Dorado Country Club Estates Association III

Monday, November 28, 2016

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Dorado Country Club Estates Association III

Board Meeting Minutes

Monday,November 28th, 2016 at 2:00 PM

Eastside City Hall, 7575 E. Speedway, Room A, Tucson, AZ

Present:

Board: / Staff
X / Anne Stericker, President/ Secretary / X / Donna Wood, Managing Associate
X / Kathy Bayer, Treasurer / X / Laurie Velger, Meeting Minutes
X / Robyn Pittman, Member at Large
X / Mary Ann Winn, Member at Large
n/a / Wayne Reuter, Member at Large
n/a / Elizabeth “Chach” Kelley, Member at Large

I.Call to Order & Determination of Quorum (Anne Stericker)

President calledthe meeting to order at 2:00 pm. There were four out of six board members in attendance, making a quorum.

II.Minutes Approval

  • A motion was made and seconded (Winn/Pittman) to approve the October 24, 2016 minutes as written. Motion carried.
  • Review of Annual Meeting Meeting of October 29, 2016. It was decided to delete the word “Board” from the document header on Page 1 to read “Annual Meeting Minutes,” and to add the letter “d” to the typo on page 2 to correctly spell the word “budget.” No other additions or corrections. The minutes stand as presented and will be approved at next year’s annual meeting.

III. Master Delegate Report(Robyn Pittman)

  • The Master Association Meeting was held on Wednesday, November 16, 2016.
  • Approval of Minutes:The minutes of October, 2016 were approved as written. A question was brought up about residents and their dogs being allowed on the golf course and the golf cart path. President Kathy Bayer responded that they are not allowed on the course or the path.
  • Treasurer’s Report:The Master Association has total assets of $80,356.28 in checking and savingsas of October 31, 2016.
  • 2017 Budget and Dues Billing:The 2017 budget presented last month was approved as written. Last month it was determined that as of January 1, 2017, the dues paid to the Master Association will now be due quarterly and if more than 20 days in arrears, would be assessed a 5% penalty with an additional 5% every month until paid[DW1]. The time period of the fine was changed from 20 days to 30 days to match the Master’s By-Laws. Everything else remains the same
  • Safety and Communication Committee:There are currently security patrols by the Tucson City Police in both marked and unmarked carsinside Dorado County Club Estates during the daytime and evening hours. The handout entitled, “Dorado Policing,” will be reviewed and sent out to all residents.(It was decided that if anything suspicious is noted in Dorado III, after calling the police, residents should contact Pinehurst who will then email Cynthia Schiesel, our community liaison for the Tucson City Police Department. Pinehurst Properties will send out a community email regarding this procedure and copyCynthia on it.)
  • Land Use Committee:Because the City of Tucson required that the west entrance wall be moved farther south by at least 5 feet, HSL has volunteered to paint all the stucco walls along Speedway and Kolb in bone white,except for the Block 70 wall, which will remain brown.
  • Landscape Committee: HSL will be planting new trees at the west entrance to fill the 5-foot space between the old wall and new wall locations.
  • Roads Committee:The Roads Committee proposed using some of the $6,800 remaining repairs & maintenance funds for striping the Master roads and doing needed road repairs. Approved by the Board.
  • Officers for 2017:The election of the Master Officers will be held at the Annual Meeting on January 18th. Kathy Bayer has agreed to run for President.
  • Management Search: Effective January 1, 2017, the Master Association has a new management company, HBS Management Solutions.
  • December Master Meeting:The December meeting was cancelled. The next meeting will be January 18, 2017 at the Radisson Hotel.

IV.Treasurer’s Report (Kathy Bayer)

Operating Account $ 4,522.41

Reserve Assets $ 8,511.13

Total $13,033.54

  • All 2016 approved projects have been completed.The pilot light on the spa heater has been replaced.

Budget Comparison Report:

  • Line 6310- Pool – Supplies shows that we will be in the black for pool supplies. The Annual Budget amountwas $2,100 and only $992 was usedyear-to-date, so we are way under on this expense.
  • Line 9500 – Reserve Contribution shows that we budgeted to have $416.67 taken out each month and transferred into Reserves, but for two monthsthat amount was not transferred into Reservespending confirmation fromAccounting manager that funds are available for transfer.

