November 2014 HOA Board Minutes

Robson Street Villas

Minutes of the Monthly Meeting of the HOA Board Members

November 20, 2014

5:30 PM

Location of Meeting:

Inside The Bungalow

Present at Meeting:

Sophia Fire, Scott Emerson, Ruby Richards, Karen Higgs

Board members not present:  

Sandra Graves and Kristina Buss

The regular meeting of the HOA Board Members of Robson Street Villas was called to order at 5:35 PM on November 20, 2014 at Inside the Bungalow by Sophia Fire.

I. Approval of Agenda

There was no agenda distributed.

II. Review of Previous Minutes

October 2014 minutes were reviewed and approved.

III. Consideration of Open Issues

There were no open issues presented.

IV. Consideration of New Business

1. Projected 2015 Budget

Sophia Fire

Sandy submitted a proposed 2015 budget. Sophia will review, make suggested changes (in red), present to the board on Dec 9^th for review, and the proposed budget will be delivered to all residents no later than Dec 11, 2014.  There was a brief discussion to raise dues from $121.00 to $125.00, to help offset the roof repairs and painting that has occurred and will continue.

2. 2015 Board Member Elections

Sophia Fire

A request was emailed to residents soliciting new Board Members for 2015. Scott will print ballots and they will be presented to the Board on Dec 9^th. Ballots will be delivered to all residents by Dec 11^th. Residents will place their ballot in the black box or hand deliver at the Annual Meeting.

3. Annual Meeting

Sophia Fire

The annual meeting will be held on January 8^th. The proposed budget will be presented and the remainder of the ballots will be collected. Ballots will be tallied.

4. Pool

Scott Emerson

A new pump motor was installed in the Spa filter and a pipe was repaired due to a leak. Total cost $1080, there is an outstanding balance of $680. Scott will scan and email the invoice to Sandy. Sometime in the next three months the jet motor will need to be replaced.  Scott will get an estimate for future repairs. Pool maintenance missed a week. Scott will verify there was no charge for the missed week.

5. Insurance

Scott Emerson

Scott is checking with insurance companies and obtaining quotes for our property and liability coverage. Ben Strayner, from Mahoney Group quoted $8500. Our current policy is $11,000. An agent from Arizona Group will provide a quote next week. We need to make sure the new policy includes a statement on replacement value.

6. New Hose

Scott Emerson

Scott will purchase a new light-weight hose for the pool area.

7. Ceiling Repairs

Sophia Fire

Unit 102 ceiling was repaired due to leaks and mold. Other units needing repair: 106, 111, and 116.

V. Agenda and Time of Next Meeting

The next meeting will be a Special Meeting on December 9, 2014 at Inside the Bungalow.

The agenda for the next meeting is as follows:

Review of Current Budget

2015 Budget Review

2015 Board Member Election Ballots

The agenda for the regular monthly meeting in December is as follows:

Budget

Residents in arrears – lien procedures/letter (Rules & Regs Items 4 – 8)

FHA Approval

Review of: Bylaws, Rules & Regs, and CC&R’s

The meeting was adjourned at 6:20 by Sophia Fire.

Minutes submitted by Ruby Richards.

Minutes are pending approval.

October 2014 HOA Board Minutes

ROBSON STREET VILLAS

BOARD MEETING

OCTOBER 2, 2014

MINUTES

PRESENT:  2014 Elected Board Members:

            Sophia Fire, Scott Emerson, Ruby Richards, Kristina Buss

1.      Meeting was called to order at 6:30pm by Sophia Fire, President.   

2.      Treasurer’s Report (Sandra Graves – presented by Sophia Fire):

The HOA is over budget on roofs and repairs due to the unforeseen, but needed, roof and fascia board repairs However, water bills have been down.

One homeowner is in arrears, which can negatively affect the complex’s maintenance, fees, and resale value. Failure to pay the HOA fee on time can give the HOA the ability to place a lien on the townhome in question. Just as a reminder, the fee is due on the 15^th of each month and is $121.00 if paid by the 15^th. If paid after the 15^th, a $10 late fee is incurred and must also be paid in order for the owner to be considered up to date on payments.

