General Discussions/Comments

Agenda

August 5th, 2023

Opening:

The regular Board meeting of the CCR Board of Directors was called to order by XXXXX, at 11:XXAM. The meeting was conducted at the Homewood Suites in Tempe and via teleconference (Zoom®).

Directors in Attendance:

Visitors in Attendance:

Approval OF MINUTES:

The Minutes from the April 22, 2023 meeting were previously approved by the Board via e-mail, pending amendments.  The Minutes from the May 27, 2023 meeting have not yet been approved by the entire Board.

Status Reports (Officers/Chairs):

President (Dennis):

Dennis stated in the last meeting that he cannot find anything written or recorded about easements. He also stated that the only documents recorded in Navajo County are the 2000 CC&R’s, and that if we want buyers of properties to get our Bylaws and easements those documents also need to be filed with the County.  This way title companies can find them when closing purchases. Dave and Julie believe there is a 30 ft easement, but it does not show on the CC&R’s. Julie stated that she’s quite sure it is governed by the County. Dave will go to Navajo County and get copies of everything that is recorded to match up with what we have.  Dave stated that some of the docs were recorded in Maricopa County and should be re-filed in Navajo County.

VICE President (Sharon):

Secretary/Treasurer (Julie):

Julie placed liens on all properties owing over $1,000 in delinquent assessments.

Communications/PIO (Daniel):

Facilities, Park & TRASH (Dave):

ROADS (Dave):

Road Signs (Dave/Sharon):

WELLS (Dave):

E-mail ACTIONS & Decisions Since Last Meeting:

None

Old Business - OPEN:

1.      Lot 307: The POA purchased the tax liens for lot 307 Aug/Sept of last year for $3,000.  There was a 6-month waiting period before the new Deed could be issued. Julie/Dennis will contact the attorney and Deputy David Sargent at Navajo County to follow-up and see what we need to do next. 4/22/23 Status: Dennis contacted the Deputy and was told that the CCR POA now owns lot 307.  Julie will pick up the required docs from the attorney and send to Sharon.  Sharon will then go to the County facility in Holbrook and pick up the Deed. 5/27/23 Status: Julie will contact the attorney again to check status.

2.      Lot 718:  Timothy Thomas advised that he complained over a year ago to the Board about lot 718 being out of compliance to the CC&R’s, i.e., 9 run down trailers on property, trash everywhere, sewer waste, etc. Pictures were taken and a formal complaint was filed with Navajo County. There is currently a 35-day Stop notice on the property.  The owner(s) cannot apply for any permits or add additional trash to the property and must do what is necessary to come into compliance or the County will take legal action.  4/22/23 Status: The Board sent a certified letter to the owners of lot 718 on March 28, 2023, which was received, and are awaiting a response. The Board needs to take our letter and pictures to the County and request that they clean up the property. Dave stated that there has been no action by the property owners to clean up.  5/27/23 Status: A representative from Navajo County went to the property on May 17, 2023 and met with the owner.  She will go back out in 30 days to re-inspect.  If still no measurable progress the owner will be sited. She also stated that the owner did not get a permit for their current septic/composting system, and that a permit is required. Julie will contact CPI to file a lien. The Board agreed to ask Timothy to form a committee to monitor properties with trash violations.

3.      Bylaws:  There was a complaint from a property owner about the Bylaws that were revised in 2019, for which we did not have a quorum vote to approve.  We planned to go back to the 2005 Bylaws but there was also a complaint that they were never voted on and approved, nor were they recorded with Navajo County. Julie spoke with the general attorney and they advised that the Bylaws don’t have to be recorded with the County, and that we’re good to use the 2005 version unless someone complains, which happened.  Dennis advised that the original 2000 Declaration is all that is signed and recorded with Navajo County. Dave suggested that we take it to a real estate attorney, who is more specialized, to get further assistance. 5/27/23 Status: The Board unanimously agreed to take the CCR’s and Bylaws to a real estate attorney for guidance.  Dave will take that action.

4.      Wells Power: Dave mentioned in the March 1, 2023 meeting that the generator at Well 1 has too many hours on it and will either need to be replaced. Dave is looking into a solar option, possibly for both wells. 4/22/23 Status: Well 2 auto-start is currently not working.  Julie sent Dave several docs from the mfr to review in hopes of troubleshooting. Dave is working on locating someone who can do the necessary repairs. Dave has placed a 5,000 gal water tank at each well for fire protection. Dave is in the process of contacting Jesse to ask if we can use his well on Well 4 road to save time for the roads crew. 5/27/23 Status: Dave asked Julie for a copy of an invoice from 2021 for a pump for well She sent it to Dave and Dave/Gus sent it out to companies who are quoting to add solar to run the pump.

5.      Ramada Office:  The office at the Ramada will be upgraded with solar, and the POA computer and printer will be housed there, as well as the Secretary files.  It was also suggested that the Board members should have laptops. 4/22/23 Results: The office container at the Ramada was painted inside and out, sage color; needs one more coat of KILZ.  Dave is in the process of putting up a wall and installing a security door. Dave is also planning to coat the shed at the roads equipment lot with KILZ.

5/27/23 Status: Doors and windows have been received. Dave is moving his saw mill equipment there to cut the lumber. Should be complete in about a month. Dave/Gus also sent out for quotes to trench for power/water from Well 1 to the Ramada.

