Published Agenda
GREENEHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
FEBRUARY 18, 2008 @5PM
32 North 10th Ave, Page AZ
AGENDA
1) Call to Order
2) Open Comments Session
Comments are welcomed from the home owners and the Board will take under advisement and listen to all comments. The Board will not be able to discuss or comment but may put questions and coments on a future agenda for discussion by the board. Each speaker either homeowners or public will be allotted up to 5 minutes.
3) Approval of previous minutes (To include meeting on Unit 1 drainage work)
4) Old Business
A) Discussion of TC Engineering data Drainage study
B) Drainage work behind Unit 1 discussion
C) Road work, crack seal, chip seal discussion
D) Unit 2 CCR discussion of changes recorded
E) Dues adjustment assements and possible action
F) Architectural Committee discussion
G) Email addresses, postings of meetings, website update
H) Phone and answering machine
5) New Business
A) Community Center update to Board
6) Executive Session
A) CCR Issues
7) Adjournment
Published Minutes
GREENEHAVEN PROPERTY OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
FEBRUARY 18, 2008 @5PM
32 North 10th Ave, Page AZ
MINUTES
1) Call to Order
2) Open Comments Session
Comments recieved about budget, Board decisions in a more open manner than earlier history,
Office to remain in town, PO Box in town and tumble weeds.
3) Approval of previous minutes (To include meeting on Unit 1 drainage work)
4) Old Business
A) Discussion of TC Engineering data Drainage study with letter to county for explination.
B) Drainage work behind Unit 1 discussion
C) Road work, crack seal, chip seal discussion, put off till next year as roads are OK now
D) Unit 2 CCR discussion of changes recorded
E) Dues adjustment assements and possible action, dues redone at $120 with Special Assesment of $24
F) Architectural Committee discussion. No action this month on ARC issues.
G) Email addresses, postings of meetings, website update, web site up and running with postings
H) Phone and answering machine now working. See contact page of this web site
5) New Business
A) Community Center update to Board. GDC has allocated a building site for a community Center for the Association.
6) Executive Session
A) CCR Issues
7) Adjournment
Meeting Notes
[notes provided by Lisa Everett]
Board members present: Carl Bixler, Cliff Biggs, Roy Boughton, Donn Pilmore
Board will listen to all comments or suggestions but will not comment on anything brought up by homeowners.
A member would like to have all decisions by Board made and shared publicly, not behind closed doors. Budget brought up again, but not on agenda. Who on Board has ever or is now receiving compensation from John Bowman or Greenehaven Development Corporation – Carl Bixler and Roy Boughton – Roy through Rim View Properties.
Old Business
4a/b) Flood Control. $18,500 quoted for work in unit 1, which was $18k less than original quote. Board believes this is ongoing maintenance item so work commenced. Apparently a neighbor was concerned, and contacted Coconino County public works dept, who came out to see and issued a stop work order. County engineer: requires full Storm Water Protection Plan (SWPP). Board is requesting a letter of understanding from County as to what the issues are. Carl believes the mis-understanding is coming from disconnects within the county.
4c) Roads. Cliff walked the community, did a 10% sample of roads. 2.1 miles of roads, plus culs de sac. According to Cliff, who admittedly is not an expert, there are a lot of cracks but he feels that we do not need to spend a lot of money this year. We should think about spending money maybe next year in units 5 & 6. In units 2 & 3, Cliff feels that the roads are not at all deteriorated, and that we should maybe consider chip sealing in a couple of years.
Comment from homeowner – cracks up in 3 are pretty good size and will allow water to run under road through cracks and cause more damage. Comment acknowledged but no real consideration perceived for what was said.
4d) Unit II CC&R changes. Based on our docs, we are stuck with Class B votes – there is no voting for Class A members at this time. Master, Articles, Unit CC&R – superiority of docs gives priority to Master declaration. Vote done by homeowners was not legal and could not be certified for several reasons but main one being used here is Class A votes are not allowed at this time. John Bowman signed and notarized the changes submitted by Al Edwards, Al took them to County recorders office and had them recorded.
Homeowners in and out of unit 2 are requesting copy of new CC&Rs.
According to this Board, changes can be made to ANY unit CC&Rs only by the Declarant, signed and notarized and recorded. There is nothing stating that the Declarant must notify or include any homeowners in the decision.
4e) Dues. Board (Cliff) did not realize that the Board had applied a $25.00 special assessment. They assumed that the last board had raised the dues, not applied a special assessment. The Board is also using the No Offset clause to say the homeowners must pay the dues, even if the board is incorrect in what they are doing. Board was notified by homeowners at January Board of Directors meeting, that according to our Bylaws, they needed to notify homeowners by Dec 10 of the assessment. Dues were sent out anyways. They decided to change the Bylaws at this meeting – notification to homeowners by Feb 28 of the annual assessment. Board is unaware that any special assessments must be for specific capital improvements and must be spent in the same year monies are collected.
4f) Architectural Committee – No activity.
4g) Email/Website. This Board wants to use only their website to communicate information and would like to get everyone’s email address. Will be posting changes to unit II CC&Rs on greenehavenpoa.org. Will provide updates as to what the Board is doing. No more printed newsletter will be sent out.
4h) Phone/answering now set up. See the Board’s website for that number. It will be manned by Bonnie in the sales office for 4 hours a day (8-12 am M-F). Carl has added a new phone 928-353-2174 that rings into her office. She will then direct calls/messages to the appropriate Board member. Board should be putting that number on the bill with revised dues amount.
New business
Community center. Carl found some old drawings for a community building. Feels that it is something to look at. 30×50 bldg; 2 restrooms, office for Board, counter, sink, disposal –Utilities are already there. Wants a 10’ porch on south and east sides of bldg. Greenehaven Development will be donating some time, effort, labor and materials. Rest of funds will come from donations from homeowners as well as HOA funds.
A member of the association raised the issue of liabilities – on-going maintenance costs, hiring a resource to keep the place clean. Board says this is just a preliminary discussion, did not seem to want to hear anything that said wait, slow down and think about the long term implications.
Will be located in Unit 6 on Bryce, between Red Canyon and Schoppman.
Board then moved into Executive session to discuss CC&R issues. They did not say what specifically.
