The Links at Santa Rita Springs HOA

PO Box 262
Green Valley, AZ 85622
 

Email: hoa@thelinkshoa.org

 

 

2016 Minutes

   
 

December 19, 2016

The Links HOA Board Meeting

MINUTES

 

The Links HOA Board of Directors met at 3:00 PM on Monday, December 21, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Tom Sparby, Michael Clemens, Carmen Scarlott, Gerald Vigoren, Bruce Palese, Lowell Gerdes, Michael Malenfant and Pat Vincent.  HOA members Russ Kamphuis, Lanny and Katharine Voight and Fred Bader attended.

President Tom Sparby called the meeting to order.

The Minutes from the November 21, 2016, had been approved via email.

Treasurer:  Michael Clemens submitted the Budget Statement and Assets Reports.  The Income for November was $78.48. Total expense for the month ending November 30, 2016, was $3,348.25.  Total Reserves to date are $200,934.32. The total assets are $212,279.74. 

The Treasurer’s Report was approved.

A brief discussion about a member’s suggestion to give a discount for early dues payment or to lower the dues.  The Board agreed we did not need to do either. Maintaining a strong reserve fund is this Board’s priority.

President’s Comments: Tom Sparby expressed his appreciation to the Board Members for the work they have done this year.

Vice President: Lowell Gerdes had no report.

Secretary: Pat Vincent said the Annual Meeting Packets will go out the first week of January.

MMSA: A Motion was made by Lowell to approve the 2017 Ballot and the Annual Meeting Agenda. The Motion was seconded and passed unanimously.

 Member Forum:  There were no comments from the Members present.

Legal Affairs: Michael Malenfant had no report.

Physical Plant:  

a. Gerald Vigoren has had the Waste Management contract signed and a copy will be sent to the Members via an email blast.  We will continue our twice weekly trash pick-up. There will be a small increase in our service. Waste Management will replace members’ trash/recycle bins as they are needed. The company wants to be able to use their lift and need to have uniform containers.

b. The east gate phone directory system should be repaired by December 20.

Landscaping:  Bruce Palese said the $150 Christmas gift certificate given to our landscaper and his crew was much appreciated.  He also presented a print-out and discussed the Long-Range Plan for the “Landscaping Refresh” projected costs, identifying 14 areas that need to be brought back to the original standards to maintain the esthetics of our HOA common areas. The first project suggested is the east gate area.  Our landscaper will work on this project on Saturdays and if he has time, on the Wednesdays he is contracted for.  The monument repairs will need to be completed before the project can be started.

MMSA: Bruce made a Motion to approve taking $7,940 from Reserves to refresh both sides and the center of the east gate entrance by April 30, 2017. The Motion was seconded and approved unanimously.

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported a white lattice used as fencing on the east side of Greenside has been lowered and painted to blend in and the results are satisfactory.

Communications/Community Affairs: Carmen Scarlott reported that Mary Betzel will be chairperson of the Social Committee.

Unfinished Business:

a.       The revised Rental/Lease draft form will be revised by Mike Malenfant.

 

b.      The area on the north end of the Links needs to be cleared and cleaned. Bruce and Lowell will check that area and decide if gravel is needed to avoid erosion.

 

c.       Questions about the possible need to fill street cracks and sealing was discussed. Mike Malenfant said the sealing had been done in 2013 and should be done again in 2018 according to the projections. If the cracks in some areas become worse, they will be repaired.  Any Southwest Gas Company repairs to gas lines would need to be addressed prior to making any repairs. Mike explained the Reserves Schedule allows flexibility to move items that need attention.

 

d.      Ron Perlman has emailed information about maintenance and software that will eventually will be needed to maintain the Links web site. The software his is using now is too old to be supported.  Michael Clemens will contact Ron to see if there is a way to track the number of times the site is accessed.


New Business:

a.       Pat Vincent said a new word processing program for the Links Secretary’s computer is needed.  She will have more information at the January meeting.

 

b.      Mike Malenfant noted that there were no blue street reflectors on Fade where the fire hydrant has been replaced. Gerald will notify the fire department.

 

Adjournment: The meeting was adjourned at 4:00 PM.

 

Respectfully Submitted,

Patricia Vincent, Secretary

September 19, 2016

The Links HOA Board Meeting

MINUTES

 

The Links HOA Board of Directors met at 3:00 PM on Monday, September 19, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Tom Sparby, Michael Clemens, Michael Malenfant, Carmen Scarlott, Gerald Vigoren, Bruce Palese, and Pat Vincent.  Lowell Gerdes was absent.

President Tom Sparby called the meeting to order.

The Minutes from the May 16, 2016, were accepted as written.

Treasurer:  Michael Clemens submitted the Budget Statement and Assets Report for May, June, July and August via email.  The Income for August was $89.32. Total expense for the month ending August 31, 2016, was $1,218.69. The Reserves total as of April 30, 2016, was$ 218,718.07.  $7,000 was moved from a maturing CD  to the checking account to cover expenses for the remainder of 2016 plus a buffer.