6.      CCR E-Mail/Phone #:  The Board e-mail has been suspended by Google Workspace for non-payment.  Julie will reach out to CPI to see why payment hasn’t been made and get the account active again.  Daniel will look into getting a general phone number from Google for CCR. 4/22/23 Status: Julie contacted Google Workspace and was advised that the past several months of invoices that were to be auto-paid with the POA debit card were declined.  Julie paid the account current and Google is back on line.  No status as of yet from Daniel on the phone number. 5/27/23 Status: Dennis stated that Daniel told him we have a CCR Google phone number and he has a cell phone that was donated that he can put the CCR phone number on. Dennis will attempt to contact Daniel to get things moving along.  Dennis suggested that maybe the phone should be kept in the office at the Ramada when it is complete.

7.      POA PO Box:  The Board agreed that we should have a PO Box in Mesa so Julie can manage it.  Julie will get it set up and let Daniel know so he can change the info on the web site. 4/22/23 Status: Julie set up the new PO Box on March 16, 2023.  Daniel will post the new info on the web site in the next couple of days. 5/27/23 Status: The new PO Box info has not yet been added to the web site. Daniel was not present at this meeting so Julie will contact him for status.  Julie mentioned that all of the roads equipment and vehicles are registered with the PO Box address we had in 2021 and prior in Heber.  Dave will pull the titles and go to the MVD to get the address changed to the new PO Box in Heber or Holbrook, which Sharon will get set up. Sharon will call the MVD to see if the address changes can be done over the phone or on line. Julie will send one of the Mesa PO Box keys to Sharon.

8.      Acct Codes for Roads Equipment:  Dave mentioned that we need to set up separate acct codes for each individual piece of roads equipment to keep better track of expenses. Dave will assign a number to each vehicle and send to Julie.  Julie will have CPI assign acct codes. 5/27/23 Status: In process.

9.      Std Operating Procedures: Dennis stated that we need to establish Std Operating Procedures for the Board members. 4/22/23 Status: Work in progress. Each Board member needs to share with the Board any pertinent info to help another Board member step in if something happens to the Board member currently handling that job. 5/27/23 Status: Julie sent a copy of the Board Timeline document to the Board. Dennis stated that we need to post a copy of the document at the Ramada.  Dennis also suggested that since the Secretary/Treasurer handles the most paperwork that she should put together a document outlining the processes. Julie will resend the Board Guidelines and Code of Conduct out to the Board again via e-mail.

10.  Wix/Web Site:  Daniel was having a lot of trouble logging into Wix as the admin for the CCR web site.  Several property owners who are already registered are also unable to log on to the web site. 4/22/23 Status:  Daniel has worked out the issue and is now in the process of getting caught up. 5/27/23 Status: Daniel was not present at this meeting so there is no status.

11.  POA Debit Card:  We need to find out detailed information about the POA debit card and why it’s not working for the auto-payments from Google Workspace.  Dennis suggested that we get a card and keep it in the Ramada office, giving the numbers only to specific Board members who may need to make purchases for the Ranch from vendors for which we don’t have open account payment terms.  4/22/23 Status: Dave will contact Gus to have him send a copy of the debit card to the Board.  The debit card will be physically housed in the Ramada office and must be signed out. 5/27/23 Status: Julie stated that we have a $3,000 limit on the debit card, and each time she receives receipts from Dave/Gus she sends them to CPI to process to get the debit card reimbursed.  The auto-pay for Google Workspace is now working, but they did not take the total amount due, so Julie will contact them to find out why.  The name on the debit card is currently a previous Board member. Julie will contact CPI to see how to get that changed.

12.  FileMaker Database:  Julie is still unable to get into the POA database due to password issues.  Daniel tried to help but our version of FileMaker is outdated and no longer supported.  Julie will make a list of all possible passwords she may have used and try each one; hopefully this will work.  If not, we may need to create a new profile. 4/22/23 Status: Daniel said that we can use Microsoft Database, free software, to use Drop Box as a repository for the database. Jan may have an updated copy of the database. If so, she will send it to Daniel. 5/27/23 Status: Daniel was not present at this meeting so there is no status.

13.  Re-Class of Acct Codes:  Julie suggested that there needs to be research conducted to review the invoices and checks from March 2022 through March 2023 to determine if any of the acct codes were incorrect and need to be re-classed.  4/22/23 Status: Sharon will send Julie copies of all invoices and checks she has so Julie can review and handle accordingly. Dennis will contact Lynn to learn about the bank accounts and see if we have set up a reserve account. 5/27/23 Status: Sharon now has access to Drop Box so Sharon will locate the checks and invoices and send to Julie for review and reclass if or as needed.

14.  Aging:  Julie will contact CPI to request details on how info gets on the Aging and how it is removed.  5/27/23 Status: In process.

15.  Board Member Term Limits:  The Board agreed to go back to two-year terms in 2024.  In the meantime, Sharon will stay on the Board through 2024, and the rest of the Board members’ terms will expire end of 2023.  This is pending, subject to outcome of Dave’s meeting with the real estate attorney.

16.  Trash at Well 2:  People keep cutting off the locks and cables on the dumpster at Well 2, leaving the doors open, and leaving trash on the ground.  Dave/Sharon will create and post a sign stating that if this continues the dumpster at Well 2 will be moved to Well 1, where there is a camera.  We have had no problems with the dumpsters at Well 1.

17.  Wells Ladders for Repairs:  Dave has Gus getting quotes for steel to build ladders and a platform for the man hole on top of both wells so we can maintain ourselves.

18.  Delinquent Assessments:  Dave/Sharon will send Julie a copy of letters from two attorneys in Snowflake regarding tax liens on two properties, and requesting us to waive the delinquent assessments.  Julie will file liens on both properties.  She will also contact the attorney to check status on the previous foreclosure proceedings against these two properties, and request information on the process.

New Business:

1.      Board Action Timeline:

Adjournment:

X:XXPM