Country Club Townhomes HOA

Board of Directors Open Meeting Minutes

Friday, January 27, 2017

Location: PG&CC POA Building

1133 Old Chisholm Rd, Dewey, AZ 86327

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Roll Call: Present at the meeting was President Suellen Lemay, Vice President Mitzi Edwards, SecretaryDonavan Dahl and Director Lauren Withers.HOAMCO Representative, Dawn Stoner, was present and acted as Recording Secretary.

Absent:Bob Skummer and Dori McClure

Homeowners present:Ruthie Withers

Meeting Called to Order: Suellen called the meeting to order at 4:30 pm.

Review the December 2016 financial report:

Operating: $58,545.21

Reserves: $29,563.91

Total cash on hand: $88,109.12

Year-end Net Income: $27,210.37

Actual operating expenses: $138,491.53

Budgeted operating expenses: $161,317.20

Motion: Suellen motioned to approve the December 2016 financial report as presented. Donavan seconded the motion. Motioned passed 4-0.

Approval of the minutes:Tabled.

Old Business:

Discuss proposing another special assessment, payable in full by the end of 2017. After considerable discussion, the Board agreed not to propose another special assessment because the last two proposed special assessment failed to pass by a 2/3 vote of the members.

Discuss attorney Jim Atkinson’s proposal to draft an amendment to the Declaration (CC&Rs) in the form of consent:
Attorney Jim Atkinson proposed $1000 to $1750 to draft the amendment/consent.
The Board agreed that a special assessment will not pass so the next step is to propose to amend the CC&Rs to shift roofs to the Owners. The benefits are 1) reserve funds would be available for other building repairs. 2) Owners would control schedule of roof maintenance. 3) Less burdened on HOA financials.
There was discussion about obtaining a loan to complete deferred maintenance items.

Motion: Suellen motioned to move forward with drafting the proposed amendment to the CC&Rs to shift roof maintenance to the owners. Motion seconded by Mitzi and passed 4-0.

Motion: Suellen motioned to postpone preparation of the draft amendment & consent until the upcoming expenses are paid and the CCTH cash flow recuperates. Donavan seconded the motion and passed 4-0.

Review draft notice of temporary moratorium on building repairs and approve distribution to membership: The Board approved the letter. Dawn will mail to the members.

1046 Bunker Place repairs:
Ratify approval of change order $11,703.00:

Motion: Suellen motioned to approve the change order for additional needed repairs in the amount of $11,703.00. Motioned seconded by Lauren and passed 4-0.

Total cost of project is now $68,455.00. Time frame to complete project is unknown at this time. Owner of 1046 Bunker Place pays the monthly HOA assessment and the Association is paying $900.00 monthly for loss of rent until project is completed.

Update on cottonwood tree along the 18th fairway: Jonnys Tree & Landscaping are finishing the tree removal. Project is coming along without incident.

Update on WWTP functions:
Dawn reported the Town of PV has temporarily shut off water the PG&CC to include the WWTP, due to PV realigning drainage to the golf course lakes. The plant continues to function, but there is no date as to when the water will be back on.
Removal of weeds underway.
Price to replace pond liner #1 is forthcoming.
Dawn will schedule a visit of the WWTP with AQW and the Board.

New Business:

Master Insurance renewal March 1, 2017: Farmers has offered to renew the policy for an annual premium of $17,0334.00, which is $16,441.00 for general commercial liability, property (building) coverage and crime. $893.00 for the Umbrella policy. The workers comp policy will be canceled due to no employees. The WWTP environmental policy doesn’t expire until 2018.

Motion: Suellen motioned to approve the master insurance renewal as presented. Seconded by Mitzi and passed 4-0.

Owner requests:
Roger Rubien 1007 Rolling Green – requesting exterior repairs: Dawn inspected the list of items and determined that nothing was urgent and required immediate repairs. The Board agreed not to make repairs as requested.
Larry Moore 922 Rolling Green – requesting exterior repairs. Tabled for more information on needed repairs.
Robert Hoffman 995 Rolling Green – repair exposed exterior stucco. The Board agreed to the owner’s offer to pay 50% of the cost $347.50.
David Bruns 11513 Wingfoot – request to replace driveway apron: Board did not approve due to cost. Such property improvements are deferred until urgent repairs are completed.

Adjournment: With no other business to come before the Board, the meeting was adjourned at 5:30 pm.

Recording Secretary,Dawn Stoner