The Treasurer’s Report was approved.

Michael Clemens discussed the following:

1.       Board Members were asked to submit their 2017 Budget items in order to have the budget finalized by the October meeting.

a.       Michael Malenfant will get an estimate from Carolyn Goldschmidt regarding her charge for Legal Opinions.

b.      Bruce Palese will get estimates for the landscaping work needed at the Greenside Place gates and for any increase to the landscape company contract.

c.       Gerald Vigoren will contact the gate company about any proposed rate increases.

d.      The utility boxes and railings need to be painted. Gerald stated the last time it was done, HOA members volunteered to do the work. He will report at the October meeting.

2.       Michael Clemens recommended labeling the Non-designated Funds into more specific categories such as Streets and Physical Facility, Emergency Fund, Operations Reserve Fund from the annual dues which would be put into a six month CD.  It was noted that any expense for less than $1,000 should come out of the Operating Funds.

 

President’s Comments: Tom said he was pleased with the new signs at the gates and complimented the landscape committee.

Vice President: Lowell Gerdes was absent.

Secretary: Pat Vincent had nothing to report.

Legal Affairs: Michael Malenfant had nothing to report.

Physical Plant: Gerald Vigoren will do a survey of the streets and curbs and make a report at the next meeting.

Landscaping:  Bruce Palese reported two Saguros and an Ocatilla were lost due to severe weather. Pack rats have damaged trees and bushes along Abrego. Two new traps have been purchased. The damaged plants will be cut in the winter and replaced in the spring. Bids will be requested for the picnic area clean up. The areas of water run off on Greenside Place have been identified and will be addressed. Several homeowners have been contacted about trimming bushes along the commons wall. An estimate for renewing the planters, plants and gravel at the Greenside Place entrance will be submitted for the 2017 Budget. An estimate for the remaining planters will be added to the long term plan. Weeds along the golf course area will be addressed.

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported people who made the pool request for 2663 Fade did not purchase the property. Several projects were approved during the summer.  

Communications/Community Affairs: Carmen Scarlott reported the new communication boxes are not holding up due to the weather. She will check the manufacturer’s warranty and report next month. She announced that she and Judy Miller will be seeking new members to take over the Social Committee. They will plan the Christmas activity and resign their positions at that time.

Unfinished Business:

1.       An ARC Chairman is still needed.

2.       The 2017 Board of Directors will need to fill two vacancies. Pat will post a notice in the communication boxes.

3.       The gates code issue will be discussed at the October meeting.

4.       The Rental/Lease draft form was presented. Mike Malenfant and Pat Vincent will go over the draft and report in October.

New Business:

Yard maintenance of absent homeowners was discussed. It is the responsibility of the homeowners to maintain their property during absences. Members are asked to make arrangements for yard care whenever they are away for an extended time – weeds and bushes grow fast in the summer. Violations will be handled by ARC.

The meeting was adjourned at 4:25 PM.

Respectfully Submitted

Patricia Vincent, Secretary

October 17, 2016

The Links HOA Board Meeting

MINUTES

 

The Links HOA Board of Directors met at 3:00 PM on Monday, October 17, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Tom Sparby, Michael Clemens, Michael Malenfant, Carmen Scarlott, Gerald Vigoren, Bruce Palese, Lowell Gerdes and Pat Vincent.  HOA members Tim Perkins and Roger Keel attended.

President Tom Sparby called the meeting to order.

The Minutes from the September 19, 2016, were accepted as written.

Treasurer:  Michael Clemens submitted the Budget Statement and Assets Report.  The Income for September was $78.23. Total expense for the month ending September 30, 2016, was $15,247.45.  $12,460.00 was moved to the Streets & Properties Reserves. The total assets are $216,008.85.  The Board agreed to move any residual funds from 2016 into Operational Funds rather than Reserves.

The Treasurer’s Report was approved.

The 2017 Budget should be very similar to 2016. The finalized Budget will be presented for vote at the November meeting.

The following Budget Items for 2017 were submitted:

1.       Landscape Committee Chair Bruce Palese made the following report.

a.       Our landscaper’s prices will increase to $16,563.00. This is the first price increase since the 2009 contract was signed. The mature landscape is requiring more time and attention.  The new price provides for 10 man-hours a week, up from 6 or 8, depending on the season and includes disposal of debris, additional plantings if needed, herbicides and insecticides and storm clean up as needed. The Board agreed the added man-hours were needed to keep all of the commons area well maintained.

b.      The bid for refreshing the east gate area is $7,940 and includes new plants at $732, gravel at $3,358, misc. materials at $550 and labor at $3,300. The work will be completed before May 2017.

2.       Legal Affairs Chair Mike Malenfant reported the cost to put attorney Carolyn Goldschmidt on a retainer would cost $50 per month. She charges $275 an hour on an as-needed basis for legal opinions. The Links has $1,000 budgeted for legal expenses. ($1,300 was spent last year when the Bylaws were revised.) After discussion, the Board decided against the retainer.

