Board Meeting Minutes- November 5, 2018 Approved

ADOBE WELLS

BOARD MEETING MINUTES

Monday, November 5, 2018

DRAFT

This was a closed Mic meeting.

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

Present:  Michael Manning, President; Harry DeBoer, Vice President, Arnie DeJoode, Treasurer

Section 1 Directors: Glenda Peterson, Nancy Radke (Absent)

Section ll-lll Directors: Harry Dellinger, Connie Harmon, Howard Harmon, Nancy Stamm (Absent)

RV Section Directors: David VonArx (Absent), Darrill Burgett (Absent)

Secretary: Joyce Venker

Parliamentarian: Carol Buwalda

Jurisprudence: Candy Maxwell (Absent)

A synopsis of the Minutes of the Board Meeting of the April 2, 2018 minutes was read by Secretary Joyce Venker. The minutes were accepted as read.

Treasurer’s Report:  Was given by Treasurer Arnie DeJoode.

General Net Operating Funds Available: $200,178.

Total YTD Income: $398,752; YTD Expenditures: $317,535; Net Income YTD: $81,216.

Total Activity Funds Available: $61,496.

Rental Property Balance: $8,733.

Memorial Fund: $2,618.

Reports put to file for audit.

Old Business:

   Completed Projects:

  1. 19th Hole Heat Pump: A heat pump was installed in the 19th hole including all new duct work in every room and the restrooms. The window units were removed. Three units were sold for $50 apiece and one was put in the auction. The windows were replaced with glass block in the kitchen and pool room. The openings in the meeting room were closed.
  2. 19th Hole Conversion From Gas To Electric For The Water Heater And Stove: The hot water heater, stove and gas furnace were removed. The gas lines were capped off. The electric hot water heater was installed on the rear deck. An electric stove that was donated by the Garrett’s was installed.
  3. Street Repair: The streets were repaired where needed on both the North and South Sides. All of the bad spots were cut out and new asphalt laid prior to applying sealant. Two coats of sealant were applied to all of the roads, golf cart path, and one coat at the maintenance area.
  4. Re-plastering the South Pool: The South Pool was re-plastered, had LED lights installed, and had the electrical wiring for the lights brought up to code. Drains were installed in the concrete to eliminate ponding of water on the deck. The pool had to be drained again for the contractor to correct flaws in his plastering job. A water pipe was run to the roses and a electrical conduit was installed for future use.
  5. South Side Shuffleboard: New LED lighting for the South Side shuffleboard was installed. The courts were painted and 5 composite benches were added. The shuffleboard court storage unit was cleaned out, a new shelf was installed and the equipment racks were painted.
  6. Security Cameras: New digital security cameras for both the North (2) and South (3) Side entrances were installed. The system is WIFI enabled with one monitor and an 8-channel recorder located in the Business Office rather than the post offices. The camera reads license plates very good during the day but not very well at night. This will be worked on.
  7. Replaced the Doors for the Storage Closets on the East Patio of Wertz Hall: Six new metal doors were installed to replace the rotting wooden doors.
  8. Replaced the Pool Heater Enclosure at the South Side Pool: A metal roof and vinyl fencing was installed to protect the heater and eliminate a potential fire hazard of the wooden roof.
  9. Installed Decorative Curbing and Rocks Alongside the Hedge at the Office entrance to Wertz Hall:
  10. Installed a Sprinkler System on the South Side of Daffodil Avenue to Facilitate Growing Grass: Grass seed that was donated by Larry Loos was planted.
  11. Leveled all 4 Pool Tables and Re-Covered the 2 Brunswick Tables:
  12. Painted the Exteriors of all the Doors in Wertz Hall:
  13. Painted the Entrance Signs for the South Side: The North Side needs to be done yet.
  14. Removed the Solar System Shed at the South Pool: The shed was falling apart so it was replaced with a plastic storage unit for the pool chemicals and testing equipment. The pipes for the solar heaters were removed and the pump and motor were stored in the shop for refurbishment.

Golf Course

  1. The sprinkler system was expanded on the South side to cover the fairways.
  2. Water and sprinklers were installed to the practice tee and green on the South Side. The practice tee was re-built and enlarged.
  3. Cypress Trees: The Italian Cypress trees along the golf course were surveyed. There are 18 trees that are dead or dying. The nursery has been notified and will replace them when it is a good time to plant new trees. This will probably happen this month.
  4. Memorial Benches: Eight memorial benches were installed on the golf course. Damaged concrete benches were removed. Any plaques that were on the concrete benches were saved to be displayed elsewhere.

