Minutes of the Regular Meeting of the Board Of Directors of the PebbleCreek Homeowners’ Association.
The Regular 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 October 19, 2016 at 11:00 a.m. in the Tuscany Falls Clubhouse 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 June 15, 2016 Board of Directors meeting minutes, seconded by Sherry Gonzales. Unanimously approved.
Employee of the Month acknowledgement: John Kiekbusch called Sherri Van Schaick to the podium and read the nomination from Sue Jackson/Creative Arts Coordinator naming Sherri as Employee of the Month. Sue outlined the job Sherri did with the Creative Arts Center first Consignment POS system.
Sherri thanked everyone for the award and asked everyone to visit the Creative Arts Gallery. She also asked that they come prepared to spend some money on the many lovely items that are for sale.
Bill Barnard/General Manager Report: GM report was presented by Mr. Barnard and will be available for viewing on the PCHOA website pebblecreekhoa.org>HOA Board. Copies of the report will be available upon request.
Bill Barnard/General Manager – Unbudgeted Projects – 2016 Report available for viewing on the PCHOA website pebblecreekhoa.org>HOA Board. Copies of the report will be available upon request.
Homeowner Questions:
Steffan Jacobson: Who makes the decision as to what furniture is purchased?
Bill Barnard Response:
The furniture purchases were of commercial grade and an interior designer or group would be involved in a final decision.
Homeowner: When will the drainage hole No. 6 on the Eagle’s Nest Course be done?
Bill Barnard Response:
As soon as it is approved I will get it done immediately and now is a very good time with the course still closed for over-seeding.
Motion by Sherry Gonzales to approve the unbudgeted project proposal, seconded by Gregg Clymer. Unanimously approved.
Jason Whitehill/Director of Golf – PC Cart Lease Information – October, 2016. Report available for viewing on the PCHOA website pebblecreekhoa.org>HOA Board – Copies of the report will be available upon request.
Homeowner Questions regarding rental cart numbers, usage and return on investments. Explanation offered by Mr. Whitehill included the study prepared on rental cart volume and tournament incomes.
The cost of rental cart is $10 per round.
Motion by Gregg Clymer to accept the proposal from Jason Whitehill to lease 70 Yamaha golf carts, seconded by Sherry Gonzales. Unanimously approved.
Jason Whitehill/Director of Golf – Supplemental Rounds Pricing Program 2016. Report will be available for viewing on the PCHOA website pebblecreekhoa.org>HOA Board – Copies of the report will be available upon request. Homeowners were encouraged to buy enough rounds to get them to November 1. Cost per round for the Supplemental Round was calculated by rounding up the regular price per round in the pass that was purchased and then adding $1. These prices are good in the months of November and December of 2016.
Motion by Gregg Clymer to approve the proposed Supplemental/Rounds Pricing Program 2016, seconded by Sherry Gonzales. Unanimously approved.
Finance Operations Report: Marion Moskal/Finance Operations Manager. Report will be available for viewing on the PCHOA website pebblecreekhoa.org>HOA Board – Copies of the report will be available upon request.
Homeowner Questions for Mr. Moskal: (1) How do the new and resale homes compare to last year? Mr. Moskal stated that he believed we had approximately 129 new home closings and 250 resale home closings last year. This year we are at 99 new home closings through September and have budgeted nine per month for October, November and December which would bring us to 126, approximately the same as last year. (2) Who benefits from outside golf outings? Mr. Moskal replied that both Food & Beverage and Golf.
Homeowner Question: When and how much will the third quarter transfer be make from the Reserve Fund to the operating budget?
Mr. Moskal indicated the amount would be approximately $200,000 and it would be done by the end of October, 2016.
Sherry Gonzales/Chair of ALC presented ALC proposed new ALC Guidelines. The proposed ALC Guidelines 2017 were posted on the website pebblecreekhoa.org> under Committees/under governance ALC page. The ALC looked at best practices, legal advice and homeowner interest before proposing changes to ALC guidelines. Basic changes included a process to assist homeowners in evaluating house repainting timeframes beginning the eighth year from last permitted house painting and a conversion of fence/wall painting to new community colors.
Motion by Sherry Gonzales to approve the proposed 2017 ALC Guideline, seconded by Gregg Clymer.
John Kiekbusch “any discussion?”
Homeowner comments were taken. Discussions/questions included timeframes to complete the conversion to community colors and clarification of the house repainting guideline and developer input.
Sherry Gonzales withdrew motion to approve the ALC proposed guidelines to reassess community color conversion timetable and added language to define locations of wrought iron fencing within the community and to have paint samples available to homeowners in the ALC office.
Motion by Jack Sarsam to table the motion until next month, November 16, 2016, seconded by Sherry Gonzales. Unanimously approved.
Motion by Sherry Gonzales to dissolve the Strategic Planning Committee effective January 1, 2017. The SPC was designed and created to provide an overview of four major operations: Golf, Food & Beverage, Facilities and Common Grounds. The committee was charged with researching best practices, to provide comparative studies with other like-communities and to conduct in-depth exploration of operational practices, policies and procedures. Once the reviews were completed, the SPC was to provide the HOA Board with an evaluation of the department(s) and recommendations for improvement in each of the operations studied. That effort will be completed once the review for Facilities and Common Grounds is presented to the HOA Board next month. As a result, The SPC will be dissolved as an HOA Committee. Because of the thoughtful and comprehensive work of the SPC, the scope of future projects will probably be more narrow and likely be conducted by Study Groups comprised of homeowners with specific skill sets to support particular reviews. Seconded by Jack Sarsam. Unanimously approved.
Motion by Gregg Clymer to approve the new Golf Committee Charter, seconded by Sherry Gonzales. Unanimously approved.
Homeowner Comments:
Beverly Vawter: Expressed concerns regarding the pond area near the softball field.
Bill Barnard/GM clarified the pond purpose and explained that is was probably over-filled due to the heavy watering during overseed. He agreed to review the concerns expressed and seek solutions.
Angelo Renna: When can we expect to see a draft from the Reserve study? John Kiekbusch replied that the Board could see it as early as tomorrow (Thursday, October 20). It should be ready for homeowner review in the next couple of weeks.
Director Comments:
Gregg Clymer: Thank you all for coming. We implement things at each meeting .Next year we will have a meeting every month.
Sherry Gonzales: Thank you all for coming. The ALC and all the other committees have given extensive time to make our community here exceptional.
John Kiekbusch: We do not take any of your issues lightly. We listen when we are out and about and rely on our staff to give us input. Whatever we do is in good faith. You need to let us know what you think works. We are in the process to improve the Green Card system. If you see a problem, call us, do a green card but, do let us know. It is cooperation that makes this community exceptional.
There being no further business, the meeting was adjourned: Motion to adjourn by Sherry Gonzales, seconded by Gregg Clymer. Unanimously approved.