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Greenfield Acres Board of Directors Meeting 2696 Via De Arboles Meeting Minutes
Board Members Present: Dave Woodruff Mark Tylor Deanna Ferro Nicole Hines Board Members Absent: Dan Riggs Management Company Representative: Melanie Baas, CAAM Meeting called to order at 6:05 p.m.
PRESENTATIONS: Brent, with BJ Landscape was present to discuss landscape concerns within the community. BJ Landscape will be fixing many of the bubbler heads throughout the communtiy
MINUTES: The November, 2009 meeting minutes were reviewed; motion to approve: N. Hines; seconded by D. Ferro. All approved.
ARCHITECTURAL: None to be discussed at this time.
FINANCIAL: D. Riggs had previously reviewed the financials and informed the board that there were not outstanding issues at this time. Motion to approve the financial report as presented: D. Woodruff; seconded by M. Taylor. All Approved.
OLD BUSINESS: It was decided that the board would not move forward with Phase II of the irrigation project until later in the year. Phase I was completed in November of 2009 and will be analyzed for one year, prior to moving forward with the same work on Phase II.
NEW BUSINESS: The 2010 Calendar of Event, presented by management, was reviewed. The irrigation project will be added to the calendar before completion and for future year’s reference.
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.
Meeting adjournment at 7:20 p.m.
Respectfully Submitted,
Melanie Baas/CAAM - Recording Secretary |
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Greenfield Acres Board of Directors’ Meeting Minutes
Meeting Date: May 28, 2010
Attendees: Dave Woodruff Mark Taylor Dan Riggs Deanna Fero Nicole Hines
Home owners in attendance: Brian Fero
Call to Order 6:10pm
A special meeting was called to have a discussion regarding the issue of landscaping on the Chandler Heights frontage property.
The question was put to the Board from the Town of Gilbert; does the Board want the Town to install landscaping on the frontage of Chandler Heights after completion of the street widening project?
The Board decided that they would like to have landscaping on the frontage property and would approve such installation pending seeing the actual landscaping plans.
The Board also appointed Mark Taylor to be the foreperson to deal directly with Mr. Mood at the TOG on this issue.
Mark is to pen an email requesting the following: • TOG install irrigation and landscaping at 1/3 the density of our interior landscaping design requirements; • 2 trees per lot (in the family as per our CC&Rs) • Boulders • Granite similar to our interior design • No equestrian trail • TOG to maintain such landscaping • Replace the lighting destroyed in demolition of entry way
Motion to accept landscaping on the frontage property based on receipt and agreement from the TOG on the above (D. Fero). D. Riggs second. Yes vote was unanimous. After receipt of the landscape drawings and response from the TOG, the Board will approve. The Board expects the TOG to not maintain the landscaping and thus the Board will need to decide if the Association can financially handle the increase in maintenance costs.
Dan Riggs gave the BOD a Yearly Landscaping Budget and it does not look like the budge could handle an increase of maintenance costs. The actual maintenance costs have yet to be determined. The Board will not know what the possible costs will be until they see a landscape design from the TOG.
The BOD will need to report to the homeowners that the equestrian trail is no longer in the landscape design plans.
Meeting adjourned at 7:15pm
Respectfully Submitted, Deanna Ferro |
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Greenfield Acres Board of Directors Meeting 2696 Via De Arboles Meeting Minutes Location: Basha Library
Board Members Present: Dave Woodruff Dan Riggs Mark Taylor Deanna Ferro
Board Members Absent: Nicole Hines
Management Company Representative: Melanie Baas, CAAM
Meeting called to order at 6:05 p.m. Approximately 25 homeowners in attendance.
