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HOA Homeowner's Meetings Minutes -
2003 (July-Dec.) |
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THE SPRINGS’ BOARD OF DIRECTORS’ MEETING
8 December 2003
(unapproved minutes)
Board Members Present:
Phil Gray, David Mathews, Paul Walter, Lee Huey, Connie Fish, Ernie Cox and
Dee Dee Carl.
Others Present:
Russ & Judy Beale, Pat Frankenfield, Ed Hook, Kay Perry, Quarnig Dorian,
Lucinda Walter, Linda Zavitz, Bettia Daughenbaugh, Gene & Jean McGaughey,
Anita Row, Jay Adams, Bill & Jo Pitman, Bob Steindorff, Del Harsh, Mike
Kearns, Ron Shaffer, David Doak, Gaila Olander, Tom Honmyar, and Barbara
Hook.
Welcome and call to order:
President Phil Gray called the meeting to order at 3:00 PM.
Announcements:
Received a letter from Signal Gates about claims of damage to vehicles
allegedly hit by closing gates. Most of these are not due to gate system
failure, but by cars piggybacking other cars going through the gate. If the
gate starts to close while you are going through, most damage will be
avoided if you stop, and the gate will bump the vehicle and reverse
direction. Most damage is caused when the vehicle continues going through
after the gate starts to close, causing scrapes. Signal Gates is not the
manufacturer of the gate system and is not responsible for driver error or
component malfunction. They will not investigate nor pay claims for vehicle
damage, effective September 2003. HOA insurance will have to cover such
damage.
Waste Management was notified that the
pick-up service has not been satisfactory lately. There were several
instances where trash was not picked up until the next morning. Service
seems to have improved since the call was made.
Dues for the Santa Rita Springs Homeowners’
Master Association are $10 again this year. They have a subcommittee
negotiating with the Abrego Partners, and so far have an agreement that has
21 agreed upon items. The Master Association will recommend approval to
Planning & Zoning Commission of Pima County where agreement has been
reached. Copies of this document will be available at our Annual Meeting in
January.
Paul & Lucinda Walter attended an all-day
session sponsored by the GVCCC at Rancho Resort on 22 Nov. The Master
Association paid for two people to attend. It was very informative and a
good session, concerning legal foundation, organization, problem solving,
maintenance, rules & enforcement, risk insurance and finances for community
organizations.
Secretary’s Report: Dee Dee Carl
A correction to the 10 November minutes was made because Deby Cox was
incorrectly listed as a board member. A motion was made and seconded and the
minutes were approved as amended.
The newsletter was mailed to all homeowners on 26 November.
Treasurer’s Report: Paul Walter
Total accounts balance is: $122,719.88. No outstanding bills or receivables.
Income is up about $6K from homeowner dues because of more resales than
anticipated. The street sealing is not going to happen this year, so Capital
Expenditures of $22,000 will be pushed to next year.
Committee Reports:
Architectural Review: Connie Fish
The home on Blue Fox that is out of compliance with CC&Rs
was turned over to the HOA board for further action.
The following requests were submitted to the ARC and
were reviewed and approved:
4044 Via De Cristal - installation of patio enclosure and wall extension
3672 Paseo De Los Nardos - installation of patio cover
38188 Camino Del Golfista - installation of iron fencing and gate at patio
1022 Blue Fox - extension of back wall and gate
890 Calle De La Pelotita - installation of 2 -4’ high wrought iron fence.
3973 & 3983 Golden Lynx - construction of a stucco entry way w/gate for
each home and construction of a 5’ high privacy wall between homes.
The next meeting of the ARC will be held on Monday, 12
January. The ARC must receive all architectural requests for review at the
January meeting no later than Wednesday, 7 January.
Each request must be placed on The Springs Architectural
Request Form, which are available to download at www.thespringshoa.org.
Three copies of the form and any appropriate items should be sent to or put
in the mailbox at HOA office at the entrance gate. Each request should be
marked: ATTN: Architectural Review Committee.
Streets and Buildings: Lee Huey
Two sidewalk sections are broken and sunk in a manner than can be a walking
hazard in front of 3741 Calle Rambles. This damage was reported to the
construction office at the end of September. Traffic cones have been placed
there to reduce the hazard.
At 750 Calle De La Pelotita, there is a badly damaged
curb. This is not a hazard, but is definitely an eyesore and should be
repaired along with the sidewalk. Both areas appear to be the result of
heavy trucks or trailers. Bids are being lined up for these repairs.
The largest cracks in the walking trail are now repaired.
All remaining cracks will be filled when the street cracks are done early
next year.
The HOA office has a new Venetian blind on the main door.
New doorknobs may be installed to prevent them from damaging the new blind.
