HOMEOWNERS

ASSOCIATION FOR

QUAIL RIDGE, INC.

ANNUAL MEETING

SEPTEMBER 9TH, 2017

AGENDALunch Cookout 12:00 PM

Opening Remarks 12:45 PM

Intro of Board & Committee Members

Overview of Finances - Budget Review

Road Maintenance

Common Area Maintenance

Internet Service – Comcast & Frontier

Ballot – President, Secretary & ARC Nominations

Open Discussion

Social Activities

BOARD & COMMITTEE

MEMBERS

President – David Groom

Treasurer – Angela Moore

Secretary – Jay Orr

Architecture Review Committee

Richard Krasner

Bryce Moore

FINANCES (AS OF AUG 30TH)Funds Carried Over from Previous Year $4,041.27

CY 2017 Dues Collected $23,311.50

Delinquent Dues/Fees Collected $1,994.50

Certificate of Deposit - Emergency Fund $12,000

Certificate of Deposit - Major Road Maintenance Fund $10,000

Checking Account Balance $11,516.80

2017 Projected Expenditures $23,510 (YTD Actual = $18,098.87)

Snow Removal $1,000 ($227.50 YTD)

Road Repairs $4,810 (actual)

Mowing Common Areas $4,500 ($1,050 YTD)

Insurance $1,320 ($726.38 YTD)

Dumpsters $540.95 (actual)

Annual Meeting & Cookout $200 (estimate)

Legal Counsel & Services $545.92 (actual)

PO Box, Postage, Supplies/Printing, Signs $198.12 (actual)

HOA BUDGET OVERVIEWQRHOA Budget Spreadsheet 2007 2017

CY2015 CY2016 CY2017 CY2017 CY2018

ACTUAL ACTUAL Projected YTD Actual Projected

Annual/Mid Meet Conf Room/Refreshments $233.46 $181.21 $200.00 $0.00 $200.00

Bank: Deposit Slips/Fees (Activity Debit) $15.00 $12.00 $20.00 $0.30 $20.00

Clean-up Dumpster/Yard Sale Signs 1 $915.00 $957.96 $550.00 $540.95 $550.00

EVENTS: Cook Out/Egg Hunt/Xmas $126.00 $0.00 $0.00 $0.00 $0.00

Street Repair/Reseal $0.00 $6,000.00 $5,000.00 $4,810.00 $4,500.00

Lot 001 & 122a Gazebos / Maintenance $0.00 $0.00 $100.00 $0.00 $100.00

HOA Supplies/Newsletter/Printing $79.82 $131.58 $75.00 $24.12 $75.00

Insurance Blanket Coverage 1 (July-July policy date) $1,220.68 $1,282.29 $1,320.00 $726.38 $1,350.00

LIENs Application/Legal Support $300.00 $2,926.43 $500.00 $545.92 $200.00

Snowplow Services $1,950.00 $1,707.50 $1,000.00 $227.50 $2,500.00

Signs Purchase and Installation/Maint & Move $0.00 $109.85 $0.00 $18.06 $50.00

SWMPs/Common Areas Cut & Trim/Maint 1 $4,340.00 $4,725.00 $4,500.00 $1,050.00 $4,000.00

Taxes, Corporate, County 1 $118.86 $25.00 $120.00 $25.00 $100.00

USPS Annual Fee for PO Box 674 (+ new keys) 1 $48.00 $50.00 $50.00 $52.00 $50.00

USPS Postage/Certified Mailings $44.49 $93.91 $75.00 $78.64 $75.00

Web Page (every 5 yrs) $0.00 $0.00 $0.00 $0.00 $0.00

Deposit into Major Road Repair Fund $10,000.00 $10,000.00 $10,000.00

Total Expenditures $9,391.31 $18,202.73 $23,510.00 $18,098.87 $23,770.00

Income / CreditsCY16

Actual

CY17

Projected

CY17 YTD

Actual

CY18

Projected

Account Interest $0.00 $0.00 $0.00

Funds Carryover From Previous Year 2 $7,586.63 $4,041.27 $4,041.27 $10,000.00

Dues/LIEN Collection/Funds Transfer (CY Credits) $11,830.00 $25,069.27 $23,512.50 $23,889.28

Certificate of Deposit (Emergency Fund) $11,980.00 $0.00 $12,000.00 $12,000.00

Major Road Repair Fund $10,000.00 $10,000.00

UPDATED 30 Aug 17 - DJG

EXPENDITURES

FINANCES

Quail Ridge Annual Assessment $190.50

In Comparison:

Chapel View - $399/year *management company

Barleywood - $300/year

Brentwood Estates - $500/year

Lake Forest - $625/year

Board diligently manages your HOA funds & strives

to provide the best services with our annual dues

“Best Bang for your Buck”

