Duquette Pines Homeowners Association Annual Meeting

Robison Community Center, 7:00 p.m.

May 24, 2013

Attendees: Board members Brent Adamson, Art Burget, Dee Woodstrom, Lynn Murdoch, Wendy Jeffes; Property Manager Jon Long; Treasurer Michelle Savoie Garcia, approximately 25 homeowners

Welcome – Brent Adamson

Water – Brent Adamson

• Brent advised homeowners that the Board is planning to make repairs to Skyline Road to hopefully alleviate future problems with freezing water line.
• He reported on water testing. DEQ placed the subdivision on “normal” water testing. This year we will be gathering water data. The Board asks homeowners to be cautious in their use of water this year due to the dry conditions.

Fire Prevention Efforts – Brent Adamson

• Brent discussed the BLM land adjacent to Duquette. He was contacted again by BLM to confirm we still wanted this area cleared as they mentioned at last year’s annual meeting.

Elections/Nominations – Dee Woodstrom

• There are two Board positions open and nominations are being accepted. Nominees at this time are Art Burget, Scott Jackson, and Mark Veristain. Interested homeowners should please advise any Board member.
• The deadline for nominations is June 15, 2013. Ballots will go out with the July 1 billing, and the election results will be calculated on July 15.
• New Board members will begin serving in August.

Budget – Art Burget

• Art presented the annual budget on behalf of the Board.
• He provided an overview of Duquette’s expenses in relation to budgeted amounts. He addressed specifics in the areas of accounts receivable, possible road improvement projects, dust abatement, water, and delinquent accounts.
• The annual budget is attached.

Subdivision Dues and Billing – Lynn Murdoch

• Lynn addressed action the Board has taken to change the billing so that late fees are assessed quarterly rather than annually as of July 1, 2013.

· As in the past, there will still be an annual bill sent to each homeowner; however, there will now be an expectation that ¼ of the amount due is payable each quarter or a late fee will be assessed at that time. Notification will be reflected on the billing.

· This action will not be a change in the homeowner’s billing, but will rather facilitate the Board’s ability to more accurately make budgeting and financial decisions on behalf of the subdivision’s homeowners.

· A discussion ensued regarding the Board’s responsibility to plan for and manage the financial obligations in the Subdivision; this includes billing all homeowners fairly and equitably.

• Brent addressed the function of the Homeowner’s Board as managers of the finances of the subdivision, separate from the business of the individual Covenants.

Annual Clean-up – Wendy Jeffes

• The annual cleanup will be held on Saturday, June 1, 2013.
• Homeowners need to leave items to be picked up at the end of their driveways by 9:00 a.m.
• Volunteers please bring pickups/trailers and meet at the gate at 9:30 a.m.
• Items we CANNOT pick up: slash, hazardous waste, paint.

Question/Answer Time – Art Burget

• There was a discussion about the subdivision’s snow plowing policy. Snow is plowed in the subdivision at 6 inches.
• There was a question from a homeowner about building in subdivision 4. The homeowners were encouraged to contact the Board via email to be placed on the agenda for an upcoming Board meeting.
• A homeowner inquired about having the subdivision’s brush cleared, as in the past. This was funded through a federal grant, and there are no plans for this service at this time.
• Speed bumps: there are no plans at this time for speed bumps, but the Board will consider the possibility if conditions warrant. Homeowners are encouraged to drive cautiously in the subdivision, following the posted speed limit.

The meeting was adjourned at approximately 8:20.

2014 Budget (Final number are not available until July 2014)

Category	2013 Budgeted	2013 Actual	2014 Budget
General Fund
Starting balance for the next year	$68,965.18	$ 72,281.60	$ 75,598.02
Income
Accounts Receivable	$59,160.00	$ 59,160.00	$59,160.00
Delinquent Accounts	($7,099.20)	$ (9,809.83)	($7,099.20)
Total Income Received	$52,060.80	$ 49,350.17	$52,060.80
Expenses
Road Improvement	$40,000.00	$ 13,276.49	$ 20,000.00
Road Grading	$8,000.00	$ 11,045.60	$ 9,000.00
Road Sanding	$3,000.00	$ 1,081.01	$ 3,000.00
Road Plowing	$11,000.00	$ 4,515.96	$ 11,000.00
Dust Control		$ -	$ 12,000.00
Gate Repair	$1,200.00	$ 39.43	$ 500.00
Repairs and Signs	$1,000.00	$ 1,037.38	$ 1,100.00
Weed Control	$250.00	$ 188.57	$ 200.00
Reserve 15%	$7,803.00		$ 7,803.00
Total Sub. Maintenance	$72,253.00	$ 31,184.44	$ 64,603.00
Administration
Payroll	$9,000.00	$ 8,742.64	$ 9,000.00
Insurance	$6,000.00	$ 3,476.00	$ 4,000.00
Legal Fees	$2,000.00	$ 809.30	$ 1,500.00
Office Expenses	$1,000.00	$ 592.23	$ 800.00
Taxes	$1,400.00	$ 601.84	$ 1,000.00
Total Administration	$19,400.00	$ 14,222.01	$ 16,300.00
Utilities
Electricity	$250.00	$ 161.98	$ 200.00
Telephone	$600.00	$ 465.32	$ 500.00
Total Utilities	$850.00	$ 627.30	$ 700.00
Total Income	$52,060.80	$ 49,350.17	$52,060.80
Total Expenses	$92,503.00	$ 46,033.75	$ 81,603.00
Carryover to the next year	$28,522.98	$ 3,316.42	$ (29,542.20)
WATER
Starting balance for the next year	$85,667.00	$ 91,788.91	$ 98,390.82
Income
Accounts Receivable	$21,120.00	$21,120.00	$21,120.00
Delinquent Accounts	($2,534.40)	$ (3,973.26)	($2,534.40)
Total Income	$18,585.60	$ 17,146.74	$18,585.60
Expenses
Electricity	$2,000.00	$ 2,035.66	$ 2,100.00
Fees & testing	$850.00	$ 859.63	$ 900.00
Repairs	$4,000.00	$ 7,649.54	$ 4,000.00
Total Expenses	$6,850.00	$ 10,544.83	$ 7,000.00
Total Income	$18,585.60	$ 17,146.74	$18,585.60
Total Expenses	$6,850.00	$ 10,544.83	$ 7,000.00
Carryover to the next year		$ 6,601.91	$11,585.60