HOA Board Meeting Minutes

February 15, 2020 - West Pool

Meeting Called to Order

The meeting was called to order at 9:00 a.m.  Board members present were Earl Rose, Kate Rice, Clyde Doctor, William Gould and David Carden. Also present as were 26 homeowners.  

Open Forum – Agenda Topics

  • A homeowner commented that they had rat issues and a backwater valve was being recommended to be installed to stop the issue from happening in the future.
  • A homeowner mentioned that fruit trees need to be stripped and fruit removed from the grass to avoid rat issues.
  • A homeowner commented that part of their privacy hedge was cut down and was asking when it will be replaced.

East Side Lease Extension

David Carden reported that a lease extension agreement has been reached. It is expected to be $3,200 a year. Material regarding the lease extension will hopefully go out to the east side homeowners in the next few weeks.

Baristo Neighborhood Organization Update

Ben Rice reported that the organization meets once a month on the third Thursday of each month if residents would like to attend. They are currently working on a desert community energy launch. On February 24, 2020 the 20-year city plan will be reviewed from 5:30pm to 7pm at the Convention Center. On February 29, 2020 there will be a Black History parade in downtown. On March 21, 2020 there will be a ONEPS picnic at Ruth Hardy Park.

Adopt December 14, 2019 Meeting Minutes

A motion to approve the minutes of the December 14, 2019 meeting as presented was made by Earl Rose and seconded by Clyde Doctor.  The vote to approve was unanimous.

Treasurer’s Report – January 31, 2020

For the first four months of the fiscal year ending January 31, 2020, the Rose Garden had an operating fund deficit of $7,773 versus a budgeted deficit of $1,199.  For the same period last year, we had a $21,261 deficit.  Reserve interest was $168 for the period versus $310 last year.

Administrative Expenses in total were $165 less than budgeted not attributable to any one-line item.

Utilities were $1,978 less than budgeted.  Water usage was up 5% over the same period last year while cost was up 17% with the rate increase. Our usage was down 26% from 2013 for this fiscal year. Gas usage is about the same as last year, but the cost is up 4.2%.  Electric use is down 5% this year-to-date while the cost per Kw is up 8.5% thus a 2.5% total cost increase.

Landscape Maintenance was $7,700 below budget as we have a Special Landscape Projects budget this year of $1,250 per month.  No special project expenses were incurred thus far while last year incurred $11,000 for a special project. 

Pools and Spa Expenses were $3 under target and $650 below last year at this point.

The Common Area Maintenance Expenses were $16,800 over budget. Most of that overage was the fall roof maintenance and inspection as well as the continuing lighting maintenance. Lighting maintenance was twice as much as last year due in great part to the replacement of wiring under the street on the eastside. 

Operating cash including undeposited funds at January 31st was $66,068.  Reserve funds amounted to $242,349.   Reserve Expenditures in the quarter amounted to $65,768.  Of that $50,800 for new roofs, $3,700 for a new east pool heater and $11,000 for stormwater control which included landscape replacement in those areas.  Reserve contributions amounted to $84,972. 

Assessments and fines receivable totaled $9,506, offset by a bad debt reserve of $2,100. Prepaid assessment balance is $22,987. 

Kassinger’s cash balance is $18,067 with $1,178 prepaid toward the March 1st quarterly rent. Land rent statements for the March 1, 2020 quarter were sent out before the end of January. 

A motion to accept the January 31, 2020 financial statements as presented and approve the transfer of funds resolution that allows Management to pay recurring bills for water, gas & electric, insurance, Management fees, landscaping, gates, and lighting maintenance was made by David Carden and seconded by Clyde Doctor.  The vote to approve was unanimous.

President’s Report

Kate Rice reported that the Board is committed to working on the overall aging infrastructure of the community such as irrigation, electrical issues, painting etc. Some projects may be put on hold until the infrastructure plan is developed.

Committee Reports

Landscaping

Kate Rice reported that hedges have been severely trimmed to be away from the building so sprinklers that are up against the buildings can be identified and moved or capped. The committee is currently working on an overall irrigation audit and will get another opinion. One has been completed by the current landscape vendor GML. Once that has been completed then a phased plan on how best to get the irrigation system up to current standards will be developed. Until that is completed no new plants will be installed.