3.       Gerald Vigoren reported the tops of several utility boxes and a few railings need to be painted.  Gerald stated the last time it was done, HOA members volunteered to do the work.

President’s Comments: Tom had no comments.

Vice President: Lowell Gerdes reported he had attended the Master Association meeting which is held four times a year. The reserves are healthy and there will be no change in dues.

 

Secretary: Pat Vincent had nothing to report.

Member Forum: Tim Perkins suggested having the Minutes approved via email to improve communication with the membership. This suggestion will be implemented this month. He also said he was pleased to hear the addition of additional landscaping hours was discussed.

Legal Affairs: Michael Malenfant reported Minutes from the GVCC meeting had been sent to all HOA members. Our new gate signs do not apply to political door-to-door solicitations. The “speed bumps” resulting from the recent gas leak repair on Fade will be addressed by the South West Gas Company in the coming weeks. The need to clarify visitor RV parking restrictions was discussed. The HOA Guidelines should make clear that the 48 hour limit for homeowner’s RV parking also includes a visitor’s RV. There is no time restriction for visitor’s automobile parking as long as that vehicle is in the homeowner’s drive way.

Physical Plant: Gerald Vigoren expressed concern about some large cracks in the pavement which are probably due to the weather. He will check on the street lights inside the gates.

Landscaping:  Bruce Palese reported another Ocotilla was blown down and will not be replaced.  Several pack rats have been trapped and the damage to plants has been reduced. The picnic area clean-up is scheduled for Saturday. Homeowners who had bushes growing into the commons areas have complied with the request to trim them back. He met with a surveyor to check the HOA commons area boundries and determined several areas of concern are on golf course property. He has contacted the golf course assistant manager and sent a photo of a large tree branch on Chipshot that needs to be taken down and will discuss the additional areas of concern.

ARC/Compliance: Michael Clemens, acting ARC Chairman, had nothing to report.

Communications/Community Affairs: Carmen Scarlott reported that we will receive a refund for the purchase of the new communication boxes which are not holding up due to the weather. New boxes will be researched and ordered at a later date.

Unfinished Business:

1.       The 2017 Board of Directors will need to fill two vacancies. Nominees will need to be named by the December meeting so our printing deadline can be met.

2.       The suggestion to change the gate code was discussed and we determined it would be best to leave the universal code as is.

3.       The revised Rental/Lease draft form will be submitted to the Board for approval and then sent to the homeowners who lease or rent their properties. That form will also be included in the new homeowner packets.

New Business: None

The meeting was adjourned at 4:25 PM.

Respectfully Submitted,

Patricia Vincent, Secretary

 

September 19, 2016

The Links HOA Board Meeting

MINUTES

The Links HOA Board of Directors met at 3:00 PM on Monday, September 19, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Tom Sparby, Michael Clemens, Michael Malenfant, Carmen Scarlott, Gerald Vigoren, Bruce Palese, and Pat Vincent.  Lowell Gerdes was absent.

President Tom Sparby called the meeting to order.

The Minutes from the May 16, 2016, were accepted as written.

Treasurer:  Michael Clemens submitted the Budget Statement and Assets Report for May, June, July and August via email.  The Income for August was $89.32. Total expense for the month ending August 31, 2016, was $1,218.69. The Reserves total as of April 30, 2016, was$ 218,718.07.  $7,000 was moved from a maturing CD  to the checking account to cover expenses for the remainder of 2016 plus a buffer.

The Treasurer’s Report was approved.

Michael Clemens discussed the following:

1.       Board Members were asked to submit their 2017 Budget items in order to have the budget finalized by the October meeting.

a.       Michael Malenfant will get an estimate from Carolyn Goldschmidt regarding her charge for Legal Opinions.

b.      Bruce Palese will get estimates for the landscaping work needed at the Greenside Place gates and for any increase to the landscape company contract.

c.       Gerald Vigoren will contact the gate company about any proposed rate increases.

d.      The utility boxes and railings need to be painted. Gerald stated the last time it was done, HOA members volunteered to do the work. He will report at the October meeting.

2.       Michael Clemens recommended labeling the Non-designated Funds into more specific categories such as Streets and Physical Facility, Emergency Fund, Operations Reserve Fund from the annual dues which would be put into a six month CD.  It was noted that any expense for less than $1,000 should come out of the Operating Funds.

 

President’s Comments: Tom said he was pleased with the new signs at the gates and complimented the landscape committee.

Vice President: Lowell Gerdes was absent.

Secretary: Pat Vincent had nothing to report.

Legal Affairs: Michael Malenfant had nothing to report.

Physical Plant: Gerald Vigoren will do a survey of the streets and curbs and make a report at the next meeting.