2015 – HOA advised by trusted & reputable contractor that Pintail & Flicker would need

asphalt resurfaced due to levels of deterioration

Cost $56,200 (equates to $135,750 per mile)

Independent, academic research shows

Pavements require maintenance and periodic replacement of their surface layer in order to

be sustained for any appreciable amount of time (National Asphalt Pavement Association)

Cornell University’s School for Highway Superintendents urges “Surgical Spending for

Pavement Preservation” & that it is “far less expensive to keep good roads good” (2007)

Asphalt Institute states: Level of maintenance is extremely important as environmental

factors are considered, and may be an issue in the spread of performance on lower-

volume roadways

On average, asphalt remains intact for 25 years

Numerous factors affect lifespan, such as the climate, traffic and whether or not the owner

performs routine maintenance.

Without routine maintenance, most types of asphalt will provide approximately 90 percent

of their original level of structural integrity after 10 years. Once 20 years have passed, the

asphalt will only have 55 percent of its initial durability.

Reference https://qrhoa.wordpress.com/road-maintenance/ for more details and

resources

ROAD MAINTENANCE

ROAD MAINTENANCE• 2017 – Sealed Cumulus, Contrail, &

Nimbus; patched area on Quail Dr

• 10 Year ProjectionYear Description Budget notes

2017 Cum/Con/Nim Reseal $4,500.00 0.2565 mi reseal (w/culdesacs)

2018 Stratus Reseal $5,700.00 0.4253 mi reseal

2019 Quail Reseal $3,000.00 0.2569 mi reseal

2020 Cirrus Reseal $4,640.00 0.3866 mi reseal

2021 Sundance Reseal $4,150.00 0.3446 mi reseal

2022 Resurface Pintail & Flicker $55,000.00 0.414 mi resurface

2023 Cum/Con/Nim Reseal $4,500.00 0.2565 mi reseal (w/culdesacs)

2024 Quail Reseal $3,000.00 0.2569 mi reseal

2025 Pintail & Flicker Reseal $4,300.00 0.414 mi reseal

2026 Cirrus Reseal $4,640.00 0.3866 mi reseal

2027 Resurface Stratus $55,000.00 0.4825 mi resurface

ROAD MAINTENANCE

Road Length (mi) Resurface Yrs Reseal Yrs Sealing Estimates Resurf Estimates

Quail 0.2569 2042 2019, 2024, 2029, 2036, 2043 $3,082.80 $61,951.50

Cirrus* 0.3866 2037/2042* 2020, 2026, 2033, 2044 $4,639.20

Sundance 0.3446 2037 2021, 2028, 2034, 2040, 2046 $4,135.20 $70,510.50

Stratus 0.4253 2027 2018, 2030, 2038, 2045 $5,700.00 $57,415.50

Flicker 0.1666 2022, 2047 2025, 2031, 2039 $1,730.00

Pintail 0.2474 2022, 2047 2025, 2031, 2039 $2,570.00

Cumulus 0.0591 2032 2017, 2023, 2035, 2041 $1,040.00

Contrail 0.1585 2032 2017, 2023, 2035, 2041 $2,780.00

Nimbus 0.0389 2032 2017, 2023, 2035, 2041 $680.00

total 2.0839 $25,006.80 $280,867.50

* Cirrus: for resurfacing, Cirrus is included with Quail up to the 4-way stop sign (0.4589 mi),

and with Sundance to form a loop (0.5223 mi)

Conditions for resealing: section will not be scheduled for resealing within 5 years prior to being

scheduled for resurfacing; section will be scheduled for resealing 2-4 years after resurfacing

$55,890.00

$35,100.00

COMMON AREA MAINTENANCE

Average annual cost for mowing $4,500

Long term contractor & resident moved

Solicited proposals

New contractor selected, backed out of agreement

Multiple residents volunteered to mow areas

Special THANKS to all who have volunteered &

mowed this year

New contractor will be selected in 2018

INTERNET SERVICE

Frontier

Inquiring about interest for fiber upgrades

Expected bandwidth: 7M, 15M, 20M, 40M

Comcast

Project approved, pending permits

Work expected to begin in 2018, completion date

unknown

2017 BALLOT / NOMINATIONS• President

• David Groom (3rd Term)

• Open Nominations

• Secretary

• Jay Orr (2nd Term)

• Open Nominations

• Architecture Review Committee

• Richard Krasner

• Bryce Moore

• Open Nominations

OPEN DISCUSSION

Open forum

Facebook Etiquette & Guidelines

Lot 1 Beautification

Fence

Trees

CONCLUSION

HOA Board, Board, and Member(s) shall refer to all positions, including:

President, Treasurer, Secretary, and Architecture Review Committee

General Rules of Conduct

1. All financial transactions must be reviewed and agreed upon as a

legitimate HOA expense by at least 2 Members prior to the transaction taking

place. Fixed, recurring expenses, as indicated on the Budget Overview

spreadsheet, shall be considered agreed upon after review and acceptance

of the annual budget by the Board.

