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PSMRA Board Meeting Minutes
Open Session
March 9, 1999
POINTE SOUTH MOUNTAIN RESIDENTIAL ASSOCIATION
Minutes of the Executive Board Meeting
The Pointe Hilton Hotel
March 9, 1999
DIRECTORS PRESENT: Ardath Eitzman Julie Tierney
Barry Smith Richard Holmes
John Benedick
DIRECTORS ABSENT: Lisa Posada
Hal Rives
FOR CITY PROPERTY: Mary Jane Labut, Property Manager
RECORDING SECRETARY: (name witheld by request)
OPEN SESSION
President Ardath Eitzman called the meeting to order at 7:15 p.m.
APPROVAL OF MINUTES
John Benedick asked that correction be made to the minutes of February 9, 1999 Open Session as follows: Page 2 (last paragraph): change "Monte Way wall project" to "50th Street lot project."
Barry Smith made a motion that February 9, 1999 minutes be approved as corrected. John Benedick seconded the motion. Motion approved by unanimous vote.
REPORT FROM THE TREASURER
Barry Smith reported that courthomes currently have cash on hand of $466,000, $69-70,000 of which is in the checking account and remainder in the Smith Barney account. $6,000 has been spent for needed awning replacement and account is in good shape from a cash flow standpoint. Account is over budget in first two months due to awning expense but reserves are continuing to build. Regarding the common area account, there is $148,000 in assets with $103,000 in checking account and $45,000 in the Smith Barney account.
Barry Smith reported unusually low monthly water bill for beginning of the year, perhaps due to water conservation and landscape repairs.
A discussion took place regarding the disposition of funds in the Unit 5 bank account (about $120 - $130,000). Barry Smith recommended applying approximately $65,000 towards common area expenses for 1999 and putting the remaining approximate $65,000 towards the courthome reserves, thereby raising their reserves. At that point, the Unit 5 checking account will be closed. Barry Smith will convey this recommendation to the Unit 5 Board members.
Barry Smith made a motion that the remaining funds from Unit 5 be divided among the common area and courthome accounts of the Master Association with approximately $65,000 going into each account. This formula was derived based upon the assessments collected in 1998, the monies that were spent and the remaining common area monies that were not spent. John Benedick seconded the motion. Motion approved by unanimous vote.
Richard Holmes reported that his assessment payment was held for 30 days before deposit and suggested that the management company be more prompt in the handling of homeowner monies. Barry Smith gave this directive to Mary Jane Labut.
MANAGEMENT REPORT
HOMEOWNER CORRESPONDENCE: Mary Jane Labut stated that in light of letters being received from homeowners regarding maintenance and landscaping issues, she needs guidance as to what Board will and will not do from a budgetary standpoint. Lengthy discussion took place regarding a homeowner letter which pointed out island at La Mirada and 50th Street in which a tree blew down, was removed and never replaced. Julie Tierney suggested that a process needs to be in place for unfinished projects such as this. Mary Jane Labut will meet with homeowners concerned, get input and cost figure for tree replacement on this island.
COURTHOME DIRT AREAS: Mary Jane reported getting letters/calls from courthome owners saying they have only dirt outside their front doors. Ardath Eitzman responded if these are replacements, she should proceed. However, if change is being made, the ACC needs to be contacted. Barry Smith clarified that outside of the wall line is common area expense while inside the wall line is courthome expense. Discussion took place regarding difference between remediation and maintenance.
ROOFING PROJECT: Hal Rives has received bids from three contractors, all of whom have warranties of ten years. Bids are: $37,000, 47,000 and 54,000. Hal Rives has researched manufacturers and products and states that best product is the rubber base and epoxy on top of the roof as opposed to the torch down. He also recommends that AC units be removed and replaced by licensed AC people. Hal Rives has recommended going with the $37,000 bidder and moving ahead with replacing 14 roofs at this time.
Barry Smith made a motion that Board move ahead immediately before the rain season begins with recommendation to contract with $37,000 bidder based on specs that Hal Rives has worked out. DISCUSSION: Mary Jane Labut offered very new information received this date regarding this roofing system considered to be hybrid, has not been widely used, and Board might consider having the four roofs needing immediate replacement done first in order to evaluate the product. Barry Smith pointed out that manufacturer has approved the installation process and material with a ten year warranty and if a roof fails in 3 or 4 years, manufacturer will have to come back. Mary Jane stated that in the first two years, installer is responsible for the roof and after that, the manufacturer is responsible.
AMENDED MOTION: Barry Smith stated that motion is to award contract to lowest bidder for installation of 14 roofs and ask roofer to install the four critical roofs as quickly as possible using the epoxy method. If, after the four roofs are installed, Board feels the method should be changed to the torch method instead of the epoxy method for the remainder of the roofs, Board would like to have the right to make this request. Richard Holmes seconded the motion. Motion carried by unanimous vote.
WEB SITE: Discussion took place regarding proposal/fees from resident for setting up web site. John Benedick stated that Lisa Posada had expressed interest in this project and he recommended Lisa communicate with the resident and bring report to next meeting.
