BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting
April 18, 2005
MINUTES
The special meeting of the Bellasera Community Association Board of Directors was held on Monday, April 18, 2005 at 6:30 p.m. at the Bellasera clubhouse, the Acting President being in the chair. A quorum was established.
Board Members Present: Jim Gleason, Acting President
Bruce Martin, Director
Carol Sotnick, Director
Board Members Absent: Crawford Love, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Acting President Gleason called the meeting to order at 6:30 p.m. He explained the agenda was changed. The members of the Board agreed to wait until all members of the Board were present before electing officers.
Acting President Jim Gleason moved to accept the resolution of the purchase of a compressor unit in the amount of $1675.00 a value in excess of the limit afforded to the Community Manager. Motion carried.
The board discussed the 13 unidentified sealed ballots that were returned in the Ballot Envelope only and therefore not counted at the Annual Meeting.
Acting President Jim Gleason moved to count only the sealed Ballots that were identified by name or lot number delivered under the door of the Community Manager's office. Motion carried.
Ballots were counted by Anne Marie Fitness, Susan Loiselle, and Anne Chernis.
Totals are as follows: Crawford Love 57
Bruce Martin 101
Brian Ong 13
Al Ricciardi 81
Carol Sotnick 86
Meeting adjourned at 6:54 pm.
Respectfully submitted,
Anne Marie Fitness
Community Manager
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting
April 8, 2005
MINUTES
The special meeting of the Bellasera Community Association Board of Directors was held on Friday April 8, 2005 at 3:00 p.m. at the Bellasera clubhouse, the Acting President being in the chair. A quorum was established.
Board Members Present: Jim Gleason, Acting President
Bruce Martin, Director
Carol Sotnick, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Acting President Gleason called the meeting to order at 3:05 p.m.
Acting President Gleason opened the meeting stating the purpose of the meeting to appoint candidates to fill the two one year positions on the Board of Directors created by resignations of Paul Agranoff and Dick Chenault.
Acting President Jim Gleason moved to appoint Crawford Love to fill one of the vacant positions on Board of Directors. Motion carried.
Carol Sotnick, Director moved to appoint Al Ricciardi to the Board pending his acceptance. Motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next Special Board Meeting will be held on April 18, 2005 for Election of Officers.
The next regular scheduled Board meeting will be held April 25, 2005.
The meeting adjourned at 3:20 P.M.
Respectfully submitted,
Anne Marie Fitness
Community Manager
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting March 21, 2005
MINUTES
The special meeting of the Bellasera Community Association Board of Directors was held on Monday, March 21, 2005 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present:
Jim Gleason, President
Al Riccardi, Secretary
Bruce Martin, Director
CCMC Staff
Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
Budget & Finance Committee Present:
Ad Hoc Reserve Study Committee Present:
President Gleason called the meeting to order at 6:30 p.m.
President Gleason opened the meeting to the Budget & Finance Committee to present the 2005-2006 Operating Budget to the Board of Directors.
The Budget and Finance Committee presented the DRAFT budget to the Board of Directors line item by line item. The Board made suggestions and recommendations to the Committee for changes/modifications. The Committee will make suggested changes to the DRAFT budget and will present the updated DRAFT at the regular Board meeting on March 28, 2005.
The Ad Hoc Reserve Committee presented their report to the Board. The Committee is presenting a new Reserve Analysis based on the new Reserve Study. The Committee presented two methods of Reserve Analysis, component vs. cash flow. The Committee discussed both methods with the Board at length.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held March 28, 2005.
The meeting adjourned at 9:16 P.M.
Respectfully submitted,
Lisa Lorisch
Approved,
Al Ricciardi
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
February 28, 2005
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, February 28, 2005 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Jim Gleason, Acting President
Al Riccardi, Secretary
Richard Chenault, Director
Bruce Martin, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Gleason asked for questions or comments.
A homeowner inquired why no action has been taken on the bids received for resurfacing the tennis courts. Management stated that the bids are currently being updated before the Board can review them.
A homeowner inquired what action has been taken on the resolution the Budget & Finance committee presented to the Board at the November meeting regarding the resale assessment issue. Chairman Gleason explained that this would be addressed later in the agenda.
MINUTES:
Director Chenault moved to amend the minutes of January 24, 2005. The motion carried. The minutes were approved as amended.
The minutes of January 24, 2004 were approved with corrections.
PRESIDENT'S REPORT:
Chairman Gleason reported that Meet the Candidates Night has been scheduled for Thursday, March 31st.
CCMC is currently working on drafting a job description for the part-time Administrative Assistant. The description will be turned in by March 10th.
Chairman Gleason gave heartfelt thanks to Dick Chenault for all of his years of service to the Bellasera Board of Directors.
TREASURER'S REPORT:
Charles Schroeder, Budget & Finance Committee gave the Treasurer's Report. The total Operating Expenses are under budget by $4,395.82. YTD the Association is operating at a profit of $49,286.29. The total reserves are $467,721.88.
MANAGEMENT REPORT:
Gate Access System - The software access upgrade is complete. There is currently some trouble with the back gate, but Park Pro is aware and working to resolve the problem.
Roofing
Chairman Gleason assumed the motion, Resolved that the Board accepts the recommendation from the Community Manager and approves the proposal received from Southwest Roofing Consultants hire Sprayfoam Southwest, Inc. to repair the roof as indicated in their contract in the amount of $7,838.00 plus the costs involved to place protection pads near the compressors will be $384.00 the total cost will be $8,222.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds. Motion carried.
Replacement Trees - The replacement trees will be planted along Lone Mountain Rd. & Scottsdale Rd. will be completed in March weather permitting.
Parking Lot Samples - Core samples have been taken from the parking lot as well as the entry road. A report is forthcoming.
COMMITTEE REPORTS:
Activities Committee - The committee thanked the Board for supporting their first ever cocktail party. The annual St. Patrick's Day party is fast approaching.
Chairman Gleason assumed a motion to accept the resignations of Jean Grutta and Dottie Schultz from the Activities Committee. The motion carried.
Building & Grounds - The committee was present when the core samples were taken from the parking lot and the entry road. The report will be ready in 1-2 weeks.
Communications Committee - The committee reported that five candidates are running for the Board of Directors. The committee is working on the agenda for Meet the Candidates Night and has decided that only written questions will be taken.
Governance Committee - The committee reported that the new draft of the By-Laws will be ready for review once the new Board is elected.
Chairman Gleason assumed a motion to accept the resignation of Ken Willig from the Governance Committee. The motion carried.
Modifications Committee - The committee reported that they are seeking input from the entire Community before they meet with the Pederson Group.
Chairman Gleason assumed a motion to accept the resignation of Walt Winston from the Modifications Committee. The motion carried.
Director Riccardi made a motion to change Crawford Love's position on the Modifications Committee from a volunteer position to a regular position. The motion carried.
Long Range Planning Committee - Nothing to report.
Ad Hoc Reserve Study Committee - The committee reported that they met with Reserve Study consultant. The consultant was provided with questions in advance of the meeting. At the next meeting they will go over the report line by line.
Budget & Finance Committee - The committee has reviewed the 2nd DRAFT Budget and is waiting on the new Reserve Study to update numbers.
Chairman Gleason assumed a motion to approve the Budget & Finance Committee's request to increase the spending limit of the Association Manager from $500 to $1,000. If this requires an addendum to the management contract, this authority will not be permitted until the addendum is signed. The motion carried.
NEW BUSINESS:
Director Chenault assumed a motion, Resolved that the Board of Directors shall in the near future initiate a referendum of all Association members to determine community opinion regarding the eventual establishment of a Resale Assessment. The referendum shall be supported by a distribution of detailed information describing the Resale Assessment and sufficient pro and con information and legal information to assure that members can make an informed response. This shall include one or more dedicated discussions, and, Resolved that the Communications Committee shall be responsible for sponsoring such discussions, for collecting and distributing relevant information, and for conducting and evaluating the referendum.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held March 28, 2005.
Chairman Gleason moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:00 P.M.
The Board resumed the regular meeting at 8:26 P.M.
The meeting adjourned at 8:26 P.M.
Respectfully submitted, Approved,
Lisa Lorisch, Al Ricciardi
Recording Secretary, Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
January 24, 2005
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, January 24 2005 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Bruce Martin, Director
Board Members Absent: Al Riccardi, Secretary
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions or comments.
A homeowner asked about the connecting road to the Pederson Development. Chairman Chenault answered that the Board has taken no position and that the Modifications Committee is to be the liaison between the Association and the Pederson Group.
MINUTES:
The minutes of the regular meeting of December 14, 2004 were approved as corrected.
The minutes of the special meeting of January 3, 2005 were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault reported that Treasurer Agranoff has resigned his position on the Board of Directors effective today.
Director Gleason moved that a vacancy be declared on the Board of Directors and the Board delay appointing a successor until immediately after the election. The motion carried.
TREASURER'S REPORT:
Due to Treasurer Agranoff's resignation, the Treasurer's Report was given by the Budget & Finance Committee. See attached document from Charles Schroeder.
MANAGEMENT REPORT:
Gate Access System - Ms. Fitness reported that the new software is installed, but some additional hardware is required. ASSI is having Amtel overnight the corrected version of the software and is prepared to install immediately when received.
Roofing - Southwest Roofing presented the Association with two contracts. The Building & Grounds Committee will review and make a recommendation to the Board at the February meeting.
Irrigation Repairs - The irrigation repair work is complete along Lone Mountain Rd. & Scottsdale Rd.
Replacement Trees - The replacement trees will be planted along Lone Mountain Rd. & Scottsdale Rd. this month. The Association will be receiving 15-gallon box trees ready to be transplanted to 24-inch boxes for the 15-gallon box price. The cost associated with the irrigation repair and tree replacement is $1,200 for repairing irrigation and $70.00 per tree for a total of $3,010.
Purchaser Gate Cards.-Ms. Fitness recommended purchasing more gate cards. Chairman Chenault assumed the motion Resolved, that the Board accepts the recommendation from the Community Manager for the purchase of 50 Gate Transponders from Park Pro at the cost of $1,453.00. Funds for this purchase will be paid from the Bellasera Operating Account. The motion carried.
Transformer.--.Ms. Fitness recommended replacing a transformer. Chairman Chenault assumed the motion Resolved that the Board accepts the recommendation from the Community Manager to replace a Transformer that feeds the lighting on the South Side of Ponte Bella; at the cost of $725.00. Funds for this purchase will be paid from the Bellasera Operating Account. The motion carried.
COMMITTEE REPORTS:
Activities Committee - No report.
Building & Grounds - The committee presented the Board with a Resolution to hire Speedie & Associates for $1500 to take core samples from the Clubhouse parking lot to determine the exact cause of distress.
Chairman Chenault assumed the motion Resolved that the Board accepts the recommendation from the Building & Grounds Committee and that this effort consist of a minimum of three borings of the parking lot, an asphalt analysis, a soil analysis and a report signed by a Registered Arizona Professional Engineer. Cost is not to exceed $1,500.00. The motion carried.
The Building & Grounds committee continues to research the three projects of median lighting, clubhouse security and camouflaging utility boxes. These requests will be considered in n the committee's 2005-2006 budget requests.
Communications Committee - The committee requested that the Board choose dates for the upcoming election so that the information can be included in the newsletter.
Chairman Chenault moved that February 21st be the deadline for the two elected Board positions expiring in April, Thursday, March 31st is the date for the Meet the Candidates Night and Thursday, April 7th is the Bellasera Annual Meeting. The motion carried.
Governance Committee - The committee requested that CCMC conduct a best practices survey to see what communities have done to successfully change the By-Laws and the CC&Rs. Chairman Chenault asked the Community Manager to see to this.
Modifications Committee - The committee gave an extensive report at the Town Hall Meeting.
Long Range Planning Committee - No report.
Ad Hoc Reserve Study Committee - The committee reported that they met with the Reserve Study contractor to discuss Bellasera's needs. The committee will not meet again until after the report is due on February 1st.
Budget & Finance - The committee has sent a request to the chairs of all committees for 2005-2006 budget requests. The committee reported that they recommend approval of the FY2003-2004 audit report.
Chairman Chenault assumed a motion to approve the FY2003-2004 audit. The motion carried.
NEW BUSINESS:
Part-Time Administrative Assistant
The Board discussed the possibility of hiring a part-time administrative assistant to the Community Manager. Director Gleason recommended setting up an Ad Hoc Committee to quantify the work that needs to be done to give the Board a better idea of what is needed.
Follow-Up on the Town Hall Meeting Resale Assessment Issue
At the Town Hall meeting it appeared that those present were in favor of pursuing a Resale Assessment about 2 to 1. The Board would like to get clarification from the Attorney before moving on.
Chairman Chenault said that he was sure Vice President Gleason would have Management contact the Association's attorney to see what needs to be done regarding the clauses that would need to be changed to make the Resale Assessment possible.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held February 28, 2005.
Director Gleason moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:32 P.M.
The Board resumed the regular meeting at 8:35 P.M.
The meeting adjourned at 8:35 P.M.
Respectfully submitted, Approved,
Lisa Lorisch Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
December 14, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, December 14, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President Jim Gleason, Vice
President
Al Ricciardi, Secretary
Paul Agranoff, Treasurer
Board Members Absent: Bruce Martin, Director
CCMC Staff Present:Anne Marie Fitness, Community Manager Lisa Lorisch, CCMC Recording Secretary
The Board gave unanimous consent to change the agenda moving Gary Pederson of the Pederson Group to the first item of business. Mr. Pederson presented the proposed shopping center to be built on the parcel of land located on the southeast corner of Lone Mountain Rd. and Scottsdale Rd. It is anticipated that construction will begin in January, 2006 with the center opening in the fall of 2006.
The Board gave unanimous consent to change the agenda moving Graham Kettle, a local homeowner representing Residents' Opposition to a Private School/Gymnasium Development 7-UP-2004 & other Similar Projects on Adjoining Lots to the second item of business. Mr. Kettle gave a brief presentation on the planned construction on Scottsdale Rd. south of Dixileta Dr.
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions
or comments.
A homeowner presented the Board with a letter signed by 66 Bellasera homeowners. It was requested that the letter be inserted in the minutes. SEE APPENDIX A
Treasurer Agranoff moved that the Board instruct Ms. Fitness to inform Nextel that Bellasera is no longer interested in their proposal. The motion carried.
- MINUTES
- Chairman Chenault moved to amend the minutes of November 15, 2004. The motion carried. The minutes were approved as amended.
The minutes of November 15, 2004 were approved with corrections.
PRESIDENT'S REPORT:
Chairman Chenault reported that it is almost budget
season and the Board needs to start thinking about preliminary work related to
the budget.
Chairman Chenault reported that he will be moving from Bellasera and will step down as a Board member when his house is sold.
TREASURER'S REPORT:
Treasurer Agranoff was unable to make a report because
November financials have not yet been distributed. (Financials are distributed
by the management company on the 15th of each month per the contract.)
MANAGEMENT REPORT:
Gate Access System - Ms. Fitness reported that
this initiative is at a stalemate. She is staying in contact with Amtel and
will keep the Board up to date.
Roofing - Southwest Roofing presented the Association with two contracts. The Building & Grounds Committee will review and make a recommendation to the Board.
Chairman Chenault assumed the motion Resolved, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Arizona Wild Desert Landscape to repair the irrigation system along Lone Mountain and Scottsdale Roads to city trails and install 43 native trees throughout the natural areas as directed by the Community Manager for a total cost of $4,273.00. Funds for this shall be withdrawn from the Bellasera Operation Funds. The motion carried.
COMMITTEE REPORTS:
Activities Committee - The committee reported that
there will be two speakers in January. The committee would like to schedule a
welcome back event in February. The committee is requesting $750 from the Board
to purchase food and drink for this event.
Chairman Chenault assumed a motion to approve the expense of up to $750 for a social event on February 19th. The motion carried.
Building & Grounds - The committee reported that the holiday lighting has gone up. The committee continues to work on the cul-de-sacs and mailboxes.
Communications Committee - The committee reported that the webpage has a new look and encouraged people to take a look.
Governance Committee - The committee reported that they are still working on the By-laws.
Modifications Committee - Nothing to report.
Long Range Planning Committee - Nothing to report.
Ad Hoc Reserve Study Committee - The committee reported that the site visit is planned, but not yet scheduled. The committee will be ready to give a brief presentation at the January 20th Town Hall Meeting.
Budget & Finance - Nothing to report.
NEW BUSINESS:
Discussion of Venue of Town Hall Meeting and Agenda
Topics The Town Hall Meeting will be held Thursday, January 20th, 6:30 p.m. at
the Terravita Community Center. A map will be sent out to homeowners. The agenda
was reviewed and amended to remove Nextel, and change minutes allocated to each
topic. Chairman Chenault reminded people that are presenting at the meeting
should have their materials ready by the first week in January.
Holiday Gifts for the Guards
Chairman Chenault assumed a motion to
approve holiday gifts for the guards; $50 for each guard and $100 for Kevin. The
motion carried.
Town Hall Meeting Guidelines
At the request of Treasurer Agranoff, the
Board discussed the current Town Hall Meeting Guidelines. It was recommended that
any amended drafts be fully prepared and presented at a future Board meeting.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting
will be held January 24, 2005.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:45 P.M. The Board resumed the regular meeting at 9:07 P.M.
The meeting adjourned at 9:07 P.M.
Respectfully submitted, Approved,
Lisa Lorisch, Al Ricciardi
Recording Secretary, Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
November 15, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, November, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Al Ricciardi, Secretary
Paul Agranoff, Treasurer
Bruce Martin, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions or comments. There was one question regarding the topic of the Nextel cell site at an upcoming Town Hall Meeting. Chairman Chenault explained that this item would be discussed as noted on the agenda under New Business.
MINUTES:
Chairman Chenault moved to amend the minutes of August 23, 2004. The motion carried. The minutes were approved as amended.
The minutes of October 11, 2004 were approved with corrections.
PRESIDENT’S REPORT:
Chairman Chenault commended Ms Fitness for a job well done in getting the October financials completed in time for this meeting. He announced that Ms. Fitness would be on vacation for seven work days starting November 18th. CCMC will take calls for Ms. Fitness at their Scottsdale office and could provide a replacement to staff the office if needed.
TREASURER’S REPORT:
Treasurer Agranoff reported that the Association’s current Owners’ Equity is positive since the Net Income (loss) year-to-date has a positive variance, and that the Association is tracking along with the budget very well YTD. As of 9/30/04, the Reserve Account had a balance of about $478,000.00.
MANAGEMENT REPORT:
Gate Access System - Ms. Fitness reported that this initiative is at a stalemate. She is staying in contact with ASSI and Amtel and will keep the Board up to date.
Tennis Courts – Management has obtained one bid to resurface the three tennis courts and one basketball court for $14,000.00. The Board requested that the Building & Grounds Committee, the Budget & Finance Committee and Management work together to prepare a recommendation for the Board.
Violation Report – Ms. Fitness reported that some violations have been removed and requested that the Violation Report be tabled until the next meeting. Chairman Chenault pointed out that there are data through May that needs to be incorporated.
COMMITTEE REPORTS:
Activities Committee – Vice President Gleason reported for the committee that there is a spaghetti dinner scheduled for Friday night. There will be a holiday brunch on December 5th. The committee is looking at having guest speakers come in to address the community.
Building & Grounds – The committee reported that the gravel in the cul-de-sacs/mailboxes is 80% complete. There have been three new trees planted in cul-de-sac areas that did not have trees. The committee is currently looking into replacing the cushions in the pool area, and is obtaining pricing on umbrellas for outside and new tables and chairs for the Activity Room.
Communications Committee – Chairman Chenault reported for the committee that they are still working on the website. The next committee meeting is Wednesday at 4:00.
Governance Committee – The committee reported that they are trying to meet more frequently. They are still working on the By-laws.
Modifications Committee – The application for Brian Ong to serve on the committee will be addressed later in the agenda.
Long Range Planning Committee – The committee reported that they have reviewed their charter and reviewed the report submitted to the Board from last year’s committee.
Ad Hoc Reserve Study Committee – The committee reported that they have selected consultants to recommend to the Board. The motion carried.
Chairman Chenault assumed the motion to select Association Reserves Arizona LLC as the reserve study consultant at a cost of $2,720.00. Work on the reserve study is to start immediately with the payment of $1360.00.
Vice President Gleason moved to take off the table from the October 11 meeting the motion to purchase reserve planning software resulting from a recommendation by the Budget & Finance committee. The motion carried.
Chairman Chenault then stated the question as -- Resolved, that the Board accepts the recommendation from the Budget & Finance Committee to purchase a software tool titled “WinReserve” from Advanced Reserve Solutions in the amount of $795.00, with version updates of $200 per year. The motion carried.
Budget & Finance
The committee reported that they had a recommendation for Board approval. Chairman Chenault pointed out that the proposed recommendation was broader and vaguer than the Board could deal with and made a motion intended to achieve the primary goal of exposing the concept of a “Resale Assessment” to the community:
Chairman Chenault moved that the Board approves placing information on Resale Assessment before Association members to determine community opinion on the issue; including the newsletter, town hall meeting, and possibly mailings and questionnaires.
Treasurer Agranoff moved to amend, adding at the end the language “to determine whether we should move to the next step of the process”. The motion to amend failed, 1-4, Treasurer Agranoff voting Aye. The original motion carried.
NEW BUSINESS:
Chairman Chenault moved to schedule a Town Hall Meeting for January, 2005, said meeting to follow Board- established procedures and to have at least the following items on the agenda:
Topic 1: A discussion of the possibility of creating what is called a “Resale Assessment” that would impose a fee on each future sale of a house. The extra income could be used as a contingency fund or to accumulate funds for future improvement projects.
Topic 2: An initial look at proposed changes to our governing documents (CC&R and By-Laws). A small committee of Association members has been studying the documents to identify areas that maybe appropriate for change. This would only be a first look – any actual changes would require a 2/3 vote of Association members at a later date.
Topic 3: A presentation by Nextel Communications to lease a small piece of Association property for installation of a Nextel cell phone facility. This would include replacing the current flagpole with one similar in height, shape, and color, but approximately twice as large in diameter. Nextel would pay the Association a monthly fee. This agreement would have a potentially long life, being renewed at Nextel’s option periodically.
