PROOF OF NOTICE CERTIFICATE. I, Kem Morales, Administrator of River Chase Property. Owners Association, Inc., do hereby

Transcription

1 PROOF OF NOTICE CERTIFICATE I, Kem Morales, Administrator of River Chase Property Owners Association, Inc., do hereby certify that notice of the annual meeting of the members was mailed, postage pre-paid to each member of record on the 19 th day of October, Kem Morales, CMCA, AMS, Administrator River Chase Property Owners Association, Inc.

2 NBRC PROPERTY OWNERS ASSOCIATION 1600 N. E. Loop 410, #202 San Antonio, Texas (210) Office * (210) Fax * Toll Free Return your proxy by November 5, 2010 for a chance to win one year s paid assessment! MEETING PROXY I hereby appoint the Vice President of NBRC Property Owners Association (which is also known as "River Chase Property Owners Association") or, to act my substitute (or "proxy") at the meeting of the members of the NBRC Property Owners Association to be held on November 8, 2010 at 7:00 p.m. at the Hoffmann Lane Elementary School located at 4600 FM 306, New Braunfels, Texas, 78132, and all later meetings of the association that occur prior to the expiration date below. If the above blank is filled in, then the name in the blank, and not the Vice President, will be my proxy; otherwise it will be the Vice President. The proxy designated above shall have full authority to vote for me on any and all matters that may be presented at the meeting(s). However, if I indicate how my proxy is to cast my vote by marking choices below, my proxy must vote as I have directed, if they use this proxy. This proxy is also for the purpose of establishing a quorum for the meeting. To be valid, the proxy must be fully completed. This proxy can be revoked (or "taken back") by me at any time before the person I give the proxy uses it to vote. Date Signature Mailing Address Printed Name, City State ZIP Lot #(s) This Proxy shall expire on December 31, 2010 BALLOT There are two items to vote on at the meeting. There are two positions on the Board of Directors and one position on the Architectural Control Committee available. A member may direct their proxy to vote for two individuals for the Board of Directors and one individual for the Architectural Control Committee by placing a check mark next to their names or by writing in additional candidates. A ballot voting for more than two individuals for the Board of Directors positions will be disallowed. A ballot voting for more than one individual for the Architectural Control Committee position will be disallowed. Nominations will also be accepted from the floor the night of the meeting. FOR DIRECTOR FOR ARCHITECTURAL CONTROL COMMITTEE 3 year term (TERM EXPIRING 2013) 3 year term (TERM EXPIRING 2013) Vote for TWO candidates for Director Vote for ONE candidate for Architectural Control Committee Priscilla Bertolio Ray Cook Rick Phillips Debbie Williams Abstain John Wales Patrick McFarland Abstain

3 1600 N. E. Loop 410, #202 San Antonio, Texas (210) Office * (210) Fax * Toll Free October 19, 2010 NOTICE TO MEMBERS OF THE ANNUAL MEETING Notice is hereby given that the annual meeting of the River Chase Property Owners Association will be held: Date: November 8, 2010 Time: 7:00 p.m. Location: Hoffmann Lane Elementary School 4600 FM 306, New Braunfels, Texas, * Call to Order * Proof of Notice October 19, 2010 * Approval of Minutes - Annual Meeting November 9, 2009 * Introduction and Opening Remarks * President s Report * Financial Report * Election of Officers Nominees: Priscilla Bertolio, Rick Phillips, Debbie Williams, John Wales, and Patrick McFarland (BoD) - Ray Cook (ACC) Nominations accepted from the floor * Vote * New Business Volunteers Dues Nominating Committee * Open Floor for Questions * Announcement of Election Results * Adjournment 9:00 p.m. All members must register prior to the start of the meeting. For your convenience registration will start at 6:45 p.m. If you are unable to attend, please assign the Proxy/Ballot to the Vice President or a member of your choice so they may vote for you in accordance with your instructions on all matters. NO AUDIO OR VISUAL RECORDING DEVICES WILL BE ALLOWED AT THE MEETING. For the Association, Your attendance at the 2010 Annual Meeting or returning your valid Proxy qualifies you to win one year s paid assessment! Kem Morales, CMCA, AMS Association Manager

