Quarterly MeetingApril 16, 2013

Introduction/Welcome/Quorum

Call to Order

Approval and Changes to Agenda

Explanation of Meeting Format

Consent Agenda

Quarterly Meeting

Todd DouponaBoard Of Directors President

Community Manager’s Report

Tonja Flanagan

Quarterly Meeting

Weekly Report from Community Manager (“Haven at a Glance”)

Weekly Lifestyle update The Haven Herald, Resident Email Alerts, Wentworthconnect TheHavenNow.com website. NEW: Coffee Talk with Management

Communication with the Community and Residents:

Exterior cleaning of:◦ Retreat◦ Pool Room, Deck, & Furniture◦ Sidewalks near the building◦ Front Decorative entry and exit to community.◦ Windows

Re-pipe of Pool mechanicals to include new single pump Retreat Carpets cleaned and craft room floor stripped and waxed. Stucco repairs and caulking Fitness room equipment rearranged to allow for better view of the

televisions and pool. Fire Sprinkler System serviced The HVAC units were serviced in preparation of the summer season. Kitchen Renovation:

◦ The Craft Club has provided the community with stove and oven for the kitchen Reserve Study in Process

Facility Maintenance Update:

Mulch at Tot Lot refurbished Trimming ornamental grasses, crepe myrtles, and other

shrubbery to prepare for the growing season. Mosquito control misting system around amenity center

activated. The pavers at the entrance to the Dog Park closest to

Whistlers Walk leveled. New flowers in the planters at the Retreat Grass and algae eating carp were added to the lagoons.

Common Area Update:

Lifestyle Director’s Report

Caitlin DePue

Quarterly Meeting

An average of 409 residents participated monthly in Lifestyle &

Fitness Classes

Lifestyle Report

• Large Events: Trivia Night, Sweetheart Dinner, Irish Storytelling

• Fitness Coupon Book Program- 37 books sold in 1Q

• Added 2 new fitness classes: "Circuit Training" & "Strength & Stretch"

• Club Financial Accounts: successfully transferred to BB&T Bank

Lifestyle Report

Modification’s Committee Report

Ken Tschupp

Quarterly Meeting

Fast Track Items◦ BOD approved the MC recommendation to eliminate the $10

fee for Fast Track items, effective immediately. MC Training

◦ Training session on 4/17 in The Retreat from 9:00 to 11:00.◦ Objective:

make residents more aware of the application review process How decisions are made based on the Haven Design Guidelines.

Monthly "Did You Know"?◦ Topics that may help residents better understand the Design

Guidelines and the application process.

Modifications Committee

Modifications Received for the 1st Quarter 2013

58 Total Applications submitted Total of Modification Request: Please be advised that applications

submitted may have included more that 1 item. The totals reflect all items requested

Social Advisory Committee

Maggie Collins

Quarterly Meeting

Total Questions: 12 Total Responses: 80

2013 Haven Lifestyle Programming Survey

Quarterly Meeting

Once

a d

ay

Mult

iple

tim

es

a d

ay

Once

a w

eek

2-3

tim

es

a w

eek

Once

a m

onth

Once

a q

uart

er

Once

a y

ear

I do n

ot

use

the C

...

I am

not

aw

are

of

...0.0%

5.0%10.0%15.0%20.0%25.0%30.0%35.0%40.0%

On average, how often do you visit the Community website, www.thehaven-

now.com?

Com

munit

y W

ebsi

te .

..

Em

ail

Bla

sts

Ask

a N

eig

hbor

Ass

oci

ati

on O

ffice

Have

n B

ulle

tin B

oard

s

Tow

n H

all

Meeti

ngs

Annual M

eeti

ng

0.0%

20.0%

40.0%

60.0%

80.0%

100.0%

Where do you most frequently go for Event Information?

How do you perceive the quantity of communications you receive

from LifeStyle Services?

Too much

Too little

About right

Don't know

How do you perceive the quality of communications you receive?

Excellent Good

Average Poor

Don't Know

Do you use the fitness equipment at the Retreat?

Yes No

Do you participate in any group exercise classes?

Yes No

24 Detailed Responses: Zumba (2) Yoga (4) Tai Chi (4) Aqua Aerobics (13) Circuit Training (8) Stretch & Strength (3)

7-8am 8-9am 9-10am

10-11am

11am- Noon

Noon-4pm

4-6pm 6-9pm0.0%

5.0%

10.0%

15.0%

20.0%

25.0%

30.0%

35.0%

40.0%

45.0%

50.0%

What time frame do you prefer for fitness classes? (Multiple Answers Al-

lowed)

Which Amenities do you use most often (Most Favorable)

Each amenity received a ranking. Most popular: Outdoor Pool & Fitness Room

Outdoor Pool

Tennis Courts

Bocce Courts

Fire Pit

Billiards Table

Card Rooms

Sunroom/Computer

Lounge

0% 5% 10% 15% 20% 25% 30% 35% 40% 45%

Most Favorable

Which Amenities do you use least often (Least Favorable)

Each amenity received a ranking. Least popular: Tennis Courts & Fire PitOutdoor Pool

Tennis Courts

Bocce Courts

Fire Pit

Billiards Table

Card Rooms

Sunroom/Computer

Lounge

0% 10% 20% 30% 40% 50% 60% 70%

Least Favorable

Sund

ay

Mon

day

Tues

day

Wed

nesd

ay

Thur

sday

Frid

ay

Satu

rday

Any

day

is fi

ne0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

What is the best day of the week for you to attend a social event?

