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HOA Homeowner's Meetings Minutes -
2007 (Jan.- June) |
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The
Springs at Santa Rita HOA Business Meeting
Unapproved Minutes – June 14, 2007
Attendance –
The following Board Members were in attendance; President Dick D’Angelo,
Secretary Cindy Misiewicz, Committee Chairs, Harold Moberly, Carl
Sparfeld, and Jim Rusk. There were 12 people in attendance in addition
to Board Members.
Call
to Order –
President Dick D’Angelo called the meeting to order at 8:55 AM. There
was a quorum present; Dick introduced our guest speaker, Phil Gray gave
a report on the Frontage Road Project.
Guest
Speaker –
Phil
Gray gave the Board and the attending Membership a very informational
report on the progress of the Frontage Road Project. There have been
two meetings already regarding this issue, and another is scheduled for
June 29. As of date, ADOT has prepared January Traffic Flow Reports,
which also computes projected traffic patterns consequences for the year
2030. The project should be completed in four phases; 1. Continental
Road to be completed first: 2. The east Frontage Road completed to our
community: 3. The extension to Canoa Road next: 4. A Roundabout at
Canoa Road. The County is considering a few alternate options, but the
plans are moving ahead to start in 2008. Phil will let Dick know the
particulars of the meeting on June 29, as it is an open meeting, the
membership is welcome.
Secretary’s Report –
The May 10 Minutes were approved.
Financial Report -
Dick
gave a brief overview of the finances, all the bills are paid, and one
overdue HOA fee has been received. Although Paul and Lucinda are
tending to family issues, we are in constant communication with them.
President’s Report -
President Dick D’Angelo wanted to clear the air regarding the Board
Members primary obligation to uphold the authority of the CC&R’s, as
these are the documents that govern the decisions made by the Board.
Harold Moberly had stated he had lost friends because of some of the
decisions made by the Board, but all residents have received copies of
the CC&R’s, everyone should know the rules without expecting special
“favors” from their friends/neighbors that are serving on the Board.
None of the decisions made by the Board or by its individual members are
to be taken personally. Any decision by a HOA Committee can be
appealed. Dick attended the Master Association Meeting that was held on
May 16; they will be resurfacing the Golf Path at a cost of
approximately $4500. There will be a Walkathon on Sept. 1 at 7:00AM
from Silver Springs to the Anza Trail. The next Master Association
Meeting is scheduled for August 15. The GVCCC met on May 17 with the
next meeting set for September 20. The GVCCC is presenting six bond
projects to the County, each designated as a priority #1. Dick also
reminds everyone if you or your neighbor has a physical problem, don’t
drive them to the hospital yourself; call an ambulance because they know
all the shortcuts, and also give medical attention on route.
Vice
President’s Report -
Dick stated the Potlucks will continue as usual, although the Meet &
Greets will not resume until October. Also, we are updating our list of
repair persons on the website. We are adding two electricians and one
plumber who have experience in our community. We’ve added two garage
door repair facilities and one cooling and heating service to the list.
The Board is not recommending these establishments; only pointing out
that they have provided excellent service to our residents in the past.
ARC
Report –
Harold
reported three ARC requests have been received and all were approved
since the last meeting. Two complaints about mountain views were
received and unanimously rejected. Five 2nd warning letters
were sent out; one favorable reply has received as of date. Roughly six
minor problems/warnings are in the process of completion. Harold is
working on a new tree policy, and should be bringing it to the Board for
consideration in September. Light bulb replacement is slow, but may
pick up during monsoon season.
Streets Report –
Jim
Rusk reported he is pricing the south wall for paint, it appears to be
approximately 4000 sq. ft., and even with volunteers doing the labor,
cost estimate for paint would be from $400 to $500, and would double for
both sides to be painted. Jim isn’t rushing to get this job going, as
the frontage road will not be completed until 2012. Jim wants
volunteers to replace a blown-off piece of metal with a composite
material; a 24 ft. ladder would be needed. The Anza Trail will be an
ongoing problem for parking, and additional traffic in our community.
Actually, there is no public access in our community, only for our
residents. The builder is to replace the fence and re-rock the area
upon completion of the work. Jim needs to know how far to take this,
whether to place stickers/notices on the windshields of these vehicles,
or have them towed. Jim wants to place no parking signs adjacent to the
entrance of the park. The Anza Trail has already had a dedication
ceremony, but it will open this fall, as golf course easements are
needed.
Grounds Report –
Someone turned on the front fountain pump when the fountain was drained,
now the fountain pump needs replacement at a cost of $500. Someone is
also turning on the Common Grounds watering systems, now Grounds will
have to lock up the controls, as only authorized Grounds Personnel are
to do this. Henny and Carl will discuss this problem. It was also
reported while Scott was working on Nardos; residents had confronted
him. This will not be tolerated, if you have a complaint, please
contact the Grounds Committee (and not the workers), by letter or leave
a phone message at the office, at 520-648-1699. Henny will be
re-rocking Park 6B starting July 1, 2007.
Unfinished Business –
Our Auditors have completed their audit, they are now working on their
report which they will transmit via email. Basically, our financial
business looks fine, Bert Young will have more details in his report, as
well as recommendations. Dick also reported after the May Meeting, he,
Mary Yeager, and Lance Johnson took our CC&R’s and Bylaws to the
lawyer’s office for updating; this project should be completed by
September 15, 2007. Our CC&R’s call for an audit to be done in 90 days,
while the By-Laws state 180 days. Our lawyer will follow Arizona State
Statute at 180 days when revising our CC&R’s.
New
Business -
Carl
Sparfeld wanted to thank Lance Johnson for the great job on our new
bulletin boards. Dick stated since we had the new bulletin boards for
our community information (minutes, agenda, etc.), we may want to have
the resale board for resales, half for residents, and the other half for
realtors.