Total revenues for the month of July came to $4699.96 with expenditures of $4075.97, for a positive monthly balance of $623.99. For the month of August, revenues were $4537.02 with expenditures of $5434.69, for a negative monthly balance of $927.67.

Ruby motioned to approve the report and Kristina seconded the motion.

3.      Reports:

a.       Roofs/Repairs

Fascia board repairs, with accompanying roof repairs, are continuing. The repairmen have examined all roof tiles. They are looking for cracks, displaced and missing tiles. They are repairing the cracks if possible and if not, they are replacing the tiles. They are sealing any area where water can leak through causing wood damage and doing touch-ups on the stucco and brown wood around the trim. They have repaired leaks in units 113 and 116 that appeared during the large rainstorms in September. As they continue, they will also repaint and repair door frames and boards around the storage areas in certain units. So far they have worked 4 full weeks at $1200 per week, which is less than the HOA had previously been paying for a single roof repair. This preventative approach will pay off in the long run.

Please alert the board if you have a roof leak! The HOA would like to address leaks as soon as possible so time and continued stress on the roof and ceiling do not lead to increased damage.

b.      Landscaping (Sophia)

The remaining funds available for landscaping and tree care will be used to trim the large mesquite in the center of the complex;  it is getting to the point of potentially endangering the parking areas around it.

c.       FHA Approval (Ruby)

It has been brought to the attention of the HOA that the complex may not be eligible for FHA loans, which may have the potential to make future sales more difficult. The board is looking into the process necessary to renew FHA eligibility, if it has indeed expired.

d.      Lights (Scott)

Several of the globe lights around the complex were vandalized and have been replaced.

e.       Community Garden (Kristina)

Everything is in place for the beginning of the Robson Street Villa community garden! Please see the email from Kristina Buss for details and feel free to obtain a raised bed and start gardening! Questions or concerns should be directed to Kristina.

f.       Fall Sale (Ruby)

The neighborhood garage sale has been postponed to November 8^th and will mostly be set up underneath the carport. Please see the email from Ruby Richards for details and contact her with any questions!

4.      The next meeting will take place on November 20^th at Inside the Bungalow just south of the complex on Robson.

ADJOURNMENT: 8:00 P.M.

HOA Board Meeting Minutes - June 2014

ROBSON STREET VILLAS

BOARD MEETING

JUNE 19, 2014

MINUTES

PRESENT:  2014 Elected Board Members:

            Sophia Fire, Scott Emerson, Ruby Richards, Kristina Buss

1.      Meeting was called to order at 6:30pm by Sophia Fire, President.   

2.      Treasurer’s Report (Sophia Fire):

The April and May revenue and expenditures were reviewed. Revenues for April were $4372.62 with expenses of $4444.00, leaving a negative balance of $71.38; revenues for May were $4447.75 with expenses of $2983.93 for a positive balance of $1463.82.

a.       It appears that a large landscaping charge is the primary reason for the deficit in April and also puts the HOA over the yearly budget for landscaping; however, Sophia was unsure of what that charge was for and would like further review to confirm the expense.

b.      The HOA board decided on provisionary approval of the report since Sandra wasn’t present and able to answer the question in point “a” above.

3.      Reports:

a.       Roofs/Repairs (Scott)

The company that installed screens over the sewer vents for the buildings found quite a few broken roof tiles during the installation and were able to replace the majority of those except where the fascia board was too rotten to support the new tiles; the estimate for that repair was $350.

The board is looking for a new general handyman to do small jobs around the complex, such as painting the fascia boards and trim (which will protect the wood and prevent the need for expensive repairs and replacements when the wood rots).

b.      Pool/Spa (Scott)

Pool fees have increased from $155 per month to $295 per month for the summer season as maintenance has gone from biweekly to weekly.

c.       Blog and Facebook (Ruby)

Everything is going well – please email pictures to Ruby to post on the Facebook page.

d.      Landscaping (Sophia)

As addressed in the treasurer’s report above, there is no more money in the landscaping budget for improvements – if there is room in other areas of the budget it would be nice to find funds for new plants around building 3.

