MINUTES OF THE SANTA FE HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING HELD JUNE 26, 2009

Blythe Cavanaugh called the meeting to order at 2:00 p.m.  Those present were Bill Burton (telephonically), Bob Cooper, Kathy McHenry and Andy Zimbaldi.  Also present were Kerin Shugart and Wes Porter representing Professional HOA Consultants, Inc. 

Approval of Minutes -   The Board reviewed the minutes of the April 24, 2009 meeting.  A motion was made by Bob Cooper to approve the minutes as submitted.  The motion was seconded by Bill Burton, vote was all ayes; motion carried. 

Financial Report - The Board reviewed the financial report.  Andy Zimbaldi informed those present that expenses were on track.  The landscape, propane and electric are over budget year-to-date.  He requested that the budget be prepared to show a 12 month spread of expenses.  Wes Porter agreed to accommodate the request when building the 2010 draft budget.

Wes Porter reviewed the small claims court procedure as it relates to delinquencies that are taken to that point.  The Board will handle small claims on a case-by-case basis.

OLD BUSINESS:

Landscape Project – The Board reviewed a break-down of expenses on the completed six yards as provided by Lupe’s Gardening.  The previously proposed bid in the amount of $13,510.00 was reviewed.  This proposal covers the remaining front yards including plants and irrigation.  A motion was made by Andy Zimbaldi to approve the landscaping proposal for the front yard irrigation and plantings in the amount of $13,510.00 submitted by Lupe’s  Gardening.  The motion was seconded by Bob Cooper.  Vote was four ayes, one nay; motion carried.

Recreation Area Lighting Reduction - The Board reviewed and discussed lighting options at the recreation area to enhance the dark sky environment in the Santa Fe neighborhood.  Kerin Shugart reported that she had met with Bob Potratz, electrical contractor, who had come up with a plan that could eliminate excess night lighting at the facility.  After analysis, Bob discovered that there are three separate circuits that handle the lighting.  One circuit controls the lighting at the recreation area entrance and under the cabana. One controls the lighting at the wall around the lap pool and one controlling the lights on the wall near the big pool.  The circuits could be isolated and placed on a timer which could result in one circuit being controlled by the time clock and the other two on timers that could be manually turned on if guests needed additional lighting at the pool.  The issue of a minimum County of San Diego lighting code for recreation areas was discussed.  It was noted that there are lights in the pool that provide lighting as well.  A motion was made by Bill Burton to authorize Bob Potratz to proceed with a not-to-exceed cost of $500.00.  The motion was seconded by Andy Zimbaldi.  Vote was all ayes; motion carried.

Recreation Area Pool Covers – A proposal from Pool Safe pool covers was reviewed.  The proposal amount totaled $13,300.00 for the lap pool.  The Board discussed the problems with the pool covers in the past.  It was noted that the main reason to install a new pool cover would be to minimize propane costs during winter months.  After review the Board decided to table the issue.

Unauthorized Use of the Recreation Area – The Board discussed the continuing use of the rec area by guests staying in other neighborhoods.  Kerin advised that there was information on file for the keyless entry system.  The Board agreed that the situation would be monitored on an ongoing basis.

Member Communication – Kerin Shugart advised the Board that a Santa Fe homeowner list had been put together as a way to get information out to the homeowners such as meeting dates etc.  She also stated that a newsletter was in the works.  Andy Zimbaldi stressed the importance of transparency and keeping homeowners notified of what is going on.   

RHCA Paving Santa Fe Streets – The paving in Santa Fe was discussed.  The Board directed Kerin Shugart to send a letter to the Rams Hill Community Association Board President requesting the schedule for Santa Fe.  It was also noted that the developer should be asked to contribute to the cost of the project.  Blythe Cavanaugh stated that the issue would be discussed at the next Community Association Board meeting.

Turf Removal Project – Kerin Shugart went over the costs associated with a turf reduction project.  It was noted that the Borrego Water District gives a rebate based on square footage for removing turf.  The Board reviewed a sample proposal submitted by Lupe’s Gardening for removal of the turf and for planting the sample area with drought tolerant plants.  It was noted that the turf water can be shut off for six months of the year and plants, even drought tolerant, would need irrigation 12 months.  After review the Board that the project is not cost efficient for the association to pursue.

Landscape of Developer Lots – The landscape maintenance of the developer lots, now turned golf course, on Roadrunner Drive was discussed.  Kerin Shugart to notify Steve Gregory that the area needs attention.

Pool Drain Covers – Drain covers at the pools and spas was discussed.  The spas have been done.  Wes Porter has a company that will come out and perform the work.  Kerin will get all of the associations that need the work done, to coordinate collectively.  Andy Zimbaldi made a motion to go forward with the required work.  Bob Cooper seconded the motion.  Vote was all ayes; motion passed.

Tree Removal Estimate – The Board reviewed a proposal from Macario’s Tree Service for tree removal at 3045 Roadrunner Drive.  The tree is not doing well and a removal is required.  The proposal cost amount  =  $265.00.  Bob Cooper made a motion to accept the proposal and have the tree removed.  Kathy McHenry seconded the motion.  Vote was all ayes; motion passed.

Homeowner Energy Efficient Upgrades – It was noted that a homeowner had made a recommendation that there are energy efficient upgrades available and that homeowners and possibly the association should take look into the options.  Kerin Shugart will look into the possible options and publish the information in the next newsletter.

Next meeting – The Board agreed that it will meet on a Friday, date to be determined, in September at 2:00 p.m. at the association office.

Adjournment – A motion was made to adjourn the meeting.  The motion was seconded.  Vote was all ayes; motion carried.  The meeting was adjourned at 3:20 p.m.

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