Dorado Country Club Estates Association III Board Meeting Minutes Monday, September 28, 2015 at 2:00 p.m. Eastside City Hall

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1 Dorado Country Club Estates Association III Board Meeting Minutes at 2:00 p.m. Eastside City Hall Present: Board Staff X Kathy Bayer, President X Donna Rainville, Meeting Minutes X William Bauer, Vice President X Donna Wood, Managing Associate X Anne Stericker, Secretary X Angie Edwards, Pinehurst Properties na Wayne Reuter, Member at Large X Mary Ann Winn, Member at Large Residents/Guests: na Elsie Hill, Member at Large X Sondra Bauer, Lot 1 Quorum was established and the meeting was called to order at 2:00 p.m. It was noted that Dale Lausch, Treasurer of the Association died recently and will be greatly missed. I. Minutes Approval A motion was made and seconded (Stericker/Bauer) to approve the June 1, 2015 Meeting Minutes with the following changes: Page Two, Section IV, Landscaping first bullet: Add the contract after has been awarded Page Two, Section IV, Common Area first bullet: Revise first sentence to The palm tree including the stump has been removed. Page Two, section V, Pool Area first bullet: Add have been installed after smoking signs Page Three, Section VI, Landscaping first bullet: Replace has with have. Page Three, Section VI, Rules and Regulations fourth bullet: Remove capital A in all homeowners. Page Four, Section X: Change Anne s phone number to Motion passed. II. Master Delegate Report Bill Bauer s report from the September Master Association meeting is as follows: Financial The Master Association currently has about $53,000 including three CDs. The Treasurer would like to increase 2016 dues $15 per household. The last dues increase was in Hotel There is no news on the new hotel since HSLProperties is preoccupied with the new purchase of the El Conquistador. The Embassy Suite Hotel is on the back burner for now. Landscaping Trees have been trimmed to 12 to permit fire truck access. The master association suggests palm trees be trimmed every year since they are much less expensive to trim annually.

2 Page 2 of 5 III. IV. Kathy noted the oleander border between the west side of Dorado Country Club Estates and the Radison Hotel needs to be cleaned up as well. Security Theft continues to be a major issue. Owners are encouraged to keep vehicles locked at all times. Roads The bid for the roadwork was $35,500. The master association agreed to paint the outer perimeter wall but if a crack currently goes through the wall, repairs must be completed by the secondary association by November 1, 2015 before the master association paints the wall. Financial Reports Angie reviewed the August Financials as follows: Operating Account = $8,324 General Reserves = $3,339 (Invested) Landscaping Reserves = $6,535 (Special Assessment) Total Assets = $18,397 $473 August Income and $775 Expenses for a Net Loss of $302 The plant removal credit was moved to a reserve expense account. A motion was made and seconded (Stericker/Winn) to approve the August Financial Report as presented. Motion passed unanimously. Committee Reports Pool Committee Bill heard noises heard when walking near the pool. Seeing the water level down past bottom step of the spa; he investigated to learn the water was actually turned off. It required an hour to fill and the fresh water contained nasty debris. Falcon Pools agreed to thoroughly clean the spa area. Donna Wood noted that water valve cages cost $350. Donna W. agreed to get a specific proposal for the next meeting. The autofill device was installed in the spa. The Board agreed Bernie should be reminded that valve needs to stay on with the autofill. Kathy agreed to post a sign under the bucket to leave the valve on. It was noted the clock at the pool was blown off the wall. Discussion ensued on whether to repair or remove the water fountain. Decisions were postponed until the 2016 budget was solidified. Seven Palms Landscaping was awarded the job to clear out the pool area landscape. Bill thought the pool certificate was only valid for one year. Donna W. agreed to check on the pool certificate with the pool service provider. The Board agreed the bathrooms don t need professional cleaning. Daily checks by Board members have helped improve the tidiness of the area and ensure supplies are adequate. It was noted that the pool is overdue for painting. Paint is peeling, algae is growing and the metal trim looks bad. It was last painted ten years ago and it was not a good job.

