Roundtree Ranch

July 28, 2004 Minutes -- Approved September 22, 2004

Nov 18, 2004

ROUNDTREE RANCH HOMEOWNERS ASSOCIATION
Board of Directors Meeting
July 28, 2004
Peoria Community Center


OPEN SESSION MINUTES


PRESENT
Robert Pittman, President
Michael Radig, Vice President
Susan Thomas, Secretary
Nancy Nelson, Treasurer
Phyllis Steele, Member-at-Large
Mark Breinig, City Property Management

CALL TO ORDER
Mr. Pittman called the meeting to order at 6:00 p.m.

HOMEOWNER FORUM
One homeowner was present. Discussion of canopies and gazebos was held.

REVIEW AND APPROVE MINUTES
Minutes of the June 24 meeting were reviewed. One minor correction was made. MOTION for approval by Ms. Steele; second Ms. Nelson. APPROVED

REVIEW AND APPROVE FINANCIALS
The financial records for June were reviewed. The following questions were asked: 1) Why were bills that were more than 10% over budget paid without the Board?’s approval? 2) Which homeowner was given a refund without the Board?’s approval and why? MOTION for approval by Ms. Thomas; second Ms. Steele. APPROVED.

OFFICER REPORTS
Ms. Nelson brought some pamphlets from the City about speed bumps. She suggestions that all Board members read the pamphlet and discuss the issue at the August meeting.

Ms. Steele has reread all the minutes from the previous meetings and has compiled a partial list of all policies approved by the Board. It is still a work in progress.

Ms. Steele also reported that the next two meetings will be held at the Peoria Community Center on August 25 and September 22 at 6:00 p.m.


Mr. Pittman drove around several other neighborhoods and took pictures of homes that do not meet RRHOA guidelines. The Board will reimburse him for developing.

Mr. Breinig will RSVP for all Board members to attend the CPMC Legislative Update on August 18 at Community of Joy in Glendale.

Fines from the June 30 and July 14 violations reports were ratified.

Mr. Breinig will contact American Family Insurance to settle claim on damage to drainage area at 81st and Olive.

Mr. Pittman has requested that Patty Garman from CPMC speak to the Board on the small claims process. Mr. Pittman has suggested either the August or September Board meeting.

The bad debts that have been written off by the Board do not appear right on the homeowner files. It appears that the homeowner?’s paid in full. This is making it difficult with the collection agency.

OLD BUSINESS
Carescape has increased the watering schedule without Board approval. The water bill for the month of June was 35% over budget. Mr. Pittman will call and ask to speak to the owner. Also Carescape needs to trim the palm trees. In the previous month, Carescape gave the Board an estimate to replace the clock and cage that had been stolen. The final bill for this was considerably higher than the estimate. As of now all estimates from vendors must be in writing and approved by the Board.

NEW BUSINESS
Mr. Pittman reviewed the welcome packet given to new homeowners. Suggested that the Board produce a booklet of all rules and regulations, like the previous one, to add to the packet.

There was a discussion of NSF checks. The Board needs to know to which homeowner accounts these pertain.

The Board discussed and decided to go to ?“auto pay?” on the water bills. The Treasurer still needs to see copies of the bills as soon as CPMC receives them.


ADJOURNMENT
Meeting was adjourned at 7:10 p.m.