PRESENTATIONS: Patrick, with Desert Glen Landscape, was present to discuss a landscape proposal for Greenfield Acres MINUTES: The April, 2010 and May, 2010 meeting minutes were reviewed; motion to approve: M Taylor; seconded by D. Ferro. All approved. ARCHITECTURAL: None to be discussed at this time. FINANCIAL: D. Riggs reviewed the financials and informed the board that there were no outstanding issues at this time. Motion to approve the financial report as presented: D. Woodruff; seconded by M. Taylor. All Approved. Discussion was raised as to how to increase the funds needed for the community maintenance. Several ideas were discussed such as amendment to the CC&R’s, a request for a donation or a special assessment. The board will develop a letter regarding the above to advise the community. If a donation is approved, management will set up a separate bank account and track these funds. OLD BUSINESS: The board reviewed the issue with the Town of Gilbert and raising the wall around the community as well as the construction and landscape. Further meeting and details regarding this issue will be needed. The board will set up a follow up meeting for needed decision on how to proceed. At this time, the landscape issues are settle with TOG, however, the community is aiming for TOG to raise the wall another 2’. TOG is claiming that due to the previous construction that it will not withstand additional the weight. NEW BUSINESS: A motion was made to accept the proposal from Desert Glen Landscape and to cancel the contract with BJ Landscape. This motion will remain open until further review of the proposal is completed. It will be discussed further at the August meeting. VIOLATIONS: None to be discussed at this time. Meeting adjournment at 7:45 p.m. Respectfully Submitted, Melanie Baas/CAAM - Recording Secretary |
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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 |
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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 2nd: 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 |
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Greenfield Acres Board of Directors Meeting Meeting Minutes Location: Basha Library Board Members Present: Dan Riggs Mark Taylor Deanna Ferro Nicole Hines
Board Members Absent: Dave Woodruff
Management Company Representative: Melanie Baas, CAAM
Meeting called to order at 6:05 p.m. PRESENTATIONS: None to be presented at this time.
MINUTES: The June 29, 2010, July 6 and July 13 meeting minutes were reviewed. Motion to approve: N. Hines; seconded by D. Ferro. All approved.
ARCHITECTURAL: None to be discussed at this time.
FINANCIAL: D. Riggs reviewed the financials and informed the board that there were no outstanding issues at this time. Motion to approve the financial report as presented: D. Woodruff; seconded by M. Taylor. All Approved.
OLD BUSINESS: The board reviewed the issue with the Town of Gilbert and raising the wall around the community as well as the construction and landscape. Deanna has been attending the Town meetings and has also contacted council member, Linda Abbott. It was requested that management inquire with attorney James Hazelwood one more time on his findings of who owns the wall and the exact property line.
It was asked the management inquire with BJ Landscape as to the watering of the trees since the community is losing so many and the homeowners are becoming increasingly frustrated with the landscape service.
NEW BUSINESS: In 2009 the board reviewed an irrigation refurbishment quote as well as a weekly landscape quote from Desert Classic Landscaper. It was decided at that time that if all went well with the approved irrigation refurbishment project that we would pursue the landscape quote with the same company. This quote was reviewed at the August 2010 meeting as there are many problems with the current landscape company. Management will review the proposed pricing with Desert Classic to see if there are any changes in the proposal from a year ago. Once obtained, the board will review for a change in landscape management companies.
VIOLATIONS: None to be discussed at this time.
Meeting adjournment at 7:30 p.m.
Respectfully Submitted,
Melanie Baas/CAAM Community Manager Recording Secretary |
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Greenfield Acres Board of Directors Meeting Meeting Minutes Location: Basha Library
Board Members Present: Dave Woodruff Dan Riggs Deanna Ferro Nicole Hines
Board Members Absent: Mark Taylor
Management Company Representative: Melanie Baas, CAAM
Meeting called to order at 6:00 p.m.
PRESENTATIONS: Homeowner, John McLemore, presented two letters to be sent to the Town of Gilbert, regarding a proposed subdivision to be developed near Greenfield Acres. The proposed subdivision will consist of parcels that will be 1/5 the size of Greenfield Acres and will lower the values of the parcels in Greenfield Acres. The new subdivision will also plan to join 164th St. and Clod road. This will increase the noise and traffic levels of those living nearby. Management will mail the reviewed letters, opposing this development, to the Town Council Members, Planning and Development Members and other requested parties. It was also brought up that currently phase 3 of GA is classified as 2-3.5 homes/acre and should be classified as 1 per acre.
