The Springs at Santa Rita HOA Monthly Business Meeting
December 13, 2007 – Unapproved Minutes

Attendance – The following Board Members were in attendance; President Dick D’Angelo, Vice President Bernie Serek, Treasurer Paul Walter, Secretary Cindy Misiewicz, Committee Chairs Carl Sparfeld (Grounds), and Jim Rusk (Streets).  There were nineteen people in attendance including the Board Members.

Call to Order - President Dick D’Angelo called the meeting to order at 9:05 AM.  There was a quorum present, and the proposed Agenda was received and accepted with no changes.  Dick reminded the audience the Annual Meeting will be held January 8, and he will be bringing the cookies.

Secretary’s Report - Secretary Cindy Misiewicz asked if there were any corrections to the Unapproved Minutes from the November 8 Meeting, there were none.

Motion – Paul Walter made a motion to accept the November Minutes.  Bernie Serek seconded.  The motion passed.

Financial Report – Paul Walter stated we had $209,404.01 in total assets.  There is nothing new, Paul stated we will be fine this year; within budget, even with the early spending.  The bill for Lamb Rock came in, and was paid. 

Motion – Dick made a motion to accept the Financial Report, Cindy Misiewicz seconded.  The motion passed.

President’s Report - President Dick D’Angelo stated Harold Moberly had resigned his ARC Chair due to health reasons.  The Board accepted his resignation.  Larry Urbine agreed to finish Harold’s term,  to the end of 2008.

Motion - Paul Walter made a motion to appoint Larry Urbine to the ARC Chair, Carl Sparfeld seconded.  The motion passed.

Bernie Serek wanted the minutes to recognize Harold Moberly’s contributions while on the Board.  Harold implemented several changes and was a tireless worker.  Harold had the Paint Supplier’s List revised; and had added True Value as a metal paint supplier.  Lucinda recommended she go over this with Larry Urbine.  Dick stated he had attended the GVCCC Meeting in Bernie’s absence; he stated the GVCCC was working on larger road signs (from 4” to 6-8”) due to a number of residents with poor vision.  For the next meeting, please bring Toys for Tots or canned food for the food drive.  One February 16 there will be a hazardous waste and shred fest – any further information regarding this will be posted as it becomes available.  Dick learned during the GVCCC Meeting a hospital will be built in Green Valley/Sahuarita in 2012, the second most requested facility was Trader Joe’s;   Dietter Kaminski attended the last Santa Rita Master Association’s Meeting and made a presentation regarding his request for sound walls to be installed along the Frontage Road adjacent to I-19 north to Continental.  Evidently, the Frontage Road will someday run from Tucson to Nogales.  Some of the residents attending the meeting stated it was hard driving at night on the Frontage Road due to the oncoming headlights from I-19; which may be a safety hazard.  Cindy Misiewicz was volunteered to draw up a petition regarding the sound wall to be done before the annual meeting.  There was a round of applause to thank Dietter for his efforts regarding the sound wall.

Vice President’s Report - Bernie Serek had one item to report, in his absence Mary Yager had been asked to take care of the ballots.  Mary reported receiving an email November 11 from Joe Barton inquiring about his request to run on the ballot.  The deadline to request a place on the ballot was October 31.  Joe stated he turned in his request on October 19, but no one on the Nominating Committee, the Board or Office Management had seen or received this request.  Since the deadline had passed and the Ballots printed and in the mailing process, they could not be revised.  The Board agreed.

Motion – Bernie make a motion to tell Joe at this late date his name couldn’t be added to the ballot, but he would have an opportunity at the Annual Meeting to submit his name and bio with any other resident interested to serve on the Board for 2008.  Paul Walter seconded.  The motion passed.

ARC Report - Dick stated a request had come in regarding the planting of mesquite trees at a residence on Heroe, since Harold had resigned, and before Larry had taken over, he had denied this request as a number of other residences would potentially have their views blocked by these trees.  The owner requesting these trees was in the audience, Juanita Kauffman, it was suggested she meet with Larry to discuss other options to provide her the privacy she wanted.  Larry Urbine stated ARC had processed 42 requests during 2007.  Dick asked Larry to prepare a report for the Annual Meeting.

Streets and Building Report - Jim Rusk stated it was a quiet month; Jim has contacted the engineers for the 2008 Sealcoat project; that plus the issue regarding broken sidewalks would be passed on to his successor.  It is the HOA’s responsibility to replace broken sidewalks; Jim had a issue on Nardos that was actually a driveway sinking rather than the sidewalk pushing up. 

Grounds Report - Carl Sparfeld reported the tree trimming on Calle Viva was completed.  3.5 tons of rock was obtained by Scott at no charge to the HOA for the area behind Cristal at Via De Fonda that was having problems with monsoon washout.  Grounds has been busy working on weed control and Park 8 has now been completed.  The new pump for the front gate fountain has gone bad, but it is covered by the warranty.  Carl wants to trim the trees by the front gate, insulate water pipes, and clean up the common grounds behind Calle Viva and Nardos for January and February.    

Deby and Ernie Cox put up the Christmas Decorations at the front gate, a big thank you to them, it looks great.  Carl has pictures he had taken of a bobcat on the news, along with a mountain lion in the area.

Unfinished Business – Paul Walter handed out a revised 2008 Budget; he needed more information from Burr regarding weed control, which was determined to be $16,000 budgeted for 2008.  The other change in the budget was for legal, it has been jumped up from $2,000 to $7,000 since the Board’s Closed Meeting held December 7, 2007.

Motion – Paul Walter made a motion to accept the 2008 Budget, Dick seconded.  The motion passed.

Residents attending the meeting asked to look at the 2008 Budget; which will be available at the Annual Meeting in detail as well as posted on the website.  Dorian asked why legal jumped up so high, Paul explained this was due to the Barton issue.  Lot 425 (Dorn Building) was addressed next; Dick stated this property had been withdrawn from the Springs, so the HOA has no authority to address complaints regarding their landscaping.  Bernie stated the ARC should still work for our residents regarding this issue. 

