Www.RealManage.com SA Steubing Ranch HOA, Inc. 2014 Annual Meeting July 15, 2014.

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SA Steubing Ranch HOA, Inc.2014 Annual Meeting

July 15, 2014

S.A. Steubing Ranch HOAS.A. Steubing Ranch HOAAnnual Meeting – July 15, 2014Annual Meeting – July 15, 2014

I.I. Sign in / Determination of Quorum: 6:45 – 7:00 PMSign in / Determination of Quorum: 6:45 – 7:00 PM

II.II. Welcome / Call to Order: 7:00 PMWelcome / Call to Order: 7:00 PM

III.III. Verification of Proof of NoticeVerification of Proof of Notice

IV.IV. IntroductionsIntroductions

V.V. Approval of 2013 Annual Meeting Minutes Approval of 2013 Annual Meeting Minutes

VI.VI. Reports of OfficersReports of Officers

VII.VII. Manager’s ReportManager’s Report

VIII.VIII. Election of two (2) Directors: Each for two (2) Election of two (2) Directors: Each for two (2) year terms.year terms.

1.1. Introduction of Announced CandidatesIntroduction of Announced Candidates

2.2. Nominations From the FloorNominations From the Floor

IX.IX. Questions and answersQuestions and answers

X.X. Recess to tabulate votes (if needed after Q and A)Recess to tabulate votes (if needed after Q and A)

XI.XI. Election voting resultsElection voting results

XII.XII. Adjournment Adjournment

Agenda

President: President: Mr. Steven DeanMr. Steven Dean

Vice President: Vice President: Mr. Shawn EddyMr. Shawn Eddy

Treasurer: Treasurer: Mr. Charlie WattsMr. Charlie Watts

Secretary:Secretary: Mr. Todd SchroederMr. Todd Schroeder

Director:Director: Dr. Mary JohnsonDr. Mary Johnson

S.A. Steubing Ranch HOABoard of Directors

Community Association Manager:Community Association Manager:

Greg Veldman – RealManageGreg Veldman – [email protected]@ciramail.com

Assistant Community Association Manager:Assistant Community Association Manager:

Lysa Afflitto – RealManageLysa Afflitto – [email protected]@ciramail.com

S.A. Steubing Ranch HOAManagement Team















Agenda





V.V. Approval of 2013 Annual Meeting MinutesApproval of 2013 Annual Meeting Minutes










Agenda

The Board would like to thank Mr. Ken Book for chairing The Board would like to thank Mr. Ken Book for chairing the Architectural Control Committee (ACC). His work has the Architectural Control Committee (ACC). His work has been invaluable in keeping up on all the improvement been invaluable in keeping up on all the improvement requests throughout the year. requests throughout the year.

In addition to his regular duties administering the ACC, In addition to his regular duties administering the ACC, Mr. Book recently prepared the draft of the newly Mr. Book recently prepared the draft of the newly adopted Architectural Guidelines that after some very adopted Architectural Guidelines that after some very minor changes, the Board adopted prior to this meeting. minor changes, the Board adopted prior to this meeting.

The Association is currently seeking two volunteers to The Association is currently seeking two volunteers to assist Mr. Book on the ACC. If you are interested in assist Mr. Book on the ACC. If you are interested in serving, please email Community Association Manager serving, please email Community Association Manager Greg Veldman at Greg Veldman at [email protected]@ciramail.com..

S.A. Steubing Ranch HOAArchitectural Control Committee

The Board would like to thank Mr. Bruce Campbell for his The Board would like to thank Mr. Bruce Campbell for his continued efforts in leading the Steubing Ranch Citizens on continued efforts in leading the Steubing Ranch Citizens on Patrol (COP) program. Mr. Campbell and his team spend Patrol (COP) program. Mr. Campbell and his team spend countless hours patrolling the community, reporting countless hours patrolling the community, reporting suspicious activity to the SA Police and informing our suspicious activity to the SA Police and informing our Association Manager, Greg Veldman of any concerns that Association Manager, Greg Veldman of any concerns that need direct HOA involvement.need direct HOA involvement.

