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BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting
April 18, 2005
MINUTES
The special meeting of the Bellasera Community Association Board of Directors was held on Monday, April 18, 2005 at 6:30 p.m. at the Bellasera clubhouse, the Acting President being in the chair. A quorum was established.
Board Members Present: Jim Gleason, Acting President
Bruce Martin, Director
Carol Sotnick, Director
Board Members Absent: Crawford Love, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Acting President Gleason called the meeting to order at 6:30 p.m. He explained the agenda was changed. The members of the Board agreed to wait until all members of the Board were present before electing officers.
Acting President Jim Gleason moved to accept the resolution of the purchase of a compressor unit in the amount of $1675.00 a value in excess of the limit afforded to the Community Manager. Motion carried.
The board discussed the 13 unidentified sealed ballots that were returned in the Ballot Envelope only and therefore not counted at the Annual Meeting.
Acting President Jim Gleason moved to count only the sealed Ballots that were identified by name or lot number delivered under the door of the Community Manager's office. Motion carried.
Ballots were counted by Anne Marie Fitness, Susan Loiselle, and Anne Chernis.
Totals are as follows: Crawford Love 57
Bruce Martin 101
Brian Ong 13
Al Ricciardi 81
Carol Sotnick 86
Meeting adjourned at 6:54 pm.
Respectfully submitted,
Anne Marie Fitness
Community Manager
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting
April 8, 2005
MINUTES
The special meeting of the Bellasera Community Association Board of Directors was held on Friday April 8, 2005 at 3:00 p.m. at the Bellasera clubhouse, the Acting President being in the chair. A quorum was established.
Board Members Present: Jim Gleason, Acting President
Bruce Martin, Director
Carol Sotnick, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Acting President Gleason called the meeting to order at 3:05 p.m.
Acting President Gleason opened the meeting stating the purpose of the meeting to appoint candidates to fill the two one year positions on the Board of Directors created by resignations of Paul Agranoff and Dick Chenault.
Acting President Jim Gleason moved to appoint Crawford Love to fill one of the vacant positions on Board of Directors. Motion carried.
Carol Sotnick, Director moved to appoint Al Ricciardi to the Board pending his acceptance. Motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next Special Board Meeting will be held on April 18, 2005 for Election of Officers.
The next regular scheduled Board meeting will be held April 25, 2005.
The meeting adjourned at 3:20 P.M.
Respectfully submitted,
Anne Marie Fitness
Community Manager
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting March 21, 2005
MINUTES
The special meeting of the Bellasera Community Association Board of Directors was held on Monday, March 21, 2005 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present:
Jim Gleason, President
Al Riccardi, Secretary
Bruce Martin, Director
CCMC Staff
Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
Budget & Finance Committee Present:
Ad Hoc Reserve Study Committee Present:
President Gleason called the meeting to order at 6:30 p.m.
President Gleason opened the meeting to the Budget & Finance Committee to present the 2005-2006 Operating Budget to the Board of Directors.
The Budget and Finance Committee presented the DRAFT budget to the Board of Directors line item by line item. The Board made suggestions and recommendations to the Committee for changes/modifications. The Committee will make suggested changes to the DRAFT budget and will present the updated DRAFT at the regular Board meeting on March 28, 2005.
The Ad Hoc Reserve Committee presented their report to the Board. The Committee is presenting a new Reserve Analysis based on the new Reserve Study. The Committee presented two methods of Reserve Analysis, component vs. cash flow. The Committee discussed both methods with the Board at length.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held March 28, 2005.
The meeting adjourned at 9:16 P.M.
Respectfully submitted,
Lisa Lorisch
Approved,
Al Ricciardi
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
February 28, 2005
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, February 28, 2005 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Jim Gleason, Acting President
Al Riccardi, Secretary
Richard Chenault, Director
Bruce Martin, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Gleason asked for questions or comments.
A homeowner inquired why no action has been taken on the bids received for resurfacing the tennis courts. Management stated that the bids are currently being updated before the Board can review them.
A homeowner inquired what action has been taken on the resolution the Budget & Finance committee presented to the Board at the November meeting regarding the resale assessment issue. Chairman Gleason explained that this would be addressed later in the agenda.
MINUTES:
Director Chenault moved to amend the minutes of January 24, 2005. The motion carried. The minutes were approved as amended.
The minutes of January 24, 2004 were approved with corrections.
PRESIDENT'S REPORT:
Chairman Gleason reported that Meet the Candidates Night has been scheduled for Thursday, March 31st.
CCMC is currently working on drafting a job description for the part-time Administrative Assistant. The description will be turned in by March 10th.
Chairman Gleason gave heartfelt thanks to Dick Chenault for all of his years of service to the Bellasera Board of Directors.
TREASURER'S REPORT:
Charles Schroeder, Budget & Finance Committee gave the Treasurer's Report. The total Operating Expenses are under budget by $4,395.82. YTD the Association is operating at a profit of $49,286.29. The total reserves are $467,721.88.
MANAGEMENT REPORT:
Gate Access System - The software access upgrade is complete. There is currently some trouble with the back gate, but Park Pro is aware and working to resolve the problem.
Roofing
Chairman Gleason assumed the motion, Resolved that the Board accepts the recommendation from the Community Manager and approves the proposal received from Southwest Roofing Consultants hire Sprayfoam Southwest, Inc. to repair the roof as indicated in their contract in the amount of $7,838.00 plus the costs involved to place protection pads near the compressors will be $384.00 the total cost will be $8,222.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds. Motion carried.
Replacement Trees - The replacement trees will be planted along Lone Mountain Rd. & Scottsdale Rd. will be completed in March weather permitting.
Parking Lot Samples - Core samples have been taken from the parking lot as well as the entry road. A report is forthcoming.
COMMITTEE REPORTS:
Activities Committee - The committee thanked the Board for supporting their first ever cocktail party. The annual St. Patrick's Day party is fast approaching.
Chairman Gleason assumed a motion to accept the resignations of Jean Grutta and Dottie Schultz from the Activities Committee. The motion carried.
Building & Grounds - The committee was present when the core samples were taken from the parking lot and the entry road. The report will be ready in 1-2 weeks.
Communications Committee - The committee reported that five candidates are running for the Board of Directors. The committee is working on the agenda for Meet the Candidates Night and has decided that only written questions will be taken.
Governance Committee - The committee reported that the new draft of the By-Laws will be ready for review once the new Board is elected.
Chairman Gleason assumed a motion to accept the resignation of Ken Willig from the Governance Committee. The motion carried.
Modifications Committee - The committee reported that they are seeking input from the entire Community before they meet with the Pederson Group.
Chairman Gleason assumed a motion to accept the resignation of Walt Winston from the Modifications Committee. The motion carried.
Director Riccardi made a motion to change Crawford Love's position on the Modifications Committee from a volunteer position to a regular position. The motion carried.
Long Range Planning Committee - Nothing to report.
Ad Hoc Reserve Study Committee - The committee reported that they met with Reserve Study consultant. The consultant was provided with questions in advance of the meeting. At the next meeting they will go over the report line by line.
Budget & Finance Committee - The committee has reviewed the 2nd DRAFT Budget and is waiting on the new Reserve Study to update numbers.
Chairman Gleason assumed a motion to approve the Budget & Finance Committee's request to increase the spending limit of the Association Manager from $500 to $1,000. If this requires an addendum to the management contract, this authority will not be permitted until the addendum is signed. The motion carried.
NEW BUSINESS:
Director Chenault assumed a motion, Resolved that the Board of Directors shall in the near future initiate a referendum of all Association members to determine community opinion regarding the eventual establishment of a Resale Assessment. The referendum shall be supported by a distribution of detailed information describing the Resale Assessment and sufficient pro and con information and legal information to assure that members can make an informed response. This shall include one or more dedicated discussions, and, Resolved that the Communications Committee shall be responsible for sponsoring such discussions, for collecting and distributing relevant information, and for conducting and evaluating the referendum.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held March 28, 2005.
Chairman Gleason moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:00 P.M.
The Board resumed the regular meeting at 8:26 P.M.
The meeting adjourned at 8:26 P.M.
Respectfully submitted, Approved,
Lisa Lorisch, Al Ricciardi
Recording Secretary, Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
January 24, 2005
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, January 24 2005 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Bruce Martin, Director
Board Members Absent: Al Riccardi, Secretary
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions or comments.
A homeowner asked about the connecting road to the Pederson Development. Chairman Chenault answered that the Board has taken no position and that the Modifications Committee is to be the liaison between the Association and the Pederson Group.
MINUTES:
The minutes of the regular meeting of December 14, 2004 were approved as corrected.
The minutes of the special meeting of January 3, 2005 were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault reported that Treasurer Agranoff has resigned his position on the Board of Directors effective today.
Director Gleason moved that a vacancy be declared on the Board of Directors and the Board delay appointing a successor until immediately after the election. The motion carried.
TREASURER'S REPORT:
Due to Treasurer Agranoff's resignation, the Treasurer's Report was given by the Budget & Finance Committee. See attached document from Charles Schroeder.
MANAGEMENT REPORT:
Gate Access System - Ms. Fitness reported that the new software is installed, but some additional hardware is required. ASSI is having Amtel overnight the corrected version of the software and is prepared to install immediately when received.
Roofing - Southwest Roofing presented the Association with two contracts. The Building & Grounds Committee will review and make a recommendation to the Board at the February meeting.
Irrigation Repairs - The irrigation repair work is complete along Lone Mountain Rd. & Scottsdale Rd.
Replacement Trees - The replacement trees will be planted along Lone Mountain Rd. & Scottsdale Rd. this month. The Association will be receiving 15-gallon box trees ready to be transplanted to 24-inch boxes for the 15-gallon box price. The cost associated with the irrigation repair and tree replacement is $1,200 for repairing irrigation and $70.00 per tree for a total of $3,010.
Purchaser Gate Cards.-Ms. Fitness recommended purchasing more gate cards. Chairman Chenault assumed the motion Resolved, that the Board accepts the recommendation from the Community Manager for the purchase of 50 Gate Transponders from Park Pro at the cost of $1,453.00. Funds for this purchase will be paid from the Bellasera Operating Account. The motion carried.
Transformer.--.Ms. Fitness recommended replacing a transformer. Chairman Chenault assumed the motion Resolved that the Board accepts the recommendation from the Community Manager to replace a Transformer that feeds the lighting on the South Side of Ponte Bella; at the cost of $725.00. Funds for this purchase will be paid from the Bellasera Operating Account. The motion carried.
COMMITTEE REPORTS:
Activities Committee - No report.
Building & Grounds - The committee presented the Board with a Resolution to hire Speedie & Associates for $1500 to take core samples from the Clubhouse parking lot to determine the exact cause of distress.
Chairman Chenault assumed the motion Resolved that the Board accepts the recommendation from the Building & Grounds Committee and that this effort consist of a minimum of three borings of the parking lot, an asphalt analysis, a soil analysis and a report signed by a Registered Arizona Professional Engineer. Cost is not to exceed $1,500.00. The motion carried.