New Business – Lucinda stated the Board Members are required to be at the Anza Room at 8:45 AM Tuesday, January 8 for the Annual Meeting.  The Meeting will start at 9:30 AM, volunteers for the sign-up tables need to be there at 9:00 AM to help set up.  Bill and Kay Perry have volunteered, but we need more volunteers.  More volunteers are needed to deliver the new HOA Handbook after the meeting, this saves postage.  There is one handbook per residence, with extras for new owners.  Lucinda stated the old Board Members stay after the meeting to pass on their office keys and policy booklets.  The new Board will then fill the two remaining vacancies. 

Meeting Adjourned at 10:15 AM.

These Minutes submitted by Cindy Misiewicz, Recording Secretary and are subject to approval at the next Board Meeting 

The Springs at Santa Rita HOA Business Meeting
Unapproved Minutes – November 8, 2007

Attendance – The following Board Members were present, President Dick D’Angelo, Treasurer Paul Walter, Secretary Cindy Misiewicz, Committee Chairs Jim Rusk, and Carl Sparfeld.  There were 13 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 present; Reserve Study under New Business was added to the approved agenda.

Secretary’s Report – Secretary Cindy Misiewicz asked if there were any additions or corrections to the October 26 Unapproved Minutes.  There were none.

Motion – Paul Walter made a motion to approve the October 26 Minutes.  Carl Sparfeld seconded.  The motion passed.

Financial Report – Paul Walter gave the Financial Report; stating the HOA had $228,669.91 in total assets, approximately $52,000 in the operating fund, the remainder in the Reserve Fund.  Paul didn’t expect any big expenditures within the remaining two months of the year, so we should have money left over. 

Motion – Jim Rusk made a motion to accept the Financial Report, Carl Sparfeld seconded.  The motion passed.

President’s Report – Dick D’Angelo stated Lucinda Walter had finished the new handbook, which included a photo on the cover taken by Carl Sparfeld of the Springs Tower.  Dick stated he was working all week, and would attend the GVCCC Meeting scheduled for next week; but needed Dietter Kaminski to attend the Master Association Meeting on Wednesday.  Mr. Kaminski wanted to do a presentation at that meeting with regard to the noise from I-19, and the extension of the Frontage Road. 

Vice President’s Report -  Mary Yager gave the VP Report in Bernie’s absence; stating that she has three residents running for the Board next year; Richard Wolf, Kay Gray, and Amelea Anderson.  Bill and Kay Perry have returned and resumed the Social Calendar. 

ARC Report – Harold Moberly was absent, but sent an ARC Report, as follows; the ARC made its check to identify homes in The Springs that need painting or wood staining.  We found 40 some homes that require painting or staining.  We will be sending out letters shortly.  The ARC will use the letter that previously was used by the ARC for this specific purpose.  Larry Urbine is on the ARC Committee and was in the audience, he stated that during the Paint Check that the ARC Committee Members did in the community, he wished they had worn some sort of identification.  Evidently, a few of the residents were concerned by the committee’s presence, and were unduly worried.  Not all the residents attend the Board Meetings; so they don’t recognize the committee members.  There are lists of approved paint providers and paint formulas at the bulletin boards by the mailboxes. 

Streets Report – Jim Rusk stated not much was happening; TEP was contacted regarding shades for the street lights, but TEP no longer provides shades for the lights.

Grounds Report - Carl Sparfeld has started work on Park 8, also known as the Berm, and it is approximately half done.  So far, he has had three shipments of Sahuarita Gold Rock; totaling 245 tons.  The job is going well, Carl estimates cutting a couple of ton off the previous total.  Scotty is working on the area between Wolf Run and the Walking Path, primarily maintenance.  All is going well for the Grounds Committee. 

New Business – The Board received a letter from a resident wanting the no bikes on the Walking Path Policy changed; after a brief discussion, it was decided because of injury liability against the HOA, and this has to remain as it is.  The Grounds Maintenance Contract with Scott’s Yard Service is up in December.  It was decided Scott does a great job with the grounds maintenance, with a new Board taking over in January; it would be in the best interests of the community for Scotty to continue, as he has a great deal of experience with our grounds.  Paul stated that Scott was agreeable to accept $37,760/year for 2008; this takes his current salary, adds 5%, then includes the cost of his License and Bonding.  Carl likes Scott’s work; Scott gets 40 hours per week, which he can split up among his workers.  This is for maintenance and upkeep.  Scott can work privately for our residents in his spare time, and bid on HOA special projects.  This Board has approved the 2008 Maintenance Contract with Scott’s Yard Service for 2008.

Unfinished Business - Paul Walter gave the 2008 Budget Report, he stated we will have the same income as 2007, with 442 units and 2 units contributing to the annual dues.  The resale transfer fee will increase from $100 to $125; Interest earned for the HOA should be approximately 12k, with an estimated total income for 2008 of 206k.  Grounds needs to get the numbers for Burr Weed Control, whose contract is up the end of the year, and the Wolf Run Park is now added.  This should increase the weed control bill.  Grounds needs an additional $600 for grass seed; increase of $2,200 for rip rap, $550 behind Cristal and $1650 for yearly cleaning of the common grounds behind Calle Viva and Nardos.  Some of the trees are too tall for Scott’s crew, so additional hours will be needed for that as well as emergency damage.

Motion – Paul Walter made a motion to renew Scott’s Yard Service Contract in the amount of $37,760 for the year of 2008.  Jim Rusk seconded.  The motion passed. 

