Country Club Townhomes HOA

Board of Directors Open Meeting Minutes

Friday, April 21, 2017 at 4:30 pm

Location:PG&CC POA Building 1133 Old Chisholm Trail Dewey, AZ 86327

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1)Attendance: Board Members present at the Meeting were Suellen LeMay, Bob Skummer, Mitzi Edwards, Donovan Dahl, Lauren Withers and Dori McClure. HOAMCO Representative, Dawn Stoner, who acted as recording secretary.

2)Homeowners in attendance: Barbara Brown and Helen Tate.

3) Meeting Called to Order at 4:30 pm

4) Financial Report:March 2017. Reviewed.

5) Meeting Minutes: February 17, 2017 – tabled

Old Business:

6) 1046 Bunker Place repairs completed and paid in full: Dawn reported the total cost of the repairs is $68,305.00; $19,000.00 paid from the reserve account, $49,305.00 paid from the operating account.

7) WWTP:

Bid to replacesledge bag $2125.30: The project will be completed before the end of 2017.

  • Flint Industries – 10 x 20 yard Bag $575.30. Ordered.
  • Waste Management dumpster not to exceed $500.00
  • Tractor rental not to exceed $300.00.
  • No supplies needed.
  • Labor: 10 hours at $75.00 per hour = $750.00

Motion: Bob motioned to approve $2125.30 to replace the sledge bag and seconded by Suellen and passed 5-0.

Index Labs testing supplies:Dawn reported supplies need to be ordered no later than June – estimated cost $800.00.

8) Cottonwood Trees:

  • Jonny’s Tree & Landscaping removed10 cottonwood trees. Cost $7675.00.
  • Kler Land Works proposes to drill and apply stump root killer on 10 stumps, cover stumps

with weed fabric and gravel (from existing inventory) Cost $925.00

Total project $8600.00

Motion: Bob motioned to approve $925.00 to treat and kill the stumps. Seconded by Mitzi and passed 5-0.

9)Landscape service update:

  • Service was delayed in the rear RG open space area due to testing irrigation in March. Assigned a six man crew serviced April 20th to get caught up.
  • Property is divided in 4 sections to be completed. each month.
  • Week 5 service provided where needed.
  • Irrigation, weeds and mowing addressed weekly.
  • Line trimming done on weekly cycle.
  • Dandelion treatment is scheduled week of April 24th.
  • Approved tree installation 308 RG.
  • Replaced irrigation valve solenoid and PVC line due to normal wear and

tear.

10) Owner requests:

  • Kim 1004 Fairway: Garage door is rotted at the bottom and needs to be replaced. The owner has agreed to pay for the new garage door upfront and be reimbursed at a later date. The Board approved as proposed.
  • Tibbitts 11552 E. Wingfoot: Request to repair stucco. The owner provided several photos of large areas of peeling stucco throughout the unit. Dave Barros quoted $1298.00 to repair missing stucco. Board approved as proposed.
  • Bruns 11513 E. Wingfoot: Request to close up gaps between units: Dawn reported a 1”-2” gap between units, at the ground level - front to back. Dave is concerned that the rodents are getting inside of the gap. The Board did not approve to fund this repair. The owner will need to seal up the gaps at his own expense.

11) Temporary Moratorium – Established February 2017

(i)Attorney Jim Atkinson’s proposed cost of $1000 - $1750 to draft the amendment to the CC&Rs to shift the roofs to the owners.

Motion: Bob motioned to approve to move forward with the proposed amendment. Suellen seconded the motioned and passed 5-0.

The Board agreed that a strong cover letter needs to adjoin the proposed amendment and consent form.

The Board agreed to meet prior to the June 17th annual meeting to go over the Town Hall presentation.

(ii)Current roof/building repairs: Dawn reported 8 current roof repairs in the queue. Owners have agreed to pay the repairs upfront.

(iii)Requests for reimbursement – The following owners are on the list for reimbursement:

  1. 912 Rolling Green - $2400.00 roof repair
  2. 922 Rolling Green - $8965.00 roof replacement
  3. 11552 Wingfoot - $680.00 roof repair/$1298.00 stucco repair

Total $13,343.00

New Business:

12)Revised Collection Policy: Dawn presented a revised policy with changes to include current AZ State Statues and other important updates. The due and late fee structures will remain the same. The Board approved the revised policy as presented.

13)Annual meeting planning

(i)Date: Saturday, June 17th at 10:00 am

(ii)Mail statement of interest to the members

(iii)Refreshments? No

(iv)Speaker? No

14)Open Forum:

  • Helen Tate and Barbara Brown reported a irrigation valve box is buried under asphalt chip. Remove the asphalt chip out of the drainage swale.
  • Residents at 971 Fairway are parking on the driveway apron.
  • Provide Board with No parking notices that can be placed on cars parked illegally.

15)Next Meeting: Annual Meeting Saturday, June 17, 2017 at 10:00 am

16)Adjournment