Topic 4: An interim report from the Ad Hoc Reserve Study Committee, which has been actively looking at an update to our Reserve Study.
Topic 5: A presentation by CCMC on the services they provide to Bellasera, including a discussion of the Community Manager’s role in the community.
Topic 6: A review of the major accomplishments of the Association during the last year.
General Discussion Period.
Discussion of other topics brought up by members in attendance.
The motion was voted on incrementally by topic. The motion carried with Treasurer Agranoff voting No on Topic 3.
At the request of Treasurer Agranoff a discussion was held regarding the procedures for selecting and appointing committee members. Chairman Chenault noted that there are no written procedures, but that since the Association had enough members on the Board (after Declarant phased out) the procedure has been to take applications and try to place people on committees to match their interests and to achieve good community representation on the committees. Since there rarely have been excess applicants, there has not usually been a problem. Chairman Chenault agreed with Treasurer Agranoff that in the future wider consultation among Board members as to committee membership would be appropriate.
Chairman Chenault moved to appoint Brian Ong to serve on the Modifications Committee. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held December 14, 2004.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:45 P.M.
The Board resumed the regular meeting at 9:04 P.M.
The meeting adjourned at 9:05 P.M.
Respectfully submitted, Approved,
Lisa Lorisch, Al Ricciardi
Recording Secretary, Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
October 11, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, October 11, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Al Ricciardi, Secretary
Bruce Martin, Director
Paul Agranoff, Treasurer
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions or comments. There were none.
MINUTES:
The reading of the minutes of the meeting of August 23, 2004 was waived. Corrections were made.
A motion was made and duly seconded to approve the minutes of August 23, 2004 as corrected. The motion carried.
PRESIDENT'S REPORT:
The President had nothing to report.
TREASURER'S REPORT:
Director Agranoff reported that the Net Operating Income (Loss) as of August 31, 2004 has a positive variance of $16,000.00. As of 8/31/04, the Reserve Account had a balance of $468,000.00. The Budget & Finance Committee recently met with Merrill Lynch to ensure that we are receiving the highest return possible on our investments.
MANAGEMENT REPORT:
Nextel Cell Site - Ms. Fitness introduced Sara Nelson, Nextel Representative to present Nextel's proposed cell site plan to the Board. The Board discussed the proposal and asked that Ms. Fitness notify Nextel that the Board is not interested in the proposal.
New Phone System for Clubhouse and Guard House - Ms. Fitness recommended the approval of installation of a new telephone system. Chairman Chenault assumed the motion:
Resolved, that the Board accepts the recommendation from the Community Manager for the purchase of a Telephone System from Communication Concepts to replace and upgrade the Association phones including adding cordless phones for the Guard House. The cost of the phone system is $2,177.77 including a 5-year extended warranty. Funds for this shall be withdrawn from the Bellasera Reserve Account. The motion carried.
Roofing Consultant - Ms. Fitness recommended hiring a consultant to help the Association select a roofing contractor. Chairman Chenault assumed the motion:
Resolved, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Southwest Roofing Consultants to oversee the roofing project including selecting a roofing company in the amount of $900.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds.
Director Martin moved to amend the current motion to read:
Resolved, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Southwest Roofing Consultants to hold a pre-bid meeting with the contractor to establish the roof work needed in the amount of $300.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds
The motion to amend failed 1-4, Director Martin voting Aye. The original motion carried.
COMMITTEE REPORTS:
Activities Committee - No report was given.
Building & Grounds - The committee reported that their next meeting with be devoted to discussing new clubhouse furniture.
Communications Committee - The committee reported that the changes to the website will be made by November 1st.
Modifications Committee - The committee reported three submittals were received, two were approved and one was tabled.
Long Range Planning Committee - No report was given.
Ad Hoc Reserve Study Committee - The committee reported that they have selected consultants to recommend to the Board.
Budget & Finance - The committee reported that they met with Merrill Lynch to better understand the Community's position financially. The committee also brought to the Board's attention that there are enough funds accumulated in the Reserves that new investments should be made.
Chairman Chenault moved to approve the investment of $80,000.00 from the Reserve Account following established investment procedures through Merrill Lynch. The motion carried.
The committee also recommended the purchase of reserves analysis software:
Chairman Chenault assumed the motion to approve the purchase of software called "WinReserve" from Advanced Reserve Solutions for $795, plus $200 for each version update to the software.
Director Gleason moved to postpone the motion until the contract for a Reserve Study project has been awarded to a vendor. The motion carried.
NEW BUSINESS:
Chairman Chenault moved to appoint Patrick Quinn to serve on the Governance Committee. The motion carried.
Chairman Chenault moved to accept the resignation of Tom Rotherham from the Budget & Finance Committee and to appoint Rick Tilton to fill the vacancy on the Budget & Finance Committee. The motion carried 3-2, Directors Agranoff and Martin voting No.
Director Agranoff moved to dissolve the Reserve Study Ad Hoc Committee with the Reserve Study staying with the Budget and Finance Committee. The motion failed 1-4, Director Agranoff voting Aye.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held November 15, 2004.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:54 P.M.
The Board resumed the regular meeting at 9:00 P.M.
The meeting adjourned at 9:00 P.M.
Respectfully submitted, Approved,
Lisa Lorisch Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
August 23, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, August 23, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Al Ricciardi, Secretary
Bruce Martin, Director
Board Members Absent: Paul Agranoff
Staff Present: Anne Marie Fitness, Bellasera Community Manager
MINUTES
The minutes of the January 15, 2004 were read. The minutes were approved without correction.
The reading of the minutes of the meeting of July 13, 2004 was waived. The minutes were approved with corrections.
PRESIDENT'S REPORT
Chairman Chenault stated that he had no report.
TREASURER'S REPORT
Treasurer Agranoff being absent, Chairman Chenault briefly reported that Bellasera's financial report showed a Net Operating Gain of about $5000 through the end of July. He also noted, and Ms. Fitness concurred, that there were two or three corrections which needed to be made by CMCC. He answered a question from the attendees, saying that the Association had ended FY2003-2004 with a Net Operating Gain of about $6000, versus a predicted gain of about $13,000.
MANAGEMENT REPORT
File Cabinet - Ms. Fitness requested a motion to approve the purchase of a file cabinet for the office in the amount of $596.85.
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT IS RESOLVED, that the Board accepts the recommendation from the Community Manager and ratifies the purchase of a 4 drawer lateral file cabinet to house Association records for $596.85 a monetary value in excess of the limit afforded to the Community Manager. Funds for this shall be withdrawn from the Bellasera Operating Account; moved to approve the purchase of a file cabinet for office use in the amount of $596.85. The motion carried.
Asphalt Resurfacing - Ms. Fitness recommended that the Board approve Sunland Asphalt as the contractor for street resurfacing and presented the Board with a Resolution. Resurfacing would take place October 11, 13 and 15. (Please see attached resolution.)
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT RESOLVED, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Sunland Asphalt to seal coat the roads, entrance and exit from Scottsdale Road to the Gate house and seal coat the Clubhouse parking lot as outlined in the attached documents for $19,620.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds. The motion carried.
Pruning of Trees - Ms. Fitness recommended that the Board approve the Arizona Wild Desert Landscape as the contractor for pruning of area trees and presented the Board with a Resolution. (Please see attached resolution.)
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT IS RESOLVED, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Arizona Wild Desert Landscape Company (Bellasera Landscape Contractor) to trim/prune 19 trees in the common area located at the Clubhouse in the amount of $1,140.00. Funds for this shall be withdrawn from the Bellasera Operating Account. The motion carried.
Replacement Trees for Cul-de-sacs - Ms. Fitness recommended that the Board approve the planting of three 24" box Mesquite trees in neighborhood cul-de-sac areas by Arizona Wild Desert Landscape and presented the Board with a Resolution. (Please see the attached resolution.)
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT IS RESOLVED, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Sunland Asphalt to seal coat the roads, entrance and exit from Scottsdale Road to the Gate House and seal coat the Clubhouse parking lot as outlined in the attached documents for $19,620.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds. The motion carried.
COMMITTEE REPORTS
Activities Committee - The committee reported that there was a luncheon on August 19. They are also planning a Hawaiian Luau, and are considering a New Year's Eve party.
Budget & Finance - No report was given.
Building & Grounds Committee - The committee continues to gather information on needs and capability for solar systems, asphalt issues, mailbox areas, pool stairs & lighting, cost for umbrellas & chairs, repairs of the men's sink, roof repairs, furniture replacements, landscape lighting, and utility box painting. The Board can expect to see recommendations from the committee regarding a few of the listed items by October and November.
Communication Committee - The committee reported that the 2004 community directory has been successfully delivered. The directories were paid for in full by advertisements, with a $32 profit.
Modification Committee - The committee reported that they have received 4 requests for modifications. Two requests have been sent back for clarification.
Long Range Committee - No report was given.
Ad Hoc Reserve Committee - The committee is currently researching the availability of reserves related software.
NEW BUSINESS:
Invincible Roof Representative - Jason Sarkissian, of Invincible Roof addressed the Board regarding the companies roofing products. He was requested to send a copy of the company's warranty to Ms. Fitness. No action was taken.
Building and Grounds Committee Appointment -
Chairman Chenault moved to appoint Bruce Martin to the Building & Grounds Committee. The motion carried.
Long Range Planning Committee Appointment -
Chairman Chenault moved to appoint Sharon Luse, John Storer, Dave Johnson, James Gleason, Mel Lavin and Paul Hilf to the Long Range Planning Committee. The motion carried.
Modifications Committee Appointment -
Chairman Chenault moved to appoint Al Riccardi, Walt Winston, Phil Castrovinci and Steve Comstock to the Modifications Committee. The motion carried.
Ad Hoc Reserve Study Committee Appointment -
Chairman Chenault moved to appoint Clayton Loiselle, Charles Schroeder, Dennis Lamb, Paul Hilf, John Storer Mike Ruotolo, Paul Anetsberger and Bob Tack to the Ad Hoc Reserve Study Committee. The motion carried.
Governance Committee Charter-
Chairman Chenault moved to create a Governance Committee and to approve a resolution (attached) establishing its charter. He then moved to amend the motion and the charter by calling it the Ad Hoc Governance Committee and by deleting the third bulleted paragraph under "The Committee shall:" The motion to amend carried.
The amended motion and resolution (attached) were approved.
Governance Committee Appointment -
Chairman Chenault moved to appoint Carol Sotnick and Ken Willig to the Governance Committee. The motion carried.
Proposal for New Phone System - Ms. Fitness proposed that the Board allow her to gather bids for a new phone system that has call waiting and is completely operable, as opposed to the current system.
Ms. Fitness was requested to go forward with defining the project better and obtaining bids for a new, operable, efficient phone system for the Bellasera office.
NEXT/UPCOMING MEETING DATE(S)
The next Board meeting is scheduled for October 11, 2004
The meeting adjourned at 8:20 P.M.
Respectfully submitted, Approved,
Johanna Yu Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
July 13, 2004
MINUTES
The Bellasera Community Association Board of Directors Meeting was called to order on July 13, 2004 at 6:35 p.m. A quorum was established.
INTRODUCTION OF COMMUNITY MANAGER
Chairman Chenault and Wendy Mueller, CCMC, introduced Anne Marie Fitness of Capital Consultants as the new Community Manager for Bellasera. Anne Marie comes from several years of experience and hopes to bring new ideas.
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault gave a brief overview of new Arizona Statues that included items such as placement of homeowner question and answer section of the agenda and process of foreclosure.
MINUTES:
A motion was made and duly seconded to approve the minutes of June 23, 2004. The motion carried.
PRESIDENT'S REPORT:
Chairman Chenault gave an overview of several Building & Grounds Committee projects that need action. Projects included mistletoe removal from trees in the NAOS areas, planting additional trees within cul-de-sac areas, roof repair/removal, installation of pool heater covers, completion of asphalt resurfacing/touch-ups, clubhouse furniture replacements, and implementing solar pool heating.
TREASURER'S REPORT:
Director Arrgonoff reported that the landscape repair line item exceeded the budget by about $9.000. General Maintenance exceeded the budget by $6,000. The budget is about $6,000 over budget in Club House activities. Club House supplies is over budget by $5,000. This line item will need further research in order explain the reason behind the calculation. Gas is over budget by $3,000. Judging from the 2004 budget, homeowner's equity will end up at about $6,000 as opposed to the projected $12,000.
Reserved sit at $470,125.00, which includes accrued interest.
BOARD APPOINTMENT
A motion was made and duly seconded to appoint Bruce Martin to the Bellasera Board of Directors.
MANAGEMENT REPORT:
No management report was given.
COMMITTEE REPORTS:
Activities Committee - No report was given.
Budget & Finance - No report was given.
Building & Grounds - No report was given.
Communications Committee - The committee reported that the community directly was on its way to press and would be ready for distribution August 1, 2004. The publication has been completely paid for through advertisers.
Modifications Committee - No report was given.
Long Range Planning Committee - No report was given.
NEW BUSINESS:
A motion was made and duly seconded to appoint Emily Shriver to serve on the Communications Committee. The motion carried.
A motion was made and duly seconded to appoint Clayton Loiselle, Charles Schoeder and Dennis Lamb to serve on the Reserve Committee.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held August 2, 2004.
Director Ricciardi moved to adjourn to Executive Session. The motion carried.
The meeting adjourned at 7:25 P.M.
Respectfully submitted, Approved,
JohannaYu Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
May 24, 2004
PRESENT: Richard Chenault, Al Ricciardi, Paul Agranoff
VIA TELEPHONE: Jim Gleason
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, May 24, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the secretary being present. A quorum was established. The reading of the minutes of the special meeting of April 26, 2004 was waived. The minutes were approved as written. The reading of the minutes of the regular meeting of April 28, 2004 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault stated that Director Gleason is traveling and will be joining the meeting by telephone. He is anticipated to call in at approximately 6:45 p.m.
TREASURER'S REPORT:
Director Agranoff reported that the Association concluded April 2004 with a favorable variance of $5,800.00 in net operating income. He reported however, that the net operating income is less than anticipated due to parts and supplies, the purchase of gates transmitters and other miscellaneous unexpected expenses. He also inquired about the number/amount of outstanding assessments. Chairman Chenault and Ms. Martin both indicated that this is a typical number of delinquencies noted in the first month of the quarterly collections and that there is generally a significant reduction in the second month.
MANAGEMENT REPORT:
Ms. Martin reported that the main gate card reader has been moved and that ASSI Security is scheduled to begin working on the installation of the hardware and software on Wednesday, May 26, 2004. Ms. Martin reported that OIC Peterson has indicated that the reader has been functioning wonderfully and that he is excited about the additional upgrades.
Approve Pool Heating Policy - Ms. Martin presented the Board with a Resolution regarding the heating of the pool at the clubhouse facility.
Chairman Chenault assumed the motion that reads: Resolved, that the Association's policy for heating the community pool is as follows: 1. The pool shall be heated beginning Labor Day through Memorial Day; and, 2. The pool temperature shall be maintained at 82 degrees during the period specified above. The motion carried.
Violation Status Report - Ms. Martin distributed the updated Violation Status Report to each Board member.
COMMITTEE REPORTS:
Activities Committee - No report.
Director Gleason joined the meeting by telephone at 6:45 PM.
Budget & Finance Committee - Chairman Carlton Rooks requested that the Board approve the appointment of Clayton Loiselle to serve on the Budget & Finance Committee. Ms. Martin indicated that Clayton's resignation from Communications Committee has been received.
Chairman Chenault moved to accept the appointment of Clayton Loiselle to the Budget & Finance Committee. Therefore the Committee Membership shall now be Paul Agranoff, Paul Broad, Bob Greenspun, Clayton Loiselle, Thomas Rotherham, Carlton Rooks, and Charles Schroeder. The motion carried.
Building & Grounds Committee - Chairman Paul Anetsberger stated the painting project of the stucco walls will be completed shortly. He stated that some of the walls were not "up to standard" and that the painting contractor was re-visiting them. He also reported that this is final week of work for AAA Landscape.
Communications Committee - Chairman Keith Christian discussed the newly revised Bulletin Board Policy and presented the policy to the Board for its approval.
Chairman Chenault moved to approve the revised Bulletin Board Policy dated May 24, 2004 (attached). The motion carried.
The Committee presented a second document identified as "Bellasera Rules and Regulations - Where to Find Them" for Board approval.
Chairman Chenault moved to approve the document "Bellasera Rules and Regulations - Where to Find Them" (attached) and stated that the Community Manager will determine how and when the document will be issued to the Association. The motion carried.
Chairman Christian noted that he has received the resignation from Clayton Loiselle from the Communications Committee.
Chairman Chenault moved to accept the resignation from Clayton Loiselle and to declare a vacancy on the Communications Committee. The membership of the Committee shall now consist of Dick Chenault, Keith Christian, Jane Hillerson, Patrick Manion, Joe McDade, and Bart Sotnick. The motion carried.
Modifications Committee - No report.
Long Range Planning Committee - Melissa Price presented the Revised-Final Report from the Committee.
Chairman Chenault assumed the Report for approval and noted that it will be adopted as a basis for further action as the Board may determine. The motion carried with a vote of 3 to 1; Director Agranoff voting No.
Director Agranoff thanked the Committee and said he wished members would reconsider their decision to resign and stay on the Committee
NEW BUSINESS:
Declare a Board Vacancy -
Chairman Chenault announced that member Bob Tack has formally resigned from the Board. He thanked Bob for his many years of service and dedication to the Association and wished him all the best with his future endeavors.
Chairman Chenault moved to declare a vacancy on the Board of Directors. The motion carried.
Discuss Procedures to Appoint Replacement -
Chairman Chenault opened the discussion stating that one of the two candidates that had previously indicated an interest in serving on the Board at the time of the Annual elections was no longer interested in filling the open position. He also stated that there is a technical situation with second potential candidate (the candidate is not currently shown as an "owner" on the property deed) that he will need to resolve.
Director Ricciardi moved to Notice/Publish to the Community that the vacancy exists and request individuals to submit their interest and qualifications to the Board for consideration. Candidates will be interviewed at a Special Board Meeting and the final selection will be announced at the next regular Board Meeting. The motion carried.
Motion to Reconsider Non-Voting Policy -
Director Gleason moved to reconsider a previously adopted motion (for which he had previously voted) from the meeting of April 26, 2004 which stated: "That Directors should be non-voting members of committees, with the exception that the Board member will be allowed to vote in case of a tie." The motion to reconsider carried.
Chairman Chenault stated the question to approve the original motion. The motion failed with a vote of 1 to 3, Director Agranoff voting Aye.
Discuss Attorney Letter on Budget -
Chairman Chenault gave a brief overview of the Budget opinion letter received from our Attorney, Scott Carpenter. He stated that the Board should take into account the information contained in the letters received from homeowner, Dennis Lamb and our Attorney. Homeowner, Dennis Lamb submitted an additional letter, which he read to the Board members and members attending.
Chairman Chenault announced to the non-Board member attendees at the meeting that during the Board discussion of the questions raised by Mr. and Mrs. Lamb and our attorney's subsequent guidance that he would not recognize speakers from the floor, unless they were asked a question by a Board member. Mr. Carlton Rooks, Chair of the Budget and Finance Committee, took exception to this ruling and asked if he, as a member of the Association, was being denied a chance to speak to the issues. Chairman Chenault stated that under Arizona State Law, members are not authorized to participate in Board debate unless specifically authorized by the Board. Even though the Board had permitted such discussion even though not required by Arizona Law. over the past few years, Chairman Chenault said that in this case the Board was well aware of the opinions and facts offered by the Budget and Finance Committee and needed to focus on the issue of the Board's performance of its fiduciary responsibilities. Mr. Rooks objected to this ruling. Chairman Chenault noted his objection.
The questions raised by the Lambs and opinions from the attorney were discussed at length, after which the Board took no further action.
Reconsider Motion to Appoint Ad-Hoc Committee on Future Financing -
Director Gleason moved to reconsider the previous motion to appoint an Ad Hoc Committee on Future Financing, which stated: "That the Association establish an ad hoc committee consisting of 7 persons to conduct an in depth study of implementing a transfer fee. Said study to include the significant items such as the amount, process, timing, and implementation procedures. Said report to be completed in time for board review prior to the annual late fall community wide meeting." The motion to reconsider carried.
The original motion failed by a vote of 0 to 4.
Director Gleason then moved to charge the Budget and Finance Committee with the tasks of conducting an in depth study of implementing a transfer fee. Said study to include the significant items such as the amount, process, timing, and implementation procedures. The report to be completed in time for board review prior to the annual late fall community wide meeting. The motion carried.
Adoption of the Reserve Study Ad Hoc Committee Charter -
Chairman Chenault moved to accept the Charter (attached) prepared for the Reserve Study Ad Hoc Committee. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regularly scheduled Board meeting will be held Monday, June 28, 2004 at 6:30 p.m.
The meeting adjourned at 8:10 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting
March 25, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, and
Jane Hillerson
VIA TELEPHONE: Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
A special meeting of the Bellasera Community Association Board of Directors was held on Thursday, March 25, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and Ms. Martin, acting as Secretary, being present to review and discuss the proposed fiscal year budget 2004/05. A quorum was established.
Chairman Chenault opened the meeting with minor explanations and stated that the meeting will allow for unlimited participation by attendees. He reiterated the process in preparing the budget and the effective date for the new budget.
The Community Manager presented the Resolution for Contractor Selection for the FY Budget 2004/05 for Board consideration and approval, as follows:
Resolved, the Board approves awarding contracts to the following contractors for the Fiscal Year Budget 2004/05:
CONTRACTOR SERVICE ANNUAL COST
1. Park Pro Access Gate Maintenance $4,755
2. J.J. In & Out Cleaning Janitorial Services
$15,600
3. Aqua Pro Pool/Spa Maintenance $6,600
4. Sunstate Sweeping Street Sweeping $4,800
5. Fitness Fix Fitness Equip Maintenance $800
6. Waste Management Refuse Removal $1,200
7. Burns Pest Elimination Pest Control Service $1,386
8. Wild Desert Landscape Landscape Maintenance $42,625
9. Securitas Security Gate Personnel $141,978
10. HACI HVAC Maint/Filters $1,000
Chairman Chenault moved to approve the Resolution for Contractor Selection prepared for the Fiscal Year Budget 2004/05. Motion carried.