MINUTES: The August, 2010 meeting minutes were reviewed. Motion to approve: D. Riggs; seconded by N. Hines. All approved.
ARCHITECTURAL: None to be discussed at this time.
FINANCIAL: D. Riggs reviewed the financials and informed the board that there were no outstanding issues at this time.
The 2011 budget was reviewed and approved as presented. Motion to approve the financial report as presented: D. Woodruff; seconded by D. Fero. All Approved.
OLD BUSINESS: The board discussed the change in landscape companies. It was decided to wait until the board walked with Desert Classic to review the new irrigation system in Phase I to make any changes in landscape maintenance.
NEW BUSINESS: The board reviewed a proposal from Sign-A-Rama for the refurbishment of the monument signage at the north and south ends of the community. The board approved, pending a few questions for the sign company that management will obtain answers for and report back.
VIOLATIONS: None to be discussed at this time.
Meeting adjournment at 7:00 p.m.
Respectfully Submitted,
Melanie Baas/CAAM Community Manager - Recording Secretary |
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Greenfield Acres Board of Directors Meeting Meeting Minutes Location: Basha Library
Board Members Present: Dave Woodruff Mark Taylor Dan Riggs Deanna Ferro Nicole Hines
Board Members Absent: None
Management Company Representative: Melanie Baas, CAAM
Meeting called to order at 7:10 p.m.
PRESENTATIONS: None to be discussed at this time.
MINUTES: The October, 2010 meeting minutes were accepted as presented. Motion to approve: D. Riggs; seconded by D. Woodruff. All approved.
ARCHITECTURAL: None to be discussed at this time.
FINANCIAL: D. Riggs reviewed the financials and informed the board that there were no outstanding issues at this time.
The board reviewed proposal for the 2010 end of year financial review. Motion to accept the proposal from J. Raymond: D. Riggs; seconded by N. Hines. Motion carried.
OLD BUSINESS: None to be discussed at this time.
NEW BUSINESS: The board discussed an email received from lot owner of lot 3048. Due to confusion with the address listed on the escrow paperwork, the homeowner was not receiving the semi-annual assessment billings. This lead to a late fee, lien fee and attorney fee as the dues were not being paid. The owner is requesting that the fees be waived. The board decided to compromise by splitting the costs. Motion: D. Woodruff; seconded by D. Fero. Motion carried.
The board reviewed and approved the lien signature resolution as presented by TCPM. Motion to approved: D. Woodruff; seconded by D. Riggs. Motion carried.
VIOLATIONS: None to be discussed at this time.
Meeting adjournment at 7:40 p.m.
Respectfully Submitted,
Melanie Baas/CAAM Community Manager - Recording Secretary |
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Greenfield Acres Board of Directors Meeting Meeting Minutes Location: Basha Library
Board Members Present: Dave Woodruff Mark Taylor Dan Riggs Deanna Ferro Nicole Hines
Board Members Absent: None
Management Company Representative: Melanie Baas, CAAM
Meeting called to order at 7:10 p.m.
PRESENTATIONS: None to be discussed at this time.
MINUTES: The January, 2011 meeting minutes were accepted as presented. Motion to approve: D. Riggs; seconded by M. Taylor. All approved.
ARCHITECTURAL: The board reviewed a request from, 2593 E. Ridgewood Ln, to allow for the mailbox to be painted orange as it has already been completed and noted by management. The board voted to not allow the change as it was not approved prior to being completed and is not approved color. Management will inform the homeowner.
The board reviewed a request from 2785 E. Via De Palmas to alter the perimeter fence as submitted. These plans were approved as submitted.
The board reviewed house plants from the owner of lot 3067. The plans and paint colors are approved as submitted.
FINANCIAL: D. Riggs reviewed the financials and informed the board that there were no outstanding issues at this time.
OLD BUSINESS: None to be discussed at this time.
NEW BUSINESS: The board reviewed a request from the owner of lot 3065 to remove the $50 fine from the account. This fine was incurred due to failure to keep the vacant lot free and clear from weeds. The board denied the request as the homeowner has been notified numerous time to clear the weeds from the lot. The $50 will remain in place to be due by the lot owner.