4 Minutes of the Annual Meeting of The General Membership of NBRC Property Owners Association November 9, 2009 The Annual Meeting of the General Membership of the NBRC Property Owners Association dba River Chase Property Owners Association, a Texas nonprofit corporation (the "Association") was held at Hoffmann Lane Elementary School, 4600 FM 306, New Braunfels, Texas 78132, pursuant to call by the President of the Association. Directors Present: Al Vaughan, Susan Shirley-Menzel, Dave Skinner, Scott Williams, and Rick McClure Also Present: Sam Prater, Treasurer; Kem Morales, Christina Lambeth, and additional administrative support staff of Association Management Services Call to Order: The meeting was called to order at 7:10 p.m., the President being in the chair and the Recording Secretary present. Quorum: There are currently 1712 platted lots within the NBRC Property Owners Association. There were 378 property owners present in person or by proxy. The quorum requirement of 20%, or 342 members, was met. Proof of Notice: Notice of the Annual Meeting was mailed to the membership on October 20, All members present indicated they had received the notification. Approval of Minutes: It was moved and seconded that the minutes of the November 10, 2008, annual meeting be approved as amended; motion carried. Introduction and Opening Remarks: Mr. Vaughan introduced the Board of Directors, Ms. Morales and her assistant Ms. Lambeth; and thanked the members for attending. He stated that 2009 has been a great year for volunteer participation. Mr. Vaughan thanked the Amenities Committee for their contributions including the design and instructors for the new Exercise Room in the Clubhouse; Neighbors for their efforts on the Entrance Ways including their lugging water in buckets after the entrance way well went dry to save the new plantings; the Emergency Services Committee for the work they have done that resulted in the community receiving the designation as a FIREWISE Community; the Communications Committee for reviving the Newsletter that is again being published and posted on the website; the Welcome Committee for creating and delivering a Welcome packet to new owners in the community; the Events Committee and all who participated to clean the mailbox area and Supporting the Scrub & Grub events; the Covenant Compliance Committee for their years of diligence, hard work, and contribution to River Chase. It was announced that the property inspection duties have been turned over to AMS because of the growth of the neighborhood and the desire to reduce the inspection cycle to two weeks. Mr. Vaughan thanked Canavan and Frank Builders for having the hundred or so bags of trash collected during the Scrub & Grub hauled away, as well as their support for ACC application drop box services. Mr. Vaughan presented the following Committee reports: Communications: Neighborhood Meetings the 2007 Annual Meeting discussions confirmed that the POA needed a better way to share information and get neighbors suggestions. The Town Hall process was initiated and was successful in a number of ways; however, there is seldom more than 20 people and neighborliness and civility are an absolute necessity and unfortunately this has not always been the case. In August, the board used neighbors suggested improvements and had a brainstorming