Motion
-
Jim
Rusk made a motion to return the resale board for resales, Cindy M.
seconded the motion. The motion passed.
It was then brought up again that according to Robert’s Rules of Order,
new business can’t pass, and it must sit for 30 days. This was
researched, and an expert was consulted; nowhere in Robert’s Rules of
Order is this stated. And furthermore, our expert stated if you
couldn’t vote on a motion under new business, you couldn’t conduct any
business under that category.
Real Estate Signs – The bill recently signed by the Governor does not
apply to gated communities. Dick then stated the HOA Board received an
unsigned letter regarding a man (not a county employee) removing a sign
from county land across the street and throwing it over the fence. Our
membership is reminded no unsigned letter will be recognized.
With the recent break-in, and attempted break-in; Dick anticipates more
requests for motion detector lighting. He asks Harold to think about
enacting some rules about perimeters, length of time the lights are on,
and wattage of the lights.
New Handbook – Bernie, Dick and Cindy M. will be rewriting the handbook,
and we need Board input which will be gathered for the September
Meeting. Carl was asked to provide a photo for the new handbook. Dick
was approached by a realtor who would provide printing of 500 handbooks,
envelopes with postage, if he could place his logo on the back of the
handbook. Jim wanted to know if that would affect our non-profit
status. More information is needed regarding this matter.
Harassment by Neighbors – If anyone is harassed by a neighbor, they could
go to the Justice Center No. 7 Court, which is handled on a walk-in
basis to see the judge. You would state your case, the judge would
determine if you are in need of an order of protection. If granted, a
sheriff hand-delivers the order to the offending party, then the
neighbors can’t contact each other anymore.
Two complaints were received regarding the parking of a semi (which was
reportedly running) on Placio over Mother’s Day weekend. RV street
parking is limited to 36 hours, but has never been enforced. Also this
semi was reported using our back emergency access road. It was decided
by the board any one of us would be happy our son would visit us for the
weekend, even if he had no other vehicle to drive but his work truck,(as
long as it wasn’t parked running), and the emergency access road can be
used by vehicles too large to fit under our entrance.
Pool Request – Harold has two residents that are having big problems with
Pima County with regard to lot lines. This is because of Common Ground
Encroachments. More legal advice is needed to answer these questions
correctly, and Harold must send out a formal letter to the people with
the pool issue. Jim Rusk, Harold Moberly, and Dick D’Angelo are meeting
with our attorney on June 19 to discuss encroachment and the use of
non-residents of our private roadways.
Joe Barton was in attendance and was handed a letter from Dick regarding
the removal of unapproved changes to the Common Grounds, and also was
asked to sit down with Grounds to hammer out a solution. The letter was
accepted by Joe, and the request he submitted was also accepted as
within the 10 day appeal process. The meeting with Grounds will be
scheduled after June 22, when Henny returns.
Open
Forum –
Herman
asked when the Park at Blue Fox and Fonda would be addressed. Dick
stated 6B was to be re-rocked first, as there are so many issues with
Park 8; with the encroachments, also it’s over budget, and access to the
area has to be approved by one of the residents. Park 8 won’t be done
in the heat, and volunteers will be necessary as well to help defray
costs. Also, volunteers should be provided with non-alcoholic beverages
during these projects.
Meeting Adjourned at 11:45 AM
Submitted by Cindy Misiewicz, Recording Secretary
These minutes are subject to approval at the next Board
Meeting
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The
Springs at Santa Rita HOA Business Meeting
Unapproved Minutes – April 12, 2007
Attendance –
The following
Board Members were in attendance: President Dick D’Angelo, Vice
President Bernie Serek, Treasurer Paul Walter, Secretary Cindy
Misiewicz, Committee Chairs, Harold Moberly, Lance Johnson, Henny
Armenta, and Jim Rusk. There were 29 people in attendance including
Board Members.
Call to Order –
President
Dick D’Angelo called the meeting to order at 9:00 am. There was a
quorum in attendance. Dick reminded the membership of the Open Forum
Rules.
Secretary’s Report -
Cindy
Misiewicz asked for corrections to last month’s meeting minutes.
Motion:
Presented by Paul Walter to accept the March 8 minutes,
seconded by Bernie Serek. Motion Passed.
Treasurer’s Report –
Paul
Walter stated the HOA had $298,206.89 in assets including the Reserve
and Operating Funds. Paul had a concern regarding bills over $500
needing approval, and an overrun for the Wolf Run Project. Paul stated
by November or December there may be budget problems. Paul needs
expenses brought to the board, so budget planning could be done.
President’s Report – Dick stated
there was no Santa Rita Springs Master Association Meeting. The
attorney was contacted regarding the Declarant, but no additional
information was available. The HOA had an April 3 Educational Meeting.
Vice President’s Report –
Bernie
Serek reported nothing new with the GVCCC, although there was an
election of new board members. He also complimented Bill and Kay Perry,
the Potlucks for February, March, and April were outstanding, and he
encouraged the membership to attend. The CC&RS revision is 98%
complete; the By-Laws are next, Bernie expects no difficulty with this
project.
