Shadow Woods Subdivision

Committees

General Operations

This has been an eventful year for the Homeowner’s Association.  In 2011 the board voted to put an additional $10,000 into a savings account for the Infrastructure-Maintenance Fund. This fund has been established to defer and/or pay for emergency repairs to the private storm sewer system, major cleanups following (ice) storms and/or other unexpected expenses.  The fund now has a balance of $20,036 as shown later in this report in the financial statements.

Earlier this year Bruce Brown and Beth Tilove joined the board.  Please welcome Bruce and Beth to the board.  In October James new resident James Thomas also joined the subdivision board.  James will become the chair of the Safety and Security Committee.  We all need to work together with James to keep our neighborhood safe and secure.  In 2011 Joe Cvengros and Jim Hudson resigned from the board.  We thank Joe and Jim for all their efforts while on the board.

President’s Message

It is my hope that you and your family will enjoy living in Shadow Woods, and we hope that our web site:  www.shadowwoods.com makes your introduction to your new neighborhood a little easier. Please do not hesitate to contact me; or any board member with any questions or comments you may have.

Committee Activities Reports:

Communications Committee Activities

Subdivision Web Site | Please visit www.shadowwoods.com regularly for subdivision related news, newsletter and neighborhood classified ads.  You can also check Subdivision Deed Restrictions, By-Laws, and other important sub info at this site.

Subdivision Newsletter | Putting on our “green thinking hat”, in 2010 the board voted to deliver the newsletter only in electronic form on the subdivision web site.  The Shadow Woods Newsletter will no longer be printed on paper and mailed to residents, saving untold paper and trees.  If you want to receive the newsletter via e-mail, please email Stacey Ferguson at craig.stacey@wowway.com so that your email address can be added to the newsletter email mailing list or go to the web site http://www.shadowwoods.com/contactus.html and provide your e-mail address with a comment about receiving the newsletter via e-mail.

Subdivision on Facebook |  Residents of Shadow Woods who want to stay up-to-date are encouraged to “Like” the “Shadow Woods Subdivision” on Facebook (http://www.facebook.com)  to find news on the “wall”, view photos, see events and engage in discussions.

Shadow Woods Garage Sale | The subdivision’s garage sale is held the first Thursday through Saturday in May. The Communications Committee handles newspaper advertisements for the sale, which is free of charge for those residents who wish to participate.

Holiday Decorating Contest | Our annual Holiday Decorating Contest is held every December, with winners announced in the winter newsletter. Check our website for details.

Social Events | Our Social Committee works in conjunction with the communications committee and hosts a Halloween party and Easter Egg Hunt for young children.  A complete list of events is available on line or at the facebook site.

Neighborhood Committee – Deed Restrictions

The neighborhood committee is responsible for assisting residents in the enforcement of the deed restrictions for the common good of all residents.  Most of the investigations are done in response to resident complaints.

We currently have a higher-than-normal percentage of vacant homes, so the neighborhood committee has been busier than usual.  Your patience in resolving problems is very much appreciated.  If you do have a vacant property near your home, try to be vigilant regarding any activity around the home.  Some newspapers report that properties are being stripped of valuables, i.e. wiring, plumbing, lighting, etc., under the guise of workmen entering these vacant homes. If anything looks suspicious, please do not hesitate to contact the police.

Whenever a city or state infraction has been committed, the proper authority should be contacted.  The city ordinances can be found on the city’s web site and any resident can call the enforcement department at 248-656-4615 to request an investigation.  Please be aware that trash, rubbish or junk must be removed from properties within seven days as per the city codes.

Neighborhood Committee – Welcoming

We also hope to reach new residents with our “new-resident information packet”. This packet includes:

• a list of all board members
• duties of each member, e-mail addresses and phone numbers

The packet also contains 

• by-laws
• deed restrictions
• other information helpful to new residents.

Shadow Woods board committee member Beth Tilove distributes the packets when she receives information on new home purchases.  In the event you need a “new-resident information packet”, you may contact Beth at: bbtilove@gmail.com or 248-375-1309.

Safety & Security Committee

Over the past year our subdivision has not experienced any major safety or security problems beyond those to be expected in a subdivision of this size.  This year we have experienced a few minor reports of vandalism. Please keep your eyes and ears open and report any of these incidents to the Oakland County Sheriff (Non-Emergency Phone 248-858-4911).  If any residents are interested in setting up a neighborhood watch program or have any other questions or concerns, please contact James Thomas, committee chair.