6:30- 9am

9am- Noon

Noon- 4pm

4- 6pm After 6pm Any time is fine

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

What is the best time of day for you to attend social activities?

Please rank your interest in the following: (most interesting)

Dinner Parties

Dances

Sports Games (offsite)

Sports Tournaments (onsite)

Happy Hours

Arts & Cultural Events

Out of Town Trips

Game Nights

Poolside Events

Movies

Bingo

0% 10% 20% 30% 40%

Most Interest-ing

Each activity received a

ranking. Most popular:

Poolside events, arts & cultural events, dinner

parties

Please rank your interest in the following: (least interesting)

Dinner Parties

Dances

Sports Games (offsite)

Sports Tournaments (onsite)

Happy Hours

Arts & Cultural Events

Out of Town Trips

Game Nights

Poolside Events

Movies

Bingo

0% 5% 10% 15% 20% 25% 30%

Least In-teresting

Each activity received a

ranking. Least popular:

Sports Games (offsite &

onsite), Bingo, Dances

Is there any specific events or programs you would like to see introduced into the Lifestyle at The Haven?

Bunko (day or evening) More health checks Gardening group or plant exchange Language lessons( Italian etc) Single Resident Events Art lessons- watercolor/oil painting Off site cultural events: theater, symphonic, historic places, factory tours Dog agility or dog classes Evening zumba or evening fitness Dance therapy classes or lessons Karaoke Informational or educational lectures Chorus Meditation—guided or not or Healers Group—Reiki, Healing Touch, Huna or

whatever modality Lectures about flora/fauna of the area

Cooking demonstrations Scrabble tournaments Pinochle club A Club for Military Veterans Political Club or Government Affairs Club Trivia Club Meet the Author program local river cruises "beaching it" group bike rides Money Talks Club Ladies Luncheon Club or Group/ Men's Luncheon Club or Group On the Go Travel Club WEGO (Whatever's going on--the travel club's active day excursions group)

Is there any specific events or programs you would like to see introduced into the Lifestyle at The Haven? (Continued)

Financial Advisory Task Force

Gerry Conklin

Quarterly Meeting

Elections Task Force

Isabel Fleisher

Quarterly Meeting

Task: To recommend for BOD approval, election rules and procedures to ensure fairness and the integrity of the election and election process.

Members: • Debi Bacon, BLR, Chair• Isabel Fleisher• Keith Long• Phil Schneck• Ken Walsh• Tonja Flanagan, Ad Hoc Management Representative

Quarterly Meeting

• Task Force will manage the entire process• Allows TF to validate the process• Election Committee does this in the future

• Cannot run for office. • Have signed impartiality/confidentiality

oath• May not actively campaign• Household members may not run or

actively campaign

Task Force Details

After the Election After the election:• Candidate takes office on the first day of

the following month• One of only two instances where the BOD

will serve longer than two years• All other future BOD members will be

elected at the beginning of the calendar year for a two-year term

Your Vote Counts!!

Old Business:

New Business:Board Liaison Residents

(BLR): Bob Hess

Quarterly Meeting

Adjournment

Any questions from the audience regarding Association business will

be discussed at the Town Hall Meeting.

Quarterly Meeting

Town Hall MeetingApril 16, 2013

Common Area and Facility Updates:

Dog Park

Preventative Maintenance Manual

Standard Operating Procedures

Community Manager

Haven Herald: www.thehavennow.com Fitness: Aqua Aerobics & Evening Circuit Training Yard Sale (4/27) Tea at Davenport House (5/2 in Savannah) Sunset Sailing on PauHana (5/12) Poolside Party (5/27): Memorial Day Monday 5K Walk/Run (5/29): National Senior Health & Fitness

Day Aqua Rodeo (June)

Lifestyle Updates

Q&A:

If you have multiple questions, please ask one question at a time to allow all residents the opportunity to speak. We are limiting time to three (3) minutes per resident. Questions should be asked from the microphone only so that everyone in attendance is able to hear the questions being asked.

Questions should pertain only to Community Association issues and not to personal homes, private property, or Developer concerns. Please give your name and street.

Thank you.

Town Hall Meeting