Coyote Creek Homeowners Association

Transcription

1 Coyote Creek Homeowners Association Board Meeting Minutes Date: May 18, 2016 Time: 3:00 PM Location: Coyote Creek Sales Office E. Old Spanish Trail, Vail, AZ Call to Order: The meeting was called to order at 3:01 PM. Roll Call: Board Members Present: Peter Badanes Patty Bagley Ed Koharik Bill Mueller Juna Rowland Paul Summers Board Member Absent: Peter Backus Management Representative: Brett Anderson, Cadden Community Management Homeowner Forum: No lot owners were present for this forum. April 20, 2016 Board Meeting Minutes: The minutes of the April 20, 2016 meeting of the Board of Directors were corrected for typos and then accepted and approved as revised. Ed Koharik asked about setting suspense dates on Action Items reported in monthly minutes. Generally the due date for an action item is considered to be the next meeting of the Board. Going forward, if appropriate for an individual action item, suspense dates could be set if the due date is not agreed to as the date of the next Board meeting. President s Report: Paul Summers - Mr. Summers reported that the lawsuit related to Lot 384 has been settled. - Mr. Summers and Juna Rowland attended the Cadden Community Management annual board member training. - Letters from lot owners on Double Bar Z have been received by the Board that indicate concerns regarding speeding by a neighboring lot owner on that street. Discussion of these letters was moved to the Executive Session immediately following this Board Meeting. - A lot owner advised the Board that residents may be driving around the Triangle F Ranch gate. Mr. Summers reported that he inspected the area and that the condition of the cacti in that "1

2 area appeared to be in the same condition for some time. He did not find any recent evidence of vehicles driving around the gate. He concluded that the disturbance around the gate appears to be related to people walking rather than vehicles being driven around the gate. Action Item: Mr. Summers will the lot owner who reported the possible problem. The Board will continue to monitor this issue and discuss the need for boulders near the gate if it s determined that vehicles are driving around the Triangle F gate. Manager s Report: Brett Anderson A written report of the Manager s action items and directives from the April meeting was presented and reviewed with the Board. There are a handful of remaining violations regarding mailbox painting. Cadden will explore the possibility of changing painting vendors as the painting contractor recently used by the mailbox company was expensive; sloppy; did a mediocre job; and has not been particularly responsive to requests made by some lot owners. This would be a separate painting vendor, apart from the Coyote Creek mailbox vendor from whom the purchase of our standard mailboxes would still continue. Action Item: Cadden will explore whether the supplier for the standard mailboxes used in Coyote Creek could identify different painting vendors they would use for future mailbox maintenance. If not, Cadden will explore independent contractors for this type of work. Treasurer s Report: Patty Bagley Financials: April No issues were noted with respect to the April financials. / Discussed allocating the insurance payments to the correct month on the budget so that it is reflected correctly on the financials. / Discussed why construction deposits for new Refuge Builder accounts are not being reflected on the current financials. - Management explained that the developer allows Refuge Builder to provide construction deposits to the HOA when building actually begins. / Discussed legal overages that have been incurred due to the on-going litigation with Lot 384. MOTION: To approve the Treasurer s financial reports for April 30, 2016 with changes suggested by the Treasurer. The motion was made, seconded and passed. Reserve Funding: The Treasurer recommended moving $65,000 into the Community s reserve funds representing the semi-annual reserve transfer. / Discussed the remaining operating account after the reserve fund transfer is made 2

