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Meeting Minutes
Activities Committee

Activities Committee Meeting Minutes
December 9, 2002

In Attendance: Joanne Anetsberger, Caryn Briedis, Anne Chernis, Jane Hillerson, Susan Loiselle, and Carol Sotnick.

Absent: Larry Portnoy

The chair called a quorum at 1:02 and the meeting was opened.

The minutes were approved with the revision provided by Susan clarifying the birthday party as a party for a fee and not as a potluck.

Final logistics on the brunch were discussed.

Anne finalized details on the January 16 luncheon (reservations at noon).

Susan provided the following motion: In the case of a fixed-price menu for a Resident's Luncheon, payment will be received at the time of sign up and will be forfeited by any resident that does not cancel prior to the published sign-up deadline. The committee passed the motion. The chair also stated that newsletter notices would ask luncheon participants of non-price fixed events to notify us as soon as possible if they were not going to carpool or attend the luncheon.

Caryn volunteered to ask her husband if he would coordinate arrangements for spring training with Anne's husband.

Anne will pick an April date for Turf Paradise and report back on the arrangements.

The chair will follow up with Larry on the casino trip.

The committee also discussed its responsibilities from April to August 2003 (attached) and a revision was made to reflect that the birthday is not a potluck.

The next meeting was set for January 6 at 11.

The meeting was adjourned at 1:30.

Prepared/Submitted

Carol Sotnick



Activities Committee Responsibilities
April 2003 to August 2003
Revised December 10, 2002
Lucheon Pot Luck Other Event
April April 17
Joanne
April 25
Caryn
April ? Turf Paradise
Anne
May May 22
Susan
May 4 - Cinco de Mayo
Larry
June June 19
Anne
June 27 - Birthday Party
Caryn
July July 17
Joanne
July 25
Larry
August August 21
Susan
None August 24 - Ice Cream Social
Caryn

Spring training date ?

If a committee member is not available for the event assigned, it is that person's responsibility to call someone else on the committee (not the chair) to switch dates.


Activities Committee Meeting Minutes
November 4, 2002

In Attendance: Joanne Anetsberger, Caryn Briedis, Anne Chernis, Susan Loiselle, Larry Portnoy and Carol Sotnick.

Absent: Jane Hillerson

The chair called a quorum at 11:02 and the meeting was opened.

The minutes were approved with the revision provided by Susan clarifying the future resignations of Susan and Joanne.

Caryn will be hosting the next potluck and Anne will be hosting the December 5 luncheon.

The chair explained that she had a conflict in the future with the Monday at 11 meeting time and the committee voted to change to the afternoon. In addition, she would be unable to attend the December 2 meeting as she would be in New Jersey. The committee voted to move the meeting to December 9.

The chair agreed to send a note to Jane to clarify the logistics of the Luminaria.

Under new business:

- Anne agreed to research a time in April for Turf Paradise
- Larry will research spring training tickets
- Susan proposed a birthday potluck (celebrating all birthdays within the previous 12 months) for June in which we serve subs and charge for costs
- the committee voted to hold a potluck Cinqo de Mayo on May 4
- the committee voted to hold an ice cream social in August

Susan and Joanne volunteered to continue to cook for St Patty's Day in the future.

The next meeting was set for December 9 at 1.

The meeting was adjourned at 11:49.

Prepared/Submitted

Carol Sotnick


Activities Committee Meeting Minutes
October 7, 2002

In Attendance: Joanne Anetsberger, Caryn Briedis, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick.
Absent: Anne Chernis

The chair called a quorum at 11:02 and the meeting was opened.

The minutes were approved as distributed.

The chair reviewed potluck procedures for Caryn who is responsible for this month's potluck.

Caryn provided additional details on the hayride (tips, etc.)

The committee discussed the 9/17 revision to the Club Activities Account Policy and agreed that the Budget and Finance committee would be able to clarify accounting procedures. The issues the committee had with tips and sympathy acknowledgements had been removed from the policy.

Susan presented finalized details on the December lunch at Tonto Grille ($17.50 for a special menu). Jane proposed that the committee invite Janyth to the luncheon and that her lunch be paid for from community funds. The committee agreed.

Larry provided additional details on the casino trip and the committee voted that Larry reserve a date in February for the trip. We would not have a separate room and would have to pay for one drink.

The chair stated that she was proposing to resign effective in February as she would have served for two years then. Susan and Joanne also indicated that they would resign in that same approximate time frame.

The next meeting was set for November 4 at 11.

The meeting was adjourned at 11:50.

Prepared/Submitted

Carol Sotnick


Activities Committee Meeting Minutes
September 9, 2002

In Attendance: Caryn Briedis, Anne Chernis, Susan Loiselle, and Carol Sotnick.
Absent: Joanne Anetsberger, Jane Hillerson and Larry Portnoy

The chair called a quorum at 11:00 and the meeting was opened.

The minutes were approved as distributed.

Anne Chernis and Caryn Briedis volunteered to set up for the Oktoberfest.

Café Isabella was approved for the November 7 luncheon.

Anne Chernis provided details on the October 18 luncheon at the Arizona Culinary Institute and a reservation for 24 persons was approved.

Caryn Briedis reported that the November 2 hayride was scheduled for 4:30 and she agreed to research "cowboy" restaurants for after the hayride.

Susan Loiselle agreed to research the Tonto Bar & Grille for a December luncheon.

The chair provided copies of the Bellasera Community Association Petty Cash (Club Activities) Account Policy (attached) and a discussion followed. The chair suggested that a second meeting be held to allow members more time to digest the content of the Policy. The committee voted to recommend removing condolences and gifts for selected "employees" from the policy. The committee also voted to reconvene Friday the 13th at 10:30.

The meeting was adjourned at 11:55.

Bellasera Community Association
Petty Cash (Club Activities) Account
Policy

This policy establishes the purpose and procedures for the subject account as used within the Bellasera Community Association.

Purpose

This account provides guidelines for the receipt and expenditure of funds related to activities conducted in Association Common Area, including the clubhouse, and/or elsewhere if the activity is for the benefit of BCA members. It also provides guidelines for the accountability and accounting for those funds.

Income

Sources of income for this account may include, but are not limited to, the following:

1. All receipts from the use of the Activity Room in the clubhouse, including weddings, birthday parties, social activities, luncheons, dinners, anniversaries, raffles, and/or additional events authorized by the Community Manager..
2. All receipts, payments, and deposits received from anyone or any group related to any Association-sponsored activity.

Expenses

Valid expenditures for this account shall include, but are not limited to, the following;

1. Various and sundry supplies for community-wide sponsored events, such as drinks for the community potluck dinners, paper products, and/or additional items used in conjunction with the community potluck dinners.
2. Chair/table or other equipment rentals for community activities.
3. Donations in support of special events, such as informative seminars, benefiting BCA members and authorized by the Community Manager.
4. All valid items required to support an approved activity sponsored by the Activities Committee, such as food and supplies, entertainment, prizes, and equipment.
5. Valid items for other committees, such as incentives for survey participation, as requested by the committees.
6. Holiday decorations and gifts for selected "employees."
7. Condolences for members losing family members.
8. Other activities as may be approved by the Board of Directors from time to time.

Procedures

The Community Manager shall follow these guidelines in managing this account:

1. Each activity, from the use of the Activity Room for a party to the conduct of a major activity such as a New Year's Eve party or a bus trip to Mexico, shall be uniquely identified for accounting purposes. All income and expenses related to this activity shall be traceable by this identification.
2. Each income and expense item shall be recorded separately. Each transaction shall be broken down and recorded so as to further this traceability.
3. The Community Manager shall personally and solely handle all the funds, except that committee members, with prior authorization from the Community Manager, may be allowed to purchase items with their own funds and later be reimbursed by the Community Manager.
4. Expenses shall be tracked by the Community Manager for each activity using an Income/Expense Report (see attached form).
5. The income and expenses for each activity shall be compared to determine whether such activity showed a "profit" or a "loss." This calculation shall be made within 14 days after the last account entry regarding this activity and shall be noted in the account report.

Activities Committee Funding

In order to give the Activities Committee greater flexibility in conducting activities for the community:
1. The Activities Committee shall be authorized to spend in the new fiscal year whatever amount of money was shown as an excess of Club Activities income over Club Activities expenses for the previous fiscal year. This shall be a one-time budget allocation at the beginning of each fiscal year..
2. The committee shall be permitted to accumulate a surplus in the account. The surplus from any activity shall be retained in the account, but shall be available to offset a deficit on another activity. An accumulated deficit shall not be permitted.
3. An accumulated surplus may be carried forward to the next fiscal year.
Bellasera Community Association
Petty Cash (Club Activities) Account
Activity Tracking Sheet

Activity Name __________________________________________
Activity ID _______________________________________
Activity Date(s) _______________________________________

Income:
Planned Actual
Number of owners booked for the Activity
Number of non-owners booked for the Activity
Cost charged for each participant $ $
Other income: $ $
Other income: $ $
Other income: $ $
Other income: $ $
Other income: $ $
Other income: $ $
Other income: $ $
Total Income $ $

Activity Name __________________________________________
Activity ID _______________________________________
Activity Date(s) _______________________________________

Expenses
Planned Actual
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
Total Expenses _$________________
Balance of Activity:
This Activity resulted in a SURPLUS (DEFICIT) of $ ___


Activities Committee Meeting Minutes
August 5, 2002

In Attendance: Joanne Anetsberger, Caryn Briedis, Anne Chernis, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick.

The chair called a quorum at 11:02 and the meeting was opened.

The minutes were accepted as revised (capitalization of break fast) by Jane Hillerson.

The chair reintroduced a motion on Break Fast. The motion was to cancel committee support of the event and have it offered as a private event. The motion was carried.

Susan Loiselle announced plans for the final planning for the ice cream social which had 22 persons signed up.

Susan proposed The Painted Horse Café for the September luncheon and the committee approved.

Caryn Briedis proposed changing the date on the hayride to November 2. The committee approved the date change and a ride only at McDonald's for $9 per person. Those interested could join up at The Horny Toad for dinner. The restaurant does not take reservations. The committee approved the event.

Anne Chernis proposed El Charro on December 5 for the holiday lunch. The committee approved.

The chair reported that a menu has not been provided by the Sesame Inn for Chinese New Year. The committee agreed not to sponsor a dinner there and will look at other restaurants as the date gets closer.

There was a general discussion on serving bloody marys and mimosas at the December brunch.

Joanne announced three potential plays at the Orpheum: Burn the Floor on November 17 at 7 PM for $28.50 per ticket; Fame for January 30 at 8 PM for $31.50; and Miss Saigon for April 1 at 8PM for $45.50.

The next meeting will be September 9 at 11.

The committee voted to adjourn at 11:55 AM.


Activities Committee Meeting Minutes
June 3, 2002

In Attendance: Joanne Anetsberger, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick.

