2014 Ada Moorings Condo Association Annual Member Meeting

January 21st 20147:30PM

Agenda1. Quorum Confirmation - 54/151 = 35.8% of homeowners present2. 2013 Year In Review

a) Front Entrance & Tot Lot Common Area Agreementb) Pond Fountain, Tree & Chair Replacementc) 12th Amendmentd) Communicatione) Moore & Bruggink, Inc. Road Evaluation & Replacement Plan

3. Road Commission Update4. Front Entrance Update5. 2013 Financial Performance6. 2014 Budget Review7. Snow Plowing Discussion8. New Board Member Vote9. Open Discussion Items from the Homeowners

2013 Year In Review

• June 2013 - Front Entrance & Tot Lot Maintenance Agreement Signed & Filed with Township– Joint agreement between all 5 associations working

together as one unit to manage expenses– Requires Front Entrance Owners (TCCA) to produce an

annual budget plan and gain approval from the 4 other associations for expenses. If no approval is received, it defaults to the prior years budget.

– 2014 TCCA Front Entrance Budget reviewed and approved in November 2013

– Activity spearheaded by AMCA!– Action – post agreements on website.

2013 Year In Review

• Front Entrance Pond Fountain Replaced− May 2013 - New Fountain installed− Annual budget item noted within planned expenses for

ongoing maintenance, winter storage and spring installation.

• May 2013 - Dying Pine Trees Replaced− 11 common area pines exhibiting

symptoms of needle cast disease were replaced.

• November 2013 – Gatehouse plastic chairs replaced with donated office chairs (Thanks Chris!!)

2013 Year In Review

• 12th Amendment – Updated Bylaws− Bylaw review noticed non-compliance to the Over-the-Air

Reception Devices (“OTARD”) Federal regulation.− Bylaws stated that permission was required to install satellite

dishes and such dishes must not exceed 18 inches in diameter− This statement contradicts the OTARD rule that, the Board may

not make such restrictions on installation nor require permission if satellite dishes are one meter or less in diameter

− 12th Amendment eliminated this requirement and aligned our neighborhood with regulations.

− Question regarding general statement about compliance with state & federal regulations and this does exist in Article 16.

2013 Year In Review

• Website:– www.adamooringscondoassociation.org• Question about using Eastbrook website instead of separate. C. Decker to inquire if site is

still available, but current works well.

• Facebook– Homeowner started page and is an excellent communication tool

for neighbors on various topics

• Mid-Year Newsletter

• Continuously updating mailing list

2013 Year In Review

• Road Repair Evaluation and Plan Completed!− AMCA spearheaded effort to align the 5 associations to

appropriately plan for road maintenance − Contracted Moore & Bruggink Engineering Consultants to

analyze the current state of our neighborhood roads and prepare a comprehensive replacement plan

− Evaluation completed in July 2013 and significant discussion has been had with all 5 associations to appropriately plan.

− AMCA board is extremely pleased with the thoroughness in which M&B has completed this important work.

Road Commission Update

• 1st Draft of the Joint Road Maintenance & Replacement Agreement has been reviewed and agreed upon in principle by all 5 associations– Goal is to create a joint management group comprised of

members of each association.– Scope of responsibilities include annual road repair,

planned surface coating and crack sealing and scheduled surface replacement.

– Each association contributes equally to the budget based on percentage of homes in each association. AMCA currently has 66.23% (151/228 homes).

– AMCA continued participation is contingent on this agreement being signed and filed.

Road Commission Update

• Project Goals– Create a replacement and ongoing maintenance plan that maintains

safe roads that add to our homeowners property value

• We would like to introduce Ryan Arends, M&B Project coordinator for the road evaluation and replacement plan– Background– Similar Projects– Evaluation Process Completed for Ada Moorings

• 12 core samples across all 5 association roads and physically walked each road

Road Commission Update

• M&B recommendation for long term quality & effective cost management– Break neighborhood down into 5 distinct areas per the map below– Option 2 – Complete a Full Depth 3 ½” Hot Mix Asphalt (HMA)

resurface on Area 1 & Area 2– Option 1 – Complete a Cold Mill 1 ½” & HMA Resurface 1 ½” of Area’s

3, 4 & 5– Timeframe to complete resurfacing

• Based on the current status of the roads, their expected longevity, the costs associated with maintaining them instead of replacing them and the financial impact on our homeowners.

