AGENDA SMVE Homeowners Association BOD Meeting
March 19, 2018 @ 3:30 PM SMVE Clubhouse, 5550 N Paseo Otoño, Tucson, AZ 85750
Overview: 1) Call to order at 3:30 PM 2) Approval of Minutes of March Special as circulated previously by e-mail. 3) Resident Concerns (15 min)
Reports: 1) President (Kathy Mitton)
a) Real estate status – 3 on market, 3 closed YTD 2) Treasurer (Tom Kelley) 3) Architecture (Bill Coan) 4) Communications (Kiki Cheney) 5) Landscape (Kathy Mitton) 6) Recreation, Pools, Tennis (Laura Franklin) 7) Maintenance (Steve Struck) 8) Roads (Steve Struck) 9) Security (Phil Mowbray) Unfinished Business:
1. Replacement of pool ladders (Laura Franklin)
New Business: 1. Mechanism to post notices at mailbox (Steve Struck) 2. Vision statement/org chart (larry)
Executive Session (short) Adjourn Next meeting is April 16, 2018 Att: Minutes, Financials, Org Chart
SUNRISEMOUNTAINVIEWESTATESHOABOARDOFDIRECTOR’SSPECIALMEETINGNORTHPOOLCLUBHOUSEONPASEOOTONO
March12,2018AT10:00AM
DRAFTBOARDPRESENT:KathyMitton,SteveStruck,PhilMowbray,LauraFranklin,TomKelley,BillCoan,LarrySpencerAbsent:KikiCheneyHOMEOWNERSPRESENT:TozSpaulding,GuyScharfCALLTOORDER/VERIFICATIONOFQUORUM:PresidentMittoncalledthemeetingtoorderatapproximately10:00AMandverifiedaquorumwithsevendirectorspresentasnotedabove.PRIORMEETINGMINUTES:MinutesofFebruary21organizationalmeetingwereapprovedbytheBoard.NEWBUSINESS:ROADSSteveStruck(RoadCommitteeChair)presentedanoverviewoftheworkdoneleadinguptotheselectionofcontractorsforroadworktobedoneinMayofthisyear.RequestsforProposalswererespondedtofromthreefirms:AceAsphalt $97,500.00TucsonAsphalt $114,513.44if2inchthick;$135,716.70if2.5inchthickSunland $134,449.00SteveStruckandDaleLarseninterviewedAceandTucsonAsphalt.TheresponsefromACEwasa“budgetary”bidandnotaquote.Furthermore,theRoadsCommitteedidnotfeelconfidentintheabilityofAceAsphalttobeareliableprovider.Thequestionofwhethernewasphaltshouldbe2or2.5inchesthickwasexploredwithCMTEngineering.Theconsultantsuggestedcollectingestimatedtrafficdata(numberofcars,trucksetc.)thattypicallyusetheroad,andusingthatdatainaspreadsheetCMTwillprovidetodeterminetheappropriatethickness.TheCommitteewilldothat.Afundingrequestisbasedonanassumptionof2.5inchasphalt,soifthestudyshowsonly2inchesareneeded,thecostcouldbelower.
Inadditiontothepavingexpenses,$7,500isneededforqualitycontrol,testingandworkmanshipsupervisiontobeprovidedbyCMTEngineering.And,$5,000wasrequestedforunforeseenexpenses.Thetotalis$148,216.70ofreserveexpense.RickLeveywillbetheonlymemberoftheRoadsCommitteeintheareawhentheworkisscheduledtobedoneinMay.BillCoanvolunteeredtobackupMr.Levy.Thereisnocurbworkplannedthisyear.TucsonAsphaltwilllowerandraisetheseweraccesspoints.Theworkisexpectedtotakeoneweekfromstarttofinish.However,peoplewillbeabletodriveonthenewpaymentimmediatelyafteritisrolleddown.Therewillbenosealcoatingthisyear.Ahomeownerrequesttolowertheheightofspeedbumpswasdiscussed.TheBoarddecidedtocontinuefollowingtheoriginalspecifications.WasteManagementpickupswillneedtobecancelledduringtheroadwork.Ithasnotyetbeendeterminedwhowillcoordinatethat.TucsonAsphaltcommittedtohanddelivernoticestoallthehousesinvolved.ThecommitteewillprovideKikiCheneythenecessaryinformationtobedistributedtohomeowners.ThesubsequentroadworkplannedwilllikelybeonViaGelsominobetweenViaVelazquezandTerritoryin2020.SometimefollowingthatthebottomofViaSempreverdewillbedone.LowerViaVelazquezisinprettygoodshapepresently.Amotionwasmadebytoapprove$148,216.70reserveexpense.Itpassedunanimously.BANKINGCHANGESTomKelley(Treasurer)reportedondifficultiesupdatingthebanksignersduetorecentchangesintheTreasurerandPresidentpositions.BankofInternetandChasearenotcompleted.Signersattheotherbankshavebeenupdated.ChaseclaimstheirrecordsformanyyearshaveshownSMVEasunincorporated,butitactuallyisincorporated.Chasesaystheonlywaywecanchangeoursignersnowistoclosetheexistingaccountsandopennewones.Thiswouldinvolvenewaccountnumbersandlosingourgrandfatheredpricingplan.NewChaseaccountswouldcarryfeesfromwhichSMVEhasbeenpreviouslyexempt.
