WVR POA Board Meeting Minutes
10/10/2011
Meeting was called to order at 4:15 PM October 10, 2011. It took place at the conference room in the 1st United Reality Office in Saint Johns, Arizona.
Members present were Jim Gavin, Estelle White, Gary Bowers, and Dick Smith.
Member absent was Bob Lasure. Efforts were made to bring him online thru Skype but he wasn’t logged on.
Note: Throughout this document references to those present will be referred to by their first names only as there is no duplication of names.
Officers are: President - Jim
Veep - Estelle
Secretary- Dick
Treasurer- Gary
Finance Report:
As of August 31, 2011 our balance in our accounts is $154,741.99.
Approximately $7000 was spent in September.
In process is a 10,000 second payment to John (Heltzel) toward his contract to maintain the roads. This is the second of 3 payments covering the yearly contract.
This year we have a collected dues amount of $130,309.
There is a total of $98,320 in uncollected dues from this and past years.
General Business
Two items were brought up that had been agreed to by email votes but recorded confirmation was requested.
(1) Board's decision/vote to allow President Jim Gavin to make decisions on road repairs without a vote of the board, but with the stipulation that Jim will notify the board (as he always does anyway) of these decisions. OR, as Jim deems necessary, to first consult with the board, i.e. on any repairs that could involve a substantial cost, such as the pending Rincon project.
(2) That President Jim Gavin will be the first contact person (go-to guy) to look into and follow up on WVR POA complaints/observations of urgent road or traveling problems encountered by POA members. Jim (or another board member in Jim's absence) will then contact John Heltzel to request whatever action is appropriate. This procedure is in lieu of POA members initially contacting John Heltzel to correct perceived or real road problems. Exception would be for those to "get stuck" while traveling the WVR roads. Then it's totally logical to contact John first.
Both measures were confirmed by unanimous vote of members present.
It was proposed to accept an offer from TRT* to lookup addresses for anyone that we do not have the correct address. The fee for this would be $200 a month for 3 months. Jim made the proposal and Gary seconded it. All members present voted for it. PROPOSAL PASSED.
It was noted also that the Printing Firm in Show Low that does our mailing also has a list of all addresses on record and they notify us when mail is returned as undeliverable.
Jim informed us that he had completed the State Corporation recertification and sent in the required sum. We have received the document that states our POA is RECERTIFIED. This is a procedure that has to be done each year around June 1st. It is the responsibility of the POA President to perform this task.
It was proposed to change our banking functions to one (1) bank. Currently, our active account is in one bank and the reserve is in a different one. It is difficult to make transfers from one to another, especially in cases of funds needed to make major modifications because of weather, wind, or other natural abnormal conditions. Jim made the motion, Dick seconded it. All members present voted for it. PROPOSAL PASSED. Gary is responsible to make changes and will report back to the BOARD when it is completed.
It was noted that our WVR POA LIABILITY insurance policy has been renewed. Chris at TRT has the original and Gary will be receiving a copy for POA records.
A motion was made to pay PERRY PALMATIER (a former POA board member) the sum of $54.00 for work performed on the entrance sign at the north (Highway 191) entrance. Jim made the motion and Estelle seconded it. All members present voted in favor of the motion. MOTION PASSED.
Jim presented a bill for expenses for the Annual Meeting in July, 2011. Estelle moved we reimburse Jim for these expenses. Gary seconded the motion and all members present voted for it. MOTION PASSED.
ROAD PRIORITY LIST
John Heltzel arrived around 5:00 PM. A lot of discussion as to what should be the order of the projects needed.
Many projects were talked about. Jim has the responsibility to coordinate the work load with John. Three (3) major tasks were decided on.
1. Grading (regular and required maintenance). This would be done when needed or if John was in the area.
2. Wash on Anasazi south of Barbau (cutting the hill down that contains the wash eliminating much of the wash was the proposed method).
3. Rincon area wash (asked John to come up with proposal for concrete head wall. His cost estimate was between 10-20 K.)
MEETING ADJOURNED
Dick made a motion to adjourn the meeting. Estelle seconded the motion.
MOTION PASSED by all present members at 6:38 PM.
Respectfully submitted,
Dick Smith
Secretary, WVR POA BOARD
*TRT is the firm that handles our bills and finances as well as communications with POA members when needed.