Architectural Report –
Harold
Moberly reported 8 written requests, all of which were approved. He
received 2 additional phone messages from Lucinda, but the ARC is on top
of those, and he anticipates no problems. Harold also submitted a
report detailing the ARC Official Committee; Harold Moberly, Lance
Johnson, Joe Barton, Larry Urbine, and Barb Wolf. The ARC Advisory
Members include; Steve Hasegawa, Deby Cox, Aubert Young, Mary Yager, and
Marie Urbine. Dick thought there should be a more balanced ARC, as most
of the ARC was made up of residents south of the pool; Louis Schulist
volunteered. Harold stated 56 residences had weeds; 13 had sidewalk
overhangs; 7 had dead plants. About 12 will be receiving official
violation warning letters. The remaining will be sent a Violation Alert
postcard which is a new step. If a follow up check reveals
non-compliance, then a formal violation letter will be sent. Harold and
Lance collected and tested exterior paint on our supplier’s list, all
tested out fine. Harold stated the ARC had not done a formal walk
around yet.
MOTION:
Harold Moberly made a motion to accept the mailing of the new postcard
as a first step. Bernie Serek seconded. Motion Passed.
Streets Report -
Jim Rusk
stated it was a quiet month for Streets. He has a new contact person
with TEP, and asked the red ribbon on the light pole at Cefiro Park be
left on, so TEP can change the burned out light. Jim also was forwarded
a complaint regarding the Phelps Dodge security light by a resident on
Blue Fox, it was agreed to adjust the light to a down position. Jim had
no further information on the repair of the walking trail. Larry Urbine
stated he and Richard Olsen had a meeting with the Fire Marshall last
month regarding emergency exits; the north egress will be a problem
because the bridge cannot handle auto traffic; next they will
investigate a south egress. Although there are soft spots, the Anza
Trail will be investigated; maybe funds will be available from the
county, the Fire Marshall will get back to Larry with additional
information. Jim stated the Anza Trail is almost completed; membership
could walk their bikes across our walking trail to the Anza Trail. Jim
also stated the south entrance is for emergency only, and garbage pick
–up. There is $5,000 in the budget for compliance with ADOT; a gate is
needed. Residents are reminded not to use the south entrance again.
Grounds Report –
Henny
reported there were 5 parks (Common Grounds) to be refurbished this year
from the Reserve Fund. She has completed 3 so far and has 2 left, Park
6B and Park 8. Bernie Serek stated the picnic park will also need
attention. Henny stated a few other areas need attention as well. The
watering system needs timers installed. Carl Sparfeld is to be Grounds
Chair; Henny to be Co-Chair.
Unfinished Business –
An
audit needs to be performed in the first 6 months of the each year, a
resident with banking experience has been contacted and in 2008 an
official CPA Audit will be performed on all the financial records.
New Business –
Regarding a
question of timing of publishing the Monthly Agenda, the GVCCC was
contacted as to the legality of changes to the posting of the original
rough draft of the Agenda, and it was agreed (72 hours) 3 days notice
would be ample notice.
Motion:
Dick made a motion to post the agenda within 3 days notice of the Board
Meeting. Lance seconded the motion. The motion passed.
The 2006 HOA Handbook
needs clarification regarding Common Ground Tree Policy. ARC and
Grounds need to be separated due to problems with this policy. It is
proposed to change responsibilities of ARC and Grounds.
Motion:
Dick made a motion to adopt the change as presented, Paul Walter
seconded the motion. After some discussion it was agreed to place this
issue on next month’s agenda as unfinished business. Motion tabled
until next month.
Dick addressed the issue
of Petitions for Park 6B & Park 8. The Board acknowledges the receipt of
the petitions, the attorney has been contacted regarding this matter,
and the Board is waiting for the attorney’s reply as to the obligation
of the HOA to petitions. Dick complimented Joe Barton on the quality of
his petition (Park 8). Dell Blowers is the spokesperson for the
petition for Park 6B. An open discussion follows, to which Bernie Serek
agrees to 3 people from each issue meet with Henny or other Grounds
Committee representative to discuss any plans or concerns.
For Sale signage was
discussed. Although a Bill was passed regarding for sale signage, it
needs to be signed by the Governor, then a wait of 90 days for the law
to enact.
Motion:
Bernie Serek wanted the sign issue to be passed to the ARC for a ruling
on proper signage. Harold seconded it to put this change into the CC&RS
for change to conform to the law. Discussion follows, Motion Withdrawn.
Wait to see the language on the Bill.
Reserve Fund: The
reserve fund needs to be built up, as a great expense will be incurred
in 2030, as the streets will need to be redone at a cost of 1.7
million. Paul included a report detailing all the information he
presented. Because of the huge impact for roads, it is proposed to
raise membership dues in 2009 to cover this instead of a special
assessment.
Motion:
a Motion was made by Paul Walter to accept the recommendation
from the Reserve Committee, Increase the contribution to the reserve
fund this year by $22,000 and by 5% each year after until 2020 and then
cutback to 2.25%. Raise annual fees in 2009 by 20% to $513. Jim Rusk
seconded the motion. A discussion followed. Motion passed.
The remaining items on
the Agenda – New Business will have to be presented at next month’s HOA
Meeting, as time remains a factor.
Meeting adjourned at 11:45 am.
Submitted by,
Cindy Misiewicz,
Recording Secretary
These minutes are subject to approval at the next Board Meeting.
May 10, at 9:00 AM in the Fiesta Room
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The Springs at Santa Rita HOA - Board of
Directors Regular Meeting
UNAPPROVED
Minutes - March 8, 2007
Attendance
- The following board members were in attendance: Pres. Dick D’Angelo,
VP Bernie Serek, and Committee Chairs, Harold Moberly, Lance Johnson,
Henny Armenta, and Treas. Paul Walter. There were 23 people in
attendance including board members.
Call to Order
- President Dick D’Angelo called the meeting
to order at 9:00 am. There was a quorum in attendance.
Guest speaker, Richard
Olsen gave a report on the proposed Frontage Road Project which involves
the expansion of the Frontage Road from Continental Road to Canoa Road.
