September 3, 2011 @ Pinetop C.C.
BOD Members Present
Allan Johnson, President Peter Rust, V.P./Architectural
Brian Gross, Member @ Large Fran Stephens, Secretary
Jane Westby, Member @ Large Bob Segerstrom, Treasurer
Rod Gastineau, HOA Financial Mgr.
Unit Owners
24 Units were represented in person, U.S. mail or e-mail
President Allan Johnson called the meeting to order at 10:00 AM.
President Johnson introduced the current BOD members and the 2011-2012 candidates.
Secretary Fran Stephens confirmed we had a quorum to conduct business.
The September 4, 2010, Annual HOA Meeting Minutes were approved as written by Secretary Stephens.
FINANCIAL REPORT:
HOA Financial Manager Rod Gastineau distributed, gave explanations and answered questions about the August 31, 2011, F/S.
PRESIDENT’S UPDATE:
SALES
President Johnson reported 3 recent Unit sales in July/August with activity on another.
INSURANCE
- Due to the number of new insurance claims this past winter, the BOD had our attorney draft an Insurance Resolution regarding insurance deductibles and non-covered losses. After BOD approval, it was filed (2011-12480) on 08-12-2011 in Navajo County. (copy attached separately) It is important for all Unit owners to read and understand this document as well as having your insurance agent review the HOA insurance policy vs. your personal policy.
- If a problem occurs in the future, it will be the Unit owner’s responsibility to insure no further damage is caused, immediately notify the BOD, obtain estimates for immediate repairs/clean up and obtain contractor estimates for final repairs. After approval by CAU (the HOA insurance company), monies will be given to the HOA and then the HOA will disburse funds appropriately.
- The process and steps you should take were spelled out in the June 24, 2011 HOA President’s Letter. (See www.thevillageinpinetop.com or contact Secretary Stephens if you do not have a computer.)
- If there is damage other than what is covered by the HOA insurance, owners will be expected to solve the problem as you normally do on your privately owned home.
An owner in attendance who has been an insurance agent for 25 years recommended Coverage A on the HO6 Policy. A $100,000 endorsement is only used if you have an umbrella policy.
MAINTENANCE / RECOMMENDATIONS
The BOD strongly recommends and asks everyone to:
- Unplug your furnace during the summer to prevent lightening damage
- Leave the heat on during the winter with the thermostat set at 50-55°
- Turn off your water when leaving for more than a few days anytime of year
- When the water is turned off, be sure to also turn off your water heater and ice maker
- If leaving for the winter, drain all toilets, etc. and use RV Anti Freeze
- Have your Unit checked periodically so problems/damage can be found in a timely basis
- Have a water lock installed to prevent others mistakenly turning your water on. Locks can be purchased from A-Alarm for $35 (Bob Segerstrom had one to show everyone) and the t-handle must be cut smaller to fit. These locks should only be used when the water if off; otherwise no one will know the status of the water in case of an emergency.
- Owners should purchase an insulated faucet cover to be placed on the front & back outside faucets during the winter. Bob S. purchased several to sell us for $5.00 each. In the past, BOD members have been individually wrapping insulation around faucets each winter.
- Remove the battery from the remote and inside the fireplace OR insure your fireplace can only be turned on via the wall switch to prevent lightening strikes turning it on.
- If your outside water valve is difficult to turn on/off, please contact a BOD member with your Unit #.
President Johnson explained that outside staining is now being planned on a 5-year cycle since all buildings have had at least three coats of stain. Units 1-9 and 39-48 were stained this spring. Steps will continue to be monitored and stained on an “as needed” basis.
The BOD has approved 2, 4 or 6-panel Knotty Alder exterior door if your front door needs replacing. They can be purchased at Home Depot or Lowe’s. Hal Stout suggested a metal clad door would be more durable – the BOD will look into it.
The approved Larsen storm doors can be purchased and/or installed by Lowe’s. Contact Jane Westby for details Cell 520-404-8349.
ON-SITE MAILBOXES
Secretary Stephens is obtaining information from the Pinetop P.O. regarding the availability of on-site mail boxes. If any of you are not using your box, please contact her so we reassign them to the yon i.e. year-round Units that do not have access to our boxes.
RENTAL REMINDER
Any Unit owner renting or having a rental agent must provide Secretary Stephens with the names/details at least 15 days in advance. (Rules & Regulations Section 6, C2)
WEBSITE
Reminder that The Village website contains valuable information i.e. CC&R’s, Rules & Regs, Insurance info, President’s Update, contact info, etc. www.thevillageinpinetop.com
ELECTION OF BOARD OF DIRECTORS
Ballots were collected and there were no nominations from floor. Slate approved as presented: Jon Graf, Brian Gross, Allan Johnson, Paula Mulay, Pete Rust, Bob Segerstrom, Fran Stephens and Jane Westby.
QUESTIONS FROM OWNERS
How often is the asphalt recoated?
Every 2 years. It was last done in 2010.
Will there be an HOA dues increase for 2012?
No, they will remain the same and payable quarterly or prepaid yearly.It is essential to have them payable quarterly to cut losses from bankruptcy Units.
What is the status of the heat tapes?
The tapes, ice shields, the removal of the builder’s roof vents being replaced with ridge caps, and “bird” holes added to make air movement have thus far solved the ice dam problem. Having been turned off during the summer to prevent damage from lightening strikes, the tapes will be put back in place and turned on by our electrician after Tim cleans the gutters later this fall.
Will the gutters be replaced on the back of the Units?
No. If we put them on, it would require adding additional electrical outlets (all are being used now). It would be very costly to replace them.
How many roofs have been replaced to date?
Five front and one back on total of twenty-three roofs. (9 buildings / 46 Units).
Would the BOD please contact the owner of Unit 24 to have the motion light switch turned on?
Yes, the BOD will do so.
What is the approximate cost to have Tim build a storage shed?
Yesterday an owner was given an estimate of $1,750-$1,850.
Has the BOD considered replacing the “ash can”?
Yes. Tim was contacted last fall but he has not done it yet. We will do so again.
Who determined the location of the motion lights?
The builder. They were put in locations so people going up the steps would have lights.
Would it be possible to install two or three solar street lights?
It would be too costly – approximately $15,000.
OTHER TOPICS
- There are still bears in the Sports Village area so be cautious at night.
- If you find a raccoon hole near the lower patios, you can obtain a trap from Fish & Game.
- Allan reminded everyone to have their toilet rings and water valves checked and possibly replaced.
- Fran reported their furnace igniter was checked and needed replacing. They used Gardner Heating
- The BOD will ask Tim to place “Ice Melt” in a container under the steps for owner’s use. (Ice Melt contains magnesium salt which does not harm the wooden steps like regular salt would.)
- Due to necessary repairs to another roof, the garbage enclosure will be delayed until next spring.
- If anyone knows a good cement contractor, please contact someone on the BOD with their name.
- Rod sends out quarterly dues reminders via e-mail but if you need one via U.S. mail, let him know.
- Fran requested that everyone be sure to let her know of any address, telephone, e-mail, etc. change.
- Bob thanked owner Roland Smith for replacing the secondary gates at his expense.
- The owners in attendance thanked the current BOD members for their time and efforts to successfully run and maintain The Village.
Meeting was adjourned @ 11:45 AM.
Respectfully submitted by Secretary Fran Stephens