Landscaping:  Bruce Palese reported two Saguros and an Ocatilla were lost due to severe weather. Pack rats have damaged trees and bushes along Abrego. Two new traps have been purchased. The damaged plants will be cut in the winter and replaced in the spring. Bids will be requested for the picnic area clean up. The areas of water run off on Greenside Place have been identified and will be addressed. Several homeowners have been contacted about trimming bushes along the commons wall. An estimate for renewing the planters, plants and gravel at the Greenside Place entrance will be submitted for the 2017 Budget. An estimate for the remaining planters will be added to the long term plan. Weeds along the golf course area will be addressed.

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported people who made the pool request for 2663 Fade did not purchase the property. Several projects were approved during the summer.  

Communications/Community Affairs: Carmen Scarlott reported the new communication boxes are not holding up due to the weather. She will check the manufacturer’s warranty and report next month. She announced that she and Judy Miller will be seeking new members to take over the Social Committee. They will plan the Christmas activity and resign their positions at that time.

Unfinished Business:

1.       An ARC Chairman is still needed.

2.       The 2017 Board of Directors will need to fill two vacancies. Pat will post a notice in the communication boxes.

3.       The gates code issue will be discussed at the October meeting.

4.       The Rental/Lease draft form was presented. Mike Malenfant and Pat Vincent will go over the draft and report in October.

New Business:

Yard maintenance of absent homeowners was discussed. It is the responsibility of the homeowners to maintain their property during absences. Members are asked to make arrangements for yard care whenever they are away for an extended time – weeds and bushes grow fast in the summer. Violations will be handled by ARC.

The meeting was adjourned at 4:25 PM.

Respectfully Submitted,
Patricia Vincent, Secretary

May 16, 2016
The Links HOA Board Meeting
MINUTES

The Links HOA Board of Directors met at 3:00 PM on Monday, May 16, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Tom Sparby, Michael Clemens, Michael Malenfant, Carmen Scarlott, Gerald Vigoren, Bruce Palese, and Pat Vincent.  Lowell Gerdes was absent. Members Roger and Sharon Keel and Tim Perkins attended.

The President Tom Sparby called the meeting to order.

The Minutes from the April 18, 2016, were accepted as written.

 Treasurer:  Michael Clemens submitted the Budget Statement and Assets Report via email.  Income for April was $659.23. Total expense for the month ending April 30, 2016, was $1,896.87.  Reserves total as of April 30, 2016, was$ 206.904.80. 

 The Treasurer’s Report was approved.

President: Tom Sparby welcomed the members who attended. He asked for the Board Members to be thinking about budget items for 2017. Next year’s budget will be approved at the October meeting.

 Vice President: Lowell Gerdes was absent.

 Secretary: Pat Vincent reviewed the distribution of the Minutes and Financial Reports to HOA members:

1.       Approved Minutes will continue to be posted on the website and as an attachment with the Memo from the Secretary that Pat provides for Carmen to email to all of the members.

2.       The monthly financial statements continue to be available to all members by contacting the Treasurer who has ten days to respond to that request, according to the Links Bylaws and Arizona state law.  Additional discussion was tabled until the September meeting.
Rental Forms drafts will be submitted for Board approval in September.

Pat thanked the Board Members for their job description check list. That information will be made available to future board officers and committee chairs.

 Member Forum:  Sharon Keel asked about RV parking. The CC&Rs allow for 48 hour parking for members or their guests.  The Keels asked for more details on the ARC approval process for the new in ground pool that is proposed by the buyers at 2663 S. Fade which shares a wall with them.  They will welcome new neighbors but are asking about the barrier wall requirements on the shared wall.  They pointed out the landscaping in their yard makes the shared wall only 29 inches high on their side and the Pima County requirements are four feet.  Their concern is for the aesthetics of the barrier walls and how that wall will be in compliance with Pima County regulations

 Legal Affairs: Michael Malenfant reported on following:

            1. The Green Valley Council (GVC) meeting was held April 21.  Chuck Huckleberry, Pima County administrator, spoke about road repairs and transportation funding; the challenge of educational legislation; Pima County Economic Development, noting the World View Company start up lease agreement. 

            2. None of street lights along Abrego (Links and Legends) are working.

            3. GVC will no longer provide weed killer to HOAs to treat buffelgrass. Michael reported that volunteer member Hank Glieden has been on top of this issue for the past three years and seems to have taken care of the buffelgrass in The Links.

           4. The issue of individual gate codes for each member will be addressed at the next meeting.

 Physical Plant: Gerald Vigoren asked acting ARC Chairman Michael Clemens to check the bases of The Links’ sign monuments. Some minor stucco repair is needed.  Michael Clemens will do repairs and Tom Sullivan has volunteered to paint them in November. Three new street reflectors that mark a fire hydrant were purchased and installed at a cost of $18.

Landscaping:  Bruce Palese submitted a written report after the “walk about” he and his committee did on May 9. He also reported the west side trimming is nearly complete and work will continue on the east side of Abrego.  Many of the bushes will be pruned and/or trimmed back. Bruce is checking the walls along the common areas. He will notify homeowners of any cracking or heaving he finds. He will have the landscaper check on irrigation problems.  A pack rat’s nest was discovered and one has been trapped.  Traps will be set until that issue is taken care of.