The Building & Grounds committee continues to research the three projects of median lighting, clubhouse security and camouflaging utility boxes. These requests will be considered in n the committee's 2005-2006 budget requests.
Communications Committee - The committee requested that the Board choose dates for the upcoming election so that the information can be included in the newsletter.
Chairman Chenault moved that February 21st be the deadline for the two elected Board positions expiring in April, Thursday, March 31st is the date for the Meet the Candidates Night and Thursday, April 7th is the Bellasera Annual Meeting. The motion carried.
Governance Committee - The committee requested that CCMC conduct a best practices survey to see what communities have done to successfully change the By-Laws and the CC&Rs. Chairman Chenault asked the Community Manager to see to this.
Modifications Committee - The committee gave an extensive report at the Town Hall Meeting.
Long Range Planning Committee - No report.
Ad Hoc Reserve Study Committee - The committee reported that they met with the Reserve Study contractor to discuss Bellasera's needs. The committee will not meet again until after the report is due on February 1st.
Budget & Finance - The committee has sent a request to the chairs of all committees for 2005-2006 budget requests. The committee reported that they recommend approval of the FY2003-2004 audit report.
Chairman Chenault assumed a motion to approve the FY2003-2004 audit. The motion carried.
NEW BUSINESS:
Part-Time Administrative Assistant
The Board discussed the possibility of hiring a part-time administrative assistant to the Community Manager. Director Gleason recommended setting up an Ad Hoc Committee to quantify the work that needs to be done to give the Board a better idea of what is needed.
Follow-Up on the Town Hall Meeting Resale Assessment Issue
At the Town Hall meeting it appeared that those present were in favor of pursuing a Resale Assessment about 2 to 1. The Board would like to get clarification from the Attorney before moving on.
Chairman Chenault said that he was sure Vice President Gleason would have Management contact the Association's attorney to see what needs to be done regarding the clauses that would need to be changed to make the Resale Assessment possible.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held February 28, 2005.
Director Gleason moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:32 P.M.
The Board resumed the regular meeting at 8:35 P.M.
The meeting adjourned at 8:35 P.M.
Respectfully submitted, Approved,
Lisa Lorisch Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
December 14, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, December 14, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President Jim Gleason, Vice
President
Al Ricciardi, Secretary
Paul Agranoff, Treasurer
Board Members Absent: Bruce Martin, Director
CCMC Staff Present:Anne Marie Fitness, Community Manager Lisa Lorisch, CCMC Recording Secretary
The Board gave unanimous consent to change the agenda moving Gary Pederson of the Pederson Group to the first item of business. Mr. Pederson presented the proposed shopping center to be built on the parcel of land located on the southeast corner of Lone Mountain Rd. and Scottsdale Rd. It is anticipated that construction will begin in January, 2006 with the center opening in the fall of 2006.
The Board gave unanimous consent to change the agenda moving Graham Kettle, a local homeowner representing Residents' Opposition to a Private School/Gymnasium Development 7-UP-2004 & other Similar Projects on Adjoining Lots to the second item of business. Mr. Kettle gave a brief presentation on the planned construction on Scottsdale Rd. south of Dixileta Dr.
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions
or comments.
A homeowner presented the Board with a letter signed by 66 Bellasera homeowners. It was requested that the letter be inserted in the minutes. SEE APPENDIX A
Treasurer Agranoff moved that the Board instruct Ms. Fitness to inform Nextel that Bellasera is no longer interested in their proposal. The motion carried.
- MINUTES
- Chairman Chenault moved to amend the minutes of November 15, 2004. The motion carried. The minutes were approved as amended.
The minutes of November 15, 2004 were approved with corrections.
PRESIDENT'S REPORT:
Chairman Chenault reported that it is almost budget
season and the Board needs to start thinking about preliminary work related to
the budget.
Chairman Chenault reported that he will be moving from Bellasera and will step down as a Board member when his house is sold.
TREASURER'S REPORT:
Treasurer Agranoff was unable to make a report because
November financials have not yet been distributed. (Financials are distributed
by the management company on the 15th of each month per the contract.)
MANAGEMENT REPORT:
Gate Access System - Ms. Fitness reported that
this initiative is at a stalemate. She is staying in contact with Amtel and
will keep the Board up to date.
Roofing - Southwest Roofing presented the Association with two contracts. The Building & Grounds Committee will review and make a recommendation to the Board.
Chairman Chenault assumed the motion Resolved, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Arizona Wild Desert Landscape to repair the irrigation system along Lone Mountain and Scottsdale Roads to city trails and install 43 native trees throughout the natural areas as directed by the Community Manager for a total cost of $4,273.00. Funds for this shall be withdrawn from the Bellasera Operation Funds. The motion carried.
COMMITTEE REPORTS:
Activities Committee - The committee reported that
there will be two speakers in January. The committee would like to schedule a
welcome back event in February. The committee is requesting $750 from the Board
to purchase food and drink for this event.
Chairman Chenault assumed a motion to approve the expense of up to $750 for a social event on February 19th. The motion carried.
Building & Grounds - The committee reported that the holiday lighting has gone up. The committee continues to work on the cul-de-sacs and mailboxes.
Communications Committee - The committee reported that the webpage has a new look and encouraged people to take a look.
Governance Committee - The committee reported that they are still working on the By-laws.
Modifications Committee - Nothing to report.
Long Range Planning Committee - Nothing to report.
Ad Hoc Reserve Study Committee - The committee reported that the site visit is planned, but not yet scheduled. The committee will be ready to give a brief presentation at the January 20th Town Hall Meeting.
Budget & Finance - Nothing to report.
NEW BUSINESS:
Discussion of Venue of Town Hall Meeting and Agenda
Topics The Town Hall Meeting will be held Thursday, January 20th, 6:30 p.m. at
the Terravita Community Center. A map will be sent out to homeowners. The agenda
was reviewed and amended to remove Nextel, and change minutes allocated to each
topic. Chairman Chenault reminded people that are presenting at the meeting
should have their materials ready by the first week in January.
Holiday Gifts for the Guards
Chairman Chenault assumed a motion to
approve holiday gifts for the guards; $50 for each guard and $100 for Kevin. The
motion carried.
Town Hall Meeting Guidelines
At the request of Treasurer Agranoff, the
Board discussed the current Town Hall Meeting Guidelines. It was recommended that
any amended drafts be fully prepared and presented at a future Board meeting.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting
will be held January 24, 2005.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:45 P.M. The Board resumed the regular meeting at 9:07 P.M.
The meeting adjourned at 9:07 P.M.
Respectfully submitted, Approved,
Lisa Lorisch, Al Ricciardi
Recording Secretary, Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
November 15, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, November, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Al Ricciardi, Secretary
Paul Agranoff, Treasurer
Bruce Martin, Director
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions or comments. There was one question regarding the topic of the Nextel cell site at an upcoming Town Hall Meeting. Chairman Chenault explained that this item would be discussed as noted on the agenda under New Business.
MINUTES:
Chairman Chenault moved to amend the minutes of August 23, 2004. The motion carried. The minutes were approved as amended.
The minutes of October 11, 2004 were approved with corrections.
PRESIDENT’S REPORT:
Chairman Chenault commended Ms Fitness for a job well done in getting the October financials completed in time for this meeting. He announced that Ms. Fitness would be on vacation for seven work days starting November 18th. CCMC will take calls for Ms. Fitness at their Scottsdale office and could provide a replacement to staff the office if needed.
TREASURER’S REPORT:
Treasurer Agranoff reported that the Association’s current Owners’ Equity is positive since the Net Income (loss) year-to-date has a positive variance, and that the Association is tracking along with the budget very well YTD. As of 9/30/04, the Reserve Account had a balance of about $478,000.00.
MANAGEMENT REPORT:
Gate Access System - Ms. Fitness reported that this initiative is at a stalemate. She is staying in contact with ASSI and Amtel and will keep the Board up to date.
Tennis Courts – Management has obtained one bid to resurface the three tennis courts and one basketball court for $14,000.00. The Board requested that the Building & Grounds Committee, the Budget & Finance Committee and Management work together to prepare a recommendation for the Board.
Violation Report – Ms. Fitness reported that some violations have been removed and requested that the Violation Report be tabled until the next meeting. Chairman Chenault pointed out that there are data through May that needs to be incorporated.
COMMITTEE REPORTS:
Activities Committee – Vice President Gleason reported for the committee that there is a spaghetti dinner scheduled for Friday night. There will be a holiday brunch on December 5th. The committee is looking at having guest speakers come in to address the community.
Building & Grounds – The committee reported that the gravel in the cul-de-sacs/mailboxes is 80% complete. There have been three new trees planted in cul-de-sac areas that did not have trees. The committee is currently looking into replacing the cushions in the pool area, and is obtaining pricing on umbrellas for outside and new tables and chairs for the Activity Room.
Communications Committee – Chairman Chenault reported for the committee that they are still working on the website. The next committee meeting is Wednesday at 4:00.
Governance Committee – The committee reported that they are trying to meet more frequently. They are still working on the By-laws.
Modifications Committee – The application for Brian Ong to serve on the committee will be addressed later in the agenda.
Long Range Planning Committee – The committee reported that they have reviewed their charter and reviewed the report submitted to the Board from last year’s committee.
Ad Hoc Reserve Study Committee – The committee reported that they have selected consultants to recommend to the Board. The motion carried.
Chairman Chenault assumed the motion to select Association Reserves Arizona LLC as the reserve study consultant at a cost of $2,720.00. Work on the reserve study is to start immediately with the payment of $1360.00.
Vice President Gleason moved to take off the table from the October 11 meeting the motion to purchase reserve planning software resulting from a recommendation by the Budget & Finance committee. The motion carried.
Chairman Chenault then stated the question as -- Resolved, that the Board accepts the recommendation from the Budget & Finance Committee to purchase a software tool titled “WinReserve” from Advanced Reserve Solutions in the amount of $795.00, with version updates of $200 per year. The motion carried.
Budget & Finance
The committee reported that they had a recommendation for Board approval. Chairman Chenault pointed out that the proposed recommendation was broader and vaguer than the Board could deal with and made a motion intended to achieve the primary goal of exposing the concept of a “Resale Assessment” to the community:
Chairman Chenault moved that the Board approves placing information on Resale Assessment before Association members to determine community opinion on the issue; including the newsletter, town hall meeting, and possibly mailings and questionnaires.
Treasurer Agranoff moved to amend, adding at the end the language “to determine whether we should move to the next step of the process”. The motion to amend failed, 1-4, Treasurer Agranoff voting Aye. The original motion carried.
NEW BUSINESS:
Chairman Chenault moved to schedule a Town Hall Meeting for January, 2005, said meeting to follow Board- established procedures and to have at least the following items on the agenda:
Topic 1: A discussion of the possibility of creating what is called a “Resale Assessment” that would impose a fee on each future sale of a house. The extra income could be used as a contingency fund or to accumulate funds for future improvement projects.
