Deerfield Park South HOA Minutes-Annual Meeting 5/3/21

• Introduction of Board Members-Penny Eastman, Laura Pape, Wendy Kimball

• 10 Homeowners in attendance + 3 Board members

• Explained about NEW Maintenance Free Sign, Electrical update and electrical box removal, landscape trimmed and hazardous rocks moved off of sidewalk. Will need to get shrubs fixed where sign was installed. Will work on getting an estimate this spring.

• Discussed we were late this year getting info out due to Board President and family having severe COVID. We still needed to keep May 1st date as that is how our fiscal year is set.

• Discussed roles of each position on the Board per Homeowner question.

o President-goes to PO Box to retrieve dues payments, mail and deposit checks, worked on securing company to install new sign, registers Association w/state every year, pays on the yearly PO Box, stays in contact with the Landscape Company that maintains the common areas, in contact with the Snow Removal Company in season & holiday lighting. Contacts lawyer when delinquent homeowners have not paid for 2 or more years. Pays insurance company to keep common area insured. Gets office supplies/stamps when needed.

o Treasurer-Quick Books usage to record all payments, expenses, runs invoices for meetings, completes & submits yearly income tax, prints out the Annual Invoices & Newsletter. Puts together actual expenses & budget for following year. Son maintains website.

o Secretary-phone line at home, checks email/phone calls & returns messages, supplies the status letters for Title Companies to homeowners who are selling or refinancing. Any homeowner moving needs to have Status Letter PRIOR to Closing. Submits Minutes. Secured company to fix front landscaping

o Talked about 3 board members who have been on board for 18 years will not be paying HOA yearly fee. Once a person has been on board for 5 years fee will be waived. NEW Board member joined, Natalie. Talked about turning the association over to a Management Company in the future. Not really sure how much they charge but would need to be looked into. Dues were raised 10% this year to accrue towards.

o Explained role as far as past boards hired lawyers to interpret by laws but because the developer granted ok to homeowners it negated pools/fence original by law. As long as permits are pulled by residents at Macomb Township then it is allowed. EX: Pools/sheds/patios/concrete, etc. Homeowner said that all Permits MUST be posted visibly in window for Macomb Township inspectors.

o All Board Members get together to put together yearly packet for mailing.

• Homeowner asked if we knew how far boulders have to be from street. We do not know and suggested contacting Township.

• Discussed that if streetlights are out that any homeowner can contact DTE via email and report the # on the post itself along with cross streets that it is on.

• A Facebook group for Deerfield Park South has been set up by 2 homeowners. The group is private but any homeowner can join. Talked about possibly doing neighborhood events, food truck (Dunn Ct better to use for that) or kid’s events. This will be done through the Facebook page but we will put a link on the www.dpshoa.org website.

• Discussed NEXTDOOR Neighborhood Website-trouble in Cornerstone w/Management company

• Discussed that 23 homeowners had not paid last years (2020) dues. We will be giving them until June 1st to bring their accounts up to date. We will contact via email or phone and if not paid we will be sending them to the lawyer to send out a letter that they must be paid within 30 days or a lien will be put on their home.

• Motion made by Ringo to hold Annual HOA meeting in Joann Court ever year. We had a better turnout holding it here than in the past being held in Macomb County Library. Everyone in attendance agreed.

• Adjourn meeting-Thank you to all the Homeowners who showed up!