3 and the amount of money expected from the semi-annual July assessment payment. - Treasurer proposed plan for an additional CD. MOTION: To approve moving $65,000 into the Coyote Creek Reserve Fund. The motion was made, seconded and passed. MOTION: To approve opening a $100,000 CD for 2 years (which is money that will be moved from the cash reserve account) after the June semi-annual reserve fund transfer is completed. The motion was made, seconded and passed. Action Item: Patty Bagley will research banks in which to open the new CD. Design Review Committee Report/Developer Update: Brett Anderson Brett Anderson gave updates on the lots currently under construction and new requests that have been received. - The Board reviewed the May 2, 2016 minutes for the Design Review Committee meeting. - The Design Guidelines have been revised to reflect details related to the new community architect. The Board reviewed those revisions. (i) Once approved, an blast will be sent to lot owners notifying them of the revisions; (ii) Once the contract with the new architect is signed, lot owners who currently have plans with the DRC for review will be notified of changes that might effect their construction project; (iii) Construction already in progress will be completed by the current architect; and (iv) Cadden will coordinate with Peter Backus regarding notification of cancellation to the current architect. MOTION: To approve the revised Design Guidelines as presented and reviewed. The motion was made, seconded and passed. Action Item: Cadden will prepare an blast to be reviewed by the Board to notify lot owners of the revisions to the Design Guidelines. Action Item: Once the contract with the new architect has been signed, Cadden will prepare a letter to be reviewed by the Board notifying lot owners with plans currently with the Design Review Committee as to the revisions to the Design Guidelines. Action Item: Once the contract with the new architect has been signed, Cadden will coordinate the cancellation notice that will be sent to the current architect with Peter Backus. Action Item: Cadden will ensure that construction reviews for homes currently under construction are properly directed to the current architect. "3

4 Unfinished Business Noisy Court Lights at the Recreation Center: - Management explained that the court light buzzers have been disabled, the new warning lights have been installed and the lights have been set to go off at 9 PM. During the installation, the technician noted that the lighting control box for the pickle ball and tennis courts are not on the same circuit. The tennis court device is not getting a signal from the master control box. Therefore, the tennis court lights just go off when the timer runs out with no warning light. The light timer for the tennis court was fixed but has since been vandalized. Cadden will investigate as to whether the light timers can be made more vandal-proof. Action Item: Cadden will review possible changes to the light timers at the Recreation Center to see if they can be made more vandal-proof. Insurance Policies: - The Board reviewed the document prepared by Cadden Management outlining current insurance policies held by the developer for the equestrian center and by the Association s landscape contractor and recommendations for increased coverage. Action Item: Cadden will send a letter to Peter Backus requesting that both the equestrian center s and landscape contractor s policies be increased from $1 million per occurrence to $2 million per occurrence and that the declaration page for all policies show the correct dates of coverage (February to February for the Equestrian Center; May to May for the landscape contractor; and January to January for the HOA). Action Item: Cadden to calendar these various dates for future follow-up, particularly with respect to whether the HOA is properly named as an additional insured under both the landscape contractor s and Equestrian Center s policies Board Member Nominating Committee: - Paul Summers reviewed the duties, responsibilities and timing of the Nominating Committee with Committee Chairman Ed Koharik. Two non-board members still need to be appointed to the Committee. Action Item: Ed Koharik will recruit two non-board members to work with him on the Nominating Committee. Recreation Center and Playground Safety Inspection: - The inspection of the Recreation Center and playground by HOA Playground Services identified items that need correction or repair. Cadden will research costs addressing these items (the shade may still be under warranty) and the Board will discuss those costs and determine next steps. Action Item: Cadden will provide costs for the items identified in the Recreation Center 4

5 Inspection Report for discussion at the next Board meeting. Cadden will determine if the playground shade is still under warranty. Reserve Study: - A site inspection by Association Reserves will take place on May 25, 2016 in connection with the updated Reserve Study. The updated reserve study is expected to be provided to the Board in mid-july. The Board will attempt to determine the linear footage of roads that will be installed as part of the upcoming Coyote Creek expansion for inclusion in the study. Action Item: The Board will determine an approximate linear footage for the new roads that will be installed as part of the expansion of Coyote Creek. New Business Drone Policy: - Paul Summers provided the Board with background information regarding this matter. Action Item: Board Members will review the background information on drones and be prepared for further discussion at the next Board meeting. Sign Maintenance: - Sign maintenance has been done. The Board ratified the invoice for this work on street signs, stop signs and new Recreation Center signs. MOTION: To approve the sign maintenance invoice in the amount of $ The motion was made, seconded and passed. Newsletter: - Juna Rowland advised the Board that, due to time constraints, she was withdrawing as editor of the community newsletter. A new editor will need to be found. Action Item: Board members will suggest possible newsletter editors to Paul Summers who will also contact former editor Bill Mosbrook to see if he will again serve as the Newsletter editor. Next Meeting: June 15, 2016 at 3:00 PM at the Sales Office Adjournment: The meeting was adjourned at 4:02 PM. "5