Streets Budget for 2008 has normal expenses, plus $5000 for the installation of an emergency gate at the south entrance, $200 for flag replacement/maintenance, and $1500 for paint for the south wall by the Frontage Road, with volunteers doing the labor.  Larry Urbine asked if any maintenance was planned for the metal barrier fence by the dumpsters.  It needs to be determined if this fence is the property of ADOT.  The 2008 planned seal coat for our streets is funded by the Reserve.  The office expenses are all normal; the Board approved the purchase of a new Fax Machine, as ours has intermittent problems, and is now running out of film, so instead of purchasing new film, we will replace the whole thing, it is not cost effective to repair it.  Paul has prepared the 2008 Financial Reports, which can be viewed on the HOA Website.  Invoicing will go out around Thanksgiving, one month before the HOA Fees are due.  Paul then gave the Reserve Fund Report.  The seal coating of our streets will cost $45,635 and will be done next June.  The Reserve Committee determined they could add three years to the life of the gate operator; and one year to the life of the office computer.  The approximate expenditures from the Reserve fund will be: $61,917 for 2008, $29,259 for 2009; $31,098 for 2010.  The 2009 HOA Dues will increase to $513 per year, then in 2013 the dues will raise to $615 per year.  95% of the money set aside is for streets.  In the year 2030 we will be spending approximately $1,938,059 to redo all of our streets.  We are attempting to be 75 to 100% funded.  Jim Rusk worked with engineers this year to adjust our maintenance to extend the life of our streets to 2030.  The HOA will be spending $45k in 2008 for seal coating; and if we didn’t have the Reserve Fund; the HOA would need to place a special assessment of approximately $100 per household to pay for this.  And it would take 67% of the membership to approve a special assessment.  The maintenance plan for our roads is to seal coat every four years, crack fill every four years (1 year before each seal coat); with a SAM (Membrane) applied every fifteen years, this should extend the life of our roads to 2030.  The roads and common grounds (parks) make the biggest hit on the Reserve Fund. 

Open Forum – Jim Rusk stated he is concerned with the relationship with the HOA Board and the ARC Committee.  If problems with the CC&R’s aren’t addressed and changed; two people could be dictating policy and approving all changes.  This would result in two Boards.  The ARC shouldn’t be writing its own policies.  Larry Urbine stated he was told the lawyer stated the ARC doesn’t need Board approval.  When our builder was alive, he determined changes/additions as ARC Chair, and the governing documents reflected this.  We need 2/3 of the total membership to change our CC&R’s to reflect the membership’s decision for change.  Paul Walter stated we have already had the lawyer work on re-writing our CC&R’s and Bylaws; but the membership needs to vote, we will need a good number of volunteers to knock on doors, help with mailings, and phone calls.  Only roughly 100 people actually attend the Annual Meeting; which is not even 25%.  Paul stated we are shooting for a special meeting in 2008 to present the revised CC&R’s and we can amend one statement with 67% of the vote.  We have already spent $3,500 for updating our legal documents.  The previous ARC Committee sought Board approval, but as recently pointed out, this is a curtsey, and we really need to change the documents to unify the Board of Directors.  Dick stated a letter was received regarding mountain view obstruction on Cristal.  In the past, the Dorn people have been very cooperative with requests for trimming.  Although Arizona State Law doesn’t protect/guarantee mountain views, our tree policy does, and our CC&R’s give us authority to ask residents to trim/prune trees once a year.  Next Board Meeting is December 13 at 9:00 AM in the Fiesta Room.

Meeting Adjourned at 10:45 AM.

Submitted by Cindy Misiewicz, Recording Secretary 

Minutes subject to approval at the next Board Meeting

The Springs at Santa Rita HOA Business Meeting
Unapproved Minutes – October 26, 2007

Attendance – The following Board Members were in attendance; President Dick D’Angelo, Treasurer Paul Walter, Secretary Cindy Misiewicz, Jim Rusk, Streets and Committee Chairs Carl Sparfeld and Harold Moberly.  There were 16 people in attendance including Board Members.

Call to Order - President Dick D’Angelo called the meeting to order at 1:05 PM.  There was a quorum present, and the proposed Agenda was received and accepted.

Secretary’s Report - Secretary Cindy Misiewicz asked if there were any corrections to the Unapproved September 24 Minutes; there were none. 

Motion - Harold Moberly made a motion to approve the September 24 Minutes; Carl Sparfeld seconded.  The motion passed.

Financial Report -  Paul Walter gave the Financial Report; stating the HOA has total assets of $234,615.94, the majority of which is in the Reserve Fund; with approximately $62,000 in the Operating Fund.  Paul is concerned with the early spending; the Budget was running at a deficit, at $46,695 for this year.  Paul wants the numbers in for next year’s budget from the committee chairs as soon as possible.  Paul stated a Reserve Meeting should be held sometime next week; tentatively set for next Tuesday; Carl Sparfeld needs to determine if any other parks need work, Jim Rusk needs to bring the numbers for the 2008 street recoating project.  Harold needs to bring Blue Fox Project’s numbers; Gene McGaughey also needs to attend. 

Motion – Jim Rusk made a motion to accept the Financial Report.  Carl Sparfeld seconded.  The motion passed.

President’s Report - President Dick D’Angelo read the following statement;  “To the residents of Blue Fox and La Fonda;

The Grounds Committee has prepared the berm area for re-graveling.  All plantings that required trimming and/or removal have been tended to.  Because of the need to use a bobcat to spread the gravel, some plants/rocks may have to be removed for access.

The delay in placing the gravel is due to one owner who has placed extensive plantings on the berm and is not willing to accept the compromise plan offered by the Board to allow some of the plantings to remain and to require removal of others.  Because this owner has very vocally and vehemently opposed the Association’s position with respect to refurbishment of the berm; the Board met in closed session on October 23, 2007, to discuss the best course of action.  By a unanimous vote, the Board has turned the matter over to our Attorney for resolution of this problem.

Therefore, there will be no further conversation or other communication between the Board and the owner on this subject except through our Attorney.  There will be no conversation/communication by any Board Member with any other resident of this community on this subject.  And, any conversation between Board Members on this topic will be held in closed session of the Board and needs to be held in confidence.”

