The Springs at Santa Rita HOA
Board of Directors’ Meeting
October 3, 2008    4:00 pm   

Board Members Present:  Kaye Gray, Joe Barton, Bernie Serek, Lance Johnson (via telephone), Joe Misinski, Carol Schmetz, Larry Urbine

Board Member(s) Absent: Connie Fish, Richard Wolf

Homeowners Present:  Four

Call to Order: 

• President Gray called the meeting to order at 4:00 pm.

• The President asked Mike Kearns to call roll and take notes in the absence of the secretary.

• The roll of members was taken and a quorum was present. 

• Today’s Agenda was accepted.

MSVA*:   Motion was made and seconded to accept the Minutes of September 5 and September 23 HOA Board meetings as presented. 

Treasurer’s Report: 

• Total Assets we have on hand come to $266,168.46.  Of that, $174,911.28 currently resides in CDs--one of which matures the middle of November.

• Our Reserve Fund balance as of 9/30/2008 is $190,341.98. 

• Year to date Expenses are $135,331.98. 

• Two owners remain delinquent in 2008 dues..

• The Financial Report was accepted for filing.

Vice President’s Report: 

• There are four openings for nominations for the 2009 Board Elections. One person has committed to running.

• The cost of printing and stapling By-laws and CC&Rs is approximately $1,000 from Busy Bee.  Joe Barton will get quotes from Tucson printers.

• Waste Management and trash removal:  Bernie reported Green Valley Trash Service were still firm on their quote of $14 a month with no surcharges added.  This service would include tow trash pickups on Monday and Thursday mornings, with recycle picked up on Mondays.

MSVA*. Motion authorizing Bernie Serek to send letter to Waste Management to discuss the HOA’s displeasure of service and damage to property requesting release from the contract.

ARC Report:

• 82 letters regarding weeds and overhanging plants were sent to homeowners and all but 4 owners have complied.  That translates to less than 1% of homeowners who are out of compliance.

• Properties not in compliance will be cleaned-up and the owners billed for the work.

MSVA*:  Motion was made and seconded to note the change in Arizona statute that permit” For Sale” real estate signs, does not include “For Rent’ or For Lease”. Owners displaying ”For Rent” signs will be notified to remove the signs..

Grounds Committee Report:

• Information is being gathered for a filtering system for the fountain at the front gate.

Streets & Buildings Committee Report:

• New estimates are being prepared for several street repair where small areas by the curb have sunk. 

• Stucco repairs for a wall of the gatehouse are still pending.

• If three improper code entries are made the gate system will shut down for three minutes.

Unfinished Business:

• The matter of the damages made by a moving van to the equipment road, sidewalk and wall is being followed up on..  

• The CC&Rs & By-Laws changes as approved by the HOA attorney were discussed.  The new drafts of the by-laws and CC&R’s will be submitted to the membership for an approval vote at the Annual Meeting on January 6, 2009.  Bernie is working with Lucinda and a volunteer committee on means of distribution.

 New Business:

• Reports from the Reserve Fund Committee and the Financial Oversight Committee will be made at November 7,2008 meeting..

Membership Open Forum:

• A Homeowner asked about the status of the two delinquent owners. Fees have not been paid.

• Homeowner suggested the Board pursue further legal regarding voiding the Waste Management contract.

Adjournment:  The meeting adjourned at 4:45 pm.

Mike Kearns, Secretary Pro Tem**

The next scheduled meeting will be on November 7, 2008, at 4:00 am in the Fiesta Room.

*MSVA--Motion made, seconded, voted, and approved.

**Notes transcribed by Kaye Gray

The Springs at Santa Rita HOA
Board of Directors’ Meeting
November 7, 2008 4:00 pm   

Board Members Present:  Kaye Gray, Joe Barton, Bernie Serek, Lance Johnson, Joe Misinski, Larry Urbine,  Richard Wolf
Board Member(s) Absent: Connie Fish, Carol Schmetz
Homeowners Present:  Four

Call to Order: 

Ø  President Gray called the meeting to order at 4:00 pm.

Ø  The President asked Mike Kearns to call roll and take notes in the absence of the secretary.

Ø  The roll of members was taken and a quorum was present. 

Ø  Today’s Agenda was accepted.

MSVA*:   Motion was made and seconded to accept the minutes of October 3, 2008 HOA Board meeting as presented. 

President’s Report:

•  Following the recent resignation of HOA Office Manager, Lucinda Walter our personnel committee has contracted with Independent Contractor Jean McGaughey to fill the position.

• Our By-laws and CC&Rs revision team, Bernie Serek and Lance Johnson are working with a number of volunteers preparing for distribution.  Approval of two-thirds of homeowners is needed.

Treasurer’s Report: 

• Total Assets on hand as of October 31, 2008 - $259,077.33.  Of that, $174,911.28 currently resides in CDs--one of which matures the middle of November.

• Our Reserve Fund balance as o f10/10/2008 is $191,959.41. 

