7/20/10 Special Meeting Minutes

Encanto Canyon II Homeowners Association

Board of Directors Meeting

Minutes

Date:                     July 20, 2010

Time:                    6:00

Location:  Dusenberry-River Library

 

CALL TO ORDER  @ 6:25 p.m. by Steve Sousa.  Steve distributed Agenda and HOA Board Member Duties.

ROLL CALL

      Officers Present:  Steve Sousa, Chuck Williams, Christine Ayers, Michele Barry

      Officers Absent:   Scott Goldman

      Homeowners Present:  None

QUORUM

      A quorum was present to conduct an official meeting

APPROVAL OF MINUTES

        Motion made by Michele to approve the Minutes of the June 15, 2010 Board meeting as submitted. Motion passed unanimously.

 

NEW BUSINESS

      Christine requested copies of active contracts for Complete Landscaping & Waste Management from Steve Sousa.  Steve agreed he will provide copies of contracts. 

      Motion made for Chuck to head Architecture/Landscape committee by Michele, second by Christine.  Motion passed unanimously by members present.      

      Motion made by Steve, second by Chuck for Board to operate with 7 members.  Motion passed unanimously by members present.   Announcement to be made at next meeting regarding available seats. 

      Board discussed to abstain from involvement in neighbor disputes. 

      Steve presented $1522 quote he obtained from Complete Landscaping for landscape improvements for Sunrise Entrance.  Christine agreed we have available funding for project.  Motion set forth by Steve for Sunrise Entrance improvements.  Motion passed unanimously by members present.      

      Discussion regarding needing a storage unit for the HOA documents.  Steve asked Michele to contact Sabino Canyon Self Storage for rates. 

      Reviewed and discussed HOA Board Member Duties. 

            Motion made by Christine to discontinue compilations as board issues detailed financial reports that is sufficient for Board and the members of the community.  Motion passed unanimously by members present.      

      Christine discussed Accounts Receivable Aging report with board members.  Nine homeowners are late with quarterly dues and late fee invoices have been mailed to these homeowners.  No liens against properties to be placed at this time. 

OLD BUSINESS

Dr. Higgins 7858 E Elk Creek Rd - Proposal for Reorganization of Board Role.  Steve has yet to hear from lawyer regarding document.  

NEXT MEETING

      Quarterly - August 11, 2010  

                         6:00p.m.

                          Dusenberry-River Library

ADJOURNMENT @ 7:45 p.m. by Steve Sousa.

Additional notations:

Architectural Improvement Application for paint submitted by Maunik Patel 7866 E Elk Creek on July 11 was voted on by email by Board on July 12, 2010, passed by 4-1 vote. 

FW: MeetingMinutes 6-15-10

ENCANTO CANYON II HOMEOWNERS ASSOCIATION

Meeting Minutes
June 15, 2010 (Tuesday)

Opening:

The special meeting of the Encanto Canyon II HOA was called to order at 6:00 PM on 05/18/2010 in Dusenberry River Library Conf Room by Steve Sousa. 

Present:

1.  Board Members: Steve Sousa; Christine Ayers; Carol Smith; Chuck Williams;

Start:

1.    Board members meeting started at 6:05 PM by Steve Sousa.

A.        Approval of Agenda

1.              None

B.        Approval of Minutes

1.  Previous meeting were approved.

2.  06/15/2010 agenda distributed.

C.        Open Issues / New Business

1.  Sandi Shultz from foothill property management asked for a variance for the trailer in the driveway of 5539 N. Weeping Rock. Trailer needed for tenants to move out.

(Variance approved and granted) 4-0 Vote yes by board members present

2.  Architectural form presented to board for a vote on Painting exterior of home located at 7727 E. Castle Valley Way.

(Approved by vote of 3-0 for painting of home) 

3.  President Steve Sousa asks Vice President Carol Smith to resign due to violation of HOA code of conduct.

(Carol Smith resigns)

4.  Board of Director Member Chuck Williams appointed as new Vice President.

5.  Michele Barry voted in as new Secretary. (3-0 Vote by members present)

6.  Include a $25.00 monthly fee to be added to general violations.

(Vote 3-0 in favor by members present)  

E.         Agenda for Next Meeting

1.  Next meeting agenda will be presented during that meeting.

Adjournment:

Meeting was adjourned at 7:50 PM by Steve Sousa. The next general meeting will be scheduled once date is confirmed by Steve Sousa.