Chairman Chenault stated that the following resolution had been postponed from the last meeting,
Resolved, that the Budget and Finance Committee recommends to the Board of Directors approval of the attached Preliminary Budget 1) requiring monthly dues of $142 per resident, 2) recouping the estimated deficiency in Owners' Equity of $15,850, 3) replenishing Owners' Equity to the required level of 40% of $52,000 or $20,800 and 4) in order to achieve that, to reduce monthly transfers to reserves to $3,776 during the one year fiscal period ending June 30, 2005 and increase transfers again to $8270, thereafter.
Director Lamb moved to substitute for the pending resolution:
Resolved, the Board approves a 2004/2005 fiscal year operating expense budget totaling $522,790.00 and a Reserves budget totaling $98,400.00, with the combined total of $621,190 requiring a monthly dues payment per member of $143.79 rounded to $144.00).
Director Lamb moved to amend the resolution by adding $16,000 to eliminate the year end estimated negative home owner's equity, increasing the total to $637,190.00 or $147.50 per month. The motion carried by a 3-2 vote, Directors Tack and Ricciardi voting No.
Director Lamb moved to amend the resolution by adding $20,800.00 to fund 40% of a five year plan to establish a positive home owner's equity as an emergency fund, further increasing the total to $657,990.00 or $152.31 per month. The motion carried by a 3-2 vote, Directors Tack and Ricciardi voting No.
Director Lamb moved to amend the resolution by eliminating the reserves line item (ENH1) for unidentified short term projects and reducing the annual reserve contribution to $93,816.00. The motion carried by a 3-1 vote, Director Tack voting No, and Director Ricciardi not voting.
Chairman Chenault moved to strike the reserve budget total of "$98,400" and insert "$52,440." The motion failed on a 2-2 vote, Director Tack and Chairman Chenault voting Aye, Director's Lamb and Hillerson voting No, and Director Ricciardi not voting.
Director Lamb moved to amend the resolution by eliminating the following special items in the operating budget:
a. $2500.00 for the installation and trimming of trees
in cul-de-sacs. ($0.58)
b. $2200 for the Scalping/over seeding and annual flowers.
($0.51)
c. $7000 for NAOS tree replacement project. ($1.62)
d. $3500 for mistletoe eradication. ($0.81)
The total reduction is $15,200.00 or $3.52 per month. The operating expense budget is then $507,590.00. The motion failed 4 to 0 with Director Ricciardi not voting.
Director Hillerson moved to reconsider the previous motion to strike the reserve budget total of "$98,400" and insert "$52,440. The motion carried by a 3-1 vote, Director Lamb voting No and Director Ricciardi not voting.
The motion to strike the reserve budget total of "$98,400" and to insert "$52,440" was reconsidered. The motion carried by a 3-1 vote, Director Lamb voting No and Director Ricciardi not voting.
There being no further motions, the amended resolution was:
Resolved, the Board approves a 2004/2005 fiscal year operating expense budget totaling $522,790, a Reserves budget totaling $52,440, an additional $16,000 to eliminate the year end estimated negative home owner's equity, and an additional $20,800.00 to fund 40% of a five year plan to establish a positive home owner's equity as an emergency fund with the combined total of $612,030, all requiring a monthly dues payment per member of approximately $142. The line item ENH1 in the Reserve Plan will be eliminated. The motion carried by a 3-1 vote, Director Lamb voting No and Director Ricciardi not voting.
Chairman Chenault moved to adjourn the meeting. Motion carried.
The meeting adjourned at 8:50 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
March 22, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, and Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
SPECIAL GUEST: Scott Carpenter, Esq.
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, March 22, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the secretary being present. A quorum was established. The reading of the minutes of the meeting of February 23, 2004 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault announced that Scott Carpenter, Attorney
for Bellasera would be joining the meeting at some point
and at that time the meeting would be interrupted in order
to direct prepared questions to him on behalf of the
Association. Chairman Chenault also stated that he was
working with Bart Sotnick in order to publish more detailed
results of the January 2004 survey in the newsletter
TREASURER'S REPORT:
Director Tack reported that the Association ended February
with a favorable variance of $3,197.49; $475 more than
anticipated. He reported however, that the Association is
still $5,500 short due to the prior year's deficit.
Director Tack stated that our Community Manager, Janyth
Martin, has projected the year end net operating income to
be approximately $13,000.
MANAGEMENT REPORT:
Ms. Martin reported that the individual who had an
emergency during an activity held in the clubhouse on March
3, 2004 is recovering. During the month of February,
several electrical and plumbing repairs were completed. Ms.
Martin reported that AAA Landscape has sprayed for weeds in
the common areas adjacent to the clubhouse, guard gate,
entries and medians. AAA will continue to spray in order to
attack the weeds in the remainder of the common area
landscaping. Ms. Martin also reported that the bulletin
boards were installed approximately ten (10) days ago and
that the Communications Committee has provided a list of
members to contact to assist with the posting of
information.
Approval Amended AAA L/S Proposal on Drain Grates - Ms. Martin provided the Board with a revised proposal, for a total cost of $1,128.00, from AAA Landscape with respect to the fabrication and installation of two (2) drain grates located in the common area turf at the clubhouse. The purpose for the revised proposal is because AAA will not be able to utilize existing material and will have to fabricate the grates with new material.
Vice President Lamb moved to accept the amended proposal, for a total cost of $1,128.00, to install two (2) new drain grates in the common area turf. The motion carried.
Violation Status Report - Ms. Martin reported that she had conducted an inspection to update the violation report, but was unable to update her report in time for this meeting. She confirmed that a new report will be issued to the Board, via email, before the end of the week.
COMMITTEE REPORTS:
Activities Committee - No report.
Budget & Finance - Chairman Paul Broad provided bullet point information relative to the preliminary budget that is before the Board. The Budget and Finance Committee (B&F) Resolution (attached) was read by Chairman Chenault and assumed for discussion. Further, Chairman Chenault publicly thanked the B&F, the Reserve Sub Committee, and Janyth Martin for their hard work in preparing the budget. Discussion ensued at some length with regard to the parameters of the Resolution.
Director Lamb moved to postpone the Resolution to the Special Board Meeting to be held on Thursday, March 25, 2004. The motion carried with a vote 4 to 1; Director Tack voting No.
Building & Grounds - Chairman Paul Anetsberger stated he had no report.
Director Lamb moved to reconsider a previous motion approved by the Board and presented by the Long Range Planning Committee that would increase the number of members from seven (7) to nine (9)to accept the resignation of Chair, Melissa Price; and to appoint new members Sharon Luse and David Johnson. The motion carried, and the previous motion was thereby placed again before the Board.
Chairman Chenault moved to amend the resolution by striking the words "and to accept Ms. Price's resignation". The amendment carried.
The amended motion "To approve increasing the number of committee members from seven (7) to nine (9) and to appoint new members Sharon Luse and David Johnson to the Long Range Planning Committee" carried.
Communications Committee - Chairman Keith Christian reported that the Committee has begun to solicit interest from homeowners to advertise in the Community Directory. In addition, he referenced a previous discussion of the Committee about a Community Guidelines Handbook. He reported that this project has been downsized considerably and will be no more than a couple of pages in order to offer assistance to homeowners on where they may locate the information within the governing documents.
Modifications Committee - Chairman Jim Gleason reported that the Modifications Committee approved changes to the previously approved Design Guidelines regarding the installation of awnings. The final adopted Paragraph was provided to each Board Member (attached). He also reported that the Committee is still in discussion with respect to a proposed tree lighting policy. Finally, Chairman Gleason reported that the Committee approved and adopted the Maintenance Resolution presented at the February 23, 2004 Board meeting.
Long Range Planning Committee - Chair Melissa Price presented the Final Report prepared by the Committee. Chairman Chenault gave a special thanks to the Committee for their diligence and hard work over the past ten (10) months. Chairman Chenault also read the Charter for the Long Range Planning Committee which he felt was important to remember.
Following the Final Report, LRPC Member Mike Simpson presented a Minority Report prepared by three (3) LRPC Members. Upon conclusion, Chairman Chenault requested a motion from the Board to substitute the Minority Report in place of the Committee Report. No such motion being made, the Minority Report was noted.
Director Lamb moved to postpone consideration of approval of this plan until the next regular scheduled Board meeting of the new Board. The motion carried.
Ad Hoc Gate Access Review Committee - Chairman Mike
Simpson presented the final report on Gate Access. He
stated that there are two (2) software packages that exist
to operate the system. The first is the visitor management
software; which is still operable, and the second is the
gate control software; which is inoperable. The report
recommended correcting the software problem by procuring a
new version of the PC4000 software package and
re-installing it. It also recommended correcting the front
gate missed car problem by obtaining a quote from Park Pro
to:
a. Move the front gate sensor to an area by the guard booth
pointing west down the resident lane
b. Install a "Wait for Gate" sign on the resident lane
across from the guard door
c. Tell the guards not to "click through" resident lane
vehicles that are not recognized by the relocated
equipment
b) Procure a new computer for the PC4000 software, if
required.
After thanking the committee for their diligent work,
Chairman Chenault moved to authorize the Community Manager to obtain a bid from Park Pro for relocating the main gate card reader to improve the recognition rate for entering cars, including any necessary piping and cable relocation and installation, and a "Wait for Gate" (or similar) sign on the resident lane across from the guard door. Funds for this project will come from the Reserve Fund. The motion carried.
Chairman Chenault moved to authorize the Community Manager to obtain a bid from ASSI security company to replace the main gate access system software and hardware with the latest versions from AMTEL, including the gate control and visitor screening systems. This will include all necessary hardware and software for the main gate and the Lone Mountain gate. The Community Manager will present the offer to the Board for consideration and final approval. Funds for this project will come from the Reserve Fund. The motion carried.
Chairman Chenault noted that the committee has completed its tasks, and as an Ad Hoc committee, was now dissolved.
Special Guest, Association Attorney, Scott Carpenter - Mr. Carpenter arrived about 8:15 PM. He opened his discussion by thanking the Board for the opportunity to serve as their Association Attorney.
He acknowledged receipt of preview questions pertaining to the Association and that he was prepared to answer at the meeting. The first question related to the resignation of a Board member. He confirmed that our documents require the Board to appoint a member to replace the resigning member and that the appointed member was to serve out the remainder of the resigning members term.
The second question related to an Enhancement Fund. He
indicated that there are two (2) approaches to such a
policy; conservative and aggressive. Conservatively,
Bellasera could amend the documents and establish a new
type of assessment, such as a Community Enhancement Fee,
and to which all funds collected can be used basically for
any purpose. Aggressively, the Board of Directors could
implement, via Resolution, a policy to require the
management company to collect the funds through close of
escrow. He stated that he would not condone such an
aggressive approach as legal counsel to the Association.
Other miscellaneous questions were briefly discussed.
NEW BUSINESS:
Policy Resolution for Access to Association Records - Ms.
Martin provided the Board with a brief overview of the
policy (attached) and reported that during a recent audit
of the association, CCMC noted such a policy was absent
from the records and recommends that the Board adopt this
policy.
Chairman Chenault moved to adopt the Policy Resolution for Access to Association Records. The motion carried.
Resolution to Issue a letter to Lot B-104 - Director Lamb presented the resolution (attached) and the draft letter for consideration. An alternative letter was also prepared that recognizes that the homeowners of Lot B-104 are currently attempting to obtain a valid inspection of their block wall.
Director Lamb moved to approve the resolution and issuance of the alternative letter to Lot B-104 requesting that they initiate an inspection of their wall. The motion carried.
Resolution to Adopt Attorney Collection Policy - Chairman Chenault reported that he was assigned to follow-up on the proposed Collection Policy and to ensure that it does not conflict with our current collection policy for the Association
Chairman Chenault moved to accept the Carpenter Hazelwood, PLC - Standard Collection Procedure Policy (attached) proposed to the Association. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
Upcoming meetings include Meet the Candidate's Night on
April 1, 2004; the Annual Meeting scheduled for April 8,
2004; followed by the Board of Directors Organizational
Meeting to be scheduled with the new Board representatives.
The next regular scheduled Board meeting will be held
Monday, April 26, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:55 P.M.
The Board resumed the regular meeting at 9:15 P.M.
The meeting adjourned at 9:15 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
February 23, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack,
Jane Hillerson
ABSENT: Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, February 23, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair. A quorum was established. The reading of the minutes of the meeting of January 26, 2004 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault presented members of the Board with the
final Memorandum (copy attached) issued from Ms. Cat
Coltrell of Capital Consultants Management Corporation
(CCMC) regarding the Management Services for Bellasera.
Chairman Chenault also provided his White Paper on Results
of Special Meeting which outlines the activities that have
occurred since the meeting, several changes that have
already been implemented. and changes that are underway. On
additional questions requiring follow-up, Chairman Chenault
advised the Board that many management companies train
their personnel/staff during normal work hours. He also
reported that management fees are affected by two
components; one being the size of the community which plays
a role in the amount charged "per door"; and the second
component relating to ancillary income (i.e. high rate of
collection accounts and active real estate transfers/resale
fees where disclosure and transfer costs are involved). The
cost to Bellasera is about $4.40 per door per month. Other
communities costs are in the same range, but some (such as
Whisper Rock) are as high as $27 per month. Chairman
Chenault also reported that the results of the January 2004
Survey will be included in the March newsletter publication
and posted simultaneously on the bulletin boards and
website at the first of March.
TREASURER'S REPORT:
Director Tack reported that our current Year to Date Net
Operating Income is $680. He stated that we have a positive
variance of $3,800 in Income, a negative variance of $8,000
in Operating Expenses - resulting in a negative YTD
Variance of $4,000. As a final note, Director Tack reported
that the Budget & Finance Committee has requested
Jacqui Vigil, Controller for CCMC, to provide year end
projections for Bellasera to further determine our
financial standings.
MANAGEMENT REPORT:
Ms. Martin reported that the final audit letters have been
distributed to the Board for the period ending June 30,
2003 conducted by Evers & Company. As approved in the
January 26, 2004 meeting, Ms. Martin notified our
representative from Merrill Lynch to authorize the purchase
of a $50,000 Certificate of Deposit. With regard to the
current budget process, Ms. Martin reported that multiple
bids have been requested on Insurance, Security, and
Landscape Maintenance. Ms. Martin further reported that she
has received a letter from our Attorney, Scott Carpenter,
which allows the Association to invite him to an upcoming
Board meeting to which he would extend a "free visit". This
visit will be scheduled by the Community Manager for a
future meeting.
Violation Status Report - An updated violation report was issued to the Board containing no significant changes.
Assessment Collection Policy - With our previous Board meeting, Ms. Martin reported that our Association attorney, Carpenter Hazelwood, PLC was in the process of implementing new Assessment Collection Procedures. Ms. Martin reported back to the Board that the new policy to be utilized by our Attorney does not change the current Association Assessment Collection Policy, therefore no further action is required Chairman Chenault stated he would further review this.
COMMITTEE REPORTS:
Activities Committee - On behalf of the Committee, Chairman
Chenault requested approval from the Board to appoint
Sheila Lavin to the Activities Committee.
Director Lamb moved to appoint Sheila Lavin to the Activities Committee. The motion carried.
Budget & Finance - Chairman Paul Broad reported briefly on the January financials, stating our Year to Date Net Operating Income (Loss) is $680.00. He further reported that the Committee has requested CCMC Controller, Jacqui Vigil, to review our current financial standings and report back with her projections for our year end balance. The Committee will meet again on March 4, 2004 to continue progress on the Fiscal Year Budget 2004/05 preparation.
Building & Grounds - Chairman Paul Anetsberger presented a Resolution for the Board of Directors consideration on the removal of mistletoe to be completed on trees internally to Bellasera. He stated that he was not aware that the previous mistletoe project was only to represent the external perimeter of the Association. He further stated that he has received communication from other Bellasera residents inquiring about the removal of mistletoe internally.
Chairman Chenault moved to amend the Resolution to include that the Committee will work with the Community Manager to better define the trees to be considered for mistletoe removal and the timing of such completion. The motion to amend carried. The amended motion (attached) carried.
Communications Committee - Chairman Keith Christian presented a request to the Board to purchase a high-speed HP printer for the Committee to utilize to print the monthly newsletters. The cost of the equipment, $2,600 will be presented to the Budget and Finance Committee for consideration to add to the next year's budget. Keith reported that he will follow-up with the Committee and make a presentation at their March 4, 2004 meeting.
Modifications Committee - Chairman Jim Gleason reported that the Modifications Committee approved changes to the Design Guidelines regarding the installation of awnings. He reviewed the requirements. He also reported that the Committee has begun preliminary discussion with respect to a proposed tree lighting policy.
Further to Modifications, Chairman Chenault presented a Resolution pertaining to individual homeowners request and approval from the Modifications Committee on replacing view fencing with block walls which could result in the HOA assuming some degree of maintenance responsibility (see attached). Director Lamb reported that the City of Scottsdale requires that an inspection be performed and that one was not conducted with the erection of the wall at Lot B-104.
Director Lamb moved to approve the attached Resolution. The motion carried.
Long Range Planning Committee - Chair Melissa Price reported the Committee is preparing their final list and schedule to be included with their final report to the Board. The committee recommended that the Board increase the number of Committee members to nine (9) and to accept the appointment of David Johnson and Sharon Luse to the Long Range Planning Committee. Ms. Price stated that she would resign from the committee effective March 1.
Chairman Chenault moved to increase the number of committee members to nine (9), to add David Johnson and Sharon Luse as members of the Long Range Planning Committee, and to accept Ms. Price's resignation. The motion carried.
Board Sub-Committee on Landscape Enhancements - No report.
NEW BUSINESS:
None
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, March 22, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:35 P.M.
The Board resumed the regular meeting at 8:45 P.M.
The meeting adjourned at 8:45 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
January 26, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, January 26, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of December 8, 2003 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault discussed the proposed timeline for this
year's Annual Meeting prepared by the Communications
Committee. The Board adopted the schedule (attached). The
Annual Meeting will be held on Thursday, April 8, 2004.
Chairman Chenault also requested to discuss the follow-up
from the January 15, 2004 Special Board of Directors
Meeting, though it was slated to be addressed later in the
meeting. He reported that approximately 50 members were in
attendance and that Vice President, Dennis Lamb was unable
to attend. Since that meeting he has met with the Community
Manager and Capital Consultants Management Corporation
(CCMC) to discuss the concerns from the meeting. A
follow-up Memorandum was prepared by CCMC, which he read
aloud (copy attached). He also stated that the Board of
Directors will further discuss the issues in Executive
Session.
TREASURER'S REPORT:
Director Tack presented the Board with a Budget Summary of
his year-end projections. The summary will be presented to
the Budget & Finance Committee, requesting their
assistance in completing the projection of our year-end
financial position.
MANAGEMENT REPORT:
Ms. Martin reported that the manufacture of the bulletin
boards is about 90% complete and installation of the boxes
will occur in February, according to The Door & Screen
Company.
Ms. Martin presented a Memorandum to the Board regarding the Common Area Turf culverts reporting a homeowners concern to the open pipes. Ms. Martin also requested AAA Landscape provide a cost to secure enclosure grates to cover the culverts (pipes). Although this project does not exceed her approval authority, the memo was to solicit a response from the Board to determine if the project should be completed. The Board concurred, and the project will be scheduled to be completed through AAA Landscape, so long as the cost does not exceed $1,500.
Follow-Up on the Licensing Agreement with Del Webb - Ms. Martin provided the Board with the comments received from our Association Attorney regarding the proposed License Agreement with Del Webb. Discussion ensued. No action was taken.
Ratify decision on gate hinge replacement by Park Pro - Ms. Martin reported that hinges were replaced on the front entry and exit gates and that all eight (8) hinges were actually replaced. The reason for the deviation from what the Board had approved was due to the short life expectancy on the remainder of the hinges not slated for replacement. Therefore, Ms. Martin requested the Board to ratify her approval of $692.64 for four (4) gate hinges and approve payment, in the amount of $1,197.27 to Park Pro, for the replacement of eight (8) gates hinges.
Director Hillerson assumed the request to approve the Park Pro invoice in the amount of $1,197.27. The motion carried.
FY 2002/03 Audit Approval - Ms. Martin reported that the Budget & Finance Committee has approved the Fiscal Year 2002/03 Audit and requested approval from the Board.
Vice President Lamb moved to approve the acceptance of the Fiscal Year 2002/03 Audit as presented by Evers & Company. The motion carried.
Violation Status Report - An updated violation report was issued to the Board containing no significant changes.
Assessment Collection Policy - Ms. Martin noted that the Association attorney, Carpenter Hazelwood, PLC has announced it has implemented new Assessment Collection Procedures effective January 1, 2004. Chairman Chenault pointed out that the new procedures, while perhaps a good thing, are not in conformance with the existing BCA Assessment Collection Policy adopted in December 2001. Ms. Martin was directed to get a recommendation from CCMC as to what changes we would need to make.
BCA Survey Drawing - Ms. Martin reported that she has received an incredible 184 responses to the January 2004 Survey. As stated in the survey, all applications turned in prior to January 23, 2004 would be eligible for an $80 prize. Ms. Martin requested assistance from the audience and requested a form be drawn at random. The winner of an $80 prize is Joseph Baiamonte.
COMMITTEE REPORTS:
Activities Committee - No report.
Budget & Finance - Chairman Chenault reported on the process and letter received from our Attorney regarding any potential Enhancement Fund or Resale Assessment (copy attached). He indicated that the next step would require our Attorney to draft the changes to the CC&Rs. The Budget and Finance committee recommended that the Board approve a 1/8% Enhancement Fee to be charged on the resale of Bellasera homes.
Chairman Chenault assumed the motion for discussion and vote... The motion failed.
Chairman Chenault, on behalf of the Budget & Finance Committee, also presented a resolution to direct Merrill Lynch to invest Reserve Fund cash in a Certificate of Deposit in the amount of $50,000 immediately.