V.Committee Reports

Pool/Spa Committee(Robyn Pittman)

  • Kathy feels that either the pool or the spa should be kept open all the time. Water should be available for residents year round. When the weather is hot and and the water is warm in the pool, the spa does not need to be heated. When it is too cold to go into the pool, then the spa should be heated. Anne agreed that if there are residents using the spa all the time, then it may be worth paying the money to keep the spa heated through December and January. Robyn stated that we do not need to keep the pool janitorial crew and if we do this, then the money saved would help offset the increased gas bill for heating the spa.The spa will continue to be heated for the time being.
  • Bruce and Lisa Reffler have volunteered to join the Pool Committee to keep the pool area clean. They will fill in for committee members on vacation.
  • Items Needed: Some supplies are needed and minor repairs needed inside equipment room. Robyn will ask whether Wayne can do the repairs.
  • An extra key needs to be made for the shed. Since it is a “do not duplicate” key, managementwill have the key copied.
  • Landtamers needs another key to the irrigation box, since somehow the one they were given got lost.
  • Robyn asked Donnafor resources to repair the raised concrete near the pool at the front of the southwest gate.
  • Robyn is researching alternative pool companies to save money. Kathy asked if Robyn has talked to other Dorado HOAsand asked which pool cleaners they are using? Two HOAs purchase their own pool chemicals.

Roads Committee (Wayne Reuter)

  • Wayne was not in attendance. Donna reported that the master road sweeping was done on November 1, 2016.

Landscaping Committee(Chach Kelleywas not in attendance, but sent her report)

  • Chach, Kathy and Bonnie will meet soon to discuss landscaping issues. Kathy reported that the Groundskeeper, our previous landscaping service, was well trained by her after several months and did not have the high turnover rate that our current service, Landtamers, does. Landscaping is our single largest expense.They are our third landscaping company in three years. The Landscaping Committee needs to come up with a plan concerning what we expect of Landtamers and put it in writing.
  • Kathy would like to have four residents who monitorand supervise the landscaping crew in their property location, each responsible for a quadrant of the neighborhood. Kathy, Billand SKay Bauer, Chach, and perhaps BonnieSchreckwill each be responsible for a quadrant.Robyn suggested having an alternate for each quadrant supervisor.
  • Chach walked around with Coyote Brothers to check the irrigation and found three lines had been turned off because of water leaks. These will need to be fixed, but it will take some time before they can all be fixed. Other lines were turned off for other reasons.Kathy suggested that timers could be placed on the water valves.
  • Kathy mentioned that we appear to be headed toward a more up-to-date xeriscape.
  • Chach proposesbuying trees from the TEP program that offers affordable prices for 15 gallon native trees. Donna suggested that the Landscape Committee devise a plan that would not involvea large expenditure. It was suggested that the Landscape Committee look at Chach’s report and make recommendations about the trees.[DW2]
  • Large oleanders on golf course side ofNorth Via Doradohomes need to be trimmed.

VI.Management Report(Donna Wood)

  • No new homeowners in Dorado III.
  • Non-compliance log: The back area is looking much better, although one homeowner still has an abundance of property at the back of his lot and in his garage, which may present a fire hazard. Management will check with the Fire Marshall regarding this.
  • The Architectural Guidelines are now up on the website. Anne requested that Donna send out a community email notifying residents that this is the location of the guidelines. Hard copies should be sent to those ten residents who do not have email.
  • The next newsletter will come out in January, 2017.
  • Pinehurst received a fax from a homeowner who wanted the prickly pear cactus growing over onto her driveway cut, and that was taken care of.
  • More community emails have been sent out on security issues.
  • A community email has been sent concerning the lamppost lights, which are included in the Architectural Guidelines. (The Architectural Guidelines are now official and apply to everyone.)The Board asked Donna to send out a community email stating that it is darker now and the lamppost lights serve as our street lights, plus they are now required. She will include this when the Architectural Guidelines are sent out.
  • Donna and Robyn need to finalize the pool signage, notifying residents that the spa is open and the pool will be closed during certain months (which will reduce usage of electrical pumps). Robyn has put up temporary signs. County regulations specify that there must be a sign notifying residents when the pool is closed, or the pool must be run 24/7. Robyn requested postponement of permanent signage, as next year we will have a better understanding of how to structure the pool hours. The spa will be heated through the winter, as the board monitors utility costs.