Encanto Canyon II Scoop June 2010 Newsletter

 

HOA Quarterly Meeting Minutes 5/18/2010

ENCANTO CANYON II HOMEOWNERS ASSOCIATION

Meeting Minutes
May 18, 2010 (Tuesday)

Opening:

The regular meeting of the Encanto Canyon II HOA was called to order at 6:00 PM on 05/18/2010 in Dusenberry River Library Conf Room by Steve Sousa. 

Present:

1.  Board Members: Steve Sousa; Christine Ayers; Carol Smith; Chuck Williams; Ron Gonzalez, Maunik Patel

2.  A total of 23 homeowners present

Start:

1.  US Census Bureau representative Gale gave short presentation (5:55 PM to 6:04 PM)

2.  Board members meeting started at 6:05 PM by Steve Sousa.

A.  Approval of Agenda

1.  For late payment of HOA dues, or not paying at all; a solution was formed such that an increase fine for late payment of quarterly dues to $15.00 late fee, or 10% of total overdue amount, which ever is greater (ARS 33) quarterly is approved by all board members and homeowners present.

B.  Approval of Minutes

1.  Previous meeting were approved.

2.  05/18/2010 agenda distributed.

C.  Open Issues / New Business

1.  Violation and fines schedule amendment discussed. 

2.  Violation letter template discussed and will follow legal process.

3.  General board email got created; blog got created to post meeting minutes.

4.  Waste Management will not be picking up trash on Tuesday due to re-routing schedule.

5.  Christine Ayers presented budget details (Jan-Dec2010); profit & loss budget overview (2010); profit & loss forecast overview (2011); explained in detail what action was taken as well as planned action to balanced the budget deficit that left HOA in negative.  Overall, a positive bottom line in relation to budget is maintained was presented by Christine Ayers as part of her Treasurer Proposal.

6.  Towards the end of meeting, some homeowners made racist discriminatory comments to Steve Sousa, and was witnessed by many at the meeting.  This is not an acceptable behavioral conduct for HOA meetings. 

E.  Agenda for Next Meeting

1.  Next meeting agenda will be presented during that meeting.

Adjournment:

Meeting was adjourned at 8:00 PM by Christine Ayers. The next general meeting will be scheduled once date is confirmed by Steve Sousa.

Minutes submitted by:                           Maunik Patel

Approved by:                                       Awaiting Board Members Approval

 

 

10-04-16 Meeting Minutes

ENCANTO CANYON II HOMEOWNERS ASSOCIATION

Meeting Minutes
April 16, 2010 (Friday)

Opening:

The special meeting of the Encanto Canyon II HOA was called to order at 5:00 PM on 04/16/2010 in 7816 E. Elk Creek Road (Christine Ayers residence) by Steve Sousa. 

Present:

1.  Board Members: Steve Sousa; Christine Ayers; Carol Smith; Chuck Williams; Maunik Patel

2.  A few unexpected homeowners were asked to attend by Carol Smith

Start:

1.  General discussion took place between a few homeowners and board members (5:00 PM to 5:40 PM).

2.  Board members (special) meeting started at 5:45 PM by Steve Sousa.

A.  Approval of Agenda

1.  Dunn-Edwards multi-color 12-choice palette paint for Spanish/Mediterranean style homes (includes one tone, two tones, three tones) was newly approved by all board members.

2.  New Architectural forms are approved by all board members.

3.  New contract with Complete Landscaping was approved by all board members.  1^st Phase (area1) of landscaping on Sabino Canyon Rd side plus monthly maintenance will start immediately and approved by all board members.

4.  Matt McCune (exterior paint) proposal; Robert & Frances Spencer (exterior paint) proposal was approved by all board members.

B.  Approval of Minutes

1.  No meeting minutes of the previous meeting were distributed for approval.

2.  04/16/2010 agenda distributed.

C.  Open Issues / New Business

1.  A few homeowners were present to raise concern regarding management company changes; new multi-color palette; current board governance; and other generic community concerns.  Issues were addressed by Steve Sousa along with other board members.

2.  Arizona Pest Control Co. started process exterminating rats on Sabino Canyon Rd side common area.

3.  Landscaping Proposals – 6 bids received were discussed in detail with each proposal including the positive and negative factors.  Complete Landscaping proposal was chosen.

4.  Exterior Painting of homes was discussed by eliminating brown paint palette. The Board approved keeping original Pulte color scheme, and bringing in Dunn-Edwards multi-color palettes for Spanish/Mediterranean style homes.  Written proposals are required by each homeowners for any exterior alterations.

5.  A bulky pickup date (1 day per year) will be chosen later in a year, since most homeowners have already done their spring cleaning.   Steve Sousa will be finding out more details of what things can be picked-up.  A list will be compiled from Waste Management by Steve Sousa and passed on to homeowners.

