Work Session Minutes June 8, 2009

Meeting was called to order at 6:30 pm. Board Members present were Dave Zeemont, President; Steve Bailey, Secretary; Mary Rita Chapman, Treasurer; Larry Felhauer and Barbara Rose Farber, Directors at Large.

Also present were Kelly Dickson, Erosion Control Chair; Lamar Harrison, Design Chair; Dave Wright, Gates Chair; Kathy Mayer, Webmaster; Kathy Switzer, Judy Corona, and Mike Floyd.

Minutes from last meeting were approved.

Walt Scheiderich, Mailbox Location Chair, presented the facts that his Committee has already produced. His beginning point was to get the boxes off Anthem. It is very dangerous trying to turn against traffic (which is steadily growing). In addition, some residents park their cars halfway into the road, leaving their door open while they get their mail, which makes it nearly impossible to see any traffic coming up the hill.

Walt suggested three possible options — each with pluses and minuses. First suggestion would be at the top of Constitution Road. We have the land there; however, this would force everyone to drive up the hill for their mail. Second suggestion would be splitting the boxes between Anthem, top of Constitution, and somewhere around Tract E (ponding area near Constitution and Sonnet Court. )The third possibility(s) would be on some private land on a few large lots. This would require permission from the landowners and possible legal agreements. These are being worked on presently.

Some suggestions have been made to place boxes at each cul de sac; however, it is doubtful that the Post Office would like that idea. Besides, it would still leave about half the homes that are not on cul de sacs. Turning present boxes around and driving/parking east of the boxes was also discussed. It was brought up that there may not be enough land for a parking area plus a drive area. In addition, it is doubtful that we even own that property. That will be looked into.

It was suggested that the Committee further investigate one or two of the best suggestions, work out approximate costs, and return to the Board for further advisement.

Dave Wright, Gates Chair, and Larry Felhauer, Gates Committee member, reported that the closing of the gates as of June 1^st^ appears to be working out fine with just a few glitches. He spent several hours watching and helping residents and workers get through the gates, but for the most part, things worked smoothly. The builders appear to have figured things out, some neighbors have requested clickers, and special codes have been issued for housekeepers, yard workers, etc. You may contact Larry or Dave if you still need some special codes.

After discussion, it was suggested that the gates “open time” should be shortened. Currently, they stay open for a long time after a car has gone through. The Committee will work on a better time and institute it. Don’t worry about it closing on your car (if you are behind someone, etc. ). The gates are designed to remain open as long as any vehicle has entered the open zone. The timing to close will only begin after the last car is through. Remember there is no such safety device if you are attempting to enter through the “exit” gate. Several people have been seen getting out of their cars, walking around to put their hand in front of the electric eye, then running back to get in the car. Already one car has had the paint scrapped trying to enter this way. The Committee will look into a device that works on car weight instead of an electric eye to eliminate this form of entry. Apparently, they are inexpensive.

The electrician has done some of the work replacing some lights and will be doing a few other items that are needed. Apparently at least one of the lights was a victim of hooligans.

Mike Floyd, neighbor and builder, asked the Board for some consideration on opening the gates for Realtor’s open houses on weekends. After a long discussion, it was decided that on the 1^st^ and 3^rd^ Sundays of each month the hours between 1 and 4 pm would be made available if requested. The gates would only be open for an open house if the agent notifies the Gate Committee no less than 48 hours prior to the open house. These rules also apply to neighbors who are selling their house on their own without an agent. The members felt that this would be a fair compromise to keep the community as safe as possible while allowing neighbors (who are also members) to sell their houses as needed.

Mary Rita Chapman, Treasurer, gave the Treasurer’s report (attached. )Mary Rita pointed out that a few items appeared to be “out of budget. ”“Office supplies” is higher that expected due to some mass mailings that were necessary. A few private donations have been received for the gate renovation so that should bring the landscape maintenance category back into shape. It was also noted that the computer software we use shows items like general assessments and special assessments as fully received in the budget. There are still a few people late with their assessment fees. We are continuing to work with these individuals. Last year, we had 100% compliance while this year we are at 92%. It must be noted that even last year some last minute payments were received. It is advised to pay the assessments on time to avoid late fees and possible liens attached to the property. Although not due until June 30^th^, the Special Assessment of $300 for erosion control stands at 60% received.

A reminder email will be sent out again by the Treasurer that assessments are due (if you have paid already, don’t worry about it - everyone will receive the email which will also contain information about where the special assessment money has been spent. ) Telephone calls and personal visits will continue for those delinquent. Liens will be placed on any property not paid.

The attached report shows that we have spent most of the Special Assessment funds that have been collected ($15,039 of $22,000 collected). No new work will be done without first having the funds collected. There is a small amount of concrete work remaining on Pond B (Tract C) with the rest of the money going to rockwork to protect what has already been done and for other pond projects. No concrete work has been done on any private land from this special assessment.

Lamar Harrison, Design Chair, presented his report. The Committee has approved preliminary plans for the new house on Sonnet Court. Also, he stated that the new owner of the house on Lot 112 has also purchased Lot 111 and wants to extend his house with a three garage. According to Lamar, the lot owner has already checked with the County and they do not see a problem combining the two tax lots into one. The Board had a discussion on matters including what happens to the extra lot assessment and whether the entire process is legal according to our CC&Rs. A quick study of the CC&Rs by Larry Felhauer showed nothing prevents this from happening as long as the building conforms to the set standards. The Board decided to look into the matter further and check with the County, ask for neighbor input, and to run it by our attorney. Although there were no major objections to the plan, the Board wanted to make sure everything was legal and satisfied the neighborhood. It was suggested that we ask the owner to pay the annual two lot assessment so that it doesn’t put a hardship on the other owners. The Board will take this up again at our next meeting.

Barbara Rose Farber, Landscaping Chair, complained that some lot owners are letting a lot of weeds grow in their yards. The Board suggested that she make a list of all the members in violation and bring it to the next meeting, where we will decide who needs reminding of the CC&R rules concerning yards. Barbara Rose volunteered to take photos to help see what she is talking about. She will not enter anyone’s property.

The Board voted to not pursue a contract with the landscaping company for cleaning the roads and replace it with a clean/pay as needed policy. We have not signed the agreement yet with the landscaper and have not been charged a monthly fee yet, although the accounting sheet shows money budgeted for this reason. The roads have not been cleaned, except at special request where we charged the lot owner. Barbara Rose will get an estimate for cleaning the roads and for part of the cleaning that will be billed to those homeowners who have caused some of the dirt during construction.

Dave Zeemont announced that it is very important to report — in writing — any difficulties with water pressure. If you have a problem with low pressure: call the water company; let Dave Zeemont know you called (Contact Dave), then write the water company a note if you can.

Neighbor Don Jonker let the Board know (via letter) that he has started training for the Picacho Mountain Neighborhood Watch. He stated that he is a Director, Special Deputy Sheriff’s Commission and is qualified to teach the program. Don is looking for volunteers to become members of the Neighborhood Watch program. Contact Don at Contact Don) if interested in joining this very worthwhile group. The Board believes that being a member of the Neighborhood Watch would be important for every property owner who lives here.

Respectfully submitted,

Steve Bailey

CRNA Secretary

June 9, 2009