Topic 2: An initial look at proposed changes to our governing documents (CC&R and By-Laws). A small committee of Association members has been studying the documents to identify areas that maybe appropriate for change. This would only be a first look – any actual changes would require a 2/3 vote of Association members at a later date.
Topic 3: A presentation by Nextel Communications to lease a small piece of Association property for installation of a Nextel cell phone facility. This would include replacing the current flagpole with one similar in height, shape, and color, but approximately twice as large in diameter. Nextel would pay the Association a monthly fee. This agreement would have a potentially long life, being renewed at Nextel’s option periodically.
Topic 4: An interim report from the Ad Hoc Reserve Study Committee, which has been actively looking at an update to our Reserve Study.
Topic 5: A presentation by CCMC on the services they provide to Bellasera, including a discussion of the Community Manager’s role in the community.
Topic 6: A review of the major accomplishments of the Association during the last year.
General Discussion Period.
Discussion of other topics brought up by members in attendance.
The motion was voted on incrementally by topic. The motion carried with Treasurer Agranoff voting No on Topic 3.
At the request of Treasurer Agranoff a discussion was held regarding the procedures for selecting and appointing committee members. Chairman Chenault noted that there are no written procedures, but that since the Association had enough members on the Board (after Declarant phased out) the procedure has been to take applications and try to place people on committees to match their interests and to achieve good community representation on the committees. Since there rarely have been excess applicants, there has not usually been a problem. Chairman Chenault agreed with Treasurer Agranoff that in the future wider consultation among Board members as to committee membership would be appropriate.
Chairman Chenault moved to appoint Brian Ong to serve on the Modifications Committee. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held December 14, 2004.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:45 P.M.
The Board resumed the regular meeting at 9:04 P.M.
The meeting adjourned at 9:05 P.M.
Respectfully submitted, Approved,
Lisa Lorisch, Al Ricciardi
Recording Secretary, Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
October 11, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, October 11, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Al Ricciardi, Secretary
Bruce Martin, Director
Paul Agranoff, Treasurer
CCMC Staff Present: Anne Marie Fitness, Community Manager
Lisa Lorisch, CCMC Recording Secretary
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault asked for questions or comments. There were none.
MINUTES:
The reading of the minutes of the meeting of August 23, 2004 was waived. Corrections were made.
A motion was made and duly seconded to approve the minutes of August 23, 2004 as corrected. The motion carried.
PRESIDENT'S REPORT:
The President had nothing to report.
TREASURER'S REPORT:
Director Agranoff reported that the Net Operating Income (Loss) as of August 31, 2004 has a positive variance of $16,000.00. As of 8/31/04, the Reserve Account had a balance of $468,000.00. The Budget & Finance Committee recently met with Merrill Lynch to ensure that we are receiving the highest return possible on our investments.
MANAGEMENT REPORT:
Nextel Cell Site - Ms. Fitness introduced Sara Nelson, Nextel Representative to present Nextel's proposed cell site plan to the Board. The Board discussed the proposal and asked that Ms. Fitness notify Nextel that the Board is not interested in the proposal.
New Phone System for Clubhouse and Guard House - Ms. Fitness recommended the approval of installation of a new telephone system. Chairman Chenault assumed the motion:
Resolved, that the Board accepts the recommendation from the Community Manager for the purchase of a Telephone System from Communication Concepts to replace and upgrade the Association phones including adding cordless phones for the Guard House. The cost of the phone system is $2,177.77 including a 5-year extended warranty. Funds for this shall be withdrawn from the Bellasera Reserve Account. The motion carried.
Roofing Consultant - Ms. Fitness recommended hiring a consultant to help the Association select a roofing contractor. Chairman Chenault assumed the motion:
Resolved, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Southwest Roofing Consultants to oversee the roofing project including selecting a roofing company in the amount of $900.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds.
Director Martin moved to amend the current motion to read:
Resolved, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Southwest Roofing Consultants to hold a pre-bid meeting with the contractor to establish the roof work needed in the amount of $300.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds
The motion to amend failed 1-4, Director Martin voting Aye. The original motion carried.
COMMITTEE REPORTS:
Activities Committee - No report was given.
Building & Grounds - The committee reported that their next meeting with be devoted to discussing new clubhouse furniture.
Communications Committee - The committee reported that the changes to the website will be made by November 1st.
Modifications Committee - The committee reported three submittals were received, two were approved and one was tabled.
Long Range Planning Committee - No report was given.
Ad Hoc Reserve Study Committee - The committee reported that they have selected consultants to recommend to the Board.
Budget & Finance - The committee reported that they met with Merrill Lynch to better understand the Community's position financially. The committee also brought to the Board's attention that there are enough funds accumulated in the Reserves that new investments should be made.
Chairman Chenault moved to approve the investment of $80,000.00 from the Reserve Account following established investment procedures through Merrill Lynch. The motion carried.
The committee also recommended the purchase of reserves analysis software:
Chairman Chenault assumed the motion to approve the purchase of software called "WinReserve" from Advanced Reserve Solutions for $795, plus $200 for each version update to the software.
Director Gleason moved to postpone the motion until the contract for a Reserve Study project has been awarded to a vendor. The motion carried.
NEW BUSINESS:
Chairman Chenault moved to appoint Patrick Quinn to serve on the Governance Committee. The motion carried.
Chairman Chenault moved to accept the resignation of Tom Rotherham from the Budget & Finance Committee and to appoint Rick Tilton to fill the vacancy on the Budget & Finance Committee. The motion carried 3-2, Directors Agranoff and Martin voting No.
Director Agranoff moved to dissolve the Reserve Study Ad Hoc Committee with the Reserve Study staying with the Budget and Finance Committee. The motion failed 1-4, Director Agranoff voting Aye.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held November 15, 2004.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:54 P.M.
The Board resumed the regular meeting at 9:00 P.M.
The meeting adjourned at 9:00 P.M.
Respectfully submitted, Approved,
Lisa Lorisch Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
August 23, 2004
MINUTES
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, August 23, 2004 at 6:35 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established.
Board Members Present: Richard Chenault, President
Jim Gleason, Vice President
Al Ricciardi, Secretary
Bruce Martin, Director
Board Members Absent: Paul Agranoff
Staff Present: Anne Marie Fitness, Bellasera Community Manager
MINUTES
The minutes of the January 15, 2004 were read. The minutes were approved without correction.
The reading of the minutes of the meeting of July 13, 2004 was waived. The minutes were approved with corrections.
PRESIDENT'S REPORT
Chairman Chenault stated that he had no report.
TREASURER'S REPORT
Treasurer Agranoff being absent, Chairman Chenault briefly reported that Bellasera's financial report showed a Net Operating Gain of about $5000 through the end of July. He also noted, and Ms. Fitness concurred, that there were two or three corrections which needed to be made by CMCC. He answered a question from the attendees, saying that the Association had ended FY2003-2004 with a Net Operating Gain of about $6000, versus a predicted gain of about $13,000.
MANAGEMENT REPORT
File Cabinet - Ms. Fitness requested a motion to approve the purchase of a file cabinet for the office in the amount of $596.85.
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT IS RESOLVED, that the Board accepts the recommendation from the Community Manager and ratifies the purchase of a 4 drawer lateral file cabinet to house Association records for $596.85 a monetary value in excess of the limit afforded to the Community Manager. Funds for this shall be withdrawn from the Bellasera Operating Account; moved to approve the purchase of a file cabinet for office use in the amount of $596.85. The motion carried.
Asphalt Resurfacing - Ms. Fitness recommended that the Board approve Sunland Asphalt as the contractor for street resurfacing and presented the Board with a Resolution. Resurfacing would take place October 11, 13 and 15. (Please see attached resolution.)
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT RESOLVED, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Sunland Asphalt to seal coat the roads, entrance and exit from Scottsdale Road to the Gate house and seal coat the Clubhouse parking lot as outlined in the attached documents for $19,620.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds. The motion carried.
Pruning of Trees - Ms. Fitness recommended that the Board approve the Arizona Wild Desert Landscape as the contractor for pruning of area trees and presented the Board with a Resolution. (Please see attached resolution.)
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT IS RESOLVED, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Arizona Wild Desert Landscape Company (Bellasera Landscape Contractor) to trim/prune 19 trees in the common area located at the Clubhouse in the amount of $1,140.00. Funds for this shall be withdrawn from the Bellasera Operating Account. The motion carried.
Replacement Trees for Cul-de-sacs - Ms. Fitness recommended that the Board approve the planting of three 24" box Mesquite trees in neighborhood cul-de-sac areas by Arizona Wild Desert Landscape and presented the Board with a Resolution. (Please see the attached resolution.)
Chairman Chenault assumed the motion that reads: THEREFORE, BE IT IS RESOLVED, that the Board accepts the recommendation from the Community Manager and approves the proposal received from Sunland Asphalt to seal coat the roads, entrance and exit from Scottsdale Road to the Gate House and seal coat the Clubhouse parking lot as outlined in the attached documents for $19,620.00. Funds for this shall be withdrawn from the Bellasera Reserve Funds. The motion carried.
COMMITTEE REPORTS
Activities Committee - The committee reported that there was a luncheon on August 19. They are also planning a Hawaiian Luau, and are considering a New Year's Eve party.
Budget & Finance - No report was given.
Building & Grounds Committee - The committee continues to gather information on needs and capability for solar systems, asphalt issues, mailbox areas, pool stairs & lighting, cost for umbrellas & chairs, repairs of the men's sink, roof repairs, furniture replacements, landscape lighting, and utility box painting. The Board can expect to see recommendations from the committee regarding a few of the listed items by October and November.
Communication Committee - The committee reported that the 2004 community directory has been successfully delivered. The directories were paid for in full by advertisements, with a $32 profit.
Modification Committee - The committee reported that they have received 4 requests for modifications. Two requests have been sent back for clarification.
Long Range Committee - No report was given.
Ad Hoc Reserve Committee - The committee is currently researching the availability of reserves related software.
NEW BUSINESS:
Invincible Roof Representative - Jason Sarkissian, of Invincible Roof addressed the Board regarding the companies roofing products. He was requested to send a copy of the company's warranty to Ms. Fitness. No action was taken.
Building and Grounds Committee Appointment -
Chairman Chenault moved to appoint Bruce Martin to the Building & Grounds Committee. The motion carried.
Long Range Planning Committee Appointment -
Chairman Chenault moved to appoint Sharon Luse, John Storer, Dave Johnson, James Gleason, Mel Lavin and Paul Hilf to the Long Range Planning Committee. The motion carried.
Modifications Committee Appointment -
Chairman Chenault moved to appoint Al Riccardi, Walt Winston, Phil Castrovinci and Steve Comstock to the Modifications Committee. The motion carried.
Ad Hoc Reserve Study Committee Appointment -
Chairman Chenault moved to appoint Clayton Loiselle, Charles Schroeder, Dennis Lamb, Paul Hilf, John Storer Mike Ruotolo, Paul Anetsberger and Bob Tack to the Ad Hoc Reserve Study Committee. The motion carried.