Chairman Chenault assumed the motion for discussion and vote. The motion carried.
Ms. Martin presented the Board with her list of Recommendations for the Fiscal Year 2004-05 Vendor/Contractor List (see attached). It is her recommendation to request sole source update bids from most vendors currently working for Bellasera in preparation of the next fiscal year budget.
Chairman Chenault moved to amend the List of Recommendations to request that three (3) bids be obtained on Landscaping, Security and Janitorial Services. The motion failed 1 to 4.
Director Ricciardi moved to amend the List of Recommendations to request that three (3) bids be obtained on Landscaping and Security Services only. The motion carried 4 to 1.
Building & Grounds - Chairman Paul Anetsberger presented several Resolutions for the Board of Directors consideration.
Resolution to add 25 tons of granite and install three (3) 24" box trees to the eight (8) mailboxes and twelve (12) cul-de-sacs within Bellasera per Proposal No. 02245 from AAA Landscape.
Chairman Chenault assumed the motion for discussion and vote. Director Lamb moved to amend the motion to postpone the installation of trees with the next fiscal year budget (2004/05) and approve only the additional granite for an estimated cost of $800.00. The motion carried.
Director Lamb moved to approve the amended proposal. The motion carried.
Chairman Chenault assumed the next committee resolution to repair erosion damage in two areas within Bellasera. Proposal from AAA Landscape No. 1043 shall consist of erosion repairs between lots B130 and B131 which is located on Pasaro Drive, the estimated cost is about $2,800.00. Proposal No. 1044 shall consist of erosion repairs at the retaining wall located between lots B81 and B82 also on Pasaro Drive, the estimated cost is $1,300.00.
Chairman Chenault moved to approve Proposal No. 1043 to repair the erosion between lots B130 and B131 at a cost of $2,719.94 and to defer completion of Proposal No. 1044 in our next fiscal year (2004/05). The motion carried.
Chairman Chenault assumed the next committee resolution to repair and paint approximately 2,300 LF of common area stucco walls within Bellasera. This work is being requested for completion prior to its replacement date provided in the reserve study. The cost to complete the work identified shall not exceed $6,300.00 and shall be funded from the Reserve Fund.
Chairman Chenault moved to approve the resolution for common wall improvements with the expenditure funded with Association Reserves. The motion carried.
The Building and Grounds committee proposed a resolution to request the Community Manager to solicit bids for Asphalt Seal and Repair considered to be the second phase of asphalt work. This work and funding is called for with the 2004/05 Budget Year and will be addressed accordingly. No action was taken.
Communications Committee - No report.
Modifications Committee - Chairman Jim Gleason being absent. Ms. Martin reported that the Modifications Committee approved changes to the Design Guidelines with respect to the color allowed with the installation of a security door. In addition, they are currently reviewing the Design Guidelines with possible changes to the categories of Awnings, Gates and Security Gates and per the request of the Board, a possible tree lighting policy.
Long Range Planning Committee - Chairman Price being absent, Director Tack reported there is nothing further until the results of the survey are complete. He did request the Board to charge the Buildings & Grounds Committee with the task to review the potential impact on the NAOS area from surrounding developments to BCA property.
Director Tack moved to approve charging the Buildings & Grounds Committee with the additional task of reviewing the potential impact on the NAOS area from surrounding developments to BCA property. The motion carried.
Board Sub-Committee on Landscape Enhancements - No report.
NEW BUSINESS:
Request to Advertise for Arts & Crafts Festival - Mrs. Janet Biondo made a brief presentation to the Board requesting their permission to advertise and promote the Arts & Crafts Festival slated to be held in late April or early May. She reported that the first show held last year resulted in 15 artists displaying their wares - with limited activity. Local small newspapers will be utilized and payment for such advertising will be at their own expense.
Chairman Chenault moved to approve the use of the clubhouse activity room by Mrs. Biondo for an Arts & Crafts show in the late spring time period and to allow non-Bellasera residents to visit the clubhouse for the show. The use of the room must follow all requirements of the Use of BCA Recreational Facilities policy. The Board is aware that local advertising will be involved. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, February 23, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:55 P.M.
The Board resumed the regular meeting at 9:40 P.M.
The meeting adjourned at 9:41 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
December 8, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack,
Jane Hillerson
ABSENT: Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, December 8, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair. A quorum was established. The reading of the minutes of the meeting of November 3, 2003 was waived. The minutes were approved as corrected. The reading of the minutes of the November 13, 2003 Special Meeting was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault conveyed that the budget cycle will begin
in January and all Committees should consider whether they
have an interest in reviewing the statement of work prior
to RFP's going out to the contractors. He also reported on
the process regarding the proposed Enhancement Fund from
the Budget & Finance Committee. He concluded his report
with a follow-up on the front gate personnel. He commented
that Sgt. Keven Peterson is in charge of the gate personnel
training and their requirements to follow the written post
orders for Bellasera. Both Sgt. Peterson and Community
Manager, Janyth Martin will continue to monitor their
performance. In addition, he reported that gate software
bids are being obtained and he suggested creating an Ad Hoc
Committee to review the bids and possible enhancements to
the card reader.
TREASURER'S REPORT:
Director Tack reported that the financials came in within
$46 of budget for the month. He also reported that CCMC has
removed the two contingency line items (0431 & 0461)
from the monthly reporting statements, as requested by the
Budget & Finance Committee. He pointed out that the Net
Operating Income is not a true surplus since the budget has
a built-in Prior Year Deficit Recovery and Contingency
amount of $2000 per month, or $10,000 for the FY through
11/30/03.
MANAGEMENT REPORT:
Ms. Martin reported that she has forwarded the License
Agreement received from Pulte/Del Webb to our Association
Attorney for his review and input.
Fluoresco Lighting - Ms. Martin requested approval for payment to Fluoresco Lighting, in the amount of $698.51, for repairs completed at the main Bellasera entry monument signs.
Director Lamb moved to approve payment to Fluoresco Lighting in the amount of $698.51 for services completed at the monument signs. The motion carried.
Annual Insurance Review - Ms. Martin reported that the Annual Insurance Review was conducted with our Insurance representative on December 1st in accordance with our requirements. She also reported that our current policy expires in April and the Association will take the appropriate steps to have the policy term amended to match our fiscal year (July to June).
Follow-up on Gate Access Bids - Ms. Martin reported that she has met with three (3) competitive companies to bid on the Gate Access software. Bids have been requested and should be received soon.
Violation Status Report - An updated violation report was issued to the Board. No significant changes have transpired since the last report.
COMMITTEE REPORTS:
Activities Committee -Chairman Chenault (in the absence the
committee chair) indicated that he had neglected to
previously report on the Committees recommendation that the
Board direct the Community Manager to investigate repairs
to the stereo system. Director Tack reported that resident
Mike Simpson is willing to investigate the system free of
charge to the Association.
In addition the Committee has received Caryn Briedis' resignation and Jeanne Young's volunteer application to serve on the Activities Committee.
Chairman Chenault moved to accept the resignation from Caryn Briedis and approve the application from Jeanne Young to serve on the Activities Committee. The motion carried.
Budget & Finance - Chairman Paul Broad reported that the 2002/2003 annual audit was received on Tuesday and that the members have not had a sufficient amount of time to review. They will report on the audit at their next meeting. In addition, the Reserves Sub Committee will begin meeting in January to look at updating the reserve study. RFP's should go out mid-January with replies requested for mid-February. He also reported that all committees have been requested to provide their budget numbers for the next fiscal year by mid-February. He reported that the quarterly review of the petty cash account was completed and all is in order. Chairman Broad reported on the Committee's recommendation for the Board to spend the money and move forward on mistletoe removal, however, he also reported that no extra funds are available to plant trees as revegatation for the desired $6,700.
Building & Grounds - Chairman Paul Anetsberger reported that they are slightly over budget for the purchase of holiday lights. He suggested adding money to the budget for the next fiscal year in order to purchase additional decorations and build-up the inventory for the Association. All decorations will be stored at the guard gate. Chairman Anetsberger also reported that the wrought iron view fence panels removed from Lot B104 have been placed in storage and will be available should panels need replacement. Chairman Chenault asked if anyone had seen the new wall on Lot B104. Director Lamb indicated that the wall may exceed the six foot height allowed and suggested the Community Manager inspect the project and make a measurement from the inside of the property. He also noted the wall has not yet been painted. Chairman Anetsberger reported that the Committee is making a formal recommendation to the Board for them to proceed with the removal of the mistletoe in the NAOS area.
Communications Committee - Director Hillerson reported that the Committee received the resignation from Carolyn Stewart due to her lack of attendance from traveling and are in need of filling a vacant position.
Director Hillerson moved to accept the resignation from Carolyn Stewarts from the Communications Committee. The motion carried.
In addition, Director Hillerson reported that the Committee continues to work on the regulations handbook which has been a seven month project to date. And finally, the Committee approved the concept to sell advertising, limited to Bellasera residents, to be included in the Directory to offset printing and distribution costs.
Director Hillerson moved that the Board approve in concept the sale of advertising, limited to Bellasera residents, to be included in the Directory to offset printing and distribution costs. The motion carried.
Modifications Committee - Ms. Martin reported that the Modification Committee approved all plans received for their November meeting. Director Lamb issued concern over the roof line slope on some casitas that have been built. Ms. Martin will review with the Committee to ensure continued compliance.
Long Range Planning Committee - No report.
Board Sub-Committee on Landscape Enhancements - Nothing new to report.
NEW BUSINESS:
Town Hall Meeting Follow-up - Chairman Chenault presented a follow-up plan from the Town Hall Meeting (see attached).
Per Item #1: Request the Modifications Committee to develop standards for the Design Guidelines to permit awnings and/or protective screening devices on individual homes.
Per Item #1 Chairman Chenault moved to approve this recommendation to the Modifications Committee. The motion carried.
Per Item #3. Look for funds to undertake mistletoe removal in NAOS as soon as possible.
Director Tack moved to accept the bid from AAA Landscape, in the amount of $3,500, for the removal of mistletoe in the NAOS area. The motion carried.
Per Item #4. Survey.
Chairman Chenault moved to accept the survey form content. The motion carried.
In addition, each survey should be numbered. The survey will be mailed during the first week of January and be requested by January 23.
Director Tack moved to add a financial reward of $80 (winner to be chosen by lottery) to the January 2004 survey to be eligible to those residents who return the survey by the specified date. Motion carried with a vote of 3 to 1.
Yard Lighting Policy - Chairman Chenault initiated discussion regarding landscape lighting being the primary source of lights within Bellasera and whether the garage and developer provided trees are required to be lit.
Chairman Chenault moved to request the Modification Committee to consider establishing regulations/requirements to have tree lights on at night. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, January 26, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:00 P.M.
The Board resumed the regular meeting at 9:25 P.M.
The meeting adjourned at 9:25 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
November 3, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, November 3, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of September 22, 2003 was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault reported that three (3) Directors'
positions will be up for election at the next Annual
Meeting in April of 2004. The Board may create a Nominating
Committee if no volunteers come forward. The Chairman also
reported that the Board will conduct its annual insurance
review in December. He stated that the Association could
hire a firm to update the Reserve Study, but that since
there is nothing in the budget this year, he requested the
Budget & Finance Committee to consider including money
in the budget for this expense next year. He reported that
the presenters for the Town Hall Meeting will meet on
Friday at 2pm at Legend Trail for preview. The Chairman
also reaffirmed that the Association has a policy in place
and that money has been budgeted for this year for holiday
decorations.
TREASURER'S REPORT:
Director Tack reported that the financial statements may be
misleading and strongly requested that CCMC change the
reports with respect to the contingency line items.
MANAGEMENT REPORT:
Ms. Martin reported on several items that have been
completed throughout the Community. They are: clubhouse
roof repairs, mailbox faux stone replacement, carpet
re-cleaned in the clubhouse, monument sign repairs, back
gate drainage improvement, over seeding of turf and
installation of annual flowers, replacement of two mesquite
trees in the turf area, and the annual backflow testing of
the pool. Ms. Martin also reported that the theft of one
Owner's golf clubs has been solved and that the perpetrator
was a professional who had entered the Community
unlawfully. Finally, Ms. Martin reported that she has
received a License Agreement from Del Webb for using the
"Bellasera" logo and will work with our Attorney to ensure
that the Association understands the terms of the License
Agreement.
Annual Audit - Ms. Martin informed the Board that with the delays in proceeding with the Annual Audit, that the formal report will not be provided per the terms of the governing documents, or within 120 days. The final report will be issued once it is received from the auditing firm.
Television Replacement Costs - Ms. Martin presented three (3) competitive costs to replace the 36" television that was removed from the media room.
Director Ricciardi moved to approve the purchase of a new 36" Sharp television to replace the smaller unit currently located in the media room. The funds for the purchase would be from the Reserve Account. The motion did not carry.
Bulletin Board Presentation - Ms. Martin presented three (3) bids to purchase and install eight (8) bulletin boards at the mailbox kiosks. Though the three bids were not comparable, per the specifications issued by the Communications Committee, they were requested to be presented as is. The installation of the bulletin boards will be completed over the faux stone at each mailbox.
Director Lamb moved to approve the bid from The Door & Screen Company, with the installation of the bulletin boards to be mounted over the faux stone. The cost for purchase and installation is approximately $3,560.00. The motion carried.
Front Gate Hinge Replacement - Ms. Martin requested the Board approve the replacement of front gate hinges through Park Pro. The question arose as to whether this was four individual hinges or four pairs of hinges. Ms. Martin will follow-up with Park Pro to answer this inquiry.
The Board discussed the options of replacing just the bad hinges or having all hinges replaced at this time. The Board requested that Ms. Martin obtain a bid from Park Pro to replace all hinges and present the findings and recommendation for approval through Unanimous Consent.
Extra Landscape Services - Ms. Martin presented the Board with a recommendation to continue with the extra landscape crew for the month of November. Due to the extended warm weather the extra time is needed to complete all the trimming.
Chairman Chenault moved to accept the recommendation and retain AAA Landscape for an additional month of extra service at a cost not to exceed $1,150. The motion carried.
Violation Status Report - An updated violation report was issued to the Board. Ms. Martin informed the Board that night time inspections have proven difficult because many tree lights have their timers set to go off earlier in the evening. A discussion to establish a policy to ensure that the tree lights are lit followed. Chairman Chenault will review this and present options to the Board.
COMMITTEE REPORTS:
Modifications Committee - The committee chair, Jim Gleason,
had nothing to report.
Building & Grounds - The committee, per Bob Shriver, is scheduled to install the holiday decorations. Paul Anetsberger will purchase all the necessary items required and budgeted for this year.
Budget & Finance - The committee, per Paul Broad, stated the Association should continue to file the 1120H to stay consistent. He stated that an e-mail was issued to all Chairpersons requesting their input, due by November 30, 2003, on possible budget expenditures through the end of the FY 2003/04. The committee presented the Board with a resolution to establish an Enhancement Fund (see attached).
Chairman Chenault assumed the Resolution for discussion. The motion did not carry by a vote of 3 to 2.
Communications Committee - The committee chair, Keith Christian, reported that a one page update to the Directory will be included with the next quarterly assessment billing.
Activities Committee -Chairman Chenault (in the absence of any other committee member) reported that they have established the next six (6) month schedule for the period January - June 2004. The committee continues to search for members to fill three (3) vacancies.
Long Range Planning Committee - Chairman Chenault reported that the committee will conduct a Town Hall presentation rehearsal on Friday.
Board Sub-Committee on Landscape Enhancements - Two (2)
items were presented to the Board:
· Proposal on Re-Vegetation - Director Lamb reported
that he would like to present the re-vegetation project at
the Town Hall Meeting to gather feedback. He indicated that
the cost for water is undetermined. All members were in
favor of the presentation.
· Proposal on Mistletoe Removal - Three (3) bids were received to perform mistletoe eradication on approximately 100 trees in the NAOS area.
Director Lamb moved to accept the bid from AAA Landscape and proceed with the project at a cost of approximately $3,500. The motion did not carry.
This item was referred to the Buildings & Grounds and Budget & Finance Committees to determine what, if any, funds might be available.
NEW BUSINESS:
Activity Room/Kitchen Reservation Request and Contract - Ms. Martin presented the Board with the revised reservation form with a new disclaimer and indemnification paragraph.
Chairman Chenault moved to approve the modifications to the policy for Activity Room Rental and accept the new form, attached. The motion carried.
Whisper Rock Park Resolution - Director Tack presented a resolution (see attached) on the Whisper Rock Park.
Director Lamb moved to postpone the proposed resolution indefinitely. The motion carried with a vote of three 4-1.
Gate Access Control - Chairman Chenault discussed the
two (2) options, repair or upgrade, available for gate
access control. Currently the computer system and software
for operating the gates is out of service. No software is
available to rebuild the system because Del Webb did not
provide it to the Association. The software would have to
be purchased and the computer replaced. Since the system is
antiquated, the Ms. Martin recommended purchasing a
completely upgraded system instead of repairing the
existing one. The Board requested that the Community
Manager obtain two (2) more bids to upgrade the gate access
control system.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, December 8, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:00 P.M.
The Board resumed the regular meeting at 9:45 P.M.
The meeting adjourned at 9:425 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
September 22, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, September 22, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of August 25, 2003 was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault extended his gratitude to the
Communications Committee for its diligent work in posting
the CC&Rs on the website. Chairman Chenault stated that
a meeting was held with Securitas and clarified that the
salary difference for the new guard would not increase the
budgeted amount paid by the Association. Chairman Chenault
also provided a brief synopsis of the ways in which an
association may file its taxes. He stated that our CPA and
CCMC is researching the cost savings and alternatives for
tax filings. Chairman Chenault stated that the purpose for
the Town Hall meeting is to discuss important topics with
the members of the community, but that no action will be
taken at the Town Hall meeting itself.
TREASURER'S REPORT:
Director Tack reported that the current month's financials
are under budget by $1,500. The yearly budget is within
$500 of what was spent last year. He further stated that
Charles Schroeder has done a commendable job on the Budget
Analysis.
MANAGEMENT REPORT:
Wash Clean-Up - Ms. Martin reported that the wash along
Scottsdale Rd. has been recently cleared by AAA
Landscape.
Open House to be held at Bellasera - Ms. Martin requested approval for Qwest representatives to visit the community to discuss the availability of DSL and high speed internet service.
Director Hillerson moved to approve the use of the community room for Qwest to explain the availability of expanded services, i.e. DSL and high speed internet to the residents. The motion carried.
Tree Trimming around Clubhouse - Ms. Martin gave an update on bids for the trimming of the trees around the Clubhouse. Two bids have been received to date. One bid is for the amount of $1,825 and the other is for $1,425. The third bid is anticipated to be received by the time of the next board meeting. A Unanimous Consent will be prepared once the final bid is received in order to schedule the trees to be trimmed prior to over seeding the turf.
Resolution to Replace One (1) Pool Heater - Ms. Martin
presented the Board with a resolution to replace the fourth
pool heater. Aqua Pro stated that the heater was leaking
water at the time he shut down the heater for the summer
months. The cost to replace the fourth heater shall not
exceed $2,300.00 and will be funded by Reserves.
Chairman Chenault moved to approve the replacement of the
fourth pool heater, the cost shall not exceed $2,300.00 and
that funds shall be withdrawn from the Reserve Account. The
motion carried.
Repair Costs to HVAC at Clubhouse and Guard Gate - Ms. Martin reported that the HVAC compressor at the guard gate failed and needed to be replaced. The HVAC compressor was also repaired for the third time in the fitness center. The cost for repairs at the Guard Gate is $1,422.57 and the cost for repairs in the fitness area and $1,155.34. The combined cost is $2,577.97 and is recommended that the amount be taken out of reserves.
Chairman Chenault moved to approve payment of $1,422.57 from Reserves for the repair at the Guard Gate HVAC and moved to approve payment of $1,154.34 from operating funds for the HVAC warranty work completed in the fitness center. The motion carried.
Replacement of Treadmill displays in Fitness Center - Ms. Martin reported that one treadmill in the fitness room is inoperable. Ms. Martin obtained costs from our service vendor that provides three (3) options for repair possibilities. Ms. Martin recommended that the Board approve replacing the display panel for the inoperable treadmill and replacing the display on a second treadmill that has not functioned correctly for some time. The cost for replacement of two (2) display panels is $3,290.64 and funds should be withdrawn from Reserves.
Director Chenault moved to approve the purchase of two (2) new display panels for the treadmills, in the amount of $3,290.64, to be funded from Reserves. The motion carried.
Violation Status Report - No report is available at this time.
Garbage Fluid Spill - Ms. Martin reported that she had met with a City of Scottsdale representative regarding the hydraulic fluid spill that occurred on Ponte Bella Drive and continued up to Balao Drive from the refuge removal truck. The areas were covered in absorbent material and have been broom cleaned off the asphalt. The City representative also provided a number to call to schedule the street for further cleaning. Ms. Martin will follow up.
Board Subcommittee on Landscape Enhancements - Director Lamb said that he would convene a meeting of the S/C to review information received concerning costs for mistletoe removal and repair of some of the existing watering system.
COMMITTEE REPORTS:
Modifications Committee - The committee recently approved
an Amendment to the Design Guidelines, Page 21, permitting
the installation of rabbit fencing on the courtyard gate
and confirming the express prohibition of the installation
of protective fencing on plant material located in the
front yard landscaping. This information will be included
in the October newsletter and residents will be granted a
sixty (60) day grace period from the date of publication of
the notice in the Newsletter to comply.
Building & Grounds - The committee did not have a meeting in July or August. However, the Committee is focusing on mailbox enhancements, brickwork/faux stone repairs, landscaping erosion, and adding granite in necessary areas. Their next meeting is scheduled for October 6th.
Budget & Finance - The committee met last Tuesday. The budget is in good shape. The committee will recommend that another CD be purchased when the cash in the Merrill Lynch account reaches $100k. The committee presented the Board with a resolution to not allocate funds for the purchase and installation of bulletins boards.
Director Lamb moved to reconsider the Resolution to Purchase and Install Bulletin Boards. The motion carried by a vote of three (3) to two (2).