Area 1 – 2014Area 2 – 2016Area 3 – 2017

Area 4 – 2018Area 5 - 2019

Road Commission Update

Road Commission Update

• Expected Cash FlowCritical Assumptions Ada Moorings Neighborhood Breakdown

1. Useful life of roads is 10 years. 10 Association Name Home Count As %2. All homes in all 5 associations contribute equally AMCA & Villas 151 66.23%3. Road Maintenance Agreement is signed by all 5 associations TCA 33 14.47%4. Annual 5 assoc. maintenance costs for roads = $7,550 AMN 32 14.04%5. 3% inflation per year on replacement cost estimates TCOTG 12 5.26%

Total 228 100%

Prudent Timetable Area # 1 Area # 2 Area # 3 Area # 4 Area # 5

Installation Year 2014 2016 2017 2018 2019Quoted Total Expense $173,000 $111,240 $92,700 $91,670 $92,700

AMCA Portion $114,575 $73,672 $61,393 $60,711 $61,393AMCA Portion w/ Added Maint. $119,575 $78,672 $66,394 $65,711 $66,394

Area # 1 Redo Area # 2 Redo Area # 3 Redo Area # 4 Redo Area # 5 Redo

2024 2026 2027 2028 2029$95,500 $63,700 $120,510 $119,171 $120,510$63,248 $42,187 $79,811 $78,925 $79,811$68,248 $47,188 $84,812 $83,925 $84,812

Area # 1 Redo2 Area # 2 Redo2 Area # 3 Redo2 Area # 4 Redo2 Area # 5 Redo2

2034 2036 2037 2038 2039$124,150 $82,810 $156,663 $154,922 $156,663

$82,222 $54,843 $103,755 $102,602 $103,755$87,222 $59,844 $108,755 $107,602 $108,755

Road Commission UpdateRoad Repair Cost - Prudent Timetable

Year Total Dues Dues Trash Other Roads Income Expenses Balance

2010 $396 $240 $156 $24,000 $5,054 $18,946 2011 $396 $240 $156 $0 $0 $18,946 2012 $516 $240 $156 $0 $120 $18,120 $800 $36,266 2013 $636 $240 $156 $0 $240 $36,240 $6,739 $65,767

Area # 1 2014 $956 $240 $156 $200 $360 $54,360 $119,575 $552 2015 $780 $240 $156 $0 $384 $57,984 $5,000 $53,536

Area # 2 2016 $780 $240 $156 $0 $384 $57,984 $78,672 $32,848

Area # 3 2017 $780 $240 $156 $0 $384 $57,984 $66,394 $24,438

Area # 4 2018 $780 $240 $156 $0 $384 $57,984 $65,711 $16,711

Area # 5 2019 $780 $240 $156 $0 $384 $57,984 $66,394 $8,301 2020 $670 $240 $156 $0 $274 $41,374 $5,000 $44,675 2021 $670 $240 $156 $0 $274 $41,374 $5,000 $81,048 2022 $670 $240 $156 $0 $274 $41,374 $5,000 $117,422 2023 $670 $240 $156 $0 $274 $41,374 $5,000 $153,796

Area # 1 Redo 2024 $670 $240 $156 $0 $274 $41,374 $68,248 $126,922 2025 $680 $240 $156 $0 $284 $42,884 $5,000 $164,806

Area # 2 Redo 2026 $680 $240 $156 $0 $284 $42,884 $47,188 $160,502

Area # 3 Redo 2027 $680 $240 $156 $0 $284 $42,884 $84,812 $118,575

Area # 4 Redo 2028 $680 $240 $156 $0 $284 $42,884 $83,925 $77,534

Area # 5 Redo 2029 $680 $240 $156 $0 $284 $42,884 $84,812 $35,606 2030 $700 $240 $156 $0 $304 $45,904 $5,000 $76,510 2031 $700 $240 $156 $0 $304 $45,904 $5,000 $117,414 2032 $700 $240 $156 $0 $304 $45,904 $5,000 $158,317 2033 $700 $240 $156 $0 $304 $45,904 $5,000 $199,221