6.  Meeting minutes are going to be posted on Ann Day’s website.  More details of this to be provided by Steve Sousa.

7.  Board members discussed issue/concern of getting sued by homeowner or someone external to community.  HOA is protected by insurance per Steve Sousa and Christine Ayers.

8.  Discussed operating and reserve accounts dollar amounts in relation to landscaping bids.  Accounts have sufficient funds to initiate service by Complete Landscaping – phase1 (area1) of landscaping per Treasurer Christine Ayers.

9.  Waste Management contract briefed by Steve Sousa.

10.  A suggestion by Carol Smith to change Friday garbage pickup to Tuesday due to weekend trash.  Steve Sousa will call Waste Management to find out possible change applicable.  Wednesday recycle pickup is ok per board members.

11.  Suggestion to review and modify/add by-laws to meet current activities.  An existing by-laws copy was provided by Steve Sousa. 

12.  Board members came up with idea of having an architectural committee.

13.  Board members should take turns to check landscaping/yards of homes for property upkeep. 

14.  Board is going to have executive/special meetings in-addition to quarterly/general meetings per needs.

E.  Agenda for Next Meeting

1.  Next meeting agenda will be presented during that meeting.

Adjournment:

Meeting was adjourned at 7:00 PM by Christine Ayers. The next general meeting will be at 6:00 PM on May 18, 2010 in Dusenberry River Branch Library (reserved room).

Minutes submitted by:                           Maunik Patel

Approved by:                                       Awaiting Board Members Approval

4/8/10 Exterior Paint Colors

HOA BOARD MEMORANDUM

 

TO: Encanto Canyon II Homeowners

DATE: 4/8/10

SUBJECT: Paint Colors and General Exterior Alterations of Homes

 

The recently added Dunn-Edwards Paints have been removed from the approved list of exterior wall paint colors. The brown palette is color palette that is usually chosen by designers for homes of adobe, territorial, or Santa-Fe architecture, not for our Mediterranean-style homes. The homes that have been recently painted using any Dunn-Edwards color will be grandfathered in, and will not be requested to change the color.

 

The ICI originally chosen paints by Pulte (the original developer of our subdivision) design professionals will remain on the approved list because they were chosen specifically for the Mediterranean style of our homes, and are necessary for touching up existing homes. However, a Dunn-Edwards “Spanish/Mediterranean Style Homes” brochure full of 12 exterior color “palette” choices is currently being approved by the Board. The palettes have one wall color and two corresponding trim colors. If you choose two-tone or three-tone color palette in any variation to highlight each home’s architectural features, you must use the corresponding trim colors for the wall color chosen by the designers in the brochure. You will find that the brochure will have a palette for everyone’s tastes, and it takes the guesswork out of choosing trim colors. Please contact the HOA president at sousaservice@yahoo.com to receive a copy of the brochure, and/or to meet and discuss any ideas you may have. So far, the brochure has received very positive feedback. HOA Acct#: 7525 E. Broadway #879044-000, 4320 E. Speedway #87013-008.

 

“The Spanish/Mediterranean style is known for its simple flowing lines and airy spaces. The most distinctive feature of these homes is the low-pitched, reddish tiled roof. Other architectural elements include thick, textured stucco walls, arched openings and heavy, carved-wood doors. These homes often feature a rich earthy color palette inspired by the shores of the Mediterranean Sea. Stylistic elements include patches of molded decoration, stained wood, wrought-iron gates and fences, balconies and tiled courtyards.” Dunn-Edwards Spanish/Mediterranean Color Card PICTURE ABOVE

 

Please submit any color and/or exterior alteration ideas in writing for the Board to review. There are two major factors that The Board looks at when reviewing any color submittals:

1. Is the color typical of a Mediterranean style home?
2. Are the homes around your home the same color? Each home should have alternating paint color from the neighboring homes so that we don’t have one street with all same color houses.

 

The Board respects any homeowner’s wish for his/her home to be unique and supports any homeowner’s wish to make improvements and take pride in their home. Please read our Bylaws before submitting ideas since the Bylaws are the Board’s guide during the review process. Please be aware that our By-Laws state that any exterior alteration has to be submitted to The Board in writing for approval, including exterior painting and landscaping.

 

Article 3.1.4 No addition, alteration, repair, change or other work which in any way alters the exterior appearance, including but without limitation, the exterior color scheme, of any Lot, or the improvements located thereon, from their appearance on the date of this Declaration is Recorded shall be made or done without the prior approval of the Architectural Committee.

 

Attached is also a copy of the Landscape and Architectural Guidelines.

 

Thank you.