Grounds: Ernie Cox
Our new groundskeeper is Dennis Coker and he’s doing a great job. He is
saving us some money by repairing the irrigation system, that the irrigation
company said would cost us a couple thousand dollars. We are paying him $10
an hour until 1 January and then will give him a $2/hour raise. He will be
working 20 hours per week for us, and works for GVR in the evening.
The committee wants to convert part of the grass parks to
desert landscaping to conserve water. We need to poll the homeowners who
live on the parks for their opinions on this plan before we convert them.
Just a portion of the parks will be desert, there will still be some grass.
The plans will be brought to the annual meeting.
We need people to volunteer to serve on the grounds committee.
Nominations & Elections: Dave Mathews
We have 11 people who have agreed to run for the seven
board openings. The bios of the nominees were sent to homeowners with the
dues notices. Three of the slots are one-year terms (owing to resignations);
the rest are two-year terms.
It is critical that we have 216 attendees (either in
person or by proxies) at the annual meeting on 13 January. If we don’t have
50% +1 of homeowners, the meeting cannot be held by law. We need to change
the bylaws to require a smaller percent for a quorum. It’s too late this
year, but we need to try it again next year.
Neighborhood Watch Committee: Paul Walter
Our next meeting of the block captains will be held on Thursday, 11 December
at 3:00 PM in the Fiesta Room. It will be a short meeting - materials will
be handed out. All homes have been assigned a block captain. Some captains
have huge routes and some have small ones. We need more volunteers for block
captains. The SAV recommended one captain for each 10 homes, which would
mean 44 captains. We only have 18.
We have two signs to put up for the Neighborhood Watch program. It was
decided to put one by the front entrance and one by the maintenance
building.
Fire House Benefit Committee: Paul Walter reported
The Mangia Mangia Club is unhappy because only 4 homeowner associations out
of 18 have responded to their request for help on this benefit. They have
done a lot of work organizing it already. Jim Reedy is our liaison, and is
also a member of the club.
Old Business:
Kay Perry asked for permission to have a community-wide
garage sale on 16 January from 8:00 A.M. to noon. A motion was made and
seconded and motion was approved.
The budget for 2004 was presented by Paul Walter. He did
not get all the inputs that were asked for, but went ahead the best he
could. A few changes were made (legal, grounds maintenance, decorations). We
need to get some ideas for long-term (5 - 10 years) items that will be
needed to plan for in the years ahead, e.g., streets or building repair/
maintenance, landscaping, etc. One item was holiday decorations for the main
entrance to be left up permanently. Three people volunteered to help with
these decorations. A motion was made and seconded to approve this 2004
budget. Motion passed.
Lee Huey presented proposed CC&R rules enforcement policy,
which the board was asked to review and provide comments to him. These are
not changes to the CC&Rs, but merely a procedure for initiation of HOA
action to enforce the CC&Rs. They spell out the procedure of when letters
are sent to violators, explaining what they need to correct and a date for
completion; what happens if they don’t respond; and the board’s
responsibility to act on the violation. A motion was made and seconded to
approve this policy. Motion passed.
Public Comments:
Pat Frankenfield commented about one of the nominees up
for election to the board.
Gene McGaughey commented about the hard work by the board;
damage done to vehicles by the gate; and holiday decorations.
Gaila Olander wanted to turn in a proposal, which should
go to the ARC. She was seeking a hearing from the board at this meeting. It
is the board’s policy that all requests for presentations at the meeting
must be submitted in writing prior to the meeting. Only then will a
presentation be added to the agenda at the next board meeting. It is board
policy not to discuss imposition of fines on individual homeowners at open
meetings. There was some discussion from some of the other attendees on this
subject.
Quarnig Dorian had a question about the quorum needed at
the annual meeting.
Adjournment: The meeting was adjourned at 4:30 P.M. The
board then went into executive session to discuss administrative items.
Respectfully submitted,
Dee Dee Carl, Secretary
These minutes are subject to approval at the next board
meeting, which is scheduled for 12 January 2004, at 3:00 PM, in the Fiesta
Room.
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THE SPRINGS’ BOARD OF DIRECTORS’ MEETING
10 November 2003
(unapproved minutes)
Board Members Present:
David Mathews, Bob Braswell, Paul Walter, Lee Huey, Connie Fish, Ernie Cox
and Dee Dee Carl. Absent: Phil Gray
Bob Steindorff, Quarnig Dorian, Lucinda Walter, Gene & Jean McGaughey,
Millie Stanek, Pam LeClair, Donna Vogt, Steve Sitter, Barb &Tom Bushee,
Anita Row, Tom Honmynor, Dennis & Ranaye Delibel, Judy D’Angelo, Deby Cox,
and Kay Perry.
Welcome and call to order:
Vice President David Mathews called the meeting to order at 3:00 PM.
Announcements:
Any public comment is to be reserved until the end of the meeting. According
to the law, the HOA BoD has the authority to grant public comment, but we
want to hold it until the end of the meeting.
