenance• Shrub and tree trimming• Lawn cutting and trimming• Fall cleanup• Fertilizing grounds• Snow plowing (& salting walk between Pembroke & Castlebury)

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Financial Update


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Financial Summary


2003 2004 2005 2006 2007 2008 2009 Yr End Yr End Yr End Yr End Yr End Yr End Est Year

Category Summary Summary Summary Summary Summary Summary End Finish

Total Assets $11,532[1] $17,513[2] $22,258 $20,119 $20,465 $32,599 $22,996Total Liabilities $ 9,255 $12,956 $18,990 $18,790 $19,152 $25,818 $17,744Equity / Balance $ 2,277 $ 4,557 $ 3,268 $ 1,329 $ 1,313 $ 6,780 $ 5,252[5]

Annual Dues fee $100 $100 $150[3] $125 $150 $200[4] $150

[1] 2003: Funds transferred from Torwood Development LLC, 2003 Homeowners Dues, April 1, 2003[2] 2004: Includes $2500 Special Assessment for Entrance Sign Lighting, and revenues from prior years delinquent dues.[3] 2008: Base $100 dues fee + $25 Lighting + $25 Landscaping assessment fees[4] 2005: Based on $150 due + $50 Landscaping assessment fee[5] 2009: Includes bylaws 10% budget reserve fund of $2,000, plus $800 escrow for future mailbox post repairs & painting and cash on hand of $2,452 carried forward into 2010 fiscal year.

2010 2011 2012 2013 2014 2015 2016 Budget

Category Summary

Total Assets $23,627 Total Liabilities $20,803 Equity / Balance $ 2,824

Annual Dues fee $150

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Budget…Torwood Homeowners Association

2009 Expense Summary


2009 Est. Finish 2010 Budget

Confidential, see board member for 2009 and 2010 details

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• 2009: 124 out of 128 paid 40 (31%) paid by end of Dec 48 (69%) paid by end of Jan 15 (80%) paid by end of Feb 7 (86%) paid by end of March 8 (92% paid by end of April 3 (95%) paid by end of May 3 (97%) paid June or later

4 resident in collections ($512 outstanding)(lean being put on homes)

1 residents in foreclosure($0 outstanding)

128 homes 3 sales YTD in 2009

Receivables Summary

• 2008: 125 out of 128 paid 0 (0%) paid by end of Dec 51 (40%) paid by end of Jan 0 (40%) paid by end of Feb 58 (85%) paid by end of March 0 (85% paid by end of April 11 (94%) paid by end of May 5 (98%) paid June or later

1 resident in collections ($267 outstanding)

2 residents in foreclosure($883.50 outstanding)

128 homes 11 sales YTD in 2008

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Cash Flow Summary

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Dues for 2010• Torwood 2010 Dues will be $150

• 2009 dues: $150• 2008 dues: $200 ($150 + 50)• 2007 dues: $150• 2006 dues: $125• 2005 dues: $150 ($100 + $25 + $25)• 2004 dues: $100 • 2003 dues: $100 (April 1st THA took over mgt, w/$10k)

Note: 2010 budget based on 125 out of 128 paying households

How We Compare:• Arboretum annual homeowner dues are $250• Centennial Farms annual homeowner dues fee is $200

– Plus park fee of $150

• Wildwood annual homeowner dues are $200


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• All payments must be made to the Torwood Homeowners Association (THA) mailing address within 30 days of the due date unless otherwise noted.

• A reminder for payment will be provided if receipt of payment has not been received after the first 30 days (Jan 31st).

• A warning for payment and late fee of 3% will be provided if receipt of payment has not been received after the first 60 days (Feb 28th).

• Any outstanding balances not met after 90 days (Mar 31st) will be turned over to a collection agency with a service fee of 33% on any outstanding balance for payment not received by the THA in addition to the balance or late fees on the account.


Dues Collections Policy

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Annual Garage SaleWe need 1 or more people willing to chair the annual garage sale.

Responsibilities include:• Providing date(s) to be posted on the website• Collecting $5 from each homeowner wanting to participate• Obtaining a permit from the City• Posting advertisements in “AnnArbor.com” and the “Saline Reporter”

Please remember, only garage sales sanctioned by the THA BOD are allowed per THA By-Laws


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2010 THA Board Election• 2 Positions (Chris Chapin & Julie Dils) are up for election for the THA Board for the 2010-2011 terms. The 2 year positions for Chris Chapin and Julie Dils are up

• We need nominations for the election of 2 positions, each with a 2-year term. A quorum is made up of a simple majority of owners present and proxies received (Master Deed Amendment 4)


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Goals & Objectives


Continue with a Board comprised of volunteers, elected by homeowners (as opposed to paying for outside Mgmt Co.). Evaluate feasibility of reduced dues fees to each Board member who is currently serving Development of a master maintenance schedule based on a phased-in approach addressing

Mailbox Post PaintingCommon Areas CareDetention Pond Maintenance for entire subFront Entrance & Court Islands

Finalize a master landscaping design based on a phased-in approach addressing

Front EntranceCourt IslandsCommon Areas

Strive for 100% of lots to be developed by working with the developer

Strive for 100% compliance in annual dues payment Begin the budgeting process for an escrow to address the Detention Ponds maintenance fund Continued evaluation, clarity and implementation of improved process and policies that adds value to the Torwood Homeowners Association

Work with the developer on the upkeep of empty lots (regular mowing / wiping, construction materials clean up, etc…)

Feasibility of developing a walking trail for Torwood residents in the wooded common area behind W. Castlebury Circle

Continue with a self maintained Torwood website providing up to the date information for Torwood residents

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Q & A

Closing Comments


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Backup Slides


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Landscape Design


Torwood Front – Austin Rd

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Landscape Design


Torwood Front – Austin Rd

Phase 1

$3,222 (budgetary) 19 Colorado Spruce, Black Hills Spruce and Norway Spruce 5’-6’ Installation Staking Mulch ring around base

Phase 2

$1,177 (budgetary) Remove and dispose of existing Arborvitae on hill 6 Colorado Spruce, Black Hills Spruce and Norway Spruce 5-6' Installation Staking Mulch ring around base

Phase 3

$2,125 (budgetary) 18 Burning Bush 15-18" 15 Happy Returns Daylily 1gal. Black Diamond Edging S Hardwood Mulch – 4” deep Planting Mix – 2” deep Installation

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Landscape Proposal


Torwood Front – Austin Rd – Phase 1 ($3,222)

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Landscape Proposal



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Landscape Proposal



torwood hoa

Documents

torwood dues

annual torwood cleanup

pm committee reports

chris chapinneighborhood

tony caprarese

wide garage sale

dues collection policy

project review