ARTESIA
OWNERS ASSOCIATION
Minutes of the Executive Board Meeting
Held on March 3, 2010 at the Artesia Community Center
CALL TO ORDER
Don Fraser, Executive Board Vice-President, called the meeting to order at 7:00 p.m.
ESTABLISHMENT OF A QUORUM
Tim Hafen, Donald Fraser, Bob Winblad and Mike Flanagan were all present. Twenty-two (22) owners attended the meeting.
Homeowners Concerns on Agenda Items - None
APPROVAL OF MINUTES
Tim Hafen moved to approve the minutes of the November 4, 2009 Board meeting. The motion was seconded by Bob Winblad and unanimously carried.
COMMITTEE REPORTS
Architectural Control Committee: Linda Merryman, Chairperson, was unable to attend but submitted a report indicating that the Committee approved thirty-three (33) exterior improvement requests. There are currently 23 active, approved improvement projects in the community.
Landscape Committee: Sally Morrill reported that two trees have been replaced, a mesquite tree in the courtyard and a flowering plum tree in the front of the Center. The recent rains have delayed the transition from grass to xeroscape, but Melecio Rivera will be spraying the grass with Roundup within the next two weeks.
Neighborhood Watch Committee: R.T. Jones thanked the Block and Phase Captains for contacting and updating the residents. He also reported that the National Night Out is scheduled for August 3, 2010.
Network Committee: Anita Yunker, Chairperson, was not in attendance. Mary Caraza-Lyons indicated that a meeting is scheduled for Thursday, March 4th.
Social Committee: Vicki Gladsjo, Chairperson, reported the following:
The Chili Feed was very successful with about 85 residents in attendance. Special thanks to Dodie Johnson who not only chaired the event but also prepared all of the food. This was free event that cost $1.90 per person.
The Artesia cookbook is ready to go to press thanks to Kathi Fraser who typed all of the recipes. Plans are to have the cookbook available for sale at the owners' annual meeting.
Today’s potluck was well attended…over 20 residents.
Future events include
Garage Sale scheduled for March 13th – Breakfast, lunch and baked goods will be sold.
March 27th - Easter Egg Hunt
April 17th - Earth Day – participants will concentrate on cleaning Artesia and the surrounding areas.
April 24th – Spring Fling Dance with appetizers and dancing
May – Poker Run followed by lunch and a Texas Hold’um tournament (date not yet set)
FINANCIAL REPORTS
Bob Winblad reported that the Board had reviewed the reconciliation reports for all bank accounts for December 2009 and January 2010. Mike Flanagan moved to acknowledge that the Board has fulfilled its fiduciary duty to review these statements. The motion was seconded by Tim Hafen and it was unanimously carried.
Bob Winblad reported that the Board had reviewed the Balance Sheets provided for December 2009 and January 2010. Mike Flanagan moved to acknowledge that the Board has fulfilled its fiduciary duty to review these statements. The motion was seconded by Tim Hafen and it was unanimously carried.
Bob Winblad reported that the Board had reviewed the Profit and Loss Statements provided for December 2009 and January 2010. Mike Flanagan moved to acknowledge that the Board has fulfilled its fiduciary duty to review these statements. The motion was seconded by Tim Hafen and it was unanimously carried.
The Board discussed the Certificates of Deposit that have been established for the reserve account and reviewed the current interest rates. Mary Caraza-Lyons reported that the market account at First International bank has a balance of $38,309.54 and the CD at Meadows Bank is currently at $100,500.30. The total amount held in the reserve accounts total $138,809.84.
NEW BUSINNESS
Mary Caraza-Lyons requested approval from the board to proceed with a financial audit for 2009. She indicated that the audit for 2007 and 2008 is close to being completed. A draft has been received and should be finalized shortly. The Association is now required to have annual audits performed every year. Tim Hafen moved that the Board approve hiring a CPA to perform the 2009 financial audit. The motion was seconded by Mike Flanagan and it was unanimously carried.
Some of the homeowners have requested that the Board approve dedicating the patio section to the north side of the Center to Efren Cota. He was the driving force behind drawing up the landscape plans, getting the volunteers and ultimately landscaping not only the patio but also the front of the Center. The homeowners are collecting donations to pay for the cost of the plaque. No funds are required from the Association. Bob Winblad moved that the Board approve the request. The motion was seconded by Mike Flanagan and it was unanimously carried.
OLD BUSINNESS
Mary Caraza-Lyons reported that although she has sent out several letters and made a trip to the painter’s home, she has been unable to contact him to retrieve the paint.
