Country Place Community Assn

Country Place Community Assn

P.O. Box 1384, Santa Teresa, New Mexico 88008

October 23, 2013

Minutes of Annual Meeting

Isaron Hall, 1071 Country Club Road

Once it was established that a quorum was met, the meeting was called to order by President David DeMunbrun at 6:55 p.m.

Members of the Board and officers were introduced:

Present: David DeMunbrun, President

Roger Surbaugh, Vice President

Jean Ayarbe, Treasurer

Amanda DeMunbrun, Communications Officer

Absent: Yasmin Vogelwede, Secretary

For all others present, refer to sign-in sheet

New neighbors were introduced: Oscar and Monica Franco, 493 Oak Tree

Minutes from last year’s annual meeting had been posted on the association’s web site, emailed, and copies were made available for review. David asked if there were any corrections or additions that needed to be made to the minutes. Mike Hackett moved that the minutes be approved as they are; Odell Holmes seconded the motion. Minutes were approved.

Roger Surbaugh, Vice President, reported on the board’s accomplishments for the year:

• Six “no poop” signs placed in medians (two stolen)
• 35 bird of paradise planted in the medians
• Water bill reduced to approximately $6,000 a year
• Steps were re-done to opening in the wall at the end of Timber Oaks; hand rails added; spring-loaded gate added

(Mike Hackett and Eric Winkleman pointed out that the gate needed to be repaired; concrete not strong enough)

• Four trees were replaced. Mr. Padilla comes out in the spring and assesses and prunes trees
• Security cameras have been added at the entrance
• Entrance sign repaired and repainted
• Street signs repainted

Jean Ayrabe, Treasurer, discussed the financial report. All bills current. Will pay $400 to four off-duty police officers for Halloween.

Those not paying their association dues include:

• Ricardo and Nancy Eager 476 Oak Tree$8385.95

Have declared bankruptcy; CPCA will receive monthly payments over next 60 months. They are already behind in their payments to bankruptcy court; if the bankruptcy defaults, we will proceed with foreclosure proceedings

• Jose and Maria Gonzalez, 525 Meadow Oaks $611.60

Lien will be filed against the property

• Frank and Alma Chavez 501 Cross Bend $285

When David DeMunbrun called for a motion to accept budget for 2014-2014, Mike Hackett suggested that we table the budget until we discussed the possible ramifications of contracting with a Property Management firm. Gary Boudreaux proposed the motion to table the budget vote; Mike Hackett seconded it.

David DeMunbrun and Roger Surbaugh reported that they met with Hyatt Pharr Property Management that currently handles twelve HOA, including Tennis West and A and B sections of the Willows, both of which pay substantially more than we currently do in yearly association dues. David DeMunbrun pointed out that the management company does not have a professional staff on board to hand le legal matters, file tax returns, file 802 with the Secretary of State, file management certificates, etc.; they simply facilitate having those things done and those charges are passed on to the homeowners. The board for CPCA does not go away since we are a corporation. Hyatt-Pharr would require $15 per lot per month in addition to our annual dues of $240, an increase of $180 a year. Mike Hackett pointed out that the management company would be charging an additional $24,000 to do what we are already accomplishing with our current budget.

Barbara Walker asked it the board had explored other options that might be less costly, but David indicated that Hyatt-Pharr was the only company contacted on the recommendation of a Country Place resident. When the question was posed as to why we were pursuing a management company, Barbara Walker indicated that she thought the letter mailed out by the board during the summer was an indication that the current board members no longer wished to serve, and since no one else in the community has been willing to step up, it was thought that a management company might be a solution. Roger Surbaugh pointed out that he had written the letter in an attempt to encourage Country Place residents to get involved, not because the current board wasn’t willing to serve.

Sam Creighton asked about the possibility of paying the current board members a stipend; do our bylaws/covenants allow paying the board members for their time? Roger Surbaugh indicated that the board members had discussed it, but felt that it would be too inflammatory to bring up paying someone who already had a vested interest in the community. David DeMunbrun pointed out that we must have a minimum of three persons on the board and that the current board also acts as the ACC committee and that the ACC is not allowed to receive compensation. The question will be pursued with attorney John Birklebach. Larry Lockard suggested that if there was a stipend of some sort for the board, others might be encouraged to step up and serve.

David DeMunbrun called for a motion to accept the 2013-2014 budget; Odell Holmes made the motion that the current budget be approved with the stipulation that the board pursue and compare costs of other Management companies; Mike Hackett seconded the motion; budget was approved for 2013-2014

Jim Walsh spoke up and said that he was NOT in favor of increasing the yearly association dues. He, as well as others in the neighborhood, lives on a fixed income.

Sam Creighton proposed that the board pursue the possibility of paying a stipend to the board; Jeanette Lockard seconded the motion; it was approved. David DeMunbrun indicated that he would like to first put out a letter to the neighborhood to get their feedback on the idea of a management company, as well as paying a stipend to the board.

David DeMunbrun pointed out that the association could be dissolved, but it would require 75% of the residents to approve such action. Jeanette Lockard pointed out that if we want to protect our property values, then we need to stick together.

Jeanette Lockard expressed a concern about Halloween. As we have done in the past, four off-duty police officers will man the entrance to the neighborhood; only residents will be allowed to enter; those wishing to “trick or treat” will have to park elsewhere and walk into the neighborhood; this could prove problematic with the current construction going on.

Phyllis McCarthy asked how we learned about new neighbors in the neighborhood. Jean Ayarbe pointed out that Realtors and/or Title companies ran a data trace in regards to HOA dues, etc. and he was subsequently notified.

Charles Dodds said that he had lived in the neighborhood for over 30 years and had never had a problem with barking dogs until now. He pointed out that there is a number that one can call regarding the problem. David DeMunbrun pointed out that if you dial 311, you can get the numbers to various city departments, etc.

The meeting was adjourned at 8:15 pm.

Respectfully submitted

Amanda DeMunbrun, Communications Officer in absence of Yasmin Voglewede, Secretary