ARTESIA OWNERS ASSOCIATION

 

    Minutes of the Executive Board Meeting            

Held on July 7, 2010 at the Artesia Community Center

 

 

CALL TO ORDER

 

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

 

ESTABLISHMENT OF A QUORUM

 

Don Fraser, Tim Hafen, Bob Winblad, and Mike Flanagan were present. Ed Moy is out of town.  Thirteen (13) owners attended the meeting. 

 

OPEN FORUM

 

Homeowners Concerns on Agenda Items - None

 

APPROVAL OF MINUTES

 

Mike Flanagan moved to approve the minutes of the Organizational Meeting held on May 8th following the annual owners meeting. The motion was seconded by Bob Winblad and unanimously carried. 

 

Tim Hafen moved to approve the minutes of the May 5th Board meeting. The motion was seconded by Mike Flanagan and unanimously carried. 

 

COMMITTEE REPORTS

 

·         Architectural Control Committee:  Linda Merryman, Chairperson, reported that for the period from May 6th through July 7th, the Committee approved fourteen (14) exterior improvement requests and that the board approved two (2) for a total of sixteen (16).  There are currently 17 active, approved improvement projects in the community.  

 

·         Landscape Committee:  Mary Caraza-Lyons reported that the individual who installed the curbing on the previous phase has moved out of state but that the Association has received a bid from Ganda Concrete and they have matched the $2.00 per linear foot previously charged.  With the closing of Start Nursery, Bob Winblad volunteered to contact Bedrock and attempt to work out a deal on the rock and delivery.

 

·         Neighborhood Watch Committee:  R.T. Jones was not available to report.  Don Fraser reported that as part of the National Night Out, the committee will be sponsoring a neighborhood Watch Fun Day on Tuesday August 3rd.  Arrangements have been made to have a water slide in the park from 3 to 8 pm and hotdogs will be provided.

 

·         Social Committee:  Dodie Johnson, newly elected Chairperson, reported the following:

v  An invitation was extended to all Board members to attend Social Committee events thereby allowing owners an opportunity to get to know them and to show the Board’s support for the activities.

v  A “family oriented” potluck is scheduled for August 4th.  Hot dogs and entertainment will be provided for all resident children attending the event.

v  Three new members joined the committee and additional residents have expressed an interest in joining.

v  The Committee will be doing some research into obtaining a projector and screen for movies, football games, etc. to be part of future fundraising and other events.

v  32 of the 35 booths for the Artesia Arts & Craft Fair scheduled for October 1st and 2nd have been spoken for and a total of $825.00 has been collected in payment for the booth fees.

v  The committee purchased 220 copies of the Artesia cookbook and are being sold for $10.00 each.  Thirty-five (35) copies have been sold so far.

v  The newly installed water fountain was purchased with funds raised by the Social Committee.

 

FINANCIAL REPORTS

 

·         Bob Winblad reported that the Board had reviewed the reconciliation reports for all bank accounts for April and May 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 April and May 2010.  Tim Hafen 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. 

 

·         Bob Winblad reported that the Board had reviewed the Profit and Loss Statements provided for April and May 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 Certificate of Deposit and the Money Market account that have been established for the reserve account.  Tim Hafen moved to acknowledge that the Board has fulfilled its fiduciary duty to review the April and May 2010 statements.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

NEW BUSINNESS

 

·         Mary Caraza-Lyons reported that a claim has been filed with our insurance carrier as a result of the cottonwood tree that was uprooted by the winds.  American family Insurance determined that three of the wrought iron panels were also damaged and provided a claim value of $2,223.08.  The policy has a $1,000.00 deductible and payment has been received for the balance of $1,223.08.  The carrier allowed only $448.64 for the tree removal and equipment and indicated that only eight (8) hours would be needed to complete the removal.  The Association does have the right to have this readjusted once the work has been completed.

 

·         The Board reviewed the two bids submitted to remove the fallen tree.  Don Fraser moved to award the contract to M & R Landscaping.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         Don Fraser highlighted some of the changes to the proposed revision to the Board’s Policy on “Rental of the Community Center.”  The changes will allow the owners to rent the Center at a nominal cost and clarify some questions.  Bob Winblad moved that the proposed revision be adopted by the Board with the stipulation that The Center will not be available for rental by any Artesia Owner for any political or any religious service” be added to item #4.  The motion was seconded by Mike Flanagan and it was unanimously carried. 

 

·         Mary Caraza-Lyons had previously recommended that the Board join the Community Association Institute (CAI) in an effort to take educational courses in order to fulfill its fiduciary duty.  Tim Hafen moved that the Board approve the Board’s membership.  The motion was seconded by Don Fraser and it was unanimously carried. 

