Casa Paloma Ii Hoa, Inc. Board of Directors Meeting

CASA PALOMA II HOA, INC. BOARD OF DIRECTORS MEETING

February 9th, 2016 9:30am

LOCATION: Green Valley Recreation Social Center - Casa Paloma II

- AGENDA -

1. Call to Order

2. Establish Quorum

3. Roll Call

4. Approval of Agenda

5. Approval of Minutes from January 19th Board of Directors Meeting

6. Financial Reports

January 2016
CD Information & Rates
Tax Preparation

7. Committee Reports

Architectural - Chairpersons, Dave VanAbel and Burma Montoya
Exterior Color Addition to Approved Color Palette - Board action required
Courtesy - Chairperson, Joe Fields
Landscape - Chairpersons, Dave Thomas and Joe Whitefield
Scope of Work for Landscape Maintenance RFP - Provided to Management
Maintenance - Ron Packman
Drainage Scope of Work for Civil Engineer RFP
Drainage Project Profetas - Dave VanAbel - Board action required
E. Social - Chairperson - Penny Daniels
IT Committee (Website) - Dave VanAbel
Nominating Committee - Burma Montoya

8. Old Business

9. New Business

2016 Budget & Requested Adjustments - Dave Thomas

10. Member Comments

11. Adjournment

PALOMA D HOA, INC. BOARD OF DIRECTORS MEETING

January 19th, 2016 9:30am

LOCATION: Green Valley Recreation - Social Center in Casa Paloma II

- Draft Meeting Minutes -

Call to Order - Meeting called to order at 9:30am by President Burma Montoya.

Establish Quorum and Approval of Agenda Roll Call:

Burma Montoya - President - Present Joe Whitefield - Vice President - Present

Joe Virag - Secretaryrrreasurer - Present Dave Thomas - Director - Present

Dave VanAbel - Director - Present

Approval of Minutes

December 15th, 2015 Board of Directors Meeting - Meeting minutes were reviewed. A motion was made, seconded and carried to accept the minutes as submitted. (WhitefieldNirag)

January h, 2016 Special Board of Directors Meeting for Common Area Concrete Curbing Meeting minutes were reviewed. A motion was made, seconded and carried to accept the minutes as submitted. (Thomas/Whitefield)

Financial Report

December 2015 - Financial report was provided, reviewed and accepted. Management requested the Board authorize the transfer of 57,000 from the operating account to the reserves which will bring the reserve balance to the threshold amount established in the Reserve Study. Request unanimously approved. Management will obtain CD rates for review at the next meeting.

Committee Reports

Architectural - Chairpersons, Dave VanAbel - No report - Homeowner commented that the Association needs to paint light posts in common area.

Courtesy - Chairperson, Joe Fields noted that realty signs are being displayed at the edge of roadways. Management will research policy on signs. Joe commented that issues with dogs are getting better. Homeowners informed to call Joe with questions or comments.

Landscape - Chairpersons, Dave Thomas and Joe Whitefield - Dave Thomas commented that Landscapers are not following instructions. It was requested that common areas along La Canada be cleaned but work has not yet been done. He also asked that a large tree that had fallen over be cut up and removed and this has also not been done. Management noted that the large tree is an additional cost. Estimate provided to the Board for approval. Tree was not in an area that required emergency action. Dave Thomas Made a motion to obtain bids from 3 landscape companies for maintenance services with identical specs to be put out to all bidders. Burma Montoya seconded the motion, Motion carried. Landscape Committee to establish specs and scope of work to be provided to all bidders. Joe Whitefield commented on weed issues in the common area noting that the wash in common area along conquistadores is overgrown. Palm tree in common area near 490 Profetas is shedding. It was suggested that the maintenance schedule be included on the website.

Maintenance - Ron Packman

Curbing - Information provided regarding curbing repairs and installation needed. Suggested delaying curbing project. Discussion held. Action not taken.

Drainage Scope of Work for Civil Engineer RFP - Scope of work not provided.

E. Social - Chairperson, Penny Daniels reported on the social activities for the community. Penny noted that she will have a few cones that homeowners can use for the garage and patio sale. Signs will

placed by Penny and an ad will be placed in the Green Valley News. Dave Thomas commented that those participating in the patio sale should insure one side of the street in front of their homes is clear for emergency access. Invitations for new homeowner brunch will be hand delivered. Good time for board to meet new homeowners .