Mr. Olsen gave a report detailing the proposed project, and the impact
of this project on our community. Mr. Olsen recommended current
resident and former HOA President, Phil Gray, as a liaison between The
Springs and ADOT, and Pres. Dick D’Angelo agreed to contact Phil Gray
regarding this matter. Mr. Olsen’s report will be attached to the
minutes and posted on the website. (Click
here for Mr.
Olsen's report.)
Secretary’s
Report: Lance Johnson amended the January 8,
2007 minutes. Changes are to be emailed to Lucinda Walter. See filed
minutes for modifications. Bernie Serek and Paul Walter had changes to
the February 8, 2007 minutes. The minutes were approved with changes.
See filed minutes for modifications.
Pres. Dick D’Angelo
announced Suzy Baker had resigned her post as secretary, and Cindy
Misiewicz had agreed to fill this position.
Motion:
Motion was made and seconded. Cindy Misiewicz was approved as the new
secretary for the HOA. Motion
passed.
Financial
Report: Paul Walter reported the HOA has
$343,002.68 total assets; $193,798.60 in reserve. He has received no
bill for the street recoating yet; he expects more bills from the
Florido project. Two residents are delinquent on their HOA dues, this
will be turned over to the lawyer. The financial report was accepted
for audit/review.
President’s
Report: The SRS Master Assn. has a new
president, she changed the meetings to every three months, the next
meeting will be in May or June. The GVCCC is offering an office
training class on March 29 from 9 am to 1 pm at the Green Valley Mall,
Office 13, and Dick wants the Treas. Paul Walter, new Secy. Cindy
Misiewicz to accompany him to this training.
Vice
President’s Report: Bernie wanted to let
everyone know the picnic begins at 3 pm, to eat at 4 pm, as there was
some confusion regarding this. The Garage Sale was a success. There
was a GVCCC Election, and Russ Sims was elected the new President. With
regard to Zero Tolerance Week, the Sheriff’s have expanded the area
involved from Pima Mine Road to Nogales. The mine tailings are 400 ft.,
will grow 300 ft. With regard to the insurance issue, all involved
decided to leave it as it is. The revised CC&RS need a response from
every board member, one week was given for this.
Streets
Report: Jim and Kathy Rusk have a new
granddaughter in Indiana, Congratulations.
Mike Kearns responds,
and states the Walking Trail has 97 cracks. Although a cold patch was
put in last year, a 400 degree Patch would solve the problem with the
cracks returning. The only problem is large truck navigation through
the narrow part of the path. Estimates are needed, Dick asked Mike
contact Sunland and another contractor for these.
ARC Report:
Harold had 3 approved requests, and 2 are in process. There is a
problem with the paint and stain supplier’s list; True Value is not a
supplier for the stain. Ron Schaffer stated the list needs to be
updated. There will be a Walk Around in March for violations. Not too
many burned out lights. Regarding the Tree Policy-Common Grounds- the
word “significantly” needs to be added. After a brief discussion it is
agreed.
Motion:
The motion was made and seconded. The word
“significantly” be added to the Tree Policy-Common Grounds.
Motion passed.
The third line of the policy reads - These
trees are most likely to be at issue when the owner’s views are
restricted.
The policy has been changed to read - These
trees are most likely be at issue when the owner’s views are
significantly restricted.
Weeds Issue- the ARC
has assumed responsibility for Weeds/Overhangs. Harold stated the ARC
will have a new approach for weeds next month. Lucinda reminds everyone
the board members are not to be contacted at home. If you need to
contact a board member, email them, call the HOA office and leave a
message, or write a letter in care of the HOA office.
Ron Schaffer stated a
house on Fonda has wood shutters up, which the ARC is looking at, 4011
Wolf Run has some issues that need to be addressed, 880 Pelotita needs
to be reminded to close their garage door.
Residents need to be
reminded to keep their dogs leashed. Pima County Animal Control can be
notified of loose dogs with 2 witnesses, or a picture of the dog without
a leash. They could be fined by the county. There is a Dog Run at the
south end of the walking path, which residents could leave their dogs
off the leash safely. The leash law is to keep your neighbors as well
as your pets safe.
Grounds
Report: Henny wants positive input, she is
getting very stressed out. At which time the audience gave Henny
applause for the great job she has been doing, and told her to keep up
the good work. The Florido job has been completed $1400 under budget.
The Comica job is started, and will come in under budget as well.
Cefiro will be next. Calle Viva has been started; the water lines are
shot, Henny will bury the water lines there. The sun really damages the
PVC pipe, and drip lines, although burying the lines is labor intensive,
adding dirt is better.
Ron Shaffer is on the
Grounds Committee, and will work with the Blue Fox Committee on the Blue
Fox Project.
Motion:
The Motion was made and seconded. Grounds to have the irrigation system
repaired to their standards, then turn the project over to the Blue Fox
Committee for planting.
Motion passed.
Residents of the
Springs have donated $3570 for plants on Wolf Run.
Unfinished
Business: The newsletter has been completed
and mailed out.
New Business:
Regarding Declarant, Dick to pursue with the
lawyer.
Audit - an internal
audit was ok’d for this year. Dick to contact a few HOA Treasurers to
see if they would be willing to conduct a review for us, otherwise Dick
will contact 2-3 people in the community to perform an internal audit
for us.
Motion:
Motion was made and seconded. Include in the 2008 budget money for an
audit for 2008. The audit would be for the 2007 financials. Motion
passed.
This could cost between
2-3k.
Waiver- to be signed by
all HOA volunteers to release the HOA from liability.
Motion:
Motion was made and seconded. To require all HOA
Board Member to sign the waiver was approved.
Motion passed.