Dick wanted to thank Dieter Kaminski, a new resident, who replaced the rigging and front entrance flag.  Dick then stated he was combining the Vice President’s Report at this time, in Bernie’s absence.  The GVCCC stated golfcarts would not be allowed on the Frontage Road; because ADOT doesn’t permit slow moving vehicles, as there is a 50 mph Speed Limit.  Dick wanted the membership to be aware of calls originating in Jamaica could potentially cost $2400, there is a scam reportedly in the area in which someone calls and states a family member is hurt or in trouble, wanting you to call back.  When you do this, you could be liable for a $2,400 fee, so know the area code you are calling.  Also, to get on the DO NOT CALL List for your home and cell, call 1-888-382-1222, there is a five year cycle before you need to call again.   There was a discussion if the charcoal donation and fee for the ad in the paper for the community garage sale should be eliminated.  Jean M. stated most people don’t mind contributing a little to participate; as not all of the residents do.  At this point, Mary Yager has received two applications for next year’s HOA Board, actually only 3-9 people need be on the Board of Directors.

ARC Report – Harold Moberly gave the ARC Report; stating there have been three requests since the last Board Meeting; two have been approved and one is in process.  ARC Committee Realignment:  Official Committee; Larry Urbine, Steve Hasegawa, Aubert Young, Marie Urbine, and Harold Moberly.  Advisory Members; Joe Barton; Deby Cox. Mary Yager, and Lance Johnson.

Larry Urbine will continue to fill in for Lance Johnson to process the ARC requests until Lance returns in December.  Four requests were made to realtors to replace for sale signs higher than our 36 inch height limit.  One reply was received.  A discussion followed, in which Lucinda stated she had sent out notices regarding our for sale requirement to 14 major realty firms.  The Board agreed a little leeway should be given to existing signs, but to adhere to our policy for any new signs.  Harold is to write down addresses to which these larger signs will be permitted.  Harold wants to revise the ARC Request Form by deleting the sentence regarding the exterior painting, and adding a requirement to notify the ARC when a project has been completed for a final inspection.  The light bulb replacement business is normal, and some of the winter birds have returned and have resumed their duties helping out.  Harold has assumed the responsibility of repairing the bulletin boards.  Only official HOA business should be posted on the bulletin boards.  It is the HOA secretary’s responsibility to place community information on the bulletin boards; the front gate resale board is for homes for sale, either by owner or by realtor. 

Streets – Jim Rusk reported a request from a resident for TEP to place a shield over one of the street lights, there is no shield available, although TEP stated they would try to build something.  Jim is placing a line item in the amount of $1,000 for the painting of the south wall in the 2008 budget.  Finally, Jim stated he had a conversation regarding the projected 2030 road resurfacing with a resident; the Reserve Fund should have enough money in it at that time to cover the cost of this without a special assessment.  Paul stated there are more reports of residents using the south entrance, which is only an emergency entrance/exit.  Jim stated there are many disadvantages to gating off the south entrance; Carl agreed there may be trouble with the garbage truck getting in.  Jim stated when the Frontage Road Project gets underway; this will be addressed.  Gary Jacques stated a sign posted would probably help. 

Grounds Report – Carl Sparfeld stated he had been working closely with Harold on a weed issue, the fountain has been cleaned of all the pine needles.  Scotty and his crew will be working on the walking path, and the rough area behind the walls on Wolf Run.  Carl received a request from a resident to weed/clean up the exercise area located on the walking path, and will be looking into that.  Carl stated  he received a “thank you” card from a resident, which he appreciated.  Moving on to proposed work on Park 8, Carl stated he estimates $13,905 will be needed; 375 Tons of ¾ “Sahuarita Gold Rock, the mining tax, Bobcat to spread, and extra labor.  Carl states he has enough money in his budget to pay for it, including money left over from other parks.  Carl wants to start Park 8 within two weeks.  The irrigation systems behind Nardos and Cristal needed work, and Carl stated he would be burying the pipes as well.

Motion- Paul Walter made a motion to allocate $14,000 to refurbish Park 8.  Jim Rusk seconded.  The motion passed.

Carl stated Park 8 abuts 24 properties; he will be refurbishing 23 of these areas.  Carl stated he needs a bobcat to move large amounts of the rock, so he is anticipating losing/moving a plant or two due to the 6 foot width of the bobcat.  Carl stated he may need more plants or rip rap for gutters, although there have been no reports of problems with running water.  Paul Walter stated all the other parks needed re-rocking because the original rock used by the builder was very small and washed away.

Unfinished Business – In the Handbook, on page 11, it states the Board gives approval for exterior alterations, Dick contacted the Attorney, the ARC gives approval according to the CC&R’s, so we should leave this out.  Dick stated we would need to rescind the policy in the handbook.

Motion – Paul Walter made a motion to rescind the paragraph on page 11 in the handbook, “Exterior Alterations – Approved, Feb. 2003; Owners are advised that any exterior change requires HOA Board approval, even if others have already made such changes.  The Board has begun to fine owners who make such changes without prior approval.  The Board has authority to order the removal of unapproved additions or alterations.”  Harold Moberly seconded.  The motion passed.

Lucinda asked when the revisions of the handbook would be completed; as time is running out for the printing.  Dick asked if the Board remembered what was discussed at the last meeting regarding flags.  The flag pole can be one foot taller than the residence; the flag may be displayed above the entrance or garage door.  Harold then asked about changes to the current tree policy; Paul and Lucinda Walter stated we can’t keep changing the handbook.  Jean McGaughey stated the attorney was contacted regarding the current tree policy, and Dick stated the current tree policy was already changed once May 10, 2007.  Dick stated Harold had the opportunity to voice his concerns at that time, and Dick suggested waiting until next year to address it again.  Paul Walter agreed, why change it again, and Carl stated not all issues can be addressed in a tree policy.  Carl wanted to know if residents were complaining about the current tree policy, which Harold stated no.  Dick said Harold could send out notices to his fellow board members with a response date with his concerns.  Moving on to the proposal from Jon Finch to pay for 444 copies of the handbook, envelopes, and postage in exchange for a back cover advertisement with a disclaimer.  Paul stated the Keeping Current paper was an example of not enough articles and mostly advertisements.  Two other residents stated that it wasn’t fair to other realtors, and it being the HOA’s obligation to provide the membership with these handbooks.

Motion – Paul Walter made a motion to decline Jon Finch’s offer.  Cindy M. seconded.  The motion passed.

New Business – Lucinda plans to send out invoices the last week in November, and wanted to know if any other information would be sent out at that time.  A lady in the audience stated every five years an age census should be done. 