Secretary’s Report: Dee Dee Carl
The minutes of the 13 October 2003 meeting were approved as written.
Treasurer’s Report: Paul Walter
Total assets of $132,658.07. Our expenses so far this year have been
$79,188.82. We were planning to do some heavy capital expenditures (streets)
at the end of this year, but they are being moved to next year. The report
was approved as written.
Committee Reports:
Architectural Review: Bob Braswell
There was no meeting this month, because there were only
two requests for approval this month.
3907 S. Camino Del Golfista - patio cover
4044 S. Via De Cristal - security door, sunscreens, and security covers
for garage and bedroom window.
There is still one outstanding violation and that is on
Blue Fox, in regard to landscaping of the backyard. The backyard is still
not landscaped. There are a bench, chairs, barbecue grill, and miscellaneous
items in the driveway. There was a stack of flagstone in the driveway, but
it has been moved today. A letter was sent to the resident on 14 October,
(which was the third letter sent) regarding the problems. A motion was made
and seconded to send a certified letter to the resident with fines
instituted beginning 15 November. The initial fine is $150 and $25 a day
will be added until the property is taken care of. The motion was approved
to send the letter, dated 15 November.
Grounds: Deby Cox
The groundskeeper we hired has a medical problem that prevents him from
continuing. Ernie is interviewing a few of the other applicants to see if
they are still interested in the job.
There was a discussion about different options to use on the meadow on Wolf
Run.
We need to decide whether to continue having grass in the three park areas.
It is costly to keep up (mowing, watering, etc.).
We’re having theft problems with the equipment we own for
taking care of weeds, grass, etc. Paul commented that we have money
allocated for a tractor in the 2004 budget. (A riding mower rents for $200
day.) Before we buy any lawnmowers, tractors, etc., we need to consider the
problems of theft, repairs, etc., that come with owning vs. renting. (It
also requires a truck to transport it and is impossible to secure it.) We
have a storage building that is shared with the construction office, so it
can’t be locked all day, and things are being stolen. Bob Steindorff
commented that it’s better to rent than to own - especially from a repair
standpoint. Builders learned that lesson a long time ago. It was decided to
wait until the next meeting to make a decision on this, to give more time to
consider the options.
There was a discussion about getting a small dumpster so
the groundskeeper doesn’t have to drive all the way to Tucson to dispose of
branches and trash. Waste Management offers a small one for $40 a month that
includes weekly pick-up. One problem is how to keep residents from filling
the dumpster with their own trash.
It would be nice to have a "weed committee" to wander the
neighborhood and write down addresses of homes that need attention. Letters
would be written to the owners and followed-up. Deby would be glad to do the
letters & follow-up. She suggested that maybe it could be coordinated with
the lightbulb brigade
There has been interest in having a cactus garden with
native and unusual cacti, with other plants and trees. All plants would have
name tags so we could all learn the names of the desert plants. A couple of
people have volunteered to plant this garden, and to make the name tags and
take care of upkeep. Perhaps this could be done in one of the grass parks
that will be eliminated or at the entrance to the walking path.
Bob Braswell pointed out some problems with landscaping
that just need to be maintained: new gravel is needed in some places; river
rock that has been added to some of the common areas is in the wrong place;
the area around the HOA office needs some new gravel, more plantings, and
needs to be leveled; some trees need to be trimmed, and some need to be
removed. We have lots of things that need to be done just to keep The
Springs looking nice. It could take at least $10K just to start, but we need
to spend it just to maintain the area. It would be better to have the
groundskeeper work more hours, than to hire someone else to do things
occasionally. Bob Steindorff commented that it’s very difficult to get bids
from the landscapers for small jobs, so it’s better to trust the committee,
and do the job ourselves.
Streets and Buildings: Lee Huey
Bob Steindorff did us a big favor by getting the original contractor to make
street repairs at no cost to us. There is still some debris left from the
repairs, but it will be taken care of.
Lee has renegotiated with Sunland Asphalt to do the street sealing. A new
bid of $23,131 has been made by Sunland. This includes two sealing coats in
Springs 2, one sealing cost on Springs 1, plus repairing cracks and coating
on the walking path. The final price may vary a little due to repair or
replacement of blue fire hydrant marking reflectors. Most of the work will
be done early in 2004, except for repair of large cracks in the walking
path. This is scheduled for around the end of December. The bid has been
accepted. A motion was made and seconded to approve the cost of $23,500 for
the street sealing project. Motion passed.
Some things have been purchased (around $73) for the
office. A new Venetian blind for the door has been ordered; a small vacuum
cleaner and cleaning supplies were bought. When the new blind is installed,
Lee will buy and install holders for toilet paper and paper towels. He is
also considering buying a new doorknob to prevent damage to the new Venetian
blind.
