The Reserve Advisory Board Meeting Minutes

9 June 2015 I. Call to order

Henry Day, President, called to order the regular meeting of the Reserve Advisory Board at 7:10 pm, 9 June 2015 at the Reserve Clubhouse. Agenda and sign-in sheet are attached.

II. Attendance: Present: Henry Day, President Sherry Weller, Secretary & ARC Committee John Hudgens, Landscape Committee Becki Ducote, Social Committee Henry Fitzgibbons, Budget Absent: Eric Adams, Vice President, Hughes Properties, Bell Tower Representative III. Board Reports: President’s Report:

Allocation of Reserve Funds to Bank Accounts: Currently MM account has $165,162.77 and the MM2 account (the ‘reserve’ account) has $13,710.28. Based on prior Board and Budget Committee decisions, at the 2015 ‘reserve’ account balance should be near $112,000, with $31,000 anticipated as a 2015 end-of-year allocation. Recommendation is to move $85,000 from the MM account to the MM2 account, changing the balance from $13,710.28 to $98,710.28 and reducing the MM account from $165,162.77 to $80,162.77. Recommendation was moved to accept, seconded, and approved. Grant vs Breland: the Reserve HOA was named as a defendant in the legal action, with disposition still open in the courts. Recommend the Board direct Mr. Gammons (HOA attorney) to request a dismissal. After some discussion with attending residents it was determined to verify cost for the dismissal prior to taking action. If reasonable the Board will follow through with the action/request. OPEN ACTION : Status on Gulf Coast Agreement to transfer common grounds (grounds to be transferred are the islands by the lake, 3 access lots to the nature area, and the area around the lake perimeter) still unknown. Mr. Day to contact Hughes Property Management for an updated status.

IV. Approval of minutes: 14 April 2015 minutes were read, moved, and seconded. V. Property Manager’s Report: Not present.

VI. Committee Reports:

Budget Committee: Committee report attached. Mr. Fitzgibbons requested that $328 in revenue for legal fees be moved to expenses. The HOA does not normally generate legal fees and it is thought that this may be a miss-posting. The MM2 account (‘reserve’ account) should not have transactions that would generate a fee; however, Hughes Properties is showing a $9 transaction fee. Requested and received authority from the Board to investigate. There was discussion on whether a lien should be filed against Rialto’s 8 lots. This lead to a discussion in general in regard to the accounts receivable of $56,393 and the enforcement of the Reserve Lien and Fine Policy. There was discussion on the exact number of “doors” (HOA fee payable lots) within The Reserve. Is it 490 lots or 506 as reported by Hughes Properties? The number impacts the budget through the calculation of potential revenue via HOA fees. The last Savey Homes lot appears to have been sold. Builder marketing sign on Zierdt Road should be removed. ACTION ITEM: 1) Request a meeting with Hughes Properties, the HOA Board, and the Budget Committee Chair to review the accounts receivables and determine applicability of liens in accordance with the Reserve Lien and Fine Policy. 2) Clarify number of “doors” for generation of HOA fee revenue. 3) Subject to the correctness of the information that Savey Homes has sold their last remaining lot within The Reserve, request Savey Homes remove their building marketing sign on Zierdt Road. Advised that if not removed within 30 days the HOA will take action to remove the sign.

a. Landscape Committee: Committee report attached. John Hughes presented Landscape Committee report on: 1) pedestrian bridge; 2) Aqua services; 3) Cherry tree maintenance; 4) Cryptomerio tree replacement at the Clubhouse; 5) Dead shrub replacement at the Natures Way entrance; 6) Relocation of children at play sign near Natures Landing; 7) Edgewater Drive traffic volume study; 8) Edgewater Drive entrance lighting installation, and 9) Pump Station fence repair and maintenance. No new actions resulted.