Chairman Chenault noted that this action now brought back the previously approved resolution for discussion and a new vote. After discussion the previous motion to approve the purchase and installation of bulletin boards at the mail centers and to have the Community Manager get three bids was approved by a 3-2 vote.
Communications Committee - The committee is currently reviewing the design guidelines, CC&Rs and Bylaws in order to produce a condensed version of a community handbook.
Activities Committee - The Bar-B-Q was a huge success. With over 75 Bellasera residents, friends and family - it was a well attended function. The committee will continue to search for members to fill the two (2) vacancies on the committee.
Long Range Planning Committee - The committee has compiled a list of projects to be discussed at the upcoming Town Hall meeting. Following the meeting, a survey will be sent out to the membership.
NEW BUSINESS:
Director Chenault moved to approve the attached resolution to modify the recreational facility use policy. The motion carried.
Chairman Chenault provided information to the Board of potential changes/re-mapping of the flood zone within Bellasera. Maps were reviewed that provide the previous and re-mapped areas. No action necessary. An informative article will be placed in the next newsletter.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, November 3, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:05 P.M.
The Board resumed the regular meeting at 9:25 P.M.
The meeting adjourned at 9:25 P.M.
Respectfully submitted,
Johanna Yu
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
August 25, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, August 25, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of June 30, 2003 was waived. The minutes were approved.
PRESIDENT'S REPORT:
Chairman Chenault stated that he had nothing to report at
this time.
TREASURER'S REPORT:
Director Tack reported that the current month's budget
reflects a positive variance by $2,500. In addition,
operating expenses are under budget by $6,300 for the first
month of this fiscal year.
MANAGEMENT REPORT:
Perimeter Watering System - Ms. Martin reported that she
had consulted with AAA Landscape about the operation of the
perimeter watering system. It was concluded that an initial
analysis of the system would have to be conducted in order
to determine the usage of the system. The cost for the
analysis is $38 per hour for an Irrigation Technician. AAA
estimates that it will require eight hours and that the
total cost will be $304.00.
Director Lamb moved to approve AAA Landscape to conduct an analysis of a perimeter watering system. The motion carried.
Mistletoe Removal - Ms. Martin requested a bid from AAA Landscape with respect to the removal of mistletoe from approximately 100 trees within the NAOS area. AAA Landscape provided a quote of $35 per tree.
The Board recommended that the removal of mistletoe be referred back to the Board Sub-committee for Landscape Enhancements.
Wash Clean Up - The wash area east of 76th Street had previously been approved for clean up however; the project was not completed to the Associations satisfaction.
The Board directed the Community Manager to obtain three
bids for reconstruction and clean up of the wash are east
of 76th Street. The Building & Grounds Committee will
need to obtain all specifications.
Tree Trimming - Two (2) trees have been lost due to heavy
storms. Ms. Martin requested that AAA Landscape provide a
cost for extensive thinning/trimming of the remaining
nineteen (19) trees in order to avoid the loss of
additional trees. The estimated cost as provided by AAA
Landscape is $1,425.
Director Hillerson moved to approve the cost of $1,425 for AAA Landscape to trim/thin the common area trees. The motion did not carry.
Director Lamb moved that the Community Manager obtain two additional bids for trimming/thinning the common area trees. The motion carried.
Securitas Gate Personnel - The Security Guard hired to cover the second shift was transferred from roving patrol to permanent. Due to the longevity of the officer and the difference in rate of pay, Securitas inquired if Bellasera would contribute any funds to cover the anticipated budget shortfall of $3,000.
Chairman Chenault stated that he would arrange an immediate meeting with the Community Manager and Securitas to discuss its contractual obligations and the proposed increase in annual costs.
Television - One of the televisions failed and has been replaced by a spare. The old television is free to anyone who will take it. The Community Manager will obtain three bids for a similarly sized replacement television.
Pool Repairs - The popup heads have been replaced by Aqua Pro. Shasta Pools will not warranty the heads for a commercial use pool.
Violation Status Report - Ms. Martin reported that a few of the violations identified on the previously report have been removed and grandfathered by the Modifications Committee. One item was a security door found to be installed by Del Webb. Additionally, homes that have installed satellite dishes visible from Lone Mountain but not from within the community, as well as, those homes that have installed satellite dishes that have been mounted on the roof and screened from view have been removed from the violations list.
COMMITTEE REPORTS:
Modifications Committee - The committee chair, Jim Gleason,
gave a brief explanation of the decision to grandfather or
approve two (2) brown security doors. The Board requested
that these two Owners be advised to submit an Application
requesting a Variance from the Design Guidelines.
Building & Grounds - Nothing to report, as no meeting was held.
Budget & Finance - Nothing to report, as no meeting was held.
Communications Committee - Chairman Chenault commended the committee on providing a great community directory. Chairman Chenault provided a revised Resolution for the bulletin boards (see attached).
Director Chenault moved to approve the attached Resolution presented by the Communications Committee on bulletin boards. The motion carried.
Activities Committee - The committee recommended removing a member from the Committee due to lack of attendance.
Director Chenault moved to approve the removal of Janet Jackim from the Activities Committee. The motion carried.
Long Range Planning Committee - Two members have resigned from the committee and two new members have provided their interest sheets for the Committee to consideration.
Director Chenault moved to approve the resignation of Gary Stettner and Brad Gazaway from the Long Range Planning Committee and to approve the addition of Mary Gleason and Michael Simpson to the Long Range Planning Committee The motion carried.
The committee has been working on planning for about 24-25 projects. The committee is drafting an article for the newsletter to introduce the several projects it intends to discuss at the next town hall meeting. The committee plans to follow up with a survey on member preferences. The committee will report on the proposed projects at the next Board meeting.
NEW BUSINESS:
Clubhouse Use Fee Schedule -
Director Tack motioned to raise the usage fee for the community center to $100.00 for parties in excess of 50 people. The motion did not carry.
Committee Member Benefit - Chairman Chenault discussed offering a reduced rental fee of the clubhouse to committee members for their service. The Board concluded that serving on a committee is on a volunteer basis and should not have added benefits outside their fellow homeowner.
Whisper Rock Park - The Board discussed informing the community via newsletter about the developing Whisper Rock Park. The Board directed the Communications Committee chair and the newsletter editor that, if published, the newsletter would display a disclaimer stating that Bellasera has not taken a position on the development.
Town Hall Meeting - The Town Hall meeting is scheduled
for Thursday, November 13, 2003 at 6:30 pm to be held at
the Legend Trail Community Center.
Orlando, Owner Lot C-5 - Mr. Orlando requested that the
Board consider allowing their retractable awnings to remain
over their front courtyard doorway.
Chairman Chenault moved to allow the awning to remain in place until the issue has been discussed in the Town Hall Meeting and resolved with the Modifications Committee. The motion carried.
Community Handbook - The Board requested that the Communications Committee investigate the possibility of including a condensed version of the rules and regulations of the community to be included in each welcome packet. Ms. Martin will obtain copies from other communities and provide to the Communications Committee.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, September 22, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:00 P.M.
The Board resumed the regular meeting at 9:21 P.M.
The meeting adjourned at 9:22 P.M.
Respectfully submitted,
Johanna Yu
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
June 30, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, June 30, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of June 2, 2003 was waived. The minutes were approved.
PRESIDENT'S REPORT:
Chairman Chenault announced that there would be a town hall
meeting in November of 2003 and that written topics for the
meeting should be solicited from homeowners to be sent to
the Community Manager, the Board of Directors or the
Committee Chairs in writing.
TREASURER'S REPORT:
Director Tack reported that the current month's operating
expenses is over budget by $9k. Of that amount, $5,800 is
due to a budgeting error for security and $1,900 is due to
a salary increase. As of the end of the current fiscal
year, the operating expenses are projected to be over
budget by approximately $32k. Director Tack made note that
the current calculations are confusing due to the expenses
being under budget by $3,800 in April and over budget by
$5,800.00 in May. It was requested that CCMC review the
Bellasera budget to ensure accurate calculations for the
remainder of the fiscal year.
MANAGEMENT REPORT:
Resurfacing - Ms. Martin reported that Ace Asphalt is
scheduled to resurface the streets in the community on
Monday, July 7th; Wednesday, July, 9th; and Friday, July
11th. A colorized map will be provided to indicate which
areas will be resurfaced and when.
Trash Pick-Up - Effective next week, the City of Scottsdale will change the refuse pick-up day from Monday to Tuesday.
Pool Umbrellas - New poolside umbrellas have been purchased and installed. The older umbrella stands have been reinforced with PVC piping which provides more stability and (hopefully) longevity.
Fire Sprinklers - There were a few minor repairs noted to the fire sprinklers that will be scheduled. These repairs are as a result of the recent annual fire sprinkler inspection.
Landscape - Beginning tomorrow, the current landscape crew will increase by two workers. The current areas of focus are: cul-de-sacs, mailbox areas and parcels C, D, and E.
Preventative Maintenance - Ms. Martin is in the process of completing and customizing a property worksheet for Bellasera. The worksheet will include the frequency of events, a "hot list" of items to be completed, property inspection information, a checklist and a warranty list.
Dell Computer Purchasing Ratification - Ms. Martin requested that the Board approve payment for a new Dell Computer system for the Bellasera office. The total amount is $1,442.48
Chairman Chenault moved to approve the replacement of the current computer in the amount of $1,442.48 to Dell. The motion carried.
Exterior Pool Speakers - Ms. Martin reported that the speakers in the columns around the pool are inoperable. She has obtained a quote of $219.95 to diagnose the problem. No action was taken on this request at the present time.
Inoperable T.V. - Ms. Martin reported that the television in the media room has lost its picture. She reported that it would be approximately $150 just to diagnose the problem and that any necessary repairs would be at an additional cost. Ms. Martin also received a quote for a brand new/replacement television of comparable size and components for $729. The Community Manager was requested to obtain three bids for the purchase of a new television set.
Violation Status Report - Ms. Martin provided an updated copy of the violation status report. She noted that many violations have been corrected, and therefore have been dropped from the report.
A-Frame Signage - Ms. Martin reported that a few homeowners have voiced complaints regarding the two new A-Frame signs that have been temporarily placed around the community. These signs were fabricated as an additional means to reduce speeding in the community, as well as to remind drivers that children are present. The Board noted that the signs appear to be assisting in reducing the speed of vehicles in the neighborhood and that no modifications to the signs need to be made at this time.
COMMITTEE REPORTS:
Modifications Committee - It was reported that no meeting
was held.
Building & Grounds - The committee is currently discussing community painting, cul-de-sac, and mailbox issues. They will receive estimates from AAA for enhancement landscaping to the cul-de-sacs prior to their September meeting.
Budget & Finance - No meeting was held this month. However, the committee requested that Ms. Martin obtain a preliminary audit of Association accounts by September 15, 2003.
Communications Committee - The committee presented the Board with the amended resolution regarding installation of mailbox bulletin boards.
Director Tack moved to strike the first "Whereas" from the resolution and approve the remainder of the resolution. This motion was later withdrawn.
Chairman Chenault then moved to table the motion regarding the proposed resolution. Proposed resolution for installation of mailbox bulletin boards was tabled pending receipt of additional information from the communities committee.
Activities Committee - The committee recommends that the board approve the use of the activities room for a Creative Co-op Arts and Craft display subject to the $50/$100 room and cleanup fee. It would be residents only as exhibitors and guests sponsored by Janet Biondo.
Chairman Chenault assumed the motion. The motion was approved so long as the agreement reads, "for residents only as exhibitors." The motion was carried.
NEW BUSINESS:
No new business was presented.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, August 25, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:20 P.M.
The Board resumed the regular meeting at 9:17 P.M.
The meeting adjourned at 9:18 P.M.
Respectfully submitted,
Johanna Yu
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
June 2, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, June 2, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of April 28, 2003 was waived. The minutes were approved as corrected. The reading of the minutes of the special meeting of May 20, 2003 was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault had nothing to report.
TREASURER'S REPORT:
Director Tack reported that the actual expenses for the
month of April are $3,300 less than budgeted for and if we
stay on track we will end the year about as expected.
In addition to the Treasurer's Report, Director Tack requested that the Community Manager develop a maintenance list, as well as a warranty book outlining all items and their respective warranty periods. Chairman Chenault stated that he would work with the Community Manager to review and implement such a list.
MANAGEMENT REPORT:
Landscaping Items - Ms. Martin stated that the common area
grass had transitioned quickly to the summer Bermuda and
that the grass looks extremely healthy. She also stated
that she approved the installation of an additional eight
(8) station controller which was necessary in order to
allow for additional times to be programmed for different
watering schedules/needs. It was also reported that AAA
Landscape has removed and transplanted the planter area
vegetation from the pool and installed various assorted
lantana at a cost of approximately $500.00. AAA has also
planted the summer flowers.
Ace Asphalt - Ms. Martin reported that the Association has established new dates for re-surfacing our streets. July 7, 9 and 11 has been slated for resurfacing and preliminary information has been posted in the upcoming June newsletter. More in depth information and the street closures will be printed in the July newsletter and posted at the community mailboxes.
Clubhouse Plumbing - Ms. Martin reported that the clubhouse experienced a back-up of the main drain. In addition to an emergency call to the plumbers, carpet cleaners were also called in to sanitize and deodorize the massage room carpet.
AAA Landscape Invoice - Ms. Martin requested approval of payment for transition of the common area grass, which consisted of fertilizing and chemicals. The invoice is for $1,051.00 to AAA Landscape.
Chairman Chenault assumed the motion to approve payment to AAA Landscape in the amount of $1,051.00. The motion carried.
Fitness Room Fan - Director Tack inquired about the status of the repairs to the fan located in the fitness room. Ms. Martin reported that our electrician has had difficulty obtaining parts, since it is only the interior "guts" that are needed in order to complete the repairs. After discussion, it was determined that if the repairs can not be completed by July 1, 2003 then a replacement fan will be purchased.
Ironwood Tree at Entrance - Director Lamb conveyed his disappointment with the size and quality of the replacement ironwood tree installed at the main Bellasera entrance at Scottsdale Road.
Violation Status Update & Report - A copy of the new violation status report was provided to each Board member. Ms. Martin reported that it is still a work in progress, but is coming along nicely.
Creative Co-Op - Ms. Martin presented the Board with a Creative Co-Op idea requested to by Association Member, Janet Biondo. Mrs. Biondo has proposed to hold an arts & crafts fair two (2) times per year. After discussion, it was determined that Mrs. Biondo should initially should present her idea to the Activities Committee.
Pool Umbrellas - Ms. Martin requested approval for the purchase of four (4) replacement pool umbrellas and three (3) stands for additional shading around the pool. The cost is $1,312.17, to be funded from Bellasera reserves, and payable to Paddock Pools.
Chairman Chenault assumed the motion to approve the purchase of four umbrellas and three stands to Paddock Pools in the amount of $1,312.17, from the Reserve account. The motion carried.
COMMITTEE REPORTS:
Budget & Finance - The committee presented three (3)
resolutions to the Board for approval.
1- Resolved that the Board of Directors direct Merrill Lynch to immediately invest $50,000* of reserve cash fund in secured and insured CD's.
2- Resolved that the Board of Directors direct Merrill Lynch to re-invest $50,000* upon the expiration date (07/14/03) of our current reserve portfolio.
*Both of these instruments should be no longer than a 36-month investment period.
Chairman Chenault assumed the motion to approve Resolutions 1 and 2 as presented. The motion carried.
3- Resolved that the Board of Directors approve increasing, by 100% (double), the Transfer Fee collected by CCMC on each home sold.
The Board deferred consideration until such time as the Budget & Finance Committee fully develops a resolution to present to the Board which would include the reasoning behind the specific recommendation.
Modifications Committee - It was reported that the Committee received a request to change the Design Guidelines in order to allow the installation of permanent awnings. The Committee voted against changing the Design Guidelines based on this individual request; however, the Modifications Committee suggested that the Association Member present information concerning a request to change the Design Guidelines at the Town Hall forum.
Building & Grounds - The committee reported that it is currently working on enhancements to the landscaping in the cul-de-sacs, repairs to the missing faux stone on the mailboxes and painting to the exterior perimeter walls for those areas that may need to be painted earlier than projected.
Communications Committee - The committee provided the Board with a new proposed Community Directory. Keith Christian stated that the Committee had obtained three (3) bids to complete the printing and binding of the directory. Despins Printing was selected by the Committee and Keith stated that Despins is the best choice with the lowest price. Keith requested approval from the Board to proceed with the printing/publication of the directory at a cost of $606.
Chairman Chenault moved to approve the printing/publication of the Bellasera Community Directory in the amount of $606.00. The motion carried.
Activities Committee - It was reported by the new committee chair, Caryn Briedis, that most of the committee members have changed. The Committee has changed its regular meeting date to be held on the first Wednesday of each month at 10:00 a.m. and the Committee is currently working on a calendar of events.
Ad Hoc Committee of the Board on Lone Mountain Landscaping - The committee presented the Board with a resolution for Board action (see attached). The request is to solicit estimates to reestablish the in ground watering system for the planned trees in the AAA "trees only" bid and for removal of mistletoe in approximately 100 trees along the trails on Lone Mountain and Scottsdale Roads.
Chairman Chenault moved to accept the attached resolution as written. The motion carried.
NEW BUSINESS:
No new business was presented.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held June 30, 2003, followed by a meeting scheduled for August 25, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:20 P.M.
The Board resumed the regular meeting at 9:10 P.M.
The meeting adjourned at 9:11 P.M.
Prepared by,
Janyth Martin
Bellasera Community Manager
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
April 28, 2003
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb, Jane Hillerson, Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, April 28, 2003 at 6:25 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of March 31, 2003 was waived. The minutes were approved as corrected.
ELECTION OF OFFICERS:
This being the first meeting since the annual election of Directors, Association officers were elected.
Director Lamb moved to elect Director Chenault for Board President. The motion carried.
Director Tack moved to elect Director Lamb for Board Vice President. The motion carried.
Director Hillerson moved to elect Director Ricciardi for Board Secretary. The motion carried.
Director Ricciardi moved to elect Director Tack for Board Treasurer. The motion carried.
PRESIDENT'S REPORT:
Chairman Chenault congratulated the Board on its recent
re-election. He commended all of the committee members on
their outstanding work. The Board unanimously consented to
continue practicing Robert's Rules of Order for small
boards. Chairman Chenault suggested that the Board continue
education through classes and publications, which the
budget currently allows for. He also suggested that the
Board review training documents for managers and the Board
to keep abreast on policies and fiduciary responsibilities.
Ms. Martin assured the Board that she would continue to
provide legislative updates and outcomes to the Board.
TREASURER'S REPORT:
Director Tack reported that the current month's budget is
over operating expenses by $4,600. Again, this is due to
repairs and maintenance.
MANAGEMENT REPORT:
Fluoresco Invoice - Ms. Martin requested authorization from
the Board to remit payment for $676.93 to Fluoresco
Lighting for repairs to the main entry sign. She explained
that the repairs were needed due to storm damage.
Chairman Chenault moved to approve payment of the invoice to Fluoresco Lighting for repairs to the main entry sign for $676.93. The motion carried.
AZ Journal Community Association (Magazine) - Ms. Martin
presented the idea of purchasing memberships to the AZ
Journal Community Association Magazine. The magazine would
be another avenue of continued education on communities for
the Board. One membership may be purchased and the
publication would be exchanged between Board members, or, a
membership for each Board member may be purchased. The
Board decided to purchase individual memberships. The Board
also suggested that the publication be available to
Committee members as well.
Ironwood Installation - Ms. Martin reported that there was
a delay in obtaining a crane to install the Ironwood tree.
She anticipates that it will be installed within one
week.
Pool Renovations - Ms. Martin reported that all of the cacti by the pool will be replaced. In addition, current planter plants will be replaced by more pool friendly plants.
Grass - Ms. Martin reported that the turf will be cut very low as we prepare for transition from the winter rye to the summer Bermuda grass.
Weeds - Ms. Martin reported that AAA Landscape continues to spray the common areas for weeds.
Reflectors - Ms. Martin reported that new reflectors have been installed near the medians and fire hydrants. The old reflectors were damaged during the resealing process.
COMMITTEE REPORTS:
Modifications Committee - No meeting was held due to the
inability to establish a quorum. One homeowner had
submitted a request to the Committee, but was not affected
by the delay.
Building & Grounds - The committee is currently discussing stucco wall repairs, and mailbox issues. They have received many requests to have the clubhouse carpet cleaned. It was decided to wait until graduation season is over to clean the carpets due to the many parties being held. In addition, the committee is dissatisfied with the blacktop and has requested that the company that installed the blacktop reseal the affected areas.
Budget & Finance - It was reported that no meeting was held this month.
Communications Committee - The committee reported that currently 68 residents are receiving their newsletter by email. They have obtained 168 email addresses for community communication purposes. In the future, the budget will be posted on the community website. It was reported that a draft of the new community directory may be presented to the Board at their next meeting. Chairman Chenault suggested that minutes on the website be updated more frequently.
Activities Committee - Carol Sotnick reported that most of the committee will be turning over.
NEW BUSINESS:
Appointment of Committee Members -
Director Chenault moved to approve the attached resolution naming the Activities Committee Membership. The members are Caryn Briedis, Dick Chenault, Anne Chernis, Jean Grutta, Janet Jackim, and Dottie Schultz. The motion carried.
Director Chenault moved to approve the attached resolution naming the Budget and Finance Committee Membership. The members are Paul Agranoff, Paul Broad, Dick Chenault, Bob Greenspun, Carlton Rooks, Charles Schroeder, and Bob Tack. The motion carried.
Director Chenault moved to approve the attached resolution reducing the committee size to 7 from 8 and naming the Building & Grounds Committee Membership. The members are Paul Anetsberger, Frank Biondo, Dennis Lamb, Marvin Lefkowitz, Jerry Rose, Mike Ruotolo, and Bob Shriver. The motion carried.
Director Chenault moved to approve the attached resolution naming the Communications Committee Membership. The members are Keith Christian, Joe McDade, Jane Hillerson, Clayton Loiselle, Bart Sotnick, and Carolyn Stewart. The motion carried.