Open Forum – Gerry Swiek wanted to say the entry to the Springs looked great; although the rec center’s landscape needed work.  She also wanted to know if the stumps in back of her home would be removed, and if new trees would be planted.  Carl stated there was no line item in the budget for tree replacement; Paul stated he could request money for that.  Another resident stated TEP gave two trees for free if you attended a four hour class.  A resident asked if a private audit had ever been done; and the answer was every year an audit’s done.  Dick stated the next meeting will be November 8, at 9:00 AM in the Fiesta Room.

Meeting Adjourned at 2:35 PM

Submitted by, Cindy Misiewicz, Recording Secretary

These Minutes are subject to approval at the next board meeting

The Springs at Santa Rita HOA Business Meeting
Unapproved Minutes – September 24, 2007

Attendance – The following Board Members were in attendance; President Dick D’Angelo, Treasurer Paul Walter, Secretary Cindy Misiewicz, Committee Chairs Harold Moberly and Carl Sparfeld.  There were 16 people in attendance including Board Members.

Call to Order – President Dick D’Angelo called the meeting to order at 1:00 PM.  There was a quorum present.  The proposed Agenda was approved.

Secretary’s Report – Secretary Cindy Misiewicz asked if there were any corrections to the August 9 Unapproved Minutes, there were none. 

Motion – Harold Moberly made a motion to approve the July 12 Minutes, Paul seconded.  The Motion passed.

Financial Report – Paul gave the Financial Report; stating the HOA had total assets of $243,623.56, with approximately $72,000 available in the operating fund.  Paul voiced a concern regarding early spending, and some of the other items in the budget have impacted the budget.  The rewriting of the CC&R’s and Bylaws has a cost of $3,500; Carl is to watch spending on Grounds, the HOA legal fees are high.  On a positive note, Harold was $500 under budget on light bulbs.  Paul stated that it’s time to start looking at the 2008 Budget. 

Paul will call a reserve meeting in October, Jim Rusk should be aware of the $40,000 to $60,000 needed to recoat our streets. 

Motion:  Jim made a motion to accept the Financial Report, Carl Sparfeld seconded.  The motion passed.

President’s Report - President Dick D’Angelo stated he attended a Master Assn. Meeting as well as a GVCCC Meeting since our last meeting; he wrote a letter to the GVCCC regarding  his concern of the fire hazard/eyesore starting at Mile Marker 37, going south on the East Frontage Road, after learning the GVCCC meets with Pima County officials monthly.  Hopefully, the County will clean up the weeds along this stretch of the Frontage Road; Dick will call Wednesday to check the status of his request.  Dick reported a Citizens Water Action Coalition Group Meeting on September 28, 2007,  the GVCCC is funding the creation of two  different programs, Green Valley Tomorrow and MedianGreen.  There will be a Household Hazardous Waste Collection on Saturday, November 10, 2007, 8 AM to Noon, at the Valley Presbyterian Church Parking Lot, 2800 S. Camino de Sol.  There will also be a Buffel Grass Meeting at the East Center on November 1 at 9:30 AM.  There will be a Jingle Bell Run/Walk benefiting the Arthritis Foundation on December 8 at Reid Park, with a Kick-Off Party at Fuddruckers October 4 at 5:30 PM.  Please check the Bulletin Boards for copies of these notices and information.  Dick is taking care of the VP’s duties, until Bernie’s return.  Lance Johnson, Co-Chair of ARC, will not return to Green Valley until late December or early January.  Mary Yager has agreed to help out with the nominations; she has a great deal of experience with the duties regarding this.  She will contact the membership to find people interested in running for the Board of Directors, any member in good standing can run for a Board position.  Dick stated that Bernie, Lance and Mary had worked on rewriting the CC&Rs and Bylaws, these documents have been completed by the attorney, Dick asked Mary if there was enough time to successfully complete these documents by the Annual Meeting in January, 2008, Mary said she doubted that it was possible to make that deadline.  Paul stated 2/3 of the membership would need to approve the CC&R’s and Bylaws.  It was decided to discuss this further in New Business.

ARC Report – Harold Moberly gave the ARC Report, stating 88 warning letters, answers to requests for information, and replies to complaints have been sent out so far this year.  Ninety-five percent concerned weeds or sidewalk overhangs.  All but three have been resolved and one of those is because we cannot locate the homeowner.  The two still in violation will receive Violation Letter #1 shortly.  One #2 Violation Letter was sent out the past month.  There are about a half-dozen out with time left to comply.  More are about to go out as the weeds are not done for this year yet.  Special thanks to Larry Urbine for spraying weeds along our streets.  It really helps our area’s appearance.  Harold reported working on some procedures for the HOA to use in granting homeowners the use of common areas within their wall or otherwise.  We will need some type of written agreement between the homeowners and the HOA for at least three different circumstances.  He is waiting for the lawyer’s rewrite of the CC&R’s before bringing ideas to the Board.  The ARC has already done one such granting of common area use for a homeowner.  Granting permission is very important, as we are all well aware of in a current problem we as a Board have been struggling with.  The ARC will be doing a walk around in October to identify houses in need of repainting or wood beams need re-staining.  Harold was expecting Lance to handle this, but he won’t be back in time, so Harold will recruit some local experts to help, repainting is expensive nowadays, so it is important we do a good job with this project.  Light bulb replacement should come in under budget this year.  Paul asked why the database he set up for ARC was not being used, as duplicate letters have been sent out, it seems a precedent was set up to be uniform for all residents, so everybody is treated equally.  Paul stated a number of residents are habitual offenders, but are being sent 1st time violation letters. 

Streets Report - Jim Rusk issued a thank you to Larry Urbine as well for keeping up on the weeds.  Jim also stated the new sign by the front gate was stolen within 10 days of installing it, a new sign was ordered at a cost of $70; and we should be receiving a new Neighborhood Watch sign soon.  TEP was notified of burned out street lights.  There have been reports of prolonged overnight parking by autos and trailers that were addressed by the issuance of letters, or tags from the ARC.  Joe Barton offered help with a posthole digger to replace the stolen signs; Jim stated the bolts were bent so thieves would have a harder time, as this is the second Neighborhood Watch sign stolen.