Absent: Caryn Briedis and Susan Loiselle

The reading of the minutes was waived and the minutes were approved.

Jane reported that she had received positive feedback on making the luncheons into a residents versus a ladies luncheon. The chair reported that she had received a proposal to run a resident's luncheon once a quarter and the rest of the time to retain a ladies luncheon. Attendance and feedback will be monitored over the summer to determine what directions to take.

The July lunch will be at Mezcal.

The chair reported on a December lunch at the Biltmore which will cost $24. No one else was prepared to report.

Jane reported on the lumenaria show in the Phoenix Garden. The committee agreed to sponsor a trip on December 6.

Larry will arrange a casino trip for January or February.

Jane provided the committee with the new facilities use policy. She also indicated that a new accounting policy was being worked on by the Board, which will include the use of the community room fees.

Joanne reported that she will obtain 20 tickets for 3 different plays at the Orpheum for the new season.

The next meeting will be July 2 at 11.


Activities Committee Meeting Minutes
May 6, 2002

In Attendance: Joanne Anetsburger, Caryn Briedis, Anne Chernis, Susan Loiselle, and Carol Sotnick

Absent: Jane Hillerson and Larry Portnoy

Caryn Briedis was welcomed as a Board-approved, voting member of the committee.

The April minutes were approved as submitted.

Feedback was discussed on changing the luncheon from a ladies luncheon to a residents luncheon. Carol received one piece of positive feedback from a man who attended the Wright Mansion luncheon. In addition, she was told by two to three women who regularly attend the luncheon that they no longer would because of the change. Susan said that she received negative feedback from eight to ten women about the change and no positive feedback. No one has received feedback. The committee agreed to monitor the situation and if necessary have a residents lunch only once a quarter/three times a year and then on the other months revert back to a ladies lunch.

The June lunch will be the 20th at noon at Café Blue. Larry and Carol will host the June 28 potluck.

Planning responsibilities and assignments were discussed through March 2003 and the following activities were voted and agreed to. Luncheons are each month but are not listed here. Note: new responsibilities will be in a separate file.

Month Event
June 28 Potluck
July 26 Potluck
August 11 Ice cream social; no potluck
September 29 Almost Octoberfest - $10-12 per person; no potluck
October 12 Potluck
October 26 Hayride and dinner - $22 per person
November 29 Potluck
December 15 Brunch; no potluck
January 24, 2003 Potluck
February 28, 2003 Potluck
March 17, 2003 St. Patrick's Dinner - fee

For the December lunch, we will do an early one because of the holiday season. Carol will investigate the Biltmore, Joanne the Princess, Caryn the Hyatt, Susan the Phoenician, and Anne El Charro. We will give Larry and Janet their choice (how about Mosaic Larry?).

The chair presented the current status of the "Activities budget". The committee then voted on the following proposal for use of the community room rental fees.

Proposed Policy on Use of Community Room Rental Fees

Money raised by the rental of the community room shall be made available to the Activities committee and community-wide sponsored athletic activities (e.g., golfing) that are Board approved. The expenditures of these groups should largely be self-funded; i.e., potlucks, catered events charged for, golf fees paid for by residents, etc. However, it is recognized that certain expenditures will be funded from the community room rental, such as the cost of sodas, prizes, etc. that are Board approved.

For those groups who use community room rental fees, it will be their responsibility to credit (return money to the activity budget) at least semi-annually, equivalent to 50% of what they withdraw from the fund. This may be accomplished by holding a raffle for prizes - golfers raising $50 and buying a $25 gift certificate for example - charging for expenses plus a profit margin or whatever other means deemed reasonable to raise the money.

Joanne will investigate the Orpheum for the fall/winter season.

Jane's report on the luminaria should be made for the next meeting. Larry will report on the feasibility of a Casino Arizona outing for the fall/winter.

The next meeting will be June 3 at 11.


Activities Committee Meeting Minutes
April 1, 2002

In Attendance: Joanne Anetsberger, Judy Charnock, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick. Not voting: Caryn Briedis

Absent: Anne Chernis

The reading of the minutes was waived and the minutes were approved.

The committee voted to seat people outside as well as inside for the Pei Wei event.

The April 28 outing for Up the Down Staircase will proceed and the discounted tickets will be available to the 12 participants.

Susan and Larry will host the April 26 Potluck.

The May 16 luncheon will be at the Pinyon Grille at the Millenium (Joanne and Anne will arrange).

Joanne and Anne will be responsible for collecting for the May 5 Trattoria dinner.

There will be no potluck for May.

The committee voted to declare a moratorium on "off campus" events for the summer.

Under new business, the following events were proposed. Note: These events will be voted on at the May meeting.

Event Month Planner
Ice Cream Social ($3)- Cold Stone June
Bratwurst Dinner October Joanne
Hayride October Caryn
Spaghetti Dinner November Susan
Brunch January
Mardi Gras February Jane
Academy Awards - Dress Up March Caryn/Larry
St Patrick's Day March
Tapas Party

The next meeting will be May 7 at 11.


Activities Committee Meeting Minutes
March 4. 2002

In Attendance: Joanne Anetsberger, Judy Charnock, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick

Absent: Anne Chernis

The reading of the minutes was waived and the minutes were approved.

Judy Charnock resigned from the committee effective May 1. Caryn Breidas will be proposed for the committee.

Final plans were made for the St. Patrick's Day dinner.

Judy will finalize the Wrigley Mansion for the April 18 luncheon which will be open to all Bellasera residents.

The committee approved the set of guidelines prepared by Susan for planning a luncheon (attached).

The committee approved a dinner outing at Trattoria Romano for May 5 for a set price of $21.50.

The committee approved a scaling back of events to one event a month plus the luncheon. In addition special events outside Bellasera will be scheduled once a quarter generally.

The final discussion of the next external event will be held at our April meeting.

Carol will follow up on the Turf Paradise outing.

The committee voted to remove the suggestion box as it was not generating any useful suggestions.

The next meeting will be April 1 at 11.

Luncheon Guidelines

1. Choose a restaurant that can accommodate 15 to 25 people and will accept a reservation and will allow us to give them a final head count a few days in advance of the date.

2. No advance guarantees to the restaurant.

3. Payment: First choice is always a "special" one-price menu prepared for us by the restaurant featuring 5-or-so entrees, including non-alcoholic beverage, tax and tip.

Failing this, the bill will be split evenly, including tax and tip. In this case, we should determine the price range of the restaurant's entrees (generally, $7-10) then request that the wait staff not offer specials outside this price range. Separate checks should be requested for each table.

4. Ideally, our per-person bills for lunch should be $15 or less. Anything substantially over this should be mentioned in the newsletter.

5. Arrangements must be made for the luncheon before the 13th of the month PRIOR to the luncheon for inclusion in the newsletter.

NOTE: Seldom have the attendees ordered alcoholic beverages or dessert. If one or two do this, it would be appropriate to ask these individuals to cover these extras.

Also, the committee member in charge should check the bill to make sure the restaurant hasn't charged us for more entrees than we have people.


Activities Committee Meeting Minutes
February 4. 2002

In Attendance: Judy Charnock, Anne Chernis, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick

Absent: Joanne Anetsberger

The reading of the minutes was waived and the minutes were approved.

The Valentine's Day event for February 10 may have to be canceled because of lack of participation (will determine by this Thursday).

The St. Patrick's Day event will require additional help aside from Joanne and Susan.

Susan reported on the April 7 Pei Wei event. The restaurant will provide free food and service for up to 150; we will limit the event to 75 because of room capacity.

The luncheon for March 21 will be at Arcadia Farms. Judy has arranged for a special menu that will cost $21.95 and will include an appetizer, entrée, dessert and a non-alcoholic beverage.

Judy will explore the Wrigley Mansion or Anthem for the April 18 luncheon.

There was a general discussion on changing the ladies' luncheon to a Bellasera Residents luncheon (with outside guests permitted), and a vote was approved to change the luncheon to a residents luncheon effective with the April luncheon.

The committee discussed a set of guidelines prepared by Susan on planning a luncheon and these will be voted on at the next meeting.

The chair reported on docent tours for the Heard and the Phoenix Art Museum. Judy will follow up on the Boyce Arboretum, Ann on Deer Park and the Zoo and Jane on the luminaria. The committee will then vote on what off-site trips will be undertaken.

Jane reported on the Reatta Pass menu and the group voted not to do a dinner outing there.

Larry will follow up on baseball spring training outings.

The chair reported on a Laughlin outing and the committee determined the expense would be too high.

Jane will follow up with Carol Kelleher to ensure no conflicts with our committee's events.

Larry raised the issue of greeting new residents and the committee decided not to go ahead with that project.

Susan and Ann will explore a dinner outing at Trattoria Romano for May 5.

The next meeting will be March 4 at 11.


Activities Committee Meeting Minutes
January 7, 2002

In Attendance: Joanne Anetsburger, Judy Charnock, Ann Chernis, Jane Hillerson, Susan Loiselle, Larry Portnoy and Carol Sotnick

The reading of the minutes was waived and the minutes were approved.

Final preparations were made for the pizza party and the potluck.

Joanne reported that 4 more tickets need to be purchased for the February theater party or money will have to be refunded for those already signed up.

Judy gave us details for the Thursday ladies luncheon which will be at the Culinary Institute on February 20 at 12:30 at Scottsdale Community College.

There was a discussion on the February 10 event as to whether to keep it a dessert party for Valentine's Day or have it as a Mardi Gras event and the committee approved the Valentine's event.

Ann reported on the race track outing at Turf Paradise. It would cost $12.95 and includes lunch, entry and a program. We will advertise it for April in the next newsletter.

Susan reported that Pei Wei will donate food to us to hold an event to celebrate their opening. Susan and Carol will meet with their representatives next week to finalize details.

Jane said that she has held preliminary discussions with Reatta Pass for a luncheon. Carol will research Pinnacle Peak for dinner and then the committee will decide where to host a dinner.

Jane raised a discussion about changing the ladies luncheon to being open to both men and women but the consensus was that men would not participate.

There was a general discussion on whether to request a survey around our activities but since there was no clear objective that was shelved.

Under new business, trips to Laughlin, docent tours to either the Phoenix Museum or the Heard and baseball outings were discussed for follow up.

We will charge $10 for the March corned beef and cabbage dinner ($5 for children under 12).

The next meeting will be Monday, February 4 at 11.


Activities Committee Meeting Minutes
December 3, 2001

In Attendance: Joanne Anetsburger, Judy Charnock, Ann Chernis, Jane Hillerson, Susan Loiselle, and Carol Sotnick

Absent: Larry Portnoy

New committee members were introduced: Jane Hillerson from the Board and Ann Chernis whom the Board appointed at their November meeting.

The reading of the minutes was waived and the minutes were approved.

The chair distributed revised responsibilities for January to June 2002 (attached) due to Ann's joining the committee.