5 NBRC Property Owners Association Annual Meeting of the General Membership November 9, 2009 Page 2 session. A new draft plan was shared at the most recent Neighbors Meeting on October 24 th for neighbors inputs and finalization. In the future each meeting will start with a positive message; the meeting days and times will vary so more people can attend; the submission of ideas/recommendations before the meeting will be encouraged; Roberts Rules of Order will be used. Website ( Improvements are being implemented even while foregoing services (and cost) of a webmaster. For the convenience of the members the following are available on the website: Meeting Minutes, Events, News/Informational Items, Contact Information, Classified Ads, the River Chase Newsletter, Reflections, which was restarted in 2009, is now posted on the website and mailbox bulletin board. River Chase Security: Security Company screening and their random schedules substantially reduced the number of uninvited guests at the River Park and the Pool. River Chase no longer has the reputation of having essentially open access to the River Park. Implementing random schedules reduced costs and decreased vandalism and its severity. The two most costly events were gate and plumbing damage at the River Park and chlorinated water put into the pond. Mr. Vaughan revealed that someone used NBU water, at the expense of the association, to attempt to fill the pond. Due to late night nuisance activity at the tennis courts a timer for the lights was installed. Many members were annoyed when asked to confirm key card numbers to AMS, but because of this, lost cards and obsolete codes have been purged and no longer function. Members were reminded to call AMS should their card be stolen or lost so that it can be deactivated. Architectural Guidelines: Because the covenants sometimes seem legalistic and can be cumbersome to read/understand, the Construction and Improvements Guidelines(Guidelines) were developed encompassing covenants and precedence and written with a focus on understandability not on legalistic jargon. ACC has worked hard to assure covenants have been administered consistently, but this is sometimes not visible to neighbors. The Guidelines will make the ACC Application process more predictable. They will be posted on the website and a process for updating and improving the document based on neighbors suggestions and the needs of River Chase will be developed. The Committee was formed with representation from the ACC, Board, and Neighbors. The Guidelines were drafted, reviewed, approved, and recorded. The Committee was thanked for their time and effort completing this task. Mr. Vaughan spoke about each of the committees and listed some of their responsibilities and activities in 2009: Amenities Committee oversees the maintenance of all amenities in the community many times performing the repairs themselves, cleaning where needed, providing the bulletin boards, the Good Neighbor Box, having the pool fence painted, maintaining the fitness room and coordinating the security. The Communication Committee is responsible for the website administration and content, as well as creating and publishing the newsletter. Emergency Services has provided 250 packets Neighborhood Watch material, held monthly meetings with expert speakers that include Comal County Crime Prevention, Texas Forest Service, Comal County Roads Engineer, Air Life, Canyon Lake Fire Chief & ESD, New Braunfels Fire Chief & ESD, and Comal County Game Warden. This committee is responsible for the River Chase community being awarded a FIREWISE status this year. The Events Committee coordinates community events NBRC Property Owners Association

6 Annual Meeting of the General Membership November 9, 2009 Page 3 including the Fall Festival 2009, three Adult Pot Luck Dinners this year, the Children s Christmas Party, Easter Egg Hunt, the formation of a Garden Club, the Scrub & Grub Neighborhood Cleanup. The Garden Club spent many hours working at the entrance. They also created an opportunity for members to enjoy a Garden Walk. This club has more that forty (40) attendees at each of their meetings. The Welcome Committee created and initiated the delivery of welcome packets to new neighbors in 2009, with 40 packets delivered. Mr. Vaughan stated it is the time for action so that we can keep River Chase a beautiful, upscale neighborhood. The restrictive covenants make it very hard to increase the annual maintenance fees which are well less than for neighborhoods with similar amenities and size. The association does not even have a provision to automatically adjust for inflation. The amenities: pool, clubhouse, pavilion, and restrooms are getting older and will need more and more maintenance. The population of residents is increasing meaning that these amenities are getting more and more use. The association needs to develop a plan to maintain the environment the members choose and to protect the investment that all members made. Mr. Vaughan announced that Scott Williams will outline a plan to address these issues that includes active neighbor participation to define and expedite an investment plan for the future of River Chase. Mr. Vaughan concluded by indicating that River Chase had made good progress in 2009 and with neighborhood support and good ideas, we expect 2010 and future years to be even better. Financial Report: Mr. Prater declared the association is currently in a stable financial condition. There was a $7,000 savings in taxes, a $5,000 savings on janitorial services, and thousands of dollars saved on landscape expenses due to community volunteers. He stated that the audit report for 2008 is on the website and to note that there is no money set aside for reserve funds. He revealed that an additional $1,700 plus will be spent monthly for AMS to conduct the community property inspections. Goals for 2010 include safeguarding community assets. Mr. Prater let it be known that he plans to resign the Treasurer position as soon as a replacement could be found. Election: Ms. Shirley-Menzel announced there are three positions to fill at the meeting: two board members and one ACC member. The nominees are Scott Williams, Nathan Booth, Troy Gentry, and John Wales for the Board of Directors and Milton Bertolio for the Architectural Control Committee. The floor was opened for additional nominations. There being no nominations from the floor, nominations were closed. Each nominee was given an opportunity to speak to the audience and respond to questions. The ballots were collected and the votes were tallied. Receiving 314 votes, Mr. Williams was elected to a three year term as a member of the Board of Directors; receiving 217 votes, Mr. Booth was elected to a three year term as a member of the Board of Directors; and receiving 310 votes, Mr. Bertolio was elected to a three year term as a member of the Architectural Control Committee. NEW BUSINESS: Architectural Committee: Chairman Ray Cook reported that to date there have been Two hundred seventy (270) submissions compared to three hundred sixty-two (362) in Of those submissions, forty-four (44) were for primary residents compared to fifty-six (56) in 2008; twentyone (21) for storage buildings, four (4) for workshops, thirteen (13) for pools, five (5) for detached garages, forty-one (41) for fences with the remaining for patios, decks, landscaping, remodeling, etc. Mr. Cook reiterated the application approval process, as well as what is needed for the various applications, and stated to contact AMS if necessary.

