The Annual meeting of the Board of Directors (the “Board”) of The PebbleCreek Homeowners Association, an Arizona non-profit corporation and property owners association (the “Corporation”) was duly noticed and called by George Atwell, Secretary of the Corporation and held on April 20, 2016, at 6:00 p.m. in the Tuscany Falls Ballroom, Goodyear, Arizona for the purpose of discussing the attached Agenda.
The meeting was called to order. Board members were introduced and all members of the Board were present: John Kiekbusch/President/PCHOA, Gregg Clymer/Vice President/PCHOA, Sherry Gonzales Director/PCHOA, Jack Sarsam/Treasurer/PCHOA and George Atwell/Secretary/PCHOA.
A quorum being present, the meeting was competent to transact business.
Motion by Gregg Clymer to approve the proposed draft of the March 16, 2016, Board of Directors meeting minutes, seconded by Sherry Gonzales. Unanimously approved.
Bill Barnard/General Manager: Mr. Barnard announced instead of giving the reports himself this month he will have all the managers give their own reports tonight. Managers included Jason Whitehill/Golf, Ron Sawyer/Common Areas, Traci Baker/Activities-Communications, Melissa Kallett/Recreation-Fitness, Sue Jackson/Creative Arts, John Singleton/Community Services, Ken Sergio/Facilities and Melissa Gonzales/Food & Beverage. A Power Point presentation was presented simultaneously to allow all to follow along with the Manager reports. Mr. Barnard thanked everyone for coming out to hear the excellent work his staff has been doing that has resulted in an excellent quarter. Available for viewing on PowerPoint under PC Services>>General Manager. The full Power Point will be posted as part of the Board meeting minutes.
Proposed Professional Services Contract for Reserve Study:
John Kiekbusch deferred the agenda item and informed the residents that the Investment Advisory Group, fellow homeowners who have had extensive careers in banking and finance, screened and rated thirteen companies that responded to our RFP. They have done an outstanding job. In reviewing their report, several questions were raised that they will be attempting to resolve in the next week or two. We had hoped to be able to approve a contract tonight but will now likely have that on our May agenda. The IAG’s work is very much appreciated.
Resident question from Larry McVey: What is the status of the professional reserve study?
John Kiekbusch: We expect all the questions to be quickly resolved and we could possibly have something by our next Board Meeting.
Finance Operations Report/Marion Moskal/Finance Operations Manager. Available for viewing on PowerPoint under Governance>>Budget and Financials.
Mr. Moskal commented on the series of emails stating that the 2015 capital budget was overspent. His analogy compared the HOA Operating budget and HOA Reserve to our personal checking account and savings accounts. The Operating budget covers the day to day deposits and planned expenditures similar to our personal checking account against which we write checks to pay our bills. The HOA Reserve funds set aside for planned future expenditures on replacements/equipment failures similar to our savings account upon which we would draw to pay for A/C unit or major appliance replacement. He stated that our HOA Governance Procedures provide stringent guidelines for managing our budget with detailed procedures for budget development, unbudgeted spending request approval and contract and bidding process. He commented that PebbleCreek is probably one of the best financially positioned and run Robson HOA Communities. 2015 was a great year.
Proposed revisions to the rules. (1) Resident Groups and Clubs (10.1) Purpose) (2) Facilities (11.15 Firearms) and (3) Golf Course Rules (17.6 Dress Code).
Motion by Sherry Gonzales to approve the proposed rules revisions; seconded by Gregg Clymer.
Resident question: (Name not given) What exactly are the revisions and what do they say?
Mr. Clymer indicated that the revisions had been (according to the Rules) posted for the past 30 days and that a meeting presenting them to the homeowners was held April 14, 2016.
Mr. Kiekbusch: Read the exact wording from the Rules Compliance presentation on all the rule revisions.
Motion by: Sherry Gonzales to approve the rule revisions as presented by the Rules Committee; seconded by Gregg Clymer. Jack Sarsam said this was the first he had heard about the (Firearms) revision and wanted it tabled until he was able to have the attorney at Robson Communities look at it. Unanimously approved on Resident Groups and Clubs (10.1 Purpose) and (3) Golf Course Rules (17.6) Dress Code.
Motion by: Gregg Clymer to approve the proposed New Club application By-Laws/Travel International Club; seconded by Sherry Gonzales. Mr. Clymer commented that he hoped they were not selling themselves and asked who was sponsoring the group. The response was Cindy Watty. Unanimously approved.
Motion by Sherry Gonzales to approve the proposed dissolution of the Kokopelli Recorder Consort/Club and the Dog Park Association; seconded by Gregg Clymer. Unanimously approved.
Resident Comments: Tim Kasparek questioned when the Election Committee Charter would be reviewed?
Sherry Gonzales: All Charters are being reviewed including the Election Committee Charter. As soon as we have a final version it will be made available at that time.
Director Comments:
George Atwell: Thank you all for coming. PebbleCreek is a great Community and you have a great staff. They have lots of things planned.
Sherry Gonzales: It is this type of dialogue and communication that we had tonight where management strategies are developed. The community continues to grow as demonstrated by each of the directors in their presentations. Communication at all levels is most important. Thank you for being here tonight.
Jack Sarsam: Thank you all for coming. I would like to thank the Directors for the great job that they do here at PebbleCreek. You have great employees here and I want to thank them and the Board for all that they do.
Gregg Clymer: I see folks have already started to leave for the summer. For the rest of us staying here as Traci Baker and Melissa Kallett stated in their reports there are still lots of activities to do here. Everyone have a safe summer.
John Kiekbusch: Thank you all for coming.
Motion by Sherry Gonzales to adjourn; seconded by Gregg Clymer. Unanimously approved.
There being no further business, the meeting was adjourned.
Respectfully submitted by: Theresa M. Evans/Recording Secretary