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MINUTES OF THE SANTA FE HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING HELD OCTOBER 9, 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 homeowners Jim and Pat Gleason and Libby DeSilva. Kerin Shugart and Wes Porter were present, representing Professional HOA Consultants, Inc
Approval of Minutes - The Board reviewed the minutes of the June 26, 2009 meeting. A motion was made by Bob Cooper to approve the minutes as submitted. The motion was seconded by Kathy McHenry, vote was all ayes; motion carried.
Financial Report – Treasurer Andy Zimbaldi gave the financial report. He stated that total assets totaled $429,283.32 as of August 31, 2009. He reviewed the balance sheet and stated that he felt that association is in good shape financially. A journal entry will be made relative to the landscaping expense that should have been a reserve expense. He explained that the CD reserve investments are currently invested in Merrill Lynch in a program this is geared for HOA reserve investment money. The CD’s are being rolled over as they come due. . OLD BUSINESS: Landscape Project – Kerin Shugart reported that the landscape project is basically finished with the exception of a few yards in which homeowners wanted some changes made. Gloria of Lupe’s Gardening has agreed to accommodate those changes. It was noted that the McHenry yard was still being worked on. The project has been paid for 50% and the remaining 50% has been billed. A motion was made by Bob Cooper to pay the balance owed to Lupe’s Gardening. Andy Zimbaldi seconded the motion, motion was all ayes; motion carried.
Recreation Area: Lighting Reduction – Kerin Shugart reported that the electrician had performed the work to make the lighting “on demand” with the exception of the entry walkway lights. She noted that the cost had come in at $500.00. The board suggested a sign be made to indicate what operates which lights. Andy Zimbaldi volunteered to purchase lighting fixtures at a home improvement store to have installed at the recreation area.
Pool Drain Cover Installation – Shugart reported that the pool & spa drain covers were installed as scheduled.
Misc. Repairs & Maintenance –Shugart informed the board that the Lance’s Upholstery had re-slung chairs and loungers. Six loungers and two chairs were done for a total of $652.50. There are some faded loungers but the material is in serviceable condition. Dan Cassel has made several small repairs around the recreation area. The board asked that Kerin look into replacing the cracked table tops. A motor contactor for the Santa Fe pond pump had to be replaced. The electrical contractor speculated that it was most likely the original contactor. The cost for the new part and labor to install was $490.00.
Member Communication – Wes Porter stated that he has created a website, ramshillonline.com, and Santa Fe will have its own sub-page. The site is a work in progress but his staff is working on getting information onto the site. It was noted that the newsletter could be put on-line as well. A roof notice should be placed in the newsletter advising owners to let the association know when they have a/c work done.
RHCA Paving Santa Fe Streets – Blythe Cavanaugh informed the board that the RHCA had gone out to bid on the re-paving of the Santa Fe streets and the President who is also the developer rep on the board refused to approve a bid. When questioned, he stated that they “the developer” is not in a position to approve any expenses at this time. Kathy McHenry inquired if the ADR process would not be appropriate for this issue. After discussion a motion was made by Kathy McHenry to send a letter to the RHCA from the Santa Fe board insisting they take action and pave the Santa Fe streets or face an ADR action. The motion was seconded by Bill Burton. Vote was all ayes; motion passed. Blythe Cavanaugh volunteered to write a draft and submit to the board for comments.
Landscape of Developer Lots – The board agreed that Steve Gregory had done a satisfactory job of keeping the developer “golf course” lots on Roadrunner Drive looking nicer.
NEW BUSINESS: Review of 2010 Draft Reserve Study – The board reviewed the 2010 draft reserve study. Andy Zimbaldi stressed the importance of a strong reserve position. He explained that even though the figures vary it is a good tool for board to use in building a good budget. The board agreed that there were several changes to be made to the study and Mr. Zimbaldi stated that overall it was a good report. He stated that this year’s study indicates a healthy increase in dues for 2010.
Review of 2010 Draft Budget Wes Porter explained the budget building process and reviewed a spread of 12 months expenses. His first draft shows no increase in the dues. After discussion the board agreed to add a bad debt line item of 5%. If the debt does not reach this level, that money would be placed in reserves. The board discussed the possibility of a $40.00 increase and noted that this amount is below the 20% increase limit. The board also would like a cover letter to go out with the budget explaining the rationale behind the increase. Andy Zimbaldi made a motion to adopt the 2010 budget with a $40.00 increase in dues bringing the monthly assessment to a total of $295.00 for a home and $230.00 for an undeveloped lot. The motion was seconded by Kathy McHenry. Vote was all ayes; motion passed.
Review of Misc. Bids/Proposals – Proposals were reviewed for putting a fill valve at the small pond. A motion was made by Bob Cooper to accept the bid from Dan Cassel for a timer and fill valve in the amount of $130.00. Motion was seconded by Kathy McHenry. Vote was all ayes; motion passed.
A proposal for flowers for the entry monument median from Lupe’s Gardening was reviewed in the amount of $244.80. After review the board decided that premium color stock would look nicer. A motion was made by Bob Cooper to allocate a not to exceed amount of $400.00 for the entry median for premium color to be mixed in with the Sea Lavender. Kathy McHenry seconded the motion. Vote was all ayes; motion carried.
Concrete Lifting at Rec Area – The board reviewed photos of the concrete lifting at the recreation area entrance. It would appear that a tree root is the cause of the problem. The board instructed Kerin Shugart to get bids for the repair/replacement for the next board meeting.
Discussion of Dark Sky Policy – Kerin Shugart explained that she had received several complaints from homeowners regarding the developer owned model homes on Golf Crest Drive. The exterior lights were being left on all night and are quite bright. The developer real estate agent has been notified and the issue is being monitored. She noted that this has been an ongoing issue.
Set 2010 Annual Meeting Date & Nominations - It was noted that Bill Burton and Blythe Cavanaugh’s two-year term would conclude in 2010. The annual meeting date was set for Saturday, March 27, 2010.
Open Time for Homeowners – Mr. and Mrs. Gleason stated that they are pleased with the way the neighborhood looks. Libby De Silva reported that she has a water pressure problem at her home on Fonts Point Dr. The board recommends that she call a plumbing contractor.
Next meeting – The Board agreed that it will meet on Friday, November 13, 2009 at 1:00 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 3:49 p.m.
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