 

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported the property at 2805 Greenside Place had complaints about yard maintenance and weed control again this year. The owners agreed to call a service to take care of the problem.

 The pool request for 2663 Fade was also discussed. The buyers have changed contractors for the project and the plans from that company have not been reviewed. The request for a pool stands approved. The contractor and buyers will have to meet barrier wall requirements for Pima County with a three-party agreement with Sharon and Roger Keel who share the common wall. This information will be taken to the Realtor and Buyers.

 Communications/Community Affairs: Carmen Scarlott reported the rain damaged communication box on Greenside Place has been replaced by the manufacturer. Michael Clemens volunteered to install it. Gerald Vigoren will get all the new boxes cemented in place as time permits.

Unfinished Business:

  1. An ARC/Compliance Chairman is still needed. Michael Clemens will continue to fill in as ARC/Compliance Committee until a replacement can be found. We need to fill that vacancy with a Board Member.  Pat will post another notice asking for an additional Board Member/ARC Chair

 The meeting was adjourned at 4:35 PM.

Respectfully Submitted,
Patricia Vincent, Secretary

April 18, 2016
The Links HOA Board Meeting
MINUTES

The Links HOA Board of Directors met at 3:00 PM on Monday, April 18, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Tom Sparby, Michael Clemens, Michael Malenfant, Carmen Scarlott, Lowell Gerdes, Gerald Vigoren, Bruce Palese, and Pat Vincent.

President Tom Sparby called the meeting to order.

The Minutes from the March 21, 2016, were accepted as written.

Treasurer:  Michael Clemens submitted the Budget Statement and Assets Report via email.  Income for March was $185.30. Total expense for the month ending March 31, 2016, was $2,202.58.  Total assets as of March 31, 2016, are $225,106.00.  The new check signers are Tom Sparby and Michael Clemens.

The Treasurer’s Report was approved.

President: Tom Sparby reported the Audit/Review of the 2015 Links HOA financials was completed on Tuesday, April 12, 2016, by the Audit Committee he chaired. He thanked Ron Perlman and Bruce Magnuson for their time and assistance. The financial statements are all in order. Past Treasurer Tim Perkins had done a very good job.  

Vice President: Lowell Gerdes had nothing to report at this time.

Secretary: Pat Vincent presented the Board/Committees Contact List for approval. The Links’ email address will be added. The Contact List will be posted on the website, which has been pass-word protected, and emailed by Carmen to all our members.  Pat will continue to send out a “Memo from the Secretary” after the meetings to keep members up to date. The Minutes will be posted on the website after they have been accepted as written.  Pat attended the GVC Secretary Work Shop in March.

Legal Affairs: Michael Malenfant reported on the next Green Valley Council (GVC) meeting will be held on Thursday, April 21. Ray Carroll and Chuck Huckleberry will be speaking on road projects.

Physical Plant: Gerald Vigoren asked acting ARC Chairman Michael Clemens to check the bases of The Links’ sign monuments. Some stucco repair may be needed.  The irrigation drip system on the west side is not working and will need to be repaired.  Gerald also discussed the gate maintenance company’s suggestion that our members use their personal gate codes instead of the universal one we all use at this time.  A number of questions and concerns were raised.  Michael Malenfant will gather additional information and we will continue this discussion next month.

Landscaping:  Bruce Palese reported the west side trimming is nearly completed and work will continue on the east side of Abrego.  Many of the bushes will be pruned and or trimmed back. Some bushes have grown over the wall into the back yards and will be trimmed. The landscape crew is working north and will attend to the park as soon as time permits. Bruce is checking the walls along the common areas. He will notify homeowners of any cracking or heaving he finds. He will have the landscaper check on the irrigation problem.  A pack rat’s nest was discovered and one has been trapped.  Traps will be set until that issue is taken care of.

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported a request for patio pavers was approved.  A complaint about visible trash containers was addressed. Discussion was held about visitors RV parking.  The Board agreed the 48 hour parking limit applies to any RV parked in The Links.

Communications/Community Affairs: Carmen Scarlott reported rain water has leaked into the new communications box on Greenside Place warping the backing.  She will contact the manufacturer. The 2017 GVR schedule has not been returned yet, but the tentative date for the Potato Bake will be February 18, 2017.   Carmen has had some requests to put the GV4US information out in her communications. The Board agreed that group has their own website and any information should come from there.

Unfinished Business:

1.       An ARC/Compliance Chairman is still needed. Michael Clemens will continue to fill in as ARC/Compliance Committee until a replacement can be found. We need to fill that vacancy with another Board Member.  

2.       Renter information forms are needed for anyone who rents or leases their property in The Links. Pat will work on a draft and Michael Malenfant will check the Arizona Statues to be sure what information we are permitted to request. Homeowners who rent or lease their property will be required to submit the renter information forms to The Links treasurer.

3.       Job “check lists” will be compiled from all board members.

New Business: A street reflector marking a fire hydrant has been damaged. Gerald will contact the Fire Department.