b. Social Committee: Committee report attached. Ms. Becki Ducote briefed that the May 2 community yard sale was very successful, with 27 homes participating. A random drawing during the HOA meeting of the 27 participating home resulted in the following residences receiving a $50 Visa Card: 402 Natures Way, 131 Rainwood Drive, and 303 Beaver Ridge Trail. The next event is the 13 Jun 15 pool – pizza party at the Clubhouse from 4-6 p.m.. Ms. Ducote advised that on 19 Sep 16 there will be a ‘tailgate party’ from 6-8 p.m. with football snacks and party foods. More information to follow. Discussion on awareness of HOA amenities and events led to a suggestion that the HOA develop a ‘Welcome Package’ for The Reserve. ACTION ITEM. Becki Ducote will put together a ‘Welcome Package’ and present to the Board at the next meeting.

c. Clubhouse Committee: The HOA still does not have a clubhouse Committee chair. It was recommended that another marketing effort to solicit a volunteer be sent out on Facebook and Next Door. Several maintenance and repair issues were identified with a request that Hughes Properties address the issues.

OPEN ACTION: Recommendation from the 14 Apr 15 HOA meeting was to offer an incentive to stimulate Clubhouse usage. Analysis of the Clubhouse Calendars sent 9 Jun 15 from Hughes Properties indicates that for Friday-Saturday-Sunday in the months of June through September there are 9 rental for the 48 available days. After some discussion it was decided to offer a flat rate fee of $100 per rental for the Clubhouse from 10 Jun 15- to 7 Sep 15 (through Labor Day). ACTION ITEMS for Hughes Properties: 1) Door jams to the bathrooms from the inside of the clubhouse and the door to the ladies room are broken. Request Hughes Properties have the jams replaced, possibly with a sturdier exterior jam. This is an urgent action as the doors don’t close without significant pressure. Please provide the Board with an estimate on the cost prior to taking action. 2) The Clubhouse and gym are in need of touch-up painting. Mr. J. Hudgens will mark the tough-up areas with painter’s tape. 3) Light bulbs in the chandeliers need replacing. Please replace with long-life bulbs. 4) Please notify individuals managing the Clubhouse of the special flat rate fee from 10 Jun-7 Sep 15. ACTION ITEMS for Eric Adams: 1) Place a notice on Next Door and Facebook requesting volunteer for a Clubhouse Chairperson 2) Place a notice on Next Door and Facebook of the 10 Jun-7 Sep 15 flat rate fee of $100 for Clubhouse rental.

d. Architectural Review Committee: Sherry Weller presented a report on the status of the ARC Committee. Committee report attached.

e. Bell Tower: No actions, representative not present.

f. Neighborhood Watch. No actions, representative not present.

VII. New Business: a. Concern was expressed on the enforcement of yard and home maintenance within The Reserve.

After extensive discussion / dissatisfaction with conditions of several areas (Wolf Creek Trail in Natures Landing, Arbor Hill Lane in Arbor Hill, and Morning Walk Lane in Wedgewood) it was suggested that a copy of the Hughes Properties Maintenance Violation Report be available at future HOA meetings for look-up/reference and potential action. ACTION ITEM: Sherry Weller to print a hard copy of the Hughes Properties Maintenance Violation Report and bring to each future HOA meeting.

b. Prize drawing for attendance.

VII. Adjournment: The meeting was adjourned at 9:25 pm. Respectfully submitted, Sherry Weller The Reserve HOA Secretary

Attachment(s): Agenda Sign-In Sheet ARC Committee Report Budget Committee Report Landscape Committee Report Social Committee Report

The Reserve ARC Report for the Period of 15 April thru 9 Jun 2015

2010 2011 2012 2013 2014 2015

55 72 126 103 65 20

Historical trends in ARC requests are submitted in the above table. The ARC received the following 10 requests since the last Board meeting, 14 April 2015; status is provided (open requests are in bold): New Construction: 2

509 Balsam Terrace Way, Florence II Plan, Valor Homes. Received 5/27/15, Open.

517 Balsam Terrace Way, Alexander Home Plan, Valor Homes. Received 5/22/15, Open. Fence Request: 4

102 Lightening Bug Circle. Approved 5/19/15.

462 Natures Way. Approved 5/3/15.

107 Spring Meadow, Received 5/29/15, Open.

128 Arbor Hill Lane, Received 5/26/15. Open-Missing required information. Request Sent.

Other Request: 3

100 Misty River, Covered Porch Conversion to Sunroom, Received 5/28/15, Open.

100 Wolf Creek Trail, Paver Patio, Received 5/22/15, Open.

128 Arbor Hill Lane, Patio, Received 5/26/15. Open-Missing required information. Request Sent.

Signage: 1

Breland Homes, Directional, Marketing, and Amenities Signs (+10). Directional and marketing signs declined; text inconsistent and size exceeded Huntsville City ordnance specifications. Amenities returned with a request that the submission be a finished recommendation (not a drafts w/o complete artwork).

