Desert Hills IV

Minutes:

GREEN VALLEY DESERT HILLS NO. 4, INC.
Regular Board Meeting
Friday, March 20, 2009

Meeting held in the Desert Hills Social Center, Room C, and called to order by President Phyllis Buchanan at 3:00 PM. Other Board members present were Jerry Froderman, Dorothy Sturz, Carl Town, Doris Austin, Ann Brooks, Arthur Stang and Alice Town. There were also seven homeowners in attendance.

The agenda was approved as presented.

Minutes from the last meeting were presented by Carl Town and corrected with the clarification that the property discussed under Old Business regarding white rock is at the corner of Via Mirasol and Retorno de Anza, not Via Mirasol and Via de Roma. The minutes were then approved.

Treasurer’s Report was approved as presented by Dorothy Sturz. Dorothy also commented that she had transferred $30,000 into a six-month CD. There was a balance of $8,400 in the Beautification Fund. This includes a donation from Desert Hills 5 neighborhood to be earmarked for the Beautification Committee since the work on Retorno de Anza spans both Desert Hills 4 and 5. A Thank You note was also signed by everyone to be sent to Desert Hills 5.

COMMITTEE REPORTS:
Maintenance: Ann reported that they had met with Val and a schedule has been set for work to be done through April 22. March 25-Via del Jarrito & Calle de Plata; April 1-Via Mirasol; April 8-Via Mirasol & Via de Roma; April 15-Via de Roma; April 22-white rock behind homes on Via de Roma, along Retorno de Anza. Ann said they have also asked Val and his crew to pick up grass and other debris along the curbs.

Beautification: Bob White reported that the work has been completed on the medians between Camino Kino and Retorno de Anza. There were two long and two short medians, and the work has taken four years to complete. There have been a few other projects worked on during that time also. There will only be three or four more work sessions this spring. The committee will now concentrate on some major tree cutting of some dead and/or malformed trees in the common areas. They hope to remove five or six trees next Monday, but will go back to their Tuesday schedule the following week. Phyllis explained Val’s policy on removing trees and said that the person requesting removal of a tree more than 8” in diameter will need to pay to have that done. Bob said that there are over 300 trees in the common areas that were planted approximately 25 years ago. The life of a Palo Verde is only 25 years and they are looking bad now. The mesquite trees are very hardy, but their root systems are causing problems to owners, either to walls or sewers. The committee has removed thirty trees in the last five years. We are trying to replace those trees with another tree or a bush or ocotillo plant.

Architectural: Carl reported that there had been two house inspections on homes that had sold.

GVCCC: Jerry reported on the most recent meeting of the GVCCC. He said that 65-70% of the HOAs are represented each month. Recent events were an informational Solar Forum and the AARP Safe Driving Class. Upcoming events are a Celebration of Life at 100 on April 10 for citizens 100 of age or older; Heart-to-Heart for Women to be held April 3 at Quail Creek; and Senior Action Day on April 1 when residents should call our legislators regarding any concerns. Pima County Administrator, Chuck Huckelberry, gave an overview of what projects are being considered for the Green Valley area of Pima County using monies expected from the Federal economic stimulus package. At this point, Pima County has said they do not plan to use $1.5 million to replace the road signs on I-19. They want to put that money toward repairing pot holes in the county. Also, the request to spend $4 million to extend the East Frontage Road was not approved by Pima County since that project would not meet Federal guidelines at this time. ADOT is proposing to reduce both the eastbound and westbound lanes on Continental Road to one auto lane and add a bike lane from La Canada to Camino del Sol. Also, work on the round-a-bout at Continental Road and Camino del Sol is scheduled to begin approximately June 1. Phyllis also commented that while the GVCCC would like all HOA Communication Directors to send out newsletters to as many homeowners as possible via e-mail, she does not feel this should be done through everyone’s personal computer. Information can be obtained by calling the GVCCC, through our Desert Hills 4 website at www.deserthills4.com or from our Newsletter.

One of our homeowners commented that he would be willing to work with other homeowners to do pot hole repairs in our area. Mercado Camino and Retorno de Anza have some very bad areas, but these are county roads. These areas can be reported to Tom Ward, assistant to Ray Carroll, District 4 Representative, or Suzanne Blodgett, a contact through GVCCC, and thus passed on to the county.

Neighborhood Watch: Doris reported that people can go to www.gvsav.org, then go to Pima County Safe Link and fill out the form to sign up for information from the Sheriff’s Department regarding “Be on the lookout for ….” Doris will get this information to our Block Captains for passing on to all homeowners.

