Oct 10, 2023

VILLAGE AT APACHE WELLS

BOARD MEETING MINUTES

OCTOBER 10, 2023


 

  1. The meeting was called to order at 8:00 a.m. MST by Borgwardt.


 

  1. Proof of notice of meeting acknowledged. Present: Roger Borgwardt, president, Steve Patton, vice-president, Jean Mills, secretary, Sheryl Brown, treasurer, Jeff Coughlin, director at-large, Cheri Maniz, manager.

Guest: B-7, Mathieu.

 

  1. Buildings.

A. John Bell, Rite Way Roofing, and Jason Smith, Traveler’s Insurance adjuster, have inspected storm damages to determine what the damages are and what will be covered by insurance. Rite Way Roofing will make all repairs. Gutter damage in Phase IV will be evaluated by Sid Strand as it will be necessary to remove gutters to fix the roof. Many gutters are damaged. Owners will be asked if they want their old gutters rehung or if they want to replace them at their cost. 

                                                                                                     B. Rob Parsons, Unfogettable Coatings, and Rich Kieffer, Solutions By Rich, will inspect the flat roofs and flashings on Buildings 6 and 2 respectively and provide a written report to the Board regarding repairs. Costs to be paid may be a combination of insurance and HOA monies.                                 

 

C. Owners are responsible for their AC units. It has been found that some units are not installed properly on 4 x 4s. Information is provided on the owner form which must be submitted to the office each time the roof is accessed. Owners should request their technician to take pictures of the units with an identifying condo number and send them to the office.                                                

 

D. Drain issue at #1016 will be looked at. All owners of garden units are reminded that it is their responsibility to keep their drains always cleared of debris.                                                         

 

E. Cost of the repairs to the clubhouse ceiling exceeded the $5000.00 approval due to the extensive labor involved. It was moved by Patton and seconded by Mills to approve an extra $1796.77 to pay Rich Kieffer for the clubhouse ceiling repair. Motion passed.   Priming and painting will be done in-house.                                    

 

  1.  It was moved by Brown and seconded by Patton to approve the minutes from September 12, 2023. Motion passed.        

 

  1. Owner Concerns. B-7 discussed the repeated disturbances caused by unit B-2 that have required multiple calls from neighbors for police intervention. The Board will request the owner of B-2 to fill out a new registration form, removing the offending party from residence in or visiting the property.

 

  1. It was moved by Mills and seconded by Patton to approve the treasurer’s report. Motion passed.  Overall Maintenance and Repairs jumped from $9,128.00 over budget as of last month-end to $14,377.00 over budget at the end of September. The Capital Reserve account balance stands at $365,713.70.                                                              Coughlin will find out if insurance will cover landscaping storm damage. 

 

  1. Manager’s Report.                                         A. Pool steps of ten-inch depth are legal. An extra handrail has been added to the North pool to help entering and exiting the pool. Any change to accommodate an ADA issue would be at owner’s expense, pending Board approval.                                    

 

B. Any owner behind on assessment will be charged a late fee of 10% of the assessment per occurrence as required by Arizona 33-1803.

 

C. It was moved by Patton and seconded by Mills to spend up to $115.00 for a steam cleaner to be used on upholstered chairs and carpeting. Motion passed.

 

   VIII.     Landscape.

  1. Due to a resignation, Phase 1 is asked to provide a volunteer for this committee.

 

  1. Green Keepers (formerly Great Western) was paid $3995.00 for storm damage cleanup They did an excellent job.

 

  1. Pedro Tree Trimming was paid $1325.00 to do some stump grinding and address additional storm damage.

 

  1. We lost 5 trees to storm and/or heat damage.

 

  1. We will use volunteers to plant succulents from our nursey.

 

  1. Arizona Ash Trees - dead branches will be removed in December/January.

 

  1. Nineteen trees will be trimmed at a cost of about $4900.00.

 

Pool Committee.  

  1. A. We are addressing issues cited in a recent unannounced Maricopa County pool inspection report.

 

B. Due to liability issues, Platinum Pools will not remove pool covers. Owners are asked to sign up to do this.    

 

C. Pool chairs will be power washed in October.    

 

  1. Unfinished Business.                                                                                            A. The Board has received a draft of both recent updates for the CC&Rs and Bylaws. A final decision on their acceptance will be made in two weeks, October 24, 2023. If further discussion is warranted, a meeting will be scheduled. If a meeting is not needed by that date, Mulcahy Law Firm will be notified of our acceptance, requested to send us the information to bring to our owners and information sessions will be set up by Phases.                                               

 

B. This has been a multi-year and expensive project. The last time the CC&Rs were addressed was in 2006. It is recommended that this occurs every 10 years.                                                                                                 Both documents will be voted on at the same time.                                   By law, it will take a positive vote of 67% of 170 owners to pass the CC&Rs.  This is 114 votes. 

The Bylaws, however, require a 51% positive vote of 170 owners to pass. This is 87 votes. 

 

  1. New Business. The President’s report was reviewed and will be made available to owners. 

 

  1. For the Good of the Order. Any committee that meets regularly must post its agenda prior to a meeting. 

 

  1. The next board meeting will be Tuesday, November 14, 2023, at 8:00 a.m. MST. 

 

  1. There will be a Budget Meeting on November 28, 2023 and the final board meeting of this year on December 12, 2023, at 8:00 a.m. MST.

 

  1. The Annual Meeting will be held February 20, 2024, at 6:00 p.m. MST.

 

  1. It was moved by Mills and seconded by Patton to adjourn the meeting at 10:20 a.m. MST.

 

Respectfully submitted,

Jean E. Mills, secretary            jeanmills2623@gmail.com