We finalized plans for the January 13 pizza party for which we will charge $10 per adult and $5 per child.

January 24 was selected for the ladies lunch (which Judy will research) and the 25th for the potluck.

Ann volunteered to research a trip to the racetrack.

Susan and Joanne volunteered to cook for the St Patrick's Day dinner with serving help from all.

Susan proposed a number of new activities: dinner at an Italian restaurant, catering by a Chinese restaurant, etc. The committee agreed in principle.

Jane volunteered to research a dinner at Reata Pass and Pinnacle Peak Patio.

Jane raised two issues. One was incorporating a welcome to children in our activities. The committee agreed to have Jane discuss with the Board appointing a parent to the committee who would plan children's activities. In addition, we agreed to advertise so that children are explicitly welcome at our "food" events.

The second issue was to ask the Board to request the communication committee survey residents on satisfaction with activities. The group agreed to discuss this at its next meeting so that we have clear objectives before undertaking the survey.

Activities Committee Responsibilities
January to June 2002
Revision One
Ladies Lunch
Pot Luck
Other Evening Event
January
Judy
Carol / Susan
Pizza Party Jan 13
Judy / Joanne
February
Judy
Larry / Judy
Valentine's Feb 10
Judy / Joanne
March
Judy
Judy / Ann
St. Patrick's Mar 17
Susan / Larry
April
Judy
Susan / Joanne
Ann / Carol
May
Ann
Larry / Carol
Joanne / Ann
June
Carol
Larry / Susan
Ann / Carol

If a committee member is not available for the event assigned, it is that person's responsibility to call someone else on the committee (not the chair) to switch dates.


Activities Committee Meeting Minutes
November 5, 2001

In Attendance: Norma Agranoff, Joanne Anetsburger, Judy Charnock, Susan Loiselle, Larry Portnoy and Carol Sotnick

The reading of the minutes was waived and the minutes were approved.

The chair distributed responsibilities for January to June 2002 (attached).

We finalized plans for the November 11 wine and appetizer party.

The committee approved a high tea for December 20 instead of the ladies lunch. Judy will research restaurants for this event prior to November 13 for the newsletter.

Joanne and Judy discussed required purchases for the December 9 brunch.

We tentatively planned another Casino outing for March or April and Larry will handle the planning.

Norma provided an update on the Kartchner trip and has one final follow up item before we publicize the trip. She also announced her resignation in order to allow fresh ideas on the committee.

January 13 was selected for the pizza party, February 10 for Valentine's Day with a theme of chocolate decadence desserts, and March 17 for a Saint Patrick's Day party.

Activities Committee Responsibilities
January to June 2002
Ladies Lunch
Pot Luck
Other Evening Event
January
Judy
Carol
Pizza Party
Judy
Joanne
February
Judy
Larry
Judy
Valentine's
Judy
Joanne
March
Judy
Judy
Joanne
St. Patrick's
Susan
Larry
April
Judy
Susan
Joanne
Norma
Carol
May
Norma
Larry
Carol
Joanne
Norma
June
Carol
Larry
Susan
Norma
Carol

If a committee member is not available for the event assigned, it is that person's responsibility to call someone else on the committee (not the chair) to switch dates.


Activities Committee Meeting Minutes
October 1, 2001

In Attendance: Norma Agranoff, Joanne Anetsburger, Susan Loiselle, Larry Portnoy and Carol Sotnick

Absent: Judy Charnock

The reading of the minutes was waived and the minutes were approved.

Carol provided the committee with a summary of the report to the Board.

The committee authorized Norma to order from the full menu for the October lunch at San Souci.

Joanne will book Michael's at the Citadel for the November 29 ladies lunch.

The committee discussed the need to obtain additional tables and chairs if the spaghetti dinner is heavily subscribed.

Larry arranged for reserved seating for the show for the Casino Arizona trip.

Susan will check on waiting lines at the border for our Nogales trip closer to the deadline date so we can determine if the trip is feasible.

The wine and appetizer event will be November 11 at 7 PM and Susan and Joanne are responsible. There will be no potluck for November due to other planned events (Nogales) and Thanksgiving.

Joanne and Judy are responsible for the December 9 brunch. We will provide Bloody Marys and mimosas. Again there will be potluck due to the holidays.

After much discussion, the committee voted to cancel the Sedona light trip. Norma has to provide the pick up time for the April Kartchner trip.

In new business, we will be planning for a January pizza party, a Valentine's event in February and an Irish theme event in March.

We discussed Jane Hillerson's idea of collecting and gathering recipes from the potlucks and the potential purchase of plastic plates.

Susan announced that we made $41.45 from the Mexican party.

The next meeting will be November 5 at 11.


Activities Committee Meeting Minutes
September 10, 2001

In Attendance: Norma Agranoff, Joanne Anetsburger, Susan Loiselle, and Carol Sotnick
Absent: Judy Charnock and Larry Portnoy

The reading of the minutes was waived and the minutes were approved.

As of now, we do not have enough participants for New Year's Eve to keep costs roughly in line with last year's costs and half the committee will be away for New Year's. The community room will be made available at no cost to an ad hoc group if they want to plan a New Year's event for Bellasera. Carol had reviewed this proposal with Jane Hillerson for Board approval.

Joanne, who is in charge of the ladies lunch for October, proposed Lon's at the Hermosa. She will call to finalize details this afternoon and follow up with Carol, as Joanne will be on vacation for the next two weeks. Sans Souci was proposed as an alternate site if Lon's cannot accommodate us.

Susan provided an update on the September 16 Mexican Independence Day party. The committee approved the purchase of decorations and will check a final count of attendees on Wednesday. The deadline had been moved from Monday due to the non-delivery of the newsletter and the distribution door to door of a flyer yesterday (a joint effort of the Activities and Communications committees along with assistance from Mary Hodel and Mike Dietz) listing all September social events.

In Larry's absence, Carol provided a brief update on the October 11 Casino Arizona trip. Plans are on target for the bus, buffet dinner and show. This event should be a fundraiser for our budget.

Susan provided an update for the Nogales trip. She changed the bus company as she researched a more cost-effective bus company so the cost to participants will be $35 plus lunch versus $59 plus lunch. Lunch will be in Tubac at a golf course. If we have 18 or more participants, this will also be a fundraiser for our budget. The event is open to outsiders.

Norma presented an update for Kartchner and Sedona. She presented costs that Sandi Fox had outlined. The bus for both trips was more costly than for the Nogales trip so Susan agreed to e-mail Sandi. It will be Norma's responsibility to then follow up. Joanne also raised a question on the cost of tickets for the Sedona trip, which Norma also had to check on.

Given the holidays in November and December, the committee voted to sponsor one food event only for each month. The November event will be a Wine and Appetizer party and December will be a brunch.

Susan proposed that the Community Manager follow Board directives to lock the kitchen, install a hasp to the shutters, and revise the contract for the rental of the community room to include clean up and a cost for not doing so. Carol will follow up.

Norma proposed asking the Board to add to our committee members; the proposal was rejected.

The next meeting will be October 11.


Meeting Notes
Budget and Finance Committee

Budget and Finance Committee
Minutes
November 28, 2001

Meeting called to order at 4PM

Present: P. Broad,D.Chenault,B.Greenspun,C.Schroeder,B.Tack
Absent: S.Padwe,C.Rooks

Item 1- Paul Broad withdrew his resignation as chair and agreed to complete his term for the fiscal year.

Item 2- The four-month fiscal period was reviewed and the budget as prepared were found to be in good standing. It was noted that the next budget preparation will begin during the period Jan 15-Feb 1 2002.
In addition B.Tack and P.Broad will prepare a 4-month budget report to be presented at theJan board meeting.

Item 3 The report from Merrill Lynch was reviewed and the question of insurance for our CD's were raised. It was decided that the chair would contact the advisor and report back on this question. The amount in the MM was raised and discussed under new business.

Item4 The line in the reserve study for road paving was questioned and D. Chenault volunteered to investigate the matter more completely and report back to the committee.

Item 5- The annual budget was discussed and the committee voted to approve and recommend to the BoD (see resolution attached)

Under new business the following was discussed:

A- Attendance at meeting-The chair raised the idea of members of the committee. meeting certain attendance requirements. The consensus of the members was not in favor.

B- The amount of cash on hand in the reserve account was deemed to be to large and the committee recommends that the BoD advise Merrill Lynch to purchase more CD's (see resolution attached)

C- The concept of a dollar amount to be transferred to the association as result of home sales, known as Enhancement Fee, was discussed in great detail and the three resolution attached were passed and will be submitted to the BoD.
In addition to the resolutions B.Greenspun will prepare an outline of the plan for the next board meeting.

It was decided that since there is not a board meeting scheduled for Dec our next committee meeting will be Tues January 15

Meeting closed at 5:30

Budget and Finance Committee
Resolutions
November 28, 2001

1- Resolved that the Board of Directors accepts the revised June 30, 2001 audit as submitted by the account and recommended by CCMC.

2- Resolved that the Board of Directors approve that Arthur Doglione of Merrill Lynch invest up to $50,000 of the reserve cash fund in secured and insured CD's. These instruments should be in 6, 12,and 18-month periods.

3- Resolved that the Board of Directors approve an Enhancement Fee be collected on home resale's.

4- Resolved that the Enhancement Fee be collected on all home sales at close of escrow on or after September 1, 2002.

5- Resolved that the Enhancement Fee amount be 1/8% (.00125) of the sale price at close of escrow.


Meeting Minutes
Buildings and Gronds Committee

BELLASERA BUILDING AND GROUNDS COMMITTEE
MINUTES OF MEETING
DECEMBER 17, 2001

I. The meeting was called to order at 3 PM. A quorum of five of eight members (Biondo, Ingram, Ruotolo, Shriver, Woods) was present. (Members Lefkowitz and Anetsberger arrived shortly after roll call.)

II. Minutes of the November 19, 2001 meeting were approved.

III. The Chairman reported:

A. A letter was sent to Pauline Marx regretting her resignation from the Committee and thanking her for her service.
B. Christmas decorations (1,000 lights on the tree and wreaths on the gates) were put up by Frank Biondo, Erin Bridgforth, Michael Dietz, Marvin Lefkowitz, Mike Ruotolo and Bob and Emily Shriver.
C. The Community Manager had received feedback from the Del Webb contractor, David Auza on Exhibit A items approved by Del Webb.
D. The B&G report to the Board of Directors on November 26, 2001 included our recommendations for placing the Bellasera logo on the monument sign at Ponte Bella/Corva and for painting house numbers on the curb.

IV. The following business items were discussed:

A. No trespassing signs - Mike Ruotolo introduced a Proposed Resolution to place twenty (20) "No Trespassing" signs in washes along the northern and eastern boundaries. After much discussion, the proposed concept was approved. A revised proposed resolution with a location diagram, two sample signs and cost estimate for both and an installation cost estimate would be discussed at the next B&G meeting.
B. New/draft B&G Committee Charter - This draft provided by the Board of Directors was reviewed. It was recommended that the wording and structure of the RESTRICTED FUNCTIONS paragraph be modified for more clarity.