The San Antonio Police Department refers to the SR COP The San Antonio Police Department refers to the SR COP program as “the best in the city” and uses it as a model program as “the best in the city” and uses it as a model for other communities starting up similar programs.for other communities starting up similar programs.

If you would like to become part of the SR COP team, send If you would like to become part of the SR COP team, send an email to Mr. Veldman at [email protected] an email to Mr. Veldman at [email protected]

S.A. Steubing Ranch HOACitizens on Patrol (COP)

President’s ReportPresident’s ReportRecent AccomplishmentsRecent Accomplishments

Renewed contracts negotiated last year with Terravista Landscaping Renewed contracts negotiated last year with Terravista Landscaping and Aquatica Pool Services, continuing savings realized last year and Aquatica Pool Services, continuing savings realized last year after changes in service providers made.after changes in service providers made.

Negotiated and signed new management agreement with Negotiated and signed new management agreement with RealManage, resulting in savings of thousands of dollars annually. RealManage, resulting in savings of thousands of dollars annually.

Provided the Steubing Ranch Citizens on Patrol (COP) Program Provided the Steubing Ranch Citizens on Patrol (COP) Program additional car magnets and patches for growing committee that additional car magnets and patches for growing committee that helps protect all of our homes and property on a regular basis.helps protect all of our homes and property on a regular basis.

Transferred $50,000 from the Association's operating account to the Transferred $50,000 from the Association's operating account to the Replacement (Reserve) Fund due to surplus realized in 2013.Replacement (Reserve) Fund due to surplus realized in 2013.

Coordinated successful Neighborhood Garage Sales with additional Coordinated successful Neighborhood Garage Sales with additional signage purchased this spring.signage purchased this spring.

Worked with Social Committee to hold Dive in Movie at pool – Worked with Social Committee to hold Dive in Movie at pool – Partially funded with sponsorships by local businessesPartially funded with sponsorships by local businesses

Worked with RealManage and TCEQ to provide residents with Worked with RealManage and TCEQ to provide residents with updated information related to the “dusting” incident last fall.updated information related to the “dusting” incident last fall.

The Association has built an email database of homeowners that now The Association has built an email database of homeowners that now has 80% of all homeowners on the list! If you are not on the list, has 80% of all homeowners on the list! If you are not on the list, email RealManage at [email protected] so your email address email RealManage at [email protected] so your email address can be added to your account so you receive all email can be added to your account so you receive all email announcements from the Association.announcements from the Association.

President’s ReportPresident’s ReportRecently CompletedRecently Completed Projects Projects

New Lighting Installed at Main EntrywayNew Lighting Installed at Main EntrywayThe Board had a contractor install “rope lighting” along The Board had a contractor install “rope lighting” along the base of the main “Steubing Ranch” sign at the the base of the main “Steubing Ranch” sign at the O'Conner entrance. In addition to enhancing the sign, O'Conner entrance. In addition to enhancing the sign, this will hopefully, make it easier for guests to locate the this will hopefully, make it easier for guests to locate the community .community .


Pool Furniture RepairedPool Furniture Repaired

All of the pool furniture with All of the pool furniture with broken or missing straps broken or missing straps was repaired prior to the was repaired prior to the start of the 2014 pool start of the 2014 pool season. Unfortunately, this season. Unfortunately, this is a recurring issue as many is a recurring issue as many of the older chairs already of the older chairs already have straps broken. The have straps broken. The Board will work with Board will work with management to repair newly management to repair newly broken straps in near broken straps in near future.future.


Small Pool Features Re-paintedSmall Pool Features Re-painted

The support posts and one badly faded top portion The support posts and one badly faded top portion of the “mushroom” water features painted of the “mushroom” water features painted recently.recently.


