November 8, 2022

VILLAGE AT APACHE WELLS
BOARD MEETING MINUTES
NOVEMBER 8, 2022

I. The meeting was called to order at 8:30 am MST by Borgwardt.
II. Proof of meeting was acknowledged. Present: Borgwardt, S.
Patton, Mills, Brown, Coughlin and Maniz. Guest: #2035 D.
Patton.
III. It was moved by Brown and seconded by Patton to approve the
minutes of October 11, 20222. Motion approved.
IV. Owner Concerns: none.
V. Donna Patton: Six more pool signs have been ordered. It was
moved by Patton and seconded by Mills to approve the Ad Hoc
Pool Committee and charter. Motion carried.
Pool Committee Charter: Members– Chair, Donna Patton,
Deanna Barlow, Sherry Coughlin, Amy Jorgenson, Tammi Watne.
Responsibilities:
A. General tidying-up of the North and South pool areas.
B. Solicitation/management of pool cover volunteers.
C. Maintain garbage and recycling containers.
D. Manage the planter box between the clubhouse and North
pool (alert the landscapers to issues).
E. Manage pool storage areas.
F. Ensure pool guest registration forms are addressed.
G. Look for ways to improve access and safety around pool
areas.
H. Provide feedback to Board on projects and concerns related
to pool areas.
Terms of committee membership are one year. The Pool
Committee has the authority to replace committee members
who resign or are unable to complete assignments. The Board
will be informed if changes in membership occur.

It was moved by Mills and seconded by Brown to approve the Ad
Hoc Welcome Committee and Charter. Motion carried.
Members – Chair, Donna Patton, Raejean Warren, Sue Nielsen,
Sherry Coughlin, Amy Jorgenson, Vickie Bakst, Jim Mootz, Nancy
Curtis, Janet Ahern, Susan Bienfang, Evelyn Libbey, Carol Crouse,
Paul Stenson, and Renee Rettig.
A. Mission: The Welcome Committee will create and foster a
sense of community and is responsible for engaging and
welcoming new homeowners to the Village at Apache Wells.
B. Committee Responsibilities:
1. Welcome new residents to the VAW and ensure they have
access to the following documents –
a. List of current Board of Directors/Roles and Responsibilities.
b. Rules and Regulations.
c. Bylaws.
d. CC&Rs.
e. List of VAW activities.
f. Village map.
g. Applicable forms.
2. Maintain applicable forms and information on PayHOA.
3. Invite new residents to Saturday morning coffee and greet
them when they arrive. Have them introduced by the emcee.
4. When residents are onsite:
a. Provide clubhouse tour and Village amenities (pool tables,
workout room, library, where forms are located, bulletin board,
special event signs ups, etc.). Explain how to sign up for an event
(and what events are acceptable) and how to reserve facilities.
The clubhouse kitchen/dining area is closed daily from midnight-
6:00 am.
b. Show them the map of the Village that is posted out front;
c. Take them to the green space.
d. Mailbox location.
e. Explain pool hours and general rules.
f. Show them our car washing station, locked bicycle area, and
provide information on parking (each unit has one covered

spot).
5. Suggest improvements to how new residents are welcomed
into the community.
6. Explain some of the volunteer opportunities available.
7. Provide background information about PayHOA. Each owner
is automatically invited to participate in PayHOA, but if they are
interested in arranging auto pay for their HOA dues, Donna
Patton can assist.
8. Provide feedback to Board on projects and concerns related to
new residents.
Terms of committee membership are one year. The Welcome
Committee has the authority to replace committee members
who resign or are unable to complete assignments. The Board
will be informed if changes in membership occur.
VI. It was moved by Patton and seconded by Coughlin to approve
the treasurer’s report. Motion carried.
VII. Manager’s Report. It was moved by Mills and seconded by
Patton to begin assessing a $100/day fine for #2037 if a unit key
is not provided to the office in a reasonable amount of time.
Motion approved.
Coughlin will take on the safety project to determine that all
unit keys in the main office currently open the doors to each
unit.
VIII. Landscape. The flower beds have been replanted. Water
conservation must be given great consideration. We await new
county, state and federal water conservation mandates which
we will follow. It was moved by Mills and seconded by Coughlin
to accept the following list of landscape rules. Motion
approved.
A. Common Areas: All plants that are not on individual
homeowner’s patios or balconies are considered “Common
Elements” and are owned and maintained by the VAW.
Homeowners may not alter common elements without Board
approval.
B. Prohibited Plant Material: Palo Verde and Arizona Ash Trees;

Cholla Cactus; New fruit trees (existing ones do not need to be
removed).
C. Tree Removal: May be identified by a homeowner, Board
member, or Landscaping Contractor. Only with approval of the
Board. Stumps need to be removed also.
D. General:
1. A homeowner may replace an existing bush or tree at their
own expense only with prior approval of the Board on the bush
or tree being replaced and the specific new bush or tree being
planted. 2.
Homeowners must have permission from the Board prior to any
architectural rock being added by a homeowner. 3.
There can be no planting within five (5) feet of a transformer.
All planting must also be an appropriate distance from any
utility service box.
4. Homeowners are responsible for any plants within their patio
areas. This includes the responsibility for irrigation.
5. When new trees are scheduled to be planted, homeowners
may elect to purchase a larger tree than planned if they
personally cover the cost difference.
6. Homeowners are free to use the pink granite rock near the
clubhouse to fill in any bare spaces on their property. Our
landscaping contractor will also attempt to address issues as
they are identified.
7. Homeowners may only plant gardens within the confines of
their patios.
8. Homeowners may not add any permanent trees or shrubs to
patios.
9. To the extent that the budget allows, plants that die will be
replaced with the following exceptions:
a. Rogue trees, wild plants, fruit trees.
b. Things originally planted in inappropriate locations (too close
to sidewalks, buildings, or utility poles).
10. Existing and potential governmental water conservation

mandates need to be considered when planning landscaping
activities.
IX. Buildings.
A. There was a major leak issue involving 4 units in building 2
involving plumbing and sheet rock repairs.
B. Of the various issues for @ 23-25 units, all but 4 have been
addressed.
C. Our roofer still has not provided quotes for work to be done
although he repeatedly tells us he’ll do so. Monies due are
withheld. Other roofers will be contacted regarding non-
contract issues.
D. Three quotes have been received for new gutters. Buildings 2
and 6 will be done first.
E. Pursuant to the safety report on our pools, the south pool
must have latches put on the gates 48” off the ground. It was
moved by Patton and seconded by Coughlin to have a trial of
using just the new latches on the south pool and not the key.
Motion approved.
X. Unfinished Business – roofing issue handled above.
XI. New Business.
A. Monument Sign – stopgap repairs have been made.
B. Discussion of processing fee/monthly statement issue
postponed.
C. Pool/Spa Repair Bids: Five (5) have been received. References
are being checked. Borgwardt, Patton and Coughlin will make
recommendations at the December Board meeting.
D. Minor car repair (e.g. replace battery, wipers, change a tire)
can only be done in the owner’s assigned covered parking spot.
XII. For the Good of the Order – The chair of the nominating
committee will be named by November 23, 2022. There will be
one Board position open.
XIII. The next Board meeting which will be devoted to the budget for
2023 will be held on November 29, 2022.

XIV. Tentative meeting dates: All on the second Tuesday at 8:30 am
MST. December 13, 2022, January 10, 2023, and February 14,
2023.
XV. The Annual Meeting will be February 21, 2023, at 6:00 pm MST.
XVI. It was moved by Patton and seconded by Coughlin to adjourn
the meeting at 10:18 am MST.

jeanmills 2623@gmail.com