Nominating Committee: Dave Mathews
We have been pleasantly surprised at the quality of the people willing to
run for the board next year. We have about ten nominees. It will be
difficult to choose in January. There may be resignations from the current
board, so the nominees may fill those slots, too.
Dave is planning to put an article in the newsletter to
explain to homeowners that when they buy in a subdivision like this, they
are also buying the Covenants, Conditions & Restrictions (CC&Rs). A lot of
people don’t realize this. Those CC&Rs are enforceable by law and have been
backed up by the courts. The homeowners need to be reminded that the board
members are not reimbursed in any way, shape or form for the work they do.
Some members have taken real abuse from some of the owners.
Paul pointed out that we also need to remind people that
The Springs doesn’t run by itself. We need volunteers to help with various
projects. There are close to 440 homes here, and just a few people can’t
take care of everything. We run the community and if we don’t take care of
it, it doesn’t get done. The county, or city does not take care of us.
Light bulbs: Bob Braswell
The light bulb committee is blessed to have 14 very good volunteers. Bob
took a tour and found there were only 10 bulbs out, and three of those were
shut off at the breaker box. Last year, about 50% of the lights were out.
Neighborhood Watch: Paul Walter
Phil Gray said he would help out as co-chair of this committee, if we need
help. Three people met with representatives from the Sheriff’s Auxiliary
last week, and went over the information. A meeting is set up with people
who have volunteered to be captains or co-captains on Wednesday, 12
November, at 3:30 PM in the Fiesta Room. People from the Sheriff’s office
will be there to explain the program, and then there will be maps of the
area to assign areas to the block captains. We had 23 people volunteer, and
one is already moving out. We wanted to have one captain for 10 ten homes,
but it will have to be one captain for each 20 homes. The captains will give
out information, and have neighbors watch out for each other. We will get
packets from the Fire Dept. for people to fill out with their medical
information to put in their refrigerators in case of emergency. We need more
volunteers.
Firehouse Benefit: Dave Mathews
Phil Gray called and said Tom Tarpe is unable to continue to head this
committee. We need a board member to contact people willing to work as the
liaison to the Mangia group. Connie said she would get the list from Paul to
make calls.
New Business:
The Master Association will pay for two board members to attend a one-day
workshop at Rancho Resort in Sahuarita on 22 November, from 8:00-4:30. The
workshop is the product of the Community Associations Institute made
available through the GVCCC. Topics include: legal foundation, organization,
problem solving, maintenance, rules & enforcement, risk insurance and
finances. Paul and Lucinda Walter, and Bob Braswell will attend.
Old Business:
Lee Huey wanted to know if anything will be done about dividing the Grounds
Committee into several sections, since it is too large for one person to
handle. Dave told him to wait until January for any change.
Last month Lee brought up the fact that sometimes the
meetings degrade into somewhat hostile debates about relatively minor
problems due to discussions of residents’ verbal inputs. We had tabled it
until this month. Lee suggested taking complaints or comments in writing.
Lucinda found substantiation for this in the meeting minutes of 9 July 2001,
which also conforms to AZ law pertaining to this type of subdivision. Dave
read a letter concerning this subject from the AZ Community Association
Journal, dated October 2003. We have this already on the agenda at the end
of the meeting. Any items that need to be discussed should be in writing and
given to the board to consider and responded to at the next meeting. Dave
thinks residents should be able to voice any concerns at the meetings, but
no action or discussion will be taken at that time. Paul says names and
addresses should be given of the residents so it can be noted by the
secretary and the problems addressed.
Paul would like any input for next year’s budget within
two weeks. He has added a line item called "Resale Disclosure Package" for
$600 to the budget. We are required by law to supply CC&Rs, articles,
bylaws, etc. to new homeowners. This will cover the repro costs. "Contract
Labor" has been increased, since we may use the groundskeeper more this
year. "Community events" has been increased from $200 to $500, which may be
needed for Neighborhood Watch program. "Capital Expenditures" was increased
for buying ground equipment, which may change if we decide to rent instead.
"Office Equipment" was increased to take care of fax and scanner.
Year-end reports are due from board members to Lucinda by
15 December.
The Springs’ directory is in preparation. Only local
addresses will be included this time. If any of your information has
changed, please let the office know so the directory will be accurate. If
you do not want to be listed, let the office know this also. The directory
will not be available outside of The Springs. The directories will be
hand-delivered to the fullest extent possible to save on postage. The
remainder will be mailed.
Public Comments:
Several comments were made pertaining to the Blue Fox address with
violations.
Dennis Delibel - 974 Blue Fox - who is responsible for the
area behind his property? There is trash and garbage there.
Millie Stanek - 4044 Via De Cristal - who is going to
clean up the common area behind her house? Someone started to clean it up
but left before it was finished.
Lucinda Walter - before the street sealing is done, will
broken curbs be fixed?