Social: Doris reported that there were 57 people in attendance at the March 10 Social Hour and 70 people at the potluck held on January 27.

Newsletter: Phyllis reported that the Newsletter was passed out to Block Captains in attendance at the Social Hour and then distributed to other Block Captains the next day. She reported that the telephone number for Arthur Stang was wrong in the Newsletter and that has been corrected on our website. The correct number is 625-1497.

CC&Rs: Phyllis is still working on changes. She will have them ready for our April 24 meeting, or possibly earlier.

Street Paving: Phyllis had nothing to report.

Trash: Phyllis will check to see how much longer our contract with Waste Management runs. She reminded everyone that the homeowners agreed to use only the trash hauler we have a contract with and if somebody does not want to use this company, they will have to take their trash out to the dump themselves.

OLD BUSINESS:
Regarding the tree problem behind 3132 Camino Kino, Phyllis gave the background on the problem which was first brought to her attention last spring (2008). Our HOA paid $375.00 to remove a tree which was causing problems to the sewer line. A letter was sent to the homeowner asking if he would agree to reimbursement by our Association for one-half of his expenses, which would be $1,585.20. The homeowner has faxed a letter agreeing to that amount and saying that he will not hold the Association liable for any other expense. He will send a hard copy of the letter for our records. A motion was made and seconded that “The Association send a check in the amount of $1,585.20 to the homeowners of 3132 Camino Kino as settlement for a tree in the common ground which destroyed their sewer system.” Motion approved. Bob White said that he had called the county regarding the location of sewers in Desert Hills 4 and found out that they do not have this information. Fairfield Homes was not required to provide this information when they built the homes. He said that he was told that there are cleanout boxes located a few feet away from every home that might show a person where their personal line goes out to the street. However, the line might go out on an angle rather than running straight. Jerry asked Bob if the GVCCC might have any records or if Fairfield might have something. Jerry said that he would check with both organizations.

Regarding the Italian Cypress tree problem behind 1609 Via Mirasol, Carl reported that the Architectural Committee, plus Bob White of the Beautification Committee, had looked at the trees involved and decided that there was not “significant interference” with the mountain view. Therefore, they recommended not asking the homeowner to trim or remove the trees. Now it is up to the complainant to talk with the owner of the trees. The homeowner with the complaint submitted pictures of the trees along with a form requesting the removal or trimming of the trees in question. Bob White said that some trimming has been done already. Phyllis asked that this matter be tabled until the April 24 meeting. She said that she and the Architectural Committee will meet prior to the next Board meeting to make a decision on this matter.

Phyllis discussed tree removal in the common ground. The Beautification Committee is doing research on growth on common ground and if they feel there is a problem of any kind, the tree will be removed. Owners in the area will be notified that this will be done. This will take three or four years, but it will be a start on the problem.

Phyllis distributed copies of the Rules and Regulations to Board members and asked that each person look over the notes and let her know if there are changes to be made. Changes will be made at the October 16 meeting.

A discussion was held regarding trees and plants and it was suggested that no palm trees should be planted which would be over 15 feet at full growth. Also, no more Italian Cypress should be planted. In fact, any tree over the parapet wall would need to be cut to the parapet and at the owner’s expense.

Phyllis asked Bob White to examine the lights shining on the three Desert Hills 4 monuments to see if batteries or lights themselves need to be replaced. She also asked if the Beautification Committee would look at the lights to see what needs to be done and pay for anything from the Beautification Fund.

NEW BUSINESS:
Since both the Architectural and Maintenance Committee chairpersons are gone for the summer, Phyllis asked Art to be in charge of architectural matters and Jerry the maintenance area. Phyllis said that she will get the various work request forms, with current committee members listed, to the Architectural Committee.

Phyllis talked about the importance of filling out Caretaker Forms. Carl will give the completed forms he has to Art for the summer in case there are any problems at the homes.

Jerry said that there is a change in the name of one of the accepted colors for our homes. Aztec Pony is now called Pinecone. Phyllis is going to ask former Board members to return their paint chips so they can be passed on to new members.

OTHER BUSINESS:
Sara Todd submitted a letter to the Board saying that she is willing to work with Dorothy this year and then run for the position of Treasurer at the next election.

The next meeting of the Board is scheduled for 3:00 PM on Friday, April 24, in Room B.