• Year to date Expenses are $142,483.84. 

• The Financial Report was accepted for filing.

MSVA*. Motion to approve the Treasurer to rollover maturing CD at Wachovia Bank for one year

Financial Oversight Committee Report:

Ø  Chair Milo Weingart reported the following recommendations:

• All accounts should be held in FDIC insured banks.

• All accounts in one bank should not exceed &250,000 – less anticipated interest.

• The operating funds and reserve funds should be held in separate accounts.

• Terms for new or renewed savings deposits to be reviewed by committee for terms.

• Accounts should be reconciled by treasurer and checked by a committee member monthly.

• Any annual operating surplus is transferred to reserves.

• Any asset purchased in excess of $1,000 and having a useful life over one year should be depreciated.

• Annual insurance review by board or committee to assure proper coverage.

• Treasurer should prepare a manual, detailing handling of transactions.

Vice President’s Report: 

• Bernie announced with regret the resignation of Social Chair, Bill Perry effective after the January potluck.

• All insurance contracts have been renewed with no increase in premiums.

MSVA*. Motion to allow write in candidates with a minimum of 80 votes for election for 2009.

MSVA*: Motion to accept the new revision of the By-laws and CC&R’s and distribute copies to HOA owners for approval.

ARC Report:

• Four requests were filled, Four were approved

• Ten Weed letters resolved

• Seven violation letters sent, six resolved.

Grounds Committee Report:

• Year-to-date twenty-one requests for grounds service received by committee.

• Estimated YTD expenses are below budget.

• The committee currently working on 1) improving and maintaining the irrigation system and 2) completing a master landscaping plan for the common areas.

• Volunteers are needed for rodent control and irrigation issues.

Streets & Buildings Committee Report:

• Streets: Seven repairs will be done next week.

• The firm Pattison Evanoff Engineering, LLC of Tucson will do a geotechnical analysis of the HOA streets to provide better data for reserve funding.

• Emergency service by TEP on a transformer that was leaking oil.  The transformer will be replaced.

• Maintenance Roadway gate: has been padlocked.  Emergency services have been provided the access code.

• Main entrance: Note the gate mechanism will automatically will lock for three minutes when three incorrect code entry attempts have been made.

• Several stucco repairs will be made to the gatehouse building.

 New Business:

Reserve Fund Committee Report:  Gene McGaughey reported the Reserve Committee adjusted the Reserve Study based on the following:

• Reserve line items will be limited to expenses estimated to have a cost of $500 or more.

• All Granite Parks have a life of 17 years after they have been initially replenished.

• Restart the “Inflation Factor” at zero the year a “Reserve Component” is replaced “Cost Base” with actual cost(s).

The Reserve Committee recommended no dues increase for the purpose of funding in the 2009 Reserve Fund contribution making up the difference using the accumulated Operating Budget carry-over (operating reserve) to fund 2009.

MSVA*.  Motion to approve Reserve Committee recommendations for 2009 Reverse Funding.

MSVA*.  Motion to approve 2009 Budget as presented, but added the transfer from carry-over reserve operating to meet the total r04 the 2009 Reserve Fund commitment. 

MSVA*.  Motion to withdraw membership from GVCCC as of 12/31/08. (This budget item will be used to meet the expected $5.00 per member Masters Association dues 2009 assessment.)

MSVA*.  Motion setting 2009 dues at $428 with no increase for 2009.

Membership Open Forum:  No comments were made.
Adjournment:  The meeting adjourned at 6:00 pm.
Mike Kearns, Secretary Pro Tem**

The next scheduled meeting will be on December 5, 2008, at 4:00 am in the Fiesta Room.

*MSVA--Motion made, seconded, voted, and approved.
**Notes transcribed by Kaye Gray

Springs HOA Board Meeting 12/5/08 Page 1 of 3
The Springs at Santa Rita HOA
Board of Directors’ Meeting
December 5, 2008 4:00 p.m.

Board Members Present: Kaye Gray, Bernie Serek, Joe Barton, Connie Fish, Lance Johnson, Carol Schmelz
Board Members Absent: Joe Misinski, Larry Urbine
Homeowners Present: 13

Call to Order:

·         President Gray called the meeting to order at 4:00 p.m.

·         The roll of members was taken and a quorum was present.

Today’s Agenda was accepted.

President’s Report:

·         A letter of resignation was received from Richard Wolf.

·         A Newsletter will be published in early January.

·         A list of volunteers willing to serve on committees will be gathered.

·         The Master’s Association voted to assess a $5.00 per roof fee for 2009. The Association continues to seek a way to dissolve the Association.

·         A letter of resignation has been sent to GVCCC.

·         A letter was sent to Budget Movers regarding the road & maintenance building damages caused by their truck.

·         An inquiry was sent to our attorney regarding policies being considered for homes being rented or leased.

Minutes: The Minutes of the November 7, 2008 HOA Board Meeting were approved.

