IRONOAKS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
MAY 16, 2007
Directors present: Duane Pontek, President, Judith Weaver, Vice President/Secretary, Bob Deken, Treasurer, and members Wayne Divoky and Chuck Sloan.
The meeting was called to order at approximately 9:00 AM and was held in the dining room alcove in the Oakwood Clubhouse.
Approval of Minutes: Mr. Deken made a motion to approve the minutes of the April 18, 2007 Board meeting. Mr. Sloan was the second. The motion passed.
Treasurer’s Report – Bob Deken
Mr. Deken gave the report that is attached to the minutes. By the end of June there will be close to one million dollars in CDs that will mature. A meeting has been set up with the investment broker to develop a plan on how to ladder those investments.
General Manager’s Report – Ken Flynn
The amounts for slurry seal and mill and overlay are already approved from the reserve under asset ID 1220. Mr. Divoky will check with RCI to be sure the costs and companies are acceptable since they are paying for mill and overlay as part of transition.Ms. Weaver made a motion that the North Price Road aeration pump, asset ID 1341, and the Boxwood aeration pump, asset ID 4603, be paid out of reserve due as capital expenses. Mr. Divoky was the second. The motion passed. Mr. Deken abstained from this vote.The profit and loss statement shows the year to date deficit is $35,600 which is $56,500 better than the expected year to date deficit.Year to date F&B has reduced the expected budgeted deficit by $40,000. Labor costs are under budget.Dave Fulford, AAM Controller, discussed the cash flow statement attached to these minutes. Changes stem from the dues billing cycles and the influx of cash at that time. Ironwood hours of operation for the summer are: 10:00AM – 4:00PM. Light fare menu from 11:00AM – 2:00PM.Oakwood Bar is open at 2:30PM. Dinner service 5:00 – 8:00PM Tuesday through Saturday.A letter was sent to the Governor concerning Arizona Senate Bill 1330. This bill would hurt HOAs’ ability to collect late fees.Patrol direct wages need to be corrected to reflect some employees who are clocking in incorrectly. The Director of Patrol will make these changes. Facilities currently has one more employee than was budgeted for but overall the department is under budget. Old Business:
Check Valve Replacement Fish are getting into the storm drain that empties into the ball field lake. They die and create an odor for homeowners who live near this area. Mr. Divoky made a motion to purchase a check valve that would open to allow water to run out of the storm drain but close when no water is flowing. This would prevent fish from getting into the drain. The cost will not exceed $45,000. Mr. Sloan was the second. The motion passed.
EJ Robson Entry Beautification ELS has submitted a bid of $2000 to plant annual flowers at the entry. Mr. Divoky will check with RCI management regarding water to that area and agreement to have planting done since this property does not belong to the HOA.
Overnight Parking Fines/Appeal Procedure Management recommends a $25 fine for the first offense for parking on the street overnight. Subsequent fines within a 12-month period would double. At the last meeting a $10 fine was passed by the Board. Ms. Weaver made a motion to rescind the $10 fine passed last meeting in favor of a general consideration of parking violations to be determined with the new Rules & Regulations. Mr. Deken was the second. The motion passed. The Appeal Form is also being revised to be mailed or hand delivered to the Patrol office so that appropriate tracking can occur.
New Business:
Election Committee Procedures The Board requested that the Election Committee present their procedures document at the next Board meeting. Mr. Sloan will contact the Chairman.
Food & Beverage Committee Charter Revision Mr. Deken made a motion to change one line in the F&B Charter to read as follows: Review menu policy changes in pricing and provide feedback and suggestions prior to implementation by food and beverage management. Mr. Sloan was the second. The motion passed. Mr. Sloan will make the correction to the Charter.
Variance Request/Review Process The Rules & Regulations revisions have been made so that the Rules adhere to the CC&R. One area where the rules and the CC&R are not in agreement is the area of RV parking which is prohibited by the CC&R under Article IV, Section 2 regarding parking and RV parking. There is a provision for granting a variance to provisions in Article IV and a variance request has been submitted to the Board. Ms. Weaver made a motion that the Board adopt a policy never to grant a variance without holding a public hearing. This is related to the fact that no amendment to the CC&R may be made without a vote of all owners, so a variance should, at a minimum, provide an opportunity for a hearing. Mr. Pontek was the second. The motion passed. When a variance is granted it will be attached to the official copy of the CC&R and provided as part of the disclosure documents.
Committee Chair Resignation Mr. Pontek announced that Wayne Wheeldon resigned as Chair of the Risk Management Committee.
Credit Card Policy Mr. Deken made a motion to accept the Petty Cash Check and Credit Card Use Policy which is attached. Mr. Sloan was the second. The motion passed.
Gate Staffing Hours Mr. Deken suggested that Mr. Flynn and Jerry Alexander, Director of Patrol, look at the traffic counts at the manned gates to see if the hours of manned operation can be reduced.
Other Business:
Ms. Weaver announced that, based on the ballots already cast and counted, the quorum requirement has been met for the annual meeting.Dave Erwin, Director of ALC, submitted a request that the Association take action against a homeowner who has ignored “weed” notices by having the Association hire a landscaper to clean up the property. Mr. Flynn will arrange for this work.Mr. Flynn asked the Board to review the progress report from Peter Winkler regarding space allocation and two letters from homeowners in Phase II. Mr. Sloan had a letter from a homeowner complaining about landscaper noise early in the morning. He asked if the Board should consider instituting a noise policy. The Board chose not to take such action based on a sole complaint and the need, in our climate, to allow workers to begin no earlier than 6AM.Mr. Deken made a motion to adjourn. Mr. Sloan was the second. The meeting adjourned at 11:50AM.
Recorded & transcribed by:
Karen Jorgensen