Inordertoavoidbankingfees,TomKelleyrecommendedmigratingtoanewoperatingfundaccountwithWashingtonMutual,migratingthesavingsaccounttotheexistingBBVAreserveaccount,thenclosingbothChaseaccounts.WashingtonMutualhasagreedtowaivealltheirfeesforSMVE.ThefactthatTomKelleyisaDirectorofWashingtonMutualwasdiscussed,andtheBoardagreedthesechangesarenotaconflictofinterest,asthetermsarethesameastheywouldbeforanynewHOAaccount.TheTreasurerwantstoeventuallyfurtherconsolidateotheraccountsasappropriatetoreduceadministration.ItwaspointedoutthattherearetwoaccountsatBBVA.Oneisamoneymarketaccountforreservefunds.TheotherisacheckingaccountwithoperatingfundsandalinkeddebitcardusedtopaycertainITrelatedexpensesandoccasionallyHospitalityCommitteeexpenses.Forfraudprotection,thecheckingaccountispurposelynotlinkedtothesavingsaccount.BBVArequiresacheckingaccountinordertohaveamoneymarketaccount.Regardlessofwhichbankholdstheoperatingfunds,alltheACHpaymentarrangementswillneedtobechangedtonewroutingandaccountnumbers.TheseincludepaymentsforWasteManagement,TucsonWater,TEP,SWGas,andCenturyLink.HBLwillarrangeforthosechanges.AmotionwasmadebySteveStruckandsecondedbyLarrySpenceropenanoperatingaccountwithWashingtonMutual,tomigratetheChaseoperatingfundstoit,andtomigratetheChasereservefundstoBBVA.Oncethemigrationsarecompleted,theChaseaccountswillbeclosed.Themotionpassedunanimously.TherewasdiscussionabouttheprocessesavailabletomovefundsfromChasetoWashingtonMutualandBBVA.Mr.Kelleywillexplorethepossibilitiesofhavingbill.commovethemoneyviaACH,havingHBLwritechecks,orhavingChasewritechecks.Ifphysicalchecksareissued,thereisalsoaquestionofwhocansignthem,sincetheChasesignersofrecordarenolongerPresidentorTreasurer.Mr.SpencersuggesteddestroyingtheChasecheckstockheldbyHBLoncethefundsaremoved.REVIEWOFMONTHLYFINANCIALREPORTSTomKelleyexplainedthatsomeofourcurrentstandardmonthlyreportsaremanuallygenerated,asopposedtogeneratedviaQuickBooks.Thesearetimeconsuming,andheaskedtheBoardtoreviewthosereportstodeterminetheirvalue.TheBoarddecidedtoeliminatethemonthly“ChangesinFunds”report,andtochangethe“ReserveFundExpenditureReport”frommonthlytoquarterly.Mr.
KelleywillalsolookintothepossibilityofcreatingamemorizedreportinQuickBookstoreplacethemanual“ReserveFundExpenditureReport”.ThereisapendingdecisiononanewmonthlyreportofexpensesversusbudgetYTDthatwaspresentedtoKathyMittonatthemeeting.NEIGHBORHOODWATCHPhilMowbrayreportedthatMarch10at10AMattheclubhouseameetingwasheldwithhomeownersaboutsecurityandtheneighborhoodwatch.SergeantGardnerofPimaCountrySherriffDepartmentandtworepresentativesfromRuralMetropresented.Therewereabout18homeownersinattendance.NEXTMEETING:MondayMarch19at3:30attheclubhouse.ADJOURNMENT:Themeetingwasadjournedatapproximately11:00AM.MinutespreparedbyLarrySpencer(Secretary).
SMVE HOA Mission
• To preserve and enhance homeowner investments
• To protect financial stability
• To ensure aesthetics
• To maintain amenities
• To cultivate community
Board of Directors
Kathy Mitton President
DatabaseManager
KathyMitton
Landscape Committee
Kathy Mitton
Water Watchers
LoisCoan
ArdithGrady
TozSpalding
CynthiaSchneider
CathyGrant
SusanPeterson
Vacant
Nominating Chair
Kathy Mitton
LarrySpencer
Larry Spencer Secretary
Steve Struck Vice
President
Maintenance Commitee
Steve Struck
Lighting Manger Rick Van Hasselt
Buildings Steve Struck
Key Master Rick Levy
RoadsCommitteeSteveStruck
DakeLarson
BobMix
RickLevy
GuyScharf
Non-BoardPositions
Invasive Grasses
Pam Negri
WildlifeTedForsberg
ITSupportGuyScharf
SNAP Representitive
Joe Steiner
Neighborhood Watch
Phil Mowbray
Security Phil Mowbray
SACRepresentativeLarrySpencer
Homeowner Directory
Pam Negri
Sidewalk Patrol Jerry Foval
Treasurer Tom Kellley
Finance Committee Tom Kelley
KathyMitton
Stephan Graff
Vacant
Reconcilliation Manager
Sam Evans
Reserve Study
Specialist Toz
Spaulding
Communications Committee Kiki Cheney
Newsletter Kiki Cheney
Web Content Kiki Cheney
WebPostingsDonnaMcBain
Evans
Architecture Chair
Bill Coan
Joe Steiner
Guy Scharf
StevieWillette
Recreation Chair Laura Franklin
Tennis Courts Mgr
Lee Radziemski
Water Aerobics Frankie Paulis
Hospitality Committee
Jane Spalding
SonjaAllen
JudiFisher
PatLarson
MargieMcCoy
DianeMeuser
TeresaScharf
JoyceSteiner
CaroleStephan
SusieStruck
Pools Mgr Laura
Franklin
PhilMowbrayDirector
Clubhouse Manager
Phil Mowbray
Phil Mowbray Parking
Enforcement
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