VII. Old Business

  • Responsibility for Dorado Perimeter Wall Maintenance

HSL has agreed topaint the entire wall exterior if we request it. The wall also needs repairs, which should be made before the painting occurs. That means that all wall repairs need to be completed in December. Last fall there were three areas along the oleander wallthat needed repair. It will be close to $1,000 to repair those areas. Also, the wall area to the left of the gate where the short block walls joinis not very secure. Kathy said a previous contractor suggested installing metal straps, like an angle iron, which could be painted. Donna will find a contractor and get a price for repair of that area. She suggested getting metal brackets to make the repair on the outside, and then have thebrackets painted. The entire wall should be inspected to discover any additional repairs needed. Anne willwalk what she can alongthe length of the wall exterior (since there is a wash area) and then report to Kathy by December 10th.

  • Building Membership on the Committees

This has been an ongoing issue, but right now both the Landscape and Pool Committeeshave ample volunteers.

  • Mailbox Issues

Anne reported that several homeowners were inquiring about getting bigger mail boxes since they go out of town and their boxes fill up. The decision was that we will keep the mailbox size uniform and consistent.If they need more space in their mailbox, then they should get a post office box. It is not certain if mailboxuniformity has been covered in the Architectural Guidelines.

VIII. New Business

  • Online Voting:

A homeowners has suggested doing the annual meeting vote online to save money and paper. Donna informed the Board that online voting would require the hiring of a third party for impartiality and correct tracking of votes. It all comes at a price! Also, there is the issue of what happens if the online votes are emailed to Pinehurst Properties and are not received.The board agreed to table the issue for now.

Additional New Business:

  • Discontinuing the Pool Janitorial Service:

Robyn suggested with the current volunteers we no longer need the cleaning service. Robyn does not expect to spend more than $50/year at the most for cleaning supplies. Anne will call and cancel the service.

  • Peeping Tom:

Robyn reported that she was informed about a Peeping Tom looking into a resident’s bedroom window. He was positioned between a large bush and the window. The man was gone by the time the husband came outside with his gun. A motion detector has been placed outside the bedroom area, but the residents would like the bush trimmed way down by the landscapers. Donna explained that since we are going into winter freezing at night, cutting the mature bush way back could kill it. Cutting needsto wait untilthe spring. It was decided to have the Landscape Committee look into this.

  • Changing the Times of Board Meetings:

A homeownerwanted to know if the Board could change the meeting times from 2:00 pm to evenings or weekends, so that they can attend meetings. The Board decided that although meetings are open to all residents, meetings are for the purpose of handling board business and must fit the convenience of the Board.

IX. Owner Feedback

No owner feedback reported.

X. Next Meeting

  • Board Meeting
  • A motion was madeand seconded (Bayer/Winn) to cancel the December 12, 2016 meeting and schedule the next meeting for Monday, January 23, 2017at 2:00 PM at the Eastside City Hall, Room A. Motion carried.

XI. Adjournment

There being no further items of business, the meeting adjourned at 3:46 PM.

Term
Expires / Phone / Cell / Email
Kathy Bayer, Treasurer / 2016 / 990-7005 /
Robyn Pittman, Member at Large / 2016 / 514-9197 /
Wayne Reuter, Member at Large / 2016 / 296-4782 / 369-4384
Anne Stericker, President/ Secretary / 2016 / 444-1912 /
Mary Ann Winn, Member at Large / 2016 / 298-9364
Donna Wood, CMCA, AMS / 298-2146 /

[DW1]These two sentences conflict each other.

[DW2]More consolidation