Country Club Townhomes HOA

Annual Meeting Minutes

Saturday, June 17, 2017

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

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Roll Call: Board Members present at the meeting were Suellen LeMay, Mitzi Edwards, Lauren Withers and Dori McClure. HOAMCO Representative, Dawn Stoner, who acted as recording secretary. Absent: Bob Skummer and Donavan Dahl.

Meeting Called to Order: Suellen LeMay called the meeting to order at 10:00 am.

Proof of Quorum: Dawn announced that 40 ballots were received by mail and at the meeting.

Dawn Stoner and the Board of Directors introduced themselves:

President Suellen LeMay

Vice President Mitzi Edwards

Treasurer Bob Skummer

Secretary Dori Mclure

Director Lauren Withers

Director Donavan Dahl (sold his unit)

Dawn presented Key Activities in 2016/17:

  • Landscaping:
  • WWTP current projects:
  • Hired A Quality Water Company to operate the waste water treatment plant.
  • Replace sludge bag. Estimated cost $2200.00.
  • Replaced two old sump pumps with new grinder pumps.
  • Trim tree limbs hanging over fence.
  • Landscaping and completed tree work:
  • Hired Kler Land Works to provide landscape and irrigation services, clean gutters twice a year, and treat gophers along the 18th fairway.
  • 2013 - Removed 5 large cottonwoods along 18th fairway.
  • 2015 - Clearance trim and prune 15 trees and removed 3 trees.
  • 2016 - Removed 11 cottonwood trees along 18th fairway. Only 1, healthy cottonwood tree remains.
  • 2017- Stump kill cottonwood trees, cover with weed fabric and gravel.
  • Period treatment to eradicate invasive insects on trees as needed (operating expense).
  • Administrative:
  • Renewed master insurance policy with Farmers Insurance. Building coverage includes interior fixtures, improvements, structural alterations and permanently installed appliances. Cost $17,000.00
  • February 2017 - Implemented a temporary moratorium on building repairs until cash flow recuperates from structural repairs to 1046 Bunker Place.
  • Projects in the Queue:
  • Lift moratorium on building repairs.
  • Facilitate reimbursement homeowners for pre-paid repairs.
  • Campaign proposed amendment to shift the roofs to the owners.

2016 Financial Activity

January – May 2017 Year to Date Financial Activity

Election Results: Dawn announced that Mitzi Edwards, Suellen LeMay, Lauren Withers and Dori McClure were all elected to serve a one year term. There remains five open positions on the Board. The June 16, 2016 annual meeting minutes were approved by the members.

Appointment of Committees: Dawn stated that owner participation is needed and encouraged owners to get involved by serving on a committee.

The Annual Meeting was adjourned at 11:15 am.

Town Hall Meeting:

Dawn stated the purpose of holding a Town Hall meeting is to open discussion about amending the CC&Rs to shift the responsibility of the roofs from the Association to the homeowners. Attorney Jason Miller of Carpenter Hazelwood is here to answer any questions regarding the Amendment. Dawn provided the following information:

As of January 2016 Country Club Townhomes was 4% funded. The Association is at risk for special assessments and deferred maintenance.

The reserve study recommends a special assessment of $6500.00 per unit to help fund roof replacements and painting.

 Homeowners were asked to approve a $1500.00 special assessment in 2015 and $100.00/month special assessment in 2016. Both did not pass.

41 units built in 1987-88. 16 roofs have been replaced. The remaining 25 Units have zero remaining life (according to the Reserve Study). Average cost to replace a roof $9000 each; $225,000 cost to replace 25 roofs.

5 units built in 1995-96. Units have 9 years remaining life.

29 units built in 2003-04. Units have 18 years remaining life.

1 unit built in 2008. Unit has 22 years remaining life.

Some of the benefits of amending the CC&Rs to shift the roofs to the owners:

Spend your money on maintaining your roof instead of funding the Association’s pot of money to pay for other roofs.

Have control over when to repair or replace your roof. Select your own contractor.

CCTH can focus on repairing other building components.

CCTH may eventually be able to reduce the monthly assessments.

Open Forum:

There was a question as to the control over owner’s roof repair and replacement projects. The Board explained that if the amendment passes with the required 51 signed consents forms, the Board will establish rules and guidelines for obtaining prior written approval to replace roofs and Contractor’s rules to oversee conduct of the contractors.

A homeowner asked attorney Jason Miller if there was a potential legal issue with the amendment. Jason explained that owners always have a right to sue the Association. The key is to make sure the amendment and consents are processed correctly in order to avoid potential legal issues.

There was discussion about lowering the monthly dues if the roofs become the owner’s responsibility. The Board explained that the deferred maintenance on the other exterior components, such as repair and painting and replacing fascia/trim, garage and front doors, stucco and wood beams. Once the exterior components are repaired, then the monthly dues could be reduced.

With no other business to be discussed, the Town Hall meeting was adjourned at 11:50 am.

Recording Secretary,

Dawn Stoner, HOAMCO Community Manager