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.

Spring Social

Robson Street Villas

Spring Social

Saturday, May 3, 2014

4:30 – 6:30 pm

come out and meet your neighbors

UNDER THE CARPORT BY THE POOL

LIGHT REFRESHMENTS SERVED

Questions: Contact Ruby Richards – 480-747-4900 or rubyrichards12@yahoo.com

If you want to assist please let me know.

HOA Board Meeting Minutes - March, 2014

ROBSON STREET VILLAS

BOARD MEETING

MARCH 20, 2014

MINUTES

PRESENT:  2014 Elected Board Members:

            Sophia Fire, Scott Emerson, Sandra Graves, Kristina Buss, Ruby Richards

1.      Meeting was called to order at 6:31pm by Sophia Fire, President.   

2.      Minutes of February 20, 2014:

a.       A motion was made by Sandra Graves to approve the minutes as presented. Seconded by Scott Emerson. Passed.

b.      A suggestion was made to approve the minutes via email so that they can be made available to the homeowners in a more timely fashion. All board members must approve the minutes before they will be considered approved by email.

3.      Treasurer’s Report (Sandra Graves):

The February revenue and expenditures were reviewed. Revenues were $4893.96 with expenses of $5,064.97, leaving a negative balance of $870.82. A motion was made by Scott Emerson to approve the report; it was seconded by Ruby Richards and passed.

4.      Reports:

a.       Pool/Spa (Scott)

Weekly pool service occurs on Fridays. Please make the board aware if they prop the pool gate open as this is a significant safety hazard.

b.      Blog (Scott)

Minutes will continue to be emailed to all homeowners (and renters for whom the board has been able to collect contact information). They will also be posted on the blog and remain there indefinitely so historical information can be accessed.

c.       Social Media (Ruby)

To help foster a sense of community and provide a place for interactions between residents, a public Facebook page for the complex will be created. Details are forthcoming!

d.      Landscaping (Sophia)

Installation of building 4 pavers is almost complete and looks great so far! Irrigation is in place but drips are currently capped off until shade-tolerant plants have been selected and planted.

To thank the landscapers for their past and present generosity and excellent service, the board is giving each of the four men a $15 gift card to Mangoes.

e.       Insurance (Sandra)

The safety insurance inspector will be meeting with Sandy in April to make sure the complex is meeting regulations.

f.       Rats (Sophia)

The City of Mesa flushed the sewer line this week following four consecutive weeks without finding rats in the sewer traps. The board is getting quotes for venting the sewer pipes to prevent roof rats from entering the sewer via these pipes. In the meantime, anyone who will be leaving their home unoccupied for a substantial amount of time can protect their home from rat damage by making sure the water does not evaporate from toilets (once the toilet is dried up, it serves as an entry point for rats from the sewer). Some ideas for preventing evaporation:

1.      Leave water turned on so the tank will periodically refill the toilet bowl after the water drops a certain amount (this is recommended by the City of Mesa but obviously incurs additional expense).

2.      Plug the toilet drain with a large rock.

3.      Create a film over the water in the bowl with a tablespoon of mineral oil.

4.      Cover the toilet bowl with plastic wrap (water can still evaporate if seal is incomplete).

5.      New Business

a.       Trespass Enforcement – the general public (anyone who is not a homeowner, resident, or guest) is not allowed to use the public areas of the complex or use the complex as a cut-through when walking or driving. Sophia is listed with the police department as the official “victim” when a trespass is committed so please alert the police if trespassers are observed. This protects the residents of the community and helps keep the public areas cleaner and better-maintained.

b.      Spring Social – The board is planning a spring social on April 19^th beginning at 4:30 P.M. in the covered carport between the grassy area and the pool. Light refreshments and drinks will be provided but please bring your own chairs or picnic blankets. It should be a fun opportunity to get to know each other better! If you would like to help with the event or want more information, please contact Ruby at 480-747-4900.

c.       Community Garden – the board is looking into creating a community garden in the dirt lot by the pool and will be trying to ascertain the community’s level of interest over the next few weeks. If you are interested and would like to be involved or want more information, please contact Kristina at 480-215-3710.

ADJOURNMENT: 8:00 P.M.

February 2014 HOA meeting minutes

ROBSON STREET VILLAS

BOARD MEETING

FEBRUARY 20, 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 January 16, 2014:

A motion was made by Sandra Graves to approve the minutes as presented. Seconded by Scott Emerson. Passed.

3.      Treasurer’s Report (Sandra Graves):

The January revenue and expenditures were reviewed. Revenues were $2,375.49 with expenses of $4,903.05, leaving a negative balance of $2,527.56. A motion was made by Scott Emerson to approve the report; it was seconded by Kristina Buss and passed.

4.      Reports:

a.       Pool/Spa (Scott)

A leak in the hose going to the chlorinator was found and repaired for a cost of $140. The new pool service sends us a weekly service report on pool and spa status (and also maintains those reports in their own records).

A pool key will be given to the landscapers so they can clean up debris in the pool area, which will help keep the pool filters working longer.

b.      Blog (Scott)

The Robson Street Villas blog can be found at http://robsonstreetvillas.blogspot.com/. Minutes and other community information are posted on the blog so go check it out! Minutes will also be e-mailed to residents.

c.       Directory (Kristina)

All homeowner information has been obtained and verified; not all renter information is available.

d.      Landscaping (Sophia)

The homeowners in building 4 were able to choose the paver style they liked best, with all homeowners going with either Bella or Toscano.

Oleanders are being removed and replaced with more shade-tolerant landscaping.

While paving areas around building 4, walkways from driveways to sidewalks (where there is currently gravel) will also be paved.

A palm tree by building 3 was trimmed back to protect roof tiles.

e.       Roofs/Repairs (Sandra)

Sandra is looking into a replacement for the black lock box where HOA checks are currently left for pick-up (something more secure and also more user-friendly).

There are no new repairs but two railings on building 1, along with the fascia boards, are in the process of being repainted.

f.       Other

Lights – All lights are working!

Rats – City of Mesa is taking care of the current rat problem, and Sophia is finding quotes for screening vent pipes to prevent roof rats from entering the sewer a second time and causing problems again.

5.      Community Input

a.       Karen Higgs would like to put up a notice on the bulletin board about her lost cat; she should be able to contact Miki Emerson who manages the bulletin board. If any other resident needs to have something put on the board, Miki can be reached at mikimuzny@cox.net.

6.      New Business

a.       Ruby would like to plan a spring social event as well as another neighborhood sale. The board would like to choose a date in April for the social, before the weather gets too hot, but wait until the fall for a sale since there is currently not much interest or need for a sale. The exact date will be chosen when Ruby returns and is able to spearhead the planning for the event.

ADJOURNMENT: 7:20 P.M.