The meeting was adjourned at 4:05 PM.


Respectfully submitted,
Alice Town, Recording Secretary




GREEN VALLEY DESERT HILLS NO. 4, INC.
Annual Meeting
Friday, February 20, 2009


Meeting held in the Desert Hills Social Center and called to order by President Phyllis Buchanan at 9:06 AM. Others board members present were Dorothy Sturz, Carl Town, Jerry Froderman, Larry Gass and Alice Town. There were also 33 homeowners in attendance.

Phyllis welcomed everyone and then thanked the Board members and all Committee members and other volunteers for their work during the past year.

Our Secretary, Carleton Town, reported that we met our quorum requirement for the meeting.

The minutes of the 2008 Annual Meeting were approved as distributed to all homeowners.

The Financial Report and Budget were presented by our Treasurer, Dorothy Sturz. There were no questions regarding the budget which had been approved by the Board. Dorothy reported that 223 owners had paid their dues, with one owner still in arrears. She also reported that thirteen properties had sold in Desert Hills 4 in 2008 compared to nineteen in 1007. There have been six properties sold so far in 2009. Dorothy has been our treasurer for nine years, and helped her husband for two years prior to that. She said that she will finish her term on the Board, but does not plan on standing for reelection next year. She would like to find someone who is willing to work with her this year to begin the transition of taking over the position next year. Nobody came forward to assist her at this point, but the Board will continue to look for someone.

Committee Reports:

Architectural: Carl Town reported that there had been inspections of homes sold this past year, a request to mount a small satellite dish, a request to enclose a carport, plus two requests for roof coatings. He reminded homeowners that roofs should be tan and if a contractor quotes a price of 35% higher for tan, please question him. There should not be a difference in price for tan rather than white. He also asked homeowners to be aware of the size of trees and shrubbery in and around their patio walls and foundations. As these grow over the years, the roots can and will begin to push against the wall or foundation and cause them to move. Also, he reminded owners to please submit a Caretaker Form. It is very important that there be a name of somebody to contact in case of an emergency while the homeowner is absent.

Someone asked if we have a list of caretakers, which we do not have. Please ask friends and neighbors to recommend someone or see if someone is listed in the newspaper or phone book.

A question was asked regarding paint colors. A paint request form should be submitted to the Architectural Committee and they will let you know what colors to use. Even though the hardware has a list of approved colors, it is recommended that paint be purchased from Dunn Edwards in Tucson. Their paint doesn’t seem to fade and they will give a discount for paint used on our homes, and will also deliver paint to Green Valley at no charge.
Maintenance: In the absence of the Chairperson, Doris Austin, Phyllis reported that there have been several requests and/or complaints about trees, especially California evergreens and palm trees. She asked that homeowners be patient because not only are there certain times of the year that trimming can be done, but our landscaper can only do just so much work each week. We have a plan for the regular maintenance but tree trimming and removal needs to be worked in special.

Homeowner Pat Lamb complimented the Association on how well our grounds look, especially with the limited budget allocated to maintenance. The Beautification Committee was also complimented for the excellent job they do.

Owners are encouraged to have someone check their property during the summer months to be sure that plants and shrubs are trimmed as needed and that weeds are controlled in a timely manner. Homeowners are responsible for everything in front of their homes, out to the street. That includes any sidewalk repairs. The amount of property that owners are responsible for outside of the patio varies with the location. Homeowners should refer to their plat plans for information on their property.

There was much discussion on the trimming or removing of trees and shrubs. Because the palm trees and Palo Verde were planted more than twenty years ago, they are all getting to the point of needing to be trimmed back or removed. It can cost between $50.00 and $450.00 for trimming palm trees, and much more to have them removed.

Discussion was held on the current policy of who is responsible for paying for tree trimming or removal when another homeowner feels their view is impeded by that tree or shrub. The policy was changed in 1999 by a vote of the homeowners. This policy is being reviewed, among others, and any changes will be ready for a vote at next year’s annual meeting. Since there are 224 properties, at least 113 homeowners will need to vote for any change. Please send any requests for changes to the CC&Rs and the Bylaws to Phyllis.

A homeowner asked if there are guidelines as to decorative items in front yards. Phyllis said that she has not seen anything in the CC&Rs but we can have the Architectural and Maintenance Committees work on some guidelines.

Neighborhood Watch: In Doris’ absence, Phyllis thanked everyone involved in passing out information to homeowners this past year.