In general the proposed new charter was considered to give adequate guidance to the B&G Committee. It was recognized, however, that the Committee needs a directive to provide for faster action for accomplishing small/low cost B&G-related work/tasks. Also lacking somewhere in our community procedures is a more satisfactory method of quality control for contractor performance.

C. A volunteer cleanup project for January 12 was discussed. Volunteers are to meet at the Clubhouse at 9 AM. Elizabeth Woods is coordinating this effort.
D. Copies of Service Contract Specifications were provided by the Community Manager. B&G members are to review these contract specs and report any additions/changes to the Chairman by January 7, 2002.
E. The committee members present selected Paul Anetsberger to chair the B&G Committee in 2002. The Committee recognized the contribution of Emily Shriver as "de facto recording secretary" for 2001.
F. Community area reports - Due to the lateness of the hour, members were requested to submit written reports as appropriate. Paul Anetsberger submitted a written report - see Enclosure 1.
G. Gerald Rose was selected to be the B&G Committee nominee to replace Pauline Marx on the committee.
H. The Community Manager will be requested to advise the Committee as to: Security procedures/duties of the security guards and as to Fire Department access/resident entry/exit access through the locked emergency exit off the Brisa Cul de sac.
I. A brief discussion ensued regarding rental of the "all purpose" room in the Clubhouse. Questions were raised regarding contract wording, responsibility for returning the room to its normal condition, cleaning, garbage removal, fees for cleanup, refundable deposit, cleaning equipment available for cleanup, building code limit for maximum number of people in the room and any existing rules and regulations for use of the room.

V. The next B&G Committee meeting will be held at 3 PM Monday January 14, 2002.
VI. The meeting adjourned at 5 PM.

Submitted by
R. A. Shriver


BUILDING & GROUNDS COMMITTEE
MINUTES OF MEETING
NOVEMBER 19, 2001

I. The meeting was called to order at 3 PM. Committee members Anetsberger, Biondo, Ingram, Lamb, Lefkowitz, Ruotolo, Shriver and Woods were present to meet quorum requirements.

II. Minutes of the October 18, 2001 meeting were reviewed, revised and approved.

III. The Chairman reported the following:

A. At the October 22nd Board of Directors' meeting, the B&G Committee was requested to make a recommendation for wording on the monument sign at the intersection of Ponte Bella and Corva.

B. On October 30 Mike Ruotolo, Dennis Lamb and Erin Bridgforth met with David Auza a Del Webb contractor to discuss completion of "Exhibit A" items of the Settlement and Release agreement. (See Enclosure 1.)

C. On November 6 David Auza, Erin Bridgforth and five B&G members conducted a walk-through of three areas of community streets, sidewalks and curbs. (See Enclosure 2 for a summary of the walk.) To date, no response has been received regarding work scheduled or work approved by Del Webb.

D. The perimeter clean=up effort headed by Elizabeth Woods was big success. Twenty to thirty residents participated.

E. A letter of resignation from the B&G Committee has been received from Pauline Marx.

IV. The following business items were discussed:

A. Service Contracts Resolution - A proposed resolution regarding the monitoring of physical conditions in the community and the Committee's responsibility regarding service contracts was introduced. (Enclosure 3) After a lengthy discussion, the proposed resolution was approved for forwarding to the Board of Directors for consideration. The vote was 6 yeas and 2 nays. Opposition to the proposed resolution was centered on the argument that such duties and authorizations already exist in general terms in the existing B&G Charter. The proposed resolution was prepared as a result of a Board of Directors' request.

B. "Monument" signs - The Committee recommends to the Board of Directors that the sign at the intersection of Corva and Ponte Bella Drive contain the Bellasera logo over the "Bellasera."

C. January voluntary clean up of washes - After a lengthy discussion on what the responsibilities of our contractors might be for cleaning the washes, the Committee approved the clean-up concept. Elizabeth Woods will again head up this effort. The event will take place on January 12 starting at 8 AM from the Clubhouse and will work the wash between Brisa and Visao.

D. Holiday Decorations at the Main Gate - The Committee approved the concept of installing holiday lighting similar to that installed by the developer in December 1999.

E. Light Check - The Committee believes that a periodic check of lighting (house and 2 trees) should be done by Management.

F. Community Area Reports:

1. Entrance Gates Area - Paul Anetsberger volunteered to temporarily assume this assignment.
2. Clubhouse Building - Elizabeth Woods reported that the steam rooms are still inoperative. New equipment for the exercise classes has been received.
3. Pool, tennis courts, basketball court and grounds around club - Paul Anetsberger reported that all outside lights have been repaired; grass around spa has been trimmed; 7 patio chairs/lounges were repaired and new chair cushions received. He noted that the step lights in the pool area are not working.
4. Internal Trails - Marvin Lefkowitz reported that the trails were in good order, but trail bikes and other vehicles were entering the trails from Lone Mountain Road. He suggested that "No Trespassing" signs be considered for the area at the east end of the community property and the wash entrances at the north side of the property. Marvin and Mike Ruotolo will pursue a proposed solution to this problem. Dennis Lamb may assist by providing plat maps of the area, and Mike Ruotolo will assist in the preparation of a draft resolution.
5. Irrigation Systems/Water - No problems noted by Mike Ruotolo. However, he will check with Erin Bridgforth and ECI on the status of the current (Fall/Winter) irrigation schedule.
6. Multi-Use Trails - Dennis Lamb reported the trails in good order and that the problems cited in his October report have been corrected.
7. Mail Box Structures and Landscapes - Anna Ingram reported that several structures needed stucco repairs and landscape improvements.
8. Cul de Sacs and Median Strips - Frank Biondo reported that several cul de sacs need landscape improvements.

V. Other Business Items

House Numbers - The Committee approved a proposed resolution to have house numbers painted on the curb. (Enclosure 4) This resolution will be forwarded to the Board of Directors for consideration.

Curb/Sidewalks - Several members submitted reports on curb/sidewalk problems in their assigned observation areas.

Dead and Dying Trees - Frank Biondo provided photos taken of trees and vegetation along Lone Mountain Road. During a discussion of that situation, Dennis Lamb advised that there was wording in the CC&R's concerning landscape work in the common areas for aesthetic purposes. Biondo and Lamb will draft a resolution on the subject.

B&G Committee Chairperson - The current chairman will resign from that position effective January 1, 2002. The Committee will elect a new chairperson at the December 2001 meeting.

VI. The B&G Committee will meet at 3 PM on December 17, 2001.

VII The meeting adjourned at 5:10 PM.

Submitted by
R. A. Shriver


BUILDING & GROUNDS COMMITTEE
MINUTES OF MEETING
OCTOBER 18, 2001

I. The meeting was called to order at 3 PM. A quorum was met with 8 of 9 members present. New members Paul Anetsberger, Frank Biondo and Anna Ingram were welcomed to the committee.

II. Minutes of the September 20, 2001 meeting were reviewed and approved.

III. The Chairman reported the following:

A. The Board of Directors had approved the B&G proposed resolutions on increasing membership to nine; for Anetsberger, Biondo and Ingram to be appointed to the committee; and to place a sign at the Lone Mountain Road Gate.

B. The Board of Directors requested that the B&G Committee draft a proposed amendment to the B&G charter regarding the role of the Committee in supervising service contracts.

C. The Board was provided with the status of B&G related "Exhibit A" items. (In this regard, Ms Bridgforth announced that she had been notified this day by Coventry rep Mr. Enochs that a subcontractor, Mr. David Azurc would oversee the completion of Exhibit A items and that he would meet with her in the near future on this matter.)

IV. The following business items were discussed:

A. November 10 perimeter cleanup - Elizabeth Woods is heading up this volunteer event and has made arrangement with a desert foothills organization for materials and with the City of Scottsdale to pick up trash bags. Volunteers will gather at the Clubhouse at 8 AM November 10. A signup sheet will be provided at the info desk in the Clubhouse, and a notice will appear in the November Newsletter.

B. Committee members were provided with a list of service contracts relating to Buildings and Grounds matters and a preliminary draft amendment to B&G Charter on the role of the Committee regarding service contracts, and several changes to the preliminary draft. Members were requested to review and consider wording for the amendment to be finalized at the November Committee meeting for submission to the Board of Directors. (Enclosure 1)

C. Role of the B&G Committee in monitoring building and grounds related items in the Reserve Study. Dennis Lamb provided background information on the Reserve Study and revisions made to the original reserve schedule by an ad hoc committee appointed by the Board of Directors for that purpose. The chairman was provided with a copy of the revised schedule of expenditures.

D. Community Area Reports were made as follows:

1. Pauline Marx reported on the two entrance gates and the effort to have "ruts" repaired at Lone Mountain Road Gate.

2. Elizabeth Woods reported on Clubhouse items in disrepair including spa heater, both steam rooms and pool patio furniture.

3. Mike Ruotolo reported no major problems with irrigation/water and that recent water bills were significantly lower than the amount budgeted.

4. Bob Shriver reported on the pruning of trees/shrubs blocking views at intersections and hanging over common area sidewalks. Other committee members advised that pruning was needed along the walk across the lawn from the Clubhouse and a dying saguaro cactus on 76th Street between Visao and Pasaro.

5. Dennis Lamb provided a written report on the status of the multi-purpose trails and needed repairs. (Enclosure 2)

E. New Community Area assignments - The original areas assigned to B&G members for observation and reporting were modified to include participation by new committee members as follows:

Entrance Gate areas - Pauline Marx.
Clubhouse Building - Elizabeth Woods
Pool, Tennis Courts, Basketball Court and grounds around Club -
Paul Anetsberger
Internal Trails - Marvin Lefkowitz
Irrigation Systems/Water - Mike Ruotolo
Multi-Use Trails - Dennis Lamb
Mail Box Structures and Landscape - Anna Ingram
Cul de Sacs and Median Strips - Frank Biondo
Other Common Areas - Bob Shriver

F. Recommendation sheets at Club info desk: A lengthy discussion ensued regarding status and feedback on items submitted by community residents. Dennis Lamb will check on feedback to the Board. It was also suggested that a newsletter article on results of recommendations submitted should be considered.

V The next B&G Committee meeting will be held at 3 PM on Monday, November 19, 2001

VI The meeting adjourned at 4:50 PM.

Submitted by

R. A. Shriver


BUILDING & GROUNDS COMMITTEE
MINUTES OF MEETING
SEPTEMBER 20, 2001

I. The meeting was called to order at 3 PM. A quorum was met with the presence of Marvin Lefkowitz, Pauline Marx, Bob Shriver and Elizabeth Woods.