Maintenance Committee

The Maintenance Committee is responsible for planning and supervising the maintenance of the 35 acres of common area owned by the subdivision association.  This maintenance is mandated by the city of Rochester Hills.

Some of our contracted services include mowing, trimming, edging, fertilization and weed/crab grass control of commons areas. They also provide for trimming, feeding, insect control and pruning of small trees / shrub areas.  Additional contracted services include planting and maintaining the flowers at our entrances, and weed control and weed removal in all mulched areas to maintain an attractive appearance.

As stated in prior communications the annual spring cleanup for Shadow Woods has been poorly subscribed by residents and in the spring of 2011 this work was contracted.  The costs were partially covered by avoiding the cost of the pickup truck rental and dumpster.

The board is very pleased with the appearance of the entrances.  Please help give Dave Reese, chairman of the maintenance committee a well deserved “thank you” for the fine looking, flowered and well groomed entrances

We contracted MCA associates for the summer chemical weeding and manual weeding to our entrances, islands, and cul-de-sac.  Precision Lawn Irrigation fixed a leak in our water inlet line to our sprinkler system at the Timberline/Tienken entrance. Initially it appeared it was a City water line but when they came out to fix it they found that it was our problem.  Repair cost was $69.00.

We have been able to skip mowing twice this year for a savings of $1,802.00. Additionally, United Lawn Care has stated that whenever they apply fertilizer and weed control to our commons areas, they will make wide circles around the new trees along Brewster and Tienken so that no harmful chemicals disturb them.

SWSA 2011 Spending

Projected 2012 Income and Expenditures

The Board has approved a 2012 dues assessment of $165.  This assessment will allow us to afford ongoing general operations and continue to build the emergency fund.  The Association By-Laws provide that the Board of Directors may increase dues by a maximum of 5% from the level authorized for the previous year.  This year the board voted an increase of less than 2%.

SWSA 2012 Budget      
Oct. 1, 2011 to Sept. 30, 2012     

Notes on the 2012 Budget

• Revenue:  Due to harsh economic conditions and property foreclosures, the amount of uncollected subdivision fees is greater this year as compared to prior years.  Liens continue to be filed against those properties having unpaid fees.
• Infrastructure/Maintenance Emergency Repairs Fund:  In 2011, an additional $10,000 was put into the savings account of the Infrastructure-Maintenance Emergency Repairs Fund.  This fund has been created to defer and/or pay for emergency repairs to the private storm sewer system, major cleanups following (ice) storms and/or other unexpected expenses.  The goal of funding has been set at $25,000 and the board has tabled moving any additional cash to this fund until 2012.
• Grounds Maintenance:  The cost benefit of the prior years from avoiding mowing due to dry conditions may not be enjoyed in the next fiscal year if we have wet conditions in the late summer and fall of 2012.

2011 Annual Membership Meeting

The By-Laws of the Shadow Woods Subdivision Association provide for at least one membership meeting to elect Directors and conduct such other appropriate business.  The Board has called the annual membership meeting for Wednesday, November 16 at 7:30 P.M. at the Rochester Hills City Hall Auditorium. The purpose of the meeting is to elect Directors for three-year terms each.  The names of the candidates running are included on the attached ballot.  The attached ballot may be presented at the membership meeting on November 16, 2011, or, prior to November 16, 2011, may be submitted to the Secretary of the Association in the form of a proxy by mailing it to the address stamped on the envelope provided.  Postage is not included.  If you are unable to attend the annual meeting be sure to return the ballot in the envelopes provided.

            The form of the ballot allows secret balloting as required by the By-Laws.  Please follow the directions on the ballot carefully.  Detach the lower portion, marked BALLOT, and seal it in the small envelope marked BALLOT.  This will contain your secret vote.  Insert the signed upper portion marked PROXY along with the sealed BALLOT envelope into the large envelope with the address of the Association printed on it.  The proxy must be included so that we can identify eligible voters.  When received, proxies will be checked for eligible voters and the sealed ballots will be secured for subsequent counting.

            It is important that you, the homeowner, vote on the election of Board members.  Please plan to attend the Annual Meeting or send in your proxy!!

Respectfully Submitted,

Board of Directors

Shadow Woods Subdivision Association                  

October 20, 2011