Greenfield Acres Board of Directors Meeting

July 29, 2008

Basha Library, Chandler, AZ

Meeting Minutes 

Board Members Present:           Luke Clesceri

                                                Dan Riggs

                                                Fred Herchet 

Board Members Absent:            Tim Schlax

Kevin MacFadden 

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 6:10 p.m.

MINUTES:

The June, 2008 meeting minutes were reviewed.  Motion to approve: D.Riggs; seconded by F. Herchet. 

ARCHITECTURAL:

An architectural plan for 2727 Via De Arboles was reviewed.  The plan was approved as submitted. 

An architectural request was reviewed for 2785 Country Shadows.  The homeowners is requesting to have fencing installed around their vacant lot to keep traffic from cutting through.  The request was approved with the stipulation that the neighbors also approve of the fencing prior to the installation.

FINANCIAL:

Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time. 

OLD BUSINESS:

The following items were also discussed: 

·         Erin Woodruff (lot 1030) will be responsible for organizing a community block watch program. 

·         Several areas or the CC&R revisions were discussed.  These revisions will be reflected in the amended CC&R’s that will go out for homeowner vote, once completed. 

NEW BUSINESS:

It was decided that Tri-City would set up accounts for the Greenfield Acres vendors on automatic payment programs as at this current time D. Riggs is signing the association checks.  For any invoices that are “out of the norm”, these will be scanned and e-mailed to D. Riggs for approval prior to the check being sent from Tri-City. 

Meeting adjournment at 7:45 p.m. 

Respectfully Submitted,  

Melanie Baas, CAAM - Recording Secretary

Greenfield Acres Board of Directors Meeting

September 15, 2008

2727 Via De Arboles

Meeting Minutes 

Board Members Present:          Luke Clesceri

                                                Dan Riggs

                                                Fred Herchet

Tim Schlax

Kevin MacFadden 

Board Members Absent:          None     

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 10:00 a.m. 

MINUTES:

The July, 2008 meeting minutes were reviewed.  Motion to approve: L. Clesceri; seconded by T. Schlax 

ARCHITECTURAL:

·         A Landscape plan for 2634 E. Country Shadows was reviewed.  The plan was approved with the stipulation that they have a 48” box Elm in the front yard and that the lights at their drive must be pillar or lights mounted on a post, not glass block lights. 

·         An architectural request was reviewed for 2787 Via De Arboles.  The homeowner is requesting a shed that is 10’ tall.  There is a 7’ height restriction for sheds in the community.  Therefore; this plan is denied. 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time. 

·         The proposed 2009 budget was reviewed.  Management will work with D. Riggs, Treasurer, to complete the budget. 

OLD BUSINESS:

·         There is a tractor that is still on, vacant lot, 2010.  It was voted that the lot owner would receive a fine of $25 to encourage him to have this tractor removed as there has been much previous correspondence with this owner and the suspected owner of the tractor. 

·         The Board will be meeting every other month, beginning in November, at 6pm.  These meetings will be held at a local elementary school. There will be an October Board meeting held at the library. 

·         After reviewing homeowner input, the Board made the final revision to the amended CC&R’s.  Management will work with the attorney to create a summary letter for these CC&R’s to be sent out to the homeowners for their vote. 

NEW BUSINESS:

·         The Board has decided to paint the entry planter boxes as well as several areas throughout the association that need touchup.  Management will work with the painting company to complete this project. 

·         The owner of lot 3027 has requested that his fine be removed from his account as he has recently sprayed the weeds on the vacant lot.  These fines will not be removed due to the fact that this is an ongoing issue with the owners of the lot.

·         The tentative date for the 2009 Annual Meeting is January 23, 2009. 

·         A $250 fine, for 2693 Villa Park, was voted on as they have yet to screen in their gate after construction. 

·         Several ideas for needed committee were presented and reviewed.  Committees, such as Lighting and Communication, are needed in the community.  Responsibilities for these committees will be posted on-line and a request for community assistance will be sent to homeowners. 