Governance Committee Charter-
Chairman Chenault moved to create a Governance Committee and to approve a resolution (attached) establishing its charter. He then moved to amend the motion and the charter by calling it the Ad Hoc Governance Committee and by deleting the third bulleted paragraph under "The Committee shall:" The motion to amend carried.
The amended motion and resolution (attached) were approved.
Governance Committee Appointment -
Chairman Chenault moved to appoint Carol Sotnick and Ken Willig to the Governance Committee. The motion carried.
Proposal for New Phone System - Ms. Fitness proposed that the Board allow her to gather bids for a new phone system that has call waiting and is completely operable, as opposed to the current system.
Ms. Fitness was requested to go forward with defining the project better and obtaining bids for a new, operable, efficient phone system for the Bellasera office.
NEXT/UPCOMING MEETING DATE(S)
The next Board meeting is scheduled for October 11, 2004
The meeting adjourned at 8:20 P.M.
Respectfully submitted, Approved,
Johanna Yu Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
July 13, 2004
MINUTES
The Bellasera Community Association Board of Directors Meeting was called to order on July 13, 2004 at 6:35 p.m. A quorum was established.
INTRODUCTION OF COMMUNITY MANAGER
Chairman Chenault and Wendy Mueller, CCMC, introduced Anne Marie Fitness of Capital Consultants as the new Community Manager for Bellasera. Anne Marie comes from several years of experience and hopes to bring new ideas.
HOMEOWNER QUESTIONS & ANSWER
Chairman Chenault gave a brief overview of new Arizona Statues that included items such as placement of homeowner question and answer section of the agenda and process of foreclosure.
MINUTES:
A motion was made and duly seconded to approve the minutes of June 23, 2004. The motion carried.
PRESIDENT'S REPORT:
Chairman Chenault gave an overview of several Building & Grounds Committee projects that need action. Projects included mistletoe removal from trees in the NAOS areas, planting additional trees within cul-de-sac areas, roof repair/removal, installation of pool heater covers, completion of asphalt resurfacing/touch-ups, clubhouse furniture replacements, and implementing solar pool heating.
TREASURER'S REPORT:
Director Arrgonoff reported that the landscape repair line item exceeded the budget by about $9.000. General Maintenance exceeded the budget by $6,000. The budget is about $6,000 over budget in Club House activities. Club House supplies is over budget by $5,000. This line item will need further research in order explain the reason behind the calculation. Gas is over budget by $3,000. Judging from the 2004 budget, homeowner's equity will end up at about $6,000 as opposed to the projected $12,000.
Reserved sit at $470,125.00, which includes accrued interest.
BOARD APPOINTMENT
A motion was made and duly seconded to appoint Bruce Martin to the Bellasera Board of Directors.
MANAGEMENT REPORT:
No management report was given.
COMMITTEE REPORTS:
Activities Committee - No report was given.
Budget & Finance - No report was given.
Building & Grounds - No report was given.
Communications Committee - The committee reported that the community directly was on its way to press and would be ready for distribution August 1, 2004. The publication has been completely paid for through advertisers.
Modifications Committee - No report was given.
Long Range Planning Committee - No report was given.
NEW BUSINESS:
A motion was made and duly seconded to appoint Emily Shriver to serve on the Communications Committee. The motion carried.
A motion was made and duly seconded to appoint Clayton Loiselle, Charles Schoeder and Dennis Lamb to serve on the Reserve Committee.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held August 2, 2004.
Director Ricciardi moved to adjourn to Executive Session. The motion carried.
The meeting adjourned at 7:25 P.M.
Respectfully submitted, Approved,
JohannaYu Al Ricciardi
Recording Secretary Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
May 24, 2004
PRESENT: Richard Chenault, Al Ricciardi, Paul Agranoff
VIA TELEPHONE: Jim Gleason
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, May 24, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the secretary being present. A quorum was established. The reading of the minutes of the special meeting of April 26, 2004 was waived. The minutes were approved as written. The reading of the minutes of the regular meeting of April 28, 2004 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault stated that Director Gleason is traveling and will be joining the meeting by telephone. He is anticipated to call in at approximately 6:45 p.m.
TREASURER'S REPORT:
Director Agranoff reported that the Association concluded April 2004 with a favorable variance of $5,800.00 in net operating income. He reported however, that the net operating income is less than anticipated due to parts and supplies, the purchase of gates transmitters and other miscellaneous unexpected expenses. He also inquired about the number/amount of outstanding assessments. Chairman Chenault and Ms. Martin both indicated that this is a typical number of delinquencies noted in the first month of the quarterly collections and that there is generally a significant reduction in the second month.
MANAGEMENT REPORT:
Ms. Martin reported that the main gate card reader has been moved and that ASSI Security is scheduled to begin working on the installation of the hardware and software on Wednesday, May 26, 2004. Ms. Martin reported that OIC Peterson has indicated that the reader has been functioning wonderfully and that he is excited about the additional upgrades.
Approve Pool Heating Policy - Ms. Martin presented the Board with a Resolution regarding the heating of the pool at the clubhouse facility.
Chairman Chenault assumed the motion that reads: Resolved, that the Association's policy for heating the community pool is as follows: 1. The pool shall be heated beginning Labor Day through Memorial Day; and, 2. The pool temperature shall be maintained at 82 degrees during the period specified above. The motion carried.
Violation Status Report - Ms. Martin distributed the updated Violation Status Report to each Board member.
COMMITTEE REPORTS:
Activities Committee - No report.
Director Gleason joined the meeting by telephone at 6:45 PM.
Budget & Finance Committee - Chairman Carlton Rooks requested that the Board approve the appointment of Clayton Loiselle to serve on the Budget & Finance Committee. Ms. Martin indicated that Clayton's resignation from Communications Committee has been received.
Chairman Chenault moved to accept the appointment of Clayton Loiselle to the Budget & Finance Committee. Therefore the Committee Membership shall now be Paul Agranoff, Paul Broad, Bob Greenspun, Clayton Loiselle, Thomas Rotherham, Carlton Rooks, and Charles Schroeder. The motion carried.
Building & Grounds Committee - Chairman Paul Anetsberger stated the painting project of the stucco walls will be completed shortly. He stated that some of the walls were not "up to standard" and that the painting contractor was re-visiting them. He also reported that this is final week of work for AAA Landscape.
Communications Committee - Chairman Keith Christian discussed the newly revised Bulletin Board Policy and presented the policy to the Board for its approval.
Chairman Chenault moved to approve the revised Bulletin Board Policy dated May 24, 2004 (attached). The motion carried.
The Committee presented a second document identified as "Bellasera Rules and Regulations - Where to Find Them" for Board approval.
Chairman Chenault moved to approve the document "Bellasera Rules and Regulations - Where to Find Them" (attached) and stated that the Community Manager will determine how and when the document will be issued to the Association. The motion carried.
Chairman Christian noted that he has received the resignation from Clayton Loiselle from the Communications Committee.
Chairman Chenault moved to accept the resignation from Clayton Loiselle and to declare a vacancy on the Communications Committee. The membership of the Committee shall now consist of Dick Chenault, Keith Christian, Jane Hillerson, Patrick Manion, Joe McDade, and Bart Sotnick. The motion carried.
Modifications Committee - No report.
Long Range Planning Committee - Melissa Price presented the Revised-Final Report from the Committee.
Chairman Chenault assumed the Report for approval and noted that it will be adopted as a basis for further action as the Board may determine. The motion carried with a vote of 3 to 1; Director Agranoff voting No.
Director Agranoff thanked the Committee and said he wished members would reconsider their decision to resign and stay on the Committee
NEW BUSINESS:
Declare a Board Vacancy -
Chairman Chenault announced that member Bob Tack has formally resigned from the Board. He thanked Bob for his many years of service and dedication to the Association and wished him all the best with his future endeavors.
Chairman Chenault moved to declare a vacancy on the Board of Directors. The motion carried.
Discuss Procedures to Appoint Replacement -
Chairman Chenault opened the discussion stating that one of the two candidates that had previously indicated an interest in serving on the Board at the time of the Annual elections was no longer interested in filling the open position. He also stated that there is a technical situation with second potential candidate (the candidate is not currently shown as an "owner" on the property deed) that he will need to resolve.
Director Ricciardi moved to Notice/Publish to the Community that the vacancy exists and request individuals to submit their interest and qualifications to the Board for consideration. Candidates will be interviewed at a Special Board Meeting and the final selection will be announced at the next regular Board Meeting. The motion carried.
Motion to Reconsider Non-Voting Policy -
Director Gleason moved to reconsider a previously adopted motion (for which he had previously voted) from the meeting of April 26, 2004 which stated: "That Directors should be non-voting members of committees, with the exception that the Board member will be allowed to vote in case of a tie." The motion to reconsider carried.
Chairman Chenault stated the question to approve the original motion. The motion failed with a vote of 1 to 3, Director Agranoff voting Aye.
Discuss Attorney Letter on Budget -
Chairman Chenault gave a brief overview of the Budget opinion letter received from our Attorney, Scott Carpenter. He stated that the Board should take into account the information contained in the letters received from homeowner, Dennis Lamb and our Attorney. Homeowner, Dennis Lamb submitted an additional letter, which he read to the Board members and members attending.
Chairman Chenault announced to the non-Board member attendees at the meeting that during the Board discussion of the questions raised by Mr. and Mrs. Lamb and our attorney's subsequent guidance that he would not recognize speakers from the floor, unless they were asked a question by a Board member. Mr. Carlton Rooks, Chair of the Budget and Finance Committee, took exception to this ruling and asked if he, as a member of the Association, was being denied a chance to speak to the issues. Chairman Chenault stated that under Arizona State Law, members are not authorized to participate in Board debate unless specifically authorized by the Board. Even though the Board had permitted such discussion even though not required by Arizona Law. over the past few years, Chairman Chenault said that in this case the Board was well aware of the opinions and facts offered by the Budget and Finance Committee and needed to focus on the issue of the Board's performance of its fiduciary responsibilities. Mr. Rooks objected to this ruling. Chairman Chenault noted his objection.
The questions raised by the Lambs and opinions from the attorney were discussed at length, after which the Board took no further action.
Reconsider Motion to Appoint Ad-Hoc Committee on Future Financing -
Director Gleason moved to reconsider the previous motion to appoint an Ad Hoc Committee on Future Financing, which stated: "That the Association establish an ad hoc committee consisting of 7 persons to conduct an in depth study of implementing a transfer fee. Said study to include the significant items such as the amount, process, timing, and implementation procedures. Said report to be completed in time for board review prior to the annual late fall community wide meeting." The motion to reconsider carried.
The original motion failed by a vote of 0 to 4.
Director Gleason then moved to charge the Budget and Finance Committee with the tasks of conducting an in depth study of implementing a transfer fee. Said study to include the significant items such as the amount, process, timing, and implementation procedures. The report to be completed in time for board review prior to the annual late fall community wide meeting. The motion carried.