Grounds Report - Carl Sparfeld stated weeds by the walking path were a problem being addressed, Scotty has been busy trimming trees in the rock parks, and there are still some stumps to be removed.  He will be re-seeding the grass park in October or November, and the new lawn mower should only be used in the picnic park.  A resident has been notified of a violation by the Grounds Committee, this will hopefully be resolved soon.  There is a build-up of clippings by the dumpster, neighbors are adding to the problem.  The dumpsters are for use of the Grounds Committee and Grounds Workers; not for the residents.  These dumpsters are expensive, and Scotty has to make dump runs to Sahuarita on occasion, which also cuts into his work time, and costs the HOA money.  Scotty works until noon or 1:00 PM; he does work for the residents on his own time.  Paul asked if the red rock is necessary for Park 22; as the rest of the parks had the cheaper Sahuarita Gold, while the Apache Red is very expensive considering Henny stated there would be no more expenditure on Park 22. 

New Business – Harold stated there seems to be a variety of block wall color on Golden Lynks, to which Dick explained the builder had a custom color for the block walls, and due to sun fade, dirt and wear it would be impossible to match the block exactly, to which Carl stated there were slight variations in the stone he orders, and Harold stated the paint has the same issues. 

After some further discussion regarding the timely completion of the CC&R’s and Bylaws, it was decided it would be impossible to complete these documents before the January Annual Meeting.

Motion:  Paul made a motion to postpone the completion of the revision of the CC&R’s and Bylaws.  Harold seconded.  The Motion passed.

Paul brought up the issue of the fines for late due payments; which was discussed with the attorney and follows;

Current Policy-HOA Annual Dues Policy-Approved 2002, the statements for the annual HOA dues go out the last week in November; Due on the first of the year, if payment is not received by 1/10; $25 late fee will be levied, if payment is not received by 1/30 an additional late fee of $75 will be levied, and the Springs HOA will record a lien and begin the foreclosure process.

Modified Policy-HOA Annual Dues Policy- Statements for the annual HOA dues are sent out the last week of November; HOA dues are due on the first of the year (1/1), if payment is not received by 1/10 a 10% late fee will be levied.  If payment is not received by 2/1 an additional late fee of 10% will be levied;  If payment is not received by 3/1 an additional late fee of 10% will be levied and on 3/15 the Springs HOA will turn the delinquent account to the attorney.

A discussion followed, most of the HOA’s have a penalty, approximately 20-25 residents are late for the first round; 4-5 remain late for the second round of penalties; and maybe 2 actually get turned over to the attorney.  Paul forgives the first time offenders; maybe it’s a new resident who had their closing close to the first of the year; and don’t know they are late, or have simply forgot.  Some people have a hardship, one resident requested payments; but paid up front anyway.  The dues are not going up in 2008, but in 2009. 

Motion – Paul made a motion to accept the modified HOA Annual Dues Policy.  Cindy M. seconded.  The motion passed.

Dick then asked Harold to discuss the tree policy his committee had been working on; Harold stated this policy was friendly to the homeowners as well as the trees.  Dick had obtained the policies for the HOA along the Frontage Road to see the differences in those policies compared to our policy.  The new proposed Tree Policy doesn’t guarantee a mountain view, but does suggest remedies for correcting blocked views.  Dick stated the existing tree policy was board approved May 10, 2007.  Harold stated he would look at that one more closely, and incorporate both together, and resubmit in October or November.  One of the residents asked the Board to look at a problem he has with the growth of an Oak Tree, he doesn’t want the leaves to go into his heat pump on the roof.  Dick stated he would need to fill out an ARC Request Form for a plant/tree on private property; and if the problem tree was on common grounds, a Grounds Request Form.  The Board need a form filled out to initiate the process.  Also, it was brought to the membership’s attention; you can cut trees on your own property.  Dick also stated the Tree Policy that was Board approved in May was discussed with the attorney; and that’s why there were changes to the forms, and procedures. 

Unfinished Business - Dick brought up handbook changes, because we would be re-printing the handbook soon.  On January 8, 2007 a new policy was put in place:  Be it resolved 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.  New policy May 10, 2007, all correspondence issued on the Springs letter shall be signed by the author of the letter, along with their title.  If the correspondence is not signed, the contents are not considered Board approved.  Moving on to the subject of For Sale Signs, there is a new policy August 9, 2007, allowing For Sale Signs, including For Sale by Owner, either indoor or outdoor on the resident’s property only.  The sign cannot exceed 18 x 24 inches and the sign rider cannot exceed 6 x 24 inches.  The total height of the sign and post is not to exceed 36 inches.  Open House signs are allowed on the front of the property only.  Directional signs are allowed inside the entrance gate only during open house.  For Rent or For Lease signs are not allowed anywhere on the residential property.  No signs are permitted on the east side of the Frontage Road at or near the entry. 

Harold brought up the industry standard for Realtor signs typically are on a post 5 feet tall, not 3 feet tall, to which Cindy agreed.  Jim stated he didn’t want to see such high signs.  Joe Barton stated it would be best to go with the industry standard.  Dick stated he would write a letter to the realtors in the area explaining that our policy only permits total height of the sign and post to be 36 inches.

Motion – Jim Rusk made a motion for the total height permitted would be 36 inches including sign and post.  Cindy M. seconded.  The motion passed. 

New policy August 9, 2007;  The following flags are permitted as long as they are displayed in accordance with the federal flag codes:  American flag; the official flag (or replica) of the U.S. Army, Navy, Marine Corp, or Coast Guard; the POW/MIA flag; the Arizona State flag; or an Arizona Indian Nation’s flag.  Flag poles may be displayed above the garage door or in the entry way.  Any other location of a flagpole will be made in agreement with the ARC and cannot exceed the height of the residence by more that one foot. 

