Board Meeting Minutes-April 1, 2019 Approved

ADOBE WELLS BOARD MEETING MINUTES

Monday, April 1, 2019

DRAFT

 

This was a closed Mic meeting.

The meeting was called to order at 9:00 A.M. by President, Arnie DeJoode.

Present:  Arnie DeJoode, President; Mike Manning, Vice President; Bob Stamm, Treasurer

Section 1 Directors: Nancy Radke, Greg Weekley

Section ll-lll Directors: Howard Harmon, Nancy Stamm, Joyce Venker, Pat Mulvaney

RV Section Directors:  Darrill Burgett, Pat Fladeland

Secretary: Laurie Lee (Absent), Joyce Venker – Substitute

Parliamentarian: Carole Buwalda (Absent)

Jurisprudence: Candy Maxwell

A synopsis of the Minutes of the Board Meeting of the March 4, 2019 minutes was read. The minutes were accepted as read.

Treasurer’s Report:  Was given by Treasurer Bob Stamm.

General Net Operating Funds Available: $285,805.

Total YTD Income: $287,563; YTD Expenditures: $123,515; Net Income YTD: $164,048.

Total Activity Funds Available: $87,399. ($30,000 designated for South Pond)

Rental Property Balance: $9,794.

Memorial Fund: $2,718.

Reports put to file for audit.

 

Old Business:

  1. Meidinger City Approval Update: The Board had approved at the last Board Meeting a request allowing Sid Meidinger to build a 12’x32’ shed on his RV lot. But a City Approval was needed. Gus Gustafson gave the update on the request for City Approval. In City Planning, you needed a 5’ site set back. Plans were changed and the Permit is on file in the office at 5’ but it should be approved at 4’. A request was made for information and we are expecting 200+ pages. That way we will have that information at our disposal all of the time. A digital copy was also requested. A motion was made and passed to match the City Building Permit time limits requirement to one year for Sid.
  2. Additional Security Cameras Update: $3200 was approved at the March 18, 2019 Homeowners Meeting. 178 Yes, 8 No. Average playback time is 8-15 days depending on motion. No motion uses less storage than motion. This can be adjusted so storage wouldn’t be used until a motion occurs. With adjustment the 3 new cameras should not have a significant impact on storage. Storage can be added at approximately $69 per terabyte.
  3. Kubota Turf Tires and Wheels: The purchase of turf tires and wheels was approved at the last Homeowners Meeting. 175 Yes, 12 No. The tires and wheels have been purchased, picked up, and installed. The removed Agricultural tires and wheels have been put on Craig’s List for sale. The front tires that were in bad shape and wheels sold for $125.
  4. South Pond Project Update: Homeowners approved $30,000 from Activity Fund if needed. 172 Yes, 18 No. The $15,000 previously approved from the General Fund will not be used.
  5. North Side Residents Irrigation from Pond: Ed Prier obtained a pump and filter at a reduced cost and installed. The system is currently working. The North Side Homeowners were assessed $13 each.

 

New Business:

 