Wi-fi Service Wi-fi Service Now Available Now Available

at Poolat Pool

The Board The Board approved this approved this spring the spring the installation of wi-installation of wi-fi service at the fi service at the pool by AT&T U-pool by AT&T U-verse. Please verse. Please check the signage check the signage posted at pool for posted at pool for log on log on information and information and enjoy surfing the enjoy surfing the net while relaxing net while relaxing at the pool!at the pool!


Repairs made to Retaining Wall on Knollcreek Repairs made to Retaining Wall on Knollcreek Drive Damaged by Car AccidentDrive Damaged by Car Accident

A vehicle slammed into the retaining wall on A vehicle slammed into the retaining wall on Knollcreek near Briley Mist in May . Repairs to wall Knollcreek near Briley Mist in May . Repairs to wall completed within days.completed within days.

President’s ReportPresident’s ReportCurrent ProjectsCurrent Projects

Power Washing / Fence Repairs Power Washing / Fence Repairs and Staining along Knollcreekand Staining along Knollcreek

The Board received three competitive The Board received three competitive bids for the power washing, repairing bids for the power washing, repairing and staining of all of the common area and staining of all of the common area fencing along Knollcreek. The job was fencing along Knollcreek. The job was awarded to Tornado Power Washing awarded to Tornado Power Washing and work should be completed within and work should be completed within the next 60 days.the next 60 days.

President’s ReportPresident’s ReportCurrent ProjectsCurrent Projects

Fence Repairs along Wayland RunFence Repairs along Wayland RunThe Association is in the process of The Association is in the process of obtaining proposals to repair the obtaining proposals to repair the common fencing along Wayland Run common fencing along Wayland Run as well as at end end of Darien Wing.as well as at end end of Darien Wing.

President’s ReportPresident’s Report Future Projects Future Projects

Power Washing: Main Entryway Power Washing: Main Entryway Walls and Pole Bases, Secondary Walls and Pole Bases, Secondary

EntrywaysEntrywaysThe Association is in the process of The Association is in the process of procuring three proposals to power procuring three proposals to power wash all of the common stone walls wash all of the common stone walls and pole bases on Rhyse Grove as and pole bases on Rhyse Grove as well as the secondary entryway signs well as the secondary entryway signs along Knollcreek. We hope to have along Knollcreek. We hope to have this project done this calendar year.this project done this calendar year.


Resurfacing (Re-Resurfacing (Re-plastering) of Wading plastering) of Wading

(“Kiddie) Pool(“Kiddie) Pool

The small wading or The small wading or “kiddie” pool will have “kiddie” pool will have to be re-plastered during to be re-plastered during the off season. The the off season. The Board will include this Board will include this expense as part of the expense as part of the 2015 budgeting process. 2015 budgeting process. We hope to have the We hope to have the work completed next work completed next February or March February or March (dependent on weather (dependent on weather conditions)conditions)


Landscaping EnhancementsLandscaping EnhancementsThe board will be working with The board will be working with Terravista Landscaping to consider Terravista Landscaping to consider some enhancements to the common some enhancements to the common are landscaping where time and are landscaping where time and erosion have taken a toll, particularly erosion have taken a toll, particularly at the main park and some areas at the main park and some areas along Knollcreek Drivealong Knollcreek Drive

President’s ReportPresident’s ReportCall for Volunteers !!!Call for Volunteers !!!

We Need Your Help!

Volunteerism is the backbone of a successful HOA. We need YOU to help out your neighborhood. Please consider joining one of the committees. Sign up sheets will remain on the tables in the foyer after the meeting so you can sign up on your way out if you did not already do so on your way in !!

Here are the committees we would love to have some additional assistance with: Social, Pool, Architectural Control (ACC), Citizens on Patrol (COP).