IT Committee (Website) - Dave VanAbel reported that volunteers will be needed in the future to maintain the website. Request made for directory on website. Management will send directory info request out with annual meeting notice and compile a directory.

Budget Committee

2016 Draft Budget - The draft budget was reviewed. Dave VanAbel moved that $5,000 be added for curb repair and Website be reduced from $1800 to $250. Dave Thomas seconded the motion. Motion passed unanimously. Dave VanAbel committed to maintaining the website for another year. Christmas lights will be paid for under miscellaneous expense. A motion was made, seconded and carried to approve the budget with the noted edits/additions. (Montoya/Whitefield)

Nominating Committee - It was noted that there will be two positions open for election at the March Annual Meeting. Volunteers are needed.

Old Business

Drainage Issues - No action taken.

New Business

Compliance Issues

Hearing Notices/Responses

271 Cactus Loop - Parking, Oil on Street, Walking Dog Off Leash, Failure to Clean up After Pet Management noted that the tenant responded to the Hearing Notice in writing on behalf of the owner noting that he will find an alternate location to walk his dog and will keep his dog on leash while on the common areas. He is currently working to clean the oil in the street and understands the parking regulations for the community. After much discussion, the Board of Directors agreed to accept his solutions for curing the violations noted on the property, however, should the same violations occur again within a 6 month period and automatic fine will be levied per the communities governing documents.

2. 386 Chancero - Golf Cart Parked in Front Yard - Issue resolved.

Member Comments - Homeowners inquired about acceptable paving material for driveways. Comment made the speeding in the community is an issue. Homeowners asked to submit complaint forms when witnessed . Management will contact Sheriff Auxiliary to see if they may be able to patrol the community for speeders as they have done for other communities in the area.

Adjournment - There being no further business, a motion was made, seconded and carried to adjourn the meeting. (WhitefieldNaAbel) Meeting adjourned at 11:25am.

12:49 PM

02/03/16

Cash Basis

Paloma II HOA

Balance Sheet

As of January 31,2016

ASSETS

Current Assets Checking/Savings

Operating

M of 0 Checking

Total Operating Reserve Fund

Compass - CD ...1256 4/14 ( next maturity date 3/13/16 - 8 mo CD )

M of 0 46 Month CD (46 Month CD 1.29% APY 1.30%)

M of 0 MM Reserve Total Reserve Fund

Total Checking/Savings

Accounts Receivable Accounts Receivable

Total Accounts Receivable Total Current Assets

TOTAL ASSETS

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Other Current Liabilities Income Taxes Payable

Total Other Current Liabilities Total Current Liabilities

Total Liabilities

Equity

3900 ·Retained Earnings Net Income

Total Equity

TOTAL LIABILITIES & EQUITY

Jan 31, 16

16,083.51

16,982.58

57,000.00

256,958.18

330,940.76

347,024.27

(66.86)

346,957.41

45.00

290,627 .90

56,284.51

346,912.41

346,957.41

Page 1

12:50 PM

02/03/16

Cash Basis

Paloma II HOA

Profit & Loss

January 2016

Ordinary Income/Expense Income

1002 ·Community Enhancement Fee 1004 ·Interest Income

Jan 16

200.00

49.10

Total Income 249.10

Gross Profit 249.10

Expense

3001 ·GROUNDS MAINTENANCE

4001 ·ADMINISTRATIVE

4005 ·Postage

4009 ·Miscellaneous

6002 ·Social

Total 4001 ·ADMINISTRATIVE 5001 · PROFESSIONAL FEES

5005 ·Mgmt I Admin Services

Total 5001 ·PROFESSIONAL FEES 8001 ·UTILITIES

8003 ·Water

1,568.00

140.91

135.00

17.41

293 .32

1,000.00

279.39

Total 8001 ·UTILITIES 279.39

Total Expense Net Ordinary Income

Net Income

3,140.71

(2,891.61)

Page 1

2:25 PM Paloma II HOA

02/03/16 Profit & Loss Budget vs. Actual

Cash Basis March 2015 through January 2016

Ordinary Income/Expense Income

1001 ·Homeowner Assessments

Mar '15 ... Budget $ Over ...