II. Minutes of the August 27, 2001 meeting were reviewed and approved.

III. The Chairman reported: A. The Board of Directors was scheduled to meet on September 26 and that the B&G Committee report at that meeting would include the status of Exhibit A items and three B&G Proposed Resolutions.

B. The Coventry rep, Matt Christensen, with whom the Committee expected to meet regarding "Exhibit A" items was no longer employed at Del Webb. The community manager is drafting correspondence to Del Webb/Coventry requesting status on road repairs and Exhibit A items.

C. The community manager had received cost estimates for:

1. Increasing pool cleanup to 5 days/week, April through October ($25.00 per cleaning) and
2. Placing two boulders in each of twelve cul de sacs.

These estimates will be forwarded to the Board of Directors for consideration.

IV. The following business items were discussed:

A. Committee size/composition. The Committee approved a proposed resolution to increase the membership of the B&G Committee to nine. (Enclosure !)

B. Committee membership vacancies. The Committee approved a proposed resolution to fill the vacant positions on the B&G Committee. (Enclosure 2)

C. Security at Lone Mountain Road gate. The proposed resolution for posting a warning sign at the gate (Enclosure 3) was reviewed. In addition to the sign, an article will be proposed for the community newsletter recommending procedures when probable non-residents attempt to follow a resident through the open gate.

D. Community Area Monitor Reports:

Main and Lone Mountain Road Gates - Pauline Marx reported lighting at the gates in good order; no electrical box problem at Lone Mountain gate; some recently planted vegetation at the Lone Mountain gate has died and deep ruts have formed adjacent to the pavement at the Lone Mountain gate. Ms. Marx will provide the Community Manager with this information.

Clubhouse - Elizabeth Woods reported that the steam rooms were operational; the hasp lock on the kitchen louvers has been installed; cactus at basketball court had been moved

Internal Trails - Marvin Lefkowitz reported trails in good condition.

E. B&G items on Exhibit A of the Settlement and Release Agreement - No progress noted since the last meeting August 27, 2001.

F. Cleanup along multi-purpose trails - Resident Frank Biondo provided recent photos of trash and debris along these trails. After an extended discussion, the Committee agreed that an article would be prepared for the newsletter to announce a B&G Committee- sponsored volunteer cleanup effort on November 10.

G. The community manager will be requested to remove the two sets of signs referring to the areas as "No Trespassing/Hard Hat, etc.." One set is located at the intersection of Corva and Pontebella. The other set is adjacent to the Lone Mountain Road gate.

V. The next Building & Grounds Committee meeting will be held at 3 PM on Thursday, October 18.

VI. The meeting adjourned at 4:40 PM.

Submitted by
R. A. Shriver


Building And Grounds Committee
Minutes of Meeting
August 27, 2001

I. The meeting was culled to order at 3 PM. A quorum was met with the presence of Marvin Lefkowitz, Pauline Marx, Mike Ruotolo, Bob Shriver and Elizabeth Woods.

II. Minutes from the July 31, 2001 meeting were approved.

III. The Chairman reported:

A. That the meeting with Coventry rep Matt Christensen scheduled for August 28, 2001 was cancelled by Mr. Christensen for medical reasons.
B. That Del Webb/Coventry had agreed to repair the construction defect around the manhole at the intersection of 77th Way and Balao.
C. Concrete hardening had been placed in several soft areas in the multi-purpose trail.
D. The sidewalk at Balao and 77th Way has been installed.
E. Cactus in the basketball court area has been removed and planted elsewhere.

IV. The following business items were discussed:

A. Building Grounds items on Exhibit A of the Settlement and Release agreement - there appears to be a difference of opinion between the B&G Committee's view and the developer's view regarding completion of items on the list. The B&G Committee has determined that the following Exhibit A items are complete: 1, 3, 10, 11, 17, 18, 19, 21, 22, and 23.

Status of the remaining items as seen from B&G Committee point of view is:

· Item 2. No outlet signs. Coventry reports that signs are on order.
· Item 4. Stabilize wash/berm D-56/49 - Developer has repaired but problem is/will be ongoing.
· Item 5 and 6. Walk throughs conducted while construction still underway. Eighteen lots on Brisa, Moura and 77th Way noted on walk through with developer rep require reinspection. East end of Visao Lots B108-B116 and Lots E2, E4, E12 and E15 not yet inspected due to construction at time of walk through. Inspect and repair as necessary.
· Item 12. Model Home area - entire area needs inspection and repairs as necessary.
· Item 13. Sidewalk cleanup after earlier repairs. Erin Bridgforth has sent correspondence, action not complete.
· Item 14. Asphalt repairs. Developer states that repairs at 77th Way and Balao will be made. Other smaller repairs uncertain.
· Item 15. Multi-purpose trails - requested hardening with concrete in several locations has been accomplished. Awaiting final inspection by developer/community reps.
· Item 20. Utility Plans - Developer reports that all in their possession have been turned over to community. Erin Bridgforth is seeking any missing/desired plans from the city.

B. Contractors/non-residents using Lone Mountain Gate. (Following residents into community.) Mike Ruotolo moved that a proposed resolution (Enclosure 1) for a sign to be placed at the gate prohibiting unauthorized entry. The motion was unanimously passed, and the proposed resolution will be sent to the Board of Directors.
C. Committee Membership Vacancies. The Committee members discussed the need to increase membership on the Committee due to the extensive oversight needed for building and grounds matters. A resolution to increase the membership of the committee from 7 to 9 was proposed (Enclosure 2.) Membership/volunteer applications from five residents were reviewed, and the Committee will recommend to the Board of Directors by proposed resolution that Anna Ingram, Frank Biondo and Paul Anetsberger be appointed to the Building and Grounds Committee (Enclosure 3). Anna Ingram to fill the vacancy created by Sam Shoen's resignation and Biondo and Anetsberger to fill the new vacancies created by increasing membership from 7 to 9.
D. Community area observation reports. Members assigned oversight on specific community areas at the July 31 meeting reported as follows:

Main and Lone Mountain Road Gate areas: Pauline Marx is checking on new plantings and a damaged utility box at Lone Mountain Road Gate.

Clubhouse/pool/grounds: Elizabeth Woods met with Erin Bridgforth and submitted a list of repair and information items.

Interior trails: Marvin Lefkowitz reported all ok.

Irrigation/water bills: Mike Ruotolo reported all ok.

Common areas: Bob Shriver requested pruning of trees at the intersection of Ponte Bella and Corva and removal of dead ocotillo.

E. The signs in English and Spanish near the entry gates that were erected by the Developer for contractors and visitors to the sales area have served their purpose and should be removed.

V. The next meeting of the B&G Committee was set for 3 PM Thursday September 20.

VI. The meeting adjourned at 4:50 PM.

Submitted by

R. A. Shriver


Building and Grounds Committee
Minutes of Meeting
July 31, 2001

The meeting was called to order at 6 PM and a quorum was met with the presence of Marvin Lefkowitz, Pauline Marx, Mike Ruotolo, Bob Shriver and Elizabeth Woods.

Minutes from the June 27, 2001 meeting were approved.

The Chairman reported:

A. That Sam Schoen had resigned from the committee.
B. That his report to the Board of Directors on June 28, 2001 included:

1. Update on irrigation plans.
2. A proposed resolution for placing boulders in all cul-de-sacs to prevent drive throughs.
3. Recommendation to accept low bid for installation of windscreens on tennis courts.

The following business items were discussed:

A. Status of B&G items on the "list of 23 items" in the "Settlement Agreement" between the Community and the Developer. The committee agreed that items 1, 10, 11, 17, 18, 19, 21 and 22 are complete. Regarding incomplete items the following observations/questions exist:

Item 2 Not completed.

Items 3 and 4 - Developer rep, Matt Christensen, has proposed a specific solution.
Items 5 and 6 - Walk throughs were conducted, but not all actions have been completed as noted by Joan Scarbrough.
Item 12 - Inspection by committee and developer rep should be conducted.
Item 13 - Follow-up work listed in Erin Bridgforth's memo to developer not completed.
Item 14 - Defects in street construction not corrected.
Item 16 - Specific solution proposed by developer rep.
Item 20 - Erin Bridgforth has for action.
Item 23 - No activity yet.

After reviewing these items, members of the committee requested that a meeting with Matt Christensen be arranged. All present agreed that it would be beneficial to discuss with him the verbal understanding between the B&G members, Erin Bridgforth and Joan Scarbrough regarding solutions to some of the incomplete items listed above. The Chairman will request that Erin Bridgforth arrange a meeting as soon as possible.

B. The next item of discussion was a "Division of Labor" for overseeing the building and grounds conditions/maintenance within the community. It was agreed that it was not efficient for all members to attempt to oversee all areas of interest. Members present volunteered to oversee specific areas as follows:

1. Front Gate and Lone Mountain Gate - appearance, lighting, landscape, etc. - Pauline Marx.
2. Clubhouse/Community Center, pool, tennis courts, basketball court and adjacent grounds - Elizabeth Woods
3. Interior trails - Marvin Lefkowitz.
4. Community irrigation systems - Mike Ruotolo.
5. Common areas landscape and appearance - Bob Shriver.
6. Multi-purpose trails including landscape and irrigation - Dennis Lamb was assigned this area in absencia based upon his knowledge of and continuing interest in these trails.
7. 7. Streets and sidewalks - to be determined later.

C. With the resignation of Sam Schoen, Erin Bridgforth will be requested to advertise the vacancy and provide volunteer application forms from interested residents.

D. The committee discussed a written request from Jeff Gubernick for a fence around the basketball court to keep basketballs from rolling into cactus. Committee members cited the danger to players from colliding with a fence enclosure. It was agreed to investigate the possibility of erecting soft fencing around the several cactus plants adjacent to the court.

E. The committee discussed a written request about four landscape and grounds items of concern to residents on Brisa Drive. A letter response providing status and future status of these items will be provided.

The meeting adjourned at 8 PM after setting the next meeting date for 3 PM on August 27, 2001.

Submitted by:

R. A. Shriver


BELLASERA BUILDING AND GROUNDS COMMITTEE
MINUTES OF MEETING OF
JUNE 6, 2001

The Building and Grounds Committee met on June 6 for the purpose of receiving an update on the status of irrigation. Mr. Sam Stevens of Environmental Care reported the following:

1. Irrigation for the grass area around the community center was on and operating satisfactorily

2. The irrigation systems for trees and shrubs in the common areas had not been turned on. They needed to complete checks on clocks, controllers, meters and test for leaks.

3. The water audit and seasonal plans for irrigation, which were proposed by the contractor, have not yet been completed.

4. They had received "as built" plans for landscaping in the common areas. These plans were turned over to us to be kept in Erin's office.

Other items discussed at the meeting included:

1. The wall being constructed by Whisper Rock developers along Lone Mountain Road - Dennis Lamb agreed to research this item and has since done so.

2. Elizabeth Woods had researched the Scottsdale Revised Code for information on the responsibility of dog owners on public and private property. She provided a copy of the applicable section of the code on this subject.

