Board of Directors Meeting June 14, 2018 2:00 PM Board Member(s) Present: Richard Moore, President Russ Long, Vice President Wayne LeBlang, Treasurer Paula Turner, Secretary Ed McGraw, Director Bob Shipley, Director Jan Van Willigen, Director Also Present: Michael Walker, General Manager Kelly McGalliard, Operations Manager CALL TO ORDER The Board of Directors Meeting was called to order by Richard Moore at 2:00 PM in the PGA WEST Residential Association Board Room. MINUTES FOR PREVIOUS MEETINGS Wayne LeBlang made a motion to waive the reading of and approve the Board of Directors Minutes of April 19, the Executive Session Meeting of April 19, 2018 and the Special Executive Session Meeting of May 15, 2018. Motion seconded by Russ Long; passed unanimously. OPEN FORUM Homeowners present included Carol Nolte, Kathryn Wanshura, Gary Dolenga and Bob Wilson. Carol Nolte asked if there could be an alternative to the current size and location of signs that are advertising rentals. She suggested a smaller sign that is discreetly staked rather than attached to the garage door or in the front yard. Kathryn Wanshura agreed that the rental signs are permanent fixtures; whereas, for sale signs come and go. Gary Dolenga expressed his appreciation for the Board s hard work! 1
Bob Wilson asserted his dissatisfaction with the Master Board s inappropriate treatment of Gary Dolenga, who is currently one of the Res I appointees to the Master Board. FINANCIAL Operating Fund Financial Statement as of April 30, 2018 Bob Shipley made a motion to accept the 04/30/2018 Operating Fund Financial Statement as presented. Seconded by Paula Turner; passed unanimously. Accounts Receivable Summary as of May 31, 2018 Bob Shipley made a motion to accept the Accounts Receivable Summary as presented. Seconded by Paula Turner; passed unanimously. Authorization to Record Delinquent Assessment Lien Parcels 775141015 and 775231028 Wayne LeBlang made a motion to authorize recording a delinquent assessment lien for Parcels 775141015 and 775231028. Seconded by Russ Long; passed unanimously. Reconstruction Fund Financial Statement as of April 30, 2018 Russ Long made a motion to accept the 04/30/2018 Reconstruction Fund Financial Statement as presented. Seconded by Bob Shipley; passed unanimously. OLD BUSINESS Information Requested by BOD RE Temporary Speed Inhibitors - Mike Walker provided information on various speed bumps and speed humps. After some discussion the board decided to put the matter on a temporary hold. Update Fire Reconstruction 55-126 Shoal Creek and 55-114 Shoal Creek Kelly McGalliard provided an update on the post garage fire reconstruction taking place at 55-126 and 55-114 Shoal Creek. The contractor, Reconstruction Management anticipates the project timeframe to be 4 6 weeks to complete. No action required; none taken. Update Ad-Hoc Rental Committee Meeting Richard Moore informed the Board that the Ad-Hoc Rental Committee, consisting of Richard Moore, Bob Shipley, Sharon Stegmueller, Tom Crawley, Bob Pantanella, Mike Walker and Kelly McGalliard met and reviewed a plethora of information regarding rental rules, guidelines and ideas that Mr. Walker had assembled. The Committee plans to meet several more times before making any recommendations to the board. No action required; none taken. Update Cactus Policy Paula Turner, Landscape Committee Chair, provided an overview of the updated Cactus Policy, stating that some of the verbiage was revised to provide clarity, but no substantive changes were made to the policy. Updated Cactus Policy CACTUS POLICY PGA WEST RESIDENTIAL ASSOCIATION INC. Approved by the BOD June 14, 2018 The purpose of this policy is to outline the restriction of the use of cactus and similar spiny desert plants in the landscape at PGA WEST Residential Association Inc. The updated policy is as follows: 2
Definition of cactus: Any of numerous New World flowering plants of the family Cactaceae, of warm and arid regions, with succulent, leafless stems usually bearing spines. The landscape of PGA WEST Residential Association Inc. was originally designed with a lush, green, oasis theme. While the Association encourages the use of drought tolerant plantings and water conserving landscapes, it does not want to change the basic look to an arid Arizona style landscape of rocks and cactus. There is a wide range of drought tolerant plants and succulents that may be used that provide color and interest to the landscape without creating an arid look. Cactus, some agaves and certain other desert plants pose a liability to homeowners, pets and gardeners with their sharp spines. Ocotillos, Madagascar palms and similar plants may be considered for use. The Association reserves the right to approve or disapprove any plant material proposed for the landscape based on its appropriateness for the area. (Refer to CC&Rs 11.14(h)) Many cacti and other desert plants have thorns or spines that could harm