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PSMRA Board Meeting Minutes
Open Session
January 12, 1999
POINTE SOUTH MOUNTAIN RESIDENTIAL ASSOCIATION
Minutes of the Executive Board Meeting
The Pointe Hilton Hotel
January 12, 1999
DIRECTORS PRESENT:
Ardath Eitzman
Barry Smith
John Benedick
Julie Tierney
Hal Rives
DIRECTORS ABSENT:
Lisa Posada
Richard Holmes
GUESTS IN ATTENDANCE:
Pat Parnell
Vicki McCutchan
Paulo Sanze
Larry Perkins, President, American Coating
FOR CITY PROPERTY:
Brian Lincks, Vice President
Mary Jane Labut, Property Manager
RECORDING SECRETARY:
(name witheld by request)
OPEN SESSION
The meeting was called to order at 7:45 p.m. by President Ardath Eitzman.
PROPOSAL BY AMERICAN COATING
Larry Perkins, President/Owner of American Coating, a company that did re-roofing of courthomes in 1993/1994, has put together a proposal/roofing analysis for maintenance which he feels is the most cost effectve way to approach PSMRA roofing needs in the next 25 years. Mr. Perkins gave history and background of his many years of experience, including doing about 30 courthome roofs under CCMC. However, when Osselaer Company was hired, he was told they had no interest in his product as Osselaer had their own roofing company. Mr. Perkins did come back for a few leak calls. Barry Smith stated that at the time, Osselaer reported that roofs were being re-coated, they did not have a lot of faith in the process, and convinced the Board to go in another direction. Larry Perkins gave an explanation of his process which is not just elastomeric but rather a two ply polyster emulsion roofing system (seamless elastomeric coating over clean existing roof). Mr. Perkins believes the Association could save close to $175,000 by going with this process and recoating every six years as opposed to all complete tearoffs. Lengthy discussion took place regarding duration of warranties and costs.
Barry Smith requested that Mr. Perkins look at the 1993/94 roofs that are coming due for maintenance and return to the Board with a report and time frame. Target date will be second week in February and Hal Rives will be the Board contact for this roofing project.
ELECTION OF OFFICERS
Barry Smith made a motion that the following slate be adopted:
Ardath Eitzman, President
Barry Smith, Treasurer
John Benedick, Vice President
Julie Tierney, Secretary
Hal Rives seconded the motion. Motion to adopt the slate was carried by unanimous vote.
APPROVAL OF MINUTES OF 11/10/98
John Benedick made the following corrections to the minutes of November 10, 1998:
Page 3 - third paragraph - MONTE WAY/SOUTH 50TH WALL to read MONTE WAY/SOUTH 50TH LANDSCAPING. 2nd sentence to be changed to read as follows: This is a two phase project: planter and trees will be installed following completion of phase I.
John Benedick made a motion to accept minutes as amended. Barry Smith seconded the motion. Motion to accept amended minutes carried by unanimous vote.
COX CABLE
Barry Smith reported that Cox Cable has submitted a draft proposal to the Association. The proposal allows one free hook up per house, along with other stipulations. Barry Smith is concerned that Cox is not working with up to date homeowner list as they show total of 837 and may be including ex-homeowners and vacant lots. He asked that Mary Jane get with Beth Mulcahy with current list of addresses and owners. Ardath Eitzman expressed concern about being locked into a five year contract and Barry Smith stated he will make sure Beth Mulcahy inserts an out clause.
Barry Smith made motion that Board accept Cox Cable contract if Association demands are agreed to. Motion was seconded by John Benedick. Motion carried by unanimous vote.
REPORT FROM THE TREASURER
Barry Smith reported he has not had opportunity to review the financials as he received them this evening.
HOMEOWNER ISSUES
Vicki McCutchan expressed concern to the Board regarding early trash and a junk car with a flat tire parked at 51st Street and Hazel (on Capistrano side in a parking slot) for a long period of time. Mary Jane Labut responded management company has been aware and police are running a check on the plate.
REPORT FROM THE PROPERTY MANAGER
COMMUNITY TREE TRIMMING: Before continuing with the tree trimming project and approving the expense, Barry Smith recommended that the Board walk the community as a whole. A discussion took place regarding letter from homeowner on La Mirada which pointed up the City of Phoenix porta potties in the park preserve visible from his property. The management company was instructed to advise the homeowner to contact the City of Phoenix.