Certificate of
Insurance: Contractors working for the HOA must have a certificate of
insurance or the HOA must acknowledge the fact the contractor does not
have a certificate, board approval is needed in the later case.
Motion:
Motion was made and seconded. Before a contract is executed, all
contractors must have a Certificate of Insurance, or acknowledge the
contractor doesn’t have insurance, and have HOA Board approval.
Motion passed 5 to 1.
Real Estate Signs:
Should an amendment be added to permit for sale signs before the State
Bill is passed?
Motion:
Motion was made and seconded. Wait until the
state bill is passed, and in the mean time keep everything as it is.
Motion passed.
Board position
description will wait until the next meeting, board members need to
review on their own before then.
Capital Improvements:
Regarding the streets, the maintenance is very expensive, the Reserve
Committee will get a report for the next meeting.
Meeting adjourned at
12:05 pm.
Submitted by,
Cindy Misiewicz,
Recording Secretary
These minutes are
subject to approval at the next Board meeting, April 12, 2007 at 9:00 am
in the Fiesta Room.
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The Springs at Santa
Rita HOA -- Board of Directors Regular Meeting
APPROVED
Minutes - February 8, 2007
Attendance
– The following
board members were in attendance: Pres. Dick D’Angelo, VP Bernie Serek,
Secy. Suzy Baker, and Committee Chairs, Harold Moberly, Lance Johnson,
Jim Rusk, Henny Armenta, Carl Sparfeld and Treasurer Paul Walter. There
were 32 people in attendance including board members.
Call to Order
– President Dick D’Angelo called the meeting to order at 9:00 a.m. The
Secretary announced that there was a quorum in attendance. The agenda
was approved as presented. Dick thanked everybody for coming and
reminded them of the Open Forum Rules.
Guest speakers Roy Erichsen and Roger Westlake, road experts, addressed
the group regarding the condition of our roads and the fact that we must
take action NOW to do necessary crack-seal and seal-coating before more
deterioration takes place. They have been meeting with Jim Rusk and we
will be following their advice.
Secretary Report
– Suzy Baker asked for comments/changes/corrections to the January
minutes.
MOTION:
“Moved that the January 8, 2007 Regular Meeting of the SRS HOA Board of
Directors Minutes be approved as written and filed.” M/S/C
Financial Report
– Paul Walter presented the January, 2007 Treasurer’s Report. The HOA
has $393,408 on hand. As of this date, there are 4 people who have not
yet paid their HOA dues for 2007 out of 444 homes. Assessment letters
for a $25.00 late fee went out as did a follow-up letter with an
additional $75 fee. Discussion followed regarding adequate time
involved in submitting a bill to be paid by our Treasurer. Committees
must let him know in advance so that he is sure to have the funds
available. Paul needs to know a month ahead when large funds will be
needed and he would like a minimum of a week’s notice to pay a bill.
MOTION:
“Expenditures over $500, even though they are in the budget, must be
approved by the HOA Board. This does not include utilities, contracts
already approved, and office manager expenses.” M/S/C
President Report
– President
D’Angelo reported that 3 Board Members (Pres D’Angelo, VP Serek and Secretary
Baker) attended a day of training classes for HOA board members. It was
felt that this was a day well spent and should help us to do our jobs
more effectively.
Agendas for our monthly HOA meetings need to go out to the membership on
the web site 3 days ahead of time. Lucinda will post the agenda as soon
as she gets it from our President. Secretary
Baker will post agenda notices
on the front kiosk and on our new bulletin boards by the mailboxes as
soon as they are up. Meeting minutes are not to be posted until they
are approved at the next month’s meeting. After approval, Lucinda will
post them on the website and Secretary
Baker will post them on the kiosk and
bulletin boards. Regular HOA meeting notices have been, and are
currently being published in the Green Valley News the week prior to our
meetings.
Our HOA attorney told us the Declarant under the CC&R’s is not Bob
Steindorff. It is a LLC and will remain in existence with a different
principal since Bob’s death in December. President D’Angelo will follow
up on this subject in March.
SRS
– Gene McGaughey gave
a report on the master association. The Annual Meeting will be held on
Feb 21, 2007. They need 10% of the 1,500 homes in the association –
therefore, they need people to sign absentee ballots, or show up at the
meeting. The only item on the agenda is to approve the meeting from
last year. Gene passed around absentee ballots for all of us to sign.
Committee Reports:
GVCCC –
President D’Angelo had appointed VP Serek as our representative to
GVCCC. VP Serek reported that he had attended a GVCCC January 18
meeting. We were installed together with DHII. We were warmly
welcomed. GVCCC now represents 64 HOA's in Green Valley. He
noted that representatives were there from the Governor’s office as well
as Congressmen’s office. Trash was a hot topic – Waste Management wants
to pick up only once a week on garbage and recyclables. VP Serek is
waiting for a proposal from another garbage collector – we’ll wait to
see what happens down the road on this subject.
Social Committee
– VP Serek
reported that Bill and Kay Perry will continue to organize our social
functions again this year. There was a record 159 people at the
February Pot Luck to see the slide presentation from Ernie and Debbie
Cox and for the March 5 Pot Luck, the manager of the Anza Trail project
will present a program. Meet and Greet Happy Hours continue to be held
every 3rd Wednesday on the Fiesta Deck from 3-5 p.m.
MOTION:
“That approval be given to Bill Perry to organize and hold a
community-wide Garage Sale on Saturday, March 3, 2007. In addition,
permission be given to Bill to hold monthly Picnics in the Park –
schedule to be determined.” M/S/C
CC&R Update
– VP Serek praised
outgoing VP Mary Yager for doing such a good job on the CC&R’s for the
past 2 years. Serek was impressed at the amount of progress that has
been made. He said the CC&R’s have been gone through line by line.