Director Chenault moved to approve the attached
resolution naming the Long Range Planning Committee
Membership. The members are Dick Chenault, Brad Gazaway,
Melissa Price, Patrick Quinn, Gary Stettner, John Storer,
and Bob Tack. The motion carried.
Director Chenault moved to approve the attached resolution
naming the Modifications Committee Membership. The members
are Steve Comstock, Jim Gleason, Bruce Martin, Al
Ricciardi, and Walt Winston. The motion carried.
FY 2003/04 Budget -
Chairman Chenault moved to approve the attached resolution
for Contractor Selection for the FY Budget 2003/04. The
motion carried.
Chairman Chenault moved to approve the attached Fiscal Year 2003/04 Budget as submitted by the Budget & Finance Committee. The motion carried.
Violation Enforcement -
Director Chenault moved to adopt the attached Resolution to Establish Policy for Management Action of Violations of CC&Ss, By-Laws, and Design Guidelines. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
It was announced that the next Board meeting date will be
June 2, 2003.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 7:45 P.M.
The Board resumed the regular meeting at 8:05 P.M.
The meeting adjourned at 8:07 P.M.
Respectfully submitted,
Johanna Sears
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
March 31, 2003
MINUTES
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb, Jane Hillerson, Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, March 31, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of February 24, 2003 was waived. The minutes were approved.
PRESIDENT'S REPORT:
Chairman Chenault gave an overview of plans for the next
three weeks. "Meet the Candidates Night" will be held on
April 3rd and will be facilitated by Keith Christian. The
Sixth Annual Meeting for Bellasera is scheduled for April
10th, with the purpose of the meeting to present the
proposed 2003/04 Budget and to elect two (2) members to the
Board. Within thirty (30) days of the Annual Meeting the
Board will meet to designate officers. There will also be a
re-examination of committees and memberships.
TREASURER'S REPORT:
Director Tack reported that the current month's budget is
over operating expenses by $2,500. Again, this is due to
repairs and maintenance.
MANAGEMENT REPORT:
Del Webb - Ms. Martin reported that the wall at the west
end of Visao Drive has been completed by Del Webb. In
addition, $8,327 has been received as reimbursement from
Del Webb for the installation of the wash rails on Balao
Drive between Brisa and Visao Drive.
HACI Invoice - Ms. Martin requested approval of payment for replacement of the air conditioning compressor. The invoice is for $1,645.00 to HACI.
Chairman Chenault moved to approve payment, from the reserve funds, to HACI in the amount of $1,645.00. The motion carried.
Mustang Electric Invoice - Ms. Martin requested approval for payment of an invoice for $890.76. Ms. Martin clarified that the invoice was for numerous electrical jobs completed by the electrician.
Chairman Chenault moved to approve payment of the Mustang Electric invoice for $890.76. The motion carried.
Lone Mountain Gate - Ms. Martin gave a final report with
respect to the Lone Mountain Gate operations that stemmed
from a request from the Lone Mountain Ad Hoc Committee. She
reported that the gates are currently at the minimum
setting for open and close time.
Scottsdale Road Card Reader - Ms. Martin also reported that
the card reader was re-installed at the main entrance on
Friday and appears to be working well.
Del Web Draft Letter - Ms. Martin presented a draft letter to the Board addressed to Del Webb. The letter was an acknowledgement of Del Webb's installation of the wall at the west end cul de sac on Visao Drive per Exhibit A of the Settlement Agreement.
Chairman Chenault moved to approve the attached letter. The motion carried.
COMMITTEE REPORTS:
Modifications Committee - It was reported that Jim Gleason
has been elected by the Committee to serve as Chairperson.
Member Steve Dale tendered his resignation, therefore, the
committee is currently accepting applications from
interested residents. To date, the Association has received
two (2) candidate applications.
Building & Grounds - Member Bob Shriver volunteered to oversee the holiday lighting. On Balao Drive between 77th and 78th the new lights have been installed. The upcoming projects for the committee are cul-de-sacs, mailboxes, and block walls. Ms. Martin will arrange for an Ace Asphalt representative to return to the property to inspect the asphalt cracks and uplifting. The committee also discussed concerns of speeding within the community. The final determination was to purchase two (2) portable signs, one providing the "25 Speed Limit" notice and the second to identify "Slow - Children at Play". Both of these signs will be made available to the members of the Association to place in front of their homes. Ms. Martin volunteered to continue to notice the newsletter advising homeowners not to speed. The committee also mentioned that dog poop is still an issue.
Budget & Finance - The committee reported that they have worked diligently on the new budget. A preliminary budget has been delivered to the Board of Directors for presentation at the upcoming Annual Meeting.
Communications Committee - The committee reported that they have voted against reducing the newsletter circulation from 12 months to 9 months. The committee also reported that the website is receiving at least 200 hits per day and the community newsletter is currently being issued via E-Mail to approximately 45 residents/owners.
Activities Committee - The committee had nothing to report.
Lone Mountain Ad Hoc Committee of the Board - The
committee reported that they have had two meetings. The
first one was on a rainy day and due to inclement weather,
the meeting became an organizational meeting. The second
meeting was held March 14, which resulted in a walk thru of
the proposed enhancements along Scottsdale and Lone
Mountain Roads. Options and priorities will be put together
and will be discussed in a future meeting.
NEW BUSINESS:
Violation Enforcement Theory - Chairman Chenault stated that the Board would review the violation process for Bellasera. He stated that a better plan would have to be in place to identify and record unseen violations that Ms. Martin may not be able to detect due to location and workload. Chairman Chenault stated that possibilities would be discussed later due to time constraints with this particular meeting.
2003/04 Preliminary Budget - Discussion of the FY 2003/04 Preliminary Budget.
Community Manager Janyth Martin presented a Resolution for Contractor Selection for the FY Budget 2003/04. It was noted that Burns Pest Elimination should be included in the Contractor Selection List with an Annual Cost of $1,320. and to restate under Resolved, That the Board approves the award of contracts to:
Chairman Chenault moved to approve the resolution for Contractor Selection for the FY 2003/04 Budget 2003/04 with the noted changes. The motion carried.
Line item 0568 will be changed to $9,000 Annually ($450 for the monthly newsletter publication, as well as, $3,600 for the Communication Committee proposal on bulletin boards). Line item 0431 will be changed to $14,000.00 Annually. Line item 0498 will be changed to $8,289.00 Annually.
Chairman Chenault moved to approve the preliminary FY 2003/04 Budget with changes for presentation at the Annual Meeting. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
It was announced that the upcoming Annual Meeting date is April 10, 2003 at 7:00 P.M.. The next regular scheduled Board meeting will be held April 28, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:00 P.M.
The Board resumed their regular meeting at 10:05 P.M.
The meeting adjourned at 10:06 P.M.
Respectfully submitted,
Johanna Sears
Recording Secretary
Approved,
Jane Hillerson
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
February 24, 2003
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb, Jane Hillerson, Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The Bellasera Community Association Board of Directors Regular Meeting was called to order on February 24, 2003 at 6:32 p.m. A quorum was established.
MINUTES:
The January 27, 2003 Board meeting minutes were approved as
corrected.
PRESIDENT'S REPORT:
Chairman Chenault stated that the Association has received
five (5) applicants interested in running for the two open
positions on the Board of Directors. He informed those in
attendance that all the information is being compiled and
will be mailed to the Association with the next Quarterly
assessment billing.
During the President's Report, Director Lamb inquired about
the Association policy for Workers Compensation Insurance.
Chairman Chenault stated he will reply to the Board once
information is received from our insurance
representative.
TREASURER'S REPORT:
Director Tack reported that the YTD Income is $3,200 over
YTD Budget, Contract Services is $4,500 over YTD Budget,
Repairs & Maintenance is $20,000 over YTD Budget and
the YTD Variance for Total Operating Expenses exceeds
$24,000. Director Tack provided a YTD Financial Analysis,
including projections extending to the end of the fiscal
year. Discussion of Director Tack's report ensued, copy
attached.
MANAGEMENT REPORT:
HVAC Emergency Repairs - Ms Martin presented the Board with
an invoice from HACI for emergency repairs required to two
(2) of the HVAC units for a total cost of $784.09.
Chairman Chenault assumed the motion to approve the payment of the invoice from HACI for the emergency repairs for $784.09. The motion carried.
Update on Solid Block Wall Vote - Ms. Martin provided the Board with a copy of the Recording of the Final vote that will be placed in record for the Association. Copy attached. Director Tack extended his thanks and appreciation to Director Lamb for all of his help he extended to the Sisson's. He further indicated that without Director Lamb's assistance the Association would not have resolved the request and issue of installing block fencing in place of view fencing.
Violation Report - Ms. Martin provided a Violation
History Report and Violation Log to the Board members in
their meeting packet. Director Lamb conveyed that he was
still perplexed with this report and did not feel that it
met the needs of the Board to identify "outstanding
violation issues only". The question is to whether the
database can provide an "exception" report of violations.
Ms. Martin will inquire with CCMC and report back to the
Board of Directors.
Brisa Drive/Emergency Gate Improvements - Ms. Martin
presented the Board with a landscaping proposal to add
boulders and cacti to the Brisa Drive/Emergency Gate access
in the amount of $523.50.
Chairman Chenault assumed a motion based on the recommendations of the B&G and the B&F committees to approve the awarding of a contract in the amount of $523.50 to AAA Landscaping to place boulders and cacti near the emergency exit gate on Brisa.
Director Lamb moved to postpone the consideration of this motion until June 30, 2003. The motion failed.
Chairman Chenault moved to amend the motion to make it effective June 30, 2003. The motion to amend carried.
The amended motion to approve the awarding of a contract
in the amount of $523.50 to AAA Landscaping to place
boulders and cacti near the emergency exit gate on Brisa
Drive effective June 30, 2003 carried.
COMMITTEE REPORTS:
Modification Committee- Ms. Martin is pleased to report
that the Modifications Committee elected Jim Gleason as the
new Chairman of the Modifications Committee. He replaces
Steve Dale, who had served as Chairman for more than a
year.
Building & Grounds - Paul Anetsberger presented the Board with the Buildings & Grounds resolution and estimate from Lone Star Landscaping for the repair of lighting and landscaping at Lone Mountain Gate in the amount of $2,399.36.
Chairman Chenault moved to approve the attached resolution for repair of lighting and landscaping at the Lone Mountain gate. (See attached resolution). The motion carried.
Budget & Finance - Paul Broad reported that the Committee continues to work on the 2003/04 Fiscal Year Budget.
Communications Committee - Keith Christian reported on behalf of the committee that they have approved recommending the installation of bulletin boards at each of the mailboxes, at at cost of approximately $3,560.00. Their request has been issued to the Budget & Finance Committee for their consideration of this expense.
Activities - Carol Sotnick reported that the committee has scheduled an event to spend a day at Turf Paradise, which will be held on April 14th and the cost will be $16.50 per person.
Committee of the Board on Clubhouse Security - Director Hillerson presented the Board with a summary of the Subcommittee report covering the Bellasera Clubhouse Security. Chairman Chenault assumed the following motion for discussion and vote:
Resolved, That the Board approve the installation of 4 motion activated cameras in the clubhouse along with the necessary software to enable the Community Manager to review the digital video once offenses have been determined to have occurred, and further
Resolved, That the Board approves the award of a contract to Best Access Systems in the amount of approximately $7024, and further
Resolved, That the Board approves the upgrading of the Community Manager's computer, to be funded from the Reserve Account.
After discussion centering on the need to seek community input on the issue of increased clubhouse security and the possible need for more formal bids, the motion failed.
UNFINISHED BUSINESS:
None
NEW BUSINESS:
Chairman Chenault presented the Board with the revised
management contract issued from CCMC.
Director Lamb moved to approve the revised Management Contract for CCMC. The motion carried.
Chairman Chenault moved to approve the creation of a Long Range Planning Committee. The motion carried. See attached resolution.
The next Board meeting is scheduled to be held be March 31st.
Director Ricciardi moved to go into Executive Session. The motion carried.
The meeting was suspended at 9:10 p.m. and was resumed at 9:15 p.m. .
Director Hillerson moved to adjourn the meeting at 9:15 p.m. The motion carried.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Jane Hillerson
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
January 27, 2003
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb, Jane Hillerson, Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The Bellasera Community Association Board of Directors Regular Meeting was called to order on January 27, 2003 at 6:45 p.m. The regular chairman and secretary were present. A quorum was established.
MINUTES:
The December 3, 2002 Regular Meeting minutes were approved
as presented.
The December 16, 2002 Special Board meeting minutes were approved as presented.
The January 13, 2003 Special Board minutes were approved
as corrected
PRESIDENT'S REPORT:
Chairman Chenault stated that he would be addressing his
report while addressing Committee Reports.
TREASURER'S REPORT:
Director Tack reported that the monthly expenditures are
over budget in the total amount of $2,700. This is
specifically due to repairs and maintenance costs. If this
course were to continue, the net overage would result in
roughly $22,000 for the year. This may force the
Association to raise the dues by $10.00 per month. The
Building & Grounds Committee has met and will continue
to work with the Budget & Finance Committee in order to
better itemize the costs of repairs and maintenance and
increase the number of categories/line items included in
the annual budget.
MANAGEMENT REPORT:
Update on Vote - Ms. Martin reported that she has received
261 votes regarding the Sisson's application to modify
their view fencing to block. Of the 261 votes received, 203
of those votes were in favor and consented to the request,
58 were opposed. Mr. & Mrs. Sisson now have the consent
of the majority of the members of the Association to
attempt to obtain a permit from the City of Scottsdale. Ms.
Martin will convey this information in writing to the
Sissons.
Insurance Review - Ms. Martin reported that an Insurance
Policy review was conducted on January 21, 2003 as required
in our documents. Robert Tack, Richard Chenault, and Janyth
Martin met with CAU Insurance representative, Rob Chandley
to review the policy met the needs and requirements for the
Association.
Sidewalk Repair at Balao Drive - Ms. Martin reported that
the concrete sidewalk on Balao Drive between 77th Way and
78th Place was repaired in December. In addition, the wall
at the east end of Visao Drive has also been repaired and
has been scheduled for painting. Following the painting,
the landscaping will be scheduled for completion.
Treadmills - Ms. Martin requested approval from the Board to repair two treadmills (#3 and #4 - as marked on the units). The bid includes the cost for belts (2), decks (2) and wax (2). The total cost would be $1,576.15.
Chairman Chenault assumed the motion to approve repairs to the two treadmills in the fitness center for $1,576.15. The motion carried.
AAA Landscape Invoice - Ms. Martin presented the Board with an invoice from AAA Landscape for the installation of planter saucers for $858.40. She explained that it was not anticipated that AAA would charge more that $500.00 for the process and requested that the Board approve payment of the invoice.
Chairman Chenault assumed the motion to approve the payment of the invoice from AAA Landscape for the installation of planter saucers for $858.40. The motion carried.
AAA Landscape Proposal - Ms. Martin presented the Board with a proposal from AAA Landscape for community landscape enhancements. The proposal included pictures, plant count, and an overview of the area along Scottsdale and Lone Mountain Road.
Director Lamb moved that the submittal be referred to a new Committee of the Board consisting of himself, Chairman Chenault, consulting with Frank Biondo and Paul Anetsberger. Director Lamb also moved that the proposal be referred to the Budget & Finance Committee for financial review. The motion carried. See attached resolution.
Front Entry Tree Replacement - Ms. Martin presented the Board with a bid for the removal and replacement of the Ironwood tree located at the front entry south side. She explained that the replacement would be comparable to size in span as the existing tree. However, the tree may not be comparable to size in height. The cost for the replacement would be $2,201.
Chairman Chenault assumed the motion to approve the removal of the dead Ironwood with replacement of a same size tree, which will be subject to confirmation of comparability from AAA Landscape, at a cost not to exceed $2.201. The motion carried.
COMMITTEE REPORTS:
Modification Committee- Ms. Martin reported that a
homeowner requested to increase their floor plan in size.
Another homeowner requested to install a casita.
Building & Grounds - Ms. Martin presented the Board with a letter of resignation from Anna Ingram.
Director Lamb moved to accept Ms. Ingram's resignation and further reduce the size of the Buildings & Grounds Committee from 9 members to 8. The motion carried
Landscape Lighting-Proposed Resolution - Ms. Martin presented the Board with a proposed resolution to install additional landscape lighting along Balao Drive, between 77th Way and 78th Place. .
Chairman Chenault moved to approve the resolution at a cost not to exceed $2,814.13. The motion carried. See attached resolution
Budget & Finance - The committee reported that (RFP's) requests for vendor proposals will be mailed out by February 7th. The committee plans to meet twice per month and will have a budget by the March Board meeting.
Communications Committee - The committee reported that they spent the last meeting revising the Board application form. They will also have a proposed community directory to present to the Board by the February or March meeting.
Activities - The committee will host a Corned Beef &
Cabbage "St. Patrick's Day" luncheon on March 16th. They
also reported that the Wrigley mansion membership of $10
per year is well used and they plan to continue the
membership.
Ad Hoc Community Center Utilization- The committee reported
that 70% of the respondents feel that the community center
is adequate. The committee recommends to the Board that
there be no immediate modifications to the center but that
a long-term plan is developed. Chairman Chenault thanked
the committee on behalf of the Board for their work on this
committee. The Board discussed the need for a long-range
planning committee. Chairman Chenault will draft a charter
for further discussion. (Final report attached).
Chairman Chenault moved to accept their final report and to dissolve the committee. The motion carried.
Common Area Utilization Ad Hoc - The committee presented their final report to the Board. Anna Ingram presented an informal recommendation that the Board install some form of "dog waste removal system" including trash receptacles. The Board took no action. Chairman Chenault thanked the committee on behalf of the Board for their work on this committee. (Final report attached).
Chairman Chenault moved to dissolve the committee. The motion carried.
Chairman Chenault reported that the Committee of the Board for Recreational Facility Use Policy had reviewed the policy effective July 1, 2002 and found nothing that needs changing.
UNFINISHED BUSINESS:
None
NEW BUSINESS:
Director Ricciardi presented a draft letter prepared for
Del Webb in conjunction with the settlement and release
agreement.
Director Ricciardi moved to approve the proposed Settlement & Release Letter to Del Webb Corporation The motion carried. See attached resolution.
Director Ricciardi brought up a problem regarding the use of poison on any Owner's property. Though there is no City ordinance against the use, the Board directed Ms. Martin to include information in the next newsletter to inform owners that some homes may utilize poison. The article should warn homeowners of the potential liability and advise others that it may exist for the safety of their children and/or pets.
Chairman Chenault moved to set the next annual meeting date for April 10th at 7 p.m. The motion carried.
The next Board meeting will be March 3rd. The following meeting will be March 31st.
Director Hillerson moved to adjourn the meeting at 8:35 p.m. The motion carried.
Respectfully submitted,
Johanna Sears
Recording Secretary
Approved,
Jane Hillerson
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Meeting
May 28, 2002
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb, Jane Hillerson, Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager, Stephanie Erwin-Fee, Assistant Regional Vice President
The Bellasera Community Board of Directors Meeting was called to order at 6:35 p.m. It was noted that all Board Members were present and a quorum was established.
Chairman Chenault moved to suspend the Regular meeting in order to hold an executive session. The motion carried.
The Bellasera Community Board of Directors General Session Meeting was recalled to order at 6:55 p.m.
MINUTES:
The minutes of the April 22, 2002 Board meeting were
reviewed and corrected.
Chairman Chenault moved to approve the April 22, 2002 minutes as corrected. The motion carried.
PRESIDENTS REPORT:
Chairman Chenault reported that Ms. Martin had forwarded
literature to the Board from the Community Association
Institute. He reported that CAI, in response to FBI
warnings, is alerting community associations to ask members
to report suspicious behavior that they may be observed
throughout the community. Chairman Chenault asked the
membership to inform fellow members and friends of this
notice.
TREASURERS REPORT:
Chairman Tack stated the Association has a positive
variance to the budget by approximately $1,100.00. He
stated that the Association is in good standing with
respect to the Budget.
MANAGEMENT REPORT:
Deed Enforcement - Ms. Martin reported that 63 letters went
out to the community addressing unapproved modifications,
weeds and major improvements. Two weeks have passed since
Ms. Martin's last inspection and she will be conducting a
follow-up inspection within the week.
Carpet Replacement - Ms. Martin reported that progress is slow to obtain competitive bids for carpet replacement and difficult to obtain samples. However, she is still working on collecting three (3) bids.
Trash Enclosure - Ms. Martin reported that the Board has approved, via Unanimous Consent, repairs to the trash enclosure. Once repairs are completed, the enclosure will be locked. She stated that the June newsletter reiterated that the community trash receptacle is not for public use and that if members have large items, the City of Scottsdale offers bulk trash pick up.
Community Trademark - Ms. Martin stated that the Bellasera Community Association possesses three trademarks. One is held with Thomasville Furniture and the remaining two are held through Del Webb.
Landscape Service - Ms. Martin reported that the new landscape company have trimmed the blue Palo Verde located at the entrance to the clubhouse, at no charge to the Association. There is an improvement in the aesthetics of the community since the new landscape crew has begun their contract. The landscape company will be checking the irrigation system and have all irrigation sites marked on a map. They have reported two leaks since their inquiry. Ms. Martin informed the Board that the landscapers would provide her with a report on the weeks activities.
Janitorial Services - Ms. Martin stated that the new janitorial company will begin on Monday, June 3, 2002. She reported that she expects quality service as they are familiar with the property.
Community Events - Ms. Martin reported that J. R Reptile will be giving a presentation to the membership. J.R. Reptile provide free removal and relocation of any desert friends we encounter. Donations are accepted by this organization. The presentation will be held June 13, 2002. They will be giving a two-hour presentation with a showing of live desert friends.
COMMITTEE REPORTS:
Modification Committee- Ms. Martin reported that the
committee did not meet this month. However, she reported
that they are continuing to seek alternatives/options with
respect to rabbit fencing in the front yards.
Building & Grounds - The committee presented the Board with a resolution on the asphalt repair. They suggest that management solicit bids on asphalt repair. Management was also requested to send a bulletin to the membership prior to the arrival of seasonal residents providing a schedule of which streets will be finished when.