AUDIT PROPOSAL: Mark Reece, CPA, has submitted proposal not to exceed $6200 as opposed to David Lipinski's proposal of $10,000. Barry Smith felt that the $6200 figure is likely to be less than the auditor realizes. Mary Jane Labut stated that $6200 includes reviewing each homeowner account. Discussion took place regarding pricing these separately ($40.00 per hour) in event Board has to go back to Osselaer Company. Barry Smith expressed concern with the $40.00 per hour charge and suggested a target figure of $5,000 for entire audit, with instructions to auditor that he verify homeowner checks were received and deposited. Brian Lincks will make this offer to the auditor.
COURTHOME LANDSCAPE PROPOSAL: Cost for replacing certain grassy areas with granite and approved plants is just over $14,000 and does not include 51st Street park.
HOUSE OF CANVAS PROPOSAL: Quote for awning replacement is $7200. Board discussion took place as to whether this expense is necessary. Property Manager felt that expense is justified.
Barry Smith made a motion that House of Canvas be given approval for awning replacement with instructions that property manager send letters to those homeowners involved as well as inform Sally Huff. John Benedick seconded the motion. Motion carried by unanimous vote.
VALLEY VIEW LANDSCAPE PROPOSAL (51ST STREET PARK): This proposal includes planting 10 flats of annual flowers at $35.00 per flat. It was suggested that the community might be interested in changing out the flowers to more permanent plants and ultimately forward the bill to the Board. Ardath Eitzman stated that plastic is already in place and it was agreed that landscaper should go ahead with the river rock.
Julie Tierney made a motion to approve a maximum of $1,000, to include river rock and landscaping, substituting more permanent plants for flowers. John Benedick seconded the motion with the amendment that cost is not to exceed $1,000. Motion carried by unanimous vote.
COURTHOME DOORS: Brian Lincks stated there is outstanding issue of courthome doors and the Capistrano requirement and the need for a legal opinion from the attorney as to the Association's obligation.
HEARING POLICY: The management company proposed that the process be simplified by holding hearings the same night as the Board meetings, about one hour prior to the Board meetings. In addition, they reported that Bob Collins, ACC, would welcome members of the Board to sit in on hearings, along with a representative of the management company. Board saw need for assurances that homeowners will show up for hearing and Hal Rives, Ardath Eitzman and Julie Tierney volunteered to be Board liaisons for the hearings. Management company will bring formal proposal to next month's Board meeting.
PARKING POLICY
In an effort to finalize the parking policy for dissemination to all homeowners, the following issues were raised and discussed: (1) Will vehicles be allowed to park sideways in driveways? (must be parked perpendicular to the home) (2) language regarding parking of commercial/recreational vehicles must be clarified (3) add language preventing service and delivery vehicles from parking in red zones (4) in cases where a vehicle appears to be inactive in a parking slot, mark the tires to see if it moves.
Lengthy discussion took place regarding abandoned vehicle previously discussed. Board asked management company to sticker the vehicle as being inoperable and if they do not get a response from the owner, will come back to the Board for further direction.
Brian Lincks reported that vehicle guest tags will arrive this coming Friday or following Monday and mailing could be out Tuesday or Wednesday of next week. Policy goes into effect 2/1/99 with one month of warning tags on violators. Board suggested that parking policy be printed in the upcoming newsletter. Lengthy discussion took place regarding cost and necessity of sending this mailing via certified mail in order to obtain signature as advised by attorney. Three attempts will be made to deliver and when envelope comes back to management company for the 3rd time, it will go into the respective homeowner file. Board directed management company to put stickers on drivers side window, post signs on pool bulletin boards and post sandwich boards at strategic entrances to the community that parking policy is in effect. It was also recommended that flyers be placed on vehicles, particularly those that park on Siesta and Hazel in order to walk into the park. Brian Lincks stated that April 1, 1999 will be start date for towing.
Barry Smith made a motion that parking policy along with changes discussed be approved and copy of amended policy to be sent to each Board member immediately. Hal Rives seconded the motion. The motion to approve the parking policy carried by unanimous vote.
UPCOMING NEWSLETTER MAILING
Board discussion took place in connection with most effective way to send out current newsletter in order to identify units that are vacant or have tenants - should mail handler be used for first class mailing or should pieces be run through meter at management company. The Editor was instructed to research and report back to the Board.
MISCELLANEOUS ISSUE
Ardath Eitzman reiterated the policy that homeowners wishing to attend Board meetings must RSVP to the management company. Barry Smith questioned a delinquency with two different names but same address which appears 2X in management report.
Barry Smith made a motion that meeting be adjourned and John Benedick seconded the motion. Meeting was adjourned at 9:40 p.m.
Respectfully submitted,
(name witheld by request)
Recording Secretary
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