THE VILLAGE AT APACHE WELLS HOMEOWNERS’ ASSOCIATION
BOARD MEETING MINUTES
JUNE 9, 2026
I. Having provided owners with the agenda and zoom information on June 5, 2026, the meeting was called to order at 7:58 a.m. MST by Mr. Patton.
II. Proof of meeting notice was acknowledged. Present: Steve Patton, President, Jeff Coughlin, Vice-president, Jean Mills, Secretary, Sheryl Brown, Treasurer, Gail Smith, Director At-Large, and Anna Earls, CAM. Guests: Unit #41 Murt McClay, Unit #2017 Sandra Drace.
III. Motion to Approve the Board minutes from May 12, 2026, was made by Ms. Smith and seconded by Mr Coughlin. Passed unanimously.
IV. Motion to Approve the Executive Session minutes from May 12, 2026, was made by Ms. Mills and seconded by Mr. Coughlin. Passed unanimously.
V. Owner Concerns.
A. #41 addressed responsibility for the dead patio tree. The HOA documents state that the owner has the financial responsibility.
B. #2017 stated that she would be against the Board having guests who stay beyond 30 days pay a fee equivalent to the monthly assessment.
C. As written in the Revised Rules and Regulations adopted May 13, 2025, the Board motion of November 19, 2002, stated that guests over 18 may not stay in a unit more than 30 days in a given year unless otherwise approved by the CAM. Questions
and concerns about costs incurred by the HOA in violation of this rule are leading to new discussions. While adopting Rules and Regulations is the sole prerogative of the Board, owner input will be sought on this issue.
VI. Motion to Approve the treasurer’s report was made by Ms. MIlls and seconded by Mr. Coughlin. Passed unanimously.
A. The Capital Reserve account balance stands at $547,616. The drop from the April balance is due to payments for Phase I painting and the new railing project.
B. Capital Reserve spending to date is $69,546. Total projected capital spending for the year is approximately $105,875.
VII. Manager’s Report.
A. Units sold in May: 1009, 2016, 3010, 3012.
B. For sale: A1, B6, 1011.
C. Unit 2014 is not in violation of any HOA documents.
D. Ms. Earls will check on the cost to have 4-5 bank boxes of outdated materials shredded.
E. Permits: South pool renewed 4/16/26 ($270). South Pool Spa will be due 9/30/26. Waiting for invoices for the north pool and spa which expire 7/31/26.
F. Zelle: We now have 30 units using Zelle to pay their assessment. Eighteen owners switched from PAYHOA from January to April 2026, saving the HOA $51.45 in fees. Mr. Patton will research how best to inform new owners of this opportunity.
G. Concerns about 2 adult coyotes and their 7 puppies in the Village: Although this is not an HOA problem, Ms. Earls was able to coordinate with the Arizona Wildlife Control to come out and apply a deterrent spray to the areas where the coyotes were residing at a cost of $579.00. Eventually, they’ll move on.
H. An owner of a leaking hose bib was given 30 days to have it repaired. Failing to do so, the HOA will hire the work done and charge the cost to the owner’s account.
I. We have a supply of replacement bait boxes. Ms. Earls will notify KY-KO if they need any replacements. Putting a rock on top of a bait box next to a building seems to keep the box in place.
J. Ms. Earls will send bills to the owners for half the cost of installing the shut-off valves for their units.
VIII. Buildings Report.
A. When completed, the shut-off valve project will have installed 18 new valves in Phases II and III.
B. The door project has been put on hold.
C. The railing project had a setback due to employee illness, but is back on track.
D. Ms. Earls has not received any large invoices for the railing project yet.
E. Mr. Coughlin will make a motion to accept the proposal for new windows in B-11 at the July meeting.
F. Reminder that owners are responsible for making arrangements for any repairs for their units.
G. Clubhouse carpeting will be cleaned in September.
IX. Landscaping.
A. Motion to Approve spending $1500 to replace batteries for the HOA golf cart used for general maintenance was made by Mr. Patton and seconded by Ms. Mills. Passed unanimously.
B. After giving owners a 2-day notice, a safe, pre-emegent herbicide was applied to our rocks.
X. Committees.
A. Pools
1. To save money, the HOA will consider getting its own pump the next time draining is needed.
2. We have been cited: Reminder to owners that nothing is to be closer to the fences than 4 feet. The south pool grill on the south side will be repositioned. The north grill will be removed.
3. Our new Shepherd’s crooks and pool poles are missing.
4. A special relief valve has been installed.
B. Legal.
1. Mr. Patton will check on the status of SB 1722 with its sponsor. This bill would modify open meeting requirements for both condo associations and planned communities by expressly excluding casual, informal discussions among directors acting in their individual capacities from notice and open meeting rules.
XI. Unfinished Business.
A. Ms. Earls is scanning materials into appropriate folders going back to 2018.
B. Ms. Earls is contacting sign companies regarding updating our signs with 55+.
C. Guest forms are being updated.
D. B9 foreclosure is in progress. Maxwell & Morgan filed a motion for summary judgment from the court in late May. The owner has 30 days after filing to respond to the motion before the court will review and/or grant the motion. A sheriff’s sale may be requested.
XII. New Business.
A. A committee of owner volunteers, with attorney input, will discuss and make recommendations on the issue of how to handle adult guests who want to stay longer than 30 days in the Village.
B. Board meeting AI summaries are only drafts, not the official adopted minutes.
XIII. Tentative future 2026 Board meetings:
A. Zoomed.
B. Tuesdays, 8:00 a.m. MST.
C. July 14, August 11, September 8, October 13.
XIV. Motion to Adjourn at 9:30 a.m. MST was made by Mr. Coughlin
and seconded by Ms. Smith. Passed unanimously.
Respectfully submitted,
Jean E. Mills, Secretary
jeanmills2623@gmail.com