Landscape Committee Volunteers

No recommendations for appointments has been made yet as the committee has not yet met to discuss the volunteers. Kate Rice will abstain from the committee’s recommendation process as being a board member she will be voting on the landscape committee recommendation.

Fan Palms & Tree Removal Quotes

A motion to approve the quote from Granmark Landscaping for $4 ,500 to install four Mexican Fan Palms and to remove three trees was made by Earl Rose and seconded by Clyde Doctor. The motion to approve was unanimous.

Architectural

Clyde Doctor reported:

1123 TCS Remodel and slider/window replacement has been approved.

1224 TCN Request for slider/window and front screen door replacement in process.

1252 TDN request for slider/window and front door replacement is being processed.

1283 wall repair from irrigation damage completed.

0336 TCE, 1336 TCS, 1141 TCS, 1181 TCN slab level leak mitigation in progress.

Two loose bolts in entry bumper strips were replaced.

Following the ’surveillance’ incident two “No Trespassing” signs were relocated to more visible locations.

Board will be asked to approve replacement of five wornout pool chairs with loose straps.

A plan to touch up sunfaded fascia will be presented to the Board in the meeting today.

Pool Committee – Purchase of Five New Dining Chairs

A motion to approve the quote from The Patio Guys for $1,371.66 to be paid from reserves to purchase five patio dining chairs was made by Earl Rose and seconded by William Gould. The motion to approve was unanimous. 

Old Business

Unit Grading Update

Clyde Doctor reported that all slab leak remediation projects have been completed.

Wood Elements Painting Quotes

The Board reviewed four quotes to paint the wood elements in the community minus the garage doors and their surrounding areas. Springs Painting and Moreno are the two vendor the Board will consider. Management will touch base with Springs Painting to make sure their quote is inclusive of all the wood elements and their references will be checked. A final vote on the vendor will be made at the next board meeting.

New Business

Handicap Access 304 TCE

A motion to approve the installation of a handicap ramp at the entrance of 304 Tiffany Circle East was made by Kate Rice and seconded by Clyde Doctor. The motion to approve was unanimous.

New Roofs Quote

A motion to approve the quote from Roof Asset Management for $209,222 to be paid from reserves to install new roofs on 1150 thru 1156 Tiffany Circle North, 1220 thru 1226 Tiffany Circle North, 1331 thru 1337 Tiffany Circle South, 1471 thru 1477 Tiffany Circle South, 300 thru 306 Tiffany Circle East, and 330 thru 336 Tiffany Circle East was made by Clyde Doctor and seconded by Earl Rose. The motion to approve was unanimous.

Smoke Detectors for Units Discussion

 A motion to approve the purchase of 100 smoke detectors for $1,658.84 and to have the community handyman install them in the units that requested them was made by Earl Rose and seconded by Clyde Doctor. The motion to approve was unanimous.

Unit Outside Lighting

This item was deferred.

New Election Laws

A motion to have the community law firm draft new election rules for the community and to review the community Bylaws was made by Kate Rice and seconded by Earl Rose. The motion to approve was unanimous.

Neighborhood Watch Update

A motion to establish an ad hoc Neighborhood Watch committee and have David Carden chair the committee was made by Kate Rice and seconded by Clyde Doctor. The motion to approve was unanimous.

MOTUS Insurance Program

A motion to approve the MOTUS insurance proposal that will allow individual homeowners to purchase earthquake insurance with a community fee of $850 to $1,200 was made by Clyde Doctor and seconded by Earl Rose. The motion to approve was unanimous.

Executive Session Report

No executive session was held last month.

Pertinent Correspondence

Reviewed.

Open Forum

The Board reviewed four quotes to paint the wood elements in the community minus the garage doors and their surrounding areas. Springs Painting and Moreno are the two vendor the Board will consider. Management will touch base with Springs Painting to make sure their quote is inclusive of all the wood elements and their references will be checked. A final vote on the vendor will be made at the next board meeting.