The meeting was adjourned at 4:30 PM.


Respectfully Submitted,
Patricia Vincent, Secretary

March 21, 2016
The Links HOA Board Meeting
MINUTES

The Links HOA Board of Directors met at 3:00 PM on Monday, March 21, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Michael Clemens, Michael Malenfant, Tom Sparby, Gerald Vigoren, Bruce Palese, and Pat Vincent. Carmen Scarlott was absent. Lowell Gerdes attended.

President Michael Clemens called the meeting to order.

The Minutes from the February 15, 2016, were approved as written.

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported that ARC has approved two requests for patio covers. He noted the approved paint color chart is outdated. When a new ARC chair is on board, this will need to be addressed. 

Treasurer:  Michael Clemens reported on the financial report Tim Perkins had presented for the month ending February 28, 2016.  Tim submitted the following financial reports via email: Reserve Report, Budget vs. Expense Report, Balance Sheet and Budget Comparison. Income for February was $1.77 in checking account interest. Total expenses for the month ending February 28, 2016, were $4,213.97.  Total assets as of February 29, 2016, were $227.076.12. The State income taxes, due March 15th,  have been submitted and three CDs have matured. One was trasitioned to the checking account to provide funds for the HOA operating expenses.

The Treasurer’s Report was accepted.

Secretary: Pat Vincent reported 87 Bylaws ballots had been received by the March 1st deadline and all were in favor of the Bylaw changes. (A quorum had been reached by February 15th and the Bylaws were approved at that time.) Michael Clemens and Pat have had the new bylaws notarized. The signed documents will be scanned into the Links business computer. Pat will get the signed Bylaws to web site manager Ron Perlman in order to have them scanned and available to members on The Links website at www.thelinkshoa.org. 

President: Michael Clemens is acting as ARC Chairman and Treasurer due to the resignations of John Bloomfield and Tim Perkins last month. He gave a brief over-view of the transitions. Everything is in order.

Vice President/Audit Committee: Tom Sparby has recruited Bruce Magnuson to serve on the financial audit committee and hopes to have one more person to assist. The audit will be conducted by April 15.

Legal Affairs: Michael Malenfant reported on the recent Green Valley Council (GVC) meeting. Several legislative bills have been introduced that would affect home owners associations. The Green Valley Council opposed State HB 2106 and HB 2172 and supports HB 2592 which would allow for e-voting.  Green Valley Recreation (GVR) has asked for a representative from each HOA to attend their board meetings. The recent telephone directory provided GVC with $10,000 of income.

Physical Plant: Gerald Vigoren was happy to report there had been no problems in the past month.  He suggested installing more accessible electrical service on the West Gate for the Christmas decorations. That project would need to be approved and budgeted in the 2017 Operating Budget.

Landscaping:  Bruce Palese reported the stump of the mesquite tree behind the Betzel’s home is proving difficult to remove, but the landscaper is working on it. The landscaping along Fade Drive has been completed and the rope on the newest saguaro has been removed. Work will begin on the east side of Abrego.  Many of the bushes need to be pruned and/or trimmed back. Several water leaks in the watering system on that side have been repaired. Tom Sparby asked Bruce to look at a tree on the west side of Abrego. Weed spraying will be done soon. Tom Sullivan and Bud Montgomery have volunteered to serve on the Landscaping Committee.

ARC/Compliance: Michael Clemens, acting ARC Chairman, reported that ARC has approved two requests for patio covers. He noted the approved paint color chart is outdated. When a new ARC chairman is on board, this will need to be addressed. 

Communications/Community Affairs: Carmen Scarlott was absent.

Unfinished Business: The Board had been asked to submit short overviews of their jobs. This will be taken up at a future meeting.

New Business:

Due to the February 15, 2016, resignations of Tim Perkins and John Bloomfield, the remaining board members have agreed to position reassignments. Lowell Gerdes has volunteered to serve on the Board. Lowell is a full time Links resident and has experience in HOAs, having served as president of his Omaha, Nebraska, HOA. He and his wife Twyla reside at 2773 S. Greenside Place.

A Motion was made, seconded and unanimously approved to have Lowell Gerdes serve as a member of The Links HOA Board of Directors with the term expiring in 2018.

A Motion was made, seconded and unanimously approved to reassign the following positions: Tom Sparby, President; Lowell Gerdes, Vice President; Michael Clemens, Treasurer.

An ARC/Compliance Chairman is still needed. Michael Clemens will fill in as ARC/Compliance Committee until a replacement for John Bloomfield can be found. The Links Bylaws allow a vacancy for 60 days. Every effort will be made to recruit a volunteer to fill that vacancy as soon as possible.

Pat Vincent will write a letter to be presented to the bank to explain the need for signature changes to the HOA accounts. President Tom Sparby and Treasurer Michael Clemens will be the signers.

Other: Pat will get the signed Bylaws to web site manager Ron Perlman in order to have them scanned and available to members on The Links website at www.thelinkshoa.org. 

The meeting was adjourned at 4:00 PM.