3. Research on the tennis court windscreen proposal was reviewed. Erin Bridgforth had requested bids from three companies and received two quotes and a "no bid." Erin will get samples of windscreen materials from the law bidder and request a preference from a resident "tennis expert."

4. All present were reminded that the next regular meeting of the B&G Committee would be at 3:30 PM June 27, 2001.

Submitted by:
R. A. Shriver


BELLASERA BUILDING AND GROUNDS COMMITTEE
MARCH 15, 2001 MEETING
MINUTES

The Committee met for a regular meeting in the Bellasera Clubhouse at 6:30 PM, March 15, 2001. Members Lefkowitz, Marx, Ruotolo, Shoen, Shriver and Woods attended forming a quorum of 6 of 7 members present. The meeting was called to order and the minutes of February 15, 2001 were approved.

The Chairman reported the following:

a. Concrete repairs are underway to streets, sidewalks and curbs throughout the community.
b. The B&G Committee list of transition items requested by the Board of Directors for March 21 was requested on March 5 in order to meet a new deadline. The Committee input was compiled from information from several inspection walks by G&G members and discussions at our February 15 meeting. (See Enclosure 1)
c. Mike Ruotolo has agreed to act as chair of this committee during Bob Shriver's absence in April and May.

The following business items were discussed:

a. Walks and walk- throughs: February 23, 2001 inspection of sidewalks, curbs and streets. See Enclosure 2. March 6, 2001 "Nursery area" walk. See Enclosure 3.
b. Lone Mountain Road entrance. This discussion covered the need for landscape, traffic control, street repair and cleanup. This problem was brought to the attention of the Coventry rep, Joan Scarbrough as indicated in Enclosures 2 & 3 and submitted as a transition issue in Enclosure 1.
c. Other issues:

1. Need for exercise equipment storage.
2. Survey/study for reducing grass area of lawn/park next to clubhouse. Mike Ruotolo has been pursuing this without much success in receiving accurate cost reduction info from contractors.
3. Morvin Lefkowitz proposed the installation of "private property" signs for the washes at those locations where a wash that transverses the community intersects an all-purpose trail.

The next B&G meeting was set for April 15, 2001 at 6:30 PM in the Clubhouse. The meeting adjourned at 7:30 PM.

Submitted by R. A. Shriver


BELLASERA BUILDING AND GROUNDS COMMITTEE
Meeting of February 15, 2001
Minutes

The Building and Grounds (B&G) Committee met at 6:30 PM at the Bellasera Community Center/Clubhouse. Members Morvin Lefkowitz, Pauline Marx, Mike Ruotolo, Sam Shoen, Bob Shriver and Elizabeth Woods were present, forming a quorum.

The meeting was called to order and minutes of the January 18, 2001 meeting were reviewed, corrected and approved.

Chairman Bob Shriver reported:

1. The Board of Directors had been notified that all serving members of the B&G Committee wished to be reappointed.
2. No board action on the two proposed B&G resolution of December 7, 2000.
3. A walk-through of some internal trails had been conducted.
4. B&G has been tasked by the Transition Committee to provide an input to the Transition plan.
5. Mike Ruotolo's Preliminary Budget Estimate for Water for 2001/2002 had been presented to the Budget & Finance Committee.

The following business items were discussed:

1. Walk-throughs of common areas:
a. The preliminary sidewalk/curbs inspections continue. Most of the area not affected by underway construction has been checked and broken/cracked areas noted.
b. The internal trail walk held on February 3 was discussed. (Enclosure 1 refers.)
c. The "nursery" area walk-through is now scheduled for Friday
February 23. Committee members want a definition of the "turnover process" which takes place between Del Webb and the Community as part of this walk-through.
d. A walk-through of the remaining unchecked internal trails will be conducted following the "nursery" area walk - weather and time permitting.

2. Irrigation Issues.

a. The Committee will ask Waterwise for an estimate of the cost of over seeding and watering winter grass for the "park" area between the Clubhouse and tennis courts. Also discussed was the possibility of reducing the size of the grassy area to be maintained.
b. Bills for the meter on Scottsdale Road are forwarded to Coventry for payment when received. When the transfer of responsibility is made to the City of Scottsdale, the bills will stop. Also, Mike Ruotolo reported that Sid and Judy Charnnock had gone to the; City of Scottsdale offices and gotten printouts of our water consumption.
c. Coventry (per Joan Scarbrough) is still calculating the refund due us for water bills we paid for in the "nursery" area.
d. Pauline Marx will check with the Scottsdale Water Conservation office to request information on water required for NAOS areas.

3. Lighting in the medians and entrances:
The committee agreed that the median lighting inside the gate (installed by the developer for "marketing" purposes) should be retained and maintained.

4. Clubhouse and pool maintenance and repairs:
These areas appear to be adequately covered at the present by existing contracts. Elizabeth Woods provided research input for this item.

5. Lone Mountain Road entrance: This area will need to be cleaned, revegetated and will require placement of boulders and curbing when construction traffic using that gate ends.

6. Transition: The B&G Committee has been requested to provide a list of items to be provided or repaired by Del Webb. The Transition Committee needs this list by March 15, 2001.

To be researched - any warranties on landscape and the Clubhouse held by Del Webb that should pass to the Community.

The next meeting of the B&G Committee is scheduled for March 15, 2001 at 6:30 PM.

The meeting adjourned at 7:55 PM.

Submitted by Bob Shriver


Bellasera Building & Grounds Committee
Meeting of January 18, 2001
Minutes

The Building & Grounds (B&G) Committee met at 6:30 PM at the Bellasera Clubhouse. Members Morvin Lefkowitz, Pauline Marx, Mike Ruotolo, Sam Shoen, Bob Shriver and Elizabeth Woods were in attendance, forming a quorum.

The meeting was called to order and minutes of the meeting of December 7, 2000 were approved.
Business items on the agenda were discussed as follows:

1) Reappointment of the B&G Committee:

a) The chairman explained that with the election of a new Board of Directors, all committees would be reappointed by the new board. All current B&G members present voiced their desire to be reappointed to this committee. The chairman will contact Dennis Lamb when he returns regarding his desire to be reappointed.

2) Irrigation Issues: A discussion ensued regarding the January 11 meeting with Waterwise and Joan Scarbrough from Coventry. (See Enclosure 1.) Committee members were advised of the "turnover walkthrough" of the "nursery" area on
February 9. We will meet at the Clubhouse at 9 AM.

Mike Ruotolo presented a preliminary yearly water expense estimate for the 2001/2002 budget. After some discussion it was agreed that the estimate would not be submitted until the budget call in March. This will allow for revision in the event that more data becomes available.

3) Transition issues:
a) Sidewalks: Erin Brigforth provided a draft transition paper regarding common areas. (Enclosure 2) The committee reviewed and discussed this draft and agreed that it could serve as a start in the transition of streets and sidewalks. The committee also decided to conduct an initial inspection of streets and sidewalks before the next B&G meeting. Specific areas of the community were assigned to each committee member.
b) Internal trails: The members agreed to meet at 10 AM Saturday January 27 to walk the internal community trails to check for trail condition.

4) New issues:

a) Morvin Lefkowitz brought up the situation of developer-installed electric lighting of some community roads. He agreed to gather information on the operating condition of those lights.
b) Elizabeth Woods inquired about the developer's responsibility for maintenance and repairs for the Clubhouse. She agreed to gather information on that subject.
c) Morvin Lefkowitz asked about the turnover condition of the pool and agreed to research that item.

The B&G Committee will hold its next regular meeting on Thursday, February 15 at 6:30 PM in the clubhouse.

The meeting adjourned at 8:30 PM

Submitted by Bob Shriver


Bellasera Building and Grounds Committee
Meeting of December 7, 2000
MINUTES

The Building and Grounds Committee met at 6:00 PM, December 7, 2000 in the Bellasera Clubhouse. Members Dennis Lamb, Marvin Lefkowitz, Mike Ruotolo, Sam Shoen, Bob Shriver and Elizabeth Woods attended forming a quorum.

The meeting was called to order and minutes of previous meeting on October 19, and November 30, 2000 were approved. New members Marvin Lefkowitz and Sam Shoen were recognized and welcomed. Business items on the agenda were discussed as follows:

· Exit from Clubhouse parking lot. This item, which had been discussed at the Oct. 19 meeting, was recognized as a continuing traffic hazard. A resolution to correct this situation was proposed and approved for forwarding to the Board (see enclosure 1).
· Irrigation Issues. The results of the Nov. 30 meeting of community representatives, management, Coventry and ECI/Waterwise representation was discussed (see Enclosure 2).
· Transition Issues. Dennis Lamb provided information on the Transition Committee's ongoing effort to gain developer's recognition of the revised Reserve Study.
· New Issues. A. The Committee recognized the need for an insped5tion and maintenance program for the multi-purpose trails and the trails in the interior of the community. Management will be requested to check our contract with ECI to determine if any provisions are included for this purpose.
B. It has been noted that horses on the general-purpose trails have left the trail and traveled through washes that run through some common areas of the community. A question arose as to the Community's liability when users of those trails trespass onto the
common areas of the Community.
C. Construction traffic on East Visao Drive. The Committee discussed the new construction area to the west and east of the model homes on East Visao. In an effort to reduce the volume of construction-related traffic on that street, the Committee approved a proposed resolution for the Board of Directors to urge the use of an alternate route to the construction site. (See Enclosure 3.)

The next meeting date for the B&G Committee was set for Thursday January 18, 2001 at 6:30 PM.

Submitted by Robert A. Shriver (Enclosure 1)


Bellasera Building and Grounds Committee
Meeting of November 30, 2000
MINUTES

1. On this date, following a meeting of the interested parties as to the Community Irrigation System, a quorum of B&G Committee members was present as follows: Dennis Lamb, Mike Ruotolo, Bob Shriver and Elizabeth Woods.

2. The B&G committee members held a meeting at the close of the Irrigation System meeting, and the following business items were discussed:

a. It was decided that there was not sufficient information from the Irrigation meeting to make any recommendation to the Board.

b. The committee approved a proposed resolution for the Board of Directors to appoint Marvin Lefkowitz and Sam Shoen to membership in the Building and Grounds committee.

3. The Committee adjourned approximately 2:30 p.m.

Submitted by,

Bob Shriver


BELLASERA Building and Grounds Committee
October 19, 2000 Meeting
MINUTES

The committee met in the Association Clubhouse at 6:30 p.m., October 19, 2000 for a regularly scheduled meeting. Members: Dennis Lamb, Pauline Marx, Mike Ruotolo, Bob Shriver, and Elizabeth Woods attended forming a quorum.

The Chairman's Report by Bob Shriver informed members about the resignation from the committee of Suzanne Wagner and John Salina. The chairman will review volunteer applications for this committee on file with the Board of Directors for replacements. The chairman provided members with a copy of the Charter of the Building and Grounds Committee, which a majority of the committee had not previously received.