 

New Business:

  1. Mary Hittner – Solar Lights: This item was canceled.
  2. Flood: The June 21, 2018 flood was quite an event. President Manning highlighted damage to the Adobe Wells property.
  • Golf Course: The South golf course was flooded for several days. A 3” discharge gasoline pump was purchased to remove water from the course. A 2” discharge pump that was purchased to facilitate pumping out the pool earlier in the summer wasn’t draining the course quick enough. The pumps were running 16 hours each day in an attempt to save the greens and tees. Fortunately, it worked and the greens survived with little damage. Several mesquite trees were lost on the golf course. Six stumps have already been removed from the golf course and one on Azalea Avenue.
  • Rental House: The rental house sustained damage to the garage and storage unit. The damages were covered by the insurance company and have been repaired. The garage and storage unit will be painted this week, which will complete all repairs. Decorations that are being stored there need to be gone through. There was some damage from termites, but no active termites were found.
  • Wertz Hall: Wertz Hall did not flood, but did sustain damage from all of the rain. Versico, the company who warranted the roof when it was installed was contacted. They had a local company, TADCO, inspect the roof. Four areas that leaked were found. Two leaks were covered by the warranty and the other two were man made holes. Total cost to Adobe Wells was minimal ($120). Unfortunately, there was another big rain and the roof leaked again after the ceiling tiles were replaced. TADCO again performed an inspection and determined the roof was not leaking. It was the stucco that is deteriorating on the exterior roof walls. Copies of their report was given to board members. President Manning has recommended to have an inspection by another company to help determine whether the leaks are in the roofing material or the stucco.
  1. Daffodil/Taylor Road Project Update: President Manning has received a registered letter from the City of Mission and also a letter of advice from our attorney. Copies have been supplied to the Board of Directors. When contacted by the L&G Engineering appraiser a date will be set to meet with them.
  2. Wertz Hall Study Update: A Commercial Property Inspection was performed on Wertz Hall by Accurate Inspections. A copy was provided to the Board. Also, President Manning provided a spreadsheet identifying actions needed to correct deficient items in the report. Decisions will need to be made whether to continue to correct the remaining items or hold off on a determination on the future of Wertz Hall. President Manning had also asked Sam Garcia, our architect, to contact the City of McAllen to determine if there are any obstacles preventing us from building a new community center or adding to the existing. His e-mail response has been provided to the Board. Parking is the major obstacle. One parking space is required for each 100 sq. foot of building. But it is possible to try to get a lifetime waiver for $500 to waive that requirement through the Planning Board. An estimation of $2 million would be for a new building and approximately $6-700,000 for a renovation of Wertz Hall which is 47 years old. A committee has been formed. The purpose of the committee is to decide how to move forward in approaching the homeowners as what to do about Wertz Hall. Volunteering for the committee are Connie Harmon, Howard Harmon, Joyce Venker, Russ Garrett, and Robin Feltman.
  3. Nominations Committee: Mike and Mary Higgins have been appointed as our Elections Chairs. They will be identifying their committee members shortly so that the nominations process can begin.
  4. Audit Committee: President Manning has asked Bob Stamm to chair the Audit Committee this year. He will select 2 additional members to assist with the audit.
  5. South Pond: Prior to the flood, the South pond was dry. Irrigation District 16 had a broken line and added new customers. We received a letter from them stating that due to the increased demand, we would only be able to receive water every ten days. The south pond is only eight-foot-deep and will not hold enough water to meet our demands. Alternatives need to be looked at if we intend to maintain our course at its current condition. Irrigation District 3 can dredge our pond for us, but it may be cost prohibitive with an estimate of at least around $7000. A suggestion was also made to possibly build a berm around the pond. President Manning will continue investigating the situation.
  6. South Side Post Office: The South side post office is in dire need of repair. While there are contingency funds that would have been available for building maintenance, it could not be used as it would have exceeded the building maintenance line item. A vote from the membership will be needed to approve expending more maintenance funds. A motion was made and passed to have a vote in November asking the membership for additional funding up to $5000 from the General Fund for repairing the South Side Post Office.

General Discussion: President Manning mentioned and thanked individuals who volunteered their services this year to help maintain the Park.

  • Harry Dellinger was instrumental in overseeing our road maintenance and sealing. He kept the contractor on schedule and worked daily with the contractor to identify areas needing repair prior to applying the seal coat. This project could not have happened without him.
  • Gus Gustafson provided contract documents allowing us to reach agreements with our contractors and document any change orders. It’s great to have these documents as a template for future use.
  • Ed Blinks and Linda Bowers for all of their hard work in sprucing up the Park by painting the South Side entrances, all the exterior doors in Wertz Hall, the poles and courts for the South side shuffleboard.
  • Greg Weekly for installing the doors on the south patio.
  • Harry Dellinger, Mike Venker and Ralph King for helping President Manning assemble the 15 benches that were purchased for use in the Park.
  • Russ and Twila Garrett for documenting the flood damage and making it available for the residents who were not here to view their property.
  • Jerry Oden who kept the pumps on the golf course operational for 16 hours a day trying to preserve our greens and tees.
  • Bob Gotter for his expertise and assistance in procuring and installing the new security camera system.
  • To all of the residents who took their time to assist their neighbors during the flood.
  • A special thanks to Arnie DeJoode for relieving President Manning during the flood so he could travel to attend a wedding. And another special thanks to Harry DeBoer for taking charge while President Manning took time off to relax.

Directors Reports:

None.

Announcements:

            None.

The meeting adjourned at 10:55 A.M.

Submitted by Joyce Venker, Secretary

 

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