Submitted on behalf of the ARC Committee members:

Sherry Weller,

Chairman, The Reserve Architectural Committee (ARC)

June 9, 2015 Landscape Committee Report

Requests for Interest (RFIs) were sent out in May to two (2) potential contractors to solicit interest in

bidding the pedistrian bridge, which is the first phase of the tentative lake development project.

Drawing packages that were developed by Pugh Wright McAnally were provided to Miller and Miller and

a Justin Schuman. Miller and Miller responded that they are reviewing the packages for interest in

bidding the project. Pursuit of the project is pending transfer of deed of the affected property before

commencing any commitment of funds.

Aqua Services has been contracted to commence treatment of the lake for vegetation and foliage

growth. It is expected this treatment will be conducted in the latter part of June at an expected cost of

$1,235.

Joe Webster tree service has been contracted to commence treatment of the (54) Cherry Trees at an

estimated cost of $3,800. These trees have experienced trunk and bark damage due to insect infestation

and sun exposure. Several vendors were contacted with limited response. A copy of the Webster

proposal will be provided in response to individual request.

ALM has been contracted to install a replacement Cryptomerio at the club house/Bell Tower boundary

at a cost of $395. The tree is on order and expected to be planted in June.

ALM was contacted to replace 5 dead shrubs at the Natures Way entrance. This service was performed

in April under warranty at no additional cost to The Reserve.

ALM was contracted to move the Children at Play sign from the existing location leading into Natures

Landing to the roundabout. This task was requested due to the recent installation of the dog station and

the installation of city street lights along this same perimeter leading into Natures Landing.

The city of Huntsville provided data regarding the April 8-9 traffic count on Edgewater Drive from the

roundabout to Natures Way. The (Wednesday) April 8th count was 856 vehicles, the (Thursday) April 9th

count was 926 vehicles entering or exiting The Reserve entrance site at Edgewater Drive.

Several vendors were solicited to install permanent lighting at the Edgewater Drive entrance. Stutts

Electric will perform this meter and lighting installation during the month of June at an estimated cost of

$2,300. A copy of the proposal will be provided in response to individual request.

The city of Huntsville was contacted regarding the state of repair of the fence surrounding the pump

station located on Natures Way adjacent to the wetlands. They agreed to repair and stain the fence and

this effort was completed at no cost to The Reserve during May.

Tuesday, June 9, 2015 7:00 pm

The Clubhouse

Social Committee Report - Becki Ducote

Big Shout Outs to the following 27 houses for participating:

Nature's Way: 374, 402, 409, 416, 424, 434, 452, and 470

Windridge Way: 122, 123, 124, and 126

Misty River Lane: 103 and 147

Morningwalk: 201

Rainwood Drive: 105, 111, and 131

Wolf Creek Trail: 106, 136, and 221

Acorn Grove Lane: 302 and 304

Litespeed Lane: 102

Beaver Ridge Trail: 303

Nature's Hill: 103

Edgewater Drive: 1014

Pool Party is Saturday, June 13, 2015 from 4:00 - 6:00 pm Pizza, prizes, and fun!

Our next neighborhood get together will be Saturday, September 19, 2015, 6:00 to 8:00 pm. It will be

a 'Tailgate Party’. More information as the date gets closer. The ‘Tailgate Party’ will give us time to

share and enjoy our favorite football snacks and party foods with each other.

Please feel free to contact me with questions, comments, and/or concerns.

Thank you,

Becki Ducote

251-422-1053

HIGHLIGHTED NUMBERS ARE

THE WINNERS SELECTED AT A

RANDOM DRAWING DURING

THE 9 JUN 15 HOA BOARD

MEETING