Meeting adjournment at 11:50 a.m. 

Respectfully Submitted,  

Melanie Baas, CAAM - Recording Secretary

Greenfield Acres Board of Directors Meeting

November 25, 2008

2727 Via De Arboles

Meeting Minutes 

Board Members Present:          Luke Clesceri

                                                Dan Riggs

                                                Fred Herchet

Tim Schlax

Kevin MacFadden 

Board Members Absent:          None     

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 6:06 p.m. 

MINUTES:

The September, 2008 meeting minutes were reviewed.  Motion to approve: L. Clesceri; seconded by D. Riggs. 

ARCHITECTURAL:

·         Architectural approval letters will be sent to the following:

-          2727 Via De Arboles: installation of a gate in the exterior wall.

-          2743 Villa Park: additional of a room and patio. 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time. 

·         The proposed 2009 budget was reviewed and approved as presented.  Motion to approve: D. Riggs; seconded by L. Clesceri        nded the motion.  Management will see that accounting transfers the funds.  

·         The Board reviewed several letters from different accountants to determine which would best suit the needs of the association for the tax returns and audit.  The Board has decided to move forward with C & J Raymond, who has served the association well in the past.  Motion to accept: D. Riggs; seconded by L. Clesceri.  Motion carried. An Engagement Letter was signed for them for the 2008 financial audit.

OLD BUSINESS:

·         The Board discussed the difficulty of locating a place that would host the board meetings at a minimal cost.  It was decided that the board meeting dates would simply be set 30 days out with the Basha library, for the time being, at posted for whomever could attend. 

NEW BUSINESS:

·         The renewal contract between Greenfield Acres and Tri-City was presented to the Board for signature.  The contract was approved by each Board member with the stipulation that management look into having the late fee increase to $20.  L. Clesceri, President, has signed the renewal contracts.

·         The Board discussed and agreed that the exterior of the entrance monuments, where the culverts are located, shall be painted as the planter boxes were.

·         There are several dead trees throughout the association.  The Board request that management inquire with the landscaper regarding watering and the warranty of the trees.

·         Violation letters to be sent to the following: 

-          Lot 300C for not having light posts in place where required.

-          Lot 3056 for the lack of installation of the 36” Chinese Elm.

-          Lot 2028 for driving on the association landscape and the dissipation of granite.

-          2684 Via De Palmas for their recycle can consistently being in view. 

Meeting adjournment at 7:45 p.m. 

Respectfully Submitted,  

Melanie

 0076aas, CAAM - Recording Secretary

Greenfield Acres Board of Directors Meeting

March 25, 2009

2696 Via De Arboles

Meeting Minutes 

Board Members Present:          Dave Woodruff

                                                Dan Riggs

                                                Fred Herchet

Mark Tylor

Deanna Ferro 

Board Members Absent:          None     

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 6:05 p.m. 

MINUTES:

The November, 2008 meeting minutes were reviewed; motion to approve: F. Herchet; seconded by D. Riggs. 

ARCHITECTURAL:

·         Architectural approval letters will be sent to the following:

-          2691 Vallejo: construction of a pool house and garage.

-          2566 Via De Arboles: addition of a stucco parapet wall to create a patio cover. 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time. 

OLD BUSINESS:

·         Fred Herchet passed out a copy of the singed contract between TCPM and Greenfield Acres so that Board would know the responsibilities of the management company. 

NEW BUSINESS:

·         Officers for the 2009 Board of Directors were elected per the motion of D. Riggs; seconded F. Herchet.  All approved. 

President – Dave Woodruff

Vice President – Fred Herchet

Treasurer – Dan Riggs

Secretary – Deanna Fero

Director & Website – Mark Taylor 

VIOLATIONS:

·         It was decided that the next violation letters that are sent out for excessive weeds in granite or weeds in a vacant lot would inform the owner that should they not maintain nor clear the lot that the HOA would and the cost incurred would be several hundred dollars.  Management will review pricing and options with the association landscape company and a tillage company, to inform homeowners.

