03/10/2010, 7:00pm v1.0 Claymont Woods Residents Association 2011 Annual Meeting

03/10/2010, 7:00pmv1.0

Claymont Woods Residents Association

2011 Annual Meeting

Claymont Woods Residents Association, Annual Meeting 2011

2010 CWRA Board of Directors

President, Mike Gauble – East District * (4 Yrs)

Vice-President, John Castellano – South District * (3 Yrs)

Secretary, Pam Dagestad – North District

Treasurer, Todd Williams – Central District

Trustee, Kathy Mound – West District * (3 Yrs)

*Leaving Board – Positions Open (Length of Service on Board)


Meeting Agenda

Call to Order & Determination of QuorumNomination & Election of New DirectorsReport from our CouncilpersonsFinancial UpdatePresident’s ReportReview of 2010 (Maintaining Our Neighborhood)2011 GoalsHelp NeededNew BusinessAdjournment


Housekeeping Items

All attendees please check-in at the back of the roomAnyone who wants to change or update their directory

information should check-in at the back of the roomYou’re encouraged to include your email addresses in

the directory so you can be notified of subdivision-relevant issues. You may specify your e-mail address will only be available to the Directors for emergency notifications.

Also, updates on the Baxter Road Project (unscheduled blockages of our entrances, road closures, etc) will available through the CWRA web site.


Quorum Vote

Forty percent (40%) of members in person or by proxy constitute a quorum

The total number of members shall be 22740% of 227 members = 91 members to constitute a

quorum


Board of Directors: CWRA By-Laws

Article III, BOARD OF DIRECTORSSection 2, Number, Election and Term

The number of Directors of the Corporation shall be five (5), each to be elected for a two (2) year term. Two (2) Directors shall be elected at the Annual Meeting of members in odd number years beginning in 1987, and three (3) Directors shall be elected at the Annual Meeting of members in even number years, beginning in 1988; provided, however, that in any event, Directors shall serve until their successors shall have been duly elected and shall have qualified.

Section 3, RepresentationThe Subdivision shall be divided into five (5) approximately equal “areas,” as defined by the Directors from time to time, with the requirement that no two Directors may serve together while residing in the same “area.”


Three Current Director Positions Open:

East District – Mike Gauble, (Leaving Board)

West District – Kathy Mound, (Leaving Board)

South District – John Castellano, (Leaving Board)

Nominations for Directors


Nominations for Directors

Any Lot Owner can nominate a prospective Director Nominee must be a Lot Owner in District being nominated to

represent Nominees may give a brief spoken biography/statement to

residents A show of hands vote will be conducted by CHAIR or voice vote if

nominee is unopposed Nominee who obtains majority of votes cast by those present or

by proxy will be elected to Board to serve a two year term

Director Contact information is available at

www.claymontwoods.org

or

http://claymontwoods.thesubdivision.com/

http://www.claymontwoods.org/


Financial Report

Todd WilliamsTreasurer, CWRA


CWRA 2010 Financial Statement

Year End Balance Sheet2010 Income and Expense2011 Budget


Year End Cash & Cash Equivalents

2010 2009 2008 2007FUNDS Yr End Yr End Yr End Yr End

Baxter Road CD (12mo/Aug) $52,167.20 $52,167.20 $50,466.10 $58,883.67Existing CD (12mo/Oct) $0.00 $0.00 $0.00 $18,078.44General Fund $28,835.00 $6,544.40 $21,503.46 $8,275.65

Total $81,002.20 $58,711.60 $71,969.56 $85,237.76


2010 Receipts and Expenditures

RECEIPTS 2010

Interest $294.95Xfer from CD $0.00Other $440.00Annual Assessments $60,015.00

Total $60,749.95

MAJOR EXPENDITURES 2010 2010

Actual BudgetLegal Srvs 1,305.00$ -$ CPA Services $190.00 $200.00Liability Insurance $1,489.95 $1,500.00Directors & Officers Insurance $1,050.00 $1,500.00Bond Premium $134.00 $150.00Annual Reg. Fee - State $10.00 $20.00Common Ground Maint. $16,183.58 $17,500.00Tree Removal $0.00 $5,000.00Erosion Repairs $0.00 $20,000.00Landscape Expense $0.00 $500.00Irrigation Repair $170.00 $700.00Holiday Decorations $0.00 $125.00Electrical/Light Repairs $2,465.18 $5,000.00Signs/Monument Logos $135.00 $150.00Monument Expense $466.28 $475.00Repair/Maint $431.13 $0.00Annual Meeting Expense $86.29 $250.00Printing Expense $218.76 $350.00Website Expense $421.75 $100.00Lake Maintenance $1,383.10 $1,000.00Annual Picnic Expense $567.10 $0.00Water Expense $506.49 $800.00Electric Expense $9,003.62 $8,900.00Postage $307.32 $300.00Office Supplies $219.90 $200.00Recording Fees $486.00 $200.00Collection Fees $3,015.56 $2,100.00

