Chuck Heitbrink, HOA Board Secretary
The board of directors had an Agenda Planning and Business meeting on Jan. 25. The following are notes from this meeting:
Members present: Steve Seel, Lisa Onyx, Jim Anderson, Dan Buescher, Dirk Close, Linda DiPalma, Chuck Heitbrink, Manager Layne Varney
The meeting was called to order by President Steve Seel at 10 a.m.
Review of the Minutes of the Dec. 14, 2020, Agenda Planning meeting and the Executive Session meeting and the Jan. 4, 2021, Organizational and Agenda Planning meeting. The minutes were accepted as presented.
Board of directors election results were presented.
Jim Anderson, Chuck Heitbrink, and Linda DiPalma had the greatest number of votes and three-year terms, and Dirk Close will have a one-year term. A motion was made by Lisa Onyx to ratify the results of the election. Motion passed.
The Treasurer’s Report was given by Jim Anderson. The report was accepted.
The Manager’s Report given by Layne Varney was accepted.
Committee Liaison Reports:
ACC Committee – Dirk reported 48 permits for the month of December and 551 for 2020. The committee assumed the responsibilities of the fruit picking and have 17 volunteers. He reported that some of the fruit was donated to the St. Mary’s Food Bank. The committee will be reviewing the paint color selections for homes in the future.
Finance Committee – Jim reported that the committee had met with the auditors for an initial meeting. The committee recommended that Nancy Eckstein be added to the committee.
Project Review – Dan reported that 112 homes had been sold in 2020. He reminded the board of the funds that are procured by new home sales. The committee recommended Daniel Russell be added to the committee.
Rules Committee – Linda reported that the Rules and Regulations Booklet continued to be reviewed. Clarifying language was identified for the pool rules. Additional review of other areas to improve clarity. Language will be presented to the board concerning Pet Control.
Welcoming and Marketing – Chuck reported that next New Homeowners Breakfast/Dinner would be on Feb. 16. Approximately 35 homeowners were invited.
HOA/Golf Club Committee – Linda reported that some homeowners were concerned about required signatures on consent form for the CC&R change. The committee was advised that the procedure was the same as the last CC&R change and that signatures were required by Arizona State Law. Discussion on how to scare off the ducks and widgeons, as some homeowners were complaining about the noise. An article will be sent to educate homeowners that it was against state law to feed the birds. The committee discussed the fruit picking and the success of the new group. The Golf Club offered the driving range as a possible sight for the HOA annual meeting.
Committee Membership – The Finance Committee proposed Nancy Eckstein and the Project Planning Committee proposed Daniel Russell to join their committees. The board held a short discussion, and there were no homeowner comments. A motion was made by Linda DiPalma to accept Nancy Eckstein as a member of the Finance Committee and Daniel Russell as a member of the Project Planning Committee. Motion carried.
The Board of Directors’ Annual Goals were presented to the board by Chuck Heitbrink, and President Steve Seel led discussion and assigned the Goals. Chuck Heitbrink recommended that the board review their progress on the Goals bi-monthly. The board agreed to report their progress bi-monthly, regardless of their progress. Seven goals were assigned to specific board members as focal points.
The board discussed the proposed monthly meeting schedule and moved to a single monthly meeting, that being the Business Meeting, to be held on the fourth Monday of the month. Steve Seel led the discussion on how the new format would work. After a homeowner’s suggestion, the board will review the Book of Governance and Bylaws to assure that eliminating the meeting was allowed. The board agreed to defer a final decision/vote until next month to allow time for further study.
The Annual Meeting was discussed. Steve Seel presented three options:
1. Have the meeting on the golf course driving range
2. Hold a video conference
3. Delay the meeting
After discussion, a motion was made by Lisa Onyx to postpone the Annual Meeting until Nov. 1, 2021. In the meantime, the board will utilize the HOA website and Email Blasts to publish financial information and the results of the annual audit. Committee annual reports could also be included on the HOA website and these emails.
The board discussed the CC&R consent forms that were sent. Some members of the community were concerned that their confidentiality may not be protected, and their position could be used against them. Layne assured the board that this consent form was held like the previous CC&R proposed amendment. As has been done on previous CC&Rs, a letter will be sent to all homeowners who have not responded to remind them of the consent form. It was agreed that the team counting the ballots would not include any members of the golf course to prevent a possible conflict of interest. It was also agreed that the counting team would sign a confidentiality agreement.
With no further business, President Steve Seel adjourned the meeting at 11:05 a.m.
The next Business meeting will be on Monday, March 22, at 10 a.m. in the ballroom. At this time, each of these scheduled meetings is planned to be in compliance with the governor’s orders and CDC guidelines. Guidelines for attending: Stay home if sick. Wear a protective face mask. Do not arrive any earlier than 10 minutes prior to the meeting start time. Do not shake hands or make any type of physical contact with others. Adhere to social distancing by staying six feet away from other people. Cough into a tissue and immediately throw away. After the meeting is adjourned, please do not congregate, and disperse immediately. Thank you for helping us all stay safe and healthy!