The following "Old Business/Items of Continuing Concern" were discussed:

· Pool area water feature. Erin Bridgforth has indicated that work on this project is complete and that there is no plan to change the tiles that have been installed. Members walked through the water feature area and noted the "completed" project. In addition to noting the tile color, it appears that the wrought iron fence next to the water feature has become significantly discolored in the construction process. The committee agreed to inform the Board of Directors regarding this project.

· Irrigation issues. It appears that neither management nor the developer has a complete understanding and control of the irrigation process in the community. Several members spoke of seeing major irrigation leaks in common areas, all of which were corrected. Mike Ruotolo reported that he had obtained a preliminary set of drawings, that do not reflect the irrigation systems as installed. The committee agreed that a plan is needed for the properly timed turn off/termination of irrigation of native desert plantings in the common areas. Mike Ruotolo will contact Joan Scarborough, the developer's representative for landscape issues to arrange a meeting to develop an irrigation plan.

· Lighting Issues. Entrance lighting problems continue from no bridge lighting to only some. Erin Bridgforth advises that a new contractor/vendor has been selected to work the problem.

· Multipurpose trails. Erosion continues to be the major problem requiring correction by the community. Several areas need work to repair. The committee discussion focused on the question of whether or not work by our landscape contractor, Environmental Care, was included in their contract with us. It was also noted by the committee that two areas on the trail that were upgraded by the developer need to be properly compacted and that the trail along Lone Mountain Road next to the new construction would require completion by the developer. The committee agreed that multipurpose trail repairs be brought to the attention of the Board of Directors.

· Mail box area landscaping. The landscaping of these areas by the developer was noted with pleasure.

The following "New Business" items were brought up and discussed by committee members:

· A potentially hazardous situation exists at the exit from the Clubhouse Parking lot into Pontebella. The committee agreed to recommend action to the Board of Directors to correct this traffic safety hazard.

· The committee will note in the "suggestions" book at the Clubhouse that peeling wallpaper in the Men's and Women's Lockers/bath rooms be repaired.

· Committee interface with the Transition Committee. Members discussed how the B&G committee might assist the transition by conducting inspections of community property, e.g. sidewalks, curbs and gutters, interior trails, etc.

The meeting adjourned at approximately 8:30 p.m. after having tentatively set December 7, 2000 as the next meeting date.

Minutes prepared by Bob Shriver


Meeting Minutes
Communications Committee

BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 21 MAY 2002

Present: Keith Christian, Clayton Loiselle, Joe McDade, Bart Sotnick

Absent: Jane Hillerson, Carolyn Stewart

1. Keith reported that 105 (29 %) resident surveys have been returned, a response rate less than our previous survey (37 %) in September 2001.

2. The committee recommended several changes to the format and content of our web site. Clayton agreed to incorporate as many of the changes as are possible on his prototype web site prior to our June meeting.

3. Clayton reported that most of the BCA CC & R's have been scanned, and that conversion of the Design Guidelines to electronic form has not started.

4. Our committee discussed initial steps to getting mailbox bulletin boards installed. Joe agreed to survey the mailbox platforms to determine how much space is available, and report his findings at our June meeting.

5. We agreed to continue discussion of an improved community directory at our next meeting.

6. Bart provided advance copies of the June newsletter, which were well-received by all committee members.

7. The next meeting of the committee is planned for Wednesday, June 19, at 4:00 p.m.

8. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 24 APR 2002

Present: Keith Christian, Clayton Loiselle, Joe McDade, Bart Sotnick

Absent: Jane Hillerson, Carolyn Stewart

1. The minutes of the meeting held 20 MAR O2 were approved unanimously. We decided future meeting minutes will be approved via e-mail.

2. The committee worked on a draft resident survey, using questions provided by the Ad Hoc Committees for Clubhouse Utilization and Common Areas. Keith agreed to submit our final draft to Dick Chenault for Board approval. We hope to have the approved survey included with the May newsletter mailing.

3. We briefly discussed future enhancements to the newsletter and our web site.

4. Clayton reported he's nearly completed the scanning of the CC&R's to electronic form.

5. The next meeting of the committee is planned for Wednesday, May 22, at 4:00 p.m.

6. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 20 MAR 2002

Present: Keith Christian, Clayton Loiselle, Bart Sotnick

Absent: Jane Hillerson, Joe McDade, Carolyn Stewart

1. The minutes of the meeting held 28 FEB O2 were approved unanimously.

2. The Committee made changes to the final drafts of the Bulletin Board Policy document and the Dog Litter Notice. Keith agreed to submit both documents to Dick Chenault, for Board approval, no later than 21 MAR.

3. The committee discussed the proposed resident survey from the Common Area Utilization Ad Hoc Committee. We recommend the committee submit the document directly to the Board of Directors. We do not feel it is appropriate to send such a short survey to residents at this time. If the two questions are included in a future survey, our recommendation is to add specific options for proposed changes to the common area. Keith agreed to inform the committee chairman of our recommendations.

4. We briefly discussed future changes to the newsletter. We plan to add a "Life Events" section, to include births, deaths, marriages, etc. We also agreed to consider adding a welcome message to new residents.

5. Clayton reported on the difficulty he's having scanning the CC & R's to electronic form. He agreed to try to resolve the problems prior to our next meeting.

6. The next meeting of the committee is planned for Wednesday, April 17, at 4:00 p.m.

7. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 28 FEB 2002

Present: Keith Christian, Jane Hillerson, Clayton Loiselle, Joe McDade, Bart Sotnick

Absent: Carolyn Stewart

1. The minutes of the meeting held 17 JAN O2 were approved unanimously.

2. The Committee reviewed the first draft of the Bulletin Board Policy document. Changes made will be included in the final draft to be provided to all members by Keith prior to our next meeting. We plan to submit the final document to the Board of Directors prior to their 25 March meeting.

3. We chopped the first draft of the proposed Dog Litter Notice. Additions, corrections, and deletions were made, and Keith agreed to provide a final draft to all members before our March meeting. We plan to submit the final document to the Board of Directors prior to their 25 March meeting.

4. The committee decided on the following process to convert the Bellasera CC & R's to electronic form for posting on our web site. Clayton agreed to scan the paper document to Word format, send to Keith, who will e-mail equal portions to all other members for proofing. Proofers will return their portion to Keith for final collation into one document. If this method is successful, we will use a similar process for the Bellasera Design Guidelines. The final step will be to convert all three documents (By-Laws, CC & R's, Design Guidelines) to HTML format for posting on "azbellasera.org".

5. The committee agreed, following Jane's suggestion, to add a note in the next newsletter about submitting resident death notices to the editor.

6. The next meeting of the committee is planned for Wednesday, March 20, at 4:00 p.m.

7. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 17 JAN 2002

Present: Keith Christian, Jane Hillerson, Clayton Loiselle, Joe McDade, Bart Sotnick, Carolyn Stewart

1. The minutes of the meeting held 13 DEC O1 were approved unanimously.

2. The Committee reviewed the Newsletter Policy Document, made changes, and agreed to submit the revised document to the Board of Directors for approval.

3. We discussed how best to maintain our web site, and methods to make relevant information available to residents. Jane reported on the effort required to post the By-Laws, CC & R's, and Design Guidelines. Clayton offered to scan a portion the documents, and Carolyn and Jane agreed to proof read the sample, and report to the committee in February if this method is feasible.

4. The committee agreed on a rough outline for a Bulletin Board Policy document. Joe and Keith agreed to work on a first draft, and provide this to the committee prior to our next meeting.

5. After reviewing our list of future project ideas, we decided "mailbox bulletin boards" and a "community directory" would be our focus at the next committee meeting.

6. The next meeting of the committee is planned for Thursday,February 28, at 4:30 p.m.

7. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 13 DEC 2001

Present: Keith Christian, Jane Hillerson, Clayton Loiselle, Joe McDade, Carolyn Stewart

Absent: Bart Sotnick

1. The minutes of the meeting held 8 NOV, as amended, were approved unanimously.

2. The committee agreed to begin the process of filling the beta azbellasera.org web site with content, by providing electronic data to Clayton. Carolyn agreed to provide "Activities" and "Contact Us" information; Keith, "Business" info; Joe, "Gardening". We'll ask Bart to provide "Calendar" info. Jane agreed to get a cost estimate for converting the "Policies" documents to electronic form. Categories cited are links from the "Site Map" button on the beta site. We all made a commitment to have the site ready for resident use by 1 JAN 02.

3. Carolyn provided a progress report on the draft Newsletter Policy document. She also gave the attendees sample copies of newsletters from other communities in the area. We plan to review the policy document first draft at our January meeting.

4. The committee concluded there was a need for a Bulletin Board policy document, and agreed to discuss an outline of such a policy at our next meeting.

5. Following a discussion of all the future project ideas arising from our November meeting, we eliminated "telephone information recording" and "door-to-door handouts" from further consideration. We agreed to prioritize the remaining items at our January meeting.

6. The next meeting of the committee is planned for Thursday, January 17, at 4:30 p.m.

7. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 8 NOV 2001

Present: Keith Christian, Clayton Loiselle, Joe McDade, Bart Sotnick, Carolyn Stewart

Absent: Jane Hillerson

1. The minutes of the meeting held 17 OCT were approved unanimously.

2. The committee agreed to use the web site host server offered gratis by Bellasera resident Bob Littlefield. Keith will take appropriate action to register the domain name "azbellasera.org", after which a beta version of our web site will be activated. Assuming the web site policy statement is approved by the Board of Directors, the site could go live by 1 JAN 2002.

3. Following committee discussion of a content outline for a monthly newsletter policy document, Carolyn and Bart agreed to collaborate on a first draft for committee review at our January 2002 meeting.

4. We agreed to include a brief recap story about the 13 NOV Bellasera Town Hall meeting in the December newsletter. Bart will ask Dick Chenault to review the article prior to the 16 NOV print deadline.

5. The following future project ideas came out of the committee's brainstorm session: newcomer packet, mailbox bulletin boards, telephone information recording, door-to-door handouts, broadcast e-mail, facilitate improved Community Manager communication, newsletter article-typical day for Community Manager, dedicated newsletter page for standing committees, and a community directory. Further consideration/prioritizing of these project ideas was deferred until our December meeting.

6. The next meeting of the committee is planned for Thursday, December 13, at 4:30 p.m.

7. The meeting was adjourned by unanimous consent.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 17 OCT 2001

Present: Keith Christian, Clayton Loiselle, Joe McDade, Bart Sotnick

Absent: Jane Hillerson, Carolyn Stewart

Guest: Dick Chenault

1. The minutes of the meeting held 17 SEP were approved unanimously.

2. Keith informed the committee that the resident survey drawing winner's gift certificate was presented to Ruth Evatt's husband on 13 OCT.

