Dorado Country Club Estates Association III Board Meeting Minutes Monday, October 23rd, 2017 at 2:00 PM Present: Board: Staff Anne Stericker

Transcription

1 Board Meeting Minutes Monday, October 23 rd, 2017 at 2:00 PM Eastside City Hall, 7575 E. Speedway, Room A, Tucson, AZ Present: Board: Staff X Anne Stericker, President/ Secretary X Donna Wood, Managing Associate X Kathy Bayer, Treasurer X Trudy Rahn, Community Manager X Robyn Pittman, Member at Large X Laurie Velger, Meeting Minutes N/A Mary Ann Winn, Member at Large N/A Wayne Reuter, Member at Large X Elizabeth Chach Kelley, Member at Large I. Call to Order & Determination of Quorum (Anne Stericker) President Stericker called the meeting to order at 2:00 PM. There were four out of six Board Members in attendance, constituting a quorum. II. III. Minutes Approval A motion was made and seconded (Kelley/Pittman) to approve the September 25, 2017 minutes with the following changes: o Page 1, Section III. Master Delegate Report, Section A: Under the third bullet, Communications & Safety Committee, change the second sentence to read: He lives in block 5. rather than He lives on block 5. o Page 2, Section B. Master Association Meeting on September 20 th, 2017, under New Business, third arrow, sentence 3: Remove The home visits are conducted during a span of two to three hours; and and substitute The number of home visits depends on how many can be fit in in 2-3 hours. o Page 2, Section B. Master Association Meeting on September 20 th, 2017, under New Business, third arrow, sentence 4: Change can be to have been to read: The volunteers who accompany Fire Department personnel have been taught how to conduct o Page 4, Bullet 2, Pool Lights: This section should read: A whole row of the east pool lights were not operating because the breaker was off. No repairs needed. Coyote Bros. can locate any breakage in the electrical wires. o Page 4, Landscaping Committee, Bullet Two, Landscape: Change Tree stumps will be coming out next week. to Tree stumps will be coming out this winter. Motion carried. Master Delegate Report (Robyn Pittman) The Master Association s meeting was held on Wednesday, October 18 th, 2017 at the Radisson Suites. Treasurer s Report: As of September 30, 2017, the total in checking and savings is $87, A final draft of the proposed 2018 Budget Report was handed out, and will be voted on at the November meeting. Due to the hard work of the Master s Board and Committees, the proposed 2018 Budget is the same amount as their 2017 Budget.

2 Page 2 of 6 Communications & Safety Committee Report: Joel Summer, Dorado s TPD liaison, is planning on writing a monthly safety newsletter. It will be up to each subdivision to get the newsletter out to their members. Landscape Committee Report: The Rosehill Wash will be cleaned out by the Dorado Country Club Golf Course Maintenance Department. The city is cleaning up along Kolb Road. Roads Committee Report: The roads were swept on October 16 th. There were several comments about the poor quality of the sweeping. The Board will address this concern to the sweeping company. New Business: Since no Nominating Committee was formed for a slate of officers, the Master Association s Executive Committee will serve as the Nominating Committee Unfinished Business: The food and events for the 2017 Neighborhood Night Out was discussed. A fantastic flyer created by Susan Knowles was ed to the community. IV. Treasurer s Report (Kathy Bayer) As of September 30 th, 2017: Operating Account $ 10, Reserve Assets $ 9, Landscaping Reserve $ Reserve Assets Total $ 9, Total Assets $20, Current Liabilities $ 7, (Prepaid Income) Retained Earnings $ 5, Net Income $ 7, Total expenses for the month were under budget. Gas expenses continue to be way over budget. We are $1,524 over budget in Reserve-Pool Repair. Discussion ensued regarding the high cost of the pool and spa, and the idea of rebuilding and downsizing the spa, which will eventually reduce gas and water costs. Kathy suggested that at the 2018 Annual Meeting, we introduce a proposal with hard figures so that the membership knows what it will cost to rebuild and downsize the spa, plus rebuild the pool deck. Although the homeowners will have to be sold on this idea, it will add value to their properties. Trudy reported that she has found a company that will guarantee locating the leak in the spa for a price of $700. She will also get a quote in writing. A motion was made and seconded (Kelley/Pittman) to approve the Treasurer s Report. Motion carried. [Note: Donna and Trudy will check with accountant Carrie to find out where Pool Repair was placed in the Budget.] V. Committee Reports Pool/Spa Committee (Robyn Pittman)

