ARTESIA OWNERS ASSOCIATION

 

    Minutes of the Executive Board Meeting            

Held on May 5, 2010 at the Artesia Community Center

 

 

CALL TO ORDER

 

Julia Snow, Executive Board President, called the meeting to order at 7:00 p.m. 

 

ESTABLISHMENT OF A QUORUM

 

Julia Snow, Tim Hafen, Donald Fraser, and Mike Flanagan were present. Bob Winblad is out of town.  Twenty-two (22) owners attended the meeting. 

 

OPEN FORUM

 

Homeowners Concerns on Agenda Items - None

 

APPROVAL OF MINUTES

 

Tim Hafen moved to approve the minutes of the March 3rd Board meeting. The motion was seconded by Don Fraser and unanimously carried. 

 

COMMITTEE REPORTS

 

·         Architectural Control Committee:  Linda Merryman, Chairperson, reported indicating that for the period from March 4th through May 5th, the Committee approved sixteen (16) exterior improvement requests.  There are currently 16 active, approved improvement projects in the community.  

 

·         Landscape Committee:  Mary Caraza-Lyons reported that although the water had been turned off some months back, the recent rains have caused the grass to re-grow   The Committee is therefore remarking the area to be converted.  

 

·         Neighborhood Watch Committee:  R.T. Jones was not available to report.  Barb Jorgensen reported that a home on White Eagle was broken into and we also had the incident where items were taken from ten cars in the community.  With the exception of one, the other nine cars had been left unlocked by the owners.  She also indicated that the neighbors in her block are being vigilant and watching out for each other.

 

·         Social Committee:  Vicki Gladsjo, Chairperson, reported the following:

 

v  The Artesia cookbook is in and available for $10.00.  200 books were printed.

v  The Spring Fling Dance was held.  Although it was not widely attended, some new people did attend and it was enjoyed by everyone present.

v  Sixteen (16) people participated in the Artesia clean-up of the common area and removal of tumbleweeds throughout the community.

v  Upcoming Events include

-       A free ice-cream social on June 19th and will include a power-point presentation on how fireworks are done.

-       Arts & Crafts Fair on October 1st and 2nd

 

FINANCIAL REPORTS

 

·         In the absence of Bob Winblad, Mary Caraza-Lyons reported that the Board had reviewed the reconciliation reports for all bank accounts for February and March 2010.  Tim Hafen moved to acknowledge that the Board has fulfilled its fiduciary duty to review these statements.  The motion was seconded by Don Fraser and it was unanimously carried. 

 

·         Mary Caraza-Lyons reported that the Board had reviewed the Balance Sheets provided for February and March 2010.  Don Fraser moved to acknowledge that the Board has fulfilled its fiduciary duty to review these statements.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         Mary Caraza-Lyons reported that the Board had reviewed the Profit and Loss Statements provided for February and March 2010. Don Fraser moved to acknowledge that the Board has fulfilled its fiduciary duty to review these statements.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         Mary Caraza-Lyons reported that the Board had reviewed the Certificate of Deposit and the Money Market account that have been established for the reserve account.  The market account at First International bank has a balance of $46,419.16 and the CD at Meadows Bank is currently at $100,822.46, or a total of $147,241.62.  Mike Flanagan moved to acknowledge that the Board has fulfilled its fiduciary duty to review the February and March statements.  The motion was seconded by Tim Hafen and it was unanimously carried. 

 

NEW BUSINNESS

 

·         The Board discussed the proposed revision to resolution #007, Rules Enforcement, which will now include a schedule of fines.  Don Fraser moved that the Board adopt the revised resolution.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·          Mary Caraza-Lyons presented a recommendation from Hilburn & Lein, the CPAs who performed the financial audits, which states that “the Board of Directors designate an individual who possesses suitable skill, knowledge, or expertise to oversee and evaluate the Association’s financial statement preparations and presentation.”  Mary Caraza-Lyons indicated this comment was not included on the financial audit performed following the transition even though all of the financial reports were prepared by Margie Billstrom.  The CPAs indicated that they have changed their procedures and now inserting this comment unless the person preparing the reports is a CPA.  Hilburn & Lein’s recommendation may require a quarterly review by a CPA ($450 to $500).  They will be getting back to us with specific recommendations.

 

·         Mike Flanagan moved that the Board wait until the CPA submits their detailed recommendation before proceeding further with any additional audits/reviews.  The motion was seconded by Don Fraser and it was unanimously carried. 

 

·         Julia Snow indicated that since there were two positions open on the Board and only two owners chose to run, a vote was not necessary.  The new Board members are Mike Flanagan and Ed Moy.

 

·         Tim Hafen moved that the Board approve Mary Caraza-Lyons attendance to the CAI conference and pay the costs.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         The Board discussed the collection process and specifically, the “publishing” portion of the process.  NAS stated that it would be ludicrous for the Association not to publish.  Both the Association and NAS may postpone the sale three times and each postponement can be for a period of three months.   Mary Caraza-Lyons indicated that a different collection agency will be making a presentation at the Cottonwoods board meeting tomorrow night at 7 pm and requested that the Board attend. This vendor is guaranteeing that their service is truly a “no cost” service to the Association.