Ernie Cox mentioned a steel fence behind Blue Fox that
blew down during a storm. There are other items of trash back there, too.
They are going to leave the fence down.
The meeting was adjourned at 4:50 PM.
Respectfully submitted,
Dee Dee Carl, Secretary
These minutes are subject to approval at the next board
meeting, which is scheduled for 8 December 2003, at 3:00 PM, in the Fiesta
Room.
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THE SPRINGS’ BOARD OF DIRECTORS’ MEETING
13 October 2003
(unapproved minutes)
Board Members Present: David Mathews, Bob Braswell, Paul Walter, Lee Huey,
Connie Fish and Dee Dee Carl.
Absent: Phil Gray and Ernie Cox
Others Present: Debbie Cox, Bob Steindorff, Bernie Serek,
Ray Daniels, Quarnig Dorian, Lucinda Walter, Gene and Jean McGaughey.
Welcome and call to order:
Vice President David Mathews called the meeting to order at 3:00 PM.
Announcement:
An executive session will be held immediately after the meeting to discuss a
personnel issue.
Secretary’s Report: Dee Dee Carl
A motion was made and seconded to approve the minutes of the 8 September
2003 meeting as written. The motion passed.
Treasurer’s Report: Paul Walter
Total assets of $140,862.49. The profit & loss statement shows that we have
spent just under $70K for the year so far, as opposed to the projection of
$107K. One of the big things we haven’t spent yet is the capital
expenditures, which is street sealing. This is still planned for later this
year or early next year. It will be rolled over to the 2004 budget if it
isn’t done this year. A motion was made and seconded to approve the
treasurer’s report. The motion passed.
Committee Reports:
Architectural Review: Bob Braswell
Recent approvals were:
812 W. Puma Peak Rd - installation of solar screens
1022 W. Blue Fox Rd - screen-in back patio
965 W. Camino Errlanle - installation of 49" metal fence with walk gate
3902 S. Camino Del Golfista - installation of metal fence approx. 42" high
at rear of yard. Installation of metal walk gate in existing wall.
3825 S. Camino Del Golfista - installation of retractable awning screen
691 Calle De La Pelotito - installation of roll-up screen
There is still one outstanding violation on Blue Fox. Backyard landscaping
has not been started, construction debris has not been cleaned up in
backyard and the ramada built last spring has not been stained yet and the
wood is turning black. This has gone on for a year. Two letters have already
been sent and nothing has been done yet. A motion was made and seconded to
send another letter to the resident asking them to conform to the rules and
clean up the yard. Motion passed. A lengthy discussion followed on fines to
be applied when residents do not conform to the rules of the CC&Rs - re the
amount of fines and when to apply them. The Board is going to look at the
fine structure again and decide whether to simplify the structure, making
the fine for each violation $25/day until the problem is corrected. The
decision was tabled until the November meeting.
A motion was made and seconded to put approvals and
disapprovals on the website and in the newsletter. Motion passed. Only
addresses of approvals will be on the website, but addresses of disapprovals
will not be published. The approval forms are on the website, so you can
print one from there and not have to go to the office to pick one up.
Approval forms are also included in the New Member packets. Approval forms
are required to be signed by the ARC when making changes to your residence.
Grounds Committee: Lee Huey
Ernie Cox has resigned from the committee because of health issues. A letter
of appreciation should be sent to Ernie for the all the hard work he did on
the Grounds committee. It was a monumental job and too much for one person
to handle. A motion was made and seconded to have Debbie Cox take over for
the rest of the year and Bob Braswell will work with her. Motion passed. It
was suggested that the job be divided into smaller tasks with several people
helping and the chair doing overall coordination. Ernie will need to help
them with coordination for a while.
Ernie Cox suggested that a letter of appreciation be sent
to (or mentioned in the newsletter) Bob Martinowsky for his work as
groundskeeper. A new groundskeeper (Randy Lee Cook) has been hired to take
his place.
There is a house on Nardos that has weeds and plants growing all over the
place. Three letters have been sent to the residents, but nothing has been
done about it. Another letter will be sent asking them to clean up the
weeds, and telling them they may be subject to a fine.
Streets and Buildings: Lee Huey
All the stop signs that were damaged this summer have now been replaced with
sturdy, square posts. Total cost was $1,388.76. New square posts will be
used on any signs that are damaged in the future.
We have two bids for the road repairs:
Ace Asphalt Co. proposed to make needed road repairs, seal 1/4" and wider
cracks and recoat all Springs 2 roads with two coats edge to edge for
$18,340. This price also includes repairs and crack sealing on our walking
path. For an additional $13,340, they would apply a one-coat coverage on
Springs 1 roads if we would like all Springs roads to look the same.
The second bid was from Sunland Asphalt Co. Their bid was $30,777 to do both
Springs 1 and 2 and the walking path. Lee doesn’t think we need two coats on
Springs 1, so he would renegotiate for only one coat, if we choose to do
Springs 1 now.