Adoption of the Reserve Study Ad Hoc Committee Charter -
Chairman Chenault moved to accept the Charter (attached) prepared for the Reserve Study Ad Hoc Committee. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regularly scheduled Board meeting will be held Monday, June 28, 2004 at 6:30 p.m.
The meeting adjourned at 8:10 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Special Meeting
March 25, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, and
Jane Hillerson
VIA TELEPHONE: Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
A special meeting of the Bellasera Community Association Board of Directors was held on Thursday, March 25, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and Ms. Martin, acting as Secretary, being present to review and discuss the proposed fiscal year budget 2004/05. A quorum was established.
Chairman Chenault opened the meeting with minor explanations and stated that the meeting will allow for unlimited participation by attendees. He reiterated the process in preparing the budget and the effective date for the new budget.
The Community Manager presented the Resolution for Contractor Selection for the FY Budget 2004/05 for Board consideration and approval, as follows:
Resolved, the Board approves awarding contracts to the following contractors for the Fiscal Year Budget 2004/05:
CONTRACTOR SERVICE ANNUAL COST
1. Park Pro Access Gate Maintenance $4,755
2. J.J. In & Out Cleaning Janitorial Services
$15,600
3. Aqua Pro Pool/Spa Maintenance $6,600
4. Sunstate Sweeping Street Sweeping $4,800
5. Fitness Fix Fitness Equip Maintenance $800
6. Waste Management Refuse Removal $1,200
7. Burns Pest Elimination Pest Control Service $1,386
8. Wild Desert Landscape Landscape Maintenance $42,625
9. Securitas Security Gate Personnel $141,978
10. HACI HVAC Maint/Filters $1,000
Chairman Chenault moved to approve the Resolution for Contractor Selection prepared for the Fiscal Year Budget 2004/05. Motion carried.
Chairman Chenault stated that the following resolution had been postponed from the last meeting,
Resolved, that the Budget and Finance Committee recommends to the Board of Directors approval of the attached Preliminary Budget 1) requiring monthly dues of $142 per resident, 2) recouping the estimated deficiency in Owners' Equity of $15,850, 3) replenishing Owners' Equity to the required level of 40% of $52,000 or $20,800 and 4) in order to achieve that, to reduce monthly transfers to reserves to $3,776 during the one year fiscal period ending June 30, 2005 and increase transfers again to $8270, thereafter.
Director Lamb moved to substitute for the pending resolution:
Resolved, the Board approves a 2004/2005 fiscal year operating expense budget totaling $522,790.00 and a Reserves budget totaling $98,400.00, with the combined total of $621,190 requiring a monthly dues payment per member of $143.79 rounded to $144.00).
Director Lamb moved to amend the resolution by adding $16,000 to eliminate the year end estimated negative home owner's equity, increasing the total to $637,190.00 or $147.50 per month. The motion carried by a 3-2 vote, Directors Tack and Ricciardi voting No.
Director Lamb moved to amend the resolution by adding $20,800.00 to fund 40% of a five year plan to establish a positive home owner's equity as an emergency fund, further increasing the total to $657,990.00 or $152.31 per month. The motion carried by a 3-2 vote, Directors Tack and Ricciardi voting No.
Director Lamb moved to amend the resolution by eliminating the reserves line item (ENH1) for unidentified short term projects and reducing the annual reserve contribution to $93,816.00. The motion carried by a 3-1 vote, Director Tack voting No, and Director Ricciardi not voting.
Chairman Chenault moved to strike the reserve budget total of "$98,400" and insert "$52,440." The motion failed on a 2-2 vote, Director Tack and Chairman Chenault voting Aye, Director's Lamb and Hillerson voting No, and Director Ricciardi not voting.
Director Lamb moved to amend the resolution by eliminating the following special items in the operating budget:
a. $2500.00 for the installation and trimming of trees
in cul-de-sacs. ($0.58)
b. $2200 for the Scalping/over seeding and annual flowers.
($0.51)
c. $7000 for NAOS tree replacement project. ($1.62)
d. $3500 for mistletoe eradication. ($0.81)
The total reduction is $15,200.00 or $3.52 per month. The operating expense budget is then $507,590.00. The motion failed 4 to 0 with Director Ricciardi not voting.
Director Hillerson moved to reconsider the previous motion to strike the reserve budget total of "$98,400" and insert "$52,440. The motion carried by a 3-1 vote, Director Lamb voting No and Director Ricciardi not voting.
The motion to strike the reserve budget total of "$98,400" and to insert "$52,440" was reconsidered. The motion carried by a 3-1 vote, Director Lamb voting No and Director Ricciardi not voting.
There being no further motions, the amended resolution was:
Resolved, the Board approves a 2004/2005 fiscal year operating expense budget totaling $522,790, a Reserves budget totaling $52,440, an additional $16,000 to eliminate the year end estimated negative home owner's equity, and an additional $20,800.00 to fund 40% of a five year plan to establish a positive home owner's equity as an emergency fund with the combined total of $612,030, all requiring a monthly dues payment per member of approximately $142. The line item ENH1 in the Reserve Plan will be eliminated. The motion carried by a 3-1 vote, Director Lamb voting No and Director Ricciardi not voting.
Chairman Chenault moved to adjourn the meeting. Motion carried.
The meeting adjourned at 8:50 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
March 22, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, and Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
SPECIAL GUEST: Scott Carpenter, Esq.
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, March 22, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the secretary being present. A quorum was established. The reading of the minutes of the meeting of February 23, 2004 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault announced that Scott Carpenter, Attorney
for Bellasera would be joining the meeting at some point
and at that time the meeting would be interrupted in order
to direct prepared questions to him on behalf of the
Association. Chairman Chenault also stated that he was
working with Bart Sotnick in order to publish more detailed
results of the January 2004 survey in the newsletter
TREASURER'S REPORT:
Director Tack reported that the Association ended February
with a favorable variance of $3,197.49; $475 more than
anticipated. He reported however, that the Association is
still $5,500 short due to the prior year's deficit.
Director Tack stated that our Community Manager, Janyth
Martin, has projected the year end net operating income to
be approximately $13,000.
MANAGEMENT REPORT:
Ms. Martin reported that the individual who had an
emergency during an activity held in the clubhouse on March
3, 2004 is recovering. During the month of February,
several electrical and plumbing repairs were completed. Ms.
Martin reported that AAA Landscape has sprayed for weeds in
the common areas adjacent to the clubhouse, guard gate,
entries and medians. AAA will continue to spray in order to
attack the weeds in the remainder of the common area
landscaping. Ms. Martin also reported that the bulletin
boards were installed approximately ten (10) days ago and
that the Communications Committee has provided a list of
members to contact to assist with the posting of
information.
Approval Amended AAA L/S Proposal on Drain Grates - Ms. Martin provided the Board with a revised proposal, for a total cost of $1,128.00, from AAA Landscape with respect to the fabrication and installation of two (2) drain grates located in the common area turf at the clubhouse. The purpose for the revised proposal is because AAA will not be able to utilize existing material and will have to fabricate the grates with new material.
Vice President Lamb moved to accept the amended proposal, for a total cost of $1,128.00, to install two (2) new drain grates in the common area turf. The motion carried.
Violation Status Report - Ms. Martin reported that she had conducted an inspection to update the violation report, but was unable to update her report in time for this meeting. She confirmed that a new report will be issued to the Board, via email, before the end of the week.
COMMITTEE REPORTS:
Activities Committee - No report.
Budget & Finance - Chairman Paul Broad provided bullet point information relative to the preliminary budget that is before the Board. The Budget and Finance Committee (B&F) Resolution (attached) was read by Chairman Chenault and assumed for discussion. Further, Chairman Chenault publicly thanked the B&F, the Reserve Sub Committee, and Janyth Martin for their hard work in preparing the budget. Discussion ensued at some length with regard to the parameters of the Resolution.
Director Lamb moved to postpone the Resolution to the Special Board Meeting to be held on Thursday, March 25, 2004. The motion carried with a vote 4 to 1; Director Tack voting No.
Building & Grounds - Chairman Paul Anetsberger stated he had no report.
Director Lamb moved to reconsider a previous motion approved by the Board and presented by the Long Range Planning Committee that would increase the number of members from seven (7) to nine (9)to accept the resignation of Chair, Melissa Price; and to appoint new members Sharon Luse and David Johnson. The motion carried, and the previous motion was thereby placed again before the Board.
Chairman Chenault moved to amend the resolution by striking the words "and to accept Ms. Price's resignation". The amendment carried.
The amended motion "To approve increasing the number of committee members from seven (7) to nine (9) and to appoint new members Sharon Luse and David Johnson to the Long Range Planning Committee" carried.
Communications Committee - Chairman Keith Christian reported that the Committee has begun to solicit interest from homeowners to advertise in the Community Directory. In addition, he referenced a previous discussion of the Committee about a Community Guidelines Handbook. He reported that this project has been downsized considerably and will be no more than a couple of pages in order to offer assistance to homeowners on where they may locate the information within the governing documents.
Modifications Committee - Chairman Jim Gleason reported that the Modifications Committee approved changes to the previously approved Design Guidelines regarding the installation of awnings. The final adopted Paragraph was provided to each Board Member (attached). He also reported that the Committee is still in discussion with respect to a proposed tree lighting policy. Finally, Chairman Gleason reported that the Committee approved and adopted the Maintenance Resolution presented at the February 23, 2004 Board meeting.
Long Range Planning Committee - Chair Melissa Price presented the Final Report prepared by the Committee. Chairman Chenault gave a special thanks to the Committee for their diligence and hard work over the past ten (10) months. Chairman Chenault also read the Charter for the Long Range Planning Committee which he felt was important to remember.
Following the Final Report, LRPC Member Mike Simpson presented a Minority Report prepared by three (3) LRPC Members. Upon conclusion, Chairman Chenault requested a motion from the Board to substitute the Minority Report in place of the Committee Report. No such motion being made, the Minority Report was noted.
Director Lamb moved to postpone consideration of approval of this plan until the next regular scheduled Board meeting of the new Board. The motion carried.
Ad Hoc Gate Access Review Committee - Chairman Mike
Simpson presented the final report on Gate Access. He
stated that there are two (2) software packages that exist
to operate the system. The first is the visitor management
software; which is still operable, and the second is the
gate control software; which is inoperable. The report
recommended correcting the software problem by procuring a
new version of the PC4000 software package and
re-installing it. It also recommended correcting the front
gate missed car problem by obtaining a quote from Park Pro
to:
a. Move the front gate sensor to an area by the guard booth
pointing west down the resident lane
b. Install a "Wait for Gate" sign on the resident lane
across from the guard door
c. Tell the guards not to "click through" resident lane
vehicles that are not recognized by the relocated
equipment
b) Procure a new computer for the PC4000 software, if
required.
After thanking the committee for their diligent work,
Chairman Chenault moved to authorize the Community Manager to obtain a bid from Park Pro for relocating the main gate card reader to improve the recognition rate for entering cars, including any necessary piping and cable relocation and installation, and a "Wait for Gate" (or similar) sign on the resident lane across from the guard door. Funds for this project will come from the Reserve Fund. The motion carried.