Director Lamb moved to approve the resolution (see attached resolution). The motion passed.
Budget & Finance - Resulting from a meeting with CCMC staff last week, the Committee was notified that according to their budget, the community finances are in good standing. In fact they are in the top 2 to 3% in the valley. The Committee requests that they are provided with copies of all the Merrill Lynch reports for the community. The committee has requested assistance from our Merrill Lynch representative to change the structure of the Association investments. The Committee reported $10,000.00 was paid in April for insurance. This is about $3,000.00 over budget. The Committee would like a copy of the audit by September for review.
The Committee recommended a resolution to the Board as follows:
"The Association shall manage the budget so that Owners' Equity shall be maintained at a level of approximately one month's dues, such level to be attained over a ten year period beginning with FY 2003-2004". Chairman Chenault assumed the motion for discussion and vote.
Director Tack moved to amend the resolution to change "ten year" to read "five year". The motion to amend carried.
The amended motion carried.
The Committee further recommended that a line item titled "Community Improvements" be added to the 2003 -2004 budget.
Chairman Chenault assumed the motion for discussion and vote. The motion carried. The Budget & Finance Committee was directed to add this line next year.
Communications Committee - The committee reported that 29% of residents have returned/responded to the May 2002 Resident Survey. Members who responded to the survey prior to May 20th were entered into a gift drawing. Chairman Chenault drew a name for the prize. A $25 American Express Gift Certificate was awarded to Walt and Joyce Winston. The committee reported that the last survey that was distributed had a response of 37%.
The Committee reported that the web site has been up for about six months. They continue to update the site making it more user friendly. They reported that the website will have more content in about two months. The Committee is working on adding bulletin boards to the eight mailbox sites in the community.
Activities - No report.
Lone Mountain Improvement Ad Hoc - The committee
reported that trees are deteriorating and the vegetation is
dying. The committee recommends the Board obtain bids to
replenish and replace trees and vegetation. They reported
that the deterioration of landscape is due to improper
maintenance and lack of irrigation systems. The Committee
feels that Whisper Rock should pay for a portion of the
replacements.
The Committee recommended a proposal for the homeowners
that reside along Lone Mountain Road to be able to replace
view fences with block wall fences at the homeowners
expense in order to deter noise from surrounding
traffic.
Chairman Chenault told the Committee that they should have at least one owner submit requests to the modifications committee on the proposed wall modification issue. Chairman Chenault additionally suggested a Special Board Meeting be called to walk the area in question.
Lone Mountain Security Ad Hoc - The Lone Mountain Security Ad Hoc Committee reported that they would like to eliminate unauthorized vehicle access by reducing the amount of time that the gate is open. They also propose an exit only strip is placed at the exit gate while leaving one of the gate wings closed. It was reported that numerous vehicles were also gaining access on the outer skirts of the gates. The committee would like tiring strips placed at these locations as well.
Common Area Utilization Ad Hoc - It was reported that Anna Ingram would be appointed to the committee to replace Mike Dietz who has resigned.
NEW BUSINESS:
The Board Sub-Committee of Chairman Chenault and Director
Tack which was formed to review and propose a new Facility
Use Policy made its report. Director Lamb offered a
correction to strike "and a hearing" under item #1,
Enforcement section, Page 2. Chairman Chenault offered a
correction to adopt Option 3 and delete paragraph 3 under
the Massage Room Policy, Page 7/8.
Chairman Chenault moved to adopt the corrected Facility
Use Policy (see Facility Use Policy attached) The motion
carried.
Ms. Martin presented a Resolution for the Open House
Policy.
Chairman Chenault assumed the motion for discussion and vote (see attached Open House Policy). The motion carried.
Audit - Ms. Martin approval for the proposed expense of $2,950.00 to conduct our Annual audit with Evers & Company. At the time of acceptance, one-half of their fee is due or $1,475.00.
Chairman Chenault assumed the motion for discussion and vote . The motion carried.
Director Lamb made motion to adjourn the meeting at 9:45 p.m. All were in favor. Motion carried.
Respectfully submitted,
Johanna Sears
Recording Secretary
APPROVED
Jane Hillerson
Board Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Meeting
March 25, 2002
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb,
Jane Hillerson,
Al Ricciardi
MANAGEMENT: Erin Bridgforth, former Community Manager, Janyth Martin, Community Manager, Jacqui Vigil, Regional Controller, CCMC
The Bellasera Community Regular Board of Directors Meeting was called to order at 6:35 p.m. It was noted that all Board Members were present and a quorum was established.
MINUTES:
The minutes of the February 25, 2002 meeting were reviewed.
Corrections to the Committee Report were offered,
specifically the Activities Committee and the
Communications Committee portion.
Director Tack moved to approve the February 25, 2002 minutes as corrected. The motion carried.
PRESIDENTS REPORT:
Chairman Chenault reported that Al Ricciardi's committee
had not met to date. Chairman Chenault introduces Frank
Biando as chairman of the Lone Mountain Committee and
George Glenday as chairman of the Common Area Use
Committee. Chairman Chenault reiterated that each committee
needs to follow the charter that was accepted in the
formation of each committee.
Chairman Chenault noted that Janyth Martin is the new Community Association Manager for Bellasera. He gave thanks to Erin Bridgforth, who is leaving her position as manager for Bellasera, for all of her hard work and dedication that she gave to the Community. Chairman Chenault turned the introduction of Janyth Martin to Jacqui Vigil from CCMC.
Jacqui Vigil introduced Janyth Martin to the membership. Jacqui gave a brief synopsis of Janyth's background and experience in business, which includes 17 years in real estate and 7 to 9 years in the HOA business.
Chairman Chenault moved to move the Treasurer's Report to the end of the meeting to allow for more time to discuss the budget. Motion was carried.
Chairman Chenault made a suggestion to move the Question
& Answer portion of the agenda before adjournment of
the meeting. He explained that in doing so issues that need
to be voted on would not have to wait for the next Board
meeting for a final decision.
Chairman Tack voiced a concern regarding the Reserve
account and why figures did not change. Chairman Chenault
requested that he make a note of his concerns and save them
for the discussion of the Treasurer's Report potion of the
meeting.
MANAGEMENT REPORT:
Ms. Bridgforth gave thanks to the Board of Directors and
the membership for their support while she served as
Bellasera Community Association Manager.
Ms. Bridgforth reviewed and discussed the management report with the Board Members present.
Broadcast Vision - Ms. Bridgforth reported that the Broadcast Vision system has been installed in the gym area of the community center. She stated that there has not been much input regarding these devices but she would like the membership to know that any Walkman would work with the system. Ms. Bridgforth proposes that the Association purchase two additional units.. She explained that the company who has the units in stock are currently running a March Madness special. With this special, the community would save $400.00 in the overall cost. The original price is $499.00. March Madness allows for purchase at $299.00.
Discussion was made regarding the need to have headsets available to the membership but no action was taken.
Chairman Chenault moved to approve the purchase of additional broadcast vision terminals. Motion carried.
Patio Furniture - Ms. Bridgforth reported that the patio upholstery has been cleaned. The upholstrey still has a few stains that are not removable but the cleaning was effective overall.
Clubhouse Pool - Ms. Bridgfroth reported that the pool would be closed April 8th for cleaning. There will be a notice to the membership in the newsletter and in the community center.
Dog Signs - Ms. Bridgforth reported that dog signs have been ordered in the 9 x 6 size. Each will be mounted on brown channel posts and installed in the grass areas and by the mailboxes in the community. Ms. Bridgforth estimates the date of delivery for these signs to be April 8, 2002.
No Trespassing Signs - Ms. Bridgforth reported Mike
Turlow would install the No Trespassing signs tomorrow.
Garage and Tree Light Violations - Ms. Bridgforth reported
the results of an inspection that was made regarding garage
and tree lights. She stated that 6 homeowners are out of
town, 2 homes are for sale and 2 homes are sold. All other
homes are now in compliance out of 79 homes that were
notified that their lights are in violation.
Member for Committees - Ms. Bridgforth reported that she has received three applications for the positions open on the Budget and Finance and Activities Committee. The slate of candidates will be introduced at the next Board of Directors meeting.
Dell Webb - Ms. Bridgforth made note of a draft letter to the Developer regarding outstanding issues within the community.
COMMITTEE REPORTS:
Activities Committee -The committee reported that Judy
Charnock has resigned from the committee. Karen Bredis has
applied for appointment to the committee.
Building and Finance Committee -The committee gave thanks to Erin Bridgforth for all of her work that she has given to the community. The committee referred to Exhibit A to the Del Webb settlement and the possibility of Del Webb building a wall at the Scottsdale Road end of Visao Drive.. The committee voiced concern on the extended time that it is taking to get the wall installed and the actual height of it. Residents suggested that the fence be 6 feet in height. The Board would like the Manager to pursue this with Del Webb.
Communications Committee - The committee reported that they have a final draft of a Dog Litter Notice and the Bellaserra newsletter policy. They also have a draft of a Bulletin Board Policy. All drafts have been submitted to Chairman Chenault. Chairman Chenault asked that the Board review the policies for the next Board meeting.
Modifications Committee - No report.
Lone Mountain Road Improvement Committee - The Chairman, Frank Biono, reported that the committee has met and has defined the problems and is looking into some potential solutions.
Common Area Usage Committee - The committee reported that they would like to have a survey sent to members. The Communications committee did not support sending a survey with only two questions. The committees will continue work on this.
Clubhouse Committee - The committee reported that they posted a flyer for homeowners to post ideas on what they would like to change about the community center. One suggestion was to move work out center wall to allow for additional treadmills. Another suggestion was to expand the kitchen area.
Chairman Chenault suggested that all committees would get together and compile a survey to be distributed to the membership that addressed all questions and concerns.
CONTRACTOR SELECTION FOR FY 2002-03
Ms. Bridgforth presented recommendations for selection of
contractors. These are needed to provide a basis for the
budget.
She stated that she did not bid out for new contractors on the street cleaning, plant care, and gate maintenance. She recommends staying with these current vendors due to their extensive knowledge and positive track record with the community. The current vendors have also agreed to keep the rates the same.
The Building and Finance Committee recommends that the janitorial service be changed.
Ms. Bridgforth informed the membership that the janitorial contract went out to bid to J & J Janitorial Service. She explained that they chose this company due to the response from homeowners who use the company for their personal use and are pleased.
Ms. Bridgforth presented landscape bids from Environmental Care and AAA Landscape.
Director Lamb made motion to approve the selection of contractors as recommended (see attached list). Motion was carried.
TREASURER REPORT:
Paul Broad, Chairman of the Budget & Finance committee,
presented the proposed budget. He reported an increase in
reserves in order to meet future needs of the
community.
Discussion of the percentage of management costs that are above the manager's salary. It was decided that Ms. Bridgforth would follow up with Jacqui Vigil on that amount and what those costs represent.
Discussion was made about the Members Equity section of the budget and whether or not this is excess money that the association should be using. Ms. Bridgforth will follow up on this.
Chairman Chenault, chair of the Reserve Plan sub-committee of the Budget & Finance committee, discussed some changes in the Reserve Plan for FY 2002-03.
Chairman Chenault moved to modify the current Reserve Plan policy to require a minimum 90% Reserve Funding in the current year and to increase the percentage to 100% in five years. Motion carried.
NEW BUSINESS:
Angel Network Charity Event (Groovin' on the Green) - The
Angel Network addressed the Board's concerns about traffic.
They explained their plans to direct traffic using
attendants at the main gate. Tickets would be purchased at
a location just inside the main gate. The Angel Network
would like to provide tours of an Medivac helicopter. The
landing site would be on a portion of the parking lot.
The Board voiced concerns about outstanding parking, cleaning and safety issues. They stated that a clear plan for such a large event needs to be in writing with all the pertinent information and schedules. The Board decided that a Special Meeting would be called to review the plans when this had been completed, if they still had unaddressed concerns.
NEXT MEETING DATE:
The Annual Meeting is set for April 16, 2002. The next
regular Board of Director Meeting will be on April 22,
2002.
QUESTION & ANSWER:
A homeowner voiced concerns regarding air traffic in the
vicinity of the community. He reported extreme noise
pollution resulting in a loss of the serenity. He also
stated that property value might be decreased if the
homeowners in the area do not contest air traffic.
Many homeowners offered names of organizations such as Quiet Skies and Sky Peace, which are fighting excessive air traffic.
Chairman Chenault requests that a volunteer from the floor contact Mr. Tony Biggs of Sky Peace. He stated that it might be beneficial to have him come to the property to speak on the subject to interested homeowners.
The meeting adjourned at 9:45 PM.
Prepared by,
Johanna Sears
Recording Secretary
APPROVED
Jane Hillerson
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Meeting
February 25, 2002
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb,
Jane Hillerson, Al Ricciardi
MANAGEMENT: Erin Bridgforth, Community Manager, CCMC
The Bellasera Community Board of Directors Meeting was called to order at 2:30 p.m. It was noted that all Board Members were present and a quorum was established.
Director Ricciardi moved to suspend the Board of Directors Meeting in order to hold an Executive Session. The motion carried.
The Board of Directors Meeting was suspended at 2:31 p.m. and resumed 2:35 p.m.
MINUTES:
The minutes of the January 28, 2002 meeting were
reviewed. Corrections to the Treasurer's Report were
offered.
The minutes of the January 28, 2002 meeting were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault reported that after the Town Hall
Meeting, numerous ADHOC Committees were created by the
Board, to address issues and concerns that the community
might have.
Chairman Chenault stated that a Board Member has been appointed to each committee, in accordance with the By-Laws, to serve as a Board liaison. Chairman Chenault asked that each Board liaison initiate the first committee meeting. At that meeting, the committee members can vote on who will serve as the committee chairman.
Ms. Bridgforth was directed to provide the Board with a copy of the committee membership list for their records.
TREASURER'S REPORT:
Director Tack reported that the income is approximately
$1452.00 over budget and that the expense category is
approximately $1500.00 over. The Reserve Income is up,
due to a $5000.00 deposit from interest earned.
MANAGEMENT REPORT:
Ms. Bridgforth reviewed and discussed the management
report with the Board Members present.
Clubhouse Furniture -- Ms. Bridgforth reported that the legs on the tables in the clubhouse have been reinforced and new wheels installed.
Patio Furniture -- The items that were sent out for repair were repaired and were returned to Bellasera.
Monument Signs -- The modifications to the monument signs on Ponte Bella have been completed. It was questioned as to whether or not the association or Del Webb owns the "TM" logo on the signs. Ms. Bridgforth was directed to see what she could find out.
School Bus -- The school bus is now dropping off and picking up the children at the clubhouse. It appears that this system is working well.
Annual Insurance Review -- Ms. Bridgforth reported that the annual insurance review was done with herself, Chairman Chenault, Director Tack and Rob Chandley with CAU.
The review identified a possible need for the Employee Dishonesty Policy amount to be increased. It is common practice to have this amount equal the Reserve Fund level plus three months of assessments.
Chairman Chenault moved that the Board approve the continuation of the insurance policy, with the exception of increasing the $400,000.00 Employee Dishonesty Fidelity Policy to approximately $550,000.00, subject to a suitable cost estimate from the insurance company. The motion carried.
Activity Room/Kitchen Contract -- Ms. Bridgforth recommended that the Board adopt the attached Usage Policy for the Activity Room/Kitchen at Bellasera and the Reservation/Request and Contract Form.
Director Tack moved to adopt the Usage Policy as
presented. The motion carried.
(See attached documents.)
Garage and Tree Light Violations -- An inspection was completed and Ms. Bridgforth reported that a total of 79 letters were sent to homeowners, notifying them that their lights were in violation.
Violations -- Ms. Bridgforth reported that she sent 7 homeowners violation letters. The violations consisted of landscaping violations, pool equipment that needs to be screened, a boat parked in a side yard and the paint color of a pool fence.
Gate Cards -- the Association is in need of gate cards as budgeted. The cards will cost $1654.60 and have an estimated 3-week delivery date. There are currently 6 active cards available.
Director Lamb moved to approve the purchase of approximately 50 gate cards at $1654.60. The motion carried.
Clubhouse Pool -- The Association pool needs to be drained and filled, in order to acid wash and clean the tile before summer. The cost is $1500.00, which includes cleaning the tile, acid washing, start-up chemical and the labor for the pool, spa and fountain.
Director Hillerson moved to approve $1500.00 for the draining and filling of the Association Pool, as recommended. The motion carried.
Exercise Room System -- Ms. Bridgforth reported that the Association has purchased a sound system for the exercise room in the clubhouse. This will eliminate an excess noise that might be heard from the television sets. If the system works, the Association will purchase the additional systems for each television.
COMMITTEE REPORTS:
Budget and Finance Committee -- Mr. Broad reported that
their committee is looking for another member.
A subcommittee was formed to review the Reserve Plan. Recommendations were made for the committee to review and approve.
The Budget and Finance Committee has set three meetings for the budget preparation. Mr. Broad stated that the committee hopes to have the new budget for the March Annual Meeting.
The committee adopted a recommendation and gave it to the Building and Grounds Committee to review, to see if any additional changes need to be made on the time schedule, if different from the Reserve Study. At that time, the committee will review their suggestions.
Activities Committee -- The committee is currently looking at exploring an outing for March 5, 2002. The committee is also taking a look at doing a tour of a museum.
Starting in April, the Ladies Luncheon will be changed to include ALL BELLASERA RESIDENTS who would like to attend.
Building and Grounds Committee -- Mr. Annetsberger reported that the committee is looking to see if the back gate needs to be rewired, and they are looking at the pool fence and front gate.
It was reported that there has not been any work done by Coventry Homes on Exhibit "A" since the last meeting.
It was questioned as to whether or not the wall near Scottsdale Road has to be approved by the Board.
The committee has received bids for the Clubhouse carpets and will be reviewing those bids. The committee reported that they will also be looking at the pool fence, the front gate and the back gate. They have also been looking into lighting the pool stairs.
The committee is also looking at the asphalt to see of it needs to be oiled or sealed. The committee will make a recommendation to the Board regarding this issue at a later time.
The committee presented the Board with a recommendation for the signs and posts throughout the community.
The Chair assumed the motion to adopt the resolution, as submitted by the Buildings and Grounds Committee, with regard to painting the signs and posts throughout the community. (See attached)
Chairman Chenault moved to amend the motion to add a paragraph at the end, stating that this shall apply to all signs and posts in Bellasera, as specifically approved by the Board of Directors in each case. After debate, the motion to amend did not carry.
Chairman Chenault moved to amend the resolution to insert the word "new" between all and signs, in the first paragraph and that a paragraph be added at the end, that says "the repainting of existing signs and posts shall follow this policy, as approved by the Board of Directors. The motion to amend carried.
The amended motion carried.
No Trespassing Signs -
Chairman Chenault assumed the motion, to adopt the following resolution, with regard to No Trespassing Signs, as submitted by the Building and Grounds Committee:
Be it resolved that the Board of Directors directs management to have No Trespassing Signs installed on Bellasera property. The cost shall not exceed $1200.00. Motion carried.
Communications Committee -- The committee did not meet this month prior to the Board of Directors meeting. It was requested that all approved Committee meeting minutes be provided in electronic form, so that they can be added to the web site.
Modifications Committee -- The committee met to discuss the rabbit fencing in the community. The committee has decided that the new rules, i.e., installation of the fencing shall only be on the inside of the fence and will not exceed 24 inches in height, will not be changed.
NEW BUSINESS:
Angel Network Charity Event -- the Angel Network has
decided to hold an event called "Groovin' on the Green."
They have chosen to donate all the money earned at the
event to Camp Paz, a camp in which a child can attend
after the tragic loss of a loved one.
They would like to hold this event on the clubhouse grass, where two music bands will perform and food will be served.
The event is scheduled to take place on Sunday, April 21, 2002.
The Board expressed some concerns with regard to hosting this event. The major items of concern consisted of bathroom facilities, security, and parking. The Board feels that these are issues that can be addressed and rectified.
Holiday Decorations --
Chairman Chenault moved to adopt the policy for
Holiday Decorations, which shall be as follows:
The Association shall provide (purchase, install, and
remove) decorations for the main gate, the Lone Mountain
Gate, and the front entry (inside and out) of the
clubhouse during the Christmas and Hannukah season.
Decorations shall be put up on or about December 10 and
removed on or about January 10.
No decorations shall be put up for any other holiday, unless specifically approved by the Board of Directors.
Director Lamb moved to amend the motion to state that it is further resolved that the ADHOC Holiday Decorations Committee is dissolved. The motion to amend carried.
The amended motion carried.
The next Board of Directors meeting will be at 6:30 p.m. March 25, 2002.
The Board of Directors Meeting adjourned at 4:45 p.m.
Respectfully submitted,
Rebecca B. Knight
Recording Secretary
Approved
Jane Hillerson
Board Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Meeting
January 28, 2002
PRESENT: Richard Chenault, Robert Tack, Dennis Lamb,
Jane Hillerson, and Al Ricciardi
MANAGEMENT: Erin Bridgforth, Community Manager, CCMC
The Bellasera Community Board of Directors Meeting was called to order at 6:30 p.m. It was noted that all Board Members were present and a quorum was established Director Lamb moved to suspend the Board of Directors Meeting in order to hold an Executive Session. Motion carried unanimously.
The Board of Directors Meeting was suspended at 6:31 p.m. and resumed 6:40 p.m.
MINUTES:
The minutes of the November 26, 2001 meeting were
approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault reported that at the November Board
Meeting, several ADHOC Committee's were organized and the
committee charters were approved. The committee's now
need to be staffed and the Board would appreciate any
volunteers from the community to serve on the
committee's.
Ms. Hillerson suggested that a letter be sent out to the residents, asking if they would be willing to serve on a committee. Chairman Chenault stated that an article will be in the next newsletter, asking for volunteers.
TREASUER'S REPORT:
Director Tack reviewed and discussed the financial report
with the Board Members present.
Director Tack stated that the total income is slightly ahead and the expenditures are slightly below budget.
The total reserve income was ahead year-to-date by $7,500.00. The Reserve Account is at exactly $288,818.17.