We already have the money set aside for this work. Lee Huey was not happy
with the way Ace Asphalt did the last job for us. They only put 1/2 coat on
Springs 1, even though we paid for 1 coat, and they didn’t go edge-to-edge
as they were supposed to. Bob Steindorff will make some calls before we sign
any contracts. A motion was made and seconded to give the job to Sunland,
contingent on renegotiating for one coat only on Springs 1. Motion was
passed.
House and Streetlight Committee: Bob Braswell
Bob asked Barb Wolf to chair the committee, and she has done an outstanding
job getting this committee together. They have 14 volunteers throughout the
Springs. They are primarily doing their streets and neighboring street(s).
They have bought 25-watt amber bulbs. The lights will be checked every two
weeks at night and any that need replaced will be done during the day. For
replacement bulbs, call Barb at 399-1204. Bob Braswell (625-3742) is the
troubleshooter and will also have a supply of bulbs. The committee requests
an article be in the next newsletter telling the residents about the
committee.
Nominating Committee: David Mathews
Letters went out to all residents about nominations for the Board for 2004.
We have 3 or 4 nominees so far. The committee is still looking for more
nominees. We have 5 openings on the board for next year. Several board
members’ terms are expiring - Paul Walter, Ernie Cox, and Phil Gray. Connie
Fish was appointed to fill Ron Shaffer’s spot, so she will need to run in
January. They will each be two-year terms. Nominations need to be turned in
by 1 November.
Old Business:
There was a discussion about telephone and verbal requests/complaints made
to individual members of the board. Complaints should me made in writing
only and sent to the board. Complaints about neighbors are not handled by
the board. It was suggested that this be mentioned in the next newsletter
also.
Paul Walter announced that he will be the co-chairman of the Neighborhood
Watch program. We still need more input from the residents to make this
program work. We could still use more volunteers for this project to get it
started. This project needs everyone’s cooperation to be effective, in case
of emergency. (If you haven’t returned your form with your information on
it, please do so as soon as possible, so we can get started on the program.
This includes winter/part-time residents.)
New Business:
Paul Walter showed the proposed 2004 budget and asked for help from the
board members on expenses that may be coming next year. More money may be
needed for landscaping, common grounds improvement, etc. Get the info to
Paul in the next two weeks if you know something may be needed and is not
covered by his proposed budget, so he can present it at the November
meeting.
Lee Huey discussed comments from residents at the HOA
board meeting during the meeting. All complaints and comments should be made
in writing to the board prior to the board meeting, so it can be handled at
the meeting. At the meetings, residents are supposed to wait until the
Public Comments portion of the meeting to speak. If residents are allowed to
make verbal comments at the board meeting, there should be no discussion
allowed and no reply from any board member or the President during the
meeting. The board then has the opportunity to fully review and explore any
problems before making decisions. Action on complaints or comments could
then be taken at the next board meeting. It was suggested that guidelines
and/or agenda be published for members of the audience at each meeting, so
they can abide by the rules. This needs to be discussed at the November
meeting.
David Mathews thinks something should be in the newsletter
about community spirit here at the Springs. He also thinks we need more
newsletters per year, perhaps every other month, so everyone can be apprised
of what is happening here, especially the winter visitors. The CC&Rs need to
be adhered to by all residents, whether or not they live here all year. This
should be discussed at the November meeting, also.
The meeting was adjourned at 4:45pm. The board then held
an executive session.
Respectfully submitted:
Dee Dee Carl, Secretary
These minutes are subject to approval at the next HOA
board meeting, which is scheduled for 10 November 2003 at 3:00 PM in the
Fiesta Room.
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THE SPRINGS’ BOARD OF DIRECTORS’ MEETING
8 September 2003
(unapproved minutes)
Board Members Present:
Phil Gray, David Mathews, Paul Walter, Lee Huey, Ernie Cox, Connie Fish and
Dee Dee Carl. Absent: Bob Braswell
Others Present:
Dick MacNabb (The Greens), Bob Steindorff, Ruth Huking,
Giselle Young, Quarnig Dorian, Lucinda Walter, Jerry Batten, Valerie Howard,
and Jean McGaughey.
Welcome and call to order:
President Phil Gray called the meeting to order at 3:00 PM.
A special presentation was given by Dick MacNabb, a member
of the HOA Board of the Directors from The Greens. The Greens is opposed to
the proposed housing project across from Silver Springs. They are seeking
support from the other HOAs in the area to join their Political Action
Committee (PAC) to oppose this project. Final plans have not been presented
yet, so we don’t know for certain what the overall project details will be.
A discussion was held later in the meeting to decide
whether we wanted to participate in The Greens’ PAC. We already have
representation on the Master Association board, which is involved in this
matter. No one from the board was interested in attending The Greens’
meeting, but any residents who care to attend the meeting are free to do so.