 

OLD BUSINNESS

 

·         Mary Caraza-Lyons reported that the financial audit report for 2007 has been received and that no significant findings were found.  Don Fraser moved to accept the report and advise the owners that copies may be obtained for $5.00.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         Mary Caraza-Lyons reported that the financial audit report for 2008 has been received and that no significant findings were found.  Mike Flanagan moved to accept the report and advise the owners that copies may be obtained for $5.00.  The motion was seconded by Don Fraser and it was unanimously carried. 

 

·         The Board reviewed two bids for installation of a water drinking fountain.  After some discussion, Don Fraser moved that the Board accept the bid from Plumbco.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         The acoustical sound panels have been installed and not only look very nice, but they are making a big difference in the sound.   The cost of $2,844.00 was paid by the Social Committee from funds raised by their events.

 

·         Julia Snow indicated that M & R Landscaping took over the painting of the wrought iron fencing.  They estimate that 100 panels remain to be painted.

 

COMMUNITY MANAGER’S REPORT

 

Mary Caraza-Lyons reported the following:

 

·         As of today, a total of 75 lot owners have not yet paid their 2010 assessments (three payments were received today) and 14 still owe their 2009 assessments

 

·         Two properties were sold in April. 

 

·         Seven owners have filed bankruptcy, four of which have not paid their assessments.  The total Bad Debt to date is $483.04.

 

·         Twenty owners have not yet paid for the 2009 weed abatement of their lots, or a total of $1212.00

 

·         Eleven owners are currently being handled by the collection agency.  The total amount collected this year is $17,576.86.  Of that, over $12,264.29 was collected for fines on one home. 

 

·         Most of the homes that have been foreclosed have already been sold by the lender.

 

·         There are twenty-four (24) properties in the pre-foreclosure process.

 

·         A total of 736 letters were sent out in March and 1445 in April of which 334 were for weeds, 874 for AOA elections and 115 for political candidates.

 

OTHER BUSINESS

 

·         Don Fraser questioned when is a weed a weed and not just grass.  Tim Hafen indicated that the primary weed that we have now is the mustard weed which is now beginning to mature and tumble weeds are growing very fast.  The least expensive way to remove them is to use a scraper. 

 

Mary Caraza-Lyons reported that owners have thirty days from the date of notification to correct their weed problem.  Once the thirty days are up and the owner has not cleaned his lot, Melecio Rivera will be authorized to go in and clean it.  If a home is occupied, the owner is responsible for cleaning the yard.  If a home is in foreclosure, Melecio Rivera has been asked to clean those homes.  Tumbleweeds that were trapped by block walls in phase 4 have been cleaned out. 

·         Mary Caraza-Lyons reminded everyone that all owners are eligible to attend the seminars.  Education is fundamental and upcoming classes are:

-       May 28th  – Basic Board Training – I pm at the Artesia Community Center

-       June 10th – Basic Board Training – 11 am at the Bob Rudd center

-       May 15th   -  Full ABC’s – 6 hrs – Las Vegas

-       May 25     -  Collections – open to managers only – Las Vegas

-       June 22nd – Budgets and Reserves – Gold Coast in Las Vegas

 

OPEN FORUM

 

·         Vicki Gladsjo, Montclair St, requested that the Executive Board reconsider activating the Compliance Committee.  Don Fraser asked why the committee was disbanded.  Tim Hafen provided the following reasons:

-       People within the Community expect the Board and the Manager to be the enforcers.

-       The Committee were writing letters and confronting owners thereby creating dissention.

-       The Committee was perceived to be “clipboard cops.”

 

·         Bill Gladsjo, Montclair St, also expressed the need to reactivate the Compliance Committee since he does not believe that the Board is doing anything.  “This is part of every homeowners association.  If it can work in other Associations, it can certainly work in ours.” 

 

Tim Hafen commented on the tone of Bill Gladsjo’s e-mail to other owners in the community concerning weeds.   Mr. Hafen indicated that Mr. Gladsjo is attempting to lead a rally against Mary and the Board.   

 

·         Marjorie Schach, Deerfield Ct, indicated that she has total confidence and respect for Mary but feels that her time would be best served by staying in the office and letting the Board conduct the inspections.  This would also ensure that she will be in the office to let groups in when they need to be let in.

 

·         Debbie Walsh, Montclair St, expressed her concerns regarding the new regulation regarding the need to have a security officer if liquor is to be served at a function by an Artesia owner at the Community Center.  She felt that this will keep owners from using the facility.

 

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 8:12 p.m.

 

Respectfully submitted by Mary Caraza-Lyons.

 

 

 

Approved By:  ________________________________________

                                                     Secretary                 

 

              Date:  _____________________