Woodland Valley Ranch POA
Board Meeting Minutes
January 31, 2015
Call to Order
The regular meeting of the Woodland Valley Ranch POA Board was called to order at 10:13am on Jan 31, 2015 in Chandler, AZ by Board President Dean Rachwitz who presided this meeting.
Present
Dean Rachwitz-President
Zolin Moses -Vice President
Bonnie Tormohlen-Secretary
Gary Bowers-Treasurer
Terry Cory-Member at Large
A quorum of directors was present, those present arrived on time and the meeting duly convened.
Number of Members in Attendance: 10
Approval of Minutes
The minutes of the November 1, 2014 Board meeting held in St Johns, AZ were read and approved as submitted. The minutes of the online meeting held January 23, 2015 to approve the annual road maintenance/grading contract were read and approved as submitted.
Report of Officers, Directors and Committee Chairs
Treasurer’s Report- Gary Bowers provided a review of the WVR POA financial highlights, income and expense analysis, and the proposed budget for 2015. The floor was opened for members present to have questions regarding Association finances answered. The treasurer’s report was approved as submitted.
Open Issues/Discussion Topics:
1) Board Meetings – Discussion was had regarding the number of Board meetings that should be conducted through the year. RESOLVED – There will be 4 meetings per year including the annual membership meeting in June.
2) State Trust Land update - Gary Bowers provided an update on this issue. The Board is in receipt of a letter from the State in which the State’s position is that the WVR POA may have to pay “rent” for a few feet of State Trust land onto which flood waters from WVR roads was diverted. This issue arose from a complaint made by a WVR POA member to the State. The results of a legal survey of the land in question show that the inadvertent encroachment onto State Land amounted to a few feet and that land has since been restored. The Board may seek legal representation on behalf of the POA if the State does pursue charging a “rent” for the land in question.
3) Well update – Terry Cory advised the Board that the new hose box for the well has been installed, and the kinked hose has been replaced. It was brought to the Board’s attention that the water valve is freezing during the winter months and owners may be unable to obtain water early in the morning. The Board will look at possible solutions to this problem, in the meantime it is recommended members obtain water later in the day.
4) Inadvertent Road Sign Removal – It was brought to the Board's attention that a road sign previously named, paid for, and installed by a POA member in 2005had been mistakenly removed. That section of road was later renamed by another POA member and signs placed. After discussion, the Board determined that a section of that road should have the previous name restored and the sign replaced. The POA members involved were present and were heard. RESOLVED – The road which runs east/west and connects to Coyoteres at its north end shall have the name “Herbert Pryce Blvd” restored and the road sign replaced and installed at POA expense.
5) Road signage/Map project – Committee chair Zolin Moses provided an update on the WVR mapping project. Zolin will provide a list to the Board of road signs needed to complete the naming/signage of all primary roads on the ranch to initiate this project immediately. It was noted that the Board is still receiving requests/complaints regarding the naming of roads. Road naming by individual property owners is no longer an option. This announcement has been made on numerous occasions.
6) Private Driveways and Culverts – The Board has received a few complaints that the drainage ditches/turnouts along the roadway edges have caused water damage to private driveways. Board discussion included the fact that the POA and its Board are not responsible for individual properties on the ranch, nor for the placement of culverts, bridges, and such on individual properties. Property owners are individually responsible for contacting the Board to assure that they are constructing driveways, including the installation of culverts or bridges on their property, in a manner that will not interfere with proper drainage of WVR roads. RESOLVED – Road drainage ditches are not to be compromised in any way, at any time. Members violating this policy may be liable to the POA for costs to repair damaged roads as a result of compromising any road drainage ditch, turnout or culvert deemed necessary by the Board to prevent flooding and/or damage to WVR roads.
7) Rosie Rd closure and property owner’s proposal to open and maintain the road at owner expense – The Board received a request from a property owner to re-open Rosie Rd and the member wanted to install culverts and maintain the closed wash at his own expense. The property owner, Jim Lowden, was present and his comments were heard regarding this proposal. After a lengthy discussion of the matter the Board asked Mr Lowden to submit a detailed proposal for his request, to include plans for ongoing and long term maintenance of this road should this request be granted. The Board decided to table consideration of this subject until receipt of Mr Lowden’s written proposal and legal advice is obtained.
8) Current Road Grading Schedule – Terry Cory provided an outline of scheduled road grading for WVR. It is noted that all WVR roads are graded at least one time per year. Roads are graded or repaired if they become impassable when conditions will allow it. Washboard roads and small wash outs that require drivers to slow down do not constitute impassable conditions. Main Street is graded quarterly. Rincon Valley roads are graded annually and when they become impassable, when conditions will allow, regardless of the time of year. One mile of Anasazi from Main St to Deer Valley is graded twice a year due to higher volume traffic. Likewise, a three mile section of Deer Valley to Holly is graded twice a year for the same reason.
9) Rincon Valley road issues – The Board is aware of, and has received a few complaints regarding Rincon Valley roads at the north end of the ranch. Two sections of Rincon Road have been abandoned completely due to excessively high repair costs to the POA. These sections of road were originally built by the developer and traverse over sections of a wash that are prone to heavy flooding during rains. At least one member has demanded the Board reinstall culverts or build a bridge in this area. The POA is unable to oblige these demands due to financial constraints. Repairs to this area will continue to be paid out of the POA Emergency repair budget as needed. No additional grading will be added to the road maintenance contract. The contractor will be directed to give roads attention as needed.
10) Recognition to WVR mapmaker – The Board discussed appropriate recognition to the WVR POA member who has volunteered to create a road map of the ranch. Member Curt Laine has been working with Board member Zolin Moses to create and update a road map for WVR owners to use. The Board agreed that Mr Laine’s company logo should appear on this map in recognition of his efforts. The Board further agreed that once completed, the map files should be maintained by the POA Board to prevent negative issues that have occurred in the past.
Open Member Forum:
Having concluded discussion of agenda items, the meeting was opened for member comments and questions.
A member suggested that Rincon Road be renamed South Rincon and North Rincon to reflect the separation/abandonment of that section of road that previously traversed the wash. The Board has taken this suggestion under consideration.
Q. Has anyone on the south end of the ranch successfully drilled for water? A. Not to the Board’s knowledge.
Q. Does the road contractor, John Heltzel, provide regular updates to the Board regarding the roads? A. Yes. Updates are regularly provided via email to the Board.
A member that works for the company that is contracted by FedEx to deliver packages to the ranch made a brief presentation regarding how to get packages delivered more efficiently to WVR owners that live at the ranch. Of note were the recommendations that owners make sure they provide a reliable phone number so their delivery person can call for further instructions if necessary and to have an alternate drop location in town (friend’s home?) during inclement weather. FedEx does not deliver to the post office or to PO boxes. Also, if you are using your parcel number as your delivery address, make sure that number is posted at the entrance to your property.
Agenda for Next Meeting
To be announced.
Executive Session
No Executive Session was held.
Adjournment
Meeting was adjourned at 1:40pm by Board President Dean Rachwitz. The next regular meeting of the Board will be April 18, 2015 at 10am in St Johns, AZ.
Minutes submitted by: Bonnie Tormohlen-Secretary
Approved by Board: April 18, 2015