Secretary’s Report: Dee Dee Carl
A motion was made and seconded to approve the minutes of the 14 July 2003
meeting as written. The motion passed. There was no meeting in August.
Treasurer’s Report: Paul Walter
We have total assets of $146,022. So far, we have $4K more income than we
had anticipated, because of new home sales and resales and more interest
than we had anticipated. Our expenses so far are $14K less than anticipated
because we haven’t done some of the recoating yet.
Please get proposals for any work that needs to be done
and give the contractor specific details of what you want done before
signing any contracts. Don’t give the contractors carte blanche and then
turn in the bill for payment.
The light bulbs we have bought are a complete disaster. They burn out fast
and some even blow up. We are not going to buy them from that company again.
A motion was made to accept the treasurer’s report. Motion
was seconded and passed.
Committee Reports:
Architectural Review:
There hasn’t been a formal meeting of the committee for awhile, since Ken
Giallombardo was gone and when he came back, he announced he had sold his
house. The committee needs to meet and see who will be the new chairperson.
A few requests have come in and will need to be reviewed. Right now, the
committee consists of Paul Walter, Bob Braswell, Mary Yager and Connie Fish.
Streets and Buildings: Lee Huey
Some streetlights are still out of service. They have been reported to TEP
twice.
Stop signs that were blown down by the wind are still not repaired. The
contractor does not want to take responsibility for them. Some other bids
are being pursued but no decision has been reached yet. Lee thinks square
posts would be better than the light duty posts we have currently.
Bids are also being pursued for street repairs. The bids were not received
in time for the BoD meeting. All work is planned for December or later.
Nominations: Dave Mathews
We have three people on the committee. A letter will be sent out later this
month or in October seeking nominations. We have four officers who will need
to be replaced or re-elected: Phil Gray, Ernie Cox, Paul Walter, and Ken
Giallombardo (who has left). You do not need to be a year-round resident to
serve on the board or a committee. You should be able to attend 7 meetings,
October through April, since we don’t necessarily have meetings in the
summer months. If you are interested in running for office, please contact
Dave Mathews.
Phil wants to include the half-page info sheet for the
Neighborhood Watch program with the nomination letter. We only received
responses from about 1/4th of the residents. We need responses from every
resident for this program to work effectively.
Grounds: Ernie Cox
We are not going to trim trees on perimeter areas. They are there to reduce
noise, etc. A complaint was received about oleander trees on the side yard
of a residence on Calle Viva. It is not considered a view problem, since it
does not face the mountains.
The resident on Blue Fox who was in violation is now
working on finishing the backyard. They thought they had a year to finish
it.
We’re still looking for a replacement for the
groundskeeper. The former groundskeeper resigned last month.
Social:
There is a potluck this Friday at 5:00 PM in the Anza Room. The meet ‘n
greet will be held on 24 September and will start at 7:00 PM on the top deck
of the Rec Building. Beginning in October, the meet ‘n greets will start at
3:00 PM.
Old Business:
If you know of any underage children living here, please let the president
know. Children are not supposed to be living here full time. The residents
will be notified.
A letter was received about inappropriate parking, involving motor homes,
trucks, etc. If it is reported, we can put a ticket on the offending
vehicle. We’ll deal with them when we are notified. There are fines involved
if the vehicles are not moved within the allotted time. Board members were
provided with tickets to hand out to offenders.
New Business:
The Neighborhood Watch committee needs to get started. We have a list of
volunteers who need to be contacted.
We have a list of people who are volunteering for the firehouse benefit next
spring also.
We have volunteers who have agreed to help with the lightbulb replacement.
We need to get a better supplier for the bulbs. The lightbulbs help with the
streetlighting, especially on the darker streets, so they are critical to
the safety of the residents.
Barb Wolf sent in a request to hold the annual Puppy
Parade on 26 October. No objections were made to the parade request.
A letter was received from a resident who threatened physical harm to the
board members, after he had changed some improvements after the ARC had
approved the original plan. He did not notify the ARC and went ahead with
the changes. A motion was made and seconded to forward his letter to the
sheriff’s office for record. The motion passed.
Public Comments:
Discussion about the paint colors for the homes. The color of the homes is
Hedgehog, but it is difficult to get the colors to match, with fading, etc.
Also, the paint company (Frazee) has different shades for Hedgehog. Do the
best you can to match the color of your original paint.
The meeting was adjourned at 4:30 PM.
Respectfully submitted,
Dee Dee Carl, Secretary
These minutes are subject to approval at the next HOA
board meeting, which is scheduled for 13 October 2003 at 3:00 PM in the
Fiesta Room.
