The Springs at Santa Rita HOA
Board of Directors’ Meeting
July 1, 2008     
4:00 pm 

Board Members Present:  Kaye Gray, Joe Barton, Connie Fish, Joe Misinski, Carol Schmelz, Larry Urbine
Board Members Absent:  Bernie Serek, Lance Johnson, Richard Wolf
Homeowners Present:  Nine

Call to Order:  President Gray called the meeting to order at 4:00 pm.  The roll of members was taken and a quorum was present.   

President’s Report: 

• Thanks to Vice-President Bernie Serek for holding a special board meeting to accept Paul Walter’s unexpected resignation and to seat Joe Misinski as our Treasurer.

• GVR passed a new penalty charge for unused room reservations, or for rescheduling them.

• Delinquencies and foreclosures are becoming a big problem for HOAs.  HOAs may charge a 10% late fee, plus attorney’s fees, interest, etc. for collecting what is due.  The Springs is very fortunate to have had only two delinquencies this year. 

• The Food Bank has requested an organized drive to solicit cans of food.

• A Chair is needed for the Neighborhood Watch Group, as well as volunteers for each block.

• There is a possibility that the Frontage Road project may be delayed until the middle of next year.

MSVA*:  Joe Barton moved to accept the Minutes of the May 2, 2008 HOA Board meeting as presented.   Carol Schmelz seconded the motion.

MSVA*:  Larry Urbine moved to accept the Minutes of the May 8, 2008 HOA Special Board meeting as presented.   Joe Barton seconded the motion.

Treasurer’s Report:  Thanks to Lucinda Walter for her assistance, and also to Paul Walter for leaving many detailed records.  All the information is there and in order. 

• The Springs HOA Financial Report shows that as of 6/30/08 we had a Total Income of $197,688.  That was comprised of dues, interest, and fees.  Year-to-date our Expenses, including Reserve Spending, are $74,077.  That included Expenses in June of $9,351 and in May of $7,539.  Total Assets for the Association as of 6/20/08 is $324,576.  Of that $222,637 is the current balance in the Reserve Fund.  This year’s Total Expenses are almost $8,500 under budget.

MSVA*:  Larry Urbine moved to accept and file the Treasurer’s report.   Connie Fish seconded the motion.

MSVA*:  Larry Urbine moved to request that our Attorney change the information in delinquent homeowner’s letters to comply with the state statute.  Joe Barton seconded the motion.

Vice President’s Report:  None was given.  

ARC Report: 

• In May three requests were made and approved.  Letters concerning weeds were sent to nine residents; eight have been resolved and one is pending.  A letter of complaint was sent concerning a birdseed block that was on the ground.  The block has been removed.

• In June two requests were made and approved.  A letter of complaint was sent concerning the use of a chicken wire fence for plant protection.  The fence has been removed.

Grounds Committee Report:  

• On 5/14/08 the HOA received a 30-day notice of termination from its grounds keeper.

A search began for grounds keepers and weed control contractors. 

• Hot Desert Landscaping has been selected for grounds maintenance and Lantz Weed Control for pre- and post-emergent applications. 

• The annual cost of both contracts is just under $48,000.  Emergency work and some materials cost (such as chemicals) will be additional.  For comparison, our current budget for maintenance and weed control is $55,000.

MSVA*:   Connie Fish moved that the contracts with Hot Desert Landscaping and Lantz Weed Control, as presented at this meeting, be approved and signed by an appropriate officer of the Board.   Larry Urbine seconded the motion.

Streets & Buildings Committee Report: 

• Seal coating of The Springs 4.25 miles of roadway has been completed.  We owe a debt of gratitude to the traffic control volunteers.  Quotes were solicited from firms providing such services and the least costly was $1,200. 

• An engineering assessment of our street conditions will be pursued.  This evaluation will serve as a benchmark for evaluating the Reserve Account accrual rate necessary for further street maintenance, and possibly eventual replacement.  The intent is to have this information on-hand to assist with the Board’s 2009 budget and with the Reserve Committee’s planning. 

• Stop signs in our community will be adjusted for height uniformity.

• The paint contractor used in 2005 will evaluate and provide an estimate to repair the front entrance.

