2011 Year in ReviewActions•Maintained ~50% of common grounds mowed, entranced mulched & weeded•Ponds treated•Insurance renewed, State and Fed Tax paperwork filed•Escrow account opened for Lamp post, Mailbox, Landscape funds collected•Completed Title paperwork for 11 home/lot sales and 23 lot sales to Kaerek Homes Inc.•Reviewed legal documents for 5 home foreclosures presented to the Association through depositions•Collected Dues from 131 of 137 homes/lots, paid invoices, balanced checkbook, balanced escrow account•6 liens filed for unpaid dues•4 liens lifted for prior year dues and fees paid•3 Property management quotes reviewed, 1 year agreement signed•Pursued multiple bids on front sign work… none accepted to date•In conjunction with the Architectural Control Committee, reviewed/approved 5 home plans & 1 shed plan, 1 shed plan in process•Significant time spent on mailbox resolution…. Full update in following pages•Estimated budget proposal for 2012 year•Maintain homeowner data base / Directory

2011 correspondence receivedTop Concerns / Complaints received•Lack of deed enforcement for building standards / landscape design (trees)•Outside storage violations•Mulched walking path requires improvements•Dog droppings / lack of dog leashes•Phase 2 mailbox installations•Entrance sign update

Violation Letters sent Quantity•Past due association dues notification letter 24•Liens initiated for unpaid 2011 dues 6•Outside storage violation letter 4

Property Management updateDecision:•Not enough volunteers to fill the officer positions•Property management companies have the experience

•improve response times for individual requests•Improve project execution•Cost savings through management company’s network

•3 management company quotes reviewed

Facts:•Day to day workload outsourced•Offers maintenance resource to homeowners•BOD maintains control for the association•Property management Company

Real Estate Specialist, Inc.

Pewaukee, WI 53072•One year contract signed effective December 1, 2011

2012 Plans•Re-bid all outside services for any potential savings•Common grounds… maintain same percentage as prior years•Ponds maintenance… reduce funds allocated, pursue aerator and/or fountain to increase water movement and reduce treatment costs•Outsource management of day to day operations to a property management company•Pursue completion of entrance sign work•Continue to work with the Architectural Control Committee, reviewed/approved homes / additions / sheds / decks•Continue mailbox resolution… work with Developer, Kaerek Homes Inc., Post Master, legal support•Review By-laws•Plan 4 Board meetings, and 1 annual meeting… dates will be posted to the web site when identified

•Additional Input?

Phase II Mailbox Status•Legalities of the issue – Each homeowner has entered into a contract with the developer and paid for a lamppost and a mailbox. The developer is obligated to provide what each has paid for. •Homeowners Association interest in the topic – As the association BOD we have an interest in keeping the mailboxes and lamppost in harmony across the neighborhood.•Others interest – The US post office also has an interest in the location of the mailboxes to aid in efficient and cost effective mail delivery. Not following there guidelines can result in refusal to deliver mail.•What the BOD has tried to resolve – Phone calls and Letters to date have not worked.•An avenue to consider – The developer is YMCA Properties LCC. A letter written by damaged parties (All phase II lot owners) to the board of Directors of the YMCA prior to turning this over Contact 6 or similar media channels may just work.•Homeowners Association BOD action - We continue to work the issue however at some point the BOD may need to organize a resolution. This will mean:

• A standardization of the mailboxes• An implementation of the Post Office box layout• Special assessment of phase II residents to install the boxes • At this point homeowners could pursue the developer for damages as

they see fit

2010   2011 2011 Variance   2012 Variance 2012

Total Year   Budget Estimate to Budget   Budget to Prior Year Budget

Actual     Per Lot

   

Landscape Maintenance (common grounds) 19,108   17,300 13,218 -4,082   13,983 765 102

-Mowing, trimming 8,514   8,320 8,119 -201   8,220 101 60

-Sidewalk snow removal 475   1,530 1,645 115   1,750 105 13

-Other care (mulch, weed, fertilization, trees, …) 10,119   7,450 3,455 -3,996   4,013 559 29

   

Pond Treatment / Maintenance 5,567   5,000 7,077 2,077   4,500 -2,577 33

   

Insurance 1,614   1,700 1,612 -88   1,700 88 12

   

Utilities (Electric) 0   0 0 0   475 475 3

   

Capital Improvements 715   2,000 0 -2,000   1,300 1,300 9

   

Other (Printing, Postage, Fiduciary, PO box, Etc.) 559   1,030 1,219 189   8,681 7,462 63

-Property management Company Fee 0   0 550 550   6,600 6,050 48

-Other 559   1,030 669 -361   2,081 1,412 15

   

Total Annual Expenses 27,563   27,030 23,126 -3,904   30,639 7,513 224

   

Capital Improvements Fund 1,585   0 2,000 2,000   0 -2,000 0

   

Contingency Reserve 1,677   3,795 5,699 1,904   3,611 -2,088 26

-Long Term Contingency Plan (pond, mailbox, etc.) 552   2,445 4,349 1,904   2,111 -2,238 15

-Estimate Dues not collectable 1,125   1,350 1,350 0   1,500 150 11

   

Total Annual Collections 30,825   30,825 30,825 0   34,250 3,425 250

   

Dues Per lot (137 lots) 225.00   225.00 225.00 0.00   250.00 25.00

2012 Budget Proposal

Currently under review:•Impose title transfer fee •Set term lengths for board members

Changes to By-Laws

Over 20 ideas submitted…. Focusing on top items

Survey results for Hickorywood Farms Subdivision long-term Capital Improvement Plan

Priority rank from 2009 homeowner survey1 Cleanup entrance and other common grounds2 Install outdoor lighting at entrance (on trees, pond, sign, …)3 Add landscaping (trees / plants) on common grounds (mulch areas around trees)4 Move or replace the stone subdivision entrance sign - make more visible and appealing5 Mosquito control6 Install water fountain in one of the ponds