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THE SPRINGS’ BOARD OF DIRECTORS’ MEETING
14 July 2003
(unapproved minutes)
Board Members Present:
Phil Gray, David Mathews, Paul Walter, Bob Braswell, Ken Giallombardo, and
Dee Dee Carl. Absent: Lee Huey, Ernie Cox
Others Present:
Lucinda Walter, Bob Steindorff, Connie Fish, and Nan O’Connell
Welcome and call to order:
President Phil Gray called the meeting to order at 3:00pm.
Announcements:
There will not be a board meeting in August. The next meeting will be on 8
September.
Officer Reports:
Secretary’s Report: Dee Dee Carl
A motion was made and seconded to approve the minutes of the 12 May 2003
meeting as written. The motion passed.
Treasurer’s Report: Paul Walter
The balance sheet was presented showing a balance of $160,716.03, with no
outstanding bills. A motion was made and seconded to approve the report.
Motion passed.
Two people still have outstanding late fees due. Their
dues were paid, but not the late fees. Notes were sent in June to remind
them that the fees are still due. The fees are not going to go away, and
when they go to sell their homes, the title company is going to deduct the
fees from the proceeds of the sale.
Where are the new light bulbs? They were paid for but no
one has seen them yet. They are reported to be in the storage building.
Committee Reports:
Architectural Review: Ken Giallombardo
The attached report was submitted to the board. [Note: The report can be
found in the HOA office.]
There is a tent on Nardos that is in violation and needs
to be removed. (It reportedly blew down in the windstorm on 13 July.)
The next ARC meeting is on 4 August.
Streets and Buildings: David Matthews (for Lee Huey)
The attached report was submitted to the board. [Note: The report can be
found in the HOA office.]
A lot of stop signs and trees were blown down in the windstorm on 13 July.
The stop sign posts are not strong enough and should be replaced by 2" round
poles that can withstand the wind.
Grounds Committee: Phil Gray (for Ernie Cox)
More hooks on the path have broken off and need to be repaired.
Trash is blowing on the path, but, so far, water has not
been a problem.
There are a lot of snakes in the area of the path, so be careful when
walking there.
A metal fence at the back of Blue Fox near the transformers is rusted and
needs to be painted. There are a lot of tumbleweeds and weeds back there,
too, that could be a fire hazard and need to be removed. Trees are dying
back there, too. There are two water systems, one is automatic and the other
is a manual water system that needs to be turned on regularly.
The common area on Wolf Run also is full of tumbleweeds
and weeds that need to be cut down, also.
Nominating Committee: (David Matthews)
It’s time to activate the committee and come up with a slate of names to
serve on the board. Board members do not have to be year-around residents.
Social Committee: Phil Gray
Nice turnout for the potluck on Friday, 11 July. About 24-30 people were in
attendance.
We need a couple of couples to replace the Hubbards and Shirks for the Meet
‘n Greets.
New Business:
A nomination was made to add Connie Fish to the board to replace Ron
Shaffer. A motion was made and seconded and approved by the board. Connie
will serve on the Architectural Review Committee.
The Master Association is asking each sub-association to sign an agreement
to do what we are already doing; i.e., to check on age restriction, collect
dues and forward them to the Master Association, supervise the architectural
guidelines according to our CC&R's within our community, maintain our common
areas per CC&Rs, monitoring owners’ maintenance responsibilities, and
enforcing occupancy and use restrictions. A motion was made to give Phil
Gray approval to sign on our behalf. The motion was seconded and approved by
the board.
A document from the Master Association was included in the
last newsletter (which did not cost us anything to include). In essence, the
partners want to sell the property and they are posing this to the buyer as
a possibility for the property. In order for this plan to get approval, it
has to go back to the Planning and Zoning Commission because the area is
zoned as 3 different blocks. The block causing the problem is the one along
the frontage road. That block is zoned as commercial and doesn’t allow for
residential, so it needs to be approved the zoning commission. The problem
with the zoning is, if houses are not put there, any kind of commercial
venture could be there, and that includes car dealers, junkyard, or anything
else. The entire proposed development calls for 250 rental units, including
204 apartments and 30 one-bedroom, 11 two-bedroom, and 5 three-bedroom
casitas. However, there is a concern about the density of the proposal and
the fact that the apartments will be two-story. The form to be filled out is
included in the newsletter. Comments need to be sent to the HOA and they
will be incorporated into a response to the GVCCC (Green Valley Community
Coordinating Council).
Responses are needed by 27 July.
Old Business:
A letter will be sent to the residents on Via De La Fonda who are underage.
According to HUD regulations, there must be someone 55 or older in
residence.
Public Comments:
None
Adjournment:
Phil Gray adjourned the meeting at 4:00pm.
Respectfully submitted,
Dee Dee Carl, Secretary
These minutes are subject to approval at the next HOA
board meeting, which is scheduled for 8 September 2003 at 3:00pm in the
Fiesta Room.
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