• Painting of the concrete block wall that serves as a visual buffer for the southwest corner of The Springs is complete. 

• Several sections of the sidewalks need to be removed and replaced for both pedestrian safety and appearance.  A contractor will be contacted to evaluate these areas and an estimate will be submitted for the Board’s consideration.

Membership Open Forum:

• A Homeowner asked if the HOA sent a letter to ADOT regarding a sound barrier at I-19.  He was told that the letter has been sent.  He also spoke about the Frontage Road project delay. 

• A Homeowner recognized and thanked Paul Walter for the great job he did while serving on the Board.

Adjournment:  The meeting adjourned at 5:45 pm. 

Connie Fish, Secretary 

There will be no HOA Board meeting in August.  The next scheduled meeting will be on Friday, September 5, 2008 at 4:00 pm in the Fiesta Room. 

*MSVA--Motion made, seconded, voted, and approved.

The Springs at Santa Rita HOA
Board of Directors’ Meeting
September 5, 2008       4:00 pm   

Board Members Present:  Kaye Gray, Joe Barton, Connie Fish, Lance Johnson (via telephone), Joe Misinski, Richard Wolf

Board Member(s) Absent:  Carol Schmelz, Bernie Serek, Larry Urbine

Homeowners Present: Four

Call to Order: 

• President Gray called the meeting to order at 4:00 pm.

• The roll of members was taken and a quorum was present. 

• Today’s Agenda was accepted.

MSVA*:   Motion was made and seconded to accept the Minutes of the July 1, 2008 HOA Board meeting as presented. 

Treasurer’s Report: 

• Total Assets we have on hand come to $269,023.  Of that, $173,097 currently resides in CDs--one of which matures the middle of November.

• Our Reserve Fund balance as of 8/31/2008 is $187,011. 

• Year to date Expenses are $130,060. 

• All the areas that we budget, primarily based on Committee responsibilities, are currently running under budget--including what we have scheduled to pay out of the Reserve Fund. 

• We are running a bit behind on interest income due to the drop in interest rates.

• The Financial Report was accepted for filing.

Vice President’s Report:  None was given.

ARC Report:

• 82 letters regarding weeds and overhanging plants were sent to homeowners and all but 4 owners have complied.  That translates to less than 1% of homeowners who are out of compliance.

• Properties not in compliance will be cleaned-up and the owners billed for the work.

Grounds Committee Report:

• Information is being gathered for a filtering system for the fountain at the front gate.

• Two saguaros will be relocated.  One currently by the gate will be relocated in the common area, and a donated one will be moved to Park 9 on Golden Lynx.  The cost for moving these will be within the amount still in our budget.

• Hot Desert Landscaping has specific work projects lined up in advance (under the direction of the Grounds Committee) and cannot respond to impromptu homeowner requests.  Such requests should be submitted to the Grounds Committee for inclusion in the work schedule.

• Homeowners must submit a Grounds Committee Request for Work form (available at www.thespringshoa.org or at The Springs office) if they believe a common area needs to have specific issues addressed.

MSVA*:   Motion was made and seconded to approve the payment of approximately $600 for relocating two saguaro cacti.

Streets & Buildings Committee Report:

• There is repair work to do on some sidewalks and streets.  We have the funds available because our seal-coating cost was $10,000 under our estimate. 

• A gate was installed today at the SE section of The Springs.  $5,000 was budgeted for this expense, but the actual cost was under $1,000.  The gate will be locked, but emergency services personnel will have the code.  Signs will be erected to warn trucks they will not be able to turn around in that area.

• Talks are underway, with the company who painted the front gate area, regarding issues that have occurred with the paint in that area.

• We will be under budget for the year.

Unfinished Business:

• Waste Management Company’s vehicles are very heavy and consequently cause damage our roads.  We will pursue contracting with a company next year that uses lighter trucks.    

• There are four HOA Board Vacancies for 2009.

• The CC&Rs & By-Laws review by our Attorney will be finished by 9/15/08.

New Business:

• The Reserve Committee will meet 10/3/08.  Gene McGaughey will Chair the Committee.

Membership Open Forum:

• A Homeowner spoke about the number of vehicles parked in a driveway, as well as noise and weed problems. 