Agenda

Manager’s Duties

Annual meetingsAnnual meetings Board meetingsBoard meetings Committee meetingsCommittee meetings Deed restriction Deed restriction

enforcementenforcement Long-term maintenance Long-term maintenance

planplan Community maintenanceCommunity maintenance VendorsVendors Community issuesCommunity issues Annual budgetAnnual budget Monthly financial reportsMonthly financial reports Year-end financial Year-end financial

statementsstatements Tax returns and audit Tax returns and audit

preparationpreparation

Statements and late feesStatements and late fees Collection of assessmentsCollection of assessments Payment of expensesPayment of expenses Statements and late feesStatements and late fees Architectural controlArchitectural control Amenity center rules and Amenity center rules and

accessaccess Resident issuesResident issues Resale certificatesResale certificates Community eventsCommunity events Community informationCommunity information EmergenciesEmergencies InsuranceInsurance Bank accountsBank accounts Real estate taxesReal estate taxes Organizational documentsOrganizational documents

The management and administration of:The management and administration of:

S.A. Steubing Ranch HOA – Snapshot SummaryS.A. Steubing Ranch HOA – Snapshot SummaryJuly 15, 2014July 15, 2014

Financial Status through May 31, 2014Financial Status through May 31, 2014

Budget ($)Budget ($) Actual ($)Actual ($) Var. ($)Var. ($) Var. (%)Var. (%)

RevenueRevenue $ 110,690$ 110,690 $ 111,881$ 111,881 $ 1,191$ 1,191 1 %1 %

Direct Direct ExpensesExpenses

$ 50,205$ 50,205 $ 46,242$ 46,242 $ 3,581$ 3,581 7 %7 %

G & A G & A ExpensesExpenses

$ 47,265 $ 47,265 $ 42,065$ 42,065 $ 5,200$ 5,200 11 %11 %

Total Total ExpensesExpenses

$ 97,470$ 97,470 $ 88,689$ 88,689 $ 8,781$ 8,781 9 %9 %

Net SurplusNet Surplus $ 13,220$ 13,220 $ 23,193$ 23,193 $ 9,973$ 9,973 75 %75 %

Reserve Reserve AllocationAllocation

$ 2,585$ 2,585 $ 2,585$ 2,585 $ 0$ 0 0 %0 %

2014 Budget Summary2014 Budget Summary

Revenue:Revenue: $265,660$265,660Expenses:Expenses:

LandscapingLandscaping $ 39,710$ 39,710Repairs and MaintenanceRepairs and Maintenance $ 19,000$ 19,000Pool Operating Expenses Pool Operating Expenses $ 32,415$ 32,415UtilitiesUtilities $ 28,750$ 28,750Professional FeesProfessional Fees $ 20,000$ 20,000Collection ExpensesCollection Expenses $ 9,684$ 9,684Bad DebtsBad Debts $ 10,000$ 10,000TaxesTaxes $ 600$ 600Homeowners Act. / Comm.Homeowners Act. / Comm. $ 2,800$ 2,800InsuranceInsurance $ 15,000$ 15,000Management FeeManagement Fee $ 35,580$ 35,580Administration, MiscellaneousAdministration, Miscellaneous $ 20,374$ 20,374

Total ExpensesTotal Expenses $233,913$233,913

Net SurplusNet Surplus $ 31,747$ 31,747

Replacement Fund StatusReplacement Fund Status

Last year, the Association contracted with Reserve Last year, the Association contracted with Reserve Advisors to have Full Reserve Study done to help Advisors to have Full Reserve Study done to help determine how much money the Association determine how much money the Association needed to have in Reserves to keep up with needed to have in Reserves to keep up with maintenance and replacement of the community's maintenance and replacement of the community's Capital items.Capital items.

Although the Association has seen a nice increase Although the Association has seen a nice increase in the overall balance of the Replacement Fund in the overall balance of the Replacement Fund following the $50,000 transfer based on last year's following the $50,000 transfer based on last year's savings (made earlier this year), we are still not savings (made earlier this year), we are still not where we need to be.where we need to be.

To properly fund the Replacement Fund moving To properly fund the Replacement Fund moving forward, we should allocate approximately $60,000 forward, we should allocate approximately $60,000 to the fund each year. With the budgeted surplus to the fund each year. With the budgeted surplus and current allocation, we will only be able to and current allocation, we will only be able to dedicate $35,000 - $40,000 to the Replacement dedicate $35,000 - $40,000 to the Replacement Fund this calendar year unless we enjoy savings Fund this calendar year unless we enjoy savings (way) above and beyond what is budgeted.(way) above and beyond what is budgeted.