VIOLATIONS: None to be discussed at this time.
Meeting adjournment at 7:40 p.m.
Respectfully Submitted,
Melanie Baas/CAAM Community Manager - Recording Secretary |
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Greenfield Acres Board of Directors Meeting Meeting Minutes Location: Basha Library
Board Members Present: Dave Woodruff Mark Taylor Deanna Ferro Nicole Hines Board Members Absent: Dan Riggs Management Company Representative: Melanie Baas, CAAM
Meeting called to order at 6:00 p.m.
PRESENTATIONS: None to be discussed at this time.
MINUTES: The April, 2011 meeting minutes were accepted as presented. Motion to approve: D. Woodruff; seconded by M. Taylor. All approved.
ARCHITECTURAL: § 2696 E. Via Del Arboles – approval for the installation of a back yard storage shed; pending any needed approval from the Town of Gilbert. § 2675 E. Via De Palmas – approval for the installation of a new mailbox, as submitted. § 2634 E Country Shadows – approval for the installation of a pool and additional landscaping in the backyard; pending the submittal of plans to the board of directors. § 2652 E. Ridgewood Ln. – denial for the exterior paint of residence. Resident painted the home, without prior approval of the board, using the colors Royal Silk and Rum Spice. This paint colored is not approved by the board; however, no further action will be taken at this time. The owner has been informed that a significant fine will be imposed if any further exterior changes are made to the residence without seeking board approval before the commencement of work. § 2724 E Via De Palmas – denial for the installation of the limestone mailbox structure as it does not conform with community aesthetics.
FINANCIAL: D. Riggs reviewed the financials, prior to the meeting, and informed the board that there were no outstanding issues at this time. Motion to approve the financials as presented: M. Taylor; seconded by D. Fero.
OLD BUSINESS: None to be discussed at this time.
NEW BUSINESS: The board voted to approve the refurbishment of the irrigation system within Phases II & III. Motion: M. Taylor; seconded by N. Hines. All approved. Management will obtain updated contracts for signature.
VIOLATIONS: None to be discussed at this time.
Meeting adjournment at 7:40 p.m.
Respectfully Submitted,
Melanie Baas, CAAM/Community Manager - Recording Secretary |
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Greenfield Acres Board of Directors Meeting Meeting Minutes Location: Basha Library
Board Members Present: Dave Woodruff Mark Taylor Nicole Hines Dan Riggs Deanna Fero
Board Members Absent: Dave Woodruff had to dismiss himself from the meeting at 6:27pm.
Management Company Representative: Jatana Wylie
Meeting called to order at 6:00 p.m.
PRESENTATIONS: Steve from Desert Classic Maintenance was present at the meeting to discuss the results of the soil testing. The soil report was presented and reviewed.
HOMEOWNER CONCERNS: Lot 2009 was present to ask that his previous declined acc request for the installation of his mailbox be reconsidered. Motion was made by M. Taylor; seconded by D. Riggs. His mailbox removal is on hold and he has 90 days to submit the future plans of his home. The board will then review the plans and decide if the design is cohesive with the matching of the mailbox.
MINUTES: 1. The August 2011 meeting minutes were accepted as presented. Motion to approve; D. Fero; seconded by N. Hines. All approved.
2012 BUDGET Motion to approve: N. Hines; seconded by D. Fero. All approved.
FINANCIAL: D. Riggs reviewed the financials, prior to the meeting, and informed the board that there were no outstanding issues at this time. Motion to approve the financials as presented D. Fero; seconded by M. Taylor. Discussion was made about leaving the money that was for operating in the reserve fund permanently. Due to the cost of the irrigation replacement.
OLD BUSINESS: None to be discussed at this time.
NEW BUSINESS: CPA Selection Motion to select Joann Raymond made by D. Riggs and seconded by M. Taylor.
Meeting adjournment at 6:57 p.m.
Respectfully Submitted, Jatana Wylie Jatana Wylie, Community Manager - Recording Secretary |
