1. 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

2. 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.

3. 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)
$ Cents per day ( 18% Annum)
Recommend late fees of $ 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.

4. 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

5. PHIA Budget Overtime

6. 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

7. 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

8. 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