7 NBRC Property Owners Association Annual Meeting of the General Membership November 9, 2009 Page 4 Guidelines and Dues: Both Mr. Cook and Mr. Williams spoke about the new Construction and Improvements Guidelines, which are available on the website. Mr. Williams presented a questionnaire he asked be completed and returned, and referred to the Planning for the Future page contained in the Annual Meeting mailing. Volunteer Appreciation: The community volunteers were thanked for their support and good work for the association. Patrick Cullitan, Chairman of the Amenities Committee and Treasurer Sam Prater were recognized for their contributions and presented with Volunteer of the Year awards. Neighbors Meetings: Mr. McClure announced there would be a change to the format of the Town Hall meetings. The meetings will be orderly and subject to parliamentary procedure. Nomination Committee: Ms. Shirley-Menzel will chair the committee again this year. Committee members for 2010 will be announced. Suggestions can be submitted to Nominations at any time during the year. Questions from Floor: Debbie Williams addressed the attendees to discuss the new Construction and Improvement Guidelines recently published by the BOD. There were several questions related to the Guidelines, most were regarding their legitimacy. Attorney Tom Newton addressed several questions from the audience. One member felt that the need to provide a front and back copy of the check that paid the ACC application fee was an unnecessary step when requesting a refund of the paid fee. It was moved and seconded to establish a committee along the lines of Scotts recommendations (see recommendations) sanction a committee to review the dues; motion carried. It was moved and seconded to sanction a committee to review and recommend improvements to the guidelines that were recently recorded; motion carried. Drawings for One Year s Paid Assessment: Property owner Ed Zastawny s raffle number was drawn as the winner for the member in attendance at the meeting. Robert Wonish s name was drawn as the winner for the proxy submission. Adjournment: There being no further business, the meeting adjourned at 8:55 p.m. Kem Morales, Recording Secretary

8 1600 N. E. Loop 410, #202 San Antonio, Texas (210) Office * (210) Fax * Toll Free Nominations and Elections At the Annual Meeting each year, we elect Members to fill vacant positions. There is a Nomination Committee which solicits and nominates candidates for the vacant positions. In addition, nominations may be made from the floor. Election Board of Directors The Association is governed by a Board of Directors consisting of five Directors who are elected for staggered terms. They select from among themselves which of them will hold, for the next year, each of the various positions as Officers of the Association. At the request of the Nomination Committee, the five candidates have provided the following information. This year, we elect two members of the Board of Directors. Priscilla Bertolio I believe that community enrichment is the key to a thriving community. Giving back to the community by service is one way to achieve betterment. As a Certified Public Accountant, I am well versed in all areas of business. As a non-profit auditor, I am most familiar with the operations and structure of non-profit organizations including homeowners associations. I believe that I offer a continued presence of stability to our board of directors and opportunities to improve existing relationships as well as develop new ones that will improve our community. As our community grows, there will be a need to expand our current facilities and amenities. In order to maintain our current facilities and amenities, and provide for future growth, it is imperative that we develop both a short as well as a long term strategic plan to insure that future needs are met. Further, there is a need to continue to develop and improve our public safety and emergency service awareness programs as more families make our community their home. Thank you in advance for your consideration of me as a member of your board of directors. I look forward to serving you as a neighbor. Rick Phillips I am a business process and financial analyst with an established track record. I have extensive experience in process improvement, governance, risk, compliance, analysis, and process implementation. I am an accomplished leader with exceptional communication, facilitation, negotiation and presentation skills.