The new state law pertaining to flags allows the HOA Assn. to control the size and location of the flags/poles.  Dick stated the flagpole could only 15 feet high, which is one foot above the height of the house.  There is a flag displayed by a resident that is tattered.  Actually, our gatehouse flag is tattered and needs replacement but Jim was waiting until after the monsoons to replace it.  Katrina offered a new flag for the front gate.  When flying a flag at night it should be lit, and at half-mast with a president’s death.  Dick asked for volunteers from the membership for a flag person, someone to look after the flag in the front, make sure its lit at night, and that we are following the federal flag code.  No one volunteered as of yet. 

Lucinda brought up the Open House Signs Guidelines in the handbook on page 4, and wanted this deleted. 

Motion – Jim Rusk made a motion to delete the Open House Guidelines in the current handbook.  Paul seconded.  The motion passed.

The Parking Policy in the handbook on page 2, after some discussion, it was decided not to change this.  It would be too much trouble to enforce any changes. 

The Common Grounds Tree Policy /Trimming Policy/and Private Lot Tree Policy was already changed and approved by the Board May 10, 2007.

Exterior Alterations in the handbook on page 11, should it be changed from the Board to ARC?  Paul stated before the ARC brought approvals to the Board, and May Yager agreed.  It’s only recently this has changed.  Harold said why have an ARC, Jim stated look at our history, the ARC ok’d all the requests.  Paul stated the Board shouldn’t change this, as the Board has authority to overturn an ARC decision if needed.  Dick stated that we would have to look into this further, before making a decision. 

It was discussed among the Board Members questions regarding screen doors, exterior paint/stain formulas, which Lucinda will include an insert into the new handbook and the enforcement policy.  It was decided letters from the Board Members should be signed.  Dick stated a realtor was willing to pay for the printing of 500 new handbooks if his ad along with a disclaimer could be placed on the back of the handbook.  After some discussion, we should let the realtor do this, we should pay for an additional 100 for tenants and renters.

Jim Rusk had made a motion at a previous meeting to delay the refurbishing of Park 8 until 2009, which he now withdraws. 

Open Forum - Dieter Kaminski was concerned about the traffic noise that will increase with the extension of the Frontage Road to Canoa.  Dick stated Mr. Kaminski was welcome to attend the next SRS Master Assn. Meeting to discuss his concerns.  Mary reminded the membership to attend the Monday Night Potluck.  The speed limit here in The Springs is 25 mph; some of the residents are going much faster.  Joe Barton had volunteered at a previous meeting to paint our wall adjacent to the Frontage Road; Paul stated if the job cost 1k or less to go ahead with it.  Joe to bring estimates to the Board for approval.  The Park 8 issue was brought up; Dick stated any of the residents that wanted to remove personal property from the park could do so, if they needed more time, they just had to ask.  Dick stated he would be willing to have a meeting with Carl and Joe to discuss this issue.  The problem with such a density in plantings is the question of accessibility by the Grounds persons and equipment necessary in maintaining the Park. 

Meeting adjourned at 4:00 PM 

Submitted by, Cindy Misiewicz, Recording Secretary

These Minutes are subject to approval at the next Board Meeting.

The Springs at Santa Rita HOA Business Meeting
Unapproved Minutes – July 12, 2007

Attendance – The following Board Members were in attendance; President Dick D’Angelo, Treasurer Paul Walter, Secretary Cindy Misiewicz, Committee Chairs Harold Moberly and Carl Sparfeld.  There were 8 people in attendance in addition to Board Members.

Call to Order – President Dick D’Angelo called the meeting to order at 9:00 AM.  There was a quorum present.  The proposed Agenda was approved.

Secretary’s Report – Secretary Cindy Misiewicz asked if there were any corrections to the June 14 Unapproved Minutes, there were none, the Minutes were accepted and approved.

Financial Report - Paul Walter stated the HOA has total assets of $268,219.63; the cash flow is good although there were heavy hits the first part of the year, with two large bills still expected.  Harold inquired regarding interest earnings; Paul explained although the Compass Bank CD is earning interest each month, it doesn’t show each month.  Our checking and savings accounts at Wells Fargo also earn interest monthly.  Harold asked for detail on reserve spending; which Paul stated he would be able to supply a breakdown on what’s in the reserve and what has been spent.  Paul will provide a computer summary regarding the Reserve Account.  Carl Sparfeld stated there will be three more parks to be done funded from the Reserve Account.

President’s Report – Dick stated Henny Armenta, the Grounds Co-Chair had resigned.  Phil Gray gave a report at the last Potluck stating Pima County has narrowed the Frontage Road Project to three alternatives No. 1,3,5 which were explained at the July 14 Meeting.  Briefly, No. 1 has the existing off-ramp staying as it is; while the Frontage Road is moved close to the Post Office.  There would be a traffic light at the end of the Frontage Road at the end of the off-ramp. No. 3 The northbound lane of the Frontage Road will merge with I-19 off-ramp and merge to a junction at Continental and the I-19 northbound ramp.  Southbound Frontage Road will be to the west of the new Frontage Road/I-19 exit ramp and will curve to the left under the new northbound roads and proceed south as it does now.  No. 5 has the off-ramp going north of Continental utilizing a roundabout, with the Frontage Road moving closer to the Post Office.   The Governor has signed five bills that affect HOAs.  These bills will go into law September 19, 2007, including:  S.B. 1062:  Homeowners’ Association: For Sale Signs.  SB 1062 denies an association the authority to prohibit the indoor or outdoor display of a for sale sign and a sign rider.  Although the bill states the for sale signs must conform with industry standards in relation to size restrictions, specifying that the sign cannot exceed 18 by 24 inches and the sign rider cannot exceed six by 24 inches.  There was some discussion regarding an ARC situation regarding a pool request; which Harold agreed to send out a formal letter as the Board had requested.  Dick stated we, as a Board, cannot approve common ground encroachments.

Vice President’s Report – Dick reported the Potlucks are going on strong, with more than 60 people attending the last one.