Total $40,246.01 $67,020.00


Tentative 2011 Budget

RECEIPTS 2011

Interest $150.00Annual Assess. $81,000.00

Total $81,150.00

Legal Services 2,000.00$ CPA Services $200.00Liability Insurance $1,500.00Directors & Officers Insurance $1,100.00Bond Premium $150.00Annual Reg. Fee - State $10.00Common Ground Maint. $17,500.00Tree Removal $5,000.00Erosion Repairs $30,000.00Landscape Expense $250.00Irrigation Repair $700.00Holiday Decorations $100.00Electrical/Light Repairs $5,000.00Signs/Monument Logos $150.00Monument Expense $250.00Annual Meeting Expense $500.00Printing Expense $350.00Website Expense $500.00Lake Maintenance $1,000.00Water Expense $800.00Electric Expense $9,000.00Postage $300.00Office Supplies $200.00Recording Fees $500.00Collection Fees $3,500.00

Total $80,560.00


President’s Report


President’s Report

Thanks to the many Volunteers supporting CWRA –Retention basin clean-up & maintenanceSmall Tree / limb removal (Chainsaw Gang)Watershed/Erosion Committee Lights (Maintenance & Bulb Replacement)MonumentsBlock Captains Light CaptainsHome Owners DirectoryBoard of Directors


2010 Goals

Implement new assessment Sponsor Annual CWRA Work Day/s Complete sidewalk on Claymont Est. Drive (City) Monitor proposed Baxter Road construction Monitor code violations / Enforce Indentures Manage Expenses vs. budget Erosion Work


2010 Successes

Fall Family Day / Picnic Honeysuckle Eradication Day New sidewalk on Claymont Estates Drive New Nature Trail Along Woodsbluff to Ballfield Implementation of Neighborhood Watch Program


Sidewalk on Claymont Estates


Sidewalk on Claymont Estates


Nature Trail




2010 Successes

Honeysuckle Eradication Day was a large success: • 25-30 volunteers cut prodigious amounts of this nefarious

non-native growth around the ball field, along Claymont Estates Drive and on the hill at Woodsbluff & Claymont Estates and above

• Individual resident & families cut huge amounts honeysuckle all over Claymont Woods and stacked it along the streets.

• It required nearly a week of constant work for our Common Ground maintenance contractor to chip up all the piles.

• About half the chippings were retained and used as mulch on the Nature Trail Project


2010 Problems

Only 6 CWRA Residents participated in Lake Clean-up Day.

General Theft Issues around the neighborhood. Greater participation from residents needed to

minimize costs.


2010 Problems Adherence to the Indentures was a problem.Excerpts from the CWRA Indentures

DUTIES OF THE DIRECTORS - “To consider, approve or reject any and all plans and specifications for any and all buildings or structures, fences, exterior television and/or radio antennas, detached buildings, outbuildings, accessory buildings, swimming pools or tennis courts proposed for construction and erection on said lots, proposed additions to such buildings or alterations in the external appearance of buildings already constructed, it being provided that no buildings or structures, fences, exterior television and/or radio antennas, detached buildings, outbuildings, accessory buildings, swimming pools, tennis courts or other structures may be erected or structurally altered on any of said lots unless there shall be first had the written approval of the Trustees to the plans and specifications therefor and to the grade proposed therefor.”

“No fence shall be erected or placed on any lot except as necessary to safeguard a swimming pool which the Trustee has approved for that lot. (AMENDMENT NO. 5, JULY 8, 1992)”

“Notwithstanding any other provision of this Indenture, no fence, hedge, plantings, or trees, of any kind, shall be erected or placed, or planted on any lot which abuts or adjoins any part of the Common Ground without the express consent of the Trustee.”


Specific 2011 BOD Goals Sponsor one or more CWRA Family Day Picnics Prioritize, Bid and Schedule erosion control projects Continue to Sponsor Annual CWRA Work Days

• Lake Clean-Up• Honeysuckle Eradication Day• Additional Nature Trail additions

Monitor Baxter Road construction Monitor code violations / enforce Indentures Continue to manage expenses vs. the budget


End of President’s Report


Erosion Control


Erosion Control

Continue to address as funds are available Need support and involvement of residents

• Recommendations• Bids• Access

Targeted areas defined by engineering study commissioned in 2008

Current Priorities• Triangle area bounded by Chamisal, Estuary,Isleview

• 2010 estimate is $52,000• Upper only in 2011 for $30,000

• Lochcrest East of Scarborough Court • 2010 estimate is $10,000


Help Needed Finance Committee – Help Needed Lights – Dennis Fry • Maintenance of the lights includes bulb replacement and some repair work.

Grounds – Help Needed• Monument maintenance and general cleanup• Input to common ground maintenance

Retention Pond – Pat Bistline• Spraying to keep down algae• Maintenance of the lake surrounds

Block Captains – Phyllis Westermeyer• Neighborhood communication

Social Events – Help Needed

Documents

03/10/2010, 7:00pm v1.0 Claymont Woods Residents Association 2011 Annual Meeting