Replacement Fund Status (cont.)Replacement Fund Status (cont.)Initial 2015 budget projections will allow us to dedicate Initial 2015 budget projections will allow us to dedicate only $35,000 to the Replacement Fund without an only $35,000 to the Replacement Fund without an assessment increase.assessment increase.

As you are aware, the Board has the authority to As you are aware, the Board has the authority to increase the assessments up to 10% each year. If increase the assessments up to 10% each year. If assessments are raised 8.7% from the current $69.00 assessments are raised 8.7% from the current $69.00 per quarter to $75.00 per quarter, we will net an per quarter to $75.00 per quarter, we will net an additional $23,640.00 in revenue for the year that we additional $23,640.00 in revenue for the year that we will add to the 2015 Replacement Fund allocation.will add to the 2015 Replacement Fund allocation.

Our goal is to bring the annual replacement funding Our goal is to bring the annual replacement funding allocation to a level that will sustain the levels allocation to a level that will sustain the levels necessary per the reserve study. We feel we are close, necessary per the reserve study. We feel we are close, but will continue to evaluate on a regular basis in order but will continue to evaluate on a regular basis in order to make the most prudent decisions for the to make the most prudent decisions for the community's long term financial well being.community's long term financial well being.

RealManage Contact Information

© 2004-2010 RealManage Holdings, Inc All rights reserved – Page 21

1-866-4RealService (866-473-2573) 1-866-4RealService (866-473-2573) – Extended customer service hours (7:30 am – 7:00 Extended customer service hours (7:30 am – 7:00

pm)pm)– Multi-lingual customer service (English, Spanish Multi-lingual customer service (English, Spanish

and other languages)and other languages)– Instant email fulfillment of most information Instant email fulfillment of most information

requestsrequests Resident Portal (Resident Portal (www.realmanage.com) )

– Owner statements and payment history Owner statements and payment history – Assessment rules information Assessment rules information – Online payments Online payments – Online service requests Online service requests – Deed restriction summary Deed restriction summary – Deed restriction violation reporting Deed restriction violation reporting – Directory Directory – Document archiveDocument archive

Methods of Making Assessment Payments for the Steubing Ranch

HOA

© 2004-2010 RealManage Holdings, Inc All rights reserved – Page 21

Mail payment to: Mail payment to: Payment Processing Payment Processing CenterCenter

c/o RealManagec/o RealManagePO Box 105007PO Box 105007Atlanta, GA 30348-5007Atlanta, GA 30348-5007

Or . . .Or . . .

Go to the resident Portal at Go to the resident Portal at www.realmanage.com and pay electronically:and pay electronically:

Make a one time electronic payment with e-Make a one time electronic payment with e-check (no additional fee)check (no additional fee)

Make a one time payment with credit card Make a one time payment with credit card ($14.95 fee from credit card companies)($14.95 fee from credit card companies)

Set up recurring payments drawn from your Set up recurring payments drawn from your checking accountchecking account

Resident Portal Home Page


Make a One-Time Payment


Setup Recurring Payments


Report a Violation


Restrictions Summary
















Agenda

Election ProceduresElection Procedures

Mr. Steve Dean and Mr. Shawn Eddy Mr. Steve Dean and Mr. Shawn Eddy announced prior to the meeting that they will announced prior to the meeting that they will both be running for another term. No other both be running for another term. No other residents turned in a Candidate Profile prior residents turned in a Candidate Profile prior to the meeting.to the meeting.

We will open the floor to allow for any We will open the floor to allow for any nominations from the floornominations from the floor

Candidates will then be given a chance to Candidates will then be given a chance to introduce themselves to membershipintroduce themselves to membership

The members will vote for up to two The members will vote for up to two candidatescandidates

Election of Directors














XII.XII. AdjournmentAdjournment

Agenda

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July 15, 2014

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