3. The committee reviewed and made changes to the web site policy draft document provided by Clayton. He agreed to incorporate the changes and e-mail the revised document to all members. Keith will submit the committee revised draft to the Board of Directors during their 22 OCT meeting.

4. Jane's e-mail recommendation to include the mailbox bulletin boards as a future project was presented. Discussion of all other committee members' project ideas was deferred until our next meeting.

5. The committee selected "azbellasera.org" as the web site domain name, with "bellasera-az.org" as an alternate.

6. The next meeting of the committee is planned for Thursday, 8 NOV, at 6:00 p.m.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 17 SEP 2001

Present: Keith Christian, Clayton Loiselle, Joe McDade, Bart Sotnick

Absent: Jane Hillerson, Carolyn Stewart

1. The minutes of the meeting held 23 AUG were approved unanimously.

2. Bart and Erin reported to the committee on the sequence of events that resulted in the September Newsletter delivery being delayed until approximately 10 SEP. The committee agreed to recommend a change in the process that would have the gate guards affix first class postage after they fold and label the newsletters.

3. Joe provided partial results of the resident survey, in raw data form, to the committee. We discussed the best way to present the data to the Board of Directors and all residents. Keith agreed to prepare the survey results report after additional data are provided by Jane. This report will be e-mailed to all committee members, and then given to the Board at their next meeting.

4. Discussion of the web site policies first draft being prepared by Clayton was deferred until our next meeting.

5. We discussed various web site domain names, with "www.azbellasera.org" being the current favorite. Final
committee decision is expected at our next meeting.

6. The next meeting of the committee is planned for Wednesday, 17 OCT, at 4:30 p.m.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 23 AUG 2001

Present: Keith Christian, Jane Hillerson, Clayton Loiselle, Joe McDade, Bart Sotnick

Absent: Carolyn Stewart

1. The minutes of the meeting held 16 JUL were approved unanimously.

2. The committee agreed to begin collating the Resident Surveys immediately, with a cut-off date of 5 SEP. Jane and Joe offered to collect the raw data from the surveys, and provide a rough compilation at the next committee meeting. The committee will decide at our next meeting on the best format to provide the results to the Board of Directors, and then to all residents in the newsletter. We agreed to have the drawing for the gift certificate at the next Board of Director's meeting, 24 SEP.

3. Clayton provided an extensive report on our future web site, including selection of a host site, obtaining a domain name, site usage policies, and finalizing the design. Keith and Clayton will recommend a domain name for approval by the full committee at the next meeting. We agreed to begin work on an initial draft of web site policies at our next meeting, with a goal of providing a final draft to the Board at their October meeting.

4. Bart reported on the newsletter, and provided the committee with an advance copy of the September issue. He also agreed to provide a note in future issues, giving his name, as the editor, and a solicitation from residents who may have items to include in future editions.

5. The committee accepted the resignation of Shari Orlando, and agreed to attempt to find a replacement for her at our next meeting.

6. The committee briefly discussed a sample commercial community directory provided by Erin, and agreed to explore the feasibility of such a directory in the future.

7. The next meeting of the committee is planned for 17 SEP, at 4:30 p.m.

8. Upon proper motion, the meeting was adjourned.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 16 JUL 2001

Present: Keith Christian, Clayton Loiselle, Joe McDade, Bert Sotnick, Carolyn Stewart

Absent: Jane Hillerson, Shari Orlando

1. The minutes of the meeting held 21 JUN were approved unanimously.

2. The content, format, and means of distribution of the resident survey were discussed. We agreed on a final draft version, which Carolyn will e-mail to the committee members for a final review.

3. Keith will forward this committee approved final draft to Dick Chenault for Board of Director's approval. Once the survey is final, we agreed to ask Erin if CCMC would print the form letters, using the their homeowner database. The survey will be enclosed with the September Newsletter, along with an envelope requesting its return, either by bringing to the clubhouse, or by mail.

4. The committee had further discussion of the future web site, with each member providing Clayton with additional suggestions.

5. We agreed at the next meeting to discuss additional policy issues re the web site, including content control and selection of a host provider. Clayton agreed to provide the committee with several potential host companies at our next meeting.

6. The next meeting of the committee is planned for 23 AUG, at 4:30 p.m.

7. Upon proper motion, the meeting was adjourned.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF MEETING HELD 21 JUN 2001

Present: Keith Christian, Clayton Loiselle, Joe McDade, Shari Orlando, Bert Sotnick, Carolyn Stewart

Absent: Jane Hillerson

1. The minutes of the meeting held 22 MAY were approved unanimously.

2. The committee discussed each of the proposed resident survey questions, using the topics agreed upon at our last
meeting.

3. Carolyn agreed to document our discussion by providing, via e-mail, a first draft of the questionnaire, in Microsoft Word format, prior to our next meeting.

4. At our next meeting, we agreed to finalize a draft survey to be provided to the Board of Director for review during their July meeting. The committee will also discuss methods of distribution and return of the survey.

5. Clayton provided a live demo of the prototype Bellasera web site on his laptop. We each provided comments/recommendations on our individual preferences for site features; Clayton agreed to continue working on the site.

6. We agreed that our next meeting would be held on 16 JULY, at 4:30 p.m. (note: time/date subsequently changed)

7. Upon proper motion, the meeting was adjourned.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF THE MEETING HELD 22 MAY 2001

Present: Keith Christian, Jane Hillerson, Joe McDade, Shari Orlando, Bart Sotnick

Absent: Clayton Loiselle, Carolyn Stewart

1. The minutes of the meeting held 25 APR were reviewed and approved unanimously.

2. Keith was approved unanimously as the Committee Chairman.

3. Bart reported the homeowner data base, in Microsoft Access, appears to be complete. He also stated he has agreed to edit the monthly newsletter, with Erin remaining responsible for its distribution.

4. The committee discussed at length possible methods/means to survey Bellasera homeowners, in order to ascertain the needs of, and the optimum methods of communicating with, our residents. It was decided to design a relatively simple, one page, survey initially, with possible follow-up survey(s) later.

5. We agreed that each committee member would draft one survey question for each of the following topics for sharing at our next meeting: grade level of any dependents living in Bellasera; e-mail address (if any); capability to access an Internet web site; if the monthly newsletter is received, and read; months per year the homeowner resides in Bellasera; which community facilities (tennis, basketball, workout, lounge, message room, pool, kitchen) are used, and how frequently.

6. Bart provided a few web site samples, designed by Clayton, of a possible future Bellasera home page.

7. It was agreed the committee's current priorities are: the resident survey, monthly newsletter, and future web site development.

8. Our next committee meeting is planned for Thursday, June 21, at 5:00 p.m., at the club house.

9. Upon proper motions, the meeting was adjourned.


BELLASERA COMMUNITY ASSOCIATION
COMMUNICATIONS COMMITTEE

MINUTES OF THE MEETING HELD 25 APRIL 2001

Present: Keith Christian, Jane Hillerson, Clayton Loiselle, Joe McDade (briefly), Shari Orlando, Bart Sotnick

Absent: Carolyn Stewart

1. The first committee meeting was called to order by Jane, acting as the temporary chairperson.

2. All members present introduced themselves, provided information on their background, and what they expect to contribute to the committee's work.

3. A general discussion was held concerning what each member thought could be done to improve communication among residents of Bellasera.

4. Keith agreed to serve, and was unanimously approved, as acting chairman, pending a vote of the full committee at the next meeting.

5. Members agreed on topics to be discussed at the next meeting, planned for 22 MAY, at 4:30 p.m. These included a survey of all residents, future web site development, and monthly newsletter improvements.

6. Bart agreed to begin development of an accurate and complete data base of all residents.

7. Upon proper motions, the meeting was adjourned.


Meeting Minutes
Modifications Committee

MEETING OF THE BELLASERA MODIFICATIONS COMMITTEE
February 20, 2002
5:30 p.m.

A meeting of the Bellasera Modifications Committee was called to order at 5:35 PM. Committee members Steve Dale, Al Ricciardi, Jim Gleason and Steve Comstock were present.

The first order of business was to approve the minutes of the meeting on December 19, 2001 Steve Dale moved to approve the minutes. Minutes were approved, seconded and unanimously passed.

The next order of business was to ratify the rabbit fencing approvals that were verbally given in January. Steve Dale moved to ratify the approvals. Jim Gleason seconded the motion. The approvals were ratified and unanimously passed.

New Business:

Wolford B-127: Steve Dale moved to approve the modification of the courtyard gate from ½ to full size. The motion was seconded and unanimously passed.

Littlefield B-17: Al Ricciardi moved to conditionally approve the modification of the courtyard gate from ½ to full size. The condition is that a picture of the actual finished product be submitted. The motion was seconded and unanimously passed.

A brief discussion was held in regard to enforcement of the rear yard rabbit fencing and possible
modification to the guidelines in regard to installation to the outside of the fence. The committee
was in agreement that the installation guidelines that are in place will remain unchanged.

The committee will begin investigating the possibility of setting guidelines for front yard plant
protection.

There being no further business to come before the meeting, upon motion duly made, seconded, and passed, the meeting was adjourned at 6:30 PM.


MEETING OF THE BELLASERA MODIFICATIONS COMMITTEE
March 20, 2002
5:30 p.m.

A meeting of the Bellasera Modifications Committee was called to order at 5:35 PM. Committee members Steve Dale, Al Ricciardi, Walter Winston and Steve Comstock were present. Jim Gleason was absent

The first order of business was to approve the minutes of the meeting on February 20, 2002 Steve Comstock moved to approve the minutes. Minutes were approved, seconded and unanimously passed.

The next order of business was to ratify two landscaping approvals that were given by Ron Mark. Steve Dale moved to ratify the approvals. The approvals were ratified and unanimously passed.

New Business:

Mason B-114: Steve Dale moved to approve the addition of stone veneer to the home with the stipulation the installation must comply with the Developer standards of elevation c. The motion was seconded and unanimously passed.

Kuechelmann B-83: Steve Comstock moved to approve the installation of rabbit fencing to the rear and side yards. The motion was seconded and unanimously passed.

Comstock B-86: Steve Dale moved to approve the installation of rabbit fencing to the rear and side yards. The motion was seconded and unanimously passed.

A brief discussion was held in regard to guidelines for front yard plant protection.

The Committee adopted the guideline that states, "Any plants in the front yard are not to be
protected by any means, such as wire, baskets, ect. With the exception of forecasted frost,
plants may be protected overnight."

Steve Comstock moved to approve the above guideline. The motion was seconded and
unanimously passed.

The next item for discussion was the modification of the current rabbit fencing guideline. It was
decided that the committee will investigate materials and installation methods for the front yard,
to include the courtyard gate.

The next meeting was set for April 17 @ 5:30 P.M.

There being no further business to come before the meeting, upon motion duly made, seconded, and passed, the meeting was adjourned at 6:30 PM.