Social: In Doris’ absence, Phyllis reported that there had been a potluck held in January and a Social Hour is being planned for March 10. Both homeowners and renters are invited to attend.

Beautification: Bob White thanked all of the volunteers who work on a regular basis and also the homeowners who have contributed either money or plants. He also thanked Dorothy Sturgis for the use of her garage so that all of the landscaping tools and equipment can be stored in one convenient place. The most urgent issues that they work on are for flood control. They also are very aware of large trees or shrubbery that need to be trimmed or removed from corners where they might cause traffic problems. The beautification project is their third concern. The third section on Camino Kino is just about finished. The felt and stone will be put down on the next to the last area in two weeks.

Bob reported that they also remove trees in the common areas and have a couple of specialists in our Association that he can call on for removing tall trees and for moving large cacti. There are over 200 trees in our common areas, but not a lot of palm trees.

Phyllis also commented that $127.00 had been donated to the Beautification Committee as a result of the neighborhood garage sale held on February 7.

GVCCC: Ila Deluca gave the report from the latest meeting and reminded everyone that the meetings are held the third Thursday of each month and are open to everyone. She gave some highlights of the meeting, including information on an Urgent Care Center that will soon be open 24 hours a day, 7 days a week; the Dispose-a-Med Program at all Green Valley fire stations; the Household Hazardous Waste Collection to be held February 28 at the Valley Presbyterian Church; and the shingles vaccine which is available at the Pima County Health Department. She also reported on various road projects to be done in and around Green Valley.

Newsletter: Phyllis is planning on getting the next newsletter out by March 10. Please send information to her by February 27.

There was nothing new to report on either Paving or Trash.

Election of Board Members: Carl reported that 112 ballots were cast. Incumbents Doris Austin and Jerry Froderman were re-elected. Ann Brooks and Art Stang were also elected to the Board. One write-in vote for Larry Bivins was cast. Ann and Art were welcomed as new members to the Board.

The meeting was adjourned at 10:33 AM and Phyllis invited homeowners to stay for the Board Meeting to be held immediately following the Annual Meeting.


Respectfully submitted,
Alice Town, Recording Secretary



GREEN VALLEY DESERT HILLS NO. 4, INC.
Regular Board Meeting
Friday, February 20, 2009

Meeting held in the Desert Hills Social Center and called to order by President Phyllis Buchanan at 10:45 AM. Other Board members present were Jerry Froderman, Dorothy Sturz, Carl Town, Ann Brooks, Art Stang and Alice Town. There were also four homeowners in attendance.

The agenda was approved as presented.

Minutes from the last meeting were approved as written.

Treasurer’s Report was approved as presented by Dorothy Sturz. Dorothy also commented that she plans on transferring $30,000 into a six-month CD paying 1.24% interest. Although that is not a lot of interest, it will be more than the money is currently earning.

Committee Reports had been presented at the Annual Meeting, so they were not duplicated.

NEW BUSINESS:
Nominations & Election of Officers: The following Board members were elected for the coming year. President, Phyllis Buchanan; Vice President, Jerry Froderman; Secretary, Carl Town, with Alice Town continuing as Recording Secretary; and Treasurer, Dorothy Sturz. Trustees are Doris Austin, Ann Brooks and Arthur Stang.

Dorothy reminded everyone that she does not plan to run for reelection next year and would like somebody to begin working with her this year in order to make a smooth transition next year. Phyllis will put an item in the upcoming Newsletter asking for a volunteer. That person would not have to be a member of the Board at this point. We will also look into the possibility of doing some of the banking via the computer so that we might not need a full-time resident to serve as our Treasurer.

Committee members were selected for the coming year.
Architecture: Carl Town, Chair; Franc Austin, Art Stang
Auditing: Larry Gass, Jerry Froderman, Art Stang
Beautification: Phyllis Buchanan, Chair; Ann & Larry Brooks, Bob White, Other
Volunteers
Budget: Dorothy Sturz, Chair; Phyllis Buchanan, Jerry Froderman, Ann Brooks
CC&Rs: Phyllis Buchanan, Chair; Bob White, Walter Johnson
Community Phone Directory: Matt Medina
GVCCC: Jerry Froderman, Ila DeLuca (alternate)
Maintenance: Ann Brooks, Chair; Doris Austin, Larry Gass
Neighborhood Watch: Doris Austin
Newsletter: Phyllis Buchanan, Alice Town
Nomination: Carl Town, Chair; Phyllis Buchanan, Ila DeLuca
Street Maintenance/Paving: Phyllis Buchanan, Chair; Jerry Froderman, Larry Brooks
Social: Doris Austin
Trash: Jerry Froderman, Chair; Phyllis Buchanan, Ann Brooks
Website: Phyllis Buchanan, Alice Town