·         The homeowner at 2566 Via De Arbloes is consistently driving over the granite area between his back yard fence and the street. It will be required that the homeowners put concrete or paver there so that the granite is not destroyed and muddy tire tracks do not run through the street. 

Meeting adjournment at 7:45 p.m. 

Respectfully Submitted,  

Melanie Baas/CAAM

Recording Secretary

Greenfield Acres Board of Directors Meeting

May 26, 2009

2696 Via De Arboles

Meeting Minutes 

Board Members Present:          Dave Woodruff

                                                Dan Riggs

                                                Fred Herchet

Mark Tylor

Deanna Ferro 

Board Members Absent:          None     

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 6:05 p.m. 

MINUTES:

·         The March, 2008 meeting minutes were reviewed; motion to approve, with said changes: F. Herchet; seconded by D. Ferro.  All approved. 

ARCHITECTURAL:

·         Architectural approval letters will be sent to the following:-          None 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time.  Motion to approve the April financials: D. Woodruff; seconded by F. Herchet.  All approved. 

OLD BUSINESS:

·         Fred Herchet passed out a copy of the singed contract between TCPM and Greenfield Acres so that Board would know the responsibilities of the management company. 

NEW BUSINESS:

·         F. Herchet and M. Taylor will be part in a “Task Force” to develop s standardized Fine Policy.  Once this policy is created, it shall be sent to all residents. 

·         D. Woodruff reported on his meeting with BJ Landscape and the findings of the inadequate irrigation system.  Please see the attached report on this meeting. 

·         Management will work request a proposal from BJ Landscape for the repairs of the irrigations system and deteriorating walls that were noted when in the community.  Once this proposal has been received, it will be used as a “guideline” for additional inspections and proposals for the replacement of the irrigation system and an improved moisture barrier for the walls. 

·         Management will work with the board to develop a “checklist” for the drive through inspections.  This will ensure that management reviews all needed items and also provides feedback for the board. 

VIOLATIONS:

·         Management obtained pricing, from BJ Landscape, on the clearing of the lots with excessive weeds.  The cost is $250 per lot.  Upon the next drive through, these lots will be notated and sent letters regarding such. 

·         The homeowner at 2614 Via De Palmas is consistently driving over the granite area between his back yard fence and the street. It will be required that the homeowners put concrete or paver there so that the granite is not destroyed and muddy tire tracks do not run through the street.

Meeting adjournment at 7:30 p.m. 

Respectfully Submitted,  

Melanie Baas/CAAM

Recording Secretary

Greenfield Acres Board of Directors Meeting

July 28, 2009

Basha Library

Meeting Minutes 

Board Members Present:          Dave Woodruff

                                                Dan Riggs

                                                Fred Herchet

Mark TAylor

Deanna Ferro

Board Members Absent:          None    Management Company Representative: Melanie Baas, CAAM

Meeting called to order at 6:05 p.m. 

-          Two representatives, from SanTan Irrigation, were present to discuss the irrigation issues within the community.  There have been a number of issues with people stealing water or taking their water at the times that are not designated to them.  This, in turn, means that those people that have paid for the water are not receiving it.  There is a $50, first time offense, fine for this and $300 for each time thereafter.  It was recommended that two people be designated to be allowed to look over perimeter fences to ensure that the water is being taken are appropriate times.  It was also recommended that phone numbers are obtained for those that do receive irrigation so that should it not be received by one homeowner, they could call the previous to obtain more information, etc.  Attached is a list of recommendations from SanTan Irrigation. 

MINUTES:

·         The May, 2009 meeting minutes were reviewed; motion to approve as presented: F. Herchet; seconded by D. Riggs.  All approved. 