Area # 1 Redo2 2034 $700 $240 $156 $0 $304 $45,904 $87,222 $157,903 2035 $720 $240 $156 $0 $324 $48,924 $5,000 $201,827

Area # 2 Redo2 2036 $720 $240 $156 $0 $324 $48,924 $59,844 $190,907

Area # 3 Redo2 2037 $720 $240 $156 $0 $324 $48,924 $108,755 $131,076

Area # 4 Redo2 2038 $720 $240 $156 $0 $324 $48,924 $107,602 $72,398

Area # 5 Redo2 2039 $720 $240 $156 $0 $324 $48,924 $108,755 $12,566 2040 $730 $240 $156 $0 $334 $50,434 $5,000 $58,000 2041 $730 $240 $156 $0 $334 $50,434 $5,000 $103,434 2042 $730 $240 $156 $0 $334 $50,434 $5,000 $148,868

Road Commission Update

• Majority of the discussion at the meeting was on this topic.• Question – can we petition the township to complete a tax

assessment to have the funds come through the township to fund the road replacement– No – we have talked with the township in the past and they will not do

this based on the 5 associations and no incentive for township.

• Concern about timing of road replacement – confirmed that all plans will be scheduled to be completed during the summertime when school is not in session for safety concerns.

• Question was raised about the last section of road to be replaced and the timeframe. Need to review intersections for complete replacement vs. current plan of mil and fill.

Front Entrance Update

• All associations approved design in September 2013 and 4 of 5( AMN withstanding) have approved a budget of $300 per house.

• All 3 contractor quotes were over budget.• New plantings will be scaled back to reduce costs.• Tentative timeline is for Mid-June implementation.

Front Entrance Update

• Summary:– Existing wall will be removed.– Large tree will be removed in front of the clubhouse.– Brick wall will be replaced with "rustic Chilton" stone pillars that is

connected by dark bronze aluminum fencing.– New sign will be placed in front of new wall. Flagpoles will be moved

closer to wall.– New down-lighting will be installed on the pillars and up-lighting on

the sign and flags

Front Entrance Update

Front Entrance Update

• Significant discussion had regarding the timing of the $200 one time dues and the high dues. The majority of the meeting attendees agreed that the timing was not ideal, however that the front entrance is in need of repair and we need to contribute our share.

• A good reminder was received regarding to make sure the contractor checks for electrical based on the fact that it was cut in years past. Moore & Bruggink confirmed that they would ensure that the location of all electrical is confirmed prior to any digging.

2014 Balance Sheet

Please contact Treasurer for Financial Information Reviewed at Annual Meeting

2013 Budget Performance

Please contact Treasurer for Financial Information Reviewed at Annual Meeting

2014 Operating Budget

Please contact Treasurer for Financial Information Reviewed at Annual Meeting

Snow Plowing Discussion• A concern has been raised from our homeowners regarding the

frequency of the plowing and salting of the intersections and streets.

• Current process calls for automatic plowing for snowfalls greater than 1 ½ “ and salt application at the discretion of the board

• For an approximate $60 increase in annual dues, we can have a contract with Sneller’s for regular ice melt application. They monitor the status of the roads and call for salt and this includes all roads, not just intersections.

• VOTE to increase annual dues from $240/hh to $300/hh starting in 2015 for increased ice melt application.

• Room split ~50/50. 2014 board will continue to keep this option open. ACTION – receive actual quotes from Sneller’s and other companies to determine annual cost impact to homeowners.

New Board Member Election• Thank you to the following exiting board members for your years of

service!• Dale Bowman • Judy Eaton• Kraig Schmottlach

• Returning Members• Chris Appie• Chris Beckering• Jim Sprich• Jeff Yost

• Volunteers/Nominations for 3 Open Positions– Sean Lewis & John Eck volunteered and were unanimously approved.

Open Items & Thank You!

• Question – with dues so high, can we change to a 4 month bill?– Based on cash flow issues, no we cannot. – Action – Board will create a preferred and minimum

payment plan option for those homeowners proactively requesting a delayed full payment.