2019 Annual Meeting Agenda Secretary – (7:35-7:45) President – Welcome, (7:30-7:35) Secretary – (7:35-7:45) Minutes from 2018 BOD Meeting. President Accomplishments, Initiatives, and issues (7:45-8:00) Award of landscaping/maintenance contract to new contractor Timeline for assessment mailing/late fees and policy/attorney fees Front Entrance Lighting Changed Insurance (State Farm to Erie Insurance) Treasurer (8:00-8:10) 2017 Expenditures 2018 Budget 2019 Plan vs 2018 Actual Report of Financial Committee (8:10-8:15) Membership votes on proposed expenditures (8:15-8:20) Continuing Business (8:20-8:30) Yard Sale Planning Volunteer Acknowledgement Vote on Board nominations

Minutes from the 2018 BOD Meeting The President discussed accomplishments and initiatives from the previous year (2018). Minutes for the 2017 BOD Meeting were presented – no comments. The 2019 landscaping contract was awarded. Five bids were solicited, 5 were received. Buddy Lee was awarded the 1 year contract.

Dues Policy / Due Date 2018 Annual Assessment ($105.00) Annual Dues Statements mailed out first week of December every year. Due Date: January 31st of the New Year Payment due date / amount communicated through out year. Payment Late Fees Begin January 31st ($15.00 late fee) $15.00 + 4.7 Cents per day ( 18% Annum) Recommend late fees of $15.00 + increase $3.00 interest for each month after due date. Example: anytime fees paid in (Feb = $18 / Mar = $21 / Apr = $24 …..) Late fee notice and payment reminder mailed out ~ 2 weeks after February 15. 15 days to respond. If no response, Demand letter sent from resident agent ( Attorney Fees added to Account at rate of $200 / hr for any work related to each individual account) If no response to demand letter, claim filed in court. The Annual Assessment has been the same since for 5 years now. No changes are planned.

2018 Budget 2018 Detailed Expenditures Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 Cumm total Carried over balance $10,274.44   Dues Collected/ Deposit $6,825.00 $1,620.74 $121.37 $250.10 $125.10 $8,942.31 Annuall Meeting $50.00 Bank fee Checks $27.60 Christmas Wreths $73.38 Entrance Solar Lights/ LIGHTS Survey $120.00 $500.00 $687.82 $1,307.82 Flags US and MD $81.13 Grounds Maintenance $362.92 $1,181.76 $459.16 $259.16 $259.06 $777.48 $3,817.86 Insurance $755.00 Legal Fees $400.00 MISC. Scotchguard $32.96 National Night Out $628.35 Office Supplies $52.70 Postage/ Post Off Box $54.00 $104.00 Utilities $29.53 $30.08 $29.62 $32.76 $34.34 $30.88 $22.20 $17.61 $315.82 Total Exp $585.83 $1,211.84 $1,122.22 $693.50 $290.04 $281.36 $1,760.93 $777.20 $849.68 $7,646.62 Balance of cash flow $16,513.61 $16,922.51 $17,014.26 $16,142.14 $15,573.74 $15,283.70 $15,002.34 $13,241.41 $13,219.21 $12,442.01 $12,419.81 $11,570.13

PHIA Budget Overtime

2019 Budget Plan Exp Categories 2018 Plan 2018 Actual 2019 Plan Actual Ratio   2019 Plan Annuall Meeting $100.00 $50.00 50% Bank fee Checks $0.00 $27.60 $30.00 Christmas Wreths $73.38 Drain Maintenance $2,600.00 Solar Lights / Survey $3,000.00 $1,307.82 44% $200.00 Flags US and MD $250.00 $81.13 32% Grounds Maintenance $5,500.00 $3,817.86 69% Insurance $850.00 $755.00 89% $800.00 Legal Fees $400.00 100% MISC. Scotchguard $32.96 National Night Out $628.35 74% Office Supplies $52.70 $75.00 Postage/ Post Off Box $160.00 $104.00 65% $150.00 Utilities $550.00 $315.82 57% $350.00 Total Exp $14,260.00 $7,646.62 54% $11,405.00 Categories 2018 Plan 2018 Actual 2019 Plan 2019 Actual Balance Carried over $10,274.44 $11,570.13 Annual Dues Collected $8,820.00 $8,942.31 $8,505.00 Expenditures $14,260.00 $7,646.62 $11,405.00 Total Cash Flow $0.00 $8,985.13 $20,075.13

BOD Membership Request Officers - Nominated Joshua Langhus (President) Tina Bahen (Vice President) Don Rauhauser (Treasurer) – Seeking Replacement Cathy McGowan-Raley (Secretary) Willie Poindexter (Member at Large) Additional Members Welcome

Other Financial Business/ Other Business Annual Dues Final Expenditures will Determine Potential for Dues Increase for 2019. One homeowner has not paid 2019 dues. Financial Committee Report Yard Sale Planning – Members to Discuss Date Volunteer Acknowledgement Tony Bowles – Flags Nita Collier, Carlotta Catanese- Financial Committee