ARCHITECTURAL:

·         Architectural approval letters will be sent to the following:

-          2611 E. Meadowview: after review, the light columns have been approved to be placed on each side of the circular drive, as shown on the submitted plans. 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time.  Motion to approve the April financials: D. Fero seconded by F. Herchet.  All approved. 

OLD BUSINESS:

·         Management is working to obtain contracts with landscape companies for irrigation repair and weekly service.   BJ Landscape (the currently company) has submitted a bid.  Four additional proposals were supplied at the meeting and management will forward the two additional that will be coming to for review.  The board will reconvene in mid-August to hold a special meeting for reviewing the landscape proposals. 

NEW BUSINESS:

·         The Board reviewed a letter from Ekmark & Ekmark, Attorneys, offering to review the current insurance policy, at a cost of $500, to ensure that adequate coverage is in place.  The Board has voted against this.  Motion: F. Herchet; seconded by D. Fero.  Motion carried. 

·         A plan was present by John Akin and Jack Gierak, Project Managers for the Town of Gilbert, to install plantings along and curbing as the streets will be widened to allow for three lanes of traffic.  This e-mail was sent to management on 7.9.09 and forwarded to the Board on the same day.  Unfortunately there was a deadline of 7.29.09 to respond with an approval or denial by the community.  Management had this deadline extended to 7.31.09 as the Board was not meeting until 7.28.09.  At the Board meeting it was decided that this plan would not be approved for two reasons.  First, when the community was annexed into the Town if Gilbert, it was accepted “as is”.  Second, the CC&R’s define specific stipulations for the $300 annual assessment to the homeowners.  The maintenance of this additional area was not in the provisions, nor does the budget allow for such maintenance.  Motion to disapprove: D. Fero; seconded by M. Taylor.  Motion carried. 

VIOLATIONS:

·         Several violations were presented to the board that require further discussion as it is needed to know if the Board decision can supersede the CC&R’s.  Further discussion needed at the October Board meeting. 

Meeting adjournment at 7:15 p.m. 

Respectfully Submitted,  

Melanie Baas/CAAM

Recording Secretary

Greenfield Acres Board of Directors Meeting

September 22, 2009

Location: 2696 E. Via De Arboles (home of dave Woodruff)

6:00 p.m. 

Meeting Minutes 

Board Members Present:          Dave Woodruff

                                                Dan Riggs

                                                Fred Herchet

Mark Tylor

Deanna Ferro 

Board Members Absent:          None     

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 6:05 p.m. 

-          Nicole Hines (2670 Meadowview) was present to discuss the irrigation overflow box that is located on the resident property.  This box is the responsibility of the HOA.  The irrigation box was constructed by the developer in a very poor fashion and is continuously leaking.  The issues have gotten so bad with overflow irrigation that it is causing the resident yard to flood.  D. Riggs has been working on the issue and will be having the irrigation box reinforced as well as fixing the entrance fence post and putting a lock on the gate.  Motion to approve needed repairs: D. Riggs; seconded by D. Woodruff. All approved. 

MINUTES:

·         The July, 2009 meeting minutes were reviewed; motion to approve as presented: D. Fero; seconded by M. Taylor.  All approved. 

·         The September, 2009 special meeting minutes were reviewed; motion to approve as presented: D. Fero; seconded by M. Taylor.  All approved.  

ARCHITECTURAL:

·         Architectural approval letters will be sent to the following: 2653 E. Ridgewood for the installation of 4x10 flat solar panels, to be installed on the southern roof pitch of the residence. 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time.  Motion to approve the financial statements: D. Fero seconded by D. Woodruff.  All approved. 

OLD BUSINESS:

·         The board discussed the irrigation refurbishment proposal.  The board would like to obtain additional details about the proposal from Desert Classic.  The board has set a special meeting with the cop-may representative for Tuesday, September 29, 2009.  The board will finalize their decision at that time. 