3 Page 3 of 5 Dunn Edwards provided photographs with the various colors (no extra charge for colors) for the pool area and ramada. Kathy reminded Board members that work needs to be done by licensed, insured contractors in order to protect the Association. The painting bids are all similar. Donna W. noted Express Painting and Abeyta Painting have high quality work at a reasonable price. Mexican tile was another option discussed to liven up the pool area without excessive cost. A motion was made and seconded (Stericker/Winn) to accept the Express Painting bid as presented with the DEC 5186 Secluded Canyon paint color. Motion passed. Donna W. noted that the funds from reserves could be used to paint the pool area without using operating funds. Roads Committee Sealing the streets is the next step. Bates Paving did the master roads. Table this for the next meeting. Bill agreed to solicit a written proposal. Donna W. agreed to send a map of the crack seal on the proposals that were solicited by Sunland Asphalt and Tucson Paving. The Association may have to establish a special assessment for deferred maintenance. Landscaping Proposals for five companies to perform regular landscaping maintenance were solicited: Groundskeeper ($1,219 per month) Seven Palms Landscaping ($1,150 per month) Cherry Landscaping ($1,525 per month) Modern Landscaping ($1,308 per month). Kathy suggested the Board stay with Groundskeeper where pre-emergent is included in the monthly service fee. A motion was made and seconded (Winn/Stericker) to keep Groundskeeper as the landscape maintenance service for another year. Motion passes. Mike Censky agreed to paint all the perimeter walls surrounding Dorado and to install twelve new signs by the wash area. It was suggested the olive tree near the pool be removed to eliminate the debris. The Association may need to look at more gravel or metal to shore up the gap at the bottom of the fence. A small palm tree in the pool area will stay. Common Area 21 Ad Hoc Committee Kathy noted that the Association needs to have the golf course and HSL on board with whatever the solution is. All solutions cost about $30,000. Mulch deemed inacceptable, rocks not likely. The dust solution must work for both homeowners and golfers. Final decision was deferred. The Ad Hoc Committee needs more volunteers. Kathy has been unsuccessful in contacting Mike Censky from HSL to get additional help regarding the maintenance of Area 21.

4 Page 4 of 5 Giant tree issues deferred at this time until there is an answer from the golf club since trees cost $1,200-1,500 per tree to remove. V. Management Report Long Range Planning Donna W. noted she extrapolated upon Dale s original expense tracking report to project future capital expenses and create a long term planning budget. Changes to adopt included: VI. VII. Add Perimeter Wall repair costs (get bids) Increase Irrigation Upgrades to $5,000 (over 5-6 years) Increase Tree Trimming & Maintenance to $5,000 each year Move Pool Decking to 2017 at $5,000 Add $500 for Pool Drain Cover every five years (2016 and 2021) Move Spa Sand Filter replacement to 2016 Increase Roads in 2016 to $8,500 Old Business Architectural & Landscape Guidelines The Board agreed to table the Architectural and Landscape Guidelines until New Business Draft 2016 Budget A draft budget was distributed for review and discussion. A $500 special assessment per property, creating $13,790 additional funds for 2016, was discussed and contrasted with increasing the dues. Donna W. reminded the Board that the 2016 Budget must be finalized this week. A motion was made and seconded (Winn /Stericker) to approve the Draft 2016 Budget as amended with a special assessment of $500 per property to be paid by June 30, Motion passes unanimously. The Board agreed to require half of the reserve contribution be paid by March 31, 2016 and full payment by June 30, Anne Stericker agreed to make the budget presentation at the Annual Meeting. Annual Meeting The current number of Board Members is seven and the Board is considering whether a smaller number would be sufficient. Elsie has not indicated whether she will continue, and the Treasurer s seat is vacant. Discussion on size of the Board ensued. Reducing the size to three to five members, rather than seven could facilitate board rotation and be seen as beneficial to eliminate burn-out of owners serving on the Board. Since current Board members all have one additional year of their two-year terms. the Board agreed not to hold elections this year and the Board would remain at five or six members.

5 Page 5 of 5 VIII. Future Meetings The Board meetings for 2015 are normally held at the Eastside City Hall on the Monday following the third Wednesday of each month with the exclusion of June, July and August. The next Board meeting is: Monday, October 26, 2015 at 2:00 p.m. Saturday, October 31, 2015 at 10:00 a.m. Annual Meeting at Eastside City Hall Monday, November 23, 2015 at 2:00 p.m. Thursday, December 17, 2015 at 2:00 p.m. IX. Adjournment There being no further items of business, the Board adjourned the meeting at 4:28 p.m. Motion passed. Term Expires Phone Cell Kathy Bayer, President kathybayer@cox.net William Bauer, Vice President xyzcorrespondencexyz@msn.com Anne Stericker, Secretary abstericker@dakotacom.net, Treasurer Wayne Reuter, Member at Large Mary Ann Winn, Member at Large Elsie Hill, Member at Large ehill5@cox.net Donna Wood, CMCA, AMS donna@pinehurstproperties.net