TREE TRIMMING: Board and property manager have walked the property and now realize the project must be divided into areas. Barry Smith suggested sending letters to homeowners in the respective areas soliciting input for removal vs. trimming. It was agreed that project should start in the more urgent and older areas (i.e. Vantage Pointe Pool) and solicit input from tree company as to which trees can or cannot be saved. Julie Tierney recommended identifying those trees with pink ribbons for benefit of homeowners. John Benedick asked that McKeon identify about 12 trees and offered to assist with contacting homeowners in those locations. Barry Smith stressed that all tree work cannot be done this year and suggested at this time, about $10,000 worth of work be identified.
Barry Smith made a motion that $10,000 be allocated toward tree trimming and removal project and Mary Jane Labut will come back to the Board with recommendations. Board will ask for second bidder and will then make a decision. DISCUSSION: McKeon has already put in a great deal of time. Ardath Eitzman felt strongly project should be put out for bid but McKeon should be compensated for time spent. John Benedick seconded the motion and asked that recommendations be made at next meeting. Motion carried by unanimous vote.
COMMON AREAS: Board discussion took place in connection with homeowners' concerns that common areas in Unit 5 and Gosnell areas be made consistent.
REQUEST FOR RED CURB: A letter has been received from homeowner expressing safety and visibility concerns and asking that curb on either side of entrance to 51st Street off of Siesta/51st Street be painted red. Board discussion and concerns took place regarding process in which Board responds to requests of this nature. Richard Holmes stated there are too many red curbs and, further, this is against the CC&Rs.
Barry Smith made motion that Board respond to request by Susie Moore and paint curb on 51st Street red. John Benedick seconded the motion. Motion passed with four voting in favor and one opposed.
Richard Holmes made a motion that any red curb be unpainted and that any signs that were not posted by the developer be taken down until it can be put in front of the ACC consistent with the CC&Rs because what the Board is doing presently is inconsistent with the articles. There being no second to the motion, Richard Holmes requested that motion remain as part of the record.
MONTE WAY/48TH STREET: Mary Jane Labut reported on situation with empty lot on SE corner where U.S. West was going to install lines under the street. Digging subcontractor for U.S. West hit water lines as they were not marked properly. Street has been damaged at cost of about $10 - $30,000, is unstable and is presently blocked off. Meeting of all parties taking place tomorrow and decision will be conveyed to Mary Jane as to who bears responsibility. Concern raised as to who will monitor project and Mary Jane stated City of Phoenix will monitor entire process.
COX CABLE
Barry Smith reported that final contract point has been agreed upon. If a homeowner gets an independent contract, it will not disrupt service or affect the overall Cox contract in any way. Mary Jane has call into Cox re duct taped cable on street at Euclid as well as damaged sidewalk in front of David Kraus' home on 48th Street. Barry Smith stated that Association will save $80 - $100,000 over the next few years with this contract. Association has also negotiated that Cox will be responsible for all interior home wiring and will repair at no charge.
Barry Smith made motion that Board accept Cox Cable contract as negotiated and approved by the Board and recommended by attorney Beth Mulcahy. Julie Tierney seconded the motion. Motion carried with all in favor.
TRACT M (west side of Monte Way & Piedmont)
Joe Woelfel, homeowner, brought to the Board's attention an ongoing situation involving 13 homeowners. The problem involves a parcel of land once owned by Gosnell which, in his opinion, was somehow deeded by the Association over to original owners in 1990 who now get tax bills. Neither the Board nor management company can approach Gosnell directly due to the litigation. Joe Woelfel stated tax lien certificates are being sold on this parcel and requested that Board authorize its attorney to look into this situation. Barry Smith responded that he believed the transaction took place as part of the settlement with the real estate board. Ardath Eitzman stated this took place in 1990 before the homeowners' association was in existence as they took control in 1992. It was recommended that Joe Woelfel have his title company contact Lawyers Title as Lawyers was the declarant for the property and charged with making certain transactions were handled properly.
CC&R AMENDMENT PROJECT
Barry Smith reported on his conversation with Hal Rives who stated he felt the best way to proceed is to have an attorney, possibly Curtis Ekmark, review the CC&Rs and report his opinion and findings to the Board. Discussion took place regarding selection of an attorney.
Barry Smith made motion that Board approve expense of up to $500 to sit down with an attorney, possibly Curtis Ekmark, to look at the CC&Rs and discuss with the Committee and Board members as to how to proceed with changing the documents. Richard Holmes seconded the motion. AMENDMENT: Barry Smith amended the motion to state that Hal Rives has requested Barry Smith make this motion on his behalf.
NEW MOTION: Ardath Eitzman made motion that Board allocate up to $500 for the committee to seek legal help in order to modify the CC&Rs. Richard Holmes seconded the motion. Motion carried by unanimous vote.
Barry Smith made a motion that Curtis Ekmark be engaged in this effort. Richard Holmes seconded the motion. Motion carried by unanimous vote.
Barry Smith made motion that meeting be adjourned. John Benedick seconded the motion. Ardath Eitzman adjourned the meeting at 9:35 p.m.
Respectfully submitted,
(name witheld by request)
Recording Secretary
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