NEW BUSINESS:

·         The Board reviewed the height addition to the Chandler Heights and Riggs Road perimeter walls to 8’, due to the expansion of the roadways and to conform to current Town of Gilbert codes.  M. Taylor motioned to leave this issue and financials responsibility to the homeowners along the roadways.  The board is willing to allow if all homeowners agree.  D. Riggs seconded the motion.  D. Fero abstained from the vote.  The remaining board agreed to the motion presented by Mr. Taylor. 

·         Over the course of the last several months, management has sent several letters to homeowners for driveway violations.  There are several residences that have an additional driveway to their back yard that are made simply of dirt or gravel.  The drives have been in place for years.  The board voted to clear the homes that currently have this issue from the violation list as there was so much opposition for the needed construction to be brought to the attention of the homeowner immediately following the construction.  The board will allow for the following addresses to be “grandfathered”.Motion to approved: M. Taylors; seconded by D. Rigss.  D. Woodruff abstained from the voted.  F. Herchet opposed the vote.  D. Fero also agreed to the vote.  Motion passed. 

VIOLATIONS:

·         Several violations were presented to the board that require further discussion as it is needed to know if the Board decision can supersede the CC&R’s.  Further discussion needed at the October Board meeting. 

Meeting adjournment at 8:10 p.m. 

Respectfully Submitted,  

Melanie Baas/CAAM

Recording Secretary

Meeting Minutes

September 29, 2009

Call to Order:  5:30pm

Attendees: 

Dave Woodruff

Fred Herchet

Deanna Fero

Mark Taylor

Scott Murray from Desert Classic met with the BOD to clarify proposed services of Irrigation replacement for Phase I.  The following items were raised:

·         Clarification that Mr. Murray was referred for bid by Tri-City and has no connection to any Board members.

·         Desert Classic will notify HOA/BOD of start and completion dates so affected homeowners can be notified.

·         Verbal verification by Mr. Murray that work will be under a 2 year warranty, company will replace all ‘divets’, and the HOA 24/7 contact will be either owner, Scott or Randy.

·         The steps to completion will be a) blue stake, 2) push back granite and trench 2 sections at a time, 3) should be about a 3 week project.

·         Mr. Murray was told the BOD would:

o    discuss the information,

o    vote by 10/2/09, and

o   Instruct Tri-City as to a ‘go or no-go’.  Tri-City to inform Desert Classic of vote.

Open Discussion Items:

All items within bid were discussed.  All questions were answered by Mr. Murray.

Adjourn –6:15pm

Greenfield Acres Board of Directors Meeting

November 24, 2009

Location: Basha Library

6:00 p.m. 

Meeting Minutes 

Board Members Present:          Dave Woodruff

                                                Dan Riggs

                                                Fred Herchet

Mark Taylor 

Board Members Absent:          Deanna Ferro             

Management Company Representative: Melanie Baas, CAAM 

Meeting called to order at 6:00 p.m. 

Ø  The board, and management representative, would like to thanks and notate their appreciation to Dan Riggs for the extensive work he arranged and supervised on the community irrigation box.  This irrigation box (located behind 2651 Meadowview) was leaking and in danger of falling apart. 

MINUTES:

·         The September, 2009 meeting minutes were reviewed; motion to approve as presented: F. Herchet; seconded by M. Taylor.  All approved. 

ARCHITECTURAL:

·         The perimeters wall located at lot 300B is leaning.  The previous homeowner was informed of this issue.  The bank has now taken over the lot and management has been working with them to rectify this situation.  IT was brought to the board’s attention to develop a board letter to be sent to the bank for repair of this issue. The bank will be informed of section 2.23 of the CC&R’s that states that the wall is the responsibility of the homeowner. 

FINANCIAL:

·         Dan Riggs presented a financial report.  No outstanding issues to be reviewed at this time.  Motion to approve the financial statements: D. Fero seconded by D. Woodruff.  All approved. 