Chairman Chenault moved to authorize the Community Manager to obtain a bid from ASSI security company to replace the main gate access system software and hardware with the latest versions from AMTEL, including the gate control and visitor screening systems. This will include all necessary hardware and software for the main gate and the Lone Mountain gate. The Community Manager will present the offer to the Board for consideration and final approval. Funds for this project will come from the Reserve Fund. The motion carried.
Chairman Chenault noted that the committee has completed its tasks, and as an Ad Hoc committee, was now dissolved.
Special Guest, Association Attorney, Scott Carpenter - Mr. Carpenter arrived about 8:15 PM. He opened his discussion by thanking the Board for the opportunity to serve as their Association Attorney.
He acknowledged receipt of preview questions pertaining to the Association and that he was prepared to answer at the meeting. The first question related to the resignation of a Board member. He confirmed that our documents require the Board to appoint a member to replace the resigning member and that the appointed member was to serve out the remainder of the resigning members term.
The second question related to an Enhancement Fund. He
indicated that there are two (2) approaches to such a
policy; conservative and aggressive. Conservatively,
Bellasera could amend the documents and establish a new
type of assessment, such as a Community Enhancement Fee,
and to which all funds collected can be used basically for
any purpose. Aggressively, the Board of Directors could
implement, via Resolution, a policy to require the
management company to collect the funds through close of
escrow. He stated that he would not condone such an
aggressive approach as legal counsel to the Association.
Other miscellaneous questions were briefly discussed.
NEW BUSINESS:
Policy Resolution for Access to Association Records - Ms.
Martin provided the Board with a brief overview of the
policy (attached) and reported that during a recent audit
of the association, CCMC noted such a policy was absent
from the records and recommends that the Board adopt this
policy.
Chairman Chenault moved to adopt the Policy Resolution for Access to Association Records. The motion carried.
Resolution to Issue a letter to Lot B-104 - Director Lamb presented the resolution (attached) and the draft letter for consideration. An alternative letter was also prepared that recognizes that the homeowners of Lot B-104 are currently attempting to obtain a valid inspection of their block wall.
Director Lamb moved to approve the resolution and issuance of the alternative letter to Lot B-104 requesting that they initiate an inspection of their wall. The motion carried.
Resolution to Adopt Attorney Collection Policy - Chairman Chenault reported that he was assigned to follow-up on the proposed Collection Policy and to ensure that it does not conflict with our current collection policy for the Association
Chairman Chenault moved to accept the Carpenter Hazelwood, PLC - Standard Collection Procedure Policy (attached) proposed to the Association. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
Upcoming meetings include Meet the Candidate's Night on
April 1, 2004; the Annual Meeting scheduled for April 8,
2004; followed by the Board of Directors Organizational
Meeting to be scheduled with the new Board representatives.
The next regular scheduled Board meeting will be held
Monday, April 26, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:55 P.M.
The Board resumed the regular meeting at 9:15 P.M.
The meeting adjourned at 9:15 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
February 23, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack,
Jane Hillerson
ABSENT: Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, February 23, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair. A quorum was established. The reading of the minutes of the meeting of January 26, 2004 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault presented members of the Board with the
final Memorandum (copy attached) issued from Ms. Cat
Coltrell of Capital Consultants Management Corporation
(CCMC) regarding the Management Services for Bellasera.
Chairman Chenault also provided his White Paper on Results
of Special Meeting which outlines the activities that have
occurred since the meeting, several changes that have
already been implemented. and changes that are underway. On
additional questions requiring follow-up, Chairman Chenault
advised the Board that many management companies train
their personnel/staff during normal work hours. He also
reported that management fees are affected by two
components; one being the size of the community which plays
a role in the amount charged "per door"; and the second
component relating to ancillary income (i.e. high rate of
collection accounts and active real estate transfers/resale
fees where disclosure and transfer costs are involved). The
cost to Bellasera is about $4.40 per door per month. Other
communities costs are in the same range, but some (such as
Whisper Rock) are as high as $27 per month. Chairman
Chenault also reported that the results of the January 2004
Survey will be included in the March newsletter publication
and posted simultaneously on the bulletin boards and
website at the first of March.
TREASURER'S REPORT:
Director Tack reported that our current Year to Date Net
Operating Income is $680. He stated that we have a positive
variance of $3,800 in Income, a negative variance of $8,000
in Operating Expenses - resulting in a negative YTD
Variance of $4,000. As a final note, Director Tack reported
that the Budget & Finance Committee has requested
Jacqui Vigil, Controller for CCMC, to provide year end
projections for Bellasera to further determine our
financial standings.
MANAGEMENT REPORT:
Ms. Martin reported that the final audit letters have been
distributed to the Board for the period ending June 30,
2003 conducted by Evers & Company. As approved in the
January 26, 2004 meeting, Ms. Martin notified our
representative from Merrill Lynch to authorize the purchase
of a $50,000 Certificate of Deposit. With regard to the
current budget process, Ms. Martin reported that multiple
bids have been requested on Insurance, Security, and
Landscape Maintenance. Ms. Martin further reported that she
has received a letter from our Attorney, Scott Carpenter,
which allows the Association to invite him to an upcoming
Board meeting to which he would extend a "free visit". This
visit will be scheduled by the Community Manager for a
future meeting.
Violation Status Report - An updated violation report was issued to the Board containing no significant changes.
Assessment Collection Policy - With our previous Board meeting, Ms. Martin reported that our Association attorney, Carpenter Hazelwood, PLC was in the process of implementing new Assessment Collection Procedures. Ms. Martin reported back to the Board that the new policy to be utilized by our Attorney does not change the current Association Assessment Collection Policy, therefore no further action is required Chairman Chenault stated he would further review this.
COMMITTEE REPORTS:
Activities Committee - On behalf of the Committee, Chairman
Chenault requested approval from the Board to appoint
Sheila Lavin to the Activities Committee.
Director Lamb moved to appoint Sheila Lavin to the Activities Committee. The motion carried.
Budget & Finance - Chairman Paul Broad reported briefly on the January financials, stating our Year to Date Net Operating Income (Loss) is $680.00. He further reported that the Committee has requested CCMC Controller, Jacqui Vigil, to review our current financial standings and report back with her projections for our year end balance. The Committee will meet again on March 4, 2004 to continue progress on the Fiscal Year Budget 2004/05 preparation.
Building & Grounds - Chairman Paul Anetsberger presented a Resolution for the Board of Directors consideration on the removal of mistletoe to be completed on trees internally to Bellasera. He stated that he was not aware that the previous mistletoe project was only to represent the external perimeter of the Association. He further stated that he has received communication from other Bellasera residents inquiring about the removal of mistletoe internally.
Chairman Chenault moved to amend the Resolution to include that the Committee will work with the Community Manager to better define the trees to be considered for mistletoe removal and the timing of such completion. The motion to amend carried. The amended motion (attached) carried.
Communications Committee - Chairman Keith Christian presented a request to the Board to purchase a high-speed HP printer for the Committee to utilize to print the monthly newsletters. The cost of the equipment, $2,600 will be presented to the Budget and Finance Committee for consideration to add to the next year's budget. Keith reported that he will follow-up with the Committee and make a presentation at their March 4, 2004 meeting.
Modifications Committee - Chairman Jim Gleason reported that the Modifications Committee approved changes to the Design Guidelines regarding the installation of awnings. He reviewed the requirements. He also reported that the Committee has begun preliminary discussion with respect to a proposed tree lighting policy.
Further to Modifications, Chairman Chenault presented a Resolution pertaining to individual homeowners request and approval from the Modifications Committee on replacing view fencing with block walls which could result in the HOA assuming some degree of maintenance responsibility (see attached). Director Lamb reported that the City of Scottsdale requires that an inspection be performed and that one was not conducted with the erection of the wall at Lot B-104.
Director Lamb moved to approve the attached Resolution. The motion carried.
Long Range Planning Committee - Chair Melissa Price reported the Committee is preparing their final list and schedule to be included with their final report to the Board. The committee recommended that the Board increase the number of Committee members to nine (9) and to accept the appointment of David Johnson and Sharon Luse to the Long Range Planning Committee. Ms. Price stated that she would resign from the committee effective March 1.
Chairman Chenault moved to increase the number of committee members to nine (9), to add David Johnson and Sharon Luse as members of the Long Range Planning Committee, and to accept Ms. Price's resignation. The motion carried.
Board Sub-Committee on Landscape Enhancements - No report.
NEW BUSINESS:
None
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, March 22, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:35 P.M.
The Board resumed the regular meeting at 8:45 P.M.
The meeting adjourned at 8:45 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
January 26, 2004
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, January 26, 2004 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of December 8, 2003 was waived. The minutes were approved as written.
PRESIDENT'S REPORT:
Chairman Chenault discussed the proposed timeline for this
year's Annual Meeting prepared by the Communications
Committee. The Board adopted the schedule (attached). The
Annual Meeting will be held on Thursday, April 8, 2004.
Chairman Chenault also requested to discuss the follow-up
from the January 15, 2004 Special Board of Directors
Meeting, though it was slated to be addressed later in the
meeting. He reported that approximately 50 members were in
attendance and that Vice President, Dennis Lamb was unable
to attend. Since that meeting he has met with the Community
Manager and Capital Consultants Management Corporation
(CCMC) to discuss the concerns from the meeting. A
follow-up Memorandum was prepared by CCMC, which he read
aloud (copy attached). He also stated that the Board of
Directors will further discuss the issues in Executive
Session.
TREASURER'S REPORT:
Director Tack presented the Board with a Budget Summary of
his year-end projections. The summary will be presented to
the Budget & Finance Committee, requesting their
assistance in completing the projection of our year-end
financial position.
MANAGEMENT REPORT:
Ms. Martin reported that the manufacture of the bulletin
boards is about 90% complete and installation of the boxes
will occur in February, according to The Door & Screen
Company.
Ms. Martin presented a Memorandum to the Board regarding the Common Area Turf culverts reporting a homeowners concern to the open pipes. Ms. Martin also requested AAA Landscape provide a cost to secure enclosure grates to cover the culverts (pipes). Although this project does not exceed her approval authority, the memo was to solicit a response from the Board to determine if the project should be completed. The Board concurred, and the project will be scheduled to be completed through AAA Landscape, so long as the cost does not exceed $1,500.
Follow-Up on the Licensing Agreement with Del Webb - Ms. Martin provided the Board with the comments received from our Association Attorney regarding the proposed License Agreement with Del Webb. Discussion ensued. No action was taken.
Ratify decision on gate hinge replacement by Park Pro - Ms. Martin reported that hinges were replaced on the front entry and exit gates and that all eight (8) hinges were actually replaced. The reason for the deviation from what the Board had approved was due to the short life expectancy on the remainder of the hinges not slated for replacement. Therefore, Ms. Martin requested the Board to ratify her approval of $692.64 for four (4) gate hinges and approve payment, in the amount of $1,197.27 to Park Pro, for the replacement of eight (8) gates hinges.
Director Hillerson assumed the request to approve the Park Pro invoice in the amount of $1,197.27. The motion carried.
FY 2002/03 Audit Approval - Ms. Martin reported that the Budget & Finance Committee has approved the Fiscal Year 2002/03 Audit and requested approval from the Board.
Vice President Lamb moved to approve the acceptance of the Fiscal Year 2002/03 Audit as presented by Evers & Company. The motion carried.
Violation Status Report - An updated violation report was issued to the Board containing no significant changes.
Assessment Collection Policy - Ms. Martin noted that the Association attorney, Carpenter Hazelwood, PLC has announced it has implemented new Assessment Collection Procedures effective January 1, 2004. Chairman Chenault pointed out that the new procedures, while perhaps a good thing, are not in conformance with the existing BCA Assessment Collection Policy adopted in December 2001. Ms. Martin was directed to get a recommendation from CCMC as to what changes we would need to make.
BCA Survey Drawing - Ms. Martin reported that she has received an incredible 184 responses to the January 2004 Survey. As stated in the survey, all applications turned in prior to January 23, 2004 would be eligible for an $80 prize. Ms. Martin requested assistance from the audience and requested a form be drawn at random. The winner of an $80 prize is Joseph Baiamonte.
COMMITTEE REPORTS:
Activities Committee - No report.
Budget & Finance - Chairman Chenault reported on the process and letter received from our Attorney regarding any potential Enhancement Fund or Resale Assessment (copy attached). He indicated that the next step would require our Attorney to draft the changes to the CC&Rs. The Budget and Finance committee recommended that the Board approve a 1/8% Enhancement Fee to be charged on the resale of Bellasera homes.
Chairman Chenault assumed the motion for discussion and vote... The motion failed.
Chairman Chenault, on behalf of the Budget & Finance Committee, also presented a resolution to direct Merrill Lynch to invest Reserve Fund cash in a Certificate of Deposit in the amount of $50,000 immediately.
Chairman Chenault assumed the motion for discussion and vote. The motion carried.
Ms. Martin presented the Board with her list of Recommendations for the Fiscal Year 2004-05 Vendor/Contractor List (see attached). It is her recommendation to request sole source update bids from most vendors currently working for Bellasera in preparation of the next fiscal year budget.
Chairman Chenault moved to amend the List of Recommendations to request that three (3) bids be obtained on Landscaping, Security and Janitorial Services. The motion failed 1 to 4.
Director Ricciardi moved to amend the List of Recommendations to request that three (3) bids be obtained on Landscaping and Security Services only. The motion carried 4 to 1.
Building & Grounds - Chairman Paul Anetsberger presented several Resolutions for the Board of Directors consideration.
Resolution to add 25 tons of granite and install three (3) 24" box trees to the eight (8) mailboxes and twelve (12) cul-de-sacs within Bellasera per Proposal No. 02245 from AAA Landscape.
Chairman Chenault assumed the motion for discussion and vote. Director Lamb moved to amend the motion to postpone the installation of trees with the next fiscal year budget (2004/05) and approve only the additional granite for an estimated cost of $800.00. The motion carried.
Director Lamb moved to approve the amended proposal. The motion carried.
Chairman Chenault assumed the next committee resolution to repair erosion damage in two areas within Bellasera. Proposal from AAA Landscape No. 1043 shall consist of erosion repairs between lots B130 and B131 which is located on Pasaro Drive, the estimated cost is about $2,800.00. Proposal No. 1044 shall consist of erosion repairs at the retaining wall located between lots B81 and B82 also on Pasaro Drive, the estimated cost is $1,300.00.
Chairman Chenault moved to approve Proposal No. 1043 to repair the erosion between lots B130 and B131 at a cost of $2,719.94 and to defer completion of Proposal No. 1044 in our next fiscal year (2004/05). The motion carried.
Chairman Chenault assumed the next committee resolution to repair and paint approximately 2,300 LF of common area stucco walls within Bellasera. This work is being requested for completion prior to its replacement date provided in the reserve study. The cost to complete the work identified shall not exceed $6,300.00 and shall be funded from the Reserve Fund.
Chairman Chenault moved to approve the resolution for common wall improvements with the expenditure funded with Association Reserves. The motion carried.
The Building and Grounds committee proposed a resolution to request the Community Manager to solicit bids for Asphalt Seal and Repair considered to be the second phase of asphalt work. This work and funding is called for with the 2004/05 Budget Year and will be addressed accordingly. No action was taken.
Communications Committee - No report.
Modifications Committee - Chairman Jim Gleason being absent. Ms. Martin reported that the Modifications Committee approved changes to the Design Guidelines with respect to the color allowed with the installation of a security door. In addition, they are currently reviewing the Design Guidelines with possible changes to the categories of Awnings, Gates and Security Gates and per the request of the Board, a possible tree lighting policy.
Long Range Planning Committee - Chairman Price being absent, Director Tack reported there is nothing further until the results of the survey are complete. He did request the Board to charge the Buildings & Grounds Committee with the task to review the potential impact on the NAOS area from surrounding developments to BCA property.
Director Tack moved to approve charging the Buildings & Grounds Committee with the additional task of reviewing the potential impact on the NAOS area from surrounding developments to BCA property. The motion carried.
Board Sub-Committee on Landscape Enhancements - No report.
NEW BUSINESS:
Request to Advertise for Arts & Crafts Festival - Mrs. Janet Biondo made a brief presentation to the Board requesting their permission to advertise and promote the Arts & Crafts Festival slated to be held in late April or early May. She reported that the first show held last year resulted in 15 artists displaying their wares - with limited activity. Local small newspapers will be utilized and payment for such advertising will be at their own expense.
Chairman Chenault moved to approve the use of the clubhouse activity room by Mrs. Biondo for an Arts & Crafts show in the late spring time period and to allow non-Bellasera residents to visit the clubhouse for the show. The use of the room must follow all requirements of the Use of BCA Recreational Facilities policy. The Board is aware that local advertising will be involved. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, February 23, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 8:55 P.M.
The Board resumed the regular meeting at 9:40 P.M.
The meeting adjourned at 9:41 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
December 8, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack,
Jane Hillerson
ABSENT: Al Ricciardi
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, December 8, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair. A quorum was established. The reading of the minutes of the meeting of November 3, 2003 was waived. The minutes were approved as corrected. The reading of the minutes of the November 13, 2003 Special Meeting was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault conveyed that the budget cycle will begin
in January and all Committees should consider whether they
have an interest in reviewing the statement of work prior
to RFP's going out to the contractors. He also reported on
the process regarding the proposed Enhancement Fund from
the Budget & Finance Committee. He concluded his report
with a follow-up on the front gate personnel. He commented
that Sgt. Keven Peterson is in charge of the gate personnel
training and their requirements to follow the written post
orders for Bellasera. Both Sgt. Peterson and Community
Manager, Janyth Martin will continue to monitor their
performance. In addition, he reported that gate software
bids are being obtained and he suggested creating an Ad Hoc
Committee to review the bids and possible enhancements to
the card reader.
TREASURER'S REPORT:
Director Tack reported that the financials came in within
$46 of budget for the month. He also reported that CCMC has
removed the two contingency line items (0431 & 0461)
from the monthly reporting statements, as requested by the
Budget & Finance Committee. He pointed out that the Net
Operating Income is not a true surplus since the budget has
a built-in Prior Year Deficit Recovery and Contingency
amount of $2000 per month, or $10,000 for the FY through
11/30/03.
MANAGEMENT REPORT:
Ms. Martin reported that she has forwarded the License
Agreement received from Pulte/Del Webb to our Association
Attorney for his review and input.
Fluoresco Lighting - Ms. Martin requested approval for payment to Fluoresco Lighting, in the amount of $698.51, for repairs completed at the main Bellasera entry monument signs.
Director Lamb moved to approve payment to Fluoresco Lighting in the amount of $698.51 for services completed at the monument signs. The motion carried.
Annual Insurance Review - Ms. Martin reported that the Annual Insurance Review was conducted with our Insurance representative on December 1st in accordance with our requirements. She also reported that our current policy expires in April and the Association will take the appropriate steps to have the policy term amended to match our fiscal year (July to June).
Follow-up on Gate Access Bids - Ms. Martin reported that she has met with three (3) competitive companies to bid on the Gate Access software. Bids have been requested and should be received soon.
Violation Status Report - An updated violation report was issued to the Board. No significant changes have transpired since the last report.
COMMITTEE REPORTS:
Activities Committee -Chairman Chenault (in the absence the
committee chair) indicated that he had neglected to
previously report on the Committees recommendation that the
Board direct the Community Manager to investigate repairs
to the stereo system. Director Tack reported that resident
Mike Simpson is willing to investigate the system free of
charge to the Association.
In addition the Committee has received Caryn Briedis' resignation and Jeanne Young's volunteer application to serve on the Activities Committee.
Chairman Chenault moved to accept the resignation from Caryn Briedis and approve the application from Jeanne Young to serve on the Activities Committee. The motion carried.
Budget & Finance - Chairman Paul Broad reported that the 2002/2003 annual audit was received on Tuesday and that the members have not had a sufficient amount of time to review. They will report on the audit at their next meeting. In addition, the Reserves Sub Committee will begin meeting in January to look at updating the reserve study. RFP's should go out mid-January with replies requested for mid-February. He also reported that all committees have been requested to provide their budget numbers for the next fiscal year by mid-February. He reported that the quarterly review of the petty cash account was completed and all is in order. Chairman Broad reported on the Committee's recommendation for the Board to spend the money and move forward on mistletoe removal, however, he also reported that no extra funds are available to plant trees as revegatation for the desired $6,700.
Building & Grounds - Chairman Paul Anetsberger reported that they are slightly over budget for the purchase of holiday lights. He suggested adding money to the budget for the next fiscal year in order to purchase additional decorations and build-up the inventory for the Association. All decorations will be stored at the guard gate. Chairman Anetsberger also reported that the wrought iron view fence panels removed from Lot B104 have been placed in storage and will be available should panels need replacement. Chairman Chenault asked if anyone had seen the new wall on Lot B104. Director Lamb indicated that the wall may exceed the six foot height allowed and suggested the Community Manager inspect the project and make a measurement from the inside of the property. He also noted the wall has not yet been painted. Chairman Anetsberger reported that the Committee is making a formal recommendation to the Board for them to proceed with the removal of the mistletoe in the NAOS area.
Communications Committee - Director Hillerson reported that the Committee received the resignation from Carolyn Stewart due to her lack of attendance from traveling and are in need of filling a vacant position.
Director Hillerson moved to accept the resignation from Carolyn Stewarts from the Communications Committee. The motion carried.
In addition, Director Hillerson reported that the Committee continues to work on the regulations handbook which has been a seven month project to date. And finally, the Committee approved the concept to sell advertising, limited to Bellasera residents, to be included in the Directory to offset printing and distribution costs.
Director Hillerson moved that the Board approve in concept the sale of advertising, limited to Bellasera residents, to be included in the Directory to offset printing and distribution costs. The motion carried.
Modifications Committee - Ms. Martin reported that the Modification Committee approved all plans received for their November meeting. Director Lamb issued concern over the roof line slope on some casitas that have been built. Ms. Martin will review with the Committee to ensure continued compliance.
Long Range Planning Committee - No report.
Board Sub-Committee on Landscape Enhancements - Nothing new to report.
NEW BUSINESS:
Town Hall Meeting Follow-up - Chairman Chenault presented a follow-up plan from the Town Hall Meeting (see attached).
Per Item #1: Request the Modifications Committee to develop standards for the Design Guidelines to permit awnings and/or protective screening devices on individual homes.
Per Item #1 Chairman Chenault moved to approve this recommendation to the Modifications Committee. The motion carried.
Per Item #3. Look for funds to undertake mistletoe removal in NAOS as soon as possible.
Director Tack moved to accept the bid from AAA Landscape, in the amount of $3,500, for the removal of mistletoe in the NAOS area. The motion carried.
Per Item #4. Survey.
Chairman Chenault moved to accept the survey form content. The motion carried.
In addition, each survey should be numbered. The survey will be mailed during the first week of January and be requested by January 23.
Director Tack moved to add a financial reward of $80 (winner to be chosen by lottery) to the January 2004 survey to be eligible to those residents who return the survey by the specified date. Motion carried with a vote of 3 to 1.
Yard Lighting Policy - Chairman Chenault initiated discussion regarding landscape lighting being the primary source of lights within Bellasera and whether the garage and developer provided trees are required to be lit.
Chairman Chenault moved to request the Modification Committee to consider establishing regulations/requirements to have tree lights on at night. The motion carried.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, January 26, 2004.
Director Hillerson moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:00 P.M.
The Board resumed the regular meeting at 9:25 P.M.
The meeting adjourned at 9:25 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
November 3, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, November 3, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of September 22, 2003 was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault reported that three (3) Directors'
positions will be up for election at the next Annual
Meeting in April of 2004. The Board may create a Nominating
Committee if no volunteers come forward. The Chairman also
reported that the Board will conduct its annual insurance
review in December. He stated that the Association could
hire a firm to update the Reserve Study, but that since
there is nothing in the budget this year, he requested the
Budget & Finance Committee to consider including money
in the budget for this expense next year. He reported that
the presenters for the Town Hall Meeting will meet on
Friday at 2pm at Legend Trail for preview. The Chairman
also reaffirmed that the Association has a policy in place
and that money has been budgeted for this year for holiday
decorations.
TREASURER'S REPORT:
Director Tack reported that the financial statements may be
misleading and strongly requested that CCMC change the
reports with respect to the contingency line items.
MANAGEMENT REPORT:
Ms. Martin reported on several items that have been
completed throughout the Community. They are: clubhouse
roof repairs, mailbox faux stone replacement, carpet
re-cleaned in the clubhouse, monument sign repairs, back
gate drainage improvement, over seeding of turf and
installation of annual flowers, replacement of two mesquite
trees in the turf area, and the annual backflow testing of
the pool. Ms. Martin also reported that the theft of one
Owner's golf clubs has been solved and that the perpetrator
was a professional who had entered the Community
unlawfully. Finally, Ms. Martin reported that she has
received a License Agreement from Del Webb for using the
"Bellasera" logo and will work with our Attorney to ensure
that the Association understands the terms of the License
Agreement.
Annual Audit - Ms. Martin informed the Board that with the delays in proceeding with the Annual Audit, that the formal report will not be provided per the terms of the governing documents, or within 120 days. The final report will be issued once it is received from the auditing firm.
Television Replacement Costs - Ms. Martin presented three (3) competitive costs to replace the 36" television that was removed from the media room.
Director Ricciardi moved to approve the purchase of a new 36" Sharp television to replace the smaller unit currently located in the media room. The funds for the purchase would be from the Reserve Account. The motion did not carry.
Bulletin Board Presentation - Ms. Martin presented three (3) bids to purchase and install eight (8) bulletin boards at the mailbox kiosks. Though the three bids were not comparable, per the specifications issued by the Communications Committee, they were requested to be presented as is. The installation of the bulletin boards will be completed over the faux stone at each mailbox.
Director Lamb moved to approve the bid from The Door & Screen Company, with the installation of the bulletin boards to be mounted over the faux stone. The cost for purchase and installation is approximately $3,560.00. The motion carried.
Front Gate Hinge Replacement - Ms. Martin requested the Board approve the replacement of front gate hinges through Park Pro. The question arose as to whether this was four individual hinges or four pairs of hinges. Ms. Martin will follow-up with Park Pro to answer this inquiry.
The Board discussed the options of replacing just the bad hinges or having all hinges replaced at this time. The Board requested that Ms. Martin obtain a bid from Park Pro to replace all hinges and present the findings and recommendation for approval through Unanimous Consent.
Extra Landscape Services - Ms. Martin presented the Board with a recommendation to continue with the extra landscape crew for the month of November. Due to the extended warm weather the extra time is needed to complete all the trimming.
Chairman Chenault moved to accept the recommendation and retain AAA Landscape for an additional month of extra service at a cost not to exceed $1,150. The motion carried.
Violation Status Report - An updated violation report was issued to the Board. Ms. Martin informed the Board that night time inspections have proven difficult because many tree lights have their timers set to go off earlier in the evening. A discussion to establish a policy to ensure that the tree lights are lit followed. Chairman Chenault will review this and present options to the Board.
COMMITTEE REPORTS:
Modifications Committee - The committee chair, Jim Gleason,
had nothing to report.
Building & Grounds - The committee, per Bob Shriver, is scheduled to install the holiday decorations. Paul Anetsberger will purchase all the necessary items required and budgeted for this year.
Budget & Finance - The committee, per Paul Broad, stated the Association should continue to file the 1120H to stay consistent. He stated that an e-mail was issued to all Chairpersons requesting their input, due by November 30, 2003, on possible budget expenditures through the end of the FY 2003/04. The committee presented the Board with a resolution to establish an Enhancement Fund (see attached).
Chairman Chenault assumed the Resolution for discussion. The motion did not carry by a vote of 3 to 2.
Communications Committee - The committee chair, Keith Christian, reported that a one page update to the Directory will be included with the next quarterly assessment billing.
Activities Committee -Chairman Chenault (in the absence of any other committee member) reported that they have established the next six (6) month schedule for the period January - June 2004. The committee continues to search for members to fill three (3) vacancies.
Long Range Planning Committee - Chairman Chenault reported that the committee will conduct a Town Hall presentation rehearsal on Friday.
Board Sub-Committee on Landscape Enhancements - Two (2)
items were presented to the Board:
· Proposal on Re-Vegetation - Director Lamb reported
that he would like to present the re-vegetation project at
the Town Hall Meeting to gather feedback. He indicated that
the cost for water is undetermined. All members were in
favor of the presentation.
· Proposal on Mistletoe Removal - Three (3) bids were received to perform mistletoe eradication on approximately 100 trees in the NAOS area.
Director Lamb moved to accept the bid from AAA Landscape and proceed with the project at a cost of approximately $3,500. The motion did not carry.
This item was referred to the Buildings & Grounds and Budget & Finance Committees to determine what, if any, funds might be available.
NEW BUSINESS:
Activity Room/Kitchen Reservation Request and Contract - Ms. Martin presented the Board with the revised reservation form with a new disclaimer and indemnification paragraph.
Chairman Chenault moved to approve the modifications to the policy for Activity Room Rental and accept the new form, attached. The motion carried.
Whisper Rock Park Resolution - Director Tack presented a resolution (see attached) on the Whisper Rock Park.
Director Lamb moved to postpone the proposed resolution indefinitely. The motion carried with a vote of three 4-1.
Gate Access Control - Chairman Chenault discussed the
two (2) options, repair or upgrade, available for gate
access control. Currently the computer system and software
for operating the gates is out of service. No software is
available to rebuild the system because Del Webb did not
provide it to the Association. The software would have to
be purchased and the computer replaced. Since the system is
antiquated, the Ms. Martin recommended purchasing a
completely upgraded system instead of repairing the
existing one. The Board requested that the Community
Manager obtain two (2) more bids to upgrade the gate access
control system.
NEXT/UPCOMING MEETING DATE(S):
The next regular scheduled Board meeting will be held Monday, December 8, 2003.
Director Ricciardi moved to go into Executive Session. The motion carried.
The Board went into Executive Session at 9:00 P.M.
The Board resumed the regular meeting at 9:45 P.M.
The meeting adjourned at 9:425 P.M.
Respectfully submitted,
Janyth Martin
Bellasera Community Manager
Recording Secretary
Approved,
Al Ricciardi
Secretary
BELLASERA COMMUNITY ASSOCIATION
Board of Directors Regular Meeting
September 22, 2003
PRESENT: Richard Chenault, Dennis Lamb, Robert Tack, Al
Ricciardi, Jane Hillerson
ABSENT: None
MANAGEMENT: Janyth Martin, Community Manager
The regular monthly meeting of the Bellasera Community Association Board of Directors was held on Monday, September 22, 2003 at 6:30 p.m. at the Bellasera clubhouse, the President being in the chair and the Secretary being present. A quorum was established. The reading of the minutes of the meeting of August 25, 2003 was waived. The minutes were approved as corrected.
PRESIDENT'S REPORT:
Chairman Chenault extended his gratitude to the
Communications Committee for its diligent work in posting
the CC&Rs on the website. Chairman Chenault stated that
a meeting was held with Securitas and clarified that the
salary difference for the new guard would not increase the
budgeted amount paid by the Association. Chairman Chenault
also provided a brief synopsis of the ways in which an
association may file its taxes. He stated that our CPA and
CCMC is researching the cost savings and alternatives for
tax filings. Chairman Chenault stated that the purpose for
the Town Hall meeting is to discuss important topics with
the members of the community, but that no action will be
taken at the Town Hall meeting itself.
TREASURER'S REPORT:
Director Tack reported that the current month's financials
are under budget by $1,500. The yearly budget is within
$500 of what was spent last year. He further stated that
Charles Schroeder has done a commendable job on the Budget
Analysis.
MANAGEMENT REPORT:
Wash Clean-Up - Ms. Martin reported that the wash along
Scottsdale Rd. has been recently cleared by AAA
Landscape.
Open House to be held at Bellasera - Ms. Martin requested approval for Qwest representatives to visit the community to discuss the availability of DSL and high speed internet service.
Director Hillerson moved to approve the use of the community room for Qwest to explain the availability of expanded services, i.e. DSL and high speed internet to the residents. The motion carried.
Tree Trimming around Clubhouse - Ms. Martin gave an update on bids for the trimming of the trees around the Clubhouse. Two bids have been received to date. One bid is for the amount of $1,825 and the other is for $1,425. The third bid is anticipated to be received by the time of the next board meeting. A Unanimous Consent will be prepared once the final bid is received in order to schedule the trees to be trimmed prior to over seeding the turf.
Resolution to Replace One (1) Pool Heater - Ms. Martin presented the Board with a resolution to replace the