3 Page 3 of 6 Repairs: A new spa cover needed to be ordered due to damage. Leaks: o The seal in the elbow of the water pipe in the concrete floor has a leak. Classic Pools gave a $ estimate for the repair, which includes removing and replacing the damaged PVC pipe, and removing and replacing the surrounding concrete area. Since people may be stepping on the exposed pipe, it might be a o good idea to raise it. Robyn will talk to Chris about this. The spa circulation pump is also leaking. Classic Pools estimated $ for the repair, which includes removing and replacing the seal plate and pump seal/gaskets. Robyn called three pool repair companies to compare prices and warranties for the pump. (Two of the three were closed during the weekend: Blue Knight Pool Service and Pioneer Pools, Inc.) Classic Pools warranty is 90 days. Leslie s Pool quoted their price at around $300 and their warranty was 60 days. Discussion ensued and the Board decided to go ahead with the repair to the spa circulation pump, and to get more information on the water pipe leak before proceeding with this repair. New Business: Robyn has been cleaning the bathrooms, furniture, and decking every week. Since there has been very little activity at the pool/spa since October 1 st, she has decided to clean every other week, except for the spa cover, which she will clean weekly. Trespassers in the pool area were spotted on three occasions. Various items have been left; pool furniture was moved; and the spa cover was torn. A member from a different association told Robyn that the same thing has occurred at their pool. Old Business: Due to a recent spate of thefts, Robyn researched prices to replace the soap, paper towels, and toilet paper dispensers with lockable ones. (No items have been taken without permission from the restrooms or from around the pool area in the last three weeks.) Prices: paper towel dispenser, $38; toilet tissue dispenser, $14; soap dispenser, $28. The cost for all three lockable units per bathroom will total $80, plus shipping charges. The soap dispenser is a foam dispenser, recommended by insurance companies to prevent liability issues. Robyn also discovered that an electric hand dryer would cost around $200-$600 and special permission would be needed to have it installed. Donna mentioned that the paper towels required for the lockable dispenser are available at Costco. A motion was made and seconded (Bayer/Kelley) to authorize Robyn to order the lockable foam soap dispenser; the lockable single toilet paper holder; and the lockable paper towel dispenser as priced for each restroom, plus paper towels and soap. Motion carried. Roads Committee (Wayne Reuter) Wayne was not present and no report was given. Landscaping Committee (Elizabeth Chach Kelley) Trees: The trees have been paid for but Chach has not received notice to pick them up. Clyde & Sons assessed the pine trees for trimming this winter. All eight trees need trimming, some more than others. They proposed $2,625 to trim seven pine trees. In some cases, they will be raising the crowns of the trees. If this is done,

4 Page 4 of 6 then trimming will not be needed for a few years. Chach will send their proposal to Trudy. She is also thinking of planting agaves in those common areas where golf carts can go. Discussion ensued and the Board decided to trim the worst three pine trees on the list: #4, #6, and the one at the parking lot, using the $1,425 remaining in the 2017 Budget from Line 7780-Reserve-Tree Trim/Palm Trees. Landscape Maintenance: Chach and Coyote Bros. have been working to establish a regular maintenance routine. They have requested a few more months into the winter to better understand the association s needs. Two different plans have been established: a summer plan and a winter plan. Summer Plan: Requires more work than winter (grass, bush trimming, weed spraying, trimming trees away from roofs, etc.). The monthly schedule will be divided into three weeks for regular cleaning and trimming, and one week to trim bigger plants like oleanders and olive trees. Winter Plan: Includes removal of plants, cutting back bushes, and any unforeseen work that may come up. Chach will ask two homeowners about trimming their oleanders. The lantanas are dying in common area 5. Also, the saguaro growing underneath the tree in CA 5 should be removed. The date palm came down by Wayne s house and that area is now bare. A tree should be planted there. Because of weeds, peat gravel should be put down in the back of homes near the golf course in The cost is $30 per ton for an area about 36 long and 6 wide and 1-1/2 thick. VI. Management Report (Trudy Rahn) New Owners: No new homeowners from September to October 20, Financials: Current Assets as of 9/30/17: Operating Acct: $10, Reserve Acct: $ 9, Landscaping Reserve _ $ Total: $20, Exceptions: Administrative: is under budget by $ insurance is a little lower than budgeted. Maintenance: Line $140 pool deck raised. Palm Tree trimming completed for $1, (Reserve Line 7780) Utilities: Both gas and water came in lower than budgeted for September, with gas running a little higher for the year than budgeted. We transferred $ to the Reserve account from Operating (which is part of the monthly budget). YTD we have transferred $3, to the Reserves. The goal in 2017 is to transfer $5,000 to the Reserve Account. Aging Summary: One owner is on payment plan w/pinehurst Properties. Total owed = $ One owner owes October Dues $395.00, Interest $2.92, Late Fees $39.50.