Board members were presented with a corrected First Draft and instructed
to read and be prepared to discuss and approve them at the next monthly
meeting on March 8.
Insurance Program
– VP Serek
has reviewed the insurance program that we have here at SRS (he is a
former insurance company executive) and he informed the Board that
contracts are in good shape. However, he has some questions that he
will bring up at the March meeting.
ARC
– Co-Chair Harold
Moberly stated that they have been busy with requests for moving walls.
They are presently looking for 3 more people to serve on the ARC
Committee. A box of light bulbs and 2 stop signs were found in the
workshop. The Light Bulb Committee has been incorporated into
the ARC. It is important to note that BEFORE trees are cut down, the
ARC MUST have a written request to do so. You just can’t go out and cut
down a tree, the ARC and your neighbors need to be notified first. The
Weeds/Sidewalk Overhangs Committee will also fall under the ARC.
Streets & Buildings
– Chair Jim
Rusk reported that the Emergency Access Committee will now report
to Streets & Buildings. It is good to know that we currently have 4 SRS
summer residents who have been C.E.R.T. trained for emergencies. (See
the article by Lou Schulist in the March Newsletter) But, we need more
full-time folks to become involved. The exit gate at our front entrance
has been repaired so that it should no longer stick open. We have an
existing contract and the sensors in the street have been replaced.
The South gate can be used for emergency use only. We are hoping that
we will not have to install a gate on this entrance until the Frontage
Road is extended.
Rusk reported that the Anza Trail project manager will be presenting
information about this project at the March Pot Luck. We are allowing
the contractor, Anderson Construction, to obtain water from a hydrant
(with a meter) at the south end of Wolf Run. The contractor has 100
days in which to complete the project. They will put into place a 10 ft
wide bridge by our Dog Run. We will allow the contractor to build an
access for OUR homeowners to get on the trail. The trail will
run from Elephant Head Road, through Canoa, to Abrego. Anderson said
that they will obtain a large aerial view of the trail and our property
and give it to our Board. Parking problems will probably develop at the
end of Wolf Run. We currently have “no bikes and golf carts” rule on
our walking trail. That means that bikes will have to be walked on our
property prior to accessing the Anza Trail.
Rusk reported that the street engineers have recommended 1)
crack-sealing immediately and 2) seal-coating next year. We currently
have 2 bids for crack-sealing: from Sunland Asphalt and Ace Asphalt.
After extensive discussion it was decided to go with Sunland. It should
be noted that no dollars were included for Streets for 2007 in the
Reserve Fund. The $22,000 that was requested is not available now
because it is tied up in a CD. We will have to pay a penalty for early
withdrawal. Treasurer Walter said we can borrow against the Operating
Fund until the CD comes due later this year but he feels that when
dollars are borrowed it seems they never get repaid and therefore
recommends cashing in the CD instead.
MOTION:
“That we accept Sunland Asphalt’s bid and that we approve it for the
year 2007, funding for this project will come from cashing in early one
of our CD’s and interest will be repaid to the Reserve Fund from the
Operating Fund via the Streets budget.” M/S/C
Money will become available from the Reserve Fund to do the second
recommendation of seal-coating next year.
Grounds
– Henny Armenta reported that the Wolf Run Commons project is finished,
thanks to all the volunteers, especially Ron Shaffer, who helped so
much. She thanked everybody profusely!! Henny thought here was a
$2,000 cost overrun and she thought that some of this overrun would be
covered by the 2006 funds that she had not spent. Treasurer Walter said
that he had put that money back into the general fund and it was no
longer available – thus her overrun of $5,000. Treasurer Walter made
it very clear that overruns and unauthorized purchases MUST NOT happen.
In addition, at the end of each year, any unused portion of ANY
committee budget will be put back into the general Operating funds (as
has been the practice in the past and everyone should already know
this). Discussion ensued as to the upcoming Grounds plans. It was
decided that if there is more than a $500 overage, Chairman Armenta
needs to tell the Board the reasons beforehand. Treasurer Walter
can make sure that money is available.
MOTION:
“That we approve the spending for 5 parks: $9,000 for Park #7, $12,750
for Park #8, $8,770 for Park #20, $7,072 for Park #21 and $5,000 for
Park #6B.” M/S/C
Regarding parks that are scheduled to use funds from the Reserve Fund,
Grounds can shift numbers (over on one park and under on another) with
$500 Board approval.
Chairman Armenta had previously sold our chipper because it was too
lightweight. She needs a larger and more substantial trailer to replace
our small garden cart. She wants to take the $325 from the chipper and
add additional dollars to it and purchase a new 5x8 trailer. There is
money in the budget for equipment.
MOTION:
“That we approve $650 to purchase a new 5x8 trailer for the Grounds
Committee.” M/S/C
It
is important that residents understand:
-
There is NO planting,
trimming or dumping on Common Grounds!
-
NOBODY can turn the
water on or off on Common Grounds except Grounds folks!
-
NOBODY can dump stuff
in the dumpster except Grounds folks – and if you see somebody driving
down the road toward the dumpster, watch them and if they are dumping,
call 911!!
The Bob Steindorff Stone Village Park Memorial Committee falls
under the jurisdiction of the Grounds Committee, as does the Garden
Club. All three groups will be working on this project. (See
article in March Newsletter regarding donations.)
Unfinished Business: Most of the committees are listed above. Reserve Study
is shown under New Business.
Blue Fox Committee
– Nothing
reported on this.