Respectfully Submitted,
Patricia Vincent, Secretary

February 15, 2016
The Links HOA Board Meeting
MINUTES

The Links HOA Board of Directors met at 3:00 PM on Monday, February 15, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Michael Clemens, Michael Malenfant, Tim Perkins, Tom Sparby, Gerald Vigoren, John Bloomfield, Carmen Scarlott, Bruce Palese, and Pat Vincent.

President Michael Clemens called the meeting to order.

The Minutes from the January 18, 2016, monthly meeting were approved as written.
The Minutes from the January 20, 2016 Annual Meeting were approved as written

ARC/Compliance:  John Bloomfield submitted his resignation as ARC Chairman.

John reported that the above ground pool installation plans had been provided to him by Nina Thaxter on October 21, 2015, and he had approved the project.  Mrs. Thaxter followed all of the Links HOA requirements for her project.  Unfortunately, when the pool cover was installed, it was higher than the wall and has caused concern with Tim and Janie Perkins who can see it from their house.  Mrs. Thaxter will plant fast-growing shrubbery/bushes in her yard that will conceal the pool cover in time.  In the meanwhile, ARC Committee member John Scarlott placed a screen and greenery to help block the view of the pool cover from the Perkins’ residence.

John reported that ARC has approved the following:

1.       Exterior paint for the Montgomery’s (the same color).

2.       Stromquist’s remodeling request.  (The exterior paint color is yet to be determined and will need to be approved.)

Treasurer: Tim Perkins presented the following financial reports via email: Reserve Report, Budget vs. Expense Report, Balance Sheet and Budget Comparison. Income for January was $42,430. Total expenses for the month ending January 31, 2016, were $3,759.71.  Tim reported all of the HOA dues had been collected by the January 15th deadline.

The Treasurer’s Report was accepted.

Secretary: Pat Vincent said 7 Age Verification forms still needed to be returned. She will write another letter to those homeowners. Sixty-four Bylaws ballots have been received to date and provided the quorum needed to approve the revised Bylaws. Michael Clemens and Pat Vincent will have the documents notarized as soon as possible.

President: Michael Clemens went over the list of new board members from the Organizational Meeting that was held immediately following the Annual Meeting.  2016 Board Members are: Michael Clemens, President; Tom Sparby, Vice President and Chairman of the Audit Committee; Tim Perkins, Treasurer; Pat Vincent, Secretary; Michael Malenfant, Legal Affairs; Gerald Vigoren, Physical Facility Chairman; Bruce Palese, Landscaping Committee Chairman; Carmen Scarlott, Communications Committee.

Michael Clemens will fill in as ARC/Compliance Committee until a replacement for John Bloomfield can be found. The Links Bylaws allow a vacancy for 60 days. Every effort will be made to recruit a volunteer to fill that vacancy as soon as possible.

Michael Clemens asked Carmen Scarlott to send out an email asking for volunteers to serve on the ARC committee, the Landscaping Committee and the Audit Committee. The approved Minutes, Agenda and Financial Reports for each meeting will be sent to members via email.  That information is also posted on the website at www.linkshoa.org.

Michael Clemens repaired the west gate utility cover.

Vice President/Audit Committee: Tom Sparby has recruited one person to serve on the financial audit committee. At least one more person will be needed. The audit will be conducted before June 1, 2016.

Physical Facility: Gerald Vigoren reported he has reported the 411 information calls, made from the west gate, that have been billed to the HOA for the past two months.  The telephone company and AllTech Gate Maintenance Company have responded and to date, there is no explanation for these calls/charges. He had also heard from Alltech about changing the code for the gates. Because there does not appear to be a need to do this, no changes will be made.  Gerald attended the SRSHOA Master Association in Michael Clemens’ place on February 1. There was nothing new to report from either the monthly or annual meeting for that association.

Legal Affairs: Michael Malenfant will check on the information state law requires for rental properties since we have several homes in the Links being rented or leased at this time.

Landscaping:  Bruce Palese sent a registered letter to the homeowner regarding the cactus that is dropping pads onto the commons area.  He also reported the two mesquite trees had been cut down on the commons area behind the Betzel’s home.  The landscaper will be paid for that service when the stumps have been removed.

Communications/Community Affairs: Carmen Scarlott reported the annual Potato Bake was very successful with 80 members attending.  She was asked to put the estimated costs of that event into the 2017 Budget. She and Judy Miller have paid for the supplies in the past and were reimbursed from the donations made at the dinner.  The need for continuing the Sunshine Committee was discussed and will be addressed again when the 2017 Budget is prepared

New Business:

a.       Mr. Hawk’s request to use reserve funds for community donations or member dues reimbursement will be addressed when the 2017 Budget is prepared.

b.      The member who requested guest RV parking for a visitor reported other arrangements had been made.

c.       The password for the membership list on Links HOA website (www.thelinkshoa.org) has been password-protected by web site manager Ron Perlman. The password will be sent to members by the Communications Chair, Carmen Scarlott.

d.      Separate email addresses for Board members was a suggestion from our attorney. Some discussion was held on the subject and will be revisited.

e.      Discussion was held about preparing a “check list” of duties for each board member and committee chair. The new Bylaws give a basic overview but it may be helpful to have a more detailed list for future board members and may also be useful in recruiting volunteers to serve on the various committees. Pat Vincent asked the committee chairs to provide a check list to her.

f.        Michael Malenfant asked Carmen to take over as GVC (Green Valley Council) representative.

