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Board Packet — July 21, 2022 (Annual Meeting)

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Summary

This is the board packet for the July 21, 2022 Annual Meeting and board meeting, held at Aurelio’s Pizza. The packet is 39 pages and is text-based. The annual meeting included an election (which failed per the ingested minutes) and officer appointments. The packet contains the June 30, 2022 balance sheet and income statement, a full AR aging report, the 2021 cost share chargeback calculation (tabled from April), vendor proposals for 2023–2024 landscaping and 2023–2025 natural area management, a draft 2023 budget, and contract log.

Key new data: confirmed June 2022 financial snapshot; Fisher Burton 2023-2024 contract executed at $15,320/yr and $16,400/yr; Hey & Associates 2023-2025 contract at $9,000/yr; API contract escalation to $13,568/yr (11/1/2022–10/31/2023); Hey 2021 billing discrepancy resolved (late-paid 2020 invoice explains the $10,200 vs. $8,500 gap); fence insurance claim still pending as of packet date.

Key Provisions

  • June 30, 2022 balance sheet: Operating $87,057.89; Total Reserves $220,932.25 (four CDs + money market); Total Assets $324,523.66; Replacement Reserve equity $190,411.65; Combined YTD net income $54,655.66
  • June 2022 AR aging: Gross $16,580.41; Prepaid credits ($3,576.88); Net balance $13,003.53; three accounts in legal collections with KSN
  • 2022 assessment confirmed at $333/unit — appears throughout the AR aging detail (current year charges)
  • 2023 draft budget: Draft kept assessment at $333/unit (same as 2022). Board ultimately adopted $350 at November 2022 meeting. Draft management fee: $13,568.26; landscape: $16,735; pond/dam: $9,000; reserve contribution: $7,111.14
  • Fisher Burton 2023–2024 contract (April 1, 2023–November 30, 2024): 2023 = $15,320/yr ($1,915/month × 8 months); 2024 = $16,400/yr ($2,050/month × 8 months). Up from $14,120 in 2022.
  • Hey & Associates 2023–2025 contract: $9,000/yr ($1,500 debris/litter cleanup + $7,500 herbaceous vegetation management). Prescribed burn ($5,500) to be billed from the prior contract when scheduled; next burn TBD (last burn was 1/5/2019).
  • API contract log: $12,960 (11/1/2020–10/31/2021); $13,390 (11/1/2021–10/31/2022); $13,568 (11/1/2022–10/31/2023)
  • Hey 2021 billing explanation: Hey billed $10,200 in 2021 vs. $8,500 contracted. The extra $2,450 was a late-paid invoice for 2020 work that PSI (prior manager) never paid; API paid it upon receipt in February 2021. True 2021 billing = $7,750 (paid in 2021) + $750 fall clean (paid 1/13/2022) = $8,500 per contract. Source: email from Courtney Puzon to Ed Bryson and Mike Coker, March 31, 2022
  • 2021 cost share chargebacks (tabled from April, now presented for approval): McCollister $1,891 / Ditch Witch $1,811 / Atlantic Drive Condos $466 = total $4,168. Same calculation confirmed in the April 2022 packet
  • Hey buffer reestablishment proposal ($1,500): Proposal No. 19-0361 to restore wetland buffer at 283 Hemlock Lane damaged by heavy operating equipment. Scope: rototill compacted soil, broadcast seed native mix, cover with DS-75 erosion control blanket.
  • Fence insurance claim update: Claim 2022C0118604 with American Alliance reportedly approved for $1,690 but payment not yet received as of July 12, 2022.
  • Mulch proposal (Fisher Burton): Option A (monument areas + tree rings only): $785; Option B (adds yellow-line fence buffer area): $2,960. Board to discuss.
  • Violations log (4/8/2022–7/14/2022): Homeowner details redacted per Hard Rule 11. RV violation at 1st fine level; trash violation at 1st warning level.
  • ACC approvals (4/8/2022–7/14/2022): Two fence-related approvals — one repair/replace, one new installation. Addresses retained per Hard Rule 11 exception for A&A records.

Topics Covered

hoa-annual-finances, assessment-structure, assessment-collection-policy, vendor-contracts, cost-share-arrangement, fence-regulations, alterations-and-additions-process, violations-and-fines

Notable Details

  • The July 2022 contract log clarifies the API fee history more precisely than the April 2022 packet: three separate annual rates ($12,960 / $13,390 / $13,568) are listed versus the single “$12,960” figure in the April packet, which may have reflected only the first contract year.
  • The 2023 draft budget proposed holding the assessment flat at $333. The Board raised it to $350 at the November 2022 adoption meeting — a 5.1% increase not anticipated in this draft.
  • Hey & Associates’ Proposal No. 19-0361 covers both the July 2022 buffer reestablishment ($1,500 one-time) and the 2023–2025 management contract ($9,000/yr). The prescribed burn is explicitly excluded from the new contract — it remains billable under the prior contract at $5,500.
  • The Hey 2021 billing discrepancy is now fully resolved: the $10,200 paid in fiscal 2021 consisted of $7,750 for actual 2021 work plus a $2,450 late-paid invoice for 2020 work that the prior manager (PSI) had never processed. This resolves the open question carried since the April 2022 packet.
  • The April 8, 2022 minutes are embedded in this packet as the “Secretary’s Report” — already ingested as minutes-2022-04-14; not re-processed.

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