November 2019 Board Minutes

Minutes of November 13, 2019, Board Meeting

Attending:   Mary Bartlett, President; Pauly Heller, Vice President; Stu Smith, Treasurer; Randy Vinson, Asst. Treasurer; Jean Long, Secretary; Diane Welch, Block Watch

Call to Order:  Mary Bartlett called the meeting to order at 6:56 pm.

Minutes:  The minutes from the October 2019, Board meeting were read and Stu motioned to accept the minutes with corrections and Mary seconded.  Changes included the number of ballots regarding rentals received thus far is 51 and only 70 hot dogs were needed for the community picnic.

Old Business:

  1. Block Watch update – Diane reported that a small group of people attended the meeting.  The Block Watch representative discussed blight, theft, and trespassing in the surrounding area.  Also discussed was how to proceed with forming a Block Watch group in our neighborhood.  Suggested that Block Watch leaders for each block or area of the community be the next step.  Suggested to add this issue to Annual Meeting.
  2. Landscaping issues – Landscaping was discussed in depth.  The fact we have previously solicited lawn maintenance crews and have discovered we are too small for the large companies and too large for the small operators.  The cost of landscaping will increase next year.  The cost increase is necessary because our community is not made up of look alike yards so the landscapers have to take more time to meet the needs of each unit.
  3. Tree trimming and removal – The cost of trimming the 32 trees that need to be trimmed is $2750 and will take several days to do.  The trees are trimmed so they do not hit the roofs of the houses or damage any property.  The Cypress trees on 7th Avenue are looking distressed and will be removed.
  4. Sprinkler Expense update – The sprinkler system repairs so far this year has cost an average of $88.50 per home.  Bill Durham, who fixes the sprinklers, reports most of the problems are in the drip lines. 
  5. Lawn update – This committee consists of Randy Pence, Diane Palmer, Lauri Demetres, Barb Dickerson, Jayne Kerr and Jean Long.  The committee is in the process of getting bids to find out the cost of replacing the grass areas in front of homes with gravel, artificial turf or leave them as is.  So far two companies have met with Jean concerning putting in artificial turf and they are to report back to her soon.  There are several gravel landscapers that have been asked to bid but we have not heard back from them. The committee’s plan is to have a complete report ready for the Annual Meeting in April
  6. Voting on rental issue update – As of this meeting, there have been 78 ballots collected concerning this issue.  All ballots are due by December 1, 2019.  The results will be reported as soon as possible.
  7. Community picnic update – There was a small turn out at the picnic.  About two dozen people showed up but they seemed to enjoy themselves.  The Board needs to better inform the community about this event.
  8. Community yard sale update – There were a few people who participated in the yard sale.  Stu and Joe put the sign out Friday before the sale.  Recommended to put the sign closer to Moon Valley Park and have it up for 5 or 6 days before the event.  Again we need to communicate events better.

New Business:

  1.  Newsletter – Mary will be writing a newsletter in early December.  It will include the announcement of the Christmas Party, December 7, the results of the voting for rental restrictions, and Block Watch information.
  2. Christmas Party — December 7 from 4-7 pm
    1. Door Prizes  — Mary moved that we spend $100 on door prizes, Jean seconded.  It passed. 
    1. Toys for children in the hospital – People are asked to bring a new unwrapped toy to give to Banner Thunderbird & Hope Community Services.
    1. Discussed a possible Ugly Sweater Contest for the party.
    1. Bring to party:  Mary lights, tables and chairs and check on electricity, Jean, hot cider, Stu get tent and heater, everyone potluck dish.
  3.  2020 Budget Finalization – At this point the budget is increasing by approximately $17,300.  The new mandatory Arizona laws are costing approximately $143.00 per year for each home.  At this point it will be necessary to raise the monthly fees by $10.  The Board discussed this increase and agreed it had to be done.  Mary will get the necessary paperwork together and it will be sent out prior to December 1, 2019.  The budget with changes was voted on and approved for 2020.

Adjourn:  Meeting was adjourned at 8:24 pm.

Next Meeting:  January 8, 2020