Meeting dates were set for 2010 and 2011 as follows:
Board meetings for 2010 and the Annual Meeting for 2011 are scheduled for Fridays on
February 19, 2010 – 9:00 AM (Annual Meeting) followed by the Board Meeting
March 19, 2010
April 16, 2010
October 15, 2010
November 19, 2010
February 18, 2011 – 9:00 AM (Annual Meeting) followed by the Board Meeting
No rooms have been reserved for 2010 at this time. Meeting times to be decided on February 19, 2010.

Committee Meetings set:
Budget: October 30, 2009, 2:00 PM at Dorothy’s house
Nominating: October 29, 2009, 10:00 AM at Phyllis’s house (Committee members
should try to recruit new Board members prior to the meeting.)
Auditing: January 11, 2010, 2:00 PM at Dorothy’s house

CC&R Committee: Phyllis will try to get things ready for the April 24, 2009 Board Meeting so they can be looked over during the summer and be ready to submit to the Board in the fall for approval. Following that, they can be ready for homeowners to vote upon prior to the 2010 Annual Meeting. She will do the same with the proposed changes to the bylaws.

The Board skipped forward to OLD BUSINESS so they could discuss a request by a homeowner residing on Mirasol. She is willing to pay $2000.00 to have the white rock removed at the end of Mirasol, at de Roma, providing the work is done by her contractor. After much discussion, the Board decided that since this rock is in the common area, the work would need to be done by someone licensed, bonded, insured and approved by the Board. A quote from our landscape contractor was for approximately $1300.00 to remove and dispose of the white rock. If the Beautification Committee could do the work of putting down felt and brown rock to match other common areas, it would probably add close to $1300.00 to the project. We cannot afford to spend that much at this time. Another concern was that other homeowners might want to remove the white rock behind their homes, thus leaving a patchwork of white and brown landscaping. A motion was made and seconded that the Association not replace any white rock because it would set a precedence to do piecemeal work. Motion carried by a vote of four “yes” and two “no.” This motion also meant that the work that requested would not be done.

Returning to NEW BUSINESS on the agenda, there was discussion of a tree problem behind 3132 Camino Kino. A tree in the common area caused a sewer backup problem for homeowner which required snaking in January 2008 at a cost of $489.80. The homeowners and his neighbors asked that the tree be removed because of similar problems in each house. It was agreed that the Beautification Committee would do the job. After looking at the tree, they hesitated to remove the tree because it might destroy a patio wall. The homeowner had another problem in November 2008 which required snaking at a cost of $313.00. Two weeks later further problems developed and a backhoe was needed to excavate and then a length of sewer line needed to be replaced which had been destroyed by the tree roots. The cost of that work was $2580.89, for a total amount of $3483.69. The homeowner has asked the Association for reimbursement for his expenses. Our landscaper, Val, has removed the tree at a cost of $375.00. Our budget for the year had $1500.00 earmarked for the removal of trees and shrubs, less the $375.00 already paid. We would need to take money from the Association’s general reserves in order to pay this. After much discussion, a motion was made that a letter be sent from the Board asking the homeowners if they would be willing to accept a check from the Association for one-half of their costs. It was moved that we proceed in this manner.

Following discussion on tree removal by homeowners, it was decided that Phyllis will put something in the Newsletter about homeowners needing approval for whomever that owner hires to trim a tree if it is in the common area, even if the owner pays to have the tree trimmed. Any trimming done in the common area needs to be approved by the Maintenance Committee first.

Another discussion was held involving a Cyprus problem. A home on Travis has a palm tree and two Italian Cyprus trees that are blocking the views of two homeowners on Mirasol. It was decided that the Architectural Committee should look at these trees to see what they recommend. Carl, Art, Franc Austin and Bob White will look at the area in early March.

There was a reminder of the Board Meeting dates for 2009. The meetings will be held in Room B at 3:00 PM on March 20, April 24, October 16 and November 20.

Before adjourning, Ann thanked Phyllis for all the work she has done for our Association. Additional thanks were given by the rest of the Board members for a job well done!

The meeting was adjourned at 12:13 PM.


Respectfully submitted,
Alice Town, Recording Secretary