Streets Report – There is now a notice at the entryway for visitors, this is private property, not public parking for the Anza Trail, with a will be towed warning. Paul stated the Sheriff’s Auxiliary handles the Neighborhood Watch Program; we have two more signs.  Harold added that he had left a notice on a vehicle parking on the street at Comino Del Cefiro; Dick stated the tenant who owns that vehicle didn’t want to stain the driveway, as the vehicle has a slight oil leak.  It was thought we should send a note asking that the car be moved to the driveway, instead of threatening to tow it.  Harold also reported a burned-out street light to Tucson Electric on Comino Comica.

ARC Report – Harold stated he had two ARC Requests were received and approved.  A promise from the homeowner on Comino Comica to repaint the incorrect exterior house color.  A letter was sent out regarding an illegal flagpole on Via De La Fonda.  After a discussion, Dick stated we would look at the present flagpole policy, and could change it for the new Handbook, as there is new legislature regarding the display of flags.  Although Dick stated we must make sure we don’t cover the addresses; this is for emergencies.  The people with pool/hot tub issues have been sent letters with the lawyer’s suggestions for solving their problems with Pima County. A new paint formula was added to the approved paint list, for use on previously (latex) painted wood beams and poles, available at our local True Value.  Paul reminded Harold to please number the ARC Request Forms.  Harold stated the light bulb replacement business is picking up with the hot weather and the monsoon on the way.  

Grounds Report – Carl stated he wanted a smooth transition period; he wants to get Scott a hand sprayer for weed control, we have two pre-emergent sprayings per year.  Scott is looking into a different grass seed and portable sprinklers for the picnic park; he is having problems with the grass growing there.  Grounds needs two new tires for the Quad, cost estimate of $80 at Fletchers.  Scott now has a sign in/out sheet, as this is a 40 hour position, for maintenance of our common grounds; this comes out of our operating costs.  Refurbishing the parks comes out of the Reserve Fund.  Scott will re-rock 6B next.  Carl had one request for common ground tree removal which has been approved.  Scott has been working on the irrigation and clearing brush out from behind Paseo De Los Nardos; it is a fire hazard.  The dumpsters have been overloaded recently, so Scott has been taking trips to the dump, as well as working in the walking trail.  The drainage ditch is to be cleaned; to allow water to flow freely.  Other projects include rip-rock for erosion control behind Cristal.  Dick asked Harold to send out a reminder for the removal of a Century Plant; Scott’s bill for that was $50.  Larry Urbine stated he saw high weeds at a residence on Via Del Placio, and asked if the owner had been notified; Harold said he would look into it.  Also, Scott signed a new contract with the HOA; he has provided his insurance statement, and it will expire January 1, 2008.

Unfinished Business – The Audit has been finished; Paul wanted to address Bert Young’s comments.  Bert had a valid point regarding landscaping bids and weed control.  Also Bert stated having a secondary signor on the checks is common business practice; Paul asked if any board member felt there should be a secondary signor for checks over $5000, no one agreed.  Also a point was brought up regarding both Paul and Lucinda’s absence, and the effect this had on the finances; which we were in contact with them and all the bills were paid, the resales were addressed, and we in fact had no problems whatsoever.  So, in closing, Paul stated Lucinda was hired as Office Manager in 1999.  Dick stated there wasn’t a conflict with the positions of Treasurer/Office Manager.  The main problem with this year’s audit was bad timing, it was suggested next year’s audit could be started earlier.  Dick stated our CC&R’s state the audit must be completed within 180 days after the new year.  Our Bylaws state 90 days, but State Legislature states 180 days, so that’s what we would go with.  There is no requirement for an external audit. 

New Business - Because Bernie and Lance will be returning close to the date of our September Meeting, it was advisable to change the date of the meeting to allow them more time to settle in.  The new date for the September Meeting is Monday, September 24^th, 1:00PM to 4:00PM.

The pool issue had been addressed earlier in the meeting.  This leaves the Board/Common Grounds letter.  The Board had a closed meeting last week. 

Motion:  Paul made a motion to review the Board/Common Grounds letter.  Carl seconded the motion.

Motion Restated:  Paul made a motion to approve the letter, Carl seconded the motion.  Then Carl said it might be better to get the other Board Members opinion.  Another vote was taken, two in favor of sending the letter, two against, Dick had the deciding vote, which he was for finally putting this issue to rest; he said he would contact the absent Board Members via email for their opinions regarding the letter.  

New Motion -  Dick would contact the three absent Board Members; although there is a quorum in attendance, we can vote on this motion, we already have a majority vote right here, if we still have the majority of the Board Members agreeing with this motion, we will uphold the decision.  Paul made the motion; Carl seconded the motion.  The motion passed.

There are two types of encroachment.  We are addressing the Class 2; Individuals have gone and improved common grounds without permission.  La Fonda/Blue Fox is being reviewed now because of the impending refurbishing of Park 8, and after this all parks will have to be reviewed as well.  The general letter sent to all residents abutting Park 8 was discussed.  Paul stated the letter reinforces what was approved by the attorney.  Dick asked if any board member would not want to sign this letter, as all board members should, Harold stated he did not want to sign the letter, but rather wait until the September Meeting.  Dick stated the board had already agreed to send the letter.  More discussion with regard to absent Board Members.  Paul stated we had a quorum, and although the vote was not unanimous, the majority favored sending the letter.

Harold had one comment regarding the Bylaws 4.06 with reference to closed meetings pending contemplating rules of enforcement; Dick stated this is for reference only.  Does not change or amend the present Bylaw documents. 

Open Forum – Herman asked if everyone on the Berm would be receiving a letter.  Dick replied they would.  Herman also asked if permission had been obtained for access to Park 8; Carl stated he had permission, but would check anyway.  There was more discussion with regard to the two different types of encroachment; one being caused by the walls built by the builder; the other being by individuals who had made changes to the common grounds, which the Board was addressing the second type of encroachments.  A discussion followed with regard to the removal of the raised Berm, leveling it, to account for rain run-off.  Dick stated he didn’t think the use of the common grounds could be changed like that; but Carl could check into cost comparisons with regard to removing the dirt in comparison to the refurbishing of Park 8.

Meeting Adjourned at 11:10AM

Cindy Misiewicz, Recording Secretary

These Minutes are subject to approval at the next Board Meeting.