Financial Report:

·         Checking/Savings Balance 11/30/07 $200,965.04

·         Total Income $201,711.02

·         Expenses $151,810.67

·         Checking/Savings Balance 11/30/08 $250,865.39

·         Reserve Fund Balance 12/31/07 $163,206.92

·         Reserve Fund Balance 11/30/08 $192,551.88

·         Operating Fund Balance 12/31/07 $ 37,758.12

·         Operating Fund Balance 11/30/08 $ 58,313.51

·         The interest on the rolled-over CD at Wachovia is 3%. Plans are to ladder CD after the 2009 dues are collected.

·         Dues owed for 2008 have been collected for one repossessed property. Another is still outstanding.

·         The Financial Oversight Committee has given recommendations on: Checking & Savings

·         Accounts; Operating Surpluses; Depreciating Assets; Insurance; Accounting Procedures.

·         An Addition Change to the Committee recommends expanding the Committee to include an additional person or person with financial background.

MSVA*: Bernie Serek moved to approve the recommendations made by the Finance Oversight
Committee as well as the addition change. Carol Schmelz seconded the motion.
(A copy of the recommendations is attached to the Secretary’s copy of the Minutes.)

Vice President’s Report:

·         The Election Committee is very happy that we have four candidates running for four vacant positions.

·         Volunteers are needed in order to form a committee to count ballots, etc. at the Annual Meeting.

·         The revised CC&Rs will be voted upon at the Annual Meeting.

·         Waste Management Company has not responded to our requests to discuss our contract with them.

·         We are looking at other companies to handle our trash needs, but realize we must be careful that the right decision(s) are made.

·         Bill Perry has tendered his resignation as Social Committee Chair after January.

·         Consideration is being given to breaking up The Social Committee into three areas--pot luck dinners, picnics, and happy hours. That way one individual doesn’t have to be responsible for all those functions.

ARC Report:

·         Five requests were received and approved.

·         Thirteen weed/overhang letters were sent and the issues have been resolved.

·         One overhang issue is pending.

Grounds Committee Report:

·         Twenty-two grounds service requests have been received year-to-date. All have been addressed, but follow-up is continuing on one of the requests which involves potential tree removal.

·         Recent work includes cleanup of the following areas:

     1.     The west boundary behind the even numbered side of Paseo De Los Nardos

     2.     The front entrance area

     3.     The grass Picnic Park (Park #13)

·         Ron Lantz of Lantz Weed Control will be treating the common areas with pre-emergent later this month and has offered to treat private properties for a reasonable cost. We are very satisfied with his work.

·         The requests received to remove trees in common areas will be sent back to Committee to evaluate.

·         At the Annual Meeting, The Committee will present landscaping plans for Parks 20 & 21.

Streets & Buildings Committee Report:

·         Last month, Tucson Asphalt repaired nine small areas that were identified as needing improvement to maintain the integrity of our street system.

·         Proposals were solicited from three geotechnical engineering firms to conduct a technical analysis of the condition of our streets for the purpose of establishing a firm basis for reserve funding accrual. The proposal fee from Pattison-Evanoff Engineering LLC is $2,200, and that is the company I am submitting for Board approval. With that approval, the on-site work will be performed on 12/9/08.

·         Two service requests have been made to TEP. One request is still outstanding. TEP

·         Customer Care revealed that a pending service order exists. The HOA spends $15-16,000 annually for electric service (with an 8% rate increase effective 1/1/09.) Each month we receive more than a dozen separate statements. We have asked TEP to meet with HOA representatives to decipher the billing and possibly consolidate the process.

·         In 2009 the Bell Tower and Entrance Structure will be partially refurbished. We anticipate contracting the stucco repair and using volunteers to do the painting. This will be a reserve fund expense.

·         In 2008:

1.      The street resurfacing was completed at a cost nearly $10,000 less than earlier estimated.

2.       Maintenance road access, which was not authorized for general use, has been secured with a locked gate & bollards that allow pedestrian traffic only. The cost was $4,000 less than estimated.

3.       Necessary street repairs were completed at a cost of $3,411.

4.       Cost of replacement of entrance gate components removed from reserve fund accrual at an anticipated cost of $5,000 every 12-years. Those items are included in our extended warranty with Signal Gates, Inc.

MSVA*: Bernie Serek moved to contract with Pattison-Evanoff Engineering LLC to perform a

technical analysis of the condition of our streets. Lance Johnson seconded the motion.

Membership Open Forum:

• A Homeowner stated that people continue to leave trash at the dumpster.

Adjournment: The meeting adjourned at 5:20 p.m.

Connie Fish, Secretary

ANNUAL MEETING: Tuesday, January 6, 2009 at 9:00 a.m. in the Anza Room, SRS.

The next regularly scheduled meeting will be on January 13, 2009 at 1:00 p.m. in the Kino Room.

--2009 Monthly Board Meetings are scheduled for the First Tuesday at 1:00 p.m. in the Kino Room,

*MSVA--Motion made, seconded, voted, and approved.