747 EAST BETHANY HOME ROAD ASSOCIATION
BOARD MEETING MINUTES
November 6, 1996
Board Member Attendees:
John
Bonar (Acting President), Paul Phillips (Member), Terrie Roberg (Treasurer)
Homeowner/Tenant
Attendees:
Henry
Dunn, Walt Fedourich, Lynn & Betty Knode, Marie Martel
OLD BUSINESS
No
minutes were available from the October Board Meeting. The Treasurer's report
was given. Other discussion and actions involved the following:
Paving
• A
contract has been signed with Southwest Slurry Seal to double seal coat all of
the asphalt paved areas in the complex. Two single seal applications will be
required to assure that the material will cure properly in the cooler weather
we are now experiencing. Please be watching for a special announcement in a week or so that will spell out the details
of this improvement. (Your board has worked for several months on this
project, cost‑sharing with APS to save the Association approximately
$4,000.)
• A
few units have experienced serious garage flooding during periods of heavy
rain. A careful assessment of these problems has identified the problem:
driveway pads that are elevated above the garage floor pads coupled with poor
driveway slope to the runoff channel in the main roadway. Paul Phillips is
currently in the process of obtaining estimates/quotes from paving contractors
to correct these problems. The solution will likely require excavation and
repaving of a few driveways. Affected homeowners/tenants will be notified well
in advance of any work undertaken to remedy the situation.
Garage
Door Seal Gaskets
Several
garage door bottom seal gaskets have worn out allowing water to enter under the
doors during rainy periods. The Association has acquired replacement gasket
material and it is available from John Bonar (unit #5812). The gasket
slides easily out of a T channel on the bottom of the
door. The new gasket slides in easily if a silicone lubricant is used on the
metal T channel. If, upon inspection, you find that your seal gasket is worn
out, it is recommended that you acquire a new one from John and install it on
your door. These gaskets cost your association about $15 each.
Fire
Lane Pavement Striping
Fire
lanes must be appropriately marked on our driveways to facilitate the access of
fire department equipment should there be a fire or other emergency on the
property. The Association has held off restriping the pavement with fire lanes
until the slurry sealing project is completed. Paul Phillips will reinvestigate
Phoenix Fire Department requirements and make recommendations to the Board
regarding compliance. Any required restriping will take place after the slurry
seal has cured somewhat. Please continue to comply with existing no parking
requirements in posted fire lane areas.
Landscaping
The
landscape contractor has changed service days and will now be on the property
on Wednesday or Thursday of each week. The Bird of Paradise plants are
scheduled to be trimmed very soon. They require a very heavy annual trimming in
order bloom well next season. Please
remember that all plant cuttings have to be BAGGED in order to be picked up by
our trash hauling contractor. Your help in assuring this is greatly
appreciated. A number of complaints continue to be received about the quality
of the work being done by the landscape contractor and the large amount of
Association supervision required. Because this has been a continuing concern,
the Board is going to begin looking into the possibilities‑costs,
services, etc.‑associated with transitioning to a more experienced, full‑service
landscape/maintenance contractor. No action is expected until after the first
of the year, however. This inquiry will be coordinated by Paul Phillips who is
very open to input from homeowners/tenants on this matter.
NEW BUSINESS
Homeowner
Participation in Complex Management
Terrie
Roberg and her husband Ken will soon be moving out of the complex. She has
agreed to continue to serve as Association Treasurer until the end of the year.
After that, the Association will not have a Treasurer. We have been unable to
entice any homeowner to serve as Association Secretary this entire year. In
general, the level of volunteerism has not been very high. This is a continuing
problem that seems to be getting more serious. Your Board is concerned about
this matter and believes that it should be brought to the attention of the full
Association so that we can enter into a dialogue about how to proceed in the
future with the management of the complex. The complex requires quite a bit of
attention on an ongoing basis. There are only two obvious ways to get the work
done: through broad resident participation or through contracting with a
commercial property management service. The Board believes that we need to
begin now to talk about the options and develop an action plan that can be
implemented early in 1997. Homeowners
are urged to consider complex management and forward thoughts and suggestions
to any current board member.
EBHRA
Association "Office"
In
order to dispense the business of the Association in a more business‑like
manner, it has been suggested that the Association establish an
"office." The office could be located either on the property‑building
a one‑room office in the pool area‑‑or renting a room at a
location close to the complex. An office location would allow the records of
the Association to be rounded up from the dozen or so homeowners who are
storing them in their units. It would also provide a location for Association
purchased maintenance tools, equipment and supplies, now also being stored at
various homeowner's units. (Obviously, the office would not be necessary if a
decision was made to hire a commercial property management service.) Homeowner input is welcomed on this
suggestion, too. The Association does not own a personal computer nor
computer software, yet these minutes, other print materials, and the financial
bookkeeping system are being handled by computer through "loaned"
resources. When Terrie Roberg leaves, we will not have a computer or software
to manage the Association finances. These minutes arc being processed on a
computer at the board member's place of work. Because of these
"tentative" arrangements for handling the Association's computer
needs, it has been suggested that the Board authorize the purchase of a
personal computer to be located in the Association's Office (if one is
approved). (Again, if a decision is made to hire a commercial property
management service, a personal computer owned by the Association might not be
necessary.) Homeowner input is
encouraged and welcomed on this suggestion.
SPECIAL THANKS//SPECIAL THANKS
A
number of your neighbors help to keep our complex maintained by donating their
time and effort. This month the Board's "Special Thanks" goes to:
• Walt Fedourich for his superb service
to the Association through his long‑term, active participation on the
Board and achieving the personal distinction of being the only resident to have
fixed more than 1000 sprinkler heads!
• Terrie
Roberg for competence and dedication in managing the Association's finances,
keeping the bills paid and the Association on firm financial footing.
• David
Cronin for keeping us "lit," among other things. Replacing many, many
light bulbs, distributing flyers, and doing a dozen‑and‑one other
things as called upon to do.
VERY SPECIAL NOTICE
The
all important ANNUAL MEETING of the Association membership is scheduled for
January 19, 1997. Weather permitting, the meeting will be held at the swimming
pool area between 2‑4 p.m., with refreshments being served. All
homeowners are strongly urged to attend as this is the meeting where our 1997
Board of Directors will be elected. More on this later, but please put it on
your calendar now. Your participation is needed!
HOMEOWNERS ARE WELCOME AT ALL BOARD MEETINGS
Meeting Details: First WEDNESDAY of each month, 7:00
p.m Ask about location
JRB:
1196