Director Tack summarized the mid-year financial by stating:
(a) We will likely end the year with a net excess of
revenue over budgeted expenses by approximately
$4,000.00
(b) We will need to increase the 2002/3 budget by
approximately 439,000 due to the loss of revenue from Del
Webb, a potential increase in road repair reserve of
$7,000.00, an increase in the repairs and maintenance
budget of $22,000.00 and reflecting a potential reduction
in the utility budget of $16,000.00.
(c) These projections will be evaluated as input to the
forthcoming budget process for 2002/3.
MANAGEMENT REPORT:
Ms. Bridgforth updated the Board on some activities that
have been going on in the community.
Patio Furniture -- three lounge chairs need to be repaired and they are currently set aside and waiting to be picked up by the repair company.
Monument Signs -- the Board previously asked Ms. Bridgforth to obtain bids with regard to adding an arrow to the sign in front of the clubhouse and adding the Bellasera logo to the sign at the end of the road. Ms. Bridgforth provided the Board with bids for the work to be done on the signs. One was for approximately $1,400.00 and one for approximately $1,900.00
Director Lamb moved to change the previous approach on this issue, now that the Board knows the approximate cost, and to change the clubhouse monument sign with the addition of the arrow and clubhouse written on the sign. The monument at the end of the road will be eliminated by the most economically feasible means and to have the sign company rebid for the work on the one monument sign. The motion did not carry.
Director Ricciardi moved to accept the estimate from Summit West Signs to do the work as outlined in the estimate for both monument signs for the cost of $1417.93. The motion carried.
Dog Signs -- Ms. Bridgforth received bids for the purchase of dog signs to put throughout the community. She received bids for white signs with green lettering, but after discussing the issue with the Building and Grounds Committee, she obtained bids for the signs to be white with brown lettering.
Chairman Chenault delayed further discussion until the report from the Buildings and Grounds Committee.
Dog Waste -- Director Tack proposed that the Board send a letter to the residents within the community regarding the disposal of dog waste. It was suggested to have the letter sent out in a separate mailing, to make the letter more effective.
Director Lamb moved to refer the drafting of the letter, with regard to dog waste, to the Communications Committee. The motion carried.
Pool Lighting -- the pool lights are working, but rats have damaged some of the lighting cable. Ms. Bridgforth reported that the repairs on the cable would be approximately $6,000.00. After the repair work is done, the Board can look at their options with safeguarding the cables to make sure that this does not occur again.
Director Lamb moved to refer the issue to the Building
and Grounds Committee, to provide the Board with a
recommendation, with the stipulation that they consult
the
Budget and Finance Committee to see what source the funds
will come from. The motion carried.
Bus Stop -- a letter was sent to the Cave Creek School District and Ms. Bridgforth stated that the school bus needs to run through the property before the pickup can begin.
Security -- Ms. Bridgforth, Mr. Chenault and the Account Manager of Pinkerton have met to discuss and revise the Post Orders.
Solicitors -- Pinkerton has stated that they can provide a roving response patrol for Bellasera. This would enable a homeowner to contact the guardhouse to have them locate the patrol to come onto the property and remove the solicitor. The charge would be $25.00 per occurrence and a Pinkerton vehicle will be parked in the clubhouse parking lot.
Director Lamb moved to approve an arrangement with Pinkerton, to provide the Association with a 24-hour response service, with regard to solicitors in the neighborhood. The cost will be $25.00 per occurrence. The motion carried.
Contract Renewals -- Ms. Bridgforth reported that she has sent out the Requests for Bids, with the recommended changes from the Building & Grounds Committee, to the different entities. She should be receiving those contracts within the next few months.
The Board asked Ms. Bridgforth to provide them with a copy of the management contract, with the changes and additions in the Collection category. Chairman Chenault stated that the current contract expires on April 1, 2002.
COMMITTEE RESIGNATIONS AND APPOINTMENTS:
Chairman Chenault moved to accept the resignation of Pauline Marx from the Buildings and Grounds Committee and to appoint Jerry Rose to serve in her place. The motion carried.
Chairman Chenault moved to accept the resignation of Dave Wolford from the Modifications Committee and to appoint Steve Comstock to serve in his place. The motion carried.
Enforcement Issues - Ms. Bridgforth invited any of the Board members to review the violation records of the community. This will enable the Board to have their questions answered, if they have any.
Lighting/lack of Lighting -- an article was included in the last newsletter regarding the residential outside lighting situation. Ms. Bridgforth stated that she has also verbally contacted the homeowners who are in violation. A formal nighttime inspection has not been done, yet. Ms. Bridgforth stated that she will do this after the next newsletter is sent out, because there is another article with regard to this issue.
COMMITTEE REPORTS:
Activities Committee -- the committee reported that they
have advertised for volunteers to head up any children's
activities and no response has been received.
The fund stands just over $600.00. The Activities Committee has planned a gathering to be held in the clubhouse on April 7, wherein Peiwei will be donating entrees and appetizers for up to 75 people.
The Committee is also sponsoring a trip in early April to Paradise and the cost is going to be $12.95, per person, including lunch and admission.
A Valentine's Day event will take place in February.
Budget and Finance Committee -- Mr. Broad stated that the account at Merrill Lynch has a balance of approximately $192,000.00. Mr. Broad reported that all the money is insured.
Steve Padwe has submitted his resignation but Ms. Bridgforth has not received that resignation in writing.
The committee has set up a procedure and will begin working on the budget for next year. The Reserve Study will also be looked at to see if any changes or additions need to be made.
Director Tack and Mr. Broad will review the requests for bids as they come in. The RFP's have a February 18th due date, to enable the committee to begin working on the budget during the month of March.
Mr. Broad stated that each Committee Chair needs to be told to submit a proposal to the Budget and Finance Committee, if their particular committee is going to need more money than is currently budgeted.
At the November Budget & Finance Meeting, the committee adopted a motion to recommend to the Board the adoption of an Enhancement Fee. The Board Members were provided with copies of a resolution.
The Chair assumed the motion that the Board of Directors adopt the following resolution, as submitted by the Budget and Finance Committee:
1. Resolved to recommend that the Board of Directors
approves an Enhancement Fee be collected on home
resales.
2. Resolved to recommend that the Enhancement Fee be
collected on all home sales at close of escrow on or
after September 1, 2002.
3. Resolved to recommend that the Enhancement Fee amount
be 1/8% (0.0125) of the sale price at close of
escrow.
After debate, the motion did not carry.
Director Lamb then stated that he would be willing to consider the concept of an Enhancement Fee, if additional language were provided to the Board, as to what an Enhancement Fee is and what the money can be spent for.
Director Lamb moved to refer the issue back to the committee for a more complete definition, including potential recommended word changes to the CC&R's or other appropriate documents. The motion carried.
Ms. Bridgforth was directed to obtain any wording or information she can find regarding this issue.
Buildings and Ground Committee -- it was reported that all the items on Exhibit A have been completed, with the exception of three items. They should be completed towards the end of February.
The Board has indicated that they would like the committee to concur that all items have been completed before the Association considers Del Webb's commitments complete. Ms. Bridgforth will get in touch with the contractor and cover the items with him before the committee signs off on Exhibit A.
The committee discussed a proposed resolution at the last meeting, with regard to posting No Trespassing signs to prevent ATV's and other vehicles from going through the washes and damaging the property.
At the next committee meeting, the committee will discuss adopting a resolution with regard to having all the signs in the community painted brown with white lettering, to conform to the look of the signs already existing in the community. The Buildings and Grounds Committee will bring a resolution to the Board to vote on, after the next committee meeting.
The lighting in the community has been a problem. The lights on the back gate continue to break and need to be repaired or replaced. At the front gate, it was noted that the top of one of the posts is torn off. The committee stated that they are going to try to monitor the issue and the amount of money that is spent on lighting.
The committee is going to be working with the landscaping company regarding the irrigation system. They would like to follow through on the irrigation system that was received from the landscapers before the spring.
The committee reported that all the mailboxes in the community have been fixed, re-plastered and painted.
A new garbage container has been purchased for the tennis court area.
The committee will be looking at the streets to see if they need to be resealed, since it is in the Reserve Study to do so every 4 years.
Communications Committee -- The Bellasera Web Site is up and running as of the first of the year. Mr. Christian reported that minutes from the different committee meetings and Board meetings will be posted on the website for residents to view and to be archived.
The Website Policy has been approved. The committee is working on a Newsletter Policy for Board review. The committee is also working on drafting up a Bulletin Policy for the Board to review and approve.
NEW BUSINESS:
Lone Mountain Noise and Traffic -- Frank Biondo was in
attendance to discuss the natural area around the
perimeter of the community and the noise issue on Lone
Mountain Road. He provided the Board with pictures of the
natural landscaping and petitions from homeowners.
Director Lamb moved to form an ADHOC Committee, using the same definitions of tasks and terms of reference as the other ADHOC committees used (specifically the Common Area Utilization committee), with regard to Lone Mountain Road and the natural perimeter landscaping. The motion carried.
It was suggested to write a letter to the City of Scottsdale asking them to enforce the speed limit. Chairman Chenault stated that he and Ms. Bridgforth were preparing a letter to the city regarding enforcing the speed limit on Lone Mountain Rd. It was suggested to see if the city would install a three-way stop somewhere along the road to slow down the drivers.
Chairman Chenault reported that he met with a representative from a representative from the city in reference to their 75-foot right of way. The city is eventually going to widen the road, but they do not mind if any landscaping is done in that area until such time.
Speeding -- It was noted that there are residents and contractors that drive through the community at high speeds. It was suggested to ask the Security Guards to remind the contractors that come into the community of the speed limit.
It was also suggested to address the issue in the next newsletter. It was suggested to add stop signs at the corners where the speeding seems to be the most prevalent.
The Board of Directors Meeting adjourned at 9:10 p.m.
Respectfully submitted,
Rebecca B. Knight
Recording Secretary
Jane Hillerson
Board Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Meeting
November 26, 2001
PRESENT: Richard Chenault, Robert Tack, Dennis
Lamb and Jane Hillerson
MANAGEMENT: Erin Bridgforth, Community Manager,
CCMC
The Bellasera Community Board of Directors Meeting was called to order at 6:34 p.m.; a quorum was established and it was noted that Director Ricciardi was not in attendance.
MINUTES:
The minutes of the October 22, 2001 meeting were approved
as corrected.
Director Ricciardi arrived at 6:36 p.m.
The minutes of the November 13, 2001 meeting were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault remarked that the Town Hall Meeting
seemed to go quite well and that the homeowners seemed
quite pleased that they had a chance to discuss some
issues in the community. The Board will follow-up tonight
on some of the items that were discussed at the
meeting.
Chairman Chenault stated that the Town Hall Meeting was not a vote, but to take a pulse in the community. Any action taken by the Board will be taken on behalf of the Association.
Chairman Chenault stated that there were a lot of agenda items for tonight's meeting and asked that all comments and reports be made quickly.
TREASURER'S REPORT:
Director Tack discussed and reviewed the financial report
with the Board Members present.
Director Tack stated that the expenditures for the month of October were over budget by approximately $5000.00, but year to date operating expenditures are under budget by approximately $14,000.00.
Most of the overage in October is due to the steam room repairs, repairs on the Access System, and the boulders that were placed in the cul-de-sacs, etc.
MANAGEMENT REPORT:
Ms. Bridgforth updated the Board on some activities that
have been going on in the community.
Steam Room repairs -- Ms. Bridgforth stated that the repairs are completed and the steam rooms are operating the way they are expected to. A timer has been added, which enables the steam rooms to run more efficiently, on an as needed basis, versus the 24 hours a day.
Chairman Chenault questioned if there was any type of warranty on the equipment. Ms. Bridgforth stated that the only item under warranty is the workmanship.
Patio Furniture -- all work has been completed on the patio furniture. Ms. Bridgforth stated that two chaise lounges need minor strap repair and then all the patio furniture will be in good condition.
Town Hall Meeting -- Ms. Bridgforth stated that at the Town Hall Meeting, there was a numerous response to Officer Petersen and what an asset he is to the community. Ms. Bridgforth requested approval from the Board to present him with a $100.00 American Express gift certificate.
Director Hillerson moved to award Officer Petersen $100.00 out of the Association funds in recognition and appreciation for outstanding service as a gate guard.
Director Tack moved to amend the motion to change "$100" to "$200". The motion to amend did not carry.
Motion to award $100.00 carried unanimously.
Monument Sign -- The Board previously agreed to have the monument sign in front of the clubhouse modified to state "Clubhouse, " with an arrow. Ms. Bridgforth stated that she received a bid for the work for $1900.00. She is waiting for some other bids to come in.
Pool Lighting -- The rope lights around the pool have not been working and Ms. Bridgforth stated that she has found a company to come and fix the problem. The cost for the new bulb is $280.00. Once the bulb is replaced, the rope lights should all begin working.
Pet Waste Disposal Container -- Ms. Bridgforth stated that she has found a company that provides a disposal container, with a sign, and baggies for approximately $450.00.
The Board discussed the issue in detail and decided that a disposal container would not look aesthetically pleasing in the community.
The Board discussed adding signs in the community, reminding homeowners who walk their dogs of the City of Scottsdale laws with regard to animal waste, leashes, etc.
Director Lamb moved to adopt the resolution regarding
animal control laws "Resolved that the Community Manager
shall arrange for two signs. One shall be placed at the
grass near the patio along side the Community Center. The
second sign shall be placed near the walk way entering
the grassy area at the east end. The signage shall
include the message:
Dogs must remain on leash at all times.
All dog fecal matter must be removed immediately.
(Sec 4-18 & 4-39 Scottsdale City Code)"
Director Hillerson moved to amend the resolution to
require a total of 9 signs, 7 to be placed at the mailbox
locations. Motion to amend carried unanimously.
Director Ricciardi moved to amend to add another
paragraph to the resolution "that the proposed signs
should be approved and reviewed by the Board before
installation." Motion to amend carried unanimously.
The motion to arrange for signs carried unanimously.
School Bus -- Ms. Bridgforth stated that the Cave Creek School District needs the Board President to sign a letter, stating that it is all right for the bus to enter the property to pick up and drop-off the students in front of the clubhouse.
Director Hillerson moved to approve the signing of the letter to the Cave Creek School District, allowing the bus to drive the children and drop them within the community gates. Motion carried unanimously.
COMMITTEE REPORTS:
Activities Committee -- Ms. Bridgforth reported that
there is one vacancy that the committee would like
filled.
Director Lamb moved to approve the recommendation from the Activities Committee and appoint Anne Chernis to serve as a member of the Activities Committee and to accept the resignation of Norma Agranoff from the committee. Motion carried unanimously.
Chairman Chenault moved to nominate Jane Hillerson to serve as the Board liaison on the Activities Committee. Motion carried unanimously.
Budget and Finance Committee -- Mr. Broad stated that the operating budget is in good shape due to the water savings and tax rebate.
Mr. Broad stated that there is over $80,000.00 thousand dollars in money market account. It was mentioned that the committee will be looking into their options and see if they would like to buy another CD.
Buildings and Grounds Committee -- Ms. Bridgforth, some committee members and the contractor from Del Webb met and reviewed the unfinished Exhibit "A" items. No follow-up response has been received from the contractor as to what on his list, as discussed at the meeting, was approved by Del Webb.
Ms. Bridgforth stated that she talked to Del Webb this morning they told her that they will be taking care of the items on the list, with the exception of some minor problems on the roads because they are just hairline cracks. The anticipated completion date is the end of December.
The committee has scheduled another community clean up between Visao and Lone Mountain Road on January 12, 2002.
The committee recommended to the Board that the second monument sign should read "Bellasera" with the logo above it.
Chairman Chenault moved to ask the community manager to price out the design with the sign company. Motion carried unanimously.
At a previous Board Meeting, the Board requested that the committee make an amendment the charter regarding service contracts. The committee provided copies of the proposed resolution for the Board to review.
Chairman Chenault moved to amend the existing charter
of the Buildings and Grounds Committee to include the
following paragraphs:
The Building & Grounds Committee will periodically
monitor the physical condition of the Clubhouse/Activity
Center, common areas, entrances, streets, sidewalks and
present resolutions to the Board of Directors of
community buildings and grounds to ensure their proper
maintenance.
The Building & Grounds Committee will also periodically review the statement of work of all service contracts related to building and grounds matters and present resolutions to the Board of Directors to ensure the adequacy of these contracts to meet community needs.
Motion did not carry.
One of the concerns that the Board has is that they do not know exactly where the new paragraphs will be added. Mr. Shriver, chairman of the committee, stated that the two paragraphs are to be added, following the second paragraph, under Committee Authorization and Responsibility.
Director Lamb stated that he feels that the charter, with the proposed amendments are repetitive and suggested to have the committee rewrite the charter, entirely, to include the bylaws, etc., and the original charter made by Del Webb.
It was recommended to have one or more of the Board Members put together a new draft charter, based on what currently exists and the amendments proposed by the Building and Grounds Committee.
Chairman Chenault moved that the Board look at both the Budget and Finance Committee and the Building and Grounds Committee Charters, as they currently exist, with the intention to make them more meaningful in regard to what the Board would like the committees to do at this time. Motion carried unanimously.
Mr. Shriver, Chairman of the Buildings and Grounds Committee, presented the following recommendation to the Board for approval:
Whereas, Visitors or emergency personnel looking for a specific address within Bellasera have difficulty in locating the house number, especially at night, therefore be it
Resolved, That the Board of Directors will direct management to have the house numbers painted on the curb at the right side entrance to the driveway.
Mr. Shriver stated the numbers (approximately 4 inches high) should be stenciled in black paint on a white background and that the expense could be borne by Bellasera or each resident could be billed for the expense. Expected cost is $2 to $10 per home.
Director Lamb moved to amend to require the Budget and Finance Committee to identify a source of funds. Motion carried unanimously.
The amended motion did not carry.
The Board would like the Finance Committee and the Building and Grounds Committee to look at this issue and the availability of money and to iron out some of the questions that the Board has.
It was suggested to do a test patch or for the committee to come up with another option. It was suggested to change the existing maps at the gatehouses to reflect the house addresses and not the lot numbers.
It was suggested to have a night inspection done by management with regard to lights on the property.
Communications Committee -- Mr. Christian reported that at the January meeting, the Board will be provided with a draft policy statement on the newsletter content, etc. He said the committee would also look at a policy for the bulletin boards.
Modifications Committee -- Ms. Bridgforth reported that there are two vacancies to be filled on the committee.
Director Lamb moved to accept the resignation of
Richard Jones and to appoint Walt
Winston and Jim Gleason to serve on the Modifications
Committee. Motion carried unanimously.
Chairman Chenault moved to nominate Al Ricciardi to serve as the Board liaison on the Modifications Committee in place of Director Lamb. Motion carried unanimously.
The Board thanked Mr. Jones for his time in serving as Chairman of the Modifications Committee. The Board recognizes his hard work and time spent in chairing the committee.
The Board was provided with a copy of the amendments to the Design Guidelines. A letter and amended pages will be mailed with the next quarterly statement
NEW BUSINESS:
Holiday Decorations -- at the Town Hall Meeting it was
suggested to have some Holiday decorations added
throughout the community. Last year, wreaths were put on
the gates and lights were installed on the ficus trees
outside the doors of the clubhouse.
Director Lamb moved that the community manager put up the holiday decorations that were used last year, and that the Board appoint an AD HOC committee to make recommendations to the Board regarding seasonal decorations. The committee will also provide the Board with a schedule for decorations on an annual basis and to provide the proposal to the Budget and Finance Committee. Motion carried unanimously.
Web Site Policy -- at the last Board Meeting the committee provided the Board with a Web Site Policy to review for approval.
Director Lamb moved to establish a web site and to adopt a Web Site Policy. (see attached Resolution).
Chairman Chenault moved to modify the Web Site Policy,
under Content, by using all members of the Board of
Directors names only and all committee chairpersons with
names only and to delete all Board Members email
addresses. Motion carried unanimously.
Motion as amended carried unanimously.
TOWN HALL MEETING:
Chairman Chenault stated that the purpose of this section
of this meeting is to weed through the items discussed at
the Town Hall Meeting and to determine what, if anything,
should be done.
Children's play area -- Director Hillerson suggested that the grass area be made into a park-like area with benches and trees, etc. It can be a place where homeowners, with children or without, can walk around and sit and meet each other.
Director Hillerson moved to have an AD HOC committee
created to look into creating an outdoor community
gathering area. Motion carried unanimously.
Median Lighting --
Director Tack moved to request that the Buildings and Grounds Committee investigate the areas requiring additional low voltage lighting so as to be consistent with the aesthetics of the community and to provide additional security and to bring forth to the Board recommendations including costs estimates, ASAP. Motion carried unanimously.
Chairman Chenault noted that the cost estimates will
be received through the community manager.
Lone Mountain Gate --
Chairman Chenault moved that the Lone Mountain Gate Security Committee be established. The purpose of this committee is to:
· Determine what, if any, security concerns
about the Lone Mountain Gate exist,
· Define the issues clearly,
· Examine possible remedies and associated costs,
and
· Propose recommended solutions to those
problems.
Motion carried unanimously.
Clubhouse Expansion --
Director Tack moved that the Building and Grounds Committee and the Finance Committee look at expanding to the current clubhouse. Director Tack withdrew his motion.
Director Lamb moved to establish a Community Center
Utilization Committee with the task to:
· Determine what, if any, mid-term to long-term
expansion reasons exist,
· Define the issues clearly,
· Examine possible remedies and associated costs,
and
· Propose recommended solutions to those problems,
and that management make recommendations, to the Board to
solve the immediate problem of noise in the
clubhouse.
Motion carried unanimously.
Lone Mountain Road Noise -- the Board would like to
investigate the matter further, but there is some concern
with regard to staffing a new committee. It was mentioned
that a homeowner has looked into the matter on his own
and the Board is willing to listen the homeowner to see
what information he has received.
Another Town Hall Meeting will not be scheduled until the Board sees another need to hold a meeting.
The next Board Meeting will be on January 28, 2002.
Director Hillerson moved to adjourn the meeting. Motion carried unanimously.
The meeting adjourned at 9:30 p.m.
Respectfully submitted,
Rebecca B. Knight
Recording Secretary
Approved,
Jane Hillerson
Board Secretary