someone coming in contact with the plant. The Association reserves the right to approve or disapprove any plant proposed for the landscape based on its appropriateness for the area. The following considerations are used to determine acceptability of existing cactus plants; Is the plant infested with spiders or other pests? Is the plant overgrown and unsightly? Has the plant grown to such a height that it is liable to snap off in a high wind, or does it interfere with roofs, walkways or patio areas? If in a courtyard, has the plant grown to a height that allows it to be seen from the common areas? Does the plant pose a danger to workers near the plant because of sharp spines or needles? Some have planted small cacti not realizing their growth potential. If such plants fall into the above list of undesirable criteria, homeowners may be contacted to discuss possible solutions. The above considerations also apply to cactus plants installed with HOA permission. The Association s main concern is for the safety of its residents and workers. Existing cactus that was installed without permission: If cactus was installed by a homeowner without the permission of the Association, regardless of how long ago, it is SUBJECT to REMOVAL by the Association. If the Association determines that cacti need to be removed, the Association will remove it at its expense. The homeowner will be contacted prior to the removal. Existing cactus that was installed with permission: Homeowners that applied for a landscape variance and received permission to plant cactus in their courtyard may keep them as long as those cactus do not become overgrown, are not causing damage to common area including but not limited to roofs, stucco, walkways and patios and do not pose a liability. Cactus at custom homes: The use of cactus in the landscape of custom homes is discouraged by the Association. Existing cactus will be allowed to remain if it does not encroach into common area or into neighboring property and is consistent with the acceptability guidelines as stated above. The following is a list of cacti and spiny desert plants that are not allowed by the Association. Since there are hundreds of types of cacti, this list is for example only. Cacti: Saguaro Fence Post Beaver Tail (Opuntia species) Cholla 3
Pencil Bearded Fish Hook Hedgehog Teddy Bear Barrel Organ Pipe Golden Barrel Agave: Many agaves are acceptable but some that have sharp tips or that get too big are not. The following are examples of ones that are not acceptable. Americana Blue Arizonica Filifera Gigantensis Havardiana Macroacantha Other drought tolerant plants such as yucca pendula, red yucca and other soft yucca varieties may be used. Large varieties such as yucca gloriosa may not. Under all circumstances, approval by the Association is required prior to installing new plant material or modifying the landscaping in exclusive use, limited or common area. Please visit our website @ PGA WEST.org or contact the office for a Landscape Variance Request form if you are considering changing the landscape. Wayne LeBlang made a motion to approve the updated Cactus Policy as presented. Seconded by Richard Moore; passed unanimously. NEW BUSINESS Request for Additional Pet Waste Stations Paula Turner advised the Board that the ten Pet Waste Stations currently placed around the PGA WEST Residential Association property are well used, but the area is too large for only ten stations. Paula Turner suggested that the Board purchase an additional twelve Pet Waste Stations to install on the Palmer and Stadium areas of the Association. Bob Shipley moved that the Association purchase twelve pet waste stations. Seconded by Wayne LeBlang; Richard Moore, Russ Long, Wayne LeBlang, Paula Turner, Bob Shipley and Jan Van Willigen voted in favor of the motion; Ed McGraw was opposed. Proposal for 2019 Roof System Maintenance (1354 Units) Mike Walker explained that the Association annually hires a roofing contractor to clean the 1,354 condominium roofs and replace broken roof tile. For the past several years Roof Asset Management has been awarded that contract. The proposal provided by Roof Asset Management for cleaning the roofs and replacing broken roof tiles reflects no increase over the past two years contracts. Wayne LeBlang made a motion to approve Roof Asset Management s 2019 Roof Maintenance proposal as presented. Seconded by Russ Long; passed unanimously. Correspondence NONE 4
GENERAL MANAGER S REPORT Mike Walker presented the June 14, 2018 General Manager s Report and briefly discussed utilities, as well as the Maintenance and Landscape reports. No action required; none taken. Wayne LeBlang made a motion to adjourn at 3:25 PM. Seconded by Russ Long; passed unanimously. Respectfully submitted, Paula Turner, Secretary PGA WEST Residential Association, Inc. Board of Directors An Executive Session was conducted to address contracts, legal matters and member discipline. 5