The Village Annual HOA Meeting

September 5, 2009 @ Pinetop C.C.

BOD Members Present:
Allan Johnson, President Peter Rust, V.P.
Bob Segerstrom, Treasurer George Leoding, Architectural
Brian Gross, Member @ Large Rod Gastineau, HOA Financial Mgr.

Absent: Fran Stephens, Secretary

President Allan Johnson called the meeting to order at 10:03 AM.

Allan asked all those present to introduce themselves and give their unit number. The 2008-2009 HOA BOD members were then introduced.

The 2008 Annual HOA meeting Minutes - Motion by Pete Rust to approve the Minutes as written by Secretary Fran Stephens. 2nd by Brian Gross. Motion passed.

President's Update

  1. Ice Dam Repair Status
    1. Heat tapes, vents and insulation were installed on all units.
    2. The heat tapes need to be checked annually and circuitry for new heat tapes may need to be installed if ice dams continue on the north side of certain units.
    3. Six upper unit owners paid for upgraded insulation which helped reduce the severe winter weather’s impact.
  2. CC&R’s & Bylaws
    1. Allan reported we have 34 approvals and 2 no’s but expects the necessary approvals by next week. The new CC&R’s must be filed with Navaho County by Oct. 19th.
  3. Carpeting
    1. Tolliver Carpeting replaced the carpeting on the upper walkways summer of 2009 and will replace carpeting on all upper patios summer of 2010. Tolliver will remove/replace items on patios so owners will not need to be present.
  4. Past Due HOA Dues/Assessments
    1. Allan reported an increased number of dues being delinquent this year and that the BOD will impose penalties if not received on time.
    2. Unit 12 has declared bankruptcy; therefore, a $2,265 claim for delinquent dues/assessments has been filed by HOA Attorney Wendy Ehrlich.
  5. Rules & Regulations
    1. The BOD is in the process of writing the R & R’s that will complement the new CC&R’s. There was an opportunity for owner input during the Open Forum.
  6. Street Signs
    1. The BOD will be working on signage (street names, some rules & towing). Owners felt that we need to make unit numbers more visible.
  7. Lots 29/30
    1. No progress has been made getting resolution to Lots 29/30. Our HOA attorney is investigating options.
  8. Financial Reports: HOA Financial Manager Rod Gastineau
    1. We are within the 2009 budget. We are over on legal fees due to the new CC&R’s, new Rules/Regs and legal fees association with Lots 29/30.
    2. A 20-year reserve study is being considered for projected maintenance expenses.
    3. HOA Treasurer Bob Segerstrom gave the annual treasurer’s report.
    4. The HOA dues for 2010 remain the same as 2009 plus the $250 carpet assessment which was approved at the 2008 HOA Annual Meeting.
    5. He discussed the 2010 budget and that reported that items included are carpeting for back patios, resealing parking lots, staining, concrete replacement for bad areas and legal fees.
    6. The 2010 Budget will be completed and mailed December 1st with the Annual Dues Statement.

Open Forum Member Issues

  1. Carports
    1. In response to questions about usage of carports by other than the owner, they were given permission to chain their carports if they put reflective material on the chain.
  2. Ice on Sidewalks
    1. Owners asked what they should use for ice on stairways and entrances. Salt (sodium chloride) is to be used on stairways but Magnesium Chloride is better for the concrete.
  3. Violations
    1. Owners were told to first contact offending party is there is a CC&R’s or Rules/Regs violation. If that doesn’t solve the problem, they should document their concerns in a written note to the BOD.
  4. Insurance
    1. In response to owners’ questions about insurance, Allan and Brian explained that policycovers replacement value for all units as they were originally built. Owners will need to insure the contents and may want to include coverage for the $2,500 deductible on the HOA policy. A soft insurance copy can be obtained from Secretary Fran Stephens if you need it for discussions with your insurance agent. When the new CC&R’s, Ruyles/Regs are approved, they along with the CAU insurance policy will be added to our website.
  5. Miscellaneous
    1. Roland Smith volunteered to change the color of the lettering on the entrance sign to provide better visibility contrast. Motion by Brian Gross to accept the offer. 2nd by Pete Rust. Motion passed.
    2. Roland Smith volunteered to maintain the entrance gates (painting, replacing the 1x4x20 lumber board and reflectors) beginning next May if not done by the HOA. Offer accepted and he will be reimbursed by the HOA.
    3. Allan gave an update on The Village entrance signs’ condition and the replacement of broken sensor lights to meet current code.

Motion to adjourn by Pete Rust at 11:00 AM. 2nd by Bob Segerstrom.

Respectfully submitted by Dorothy Segerstrom, Secretary Pro Tem