9 River Chase Property Owners Association Nominations and Elections Page 2 My experience includes relationship management; business and financial modeling; operational analysis and forecasting; budget development, analysis and control; corporate planning and strategic development; due diligence and transitions/acquisitions; IT systems development; solutions development and delivery; and risk, opportunity, and decision management. I believe in a strong POA that should continue to enforce the established by-laws and covenants and I would support this effort. I believe in open respectful communication between the Board of Directors and residents of the community and would endeavor to facilitate this effort. My skills and experience in finance would help in budget forecasting and financial analysis and enable us mitigate problematic financial issues. My experience in problem resolution would help the Board analyze and arrive at the source of problems and bring about resolution rather than mending symptoms. I would like to see the POA continue to foster subdivision group activities and communicate these with members. I could not find a mission statement and believe I could help the BOD develop a Property Owners' Association mission and vision/objective statement. I would like to see the website and the marquee kept current. Debbie Williams My name is Debbie Williams and I am running for a position on the River Chase Board of Directors in hopes of making a difference in our community. I believe in a conservative, common sense approach to developing and maintaining our neighborhood. Financial responsibility and preserving property values are top priorities. I have been an accountant for 20+ years and understand the importance of financial responsibility. I am currently serving on the Maintenance Dues and Capital Improvements Committee. Insuring that our money is protected and spent wisely is a critical aspect of this position. Protecting our property values is also a major concern. Property values should be protected by enforcing the River Chase Declaration of Covenants, Conditions and Restrictions in a reasonable and responsible manner. Transparency has been promised yet is still lacking. Financial reports and Board minutes should be posted on our website in a timely manner without exception. Board meeting dates should be made available for all members and meetings should be open for all who wish to attend. I look forward to working with the other Board Members to ensure that River Chase continues to be one of the premier neighborhoods in the New Braunfels area.

10 River Chase Property Owners Association Nominations and Elections Page 3 John Wales In respect to qualifications I have over 15 years of experience of working with Architects, Engineers, Contractors, and Builders. Currently Sales Manager for Hayward Pool Products in this position I negotiate services or make recommendations to clients regarding pending Construction, Maintenance and Equipment suggestions. Extensive experience in working with Contractors and Service personnel where I was also in a Supervisory role. I currently work with all the major Pool Builders in the area. To enhance the POA I would strive to be a compassionate, hard working member and keep an open mind to take all POA members concerns and ideas seriously. As for the changes I feel need to be made in the Direction of the POA, I feel our voices are not being heard. Many of my Neighbors express frustration that they have no voice, some don t care, and others just want to be left alone. I want to be involved in decisions concerning my property. I want to make sure our money is being spent prudently, and that decisions regarding River Chase have all property owners best interest taken into consideration. Patrick McFarland I have worked in Real Estate Management for over 25 years. I have been in all phases of Real Estate from sales to property management and I am presently a Real Estate Broker with my own firm. I work hard to maintain integrity and balance in the community. I am also a building contractor and developer and have been building commercial and residential for over 21 years. I have always been an advocate for the people in the communities I build. When I build and develop, I work with my people to help them be an asset and an integral part of the community and the same time letting enjoy their individualism. I strive to build neighborhoods not just developments. I have also been a Financial Planner for over 18 years. I work in investments, insurance and individual banking. I focus on helping others achieve financial stability and peace of mind. I live in this community and have lived here to River Chase for over 2 years I am active in the community. I have worked with the Wuerst Fest for over 4 years helping to earn hundreds of thousands of dollars to serve our county. I am presently the District Chairman for the Boy Scouts Two Rivers District and have been for over 3 years. I will work to benefit this whole community while listening to the individuals.