·         D. Riggs also presented the 2010 budget.  The budget was approved as presented.  Motion to accept: F. Herchet; seconded by M. Taylor.  Motion carried. 

·         The board was supplied with a resolution to choose a CPA for the 20069 financial services.  The board will move forward with a Compilation from C&J Raymond.  Motion: D. Woodruff; seconded by M. Taylor.  Motion carried. 

OLD BUSINESS:

·         The board requested that management inform BJ Landscape to not fix any irrigation leaks in Phase One as the irrigation refurbishment is underway with Desert Classic. 

NEW BUSINESS:

·         None to be discussed at this time. 

VIOLATIONS:

·         None to be discussed at this time. 

Meeting adjournment at 7:30 p.m. 

Respectfully Submitted,  

Melanie Baas/CAAM

Recording Secretary

GREENFIELD ACRES

ANNUAL MEETING

JANUARY 26, 2010

6:00 p.m.

Directors Present:

Dave Woodruff                                               Dan Riggs                                    Fred Herchet

Deanna Fero                                                    Mark Taylor                                        

**Tri-City Properties Representative:  Melanie Baas, CAAM**

Quorum was certified by M. Baas.

Opening Remarks:

Dave Woodruff introduced the board and the management representative.  Dave thanked the board for their work within the community throughout the year.

Approval of the minutes

The minutes from the Annual Meeting of January, 2009 were reviewed and approved as presented.  Motion to approve: Carol Woodruff (lot 2034); seconded by Tim Schlax (lot 2042).

Presidents Report

D. Woodruff reported that the phase one irrigation was refurbished in 2009.  Irrigation repairs had been and extreme cost for the HOA over the last 2-3 years; therefore, is was more cost effective to have the system redone, rather than continually “band aiding” it.

Budget/Financial Summary

Dan Riggs, Treasurer, reported to the membership information on the Association’s finances.  Highlights included:

1.      Little monies have been spent out of the reserves in the last year.

2.      The irrigation box, located near lot 1008, was repaired.  This box was continually leaking and was repaired using rebar and new concrete blocks.

3.      The major expense for the HOA for 2009 was $6,500 for the replacement of the irrigation system in phase 1.

General Discussion

General discussion occurred with regarding the construction of the Riggs road and Chandler Heights entrances.  Construction will occur at both of these entrances over the next 2-3 years.  Gilbert police will increase patrol throughout the process, but anyone that has issues or concerns is encouraged to contact the Town of Gilbert regarding the construction.

Election Results

Election results for the two open Board positions were as follows:

Dan Riggs was reelected to the Board

Nicole Hines was elected to the Board

Voting of Officers:

President: Dave Woodruff

Vice President: Mark Taylor

Treasurer: Dan Riggs

Secretary: Deanna Fero

Director: Nicole Hines

Motion:      It was motioned to adjourn the meeting at 7:10 pm.

Motion was seconded and passed unanimously. 

Respectfully submitted,

Melanie Baas, CAAM

Association Manger

Greenfield Acres

Board of Directors’ Meeting Minutes

Meeting Date:   July 6, 2010

Attendees:         Dave Woodruff

                                Deanna Fero

                                Nicole Hines

Home owners in attendance:     Carol Woodruff

Call to Order 6:10pm

A special meeting was called for discussion regarding (1) the landscaping issue on the Chandler Heights frontage property and (2) whether or not to retain an attorney for both the landscape and wall issues.

There was a long discussion surrounding the possibility of retaining an attorney.  The Town had agreed to perform some work for the community, such as add landscaping on Chandler Heights and retrofit the current wall on Chandler Heights.  Due to elevation changes and project construction changes made by the Town, the current wall is not adequate to provide safety, privacy, noise abatement and decreases the property values (of entire community).  An attorney may be needed to encourage the Town to honor their written commitments to the community.

Board is still in agreement on landscaping; it should be installed by the Town and be maintained by the HOA.  Deanna Fero was tasked to contact the Town to get the landscape design for the next regular Board Meeting in July 2010.