The meeting was adjourned at 4:35 PM.

Respectfully Submitted,
Patricia Vincent, Secretary

January 18, 2016
The Links HOA Board Meeting
MINUTES

The Links HOA Board of Directors met at 3:00 PM on Monday, January 18, 2016, in the Fiesta Room at the Springs in Green Valley, Arizona. Directors present were: Michael Clemens, Michael Malenfant, Tim Perkins, Tom Sparby, Gerald Vigoren, and Pat Vincent.  John Bloomfield was absent. Carmen Scarlott, Bruce Palese, Jon and Roberta Stromquist and Abe Turkin were in attendance.

President Michael Clemens called the meeting to order at 3:00 PM.

The Minutes form the December 15, 2015, meeting were approved as written.

Treasurer: Tim Perkins reported all the 2016 HOA dues have been collected.  He had presented the following financial reports via email: Reserve Report, Budget vs. Expense Report, Balance Sheet and Budget Comparison. Income for December was $378.65. Total expenses for the month ending December 31, 2015, were $ 5,903.32.        

The Treasurer’s Report was accepted.

Tim reported the D&O liability insurance premium had increased substantially. He will get quotes from two other insurance carriers.

Jerry Vigoren made a Motion to all Tim Perkins to respond to insurance quotes and pay the lowest amount. The Motion was seconded and passed unanimously.


Secretary
: Pat Vincent that 35 Age Verification forms still needed to be returned. Tim Perkins has received more forms and will get them to Pat. Pat will call the members who have not responded. The Annual Meeting will be held on Wednesday, January 20th.  Seventy-two ballots have been received and will be counted tomorrow afternoon. Pat suggested all officers and committee members make a “check list” to be used by future board. The need for a password for the Links Website was also suggested. The Links HOA attorney, Carolyn Goldschmidt spoke about this at the January 12, 2016, Legal Seminar Pat attended. The need for separate email addresses was also brought to the Board Members’ attention.

Member Forum: Jon and Roberta Stromquist and their builder, Abe Turkin, attended the meeting seeking approval for their remodeling plans. An ARC form will be submitted to that committee.

A Motion was made by Michael Clemens, seconded and carried to approve the Stromquist’s construction request for their property located at 2765 S. Greenside Place.

President: Michael Clemens will not be available to attend the Santa Rita Springs HOA Master Association Meeting on Monday, February 1.  Jerry Vigoren will attend the meeting in his place.

Vice President/Physical Facility: Tom Sparby reported there had been some problems with new residents not having (or not being aware) of the gate operating instructions. Carmen Scarlott sends that information to all new homeowners. Tom will contact Al Tel the gate maintenance company to have the residents’ list updated in their computer system.

Legal Affairs: Michael Malenfant reported the Bylaws revisions have been made are ready to be printed. Attorney Carolyn Goldschmidt prepared a cover letter and ballot to be distributed with them. Pat will have the printing done as soon as possible with the return date March 1, 2016. The Bylaws will be distributed in person and Tim Perkins will coordinate that project. 

Motion made, seconded and carried to accept the Bylaws as modified by our attorney to be distributed for the membership vote.
Landscaping:
Gerald Vigoren reported the recent rains had delayed some of the landscaper’s projects. The river rock drainage ditches have been completed and he has gotten positive feedback from several homeowners. The Links’ landscaper, Dave Morales, will remove the mesquite trees from the commons area at an estimated cost of $600, the lowest estimate received. The west gate voltage box repair or replacement has not been addressed.  Michael Clemens volunteered to make some repairs.  Gerald and Bruce Palese reported a problem with a homeowner’s cactus that extends over the back wall and drops pads onto the commons area. They had cleaned the debris because the pads will take root wherever they land.  Gerald will send a letter to the homeowner to remind him of the problem the cactus is creating in the commons area.

 ARC/Compliance: John Bloomfield was absent. Pat Vincent reported that she had been requested to write and send a first notice of non-compliance to a homeowner who is in violation of the vehicle parking regulations.

Communications/Community Affairs: Carmen Scarlott reported the annual Potato Bake will be held on February 13.  She asked Gerald to cement the new bulletin boards in place. We have several rental homes in the Links at this time.  The state statutes require information about the renters to be collected. Carmen will send an email to homeowners asking for that information. A form for homeowners who are using their homes as rentals needs to be designed.  Pat and Tim will try to locate some examples that other HOA use for rentals.

The meeting was adjourned at 4:25 PM.


Respectfully Submitted,
Patricia Vincent, Secretary

   
 

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