2. Should a Member seek reimbursement for actual expenses, they must

submit their claim to the Board for review and have it approved by the

majority prior to payment being made. In the case of an approved

reimbursement, the check shall not be written nor signed by the Member

receiving payment. In the case of electronic payment, i.e. via Paypal, the

payment shall not be processed by the Member receiving payment.

BOARD GENERAL RULES OF CONDUCT

BOARD GENERAL RULES OF CONDUCT

3. Any HOA related decision should be conferred on by at least 2 members

prior to the decision being enacted to the max extent possible. This does not

prohibit a member from being authorized to make a sole decision should the

need arise during an emergency or otherwise unusual event should they not

be able to make timely contact with any other Member.

4. At no time shall a member be entitled to nor receive any reimbursement,

financial or otherwise, for time spent while performing a duty or function of

their HOA position, or otherwise acting on behalf of the HOA. Actual expenses

may be eligible for reimbursement provided they meet Rules 1 and 2.

5. All electronic/online accounts, as listed on the QR HOA Contact Sheet,

established and used by the HOA Board shall be considered open and

available to all members at any time. If a login name, password, or security

question(s) is changed, the member making the change shall notify the Board

of such change immediately. The accounts include, but are not limited to:

Yahoo email, BB&T online/mobile, Paypal, Dropbox, Nationwide Insurance,

Facebook, and QRHOAWV website.

COVENANTS OVERVIEWDO pay your dues on time or expect to pay more in interest, liens, and fees. (Article V)

DO submit an Architectural Review Form to the QRHOA via certified mail for any temporary or permanent construction. The Architectural Review Board will be looking for use of proper materials, location on lot, and adherence to covenants. (Article VI)

DO allow 30 days for the QRHOA Architectural Review Board to review your submission. (Article VI)

DO keep unsightly accessories out of the view of nearby properties. (Article VI)

DO enjoy hobby-type home workshop activities use at your residence so long as they do not become a nuisance to the neighbors or the neighborhood. (Article VII Section 1)

DO store properly registered and tagged recreational vehicles and crafts (campers, travel trailers, boats, etc.) at the side of or to the rear of rather than in front of a residence. (Article VII Sections 5 & 6)

DO keep commercial vehicles in the garage and not visible from adjacent properties. If they are not kept in the garage, they are not permitted to be habitually parked at the residence. (Article VII Section 6)

COVENANTS OVERVIEWDO NOT place signs or advertisements at any physical location (billboard, newspaper, etc.) or on the web which offers or implies commercial or professional services within the neighborhood. (Article VII Section 2)

DO NOT use temporary siding or sheathing, cinder block, concrete block, solid concrete, or asbestos shingles as an exterior surface. (Article VII Section 4 and Article VI)

DO NOT have a mobile home on the property. (Article VII Section 5)

DO NOT place any signs on your lot except one sign not to exceed one square foot designating name and/or street number of the residence. The only exception to this would be a reasonably sized “for sale” sign. (Article VII Section 8)

DO NOT keep poultry, swine, cows, horses or other farm animals or any other animal used for breeding or other commercial purpose on your lot. (Article VII Section 10)

DO NOT create or participate in noxious or offensive activities that are considered a nuisance to the neighbors or the neighborhood. (Article VII Section 11)

COVENANTS OVERVIEWDO keep junked or wrecked automobiles or other equipment in the garage and not visible from adjacent properties. (Article VII Section 6)

DO keep your property neatly maintained and free of debris and litter. Grass height must not exceed six inches. (Article VII Section 7)

DO control and maintain your pet(s) so they do not constitute a danger or nuisance to other persons or properties. (Article VII Section 10)

DO construct storage buildings of the same exterior materials as the dwelling and ensure they do not detract from the value of other properties. (Article VII Section 15)

DO be conscious of the easements of your lot. No permanent structure should be built on the easements. Nothing should be done to restrict or change the direction of the flow of water. And all easements are to be maintained continuously by the owner (to include any easement for drainage). [Maintained means grass within easements should not exceed six inches.] (Article VII Section 7 & 16)

DO keep the QRHOA informed of any lot owner’s address changes. All notice shall be sent to the last known permanent residence address. (Article VIII Section 1