The Board discussed the bid from M & R Landscaping to complete the painting of the wrought iron fence. Tim Hafen moved to accept the bid submitted. The motion was seconded by Mike Flanagan and it was unanimously carried.
Vicki Gladsjo requested that the Board approve the expenditure of approximately $2,500.00 from the Social Committee account to purchase sound panels for the Center. She submitted a bid from a company in Georgia and will be making other calls to other companies. She hopes to get the approval and have the panels installed prior to the owners annual meeting. Tim Hafen moved that $2,500.00 be allocated towards the purchase. . The motion was seconded by Bob Winblad and it was unanimously carried.
Bob Winblad thanked Ed Moy and Dick Merryman for all their work on evaluating the Center’s sound system. Everything works; it’s a very expensive and very complicated system…very easy to mess it up. The system included a PC which was not attached to anything and did not work. He replaced the power supply and the PC is now operational. The PC was originally designed to work with the security system; but, the current security system does not use the PC. He took the unit to two local computer places and determined that it was worth about $200- $300.00. Bob Winblad suggested that we sell it and reinvest the money in getting a hard drive for the office that can act as a backup. Tim Hafen moved that the computer be sold. The motion was seconded by Mike Flanagan and it was unanimously carried.
COMMUNITY MANAGER’S REPORT
Mary Caraza-Lyons reported the following:
As of the date of the report, a total of 239 lot owners have not yet paid their 2010 assessments and 28 still owe their 2009 assessments. Over $8,000.00 were received since March 1st.
Five properties were sold in December and two in January.
Fifty-two owners have not yet paid for weed abatement of their lots, or a total of $3,050.41. The January mailing included a bright yellow invoice to all of these owners.
The total bad debt to date for 2010 is $479.43.
Fifteen owners are currently being handled by the collection agency. The total amount collected this year is $4,711.55.
There are a large number of properties in the pre-foreclosure process.
The ombudsman’s office has verified that a “construction penalty”, rather than a fine, is applicable to owners who do not landscape their front yard.
OTHER BUSINESS
Mary Caraza-Lyons reminded everyone that all owners are eligible to attend the Ombudsman’s seminars. The next Pahrump seminar is scheduled for June 10th. She also reported that Julia Snow, Carolene Endersby and herself attended the latest CAI seminar. Carolene won the drawing and won a free membership to CAI. Mary also reported that she has taken all of the classes needed to obtain her DCAL designation. A Board training session will be held in May, following the annual owners meeting. All owners are welcome to attend.
Bob Winblad thanked the Social Committee for everything that they are doing. He especially thanked Dodie Johnson for all her work on the Chili Feed. He then asked if anyone had or could donate a propane tank that could be used with the small barbeque that just donated to the Center. Suggestions were made by some of the owners present.
Don Fraser thanked all of the committees for their hard work and acknowledged that it’s the same people who step up and run everything.
OPEN FORUM
Barb Jorgensen, 6760 S Sandpebble St, commented on:
The website needs updating and suggested that maybe someone on the Network Committee might be able to assist us with that.
What does the $4,097.05 shown for the property foreclosed by the Association represent? Mary Caraza-Lyons responded that this included all of the collection costs, property taxes and county transfer taxes. The later was overstated and the overage was refunded to the Association. The total cost for the property was $2,846.65.
What is the reason for having the office closed on the first Friday of the month? Mary Caraza-Lyons replied that due to the health issues in the family, she needs to have one weekday off to accommodate the family’s doctor appointments.
What are the Neighborhood Watch letters? Mary Caraza-Lyons indicated that they are letters/e-mails to the Block Captains and the Welcome Committee alerting them to new residents.
Since solar panels have to be automatically approved, why must they be approved by the ACC. Don Fraser indicated that the Association is approving VEA solar panels and is trying to stop owners either putting up their own homemade panels or hiring someone who does installs panels that do not blend into the community.
Sally Morrill, 5050 S Stubblefield Dr, mentioned that the Board elections are coming up and hoped that owners present would run for the two vacancies.
Bill Lockwood, 5391 E Lincolnwood Ct, requested that a “No Outlet” or “Dead End” sign be installed on Lincolnwood. Drivers are speeding through only to find out that it is a dead end. Tim Hafen indicated that he has access to a catalog and will look into it.
ADJOURNMENT
Tim Hafen moved to adjourn the meeting. The motion was seconded by Don Fraser and it was unanimously carried. The meeting was adjourned at 8:04 p.m.
Respectfully submitted by Mary Caraza-Lyons.
Approved By: ________________________________________
Secretary
Date: _____________________