• A Homeowner stated he believes the fountain at the front entrance needs to have something added to the top.

Adjournment:  The meeting adjourned at 4:45 pm.

Connie Fish, Secretary

The next scheduled meeting will be on September 23, 2008, at 9:00 am in the Fiesta Room.

*MSVA--Motion made, seconded, voted, and approved.

The Springs at Santa Rita HOA
Board of Directors’ Meeting
September 23, 2008     9:00 am   

Board Members Present:  Kaye Gray, Joe Barton, Connie Fish, Carol Schmelz, Bernie Serek, Larry Urbine

Board Member(s) Absent:  Joe Misinski, Lance Johnson, Richard Wolf

Homeowners Present: Six

Call to Order: 

• President Gray called the meeting to order at 9:00 am

• The roll of members was taken and a quorum was present. 

• Today’s Agenda was accepted.

Treasurer’s Report: 
Given at September 5, 2008 meeting.

President Report:  Items covered included security concerns (illegal coyote activity) and recent damages caused by semi trucks that are too large for the paved road at the rear maintenance exit have prompted the installation of a gate.  As soon as all emergency services are notified the gate will be secured with a coded lock.  In order to have continued discounts on homeowners’ insurance policies for a gated community this gate must also be secured. Thank you to Mary Yeager who helped with the mailing of the recent newsletter.

Vice President’s Report: 

• Four vacancies need to be filled on the Board of Directors at the upcoming January Annual Meeting.  Owners are encouraged to make a commitment to keep our HOA running smoothly.

MSVA*:   Motion to have the HOA attorney, Carolyn Goldschmidt write the moving van company, Budget Van Lines to secure full recovery of damages to the equipment building and roadway caused by their vehicle.

MSVA*.   Motion to notify the HOA insurance carrier of incident and the possibility of a claim in the event we are not successful with recovery efforts.

MSVA* Motion to hold a special board meeting on September 25, 2008 at 9:00 a.m. in the Monterey Room, SRS for the sole purpose of reviewing the proposed CC&Rs and By-laws as revised by our attorney in preparation for a vote to approve the revision at the October 3, 2008 meeting.

MSVA*.  Motion to approve the request of the Social Committee to hold a Garage Sale in the first or second week of November.

MSVA*.  Motion to authorize Bernie Serek to speck with Green Valley Sanitation to determine their viability to serve as our trash collector and report back to the Board.

ARC Report:

• No decision was reached following a discussion about timing and type of notice for weed violations.

• MSV* Motion to approve installation of solar panels under the same guidelines as satellite dishes was not approved.

Grounds Committee Report:

• Reported on the details of the hiring of Hot Desert Landscaping and Lantz Weed Control.

• Repair of the Auto-fill valve and addition of a debris filter to the upfront water feature.

• Relocation of Saguaro Cacti within The Springs.

MSVA*:   Motion was made and seconded to approve the payment of approximately $600 for relocating two saguaro cacti.

Streets & Buildings Committee Report:

• Estimates will be obtained for the cost of repairing the damages to the Maintenance exit and the additional repairs needed to the streets.

• The Extended Warranty cost for the Front Entrance Gates will increase by 15% effective November 1st to $166.74 a month.  This is a monthly inspection service to check and lubricate operating parts and replace worn or failed mechanical or electronic parts.

Unfinished Business:

• Waste Management Company’s vehicles are very heavy and consequently cause damage our roads.  We will pursue contracting with a company next year that uses lighter trucks

New Business:

• Signs:  The Arizona Statutes were reviewed and while real estate for sale signs are now permitted, FOR RENT are not. Owners displaying the for rent sales will be notified.  A card will be placed in the bulletin boards stating the policy regarding political sign and the length of time they may be displayed.

Membership Open Forum: No comments were made.

Adjournment:  The meeting adjourned at 11:30 pm.

Connie Fish, Secretary*

The next scheduled meeting will be on October 3, 2008, at 4:00 pm in the Fiesta Room.

*MSVA--Motion made, seconded, voted, and approved.

*MSV-Motion made, seconded, not approved

*C. Fish’s notes transcribed by K. Gray