Deanna is to pen an email by July 7, 2010, requesting the following:

·         Landscape design concept to HOA by July 23, 2010 including:

·         Types of shrubs to be planted throughout (remind TOG this is an equestrian community and therefore no poisonous plants such as bougainvilleas or oleanders should be used).

·         Four (4) 48’ box Sissiou trees behind each home along Chandler Heights.  Due to the fact the HOA will be maintaining the landscaping, no Mesquite trees or any other type of tree that is considered “messy.”

·         Dimensions of the boulders that will be placed throughout.

·         Location of equestrian trail.

·         Make sure the placement of boulders and trees and shrubs provide maximum security / safety, privacy and noise control.

·         Integrate the hump of the conarch with additional “rolling mounds” so as to provide a esthetically pleasing landscaping look.  Grade obviously should be able to drain and not have standing water along homeowner’s fences.

There was no decision made regarding the attorney.  The three (3) attending Board Members decided it best to have all five (5) members present for a vote.  As time is of the essence, a special meeting has been set for Tuesday, July 13, 2010, 6:00pm for this discussion and vote.  All members welcome to attend.

Meeting adjourned at 8:35pm

Greenfield Acres Board of Directors Meeting

Melanie Baas/CAAM - Recording Secretary

Greenfield Acres

Board of Directors’ Meeting Minutes

Meeting Date:   July 13, 2010

Attendees:         Dave Woodruff

                                Deanna Fero

                                Nicole Hines

                                Mark Taylor

Home owners in attendance:     Fred Herchet, Amy Herchet

Call to Order 6:05pm

A special meeting was called for discussion regarding (1) the landscaping and (2) perimeter wall issues.

Discussion regarding landscaping revolved around:

1.       The “trail to nowhere” equestrian trail

a.       Homeowner brought up question as to why Greenfield Acres would want it because it goes nowhere.  Board indicated that despite it not connecting to any other trail, it would help with the aesthetics and help reduce the number of shrubs/trees needed to cover the area between perimeter walls and the new road; essentially help make the community more ‘inviting’ from the exterior (increase property values).

b.      The BOD has instructed the TOG to include the equestrian trail on the design plan.

2.       Status of TOG landscaping for Chandler Heights

a.       Concern was raised that if HOA doesn’t receive design plan from TOG soon the HOA would have nothing to ensure the landscaping gets installed.

b.      The TOG has indicated to the BOD that the landscape budgeted for Chandler Heights has to be presented to the Town Council for approval.

c.       Mark to pen an email requesting the date and time of the Town Council meeting so BOD and homeowners can attend and possibility speak on their own behalf.

3.       Current upkeep by BJ Landscape

a.       Mark to be the BOD liaison; all issues to be emailed to Mark to relay to BJ Landscape.

b.      Mark to let BJ Landscape know they are on the cusp of being released and see if the service they provide can be stepped up.

c.       Request a BJ Landscape representative be present at August 3, 2010 Board Meeting to discuss current landscape issues.

4.       Discussion regarding Tri-City and what kind of service HOA is receiving from current property manager.

a.       Motion made by Mark, Nicole 2^nd:  Have Melanie notify BOD every time she is planning on a drive through the community to allow BOD opportunity to ride along.

b.      Deanna to email Melanie regarding this request.

5.       Discussion regarding possibilities of retaining an attorney regarding legalities of CC&Rs, rights of the HOA, and rights of the BOD

a.       Deanna to pen email to Carpenter Hazelwood regarding specifically, perimeter walls and who is legally responsible.

b.      No decision to retain an outside attorney made at this time. Wait to hear from Carpenter Hazelwood prior to making any final decision. 

c.       Additional discussion to be held at August 3, 2010 meeting.

Mark to put current Tri-City and BJ Landscape contracts on website for HOA to be able to view.

Adjourn:  7:30pm