2014 Assessment 7.00

1001 ·Homeowner Assessments - Other 95495 .90 96516.00 (1,020.10)

Total 1001 ·Homeowner Assessments 95502.90 96516.00 (1,013.10)

1002 ·Community Enhancement Fee 2,700.00 1,800.00 900.00

1003 ·Late Fees

2014 Late Fee 25.20

1003 · Late Fees - Other 524.90 400.00 124.90

Total 1003 ·Late Fees 550.10 400.00 150.10

1004 ·Interest Income Operating

BMO - Advantage Ckg 25.31

BMO - Ckg - Operating Interest 0.10

Total Operating 25.41

Reserve

BMO - MM Reserve Interest 104.06

Total Reserve 104.06

1004 ·Interest Income - Other 311.55 27.50 284.05

Total 1004 ·Interest Income 441.02 27.50 413.52

1005 ·Light Bulb Replacement Fees 0.00 20.00 (20.00)

Total Income 99194.02 98763.50 430.52

Gross Profit 99194.02 98763.50 430.52

Expense

2001 ·FACILITY MAINTENANCE

2002 ·Light Maintenance - Common Area 380.00 300.00 80.00

2003 ·Light Bulb Replacements 0.00 26.00 (26.00)

2004 ·Painting - Center Line/Speed Bump 0.00 300.00 (300.00)

2005 ·Signs 173.69 0.00 173.69

2006 ·Miscellaneous 0.00 150.00 (150.00)

Total 2001 ·FACILITY MAINTENANCE 553.69 776.00 (222.31)

3001 ·GROUNDS MAINTENANCE

3002 · Landscaping Contract

3003 ·Additional Landscaping / 0.00 / 800.00 / (800.00)
3002 ·Landscaping Contract - Other / 17248.00 / 17416.67 / (168.67)
Total 3002 ·Landscaping Contract / 17248.00 / 18216.67 / (968.67)
3004 ·Chemicals and Pre - emergent / 0.00 / 100.00 / (100.00)
3005 ·Irrigation Back Flow Tests / 550.98 / 450.00 / 100.98
3006 ·Irrigation Repair / 235.10 / 800.00 / (564.90)
3007 ·Tree Trimming
Palm Trees / 487.50 / 900.00 / (412.50)
Trees / 730.00 / 900.00 / (170.00)
3007 ·Tree Trimming - Other / 700.00 / 0.00 / 700.00

Page 1

2:25 PM Paloma II HOA

02/03/16 Profit & Loss Budget vs. Actual

Cash Basis March 2015 through January 2016

Mar '15 ... Budget $ Over ...

Total 3007 ·Tree Trimming 1,917.50 1,800.00 117.50

3008 ·Replacement Plants 0.00 200.00 (200.00)

3011 ·Street Sweeping 0.00 0.00 0.00

3012 ·Miscellaneous 0.00 200.00 (200.00)

3001 ·GROUNDS MAINTENANCE ·Other 1,568.00

Total 3001 ·GROUNDS MAINTENANCE 21519.58 21766.67 (247.09)

4001 ·ADMINISTRATIVE

4002 ·Annual Report 10.00 10.00 0.00

4003 ·Bank Fees 0.00 25.00 (25.00)

4004 ·Copies 20.17 275.00 (254.83)

4005 · Postage 540.55 310.00 230.55

4006 ·Office Supplies 791.43 55.00 736.43

4007 · Insurance 1,967.00 2,400.00 (433.00)

4008 ·Web Site 138.68 165.00 (26.32)

4009 ·Miscellaneous 135.00 275.00 (140.00)

6002 ·Social 166.06 100.00 66.06

Total 4001 ·ADMINISTRATIVE 3,768.89 3,615.00 153.89

5001 ·PROFESSIONAL FEES

5002 ·Accounting Fees 850.00 850.00 0.00

5003 ·Other Legal Fees (Fees other than regular monthly fee) 0.00 366.67 (366.67)

5004 ·Legal Fees 500.00 550.00 (50.00)

5005 ·Mgmt I Admin Services 11462.79 18333.34 (6,870.55)

Total 5001 · PROFESSIONAL FEES 12812.79 20100.01 (7,287.22)