New Business:
Reserve Study for Wolf Run Park #2 and Blue Fox Park #3
–
Wolf Run Commons Park #2 and Blue Fox Park #3 are not yet in the
Reserve Fund. Wolf Run will be added in 2008. It has yet to be
determined if Blue Fox #3 will be put in the Reserve Fund and its
maintenance may be minimal and possibly can be handled out of the
Operating Fund. Maintaining the fence and the wall will be looked into
by the Blue Fox Committee. The parks should have a 10 year life span.
The costs to go into the Reserve will be determined. Treasurer Walter
needs the numbers for Wolf Run and Blue Fox Parks.
Spring Newsletter
– All
residents of SRS have been given the opportunity of signing up to
receive their Newsletters via email. For those who have not chosen to
go the email route, the Newsletter will be mailed out to them. In
addition, the Newsletter can be found at our website. Articles are due
by March 1 and are to be emailed to our Secretary at
SuzyBaker@cox.net . Suzy will try to catch the grammatical problems
and reformat them – generally edit – and then pass everything on to
Office Manager Lucinda Walter, since she has special software to finish
the formatting. It is scheduled to be on the web after March 1 and
should be mailed out shortly thereafter. Any Springs homeowner may
submit articles for the Newsletters. Send them to Suzy Baker at her
email address above.
Letter to Realtors
– President
D’Angelo has made some modifications to the previous letter sent out to
local area realtors and requested comments on this new one. He plans on
sending it out again to local area realtors to keep them from putting up
inappropriate signs. This letter will also be available on our
website.
Additional Signers
Needed for Documents
– President D’Angelo
asked Board members to co-sign contracts and important documents that
the HOA needs to have signed. It was agreed by the Board that the
President has the authority, with Board approval, to sign documents or
contracts and that he does not need a co-signer.
Open Forum: Questions came up about For Sale by Owner signs and how long
they can be kept. Lights at the fountain by the front gate must have a
short because they are out. An electrician needs to be called about
that and the light shining on the American Flag. Injury waivers and
insurance needs to be discussed at the March meeting.
MOTION:
“There being no further business, move to adjourn the meeting.” M/S/C
Adjourn
-- Meeting adjourned at 12:30 p.m.
Submitted by Suzy Baker, Secretary
(These minutes are subject to approval at the Board Meeting on March 8,
2007)
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The Springs Board of
Directors Meeting
APPROVED MINUTES
January
8, 2007 – Fiesta Room
Attendance
-- The following board members were in attendance: Pres.
Gene McGaughey, VP Mary Yager, Secy. Suzy Baker, and Committee Chairs
Dick D’Angelo, Henny Armenta, Carl Sparfeld and Treasurer Paul Walter.
There were 23 people in attendance including board members.
Call to Order
– President Gene McGaughey called the meeting to order at 1:00 p.m. The
Secretary announced that there was a quorum in attendance. The agenda
was approved as presented.
Gene thanked this past year’s HOA Board members: Nobody quit during the
year, there is positive forward momentum and it has been a good year
with a lot of accomplishments. He also thanked everyone for coming to
this meeting, that we appreciate their input, and reminded them of the
Open Forum Rules.
Secretary Report
– Suzy Baker asked for comments/changes/corrections to the December
minutes.
MOTION:
“Moved that the December 5, 2006 Board of Directors Minutes be approved
as written and filed.” M/S/C
Financial Report
– Paul Walter presented the December 31, 2006 Treasurer’s Report. The
HOA has $223,129 in assets. We have spent $40,000 less than planned
for in 2006. We will have a $68,016 carry-over to the Operating Budget
for 2007, but $24,695 of this money will be used to offset the deficit
in the 2007 budget.
As
of this date, there are 30 people who have not yet paid their HOA dues
for 2007 out of 444 homes. They will be assessed a $25.00 late fee if
their payment is not received by January 10, 2007. We are not set up to
take credit card payments or monthly payments. Paul thanked Jeannie
McGaughey and Suzy Baker for taking care of HOA matters and manning the
office when he and Lucinda were out of town. Paul also reminded us that
once funds are in the Reserve Fund, they can not be spent on Operating
costs. We need to be careful when we set aside dollars for Reserve.
Committee Reports:
President McGaughey asked that committee reports be held
off and given tomorrow at the Annual Meeting – unless there is something
that needs to be dealt with today.
Grounds
– Henny Armenta reported that Anderson Construction wants permission to
use our streets to be able to come in and fill up their water tanker. A
meter will be installed for 100 days – they do not anticipate excessive
use. This is to save them money, as they are the contractor building
the Anza Trail, when they are watering down the area during
construction. A discussion ensued and the outcome is that we don’t want
those large, heavy trucks running up and down our streets as they can do
too much damage. A suggestion was made that they drive down the TEP
road, to the south of us, move our fence and access our property at the
far south end of Golden Lynx (by the tall power pole). There is a water
hydrant at the corner on Wolf Run and a meter can be installed on it for
their access. Thus, they will only be driving a short distance on our
roads. And, they must fix anything they damage or destroy. We need a
contract with this group and we need to charge them a fee. We should
ask them what they are willing to pay. Gene and Henny will meet with
the Anderson representative and figure this all out.
Unfinished Business:
President McGaughey reminded everyone that they are expected to present
a report tomorrow at the Annual Meeting.
Nominating Committee
-- Mary Yager reported that we have 4 openings and that there are only
2 people running for positions on the 2007 Board. If we get 3
nominations or more, we will need to count a stand-up vote. Two will be
voted on via mail-in ballot, they are already assumed as voted in. As
Nominating Committee Chair, Mary should take the 2 highest numbers from
the floor vote and they are in. There will be no write-in votes
tomorrow.
Bylaws
– Mary Yager reported that the Bylaw committee is going over the first
draft now. The entire document is being processed at one time – it is
not being broken into pieces. Mary will sit on the committee, but she
will not lead it for 2007.