Sophia and Ruby sprayed the cypress trees again for spider mites.

The board is going to bring up the issue of tree maintenance with the city as it is a fairly substantial expense for the HOA to maintain the ornamental oranges and other trees that are technically on city land.

e.       Insurance (Sandra)

The board has determined at this time that the benefits of increasing coverage per one resident’s request are not sufficient to outweigh the significant additional cost, since no other residents have had sale/mortgage/refinancing problems at the current coverage level.

f.       Community Garden (Sophia, Kristina, Ruby, Scott)

The goal over the summer is to plan the layout of the garden (in the vacant lot next to the pool) and decide on fencing and raised bed options. It would also be helpful to connect with other community gardens such as the Mesa Urban Garden or Agritopia to benefit from their expertise.

g.      Fall Events (Ruby)

Fall Sale – Ruby has received substantial interest in holding a fall sale; it is tentatively planned for the 3^rd Saturday in October (October 18^th) and will be held under the carport area.

Fall Social – The next social is planned for 6pm on Friday, October 3^rd and will be held in the grassy area near the pool. Please bring potluck style snacks, appetizers, drinks, or desserts!

ADJOURNMENT: 7:35 P.M.

HOA Board Meeting Minutes - April 24, 2014

ROBSON STREET VILLAS

BOARD MEETING

APRIL 24, 2014

MINUTES

PRESENT:  2014 Elected Board Members:

            Sophia Fire, Scott Emerson, Sandra Graves, Kristina Buss

1.      Meeting was called to order at 6:35pm by Sophia Fire, President.   

2.      Minutes of March 20, 2014:

a.       The minutes had previously been approved via email as per the suggestion made at the February meeting. A decision was made to continue this method of approving minutes in the future so that they can be made available to the homeowners more quickly following each month’s meeting.

3.      Treasurer’s Report (Sandra Graves):

The February revenue and expenditures were reviewed. Revenues were $4,535.63 with expenses of $9,168.06, leaving a negative balance of $4,393.81.

a.       The primary reason for the deficit was determined to be the paver installation; if landscaping improvements are minimized for the rest of the year that portion of the budget should be able to stay under the yearly planned expenses.

b.      The treasurer, Sandra Graves, wanted to emphasize the importance of reducing expenses as far as possible over the rest of this year so that savings can remain untouched.

c.       Three units currently have outstanding fees due to the HOA; hopefully this will resolve itself next month and not contribute to bad debt.

A motion was made by Scott Emerson to approve the report; it was seconded by Kristina Buss and passed.

4.      Reports:

a.       Roofs/Repairs (Scott and Sandy)

Scott is in the process of scheduling the vent screening and concurrent roof tile maintenance to prevent further rat and leak issues.

Sandy is making a list of things around the complex that need to be painted as well as fascia boards that need to be repaired before painting.

b.      Pool/Spa (Scott)

The impeller in the spa has been replaced due to clogging issues and is currently working, but because the pressure continues to be high the sand in the filter will be replaced. This should last 3 years and will cost approximately $375 plus tax.

c.       Blog (Scott)

Ruby has volunteered to be the contact manager on Google and will be cleaning up the Google version of the homeowner directory.

d.      Landscaping (Sophia)

Several new plants have been planted and a few additional trellises are being installed as necessary.

e.       Insurance (Sandra)

Sandy will be meeting with Chris Happ from the complex’s insurance company to determine the insurance fees as per June 1 and to let the company ensure that we are complying with all safety regulations appropriately. The current monthly fee is $802.94 but the insurance company estimates that this fee will increase to $919 per month beginning in June.

f.       Spring Social (Ruby)

Assuming that the social is still being planned, the board is prepared to bring refreshments (pies, cookies, lemonade, and more!) as well as tables and chairs. The homeowners will be updated as needed if anything changes – for now, the poster on the bulletin board has all relevant information.

5.      Community Input – Karen wishes to bring to the board’s attention that the mesquite across the drive from the mailbox has a cracked/falling limb. Sophia will bring the tree to the attention of the landscapers when they are here next.

ADJOURNMENT: 7:35 P.M.