May 27, 2023 Board Meeting Agenda
Agenda
May 27th, 2023
Opening:
The regular Board meeting of the CCR Board of Directors was called to order by Dennis Dunn, at 11:XXAM. The meeting was conducted at the Ramada and via teleconference (Zoom®).
Directors in Attendance:
Visitors in Attendance:
Approval OF MINUTES:
Status Reports (Officers/Chairs):
President (Sharon):
VICE President (Dennis):
Secretary/Treasurer (Julie):
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.
2. Lot 718: Timothy Thomas advised that he complained over a year ago to the Board about lot 718being out of compliance to the CC&R’s, i.e., 9 run down trailers on property, trash everywhere, 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. Davewill contact Timothy to see if he has heard anything from the County.
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.
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. 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.
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.
7. POA PO Box: The Board agreed that we should have a PO Box in Mesa so Julie S 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.
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.
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.
10. Wix/Web Site: Daniel is 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.
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: Davewill 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.
12. FileMaker Database: Julie is still unable to get into the POA database due to password issues. Daniel S 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.
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.
14. Aging: Julie will contact CPI to request details on how info gets on the Aging and how it is removed.
New Business:
1. Board Member Term Limits:
2. Trash at Well 2:
3. Wells Ladders for Repairs:
Adjournment:
X:XXPM