5 Page 5 of 6 Total owed = $ VII. Old Business Fire Department to Volunteer to Perform Home Inspections The Fire Department was not present at the Neighborhood Night Out on Thursday, October 19 th, as they require 30 days notice to have a truck at an event. Kathy advised that each HOA should work individually with the Fire Department regarding home inspections. Follow Up on Neighborhood Night Out Kathy informed the Board that there will be a wrap-up meeting to assess the event. The turnout was huge, with over 120 name tags given out. Issues to be considered for future events: food truck location; where to drop off the handicapped; performance schedule; and better vegan cuisine. Since this event was a huge success, the Master s Association is considering sponsoring more community events. VIII. New Business Annual Meeting on Saturday, October 28 th, at 10 AM The 2017 Annual Meeting will be held on Saturday, October 28 th from 10 AM-12 PM. o The idea of holding the Annual Meeting prior to a regular Board Meeting will be discussed during the next meeting in November. o Kathy will not be at the Annual Meeting and will provide a synopsis of 2017 s financial highlights. o Discussion ensued regarding the Board s 2017 accomplishments, including maintaining and keeping all infrastructures in good repair; not having to raise dues; switching pool and landscape companies; and the first pool party. o Refreshments for the meeting were discussed and President Stericker, Robyn, and Chach decided upon items and who would bring them. o The Board asked Donna and Trudy for a new directory, to be sorted by address. Trudy will send out the directory by and also bring hard copies to the Annual Meeting. Succession Planning Officers for the Coming Year o Officers will be chosen at the November Board Meeting. President Stericker will remain on the Board but will not serve as President. o No one apart from current Board Members are on the ballot this year. There have been no other formal applications. o Donna will forward President Stericker an article entitled, Why Serve on the Board? o More people are needed on the Landscape and Pool/Spa Committees. Landscape/ Architectural Review Committee Request A motion and made and seconded (Bayer/Pittman) to approve the installation of a wrought iron fence in the front yard of Lot 43, 6964 E. Via Dorado. Motion carried. [Notes: Trudy will now be handling management tasks for Dorado III. Donna will still conduct the monthly inspections with Trudy.] IX. Owner Feedback No homeowners were present.

6 Page 6 of 6 X. Next Meeting Board Meeting o The Annual Meeting is scheduled for Saturday, October 28 th, 2017 from 10:00 AM to 12:00 PM at the Eastside City Hall, Room A. o The next regular board meeting is scheduled for Monday, November 20 th, 2017 at 2:00 PM at the Eastside City Hall, Room A. XI. Adjournment There being no further items of business, President Stericker adjourned the meeting at 4:11 PM. Term Expires Phone Cell Kathy Bayer, Treasurer kathybayer@cox.net Elizabeth Chach Kelley buenaonda@aol.com Robyn Pittman, Member at Large robostarr@aol.com Wayne Reuter, Member at Large Anne Stericker, President/ Secretary abstericker@dakotacom.net Mary Ann Winn, Member at Large Donna Wood, CMCA, AMS, Mgmt donna@pinehurstproperties.net