2007 Annual Meeting:
Annual Meeting date is
tomorrow, Tuesday, January 9, 2007, in the Anza Room of the Santa Rita
Recreation Center, 9:30 a.m. to 11:30 a.m. Board members are requested
to come at 9 a.m. to help set up. Also, volunteers are needed for
sign-in tables. We need 88 people here for a quorum – this should be
announced at the Pot Luck tonight – to encourage people to turn out for
the meeting.
Emergency Access Committee
– Larry Urbine reported that Bill Carr (sp?) the GVCCC Citizens
Emergency Response Committee Chairman will be here tomorrow for the
Annual Meeting. It was suggested that we make the Emergency Access
Committee (EAC) a permanent committee for the Board. Another suggestion
is to get Block Captains involved on this committee. The goal is to
publish access/egress routes in the handbook. Bottom line is that if
the Frontage Road is blocked and someone from here has a heart attack,
for example, there is no way for an ambulance to get in here to help
them. We need a route published so the Fire Department and ambulance
drivers will know how to get in here!
Blue Fox Committee
– Lance Johnson presented recommendations and a listing
of low-water use plants that would be planted on the berm. Henny said
that she and Lance had a meeting on Friday with the committee. She has
no problem with their suggestions for plantings. The presented plan
includes trees to be planted more towards the highway and pump and
electrical stations. They will not block mountain views. Some earthen
wells are needed for water to accumulate around the roots. On the East
side, ground cover is needed to control the dust. The West side needs
plants to hold the dirt on the steeper grade. The wash is now partially
filled and may eventually need to be cleaned out. This is a 3-year plan
and progress will be reassessed next year and the year after.
Henny said she thinks she can get better prices from a
wholesaler, but she cannot take time in 2007 to help with fixing the
drips, plant, etc. The irrigation system has been modified and
reconfigured over the years, but Lance knows where the lines are. This
area is not included in the Reserve Study.
$3,000 has been approved for plantings. The Blue Fox
committee was asked to coordinate its activities with the grounds
committee.
Henny said she doesn’t want anybody else to mess around
with the water valves. She wants to turn the water on and off herself.
Joe Barton suggested we build a locked cage around the valves. Henny
said she can lock them now by drilling a hole and using a chain in each
one.
New Business:
Common Area Maintenance Boundaries & Private Lot Boundaries:
President
McGaughey stated that the Declarant (our builder) had the power and
authority to build walls wherever he wanted to build them. This
authority has now passed on to the HOA. For example, we have the
authority to go on a private lot and do maintenance on it and bill the
homeowner accordingly. Gene presented three different examples of walls
and buildings:
-
Homeowner may move his wall out to his property
line. This is okay to do.
-
If the wall is already out into common ground, our
Grounds Committee does not want to come inside to do its work. (In
some cases, our builder has put walls out as much as 10 feet beyond
the actual property line.)
-
The third example is that of a wall which was built
as part of a patio area and there is no boundary line other than
plants, rocks, etc.
Question arises, “How does the Grounds Committee determine what they
need to do when walls are not on property lines?”
MOTION:
“Be it Resolved that the Common Grounds Committee has the authority to
make a reasonable determination of the obvious boundary between private
lot and common area for the purpose of but not limited to landscaping
activities.” M/S/C
Reasonable judgment should be used if problems develop between
homeowners and the Grounds Committee. If this happens, bring the
problem back to the Board for help. Homeowners have planted “stuff” on
common grounds. It is requested that they be moved. The Board has the
authority to make this declaration.
Bob Steindorff Stone Village Park Memorial:
Our
builder, Bob Steindorff passed away in December. He was a large
influence in our CC&R’s and Bylaws. Bob was a pillar of guidance. He
loved this village. He put a lot of his life into it. His family is
still involved in our CC&R’s. It was suggested that a bench be erected
at the South end of the property, near the entrance to the walking
trail. Bob’s vision was to sit on a bench and look at the mountains.
Debbie Cox is currently working on this bench project. It was pointed
out that other parks have been created as memorials to former residents
but that private donations and/or Garden Club funds have been used. It
is not appropriate to use HOA funds for this purpose. After discussion,
it was decided that donations should be gathered but that HOA funds
should not be used, even though Bob was our builder. However, the Board
can designate an area in which to place this bench. Henny has money to
spend on refurbishing that area anyway and she will coordinate with
Debbie Cox.
MOTION:
“That we designate a small parcel of land in memory of Bob Steindorff,
improvements upon this parcel to be funded by private donations.”
M/S/C
(ASIDE NOTE: Jeannie Steindorff, Bob’s wife, is still considered our
Declarant. She may be willing to give this up eventually. We need to
obtain a legal opinion on this.)
Educational Forums for Board Members:
Educational sessions are available for HOA managers and board members.
It was strongly suggested that our HOA Board members attend one of the
upcoming sessions. There is an all-day workshop on Friday, January 26
in Tucson and Pima College also offers courses and so does GVCCC.
Lucinda will send out an email to all Board members to see if they want
to attend.
Open Forum:
Kay
Perry questioned the color of the rock in the Comica/Rambles/Cefiro
Park. Joe Barton suggested that we need a master plan for grounds so
homeowners will know what is happening. They should have things in
writing. When parks are refurbished, they need to be put back in the
same colors as they were originally. Larger rocks are replacing smaller
ones. Colors, size of rock, etc. needs to be added to Reserve Fund
plan. Lowest price is not always the way to go!
Thanks to Everybody in Attendance
– Gene thanked everybody for their participation and input.
MOTION:
“There being no further business, move to adjourn the meeting.” M/S/C
Adjourn
-- Meeting adjourned at 3:00 p.m.
Suzy Baker, Secretary |
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