11 River Chase Property Owners Association Nominations and Elections Page 4 Election Architectural Control Committee The Association s other Standing Committee is the Architectural Control Committee. This committee is charged with the review and approval of construction plans. They are empowered to grant variances to the Covenant Restrictions when such variances are appropriate. This requires a thorough knowledge and understanding of the governing restrictive Covenants so that both the community and each resident s rights are protected. The Committee meets frequently to avoid undue construction delays. The Committee members also assist the Board of Directors in evaluating compliance of the community with Covenant Restrictions. The members of this Committee are elected for 3 year terms. At the request of the Nomination Committee, the candidate has provided the following information. This year, we elect one Committee member. Ray Cook

12 APPLICATION FOR ELECTION FOR MEMBER OF THE BOARD OF DIRECTORS Or MEMBER OF ARCHITECTURAL CONTROL COMMITTEE 1. PERSONAL Name: Mailing address: Please select the position for which you are applying: Board of Directors ACC Lot number: City: State: Zip: Residence (if different from mailing): Home Phone: Cell Phone: What is your occupation? Employer: To answer the following questions, you may enclose an additional page. 2. WORK EXPERIENCE: 3. INTERESTS/ ACTIVITIES: 4. COMMUNITY INVOLVEMENT: a. Describe any volunteer service you have rendered to the River Chase Community and/or to other communities : b. Are you currently serving or have you served on any other advisory board? If yes, please explain: 5. IN 250 WORDS OR LESS, SUMMARIZE YOUR QUALIFICATIONS FOR THE POSITION IN WHICH YOU DESIRE TO SERVE. INCLUDE WHAT CHANGES YOU FEEL NEED TO BE MADE IN THE DIRECTION OF THE POA I fully understand the responsibilities associated with being a Board/ ACC Member, and I will commit adequate time to serve if elected. These positions require a time commitment of no less than 20 hours per month, including exchanges. The ACC usually meets weekly and there is a fair amount of work outside the meetings. The board has scheduled meetings once a month and special meetings as circumstances demand. Will you be able to commit this amount of time? Yes No A candidate must be (1) a property owner, (2) current on your Maintenance Charges. Are you a property owner? Yes No Are you current in your annual assessments? Yes No By signing this form I agree to the following statement: I fully understand the responsibilities associated with being a Board/ACC Member and I will commit adequate time to effectively serve if elected for the term of three years. By submitting this form via , you are signing this document. Signature Date NOTE: The new Board of Directors annually chooses among themselves who will serve for the following year in which position as Association Officers: President, Vice-President, Treasurer and Secretary. The term of this year's elected members of the BOD and Architectural Control Committee shall expire at the Annual Meeting in November PLEASE MAIL, OR FAX COMPLETED FORM ON OR BEFORE NOVEMBER 5, 2010 TO: RIVER CHASE POA, 1600 NE LOOP 410, SUITE 202, SAN ANTONIO, TEXAS 78209, kem@am-sa.com, or FAX:

13 President s Message - River Chase POA 2010

14 Dear Homeowner, 1600 N. E. Loop 410, #202 San Antonio, Texas (210) Office * (210) Fax * Toll Free The following information has been prepared to assist you before attending the annual meeting. Why a Board of Directors: The Board of Directors is representatives who are elected by the community. The recorded owner of each home/lot has one vote. It is the Board's responsibility to supervise the properties of the Association, develop and approve budgets and make decisions that affect the community and the Association. Who Should be Elected: Any River Chase property owner of record can be a Director. They should be people who have the interest and time to serve the community, and are knowledgeable of the Association's rules and governing policies. There is no compensation except the gratitude of the community for anyone who chooses to serve on the Board. Who Elects the President and Other Officers: The Board of Directors appoints the officers of the Association. The appointment of officers is usually made at the first Board of Directors meeting, normally held within 10 days after election. How Do I Vote and How are Ballots Counted: Voting is accomplished by secret ballot procedure. You mark your ballot and it will be collected and tallied. How Many Votes Does Each Homeowner Have: The owners of each lot, current in its assessments, may cast one vote per lot. Committee Reports: Chairman of the Committee may present their reports in writing or verbally at the general membership meeting. Can Other Business be Brought up on Election Night: Yes. Pending the availability of time, additional agenda items submitted in writing or by fax before Noon on November 3, 2008, may be addressed at this meeting. All items submitted after this date will be addressed at the next scheduled Board of Directors meeting. I Won't Be Here...Can I Vote? Yes, you may vote by proxy. Your proxy must be filled out and signed by you. You may assign your proxy to your neighbor, Board of Director or leave blank for the Vice President of the Association, but in any event, it must be presented prior to the opening of the meeting. We strongly recommend that in the event you are unable to attend this meeting that you exercise your right to vote by proxy. In order to call the meeting to order, a quorum must be present. Your proxy counts... for voting and establishing the quorum.

15 1600 N. E. Loop 410, #202 San Antonio, Texas (210) Office * (210) Fax * Toll Free MANAGEMENT COMPANY RESPONSIBILITIES 1. Maintain a current register of all lots and owners. Prepare and mail new property owner packets containing bylaws, welcome letter and brief synopsis of covenants. 2. Prepare and send assessment statements to all lot owners. 3. Receive, record and deposit all revenues received by the Association. 4. Monitor delinquent accounts and as prescribed, send appropriate notices and file liens with attorney, when necessary. 5. Maintain all checking and saving accounts. 6. Verify all statements for services rendered and/or materials received. Prepare accounts payable checks for signatures. Promptly mail payments to vendors, suppliers or contractors. 7. Establish and maintain check request forms. 8. Transact all matters pertaining to insurance claims, premium payments and ensure association coverage is current. 9. Perform all bookkeeping functions for the association, using a modified accrual basis and coordinate with the CPA office, as required, for delegated accounting functions and for annual financial/tax purposes. Pay all taxes incurred by the Association. 10. Coordinate with Board to ensure accuracy of the releases as they pertain to association and Board activities. 11. Attend eleven Board meetings. 12. Attend one annual meeting. 13. Coordinate with Board Secretary in the preparation of minutes and agenda; distribute to all Directors prior to the regular meeting; review monthly financial statements and send copies to the Directors. 14. Provide financial data to committee chairpersons preparing annual budgets; coordinate with them, if requested. 15. Provide the Treasurer with all financial reports on a monthly basis. 16. Prepare monthly and annual financial statements. 17. Obtain bids and contract for services in support of the current operations and maintenance of the Association s property. 18. Ensure all contractors provide a certificate of insurance prior to commencing work.

16 River Chase Property Owners Association Management Responsibilities Page 2 OFFICE OPERATION: 1. Maintain established office hours 8:00 a.m. to 12 p.m. and 1 p.m. to 6:00 p.m., Monday through Friday, with 24 hour answering service for emergency calls. 2. Respond to all telephone calls. 3. Handle all incoming and outgoing mail. 4. Safeguard association records, materials and supplies. 5. Maintain master file of all Declarations and Plats. 6. Initiate or respond to correspondence pertaining to the administrative affairs of the Association. 7. Provide information to mortgage companies, real estate and title company representatives regarding the property owners association. 8. Contact the President on any matters/problems beyond the scope of administrative affairs of the association. GATED ENTRY: 1. Contact person for the gate company - calling in service and repairs, and assigning, updating or deleting access cards. 2. Establish and maintain a register of owner access cards for the gate operating system. 3. Coordinate required and emergency service on gates with contractor. RESTRICTION ENFORCEMENT: 1. Tour the subdivision twice a month. 2. Respond to property owner complaints of violations by visually confirming the alleged violations. 3. Initiate and prepare correspondence to violators and prescribe a time period for compliance. 4. Follow-up on violator and, if warranted, send a second notice, prescribing a time period for compliance. 5. If violation persists, refer to the Board for further action-coordinate WITH ATTORNEY.