 

·         Don Fraser indicated that he wants to a monthly “Coffee with the Board.”  This will provide a time and place where owners can stop by and airs their concerns to the Board on in informal basis.  This will be on trial basis and, depending on the response, may become a permanent forum.  Plans are underway and will be announced in the next newsletter.  A suggestion was made that it be combined with the monthly potlucks.

 

·         Don Fraser discussed his proposal to have a monthly e-newsletter.  This would replace the semi-annual newsletter that is currently in place and eliminate the need for mailing.  Mary Caraza-Lyons expressed a concern regarding residents that have not provided or do not have an e-mail address.  Don indicated that the announcement of the e-newsletter should request owners to provide their e-mail address and advise them that the monthly newsletter would be posted on the bulletin boards for their review.  Don Fraser moved that the e-newsletter be implemented and that the owners be advised of the posting thereby eliminating the need to mail copies out.  .  The motion was seconded by Mike Flanagan and it was carried.  Bob Winblad voted against the motion.   

 

OLD BUSINNESS

 

·         Bob Winblad stated that although the topic of Artesia signage had been discussed previously, he does not recall the Board actually voting on the issue.  He indicated that this has been a hot topic in the past and one that he truly believes is needed. He then moved to have the Board approve the installation of Artesia signs.  He also proposed that a work session be held once this decision is made to discuss the development of bid requests.   The motion was seconded by Tim Hafen and it was carried.  Mike Flanagan voted against the motion.

 

·         Mary Caraza-Lyons reported that the painting of the wrought iron fence is near completion.  One home on the north side of the park needs to be completed and a total of three homes on the south side need to be rechecked.

 

COMMUNITY MANAGER’S REPORT

 

Mary Caraza-Lyons reported the following:

 

·         As of today, a total of 41 lot owners have not yet paid their 2010 assessments and 11 still owe their 2009 assessments.  The latter are all in collections.

 

·         Three properties were sold in April. 

 

·         The total Bad Debt to date is $607.62.

 

·         Twelve owners have not paid the 2009 weed abatement of their lots, or a total of $835.00.  Fifty-two owners have been billed in 2010 for weed abatement with a balance due of $4,247.00 and includes $1,080.00 for cleaning fourteen (14) foreclosed homes.  Empty homes are a priority as their lack of attention tends to make them a target for vandalism.

 

·         Ten owners are currently being handled by the collection agency.  The total amount collected this year is $18,306.33.  Of that, $12,264.29 was collected in fines on one home. 

 

·         All of the properties that were foreclosed in 2009 have been sold by the lender and, for the most part, are now occupied.

 

·         There are twenty-nine (29) properties in the foreclosure process, seven of which may have just recently been taken over by the lender.

 

·         A total of 193 letters were sent out in May and 228 in June of which 251 were for weeds and 100 were for collection of assessments.

 

OTHER BUSINESS

 

·         Mary Caraza-Lyons reported that the following Board members attended classes:

 

-       Basic Board Training        -           Don Fraser, Bob Winblad, Mike Flanagan and                                                                Mary Caraza-Lyons

-       Full ABC’s – 6 hrs             -           Ed Moy

-       Budgets and Reserves     -           Don Fraser and Mary Caraza-Lyons

-       CAI Membership Roundtable       Mary Caraza-Lyons

    

·         Mary Caraza-Lyons announced that CAI’s next Homeowners Seminar titled Ethics is scheduled for Saturday, July 31st.  The next Manager’s Breakfast, scheduled for July 27th, and is titled Architectural Guidelines & Architectural Issues in the CIC.  Mary recommended that Linda Merryman, Chairperson of the ACC, attend and that the Board reimburse her the $40.00 fee for attending.

 

OPEN FORUM

 

·         Jim Rosen, Stubblefield St, expressed his concerns regarding weed abatement.  He and his brother-in-law are clearing some of the lots and they encountered many objections from neighbors objecting to the usage of machines and water trucks.  How does the Board want them to proceed?

 

Tim Hafen responded that the Board will be developing some guidelines so that all lots are cleared the same way.  The best way to accomplish this is to go in with the water truck first, wait twenty-four hours, scrape the lot, and then water the lot again.

·         Julia Snow, Wheatland, expressed her concerns about the weed problems on the two lots at the end of Wheatland.  The Board is aware of those lots and the problem should be corrected very soon.

 

·         Jerry Gerardot, White Eagle, indicated that he has seen the crew clearing lots with a small tractor.  While the majority of the weeds are removed, usage of this tractor does not do a good a job as the larger tractor.

 

ADJOURNMENT

 

Tim Hafen moved to adjourn the meeting.  The motion was seconded by Mike Flanagan and it was unanimously carried.   The meeting was adjourned at 8:07 p.m.

 

Respectfully submitted by Mary Caraza-Lyons.

 

 

 

Approved By:  ________________________________________

                                                     Secretary                 

 

              Date:  _____________________