6001 ·General

6003 · Storage Facility 486.00 515 .00 (29.00)

6004 · Bee Removal 0.00 400.00 (400.00)

Total 6001 ·General 486.00 915.00 (429.00)

7001 ·Taxes

Taxes ·Arizona 50.00 50.00 0.00

Taxes - Property 19.44 30.00 (10.56)

Total 7001 ·Taxes 69.44 80.00 (10.56)

8001 · UTILITIES

8002 ·Electricity 599.17 550.00 49.17

8003 ·Water 2,599.95 2,170.00 429.95

Total 8001 · UTILITIES 3,199.12 2,720.00 479.12

Total Expense 42409.51 49972.68 (7,563.17)

Net Ordinary Income 56784.51 48790.82 7,993.69 Other Income/Expense

Other Income Other Income

Fines / 0.00 / 0.00 / 0.00
Other Income - Other / 0.00 / 0.00 / 0.00

Total Other Income 0.00 0.00 0.00

Page 2

2:25 PM

02/03/16

Cash Basis

Paloma II HOA

Profit & Loss Budget vs. Actual

March 2015 through January 2016

Mar '15 ... Budget $ Over ...

Total Other Income 0.00 0.00 0.00

Other Expense

9001 ·Reserve Expense 9002 ·Curbing Repair

9003 ·Irrigation

Total 9001 ·Reserve Expense Total Other Expense

Net Other Income Net Income

500.00

0.00 0.00 0.00

500.00 0.00 500.00

(500.00) 0.00 (500.00)

56284.51 48790.82 7,493.69

Page 3

2:27 PM

02/03/16

Paloma II HOA

Customer Balance Summary

As of January 31, 2016

Stewart, Adam I Kristyn Heighton, Shannon Bihr, Patricia

Crane, Sandra

Lunak, Diane I Flink, Roxanne Simpson, Barbara

Welsch,Michael Jennejahn, Amelia Scandling, Bruce I Laury Teerlinck, Lynn

Pearson, Debra

Langford (Tri All 3 Sports) Schultz, Barbara I Walter Monnens, Lawrence

Moe, Allen I Darlene Gray, Ronald L. / Karol L. Ulrich, Janice

Debyle, Roger Carey, Stephen

Binetti, William I Christine

Atherton, Charles I Landau, Melanie Benes, Ralph

Gonzalez, Elva Hartman, Mark I Diane Profetas Property, LLC Hayden, Donald L. Kelly, Charese Astaire Vesper, Charles

Konkler, Robert I Norma

Jan 31, 16

(25.20)

(20.80)

(7.00)

(6.00)

(3.00)

(2.80)

(1.00)

(0.80)

(0.26)

(0.20)

0.20

0.30

0.40

3.00

4.00

25.20

37.40

50.40

277.20

TOTAL 1,183.64

Page 1

MutualofOmahaBank {)

Community Association Banking

Accurate as of: January 19, 2016

CAB Interest Checking* / Fixed Rate Certificate of Deposit (CO)*
Tier / Rate / APY / Tenn / Rate / APY
$0.00 - $2,499 .99
$2,500 - $24,999.99
$25,000 & Over / 0.05%
0.10%
0.10% / 0.05%
0.10%
0.10% / 30 Days
60 Days
90 Days
180 Days
9 Months
Months
Months
18 Months
24 Months
30 Months
36 Months
48 Months
60 Months / 0.10%
0.10%
0.10%
0.20%
0.20%
0.35%
0.35%
0.35%
0.60%
0.75%
0.85%
1.09%
1.19% / 0.10%
0.10%
0.10%
0.20%
0.20%
0.35%
0.35%
0.35%
0.60%
0.75%
0.85%
1.10%
1.20%
Minimum Opening Deposit $100
CAB Money Market*
Tier / Rate / APY
$0.00 - $9,999.99
$10,000 - $24,999.99
$25 ,000 - $49 ,999.99
$50,000 - $99,999.99
$100,000 - $499,999.99
$500 ,000 & Over / 0.15%
0.15%
0.15%
0.20%
0.20%
0.25% / 0.15%
0.15%
0.15%
0.20%
0.20%
0.25%
Minimum Opening Deposit $1,000 / Minimum Opening Deposit $2,500