  1. Tuesday Potluck Entertainment: Currently the Tuesday Potluck entertainment is paid $400 from the activity Fund and a collection on the night of the entertainment is given back to the Activity Fund. The only exception is when the Nikki Rowe High School Show Choir presents Razz Ma Tazz, then the collection is also given to the choir. Dave and Lois Nichols are requesting that in the future the evening collection is also given to the entertainer(s) along with the $400 as it’s becoming more difficult for them to book good entertainment at the $400 level. A motion was made and passed that the collection that is taken up will also be given to the entertainer(s) along with the $400.
  2. Golf Committee: Lisa Guinn presented a request to restructure the Adobe Wells Golf Committee. It had been increasingly difficult to get people to sign up to participate on the golf committee using the current system. A motion was made and passed to restructure the Adobe Wells Golf Committee as follows: Current Golf Chair (chosen by Board), Previous Golf Chair, Men’s Chair (chosen by current chair), Women’s Chair (chosen by current chair), Maintenance Liaison (chosen by Board), 4 members (2 men and 2 women) with 2 year staggered terms (chosen by current committee from a list of people who sign up to be on committee).
  3. Wertz Hall Pool Room & Tables: The pool room will be painted and the flooring replaced. Both the men’s and ladies pool players were both involved in selection of paint and flooring. Carpet will not be used for the new flooring because of spills, drips and etc. when the room is used for kitchen related items. This work will be done before work done on the pool tables and paid for from the Building Maintenance budget. The two newer Valley tables need the slate leveled, and also the table needs to be leveled; along with replacing the cloth. An estimate has been received from D & C Amusement Co., Inc. for $1320.65. $520.65 will come from a donation. A motion was made and passed to spend $800 from the Activity Fund to cover bed & rails and level the 2 Valley Tables.
  4. 2019-2020 Committee Chairs: The Adobe Wells Committee chairs for November 2019 through April 2020 has been developed. A motion was made and passed to accept the Committee Chairs with a couple of corrections made.
  5. Adobe Wells Safety Deposit Box: The previous box had Veronica and Jack Clemens (deceased) on the access list. A motion was made and passed to reopen an Adobe Wells Safety Deposit Box at the IBC Bank, 1 S Broadway St., McAllen, TX 78501 with the following names/signers to have access to the box: Veronica Rojas, Adobe Wells Office Manager; Arnold DeJoode, President – Adobe Wells Homeowner Association; and Michael Manning, Vice-President – Adobe Wells Homeowners Association.
  6. Proposal for CD’s: Bob Stamm, Treasurer had some new proposals for new CD’s and accounts that he run by the Board. General Fund: At the end of February, we had $359k of funds available of which $148k was already in a CD. That leaves $211k to cover net expenses for the rest of the year. From March through September, our net expenses have been between $80-90k for the last 3 years. Therefore, we have about $120-130k of “excess” funds between now and October1 (he used October 1 as this is when the $148k CD matures and frees up that money). He proposed that we add a 1-year, $70k CD that would pay 1.35% and a 6-month $40k CD that would pay 0.90%. Those splits are the amount that get us the best interest rates for those time periods. He opted for a 6-month CD for a portion of it so that if an emergency does come up, we have less of a penalty. At October 1, the $40k 6-month CD and the $148k existing CD would mature. At that point we can reassess how much we need for Oct-Dec expenses (generally$60-70k) and can decide how much we want to put into another 1-year or longer CD. Activity Fund: The current Activity Fund checking account is non-interest bearing. If we convert to a Check-N-Save Plus account and maintain a $5k balance, we can earn 0.25%. The $50k CD matures at the end of March and we have about $37k in the checking account. We will have some expenses such as for the South Pond and dances. He proposes putting $45k in a 9-month CD at 0.85%. This would mature next January and give us flexibility if we have some major expenses voted on at next year’s homeowners meeting. We can decide at that time what amount to reinvest. The Board was in agreement for his proposal.
  7. Wertz Hall Insurance Increase: Wertz Hall (6400 Sq. Ft.) is currently insured for $650,000 which is about $102/Sq. Ft. The Wertz Hall study showed that an average cost for replacement would be around $150/Sq. Ft. which would result in $960,000 for the 6400 Sq. Ft. The additional pro-rated premium needed is $1604 which would result in the budget Insurance line being over by $944 which would be covered by Contingency. A motion was made and passed to increase our insurance coverage on Wertz Hall to $960,000 and pay the additional pro-rated insurance premium of $1604.
  8. Extended Stay Request: An Extended Stay Request was received from Violet Bradley to have her daughter and son-in-law stay with her for her recovery from 2 different surgeries. A motion was made and passed to allow the variance to September 1, 2019.

 

General Discussion:

NFIB (National Federation of Independent Business) representative stopped to explain it was to give small and independent business a voice in governmental decision-making through advocacy. $375 per year was suggested as a volunteer contribution. The Board decided that this was something we would not be interested in.

There was discussion about fruit trees that still had last years fruit on them. Fruit was to have been taken care of by April 1st. A motion was made and passed to give owners that haven’t removed all of last year’s fruit a letter stating that they have 7 days to remove the fruit otherwise the Park will do it and charge them $75.  

 

Director’s Reports

Pat Mulvaney:

Our rental house awnings need to be removed or fixed as they are in bad shape. The counter top in kitchen needs re-caulked. Blue box by Post Office moved to other side so sliding windows can be opened. Question about Welcome Packet, if new owner or renter sign that they received it and it is put in their file because it includes the Rules and Regulations.

Nancy Stamm:

Reports that some people think that we should not allow For Sale Signs in the windows of homes that are for sale as to reduce traffic in the park. Now that we have the BBQ pit in the Azalea park that it would be nice to have some lifetime picnic tables there. Some people do not do their yardwork because its cheaper to wait until they get a notice and then have someone to do their trimming. Sprinklers at Azalea park need to be adjusted so they don’t go off at 5:00 when there is an activity going on.

Howard Harmon:

Parrott’s approached Howie about purchasing picnic tables for the Azalea park. After much discussion, it was decided to look into it more. A motion was made and seconded to purchase two picnic tables. The motion was defeated so no picnic tables will be purchased at this time.

Joyce Venker:

The alley between 47th Street and 48th Street is in bad shape.

Nancy Radke:

Fruit trees on the North Side need to be trimmed by the 19th Hole.

Greg Weekley:

Fruit that is picked can’t be left sitting in buckets and fruit needs to be double bagged. The tower on the North Side is leaning and he is going to check the level several times. Wants to tear down some old fencing on the south side of barn and plant some plants there.

Darrill Burgett:

There needs to be a fire extinguisher in the RV wash room.

Pat Fladeland:

A yard in the RV Park needs work. Also, there is a car with Mexican plates.

 

Announcements:  None.

 

The meeting adjourned at 11:33 A.M.

 Submitted by Joyce Venker, Substitute Secretary

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