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HOA Meeting Minutes 28 July 2009

TATUM VILLAGE HOMEOWNERS ASSOCIATION{BR}
BOARD OF DIRECTORS OPEN MEETING MINUTES{BR}
AT PARADISE VALLEY COMMUNITY CENTER{BR}
Tuesday, July 28th, 2009 6:30 PM{BR}

'''Board Members Present''':  Guy Ellis- President, Kenneth ‘Guy’ Berry- Secretary, Jessica Reznik- Treasurer

'''Management Present''':  Christina Ballentine, Community Manager and Doug Austin, Vice President – North Valley Region, Rossmar & Graham 

====Call to Order:====
Guy Ellis called the meeting to order at 6:34 p.m. 

Due to a recall meeting held on June 30th, 2009 a new Board was voted in. New Board President Guy Ellis introduced the new Board to all the homeowners in attendance.

Guy Ellis also introduced new Community Manager, Christina Ballentine to all the homeowners. He stated that the Board had a decision to make a switch in Management companies but has decided to start a new beginning with Rossmar and Graham. 

====Approval of Minutes====

The March 23, 2009 minutes were approved by Guy Ellis and seconded by Jessica Reznik.

The April 22nd, 2009 minutes were approved by Guy Ellis and seconded by Guy Berry.

====Open Forum====

Doug Austin, Vice President from Rossmar and Graham reminded the Board that they have the option to send any notices (including upcoming meeting dates) to all the homeowners by mailing them along with the monthly statements.

Guy Ellis, President, asked the homeowners if it would be best to hold all future Board meetings at the offices of Rossmar and Graham . This will save the association monthly cost because there is no charge to hold any Board meeting at Rossmar and Graham.
 
The homeowners and the Board have agreed to hold the next Board meeting at the Rossmar and Graham offices in Scottsdale.

A homeowner let the Board know that when she called the emergency line for Rossmar and Graham on the weekend, she did not receive a follow up response. Doug Austin, North Valley Vice President, assured the homeowners that Rossmar and Graham is taking all the appropriate steps for all phone calls received. If a homeowner calls the emergency line on the weekend, the call will be transferred to the on-call Community Manager. If it’s not answered after 20 minutes, it will be transferred to all the Vice President’s until is answered.

====Violations====
*During the process of the recall meeting, no violations were made. The reason was because the violations that were being cited per the previous Board were unreasonable and it was an unfair way to invalidate the votes of many homeowners.
*Violations are currently being taking care of by Christina Ballentine, Community Manager.

===Committee Reports===
=====Landscape=====
There are a lot of dead plants in the common areas. Sexton will be contacted and Guy Berry, Secretary, will walk with them through the common areas to specify the plants that need attention. Homeowners stated that overall all landscape has been looking nice.

Guy Berry, Secretary, will check with Sexton about having dog bags available for homeowners in the Community. 

====Towing and Parking====
There is a concern that homeowners are parking in areas that are not authorized. One of the concerns is people parking in the gravel in between houses. Community Manager, Christina Ballentine, will work with the Board to enforce the parking issues.
====Management Report====
The Board reported that the all the pool drain covers have been fixed.

Due to the request to the previous Board, all barbeque grills were removed. The Board asked the homeowners if they should look into replacing them, and after their input they will not be replaced at this time.

The safety switch for the gate is not functioning properly. Doug Austin, North Valley Region Vice President, will check the gate contract and see if it will be an extra cost to have this fixed, or if it is included as part of the contract.

The Board reported that there is a pot hole in one of the roads. The Board is currently getting bids to have it repaired.
Guy Ellis, President, has asked homeowners to provide the Board with any information about the toilet paper found on the Community's trees.

Guy Ellis, President, would also like to thank the good samaritan that cleaned up the charcoal that was on ground of the basketball court.

====Pool Committee====
The Board will like to set up a pool committee. It will consist of one Board member and two homeowners. The Board has asked for anyone that is interested to let them know.

====Financial Report====

Jessica Reznik, Treasurer, mentioned that overall the financials looked good.

The Board is currently looking for new banks for better rates. 

Christina Ballentine, Community Manager, will do research in regards to crime prevention money of $9,800 that was not displayed in the financials.

The Board will use money from the budget for new pool furniture. There are broken chairs that need to be replaced. Christina Ballentine, Community Manager, will provide the Board with some pool furniture quotes.
It was brought to the Board’s attention that there is broken tile in the pool that needs to be re-caulked. The Board will have someone take a look at the tile.

Christina Ballentine, Community Manager, will research with the Accountant at Rossmar and Graham in regards to some Labor Day raffle money that is has not been accounted for.

The Board stated that further on there would be no more petty cash.

====New Business====

The Board would like to form a Landscaping and an Architectural Committee. Homeowners that would like to be part of one of the committees can e-mail the Board at tatumvillagehoa@gmail.com

Architectural Committee will meet once a month. If there is an architectural request made by one of the Board members, they will not be involved in the review process. 

If anyone has been disapproved on their request, they will be able to appeal the decision which will be handled by the Board members only and not the Architectural Committee. There will be an overlap of one Board member who will be on both the architectural committee and the Board. The Board may consult with the architectural committee which reviewing the appeal. If the appeal has been submitted by a Board member, the Board will participate in that decision.

'Flick and Float'- There has been an interest for homeowners to be able to watch a movie outside by the pool. The Board looked into a company called Celestial Nights and charged $750.00 for an outdoor projector. The Board will look further into different options.

The Board would like to form a Social Committee. Any homeowner interested should contact Jessica Reznik, Treasurer.

Guy Ellis approved to form new committees and was seconded by Guy Berry.

====Website====
http://tatumvillage.info/ is the new Community website.  It will be set up so it will be easy to edit and search. There will be a notice board with all new upcoming events. The cost will be about $ 5.00 per month to host this website and $8.00 per month for a mailing list. The Board will try the mailing list for 6 months and the site will be a permanent feature.

Guy Ellis has approved the new Community website and it was seconded by Guy Berry.

=====Annual Meeting=====
The Annual meeting will take place on September 22nd, 2009.

====Board Meeting====
The next Board meeting will be August 25th, 2009 at 6:30 p.m. at the Rossmar and Graham Scottsdale offices.

Guy Berry's position as Secretary will be up for re-election.

In the October Board meeting there will be a vote to amend the By-Laws to have a 5 member Board instead of three as it is currently. This will be based on how many people run for the expiring position.

The Board will also consider having Board meetings every other month instead of every month.

With no further business to discuss the meeting was adjourned at 7:55 pm. 

Respectfully Submitted, {BR}
Perla Hickey{BR}
Recording Secretary
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HOA Meeting Minutes 28 July 2009
