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ASSET PROPERTY MANAGEMENT, INC, 8200 PERRIN BEITEL, SUITE 128 • SAN ANTONIO, TEXAS 78218 TEL.: (210) 342-1181 • FAX: (210) 349-4477 • WWW.A-PM.COM
IRON HORSE CANYON HOMEOWNERS ASSOCIATION
ANNUAL MEETING Decembers, 2013 7:00 p.m. AGENDA I.
Call to Order
II.
Establishment of a Quorum
III.
Previous Annual Meeting Minutes
IV. President's Report V.
Financial Report
VI. Board of Directors Election VII. Other Business VIII. Adjournment
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ASSET PROPERTY MANAGEMENT, INC. 8200 PERRIN BEITEL, SUITE 128 • SAN ANTONIO, TEXAS 78218 TEL.: (210) 342-1181* FAX: (210) 349-4477 • WWW.A-PM.COM
INTRODUCTION TO APMI The single, greatest investment you will probably make in your lifetime is the purchase of your home. Preserving and enhancing your home and community becomes an ongoing and critical task in protecting your investment. Your Board of Directors has the fiduciary responsibility of overseeing the physical and financial aspects of your homeowners association while at the same time working to build a sense of continuity within your neighborhood—and ensuring that you and your fellow homeowners are receiving the customer service you deserve. It is with your community's best interests in mind that your Board of Directors selected Asset Property Management, Inc. (APMI) to provide full management services to your community. Established in 1974, Asset Property Management, Inc. specializes only in the management of community associations. Our firm's highly qualified office personnel are ready and willing to meet all of your association's needs. The entire team of APMI professionals looks forward to servicing your fine community!
MANAGEMENT SERVICES RECAP The Board of Directors has employed APMI as the managing agent to assist in the management operation and administration of the association, and to perform the duties and services as the Board of Directors has authorized. Following is a brief recap of the services we provide your community association: FINANCIAL MANAGEMENT
Assessment Collections, Follow up on Delinquent Accounts Approval and Payment of Invoices; Establish and Monitor Association Bank Accounts Monthly Financial Report Preparation, Year End Financial Report Provide Association data to CPA for Audit and Tax Return Preparation Assist Board with Annual Budget Preparation Maintain Owner Roster Prepare Property Resale Certificates (charged to Seller) ADMINISTRATIVE MANAGEMENT
Board & Annual Meeting Preparation and Attendance Transcription of Minutes Maintain Records of the Association Obtain Service Contract Bids and Proposals After-Hours Emergency Response Routine Property Inspection Tours Deed Violation Notices; General Correspondence Assist Architectural Review Committee Insurance Liaison MAINTENANCE AND RELATED:
• Supervise On-Site Personnel. • Facilitate General Maintenance & Minor Repair for Common Area Uokeeo
IRON HORSE CANYON HOMEOWNERS ASSOCIATION, INC. ANNUAL MEETING MINUTES November 8, 2012 * 7:00 p.m. * Kuentz Elementary School Cafeteria CALL TO ORDER: a). Determination of Quorum - With a 10% quorum requirement (67 lot owners) and with 76 lot owners present and with 79 represented by proxy, the quorum requirement was met and the meeting was called to order at 7:08 p.m. by David Cato, President of the Board of Directors. b). Proof of Notice - Proof of Notice was provided in the form of the notice of the annual meeting, which was mailed to all owners by first class mail on December 1, 2011 as prescribed in the association's legal documents. c). Introductions - Mr. Cato introduced Larry Bader, Vice President, Will Osburn, Secretary/Treasurer, Glenn Pollick, Member at Large, David Rittenhouse, Velma Representative, and David Stanley with Asset Property Management. Mr. Cato also welcomed all in attendance. PREVIOUS ANNUAL MEETING MINUTES: With two minor changes to the 2011 annual meeting minutes, it was unanimously approved to accept the minutes as amended. BOARD OF DIRECTORS REPORT: Mr. Cato proceeded to give those present an overall view of the accomplishments of the Association during the past year and what is on the Board's agenda for the upcoming year. a). Recreation Center Property - The transfer of the Recreation Center property from Mann Development to the HOA has been finally completed. The HOA now owns the entire 7 acres, with unrestricted use of everything from the retaining pond up to Iron Horse Way. Our next step is to create a committee to recommend whether or not the HOA should consider adding additional amenities at the recreation center. Some items for consideration that have come up in the past include sports court, playground, and walking paths with fitness stations. Any recommendations by the committee will eventually be presented to the homeowners for vote more than likely via a mailed survey. b). Sprinkler system - The planned 2012 repairs for installing irrigation at the Mesa are still pending the installation of a water meter. Total cost of this effort is expected to be around $15,000. c). Landscaping - Expert Lawn completed the 2012 improvements that were focused around finishing landscaping on the Estate Islands and the recreation center. The 2012 budget will be focused on replacement of existing landscaping that has died and new installation at the Mesa, provided the irrigation work is completed. d). Recreation Center - These items were either recommended based upon a reserve study that was completed in 2009 or were needed due to condition of the item 1. Recreation Center surface - added additional concrete to a small area on the south side of the pool. All of the concrete work has significantly reduced the amount of dirt in the pool. 2. Pool Furniture - No expenditures in 2012. For 2013, we will be replacing a good bit of the lounge chairs and adding upright chairs for along the pool area. 3. Cleaning - cleaning of the facilities was performed 6 times per week during the summer months. For 2013, we will be having all the cleaning performed by the better of the two companies that we used this year. 4. Pool Resurfacing - Resurfacing the pool by Keith Zars began this week which consists of 1) re-plastering 5,400 sq ft of pool surface, 2) installing 35 rebar staples along several cracks, 3) replacing the existing racing lanes, step and bench tiles, 4) new VGB certified main drain grates and 5) re-grouting and sealing all mortar joints on the flagstone. Total cost of this effort is $35,000. 5. Security - We added a security surveillance system, parking lot lighting and continued the use of security guards at the recreation center. Due to service issues with the private security guards, we replaced them with off-duty SAPD officers. We will be looking for a new private security company for our 2013 guard service.
e). Electrical - we replaced the low voltage lighting at the main entrance with LED fixtures. f). Vandalism - over the last few years we have experienced a steady increase in vandalism throughout IHC. This year's incidents were less than last year, totaling around $1,500 from continued damage to the entrance light fixtures, graffiti and damage to the recreation center gate. We attribute this decrease to our new surveillance system and the continued use of guards. g). Developer Owned Property - Pulte sold the eighty acres they were holding onto for the Ranch Phase II to Velma Development. Velma has re-platted the 88 lots into 56 lots, naming the new subdivision "The Ridge". A representative from Velma is here tonight to review their development and answer questions you may have. IV.
FINANCIAL REPORT: Mr. Cato proceeded to give the financial status of the Association. Mr. Cato proceeded to provide those present an explanation of the 2013 budget.
V.
OPEN DISCUSSION: There were several topics for discussion. The topics of discussion were as follows: 1. A homeowner asked if the swim lane next to the kiddie area of the pool could be designated as a lap lane for those swimmers who use the pool just for lap swimming. 2. Homeowners asked if there could be a survey performed to see what the homeowners want to do with the extra land behind the pool area. 3. Some homeowners stated that the reason why there is low turnout for the Annual Meetings is because many homeowners still believe that the community is still under developer control. 4. It was asked that the Board look into the purchase of a central message board so that owners could post notices for lost pets and general information. 5. The Board stated that they will look into purchasing a banner for the Annual Meeting and hang it prior to the meeting. 6. Mr. Rittenhouse updated those present as to the status of the 80 acres that they purchased from Pulte. The area will be called The Ridge of Iron Horse Canyon. There will be two (2) builder s in the new section and the lots should be available in about 3-4 months. 7. It was reported by some owners that there seems to be a large amount of pedestrian traffic late at night. 8. Complaints were lodged as to the storage of the large construction equipment, curb damages and power washing of the equipment.
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BOARD OF DIRECTORS ELECTION: With one (1) position on the Board up for election and with one (1) announced candidate, the floor was opened for nominations. The announced candidate was Will Osburn. With no nominations from the floor, the floor was closed and Mr. Osburn was accepted by unanimous acclamation.
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ADJOURNMENT: With no further business to come before those present, the meeting was adjourned at 8:33 p.m. Minutes taken by: David Stanley, Managing Agent Name/Title
Novembers, 2012 Date
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ASSET PROPERTY MANAGEMENT, INC. 8200 PERRIN BEITEL, SUITE 128 • SAN ANTONIO, TEXAS 78218 TEL.: (210) 342-1181 • FAX: (210) 349-4477 • WWW.A-PM.COM
IRON HORSE CANYON HOMEOWNERS ASSOCIATION
CANDIDATE PROFILE GLENN POLLjCK
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Mr. Rollick has over 30 years of military leadership, working as a Program Manager for the Department of Defense. He has served for many years on the community's Board of Directors, and is currently the Board Treasurer, and has also served as a neighborhood representative. He looks forward to continuing his work in making the neighborhood a great place to live. He dedicates approximately 20 hours per month to community business and intends to continue to do so if re-elected.
DEEANN SANCHEZ Ms. Sanchez is the Director of New Business Development with the largest anesthesia group in San Antonio. She looks forward to working on the Board and is willing to dedicate as much time as needed to help guide the community forward.
DAVE SCEPANSKI Mr. Scepanski is a highly motivated and dedicated professional with many years experience in law enforcement and has also served in the US Army in the Surgeon General's office. He has served on many Boards and Committees, and has served as the President of a Condominium Homeowners Association. He considers himself a hands on leader and has a great deal of experience with communication and developing partnerships among diverse groups of people. He looks forward to using his many years of experience to better the community and to serve the residents of Iron Horse Canyon.
We wish all of our candidates best of luck!
