Portillo Hills II
Board Meeting Minutes
April 11, 2013
Board Members Present: Michael Knight, Robert Gatz, Paul Garcia, Norm Stalnaker, Harold
Lindamood
Others: Marge Garneau, Nancy Albertson
President Knight called the meeting to order at 2:04 pm. He noted that Mr. Lindamood was on
his way and there is a quorum. He also commended Paul Garcia for the delivery of the
directories. He delivered them to the owners himself. Mike thanked him. Paul said it
took about an hour.
President Knight noted that we have put in for 2014 meeting and social dates. The meeting will
continue to be on the second Thursday of each month if space is available and we are
trying to move back to Madera. There are two (2) social dates, one in April one in
December on a Friday. We will make copies and put it on the website. Last meeting is
May and reconvene in September.
Virgil Davis provided historical background information to the Board regarding how our CD
reserve levels were determined. In 2001 a committee was set up to review our financial
requirements as to reserve levels. They proposed an aggregate level of $35,000. This
amount included $25,000 in a legal fund for the board if there is a need for an attorney,
$5,500 to remove sand from the catch basin, $2,000 to replace landscaping if needed
and $2,500 to cover costs for CC&R/Bylaws updates. President Knight noted there may
be a need to be review and evaluate whether these amounts are still accurate and
necessary.
President/President March letter – Next Thursday at West Social Center at 1:30 pm there will
be a meeting on the state of the aquifer. Sources and supply of water in the valley will
be discussed. This is part of an ongoing series of 4. Several HOAs have not renewed this
year and this will cause a shortfall of projected revenues. GVC will draw from reserves,
but it could mean an increase in dues. GVC has added Quail Creek as an Associate
Member– not as a full member.
Secretary report by President Knight: The Portillo Hills II information has been updated with
GVC and with the Green Valley Sahurita Board of Realtors. They keep data bases on
annual fees, officers, etc. That went out already with new officers. Minutes from the
March 14 meeting were presented. Mr. Garcia made a motion to accept; Mr. Gatz
seconded. Unanimous. Mr. Lindamood arrived at 2:15pm. He presented the minutes
from Special Meeting and moved they be accepted. Seconded by Mr. Garcia. Motion
passed unanimously.
Treasurer’s report by Mr. Stalnaker: He noted that Attorney Goldschmidt sent a bill for her
services - $250. He reviewed the financial report as provided and asked for questions.
President Knight asked about attorney bill. Mr. Stalnaker paid it yesterday. President
Knight thinks it should be less than 10 hours total. Mr. Lindamood moved to accept the
Treasurer’s report, Mr. Garcia seconded. Motion passed unanimously.
GVC Representative: Nancy Albertson reported that GVC is moving to the old firehouse on La
Canada and Desert Bell as soon as it is finished. Canoa Ranch historic ranch is opening
and the word is it is a great place to visit with a tour and a lot to see. Information sheets
that were sent from GVC to Nancy, and she asked who is our communication liaison?
President Knight noted that Paul Garcia is since he is year round and is listed as such on
the realtor form. Mike said we haven’t had anyone as communication person other
than the President. There is a Citizens Corp. Committee that educates people on mass
evacuations, emergency response things. Bill Curry was the chair, it is now Chief Chuck
Wonder (fire chief) working on a local evacuation plan. This is not intended to replace
the Pima county plan but to provide shelter. The training is helpful, how to turn off the
gas along with other things in the event of an emergency. Households Hazardous Waste
Collection had 270 cars and was quite a success. The next one will be in the fall. There
was discussion on where to dispose of things and it was this would be an item for the
next Crier – where to dispose of things (Mrs. Albertson said she would help). She noted
that SAV is doing vehicle etching with the vin number on the windshield. Fire
Department is installing 100 smoke alarms in older neighborhoods. Traffic problem at
continental mall’s west front is being proposed to change so there is no right turn on red
on the northbound. GVC is working with the county on this. May 11th is Post Office
food bank day. You can put your food out and they will pick it up.
Architectural Control Committee: President Knight noted that Mr. Cross was not able to attend
but he noted there have been no new activities. There is a problem with a lot of the
mailboxes getting rusty. We will be putting out a Crier in May and will include
information on painting the mail boxes. Some HOAs have a group that goes by to paint
them for $15. Do we want to do this? A lot of them have 2 boxes on the one pole. The
light across from Lindy is broken off and just held up by rocks. It was decided by the
Board that the AG&C committee needed to send the new owner a note.
Social Committee – It was noted that the April date is passed. Mrs. Albertson stated she has
asked to be released from this committee and will continue to help through the
December social. She noted that Cheryl Knight and Jean Ann Gatz are on the
committee. She asked President Knight to put an ad in the Crier.
CCR update: President Knight noted that a package went out today to all members. We are
getting copies of the completed CCR from the attorney, summary of changes and ballot
Minutes, Board of Directors
April 11, 2013 -- Page #2
that reflects the addition by the attorney to allow the Board to contract with a waste
disposal company. Current CCR preclude the board from doing anything in other than
HOA property. If this is approved it will give the Board the authority to do a contract if
they choose to. The ballot counting committee is Mr. Lindamood, Mr. Lembcke and
Marge Garneau. We need to record the lot number as received. Mr. Stalnaker will pick
them up and hold them to the end.
Waste Management: Mr. Gatz reported on what he found out Right Away Disposal has
containers – once a week $168 a year with a 2 year guarantee and stabilization of cost.
Rise in fee at 5% after 2 years. Environmental and fuel increases. Provide after 3
months for yard waste. No charge for container. They have a tandem truck. The truck
goes around the curb first.
Titan Recycle: Small units that serve GV. You use your own containers. Twice a week
pickup. $180 year billed quarterly. They did not have HOAs specialists. They have not
increased costs. Yard waste always accepted. Trucks are small.
Waste Management. $204 for twice a week pickup or $156 per year for once a week.
They are not bringing the automated arm trucks in GV. Yard waste is bundled and
packaged. They charge for service on hold.
Bills direct to the HO. With a contract with the HOA – they would be the only provider.
Titon only one with two times a week pickup. Summer there is smell. Current pay $270
year with WM.
There was discussion on how to get homeowner input and it was decided to put this on
hold until after the election. It is best to only have one provider and the Board can work
on negotiating a better price once it is decided which service would be looked at. The
HOA cannot enter into a contract.
New Business: No new business
Mr. Lindamood moved to adjourn at 3:10 pm. Mr. Garcia seconded. Meeting was adjourned.
Respectfully submitted,
Harold Lindamood
Board Secretary
mg
Minutes